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

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