Indexing

1st Year POC - Principles of Commerce Notes

Indexing



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Introduction:



Index is simply a list arranged alphabetically showing the required
reference. An index to file may be set out in the form of a bound or
loose leaf book whereas a separate page or group of pages is allotted to
every letter of the alphabet, the field no. being entered against each
name. Thus indexing is a system through which the location of the
records may be found easily. It may be placed near to the records or may
be kept apart from the records or the records themselves may be so
arranged as to be self indexing eg . 1 index of a book (apart from the
records) and 2. Telephone directory (self- indexing).

Indexing Equipment



VERTICAL CARD INDEX:



There are number of card in it and each card deals with one item of the
index. On the top edge of the card, reference heading is written. On the
remaining part of the card, the location of the item is written, where
the self- indexing system is in use, the remaining part of the card
contains the record itself. These cards are arranged vertically in a
drawer or tray in such a way that they can be used very conveniently for
reference to make the function or finding the reference more easily,
tabbed guide cards may be inserted at required intervals.





STRIP INDEX:



It is consisted of frame into which strips of shout paper or card can be
fitted in any required order and subsequently withdrawn and rearranged
whenever changes are to be made. Each strip is devoted on one item of
not more than two or three lines. Frames can be made up in various forms
to suit different purposes; they can be fixed to the wall made up in
book form or where a large number is necessary arranged on a rotary
stand which is easily turned to give reference to any desired portion of
the index.





VISIBLE CARD INDEX:



This is an index which offers the ready visibility of the strip index
and also the additional record space provided by the vertical card
index. It consists of series of cards, arranged so as to overlap leaving
a strip of each card exposed. This exposed edge is used for the
reference heading, the remaining part of the card is readily available
for record purpose. The trays in which these cards are kept are fitted
with devices which enable the cards to be held in position and yet
permit individual cards to be written upon withdrawn replaced or
rearranged as may bar required. The trays of cards are usually kept in
cabinet but as in the case of the strip index frames can be arranged in
book form when they make an easily portable record.



VISIBLE BOOKS:



Overlapping visible index records can also be kept in book form. A
viable book consist of a loose leaf binder in which paper pages are
arranged in a similar formation the cards in visible card index.



WHEEL INDEX:



This is a form of vertical card index in which the cards are arranged
about the circumference of wheel set in a cabinet or desk. Thousand of
such cards can be attached to one wheel and as many as six wheels set up
within the reach of one clerk seated at his desk.



STAGGED CARD INDEX:



This is an arrangement of the vertical card index which has been
developed to give easier reference to headings. Cards are arranged in
groups and overlapped so that the reference headings on the cutaway
concern of a whole group can be seen at once. This system of indexing is
sometimes applied to ledger cards to facilitate the extraction of
accounts for posting.



SLOTTE CARDS:



The cards are punched with holes along one or more edge, each hole
represents a classification or figure in code number. Written
information is recorded by hand or typewriting in the centre of the
card. The information in term of which it is required to deselected or
sort can be recorded along the edge of card by cutting the appropriate
holes into slots. Once they have been prepared the card may be filed in
trays in any order. To select the card for a particular classification
batch of several hundred cards is removed from the tray and a long
needle is passed through the holes representing the class required. When
the needle is lifted the cards which have been slotted at these holes
fall out so separate themselves from the remainder.