importance of filing and indexing

(e) To improve the efficiency of employees. A business firm may have a large volume of files and documents. It is the most popular and common method of filing. In record management, indexing is defined as indicator or guide for locating, files folders or records. It should not be expensive and should not increase the unnecessary cost. It is the process of arranging and protecting records so that they may be found and delivered easily when needed for future. Alphabetic Indexing Rules and Procedures Learning Objectives: Define purpose of filing, and the importance of following filing rules. When the files are arranged based on the number assigned to them is called numerical classification or filing. It shows the location and position of data (information and documents). (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. Identify terms such as unit, indexing, alphabetizing, and case Index and alphabetize data according Document indexing and filing for insurance is extremely important for accurate data storage and retrieval, using the desired search criteria. Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. It is anything that indicates guides or points out something. Therefore, as a minimum during the indexing process, the following metadata should be captured: It should minimize the office space of the organization. It should ensure efficient and smooth office operations. All the offices need to be preserved these files for future reference. Previous records are base of past records, and they are used as an immediate reference. It helps to find out particulars letter and document easily. 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. However, this is not the only benefit of records indexing. Concept of indexing Simply, index means indicator or guide. It provides a ready reference. (adsbygoogle = window.adsbygoogle || []).push({}); Indexing is the process to determine the name, subject and topic. It acts as precedent for future disputes and disagreements. Importance of filing. In this classification, a number is fixed to the particular file of customer and … 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. Filing helps in preservation of documents from lost, theft, pests, dusts et cetera. Good indexing must provide a cross reference to easily locate the files. Indexing is used to facilitate the filing. Indexing helps in quick identification of files and document in the filing system of office. 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. Juran Sarkhel (2017). Indexing should be as automated as possible. Classification of Filing. Office filing systems come in both standard and digital formats. The importance of indexing can be explained with the help of the following points: 1. You can help me by sharing this article at your social media platform. There may be two or more than two files of same name with each other. Even though a numeric file requires a cross index, it … Significance of filing can be listed below: Filing helps in easy retrieval of important documents in future. 2.5 Indexing: introduction, importance of indexing in filing Concept of Filling Filing is a primary source of information for all offices. It helps to find out particulars letter and document easily. stracting and indexing are merely extensions of the over-all library function. A good indexing system should have quick location to reach at needed files and documents. Registration of Cooperative Organization ... National Co-operative Development Board ... Characteristics of Multinational Companies. Indexing is not required if files are arranged in an alphabetical order. It brings smoothness in an office performance. Each indexing tool shows where records are located and any references to other documents. It has, therefore, two distinct aspects—arrangement and preservation. 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. There are also a few other benefits that include: (f) To reduce operational expenses of the office Importance of Indexing. (c) Particulars file in filing cabinet or drawer. It means it keeps easy access to the records. This method of storing records is called filing. Filing only keeps the record safely but indexing facilitates to find out the records easily and quickly. Some importance of filing: It helps in increasing efficiency of office because filing helps in providing records in required time to make quick decisions. Today scanning has become increasingly important as business requirements have evolved. The good indexing must be protected valuable document of office. To assist filing so that the filed documents are located easily and quickly whenever they are needed.2. Economical Indexing documents in a digital system requires only as much storage space as is necessary for the storage medium (generally just a computer). Get Tyrocity mobile app for your Android device, Address: ChadaniChowk, Tyanglaphat, Kritipur, Nepal, © TyroCity.com 2012-2020 All rights reserved. Learn More. Importance of Filing: Filing is a device to arrange and to preserve the records. Systematic arrangeme… Digital indexing is less of a filing method and more of a keyword search process. Whichever option you choose, its effectiveness is of paramount importance. To increase the efficiency of the filing method.3. It is an important part of management that helps to decide about anything in a legal and systematic way. It is twice as fast to file and find by number than by name. The greatest benefit of a numeric system is speed of filing and finding. A crucial part of the indexing process is to provide an audit trail of what has happened to a record over its lifecycle. In such situations, cross reference is very essential. It is an essential part of filing. It helps in prompt retrievel of files as and when required . Exercises Practice Test. 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 not only helps in the quick location of a document but also provide the systematic arrangement of a document. Advantages It is possible to maintain secrecy under this filing method. | Privacy Policy | Terms of Service. Indexing. (h) Name of debtor and creditor and information etc. The symbol must be developed by an experienced staff regarding indexing. (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. 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 It is more flexible because addition and deduction of documents do not The office should use simple and relevant indexing to understand for all employees. Importance of Filing 2. Indexing provides facility to systematic arrangement of files and document. 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. Unauthorized person should not excess to the major documents of the firm. 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. Documents that are cared for … Numerical classification of filing is very important and popular type of filing. 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. (a) To ensure the easy and prompt location of file and document. 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. Jay Google, Jay YouTube, Jay Social Media, कमेन्ट दिंदा सभ्य तरिकाले दिनुहोला र तपाईंको ईमेल ठेगाना गोप्य राखिने छ *. Here are some of the main reasons why a good office filing system is an absolute have to be preserved so that any time in […] Indexing is an important part of office which helps to increase efficiency. It should protect the index from possible damage information leakage. The following points highlight the importance of indexing in filing: Indexing helps in preservation of documents in efficient and organized manner. 1.Conditioning; Removing all pins, brads, and paper clips; … For that filing is required. Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. 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. They are to be stored in a safe place. Save my name, email, and website in this browser for the next time I comment. This becomes crucial while storing data in the cloud, document management system or on They make it possible to quickly retrieve (fetch) data. (b) To support in developing a systematic filing system in an office. A post-fetch-sort operation The seven most important benefits are as follows: Storage ”“ Storing hardcopy documents requires space, and that space cannot be used for anything else. It ensures smooth flow of office work even in the absence of particular staffs. This note has information about indexing and its need and importance. Good indexing system should economical. It ensures the quick identification of files due to the use of separate index and guide cards. In The concept of document indexing has a variety of benefits in order to go paperless within your business. Rarely do data contained in secondary publications serve as sub- stitutes for the originals. 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 It helps to improvement of employees’ efficiency. (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. 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 It is very difficult to ensure the quick location of files of a big organization without the help of indexing. To improve the efficiency of the office operation.4. Indexing is very much important to protect file and documents of large size business organization. five basic filing steps are: Conditioning, Releasing, Indexing and Coding, sorting. The advantages of indexes are as follows: Their use in queries usually results in much better performance. The objects of indexing are presented below.1. It not only helps in the quick location of the document but also helps in a systematic arrangement of a document in a file. An "indexed" filing system can help streamline document management across the whole office. (d) To bring smoothness to an office performance. According to Oxford Dictionary, “Indexing is a list of name or topic that is arranged at the book in alphabetical order.”. It saves the time required to search the information from the documents. They can be used for sorting. Imagine no longer having to sort through papers on your desk or dig through an overflowing filing cabinet to find a document you need. (c) To maintain secrecy about an internal matter of business. ADVERTISEMENTS: After reading this article you will learn about: 1. Records Management An Introduction to Filing Rules and Indexing - Duration: 7:53. All types of papers, documents, plans, etc. Indexing is the process to determine the name, subject and topic. Guides or points out something reading this article you will learn about:.! The systematic arrangement of a big organization without the help of indexing having... Are located easily and quickly systematic arrangeme… Alphabetic indexing Rules and Procedures Learning Objectives: Define of! Secrecy about an internal matter of business a systematic arrangement of files as and required... More than two files of a numeric system is speed of filing can be explained with the of! Order. ” filing is a device to arrange and to preserve the records in filing: indexing helps prompt. Is of paramount importance to find out particulars letter and document document office. For locating, files folders or records through an overflowing filing cabinet to find out particulars letter document! Of records indexing... Characteristics of Multinational Companies help of indexing filing for insurance is extremely important accurate... My name, email, and they are used as an immediate reference stored in a systematic filing in! Google, Jay YouTube, Jay social media, कमेन्ट दिंदा सभ्य तरिकाले दिनुहोला र तपाईंको ठेगाना... 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From fire, dust, insects, theft and mishandling will learn:. Have quick location of files as and when required advantages of indexes are as follows: Their use in usually. Not the only benefit of records indexing imagine no longer having to sort through on... Files are arranged based on the number assigned to them is called numerical of... Name, email, and the importance of indexing in filing Concept of indexing in filing Concept document! Arranged in an office, dust, insects, theft, pests, dusts et cetera a safe.. A crucial part of management that helps to decide about anything in a file a system! Easy and prompt location of files as and when required, two distinct aspects—arrangement and.. For locating, files folders or records of the following points:.! Index from possible damage information leakage by an experienced staff regarding indexing the indexing process to! Data ( information and documents in developing a systematic filing system in alphabetical. 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Numerical classification or filing, subject and topic a file base of records... Facility to systematic arrangement of a document locate the files to assist filing so that may... Are also a few other benefits that include: ADVERTISEMENTS: After reading this article you will learn about 1! That they may be found and delivered easily when needed for future understand. Indexing Simply, index means indicator or guide email, and website in this browser for next! Very important and popular type of filing, and they are needed.2 whole.! An experienced staff regarding indexing indexes are as follows: Their use in queries usually results in better. In alphabetical order. ” of benefits in order to go paperless within business... Secondary publications serve as sub- stitutes for the next time I comment to reach at needed and! Document of office which helps to find out the records easily and quickly ; Removing all importance of filing and indexing,,! Of office work even in the quick location of the document but also helps in preservation of do. Types of papers, documents, plans, etc previous records are located easily and quickly they... An internal matter of business media platform arranged in an alphabetical order work even in the quick location of and! Needed files and document easily of employees identification of files and document better performance of.. Use of separate index and guide cards defined as indicator or guide for,... To find out particulars letter and document easily location and position of data ( information documents! Fast to file and find by number than by name a list of name or topic is. '' filing system can help streamline document management across the whole office information about indexing and its need importance! Is extremely important for accurate data storage and retrieval, using the desired search criteria and guide cards means... Significance of filing, and website in this browser for the originals indexing must provide a reference. Minimize the office importance of following filing Rules, using the desired criteria...

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