1.Conditioning; Removing all pins, brads, and paper clips; … Even though a numeric file requires a cross index, it … Learn More. It has, therefore, two distinct aspects—arrangement and preservation. To improve the efficiency of the office operation.4. Here are some of the main reasons why a good office filing system is an absolute (e) To improve the efficiency of employees. Office filing systems come in both standard and digital formats. It not only helps in the quick location of the document but also helps in a systematic arrangement of a document in a file. Unauthorized person should not excess to the major documents of the firm. Get Tyrocity mobile app for your Android device, Address: ChadaniChowk, Tyanglaphat, Kritipur, Nepal, © TyroCity.com 2012-2020 All rights reserved. (Professor of Library & Information Science, University of Kalyani, India) 1.1 Introduction: Indexing language (IL) is an artificial language made up of expressions connecting several kernel terms and adopted to the requirements of indexing. Exercises Practice Test. It helps to improvement of employees’ efficiency. Records Indexing Saves Time, Money, and Frustration The obvious advantage of using a record storage solution that uses records indexing is that finding files and documents is a lot faster and easier as mentioned earlier. (adsbygoogle = window.adsbygoogle || []).push({}); Indexing is the process to determine the name, subject and topic. | Privacy Policy | Terms of Service. The importance of indexing can be explained with the help of the following points: 1. The seven most important benefits are as follows: Storage ”“ Storing hardcopy documents requires space, and that space cannot be used for anything else. It helps in prompt retrievel of files as and when required . This method of storing records is called filing. It helps to find out particulars letter and document easily. Indexing is very much important to protect file and documents of large size business organization. Each indexing tool shows where records are located and any references to other documents. (adsbygoogle = window.adsbygoogle || []).push({}); Tyrocity.com envisions the education system of the country to be redefined through active engagement, discussions, required assistance and by bringing the right information to your fingertips. According to Oxford Dictionary, “Indexing is a list of name or topic that is arranged at the book in alphabetical order.”. It is the most popular and common method of filing. Good indexing system should economical. have to be preserved so that any time in […] Previous records are base of past records, and they are used as an immediate reference. The good indexing must be protected valuable document of office. Indexing is a guide which helps in searching and finding out a particular topic in book, particular account in a ledger book, particular letter in the file and particular file in a filing cabinet. Imagine no longer having to sort through papers on your desk or dig through an overflowing filing cabinet to find a document you need. A good indexing system should have quick location to reach at needed files and documents. Rarely do data contained in secondary publications serve as sub- stitutes for the originals. They are to be stored in a safe place. It ensures smooth flow of office work even in the absence of particular staffs. Indexing not only helps in the quick location of a document but also provide the systematic arrangement of a document. stracting and indexing are merely extensions of the over-all library function. Indexing documents in a digital system requires only as much storage space as is necessary for the storage medium (generally just a computer). In such situations, cross reference is very essential. It provides a ready reference. It is very difficult to ensure the quick location of files of a big organization without the help of indexing. Alphabetic Indexing Rules and Procedures Learning Objectives: Define purpose of filing, and the importance of following filing rules. In record management, indexing is defined as indicator or guide for locating, files folders or records. This note has information about indexing and its need and importance. Economical Systematic arrangeme… The importance of indexing can be explained with the help of the following points: Simple indexing means easy to use; it should not use any complex instrument and procedure. Significance of filing can be listed below: Filing helps in easy retrieval of important documents in future. five basic filing steps are: Conditioning, Releasing, Indexing and Coding, sorting. Indexing is the process to determine the name, subject and topic. (b) To support in developing a systematic filing system in an office. It is anything that indicates guides or points out something. It helps in documentation of proof and legal evidence in the time of disputes, It helps in formulation of future planning, It helps in providing legal proofs to fulfill legal formalities, It helps in handling customers and correspondence carefully to maintain the goodwill of the office. Filing Methods: Alphabetical, Numerical, ... ChadaniChowk, Tyanglaphat, Kritipur, Nepal, It helps in increasing efficiency of office because filing helps in providing records in required time to make quick decisions. All types of papers, documents, plans, etc. It should not be expensive and should not increase the unnecessary cost. It should ensure efficient and smooth office operations. Why should Organizations have a good filing system Filing means keeping documents in a safe place and being able to find them easily and quickly. Numerical classification of filing is very important and popular type of filing. It is more flexible because addition and deduction of documents do not It shows the location and position of data (information and documents). Jay Google, Jay YouTube, Jay Social Media, कमेन्ट दिंदा सभ्य तरिकाले दिनुहोला र तपाईंको ईमेल ठेगाना गोप्य राखिने छ *. For that filing is required. Filing only keeps the record safely but indexing facilitates to find out the records easily and quickly. The following points highlight the importance of indexing in filing: Indexing helps in preservation of documents in efficient and organized manner. It should minimize the office space of the organization. Purpose Filing involves •Arranging records according to a simple, logical system • Placing records in a storage container in correct sequence •Retrieving the records so that they can bePurpose Good Filing Systems •contain complete However, this is not the only benefit of records indexing. (c) Particulars file in filing cabinet or drawer. Importance of Filing: Filing is a device to arrange and to preserve the records. Concept of indexing Simply, index means indicator or guide. Indexing helps in quick identification of files and document in the filing system of office. Whichever option you choose, its effectiveness is of paramount importance. Indexing is not required if files are arranged in an alphabetical order. Records Management An Introduction to Filing Rules and Indexing - Duration: 7:53. Subject indexing is the act of describing or classifying a document by index terms or other symbols in order to indicate what the document is about, to summarize its content or to increase its findability. In this classification, a number is fixed to the particular file of customer and … In Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. The advantages of indexes are as follows: Their use in queries usually results in much better performance. The greatest benefit of a numeric system is speed of filing and finding. Identify terms such as unit, indexing, alphabetizing, and case Index and alphabetize data according (d) To bring smoothness to an office performance. The symbol must be developed by an experienced staff regarding indexing. To state the key information regarding any subject in a condensed form.The right system of indexing must be chosen in order to achieve the objectives of indexing. (a) To ensure the easy and prompt location of file and document. Save my name, email, and website in this browser for the next time I comment. It ensures the quick identification of files due to the use of separate index and guide cards. Some importance of filing: It helps in increasing efficiency of office because filing helps in providing records in required time to make quick decisions. Indexing provides facility to systematic arrangement of files and document. A crucial part of the indexing process is to provide an audit trail of what has happened to a record over its lifecycle. It should protect the index from possible damage information leakage. Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. This becomes crucial while storing data in the cloud, document management system or on Filing helps in preservation of documents from lost, theft, pests, dusts et cetera. The objects of indexing are presented below.1. The office should use simple and relevant indexing to understand for all employees. It brings smoothness in an office performance. Classification of Filing. Advantages It is possible to maintain secrecy under this filing method. Documents that are cared for … There are also a few other benefits that include: To assist filing so that the filed documents are located easily and quickly whenever they are needed.2. Good indexing must provide a cross reference to easily locate the files. ADVERTISEMENTS: After reading this article you will learn about: 1. It saves the time required to search the information from the documents. (f) To reduce operational expenses of the office Importance of Indexing. Alphabetic Indexing Rules and Procedures Learning Objectives •Define purpose of filing •The importance of following filing rules •Identify terms such as: Basic Filing Terms Before learning the rules, an understanding of filing terms is Document indexing and filing for insurance is extremely important for accurate data storage and retrieval, using the desired search criteria. There may be two or more than two files of same name with each other. Indexing. It is the process of arranging and protecting records so that they may be found and delivered easily when needed for future. Importance of filing. Importance of indexing Indexing is an essential part of a good filing system as it is a guide It provides a ready reference It facilitates easy location of files Even if the files are arranged in self-indexing methods, index will further A post-fetch-sort operation The concept of document indexing has a variety of benefits in order to go paperless within your business. The filing method under which files and folders are arranged in order of alphabets of the names of person or institution concerned with such file is alphabetical classification. Indexing is used to facilitate the filing. Therefore, as a minimum during the indexing process, the following metadata should be captured: Digital indexing is less of a filing method and more of a keyword search process. When the files are arranged based on the number assigned to them is called numerical classification or filing. (c) To maintain secrecy about an internal matter of business. It is an essential part of filing. They make it possible to quickly retrieve (fetch) data. It helps to find out particulars letter and document easily. Juran Sarkhel (2017). Every business must develop and maintain an organized way to store written communication, such as reports, letters, memorandums, order forms, invoices, and other such information so that it is available for efficient retrieval or reference. They can be used for sorting. All the offices need to be preserved these files for future reference. It is an important part of management that helps to decide about anything in a legal and systematic way. 2.5 Indexing: introduction, importance of indexing in filing Concept of Filling Filing is a primary source of information for all offices. You can help me by sharing this article at your social media platform. Indexing should be as automated as possible. (h) Name of debtor and creditor and information etc. Indexing is an important part of office which helps to increase efficiency. Importance of Filing 2. An "indexed" filing system can help streamline document management across the whole office. Registration of Cooperative Organization ... National Co-operative Development Board ... Characteristics of Multinational Companies. A business firm may have a large volume of files and documents. It means it keeps easy access to the records. To increase the efficiency of the filing method.3. It acts as precedent for future disputes and disagreements. It is twice as fast to file and find by number than by name. (a) To ensure the easy and prompt location of file and document, (b) To support in developing a systematic filing system in an office, (c) To maintain secrecy about an internal matter of business, (d) To bring smoothness to an office performance, (e) To improve the efficiency of employees, (f) To reduce operational expenses of the office Importance of Indexing, It should minimize the office space of the. 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