The names of customers or documents or other information are entered in a book in an alphabetical order under this type. Before learning the 12 filing rules, an understanding of filing terms is necessary. activities, it is also necessary because of obligations under the taxation Signaling: A tab or slip should be attached at the edge of the card or file. The folders are divided into various groups like 1 to 40, 41 to 80 and so on using guide cards. for taking some decisions. When a large number of files are maintained, the necessity of maintaining index is increased. It was used to use in business and government offices in old time. The various files are maintained for different departments on various topics. As far back as records were kept, hand written documents such as birth certificates were stored in folders and boxes based upon an agreed upon structure designed for easy document retrieval. https://accountlearning.com/indexing-office-files-meaning-objectives-essentials Noting Files In Use A file borrowed without a record of who has it, when it was removed from the filing system etc, is a file lost! 1. 3. In Some importance of filing: It helps in increasing efficiency of office because filing helps in providing records in required time to make quick decisions; Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. Conformity with Filing System: The selection of index method depends upon the nature and type of filing system adopted in an organization. filing synonyms, filing pronunciation, filing translation, English dictionary definition of filing. Filing is the memory of any organization. For example, the table of content on the book. Make sure you have a 'file in use' set of slips to be filled out showing: user, date out, date due back etc. They need to be preserved safely. Keeping good records is very important to any 6. Hence, While business maintains the records to monitor and to record normal business Filing systems can fail to operate effectively for a number of reasons such as overloading, duplication, lack of cross-referencing, obsolete correspondence, absence of a tracer system, inappropriate equipment, lengthy retrieval times, filing backlogs and an overall ad hoc approach to review and storage. documents for future reference. 2. Keeping good records is very important to any business. They are misil filing and box filing. created. Indexing is not required if files are arranged in an alphabetical order. An indexing rule maps a domain, an object type, and a life cycle state to a set of collections used … Office Management and Secretaryship 11th std, Factors to be Considered for Selecting Office Stationery. Cross Indexing Make a reference in one file of related or helpful/additional data held in another file. These documents play a very important role in business operation and Previous records are base of past records, and they are used as an immediate reference. 8. ces (-dĭ-sēz′) 1. Simplicity: An indexing system should be simple to understand and operate. Indexing is used to facilitate the filing. Find more ways to say filing, along with related words, antonyms and example phrases at Thesaurus.com, the world's most trusted free thesaurus. Index is not only necessary to large office but also necessary to small office. Indexing increases the utility of filing by providing an easy reference to the files. Efficiency: Any index system should ensure speed in operation and requires minimum time for operation. Meaning of Records: Records refer to a document, utilized by an organization to carry out its various functions. Indexing means an arranged system through which the required documents and papers are easily located for the speedy disposal of urgent and/or ordinary matters. These records are official documents and also serve as legal evidence in This is used to draw the attention of the needy persons of files. Manatee County Clerk of Circuit Court and County Comptroller Official Records Guidelines and Procedures Effective: January 1, 2010 - Updated: January 1, 2020 Recording Department Page 3 Each additional page $8.50 . (1) Creating tables (indexes) that point to the location of folders, files and records. This method is not suitable for smaller offices having a smaller number of files and folders. All files and folders are given separate numbers. laws. index definition: 1. an alphabetical list, such as one printed at the back of a book showing which page a subject…. 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 other words, it is about identifying and describing the subject of documents. 1. Photographic $1.00 per page . FILING AND INDEXING. Indexes typically contain both primary and secondary identifiers, which are designed to increase the efficiency of searching algorithms. Safety: The index system should protect the records against dust, fire, water, rats, insects, water etc. To improve the efficiency of the office operation. Filing is used to keep the records safely so it is a form of record management. Index is a ready-made guide, which is used to locate the required file. SINCE 1828. (BS) Developed by Therithal info, Chennai. as to the basis used and be very simple. The tab or slip contains facts of the document briefly. Learn more. It is putting the documents, letters The other name of book index is page index and ordinary index. The right system of indexing must be chosen in order to achieve the objectives of indexing. It is expensive because there is separate indexing. Notes | Business Studies HSEB Notes on Filing- Its Importance,Qualities, types and Classification Class : 11 Filing Records are the valuable assets of every organization. The Hence, there must be a correlation between the filing system and index method. 1. filing is the process of systematic and scientific preservation of official In this filing alphabetical index is required. Indexing of Office Files | Meaning | Objectives | Essentials, Subject & Chronological Classification of Files | Merits | Demerits, Centralized Correspondence | Advantages | Disadvantages, Selection of Office Building | Important factors to be Considered, Principles and Objectives of Records Management, Guidelines for effective stationery handling in office, Weaknesses of Trade Union Movement in India and Suggestion to Strengthen, Audit Planning & Developing an Active Audit Plan – Considerations, Advantages, Good and evil effects of Inflation on Economy, Vouching of Cash Receipts | General Guidelines to Auditors, Audit of Clubs, Hotels & Cinemas in India | Guidelines to Auditors, Depreciation – Meaning, Characteristics, Causes, Objectives, Factors Affecting Depreciation Calculation, Inequality of Income – Causes, Evils or Consequences, Accountlearning | Contents for Management Studies |. Departments on various topics: geographical filing method ( Source: www.smead.com ) (. 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