DEPARTMENT OF TECHNICAL EDUCATION

ANDHRA PRADESH
Name : P.Padmavathi
Designation : Lecturer
Branch : Commercial and Computer Practice.
Institute : Govt. Polytechnic for women
Suryapet
Year/Sem : III Semester
Subject : Office Organization
Subject Code : CCP-304
Topic : Filing & Indexing
Duration : 50 Mts.
Sub-Topic : Types of Indexing
Teaching Aids : PPT, Animations
CCP 304.23 1
Objectives

On completion of this period, you would be

able to:

 List and explain various types of Indexing

CCP 304.23 2
Recap

In the last class we have discussed about

 The meaning of Indexing

 Objectives of Indexing

CCP 304.23 3
Review Questions

1. What is Indexing?

CCP 304.23 4
TYPES OF INDEXING

1. Book Index:
 This is the easiest and the oldest method of
Indexing.
 When the reference signals of the files and
records are kept in a bound book it is called
Book Index.

CCP 304.23 5
CCP 304.23 6
Book Index (contd…)

 The subject of each file or letter carrier, its

number and all the serial numbers of the drawer
or the almarah are recorded in this register.
 In this register or the index book, the names of
the carriers and the headings of the files of other
subjects are recorded alphabetically.

CCP 304.23 7
Book Index (contd…)

The index of files can be made in the index book in

three shapes.
a) Alphabetical Indexing
b) Vowel Indexing
c) Dictionary Indexing

CCP 304.23 8
 Book Index (contd…)
Merits:

 It is very easy to prepare this Index.

 This is the cheapest method of preparing
indexes.
 Since the Index is prepared in a well-bound
book, there is no chance of misplacing any
information card or different pages.

CCP 304.23 9
 Book Index (contd…)

Demerits:
 Since the index is bound in a book and only few
pages are left for each letter of the alphabet, the
names of additional files cannot be
accommodated.
 There is no facility of keeping up-do-date by
adding the names of new customers.

CCP 304.23 10
 Types of indexing (contd…)

2. Loose-leaf Book Index:

 This system is an improved shape of the book
index.
 In this the index pages are not bound in a book,
but are tied with metal rings.
 Whenever a page is to be removed or replaced it
can be done by loosening the rings and moving
the screws.

CCP 304.23 11
2. Loose-leaf Book Index (contd…)

 For every letter of the alphabet a separate page is

allocated and the customers or the subject of
the files are recorded in alphabetical order.

 When the page allotted to an alphabet or the

subgroup of an alphabet is completed, a new page
is added after loosening the screws.

CCP 304.23 12
Loose-leaf Book Index (contd…)
Merits:
 It is a simple, economical, safe and multi-purpose
system.
 There is no difficulty in adding a new name in the
next pages.
 If there is no more transaction with many
customers on a specific page it can be removed
and names of old customers can be dropped.

CCP 304.23 13
Loose leaf Indexing (contd…)
Demerits:

 A lot of difficulty is faced in keeping the headings

of all the files strictly in alphabetical order in this
system.

 Since its pages can be taken out easily, a slight

carelessness can result in their getting lost.

CCP 304.23 14
 Types of indexing (contd…)

3. Card Index:
 This system is called the card indexing system
because in this, the references of files and other
records are not written on a page but are written
on different cards of the same size.
 For indexing, the cards are normally made of a
special type of thick paper.

CCP 304.23 15
Card Indexing (contd…)
 In the card indexing system, separate cards are
made for each corresponding person or the
subject.
 The name of the persons corresponding, their
addresses, file numbers, page numbers of their
accounts, etc., are written on these cards.
 After writing all this information the cards are fixed
in a drawer or a tray in a specific order.

CCP 304.23 16
Card Indexing (contd…)
 This order of the cards can be numerical,
alphabetical, geographical, subjective or of any other
type.
 In the index the cards are generally kept in the vertical
position.
 For example, three cards are prepared for each book
in a library. The first card is according to the author of
the book, the second one is according to the title of
the book and the third card is according to the serial
number of the library.

CCP 304.23 17
Card Index

CCP 304.23 18
Merits of Card Index system:
 It is easy to eliminate the cards of those customers,
persons, companies, firms and other Organizations
dealing with whom are over.
 Under this system of indexing cards prepared
information about new customers can be added.
 The important quality of an ideal indexing system is
that it should be flexible, which means it could be
increased or decreased according to need.

CCP 304.23 19
Demerits of Card Index system
 For this system almarahs with drawers are
needed which are very costly.
 Special care has to be taken while placing in or
taking out a card from the almarah.
 A special separate place is required for keeping
it.

CCP 304.23 20
Summary

We have discussed about Three methods of

indexing
 Book Index
 Loose-leaf Index
 Card Index

CCP 304.23 21
Quiz

1. Book Indexing is not suitable in those offices

where the number of files are more.
True/False
Ans.: True

CCP 304.23 22
Quiz
2. Which indexing system would you recommend
for a library.
b) Book Index
c) Loose-leaf Index
d) Card Index
e) None of the above

CCP 304.23 23
Frequently asked questions

1. What is indexing?
2. What are the various types of indexing?

Essay type question:

1. Explain the various types of indexing.

CCP 304.23 24
Thank You

CCP 304.23 25