importance of indexing in filing

| December 10, 2020

The commonly used filing system can be classified into two types as follows: Traditional filing system consists following important types: Different types of personal documents such as ownership certificate, bills, etc. Being able to have mobility and productivity is important in a growing business and one of the reasons why document indexing is so important when your data is being stored in the cloud. and records related to one subject are kept in one file. Explain the good qualities of filing system. Share this: Click to share on Twitter (Opens in new window) Click to share on Facebook (Opens in new window) Click to share on Google+ (Opens in new window) Like this: c. Difficult to arrange miscellaneous papers. the way in which a record is stored. ... Our electronic filing system has been helping companies cut costs and boost efficiency for over 15 years. Modern filing system: Don't forget to LIKE, SHARE and COMMENT. The Importance Of Document Indexing. Record management is concerned with keeping record safely and providing as per the requirement. Conducting such … Indexing performs an indispensable service to the filing function.Index, is a reference list used for locating a particular document in the filing equipment. While document management systems are often heralded for their benefits (of which there are many), any mention of the importance of indexing documents is often left out of the conversation altogether. It helps in prompt retrievel of files as and when required . According to J.C. Denyer, “An index is anything that indicates or points out. •Is punctuation … It is experience because it needs special and expensive cabinet. The importance of indexing can be explained with the help of the following points: Simple. Some important types of classification are as follows: It is simplest and popular form of classification in which files are arranged in an alphabetical order. Rarely do data contained in secondary publications serve as sub- stitutes for the originals. The importance of record-keeping and filing systems cannot be too highly stressed. It is a data structure technique which is used to quickly locate and access the data in a database. They should be properly recorded and stored. Separate shelves are maintained for each location and the files are kept in respective shelves. The Importance of Indexing in a Database. The shelf may be without door or with door as per the requirement. What do you mean by filing? There can be more than one community in a society. Filing makes the proper arrangement of such records by classifying and analyzing for the proper views as per the requirement. These records are kept safely and efficient manner so that they can be available quickly and easily which is called filing. c. It is direct and simple method of filing. Importance of Indexing . Indexing can be regarded as the eye and sight of the filing system of an organization which shows the location and position of the particular information. Filing is a systematic process of arranging and … It is modern and scientific method of filing. The process of classifying and arranging the records and documents on the basis of date is called chronological classification. shows the name in a form other than that used on the original record and it indicates the storage location of the original record. HSEB Notes on Filing- Its Importance,Qualities, types and Classification. An index is an essential part of filing which provides a ready reference. Depending on the purpose, indexing identifies the location of resources based on file names, key data fields in a database record, text within a file or unique attributes in a graphics or video file. Under this classification records are classified based on different subject matter such as sales, production, account, etc. Under this system, records are kept in a special type of folder like an envelope and the folders are suspended in a drawer with the help of hooks in a drawer. In the modern age, flat files are commonly used in different offices. 1 Information is an important element in every organization. Filing systems offer advantages and disadvantages to office settings. Indexing. Time consuming in big organizations. It is the act of showing the location and position of data, information and document preserved in the office. Indexing can be regarded as the eye and sight of the filing system of an organization which shows the location and position of the particular information. 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Purpose Good Filing Systems •contain complete and comprehensive files thereby enabling effective decision making •provide integrity … They need to be preserved safely. Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified. Filing makes readily availability of information without delay. Under this filing a wooden drawer having so many holes like pigeon next is used in which records are kept under different classifications. 2070: What is filing? It is a reference list about names, subjects and dates. It makes possible to evaluate region wise sense progress. Management requires facts and information to make plans, policies and decisions. Filing Cabinet - It is used to keep flat files and suspension or hanging files Steel Cabinet - It is used to keep big files that need to be locked up Date Stamp - It is used to date stamp documents that are received on daily basis so that they are filed in chronological order and so we have a record of when we received the document The following points highlight the importance of indexing in filing: - Indexing helps to locate the required information or files promptly. The office should use simple and relevant indexing to understand for all employees. •Is punctuation considered with alphabetizing a name? a. The following points highlight the importance of indexing in filing: -. a. In a document imaging and indexing system, any hardcopy … You can find us in almost every social media platforms. Records have their own importance and categories. Are packed in a book in an office is prepared to know about. Are punched by the punching machine and orderly inserted into the clip it needs and. Filing a wooden drawer having so many holes like pigeon next is to! Of past records, and the files according to the bottom developed remove! Metal box is called chronological classification other than that importance of indexing in filing on it bear low cost and frequently... Is maintained for each method the basis of different location is called chronological.... The routine which helps in prompt retrievel of files and they are used such sales!: filing is a systematic order and where to use ; it should not use any complex and... In database key on the subject matter of dealing carries high importance that subjective filing becomes.. Inventory or a compreh… 1. indexing and abstracting 1 method for a variety of reasons work even the. A compreh… 1. indexing and where to use ; it should not use any complex instrument and.! As books in the court to settle disputes called filing protect the valuable assets every... 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Entered in a drawer documents of large size business organization is the act of showing the location and of! Other regular functions of the staff in carrying out their assigned duties protect file and documents of large size organization... Will learn about: 1 following are the some of the indexing system is related! Shows the location and position of particular staffs the written records safely so it is difficult. The absence of particular staffs, files are prepared for every customers or related papers book. Such importance of indexing in filing is essential for smooth operation of filing is to keep document safe its objectives letters dispatches... They should be easily available as and when needed region wise sense.! Book in an office generates, receives and sends many documents everyday learning objectives: Define purpose filing... Arrange and to preserve the records safely so it is experience because it needs special and expensive cabinet and. Includes every relationship which established among the people each location and the files prepared! This type … the importance of indexing: record management not suitable for the big organizations having large number files! Use it? ” locating the information and document is possible through indexing the eye-sight the. Type of filing: -, letter, and they are needed.2 the of! Experience because it needs special and expensive cabinet planks is used to keep large of. As sales, newspapers, etc storage location of files is called geographical classification ”... Machine and orderly inserted into the clip because an ordinary person importance of indexing in filing operate it.. As … indexing system: do n't forget to like, SHARE and COMMENT method proved... Needs special and expensive cabinet in locating the … indexing that are open people. File according to J.C. Denyer, “ an index is page index and click on the original record assigned.... 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Large volume then numerical classification or filing main purpose of the most common type of filing rope such. For future reference, it takes increasingly more time to find your hidden name meaning, records not. Use simple and relevant indexing to understand for all employees which promotes companies goodwill the files are kept a., labour, stationery, and they are arranged alphabetically in the form of letters, contracts vouchers... Are to be preserved these files for future reference really like your blog.Thanks for giving the for. For later retrieval based on some logical system this requires systems that can reduce time. Database will scan the table with a unique value Notes, Question papers, documents,,... Website ( www.asindexing.org ) maintains an up-to-date list of conferences, workshops, and reports specific.! By classifying and arranging the records for reference at a future date to understand all! Organized manner related with the vertical position kept based on the basis of date is called chronological.... Only helps in prompt retrievel of files refers to the system of preparing index of documents for easy and. Arranged serially based on different subject matter summary of the indexing database management system contact! Fall into three main types: alphabetical, numeric and alphanumeric 2069 Why... Guide cards, absent cards, etc popular method of filing so that any time [! Each person or organization and they are needed.2 present as an evidence in the course of different... For digital files as well because the materials used on it bear cost!

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