CHAPTER 6

RECORDS MANAGEMENT
 ✓Explain the importance and functions
of records management;
✓Identify the elements, functions, and
CHAPTER objectives of filing:
✓ Explain the advantages and
OBJECTIVES essentials of a good filing system;
✓ Enumerate different bases of
After this module, the learner classification of files;
will able to :
✓ Outline the filing procedure;
✓ Distinguish between horizontal and
vertical filing;
✓ Outline the advantages and
disadvantages of centralization
and decentralization of filing;
✓ Describe the features of different
filing equipment along with
their uses and importance.
 The volume of paper work handled in a modern
office today is enormous. Hence record management
has also become highly important. The record is a
written matter which is prescribed for future
reference and management is related to the way or
the technique which are used to manage the different
types of records. Therefore, record management is the
management and control of records. Letters, invoices,
cheques, vouchers, price lists, personnel records, tax
records, costing records are the examples of records.
 According to Littlefield, "record management broadly defined, includes forms,
reproduction of written materials, filing records, retention, microfilms and
related services."

According to SP Arora, "record management in its broadest sense concerns itself

with the records creation, distribution, maintenancion preservation, retrieval,
and disposal

According to JC. Denyer, "modern record management involves much more than
the methods of the filing or the system of classification, important though these
are indexing central filing, records retention, follow-up and micro photography,
all these receive attention in the present day of
 IMPORTANCE OF RECORDS
MANAGEMENT
Records are classified as vital, important, useful, or nonessential. Vital ecords are
irreplaceable such as accounting insurance policies, legal documents, etc.
Important records can be replaced or duplicated if lost or destroyed. Useful
records can be easily replaced and nonessential records are not necessary for the
restoration of the company and have no predictable value. Record management is
important for all types of office. Records are the memory of an organization. Too
much information resides only in the memory of personnel. Good records
management protects the legal and financial interest of the government and
public and protects the individual rights. Some of the importance of the record
management are as follow:
 Record management helps to make progress report of
Helpful to make
an organization. It helps to record by writing and
progress report
preserving various papers, letters, and documents,
memorandum of different types of records.

Record management helps to maintain evidential

Used as an
proof in the court of law for the settlement of disputes
evidence and misunderstanding between individuals and
organizations.
Decision-making is a very important function of
Basis for decision management. It is important tools for decision-making,
making Without the necessary facts and data obtained from the
records, the management cannot take a right decision.
 Help in Planning is one of the most important project
management and time management techniques. An
planning
organization should prepare the plans and policies of the
business. The plants and policies are the guidelines of the
business.

Record management helps to eliminate errors and

To detect errors wastages. So, record management helps to increase
and wastages the efficiency of an organization. It also helps to
maintain internal control system.
 Types of Records

Records can be collected from two sources ie. internal and external sources. The
records can be classified into the following types:

Correspondence record includes letters, circular,

Correspondence notice, memo, inquiries, order etc. which are either sent
record by the organization or received by it. It is the written
matter of office.
The records which are related to the personnel or employees of
Personnel the organization are known as personnel records. Personal
history, admission, salary, grade, promotion, retirement and other
record relevant information of the employees are kept in such record.
 The records which are related to financial aspects of the
Accounting organization is called accounting records. Invoices, cash
record memos of different departments and units are included
under it.
Refers to the records that are kept to meet the legal
Legal formalities as per the government rules and regulation. A
copy of a contract, mortgage deed, business
record
commencement letter, income tax, sales taxes are
included under it.
These are records which are not covered by the above
Miscellaneous type of records are included in the miscellaneous records.
record Record of social activities, advertisement campaign, and
new product feasibility report are included under it.
Principles of Record
1. Determining which records should be
created
Management 2. Deciding form and structure
3. Metadata requirements
4. Retrieval requirements
5. How to organize records
6. Assessing risks
7. Preserving records
8. Complying with legal and regulatory
requirements
9. Security
10. Records retention
11. Improvement opportunities
Main Basic Principles of the Record Management

1. Principles of purpose: Principles of purpose help to keep record for

future reference and decision making so that it should be maintained
with a justifiable and clear purpose. Hence, record management must be
based on managing the records having certain objectives.

2. Principles of verification: There must be evidence of all the documents

which are preserved in an office. The maintenance of records without
any evidential proof will be worthless because they cannot fulfill the
legal requirement.
 3. Principles of retention: The main objective of record management is to
preserve the required document for future reference. Therefore, all the records
should be maintained in a proper way.

4. Principles of flexibility: The flexibility of principle states that as accounting

information system should be able to adapt to changes in the company based on
its needs, operations, and management.

5. Principles of cost: The accounting principle that goods and service purchased
should be recorded at their historical costs and not at their
current market value. So, only needy records are kept for future reference.
 Importance of Record
Rentention

1. It preserves active records for future reference

2. It helps in taking prompt decision
3. It provides written legal evidence in the court
4. It enhances the efficiency of the office as essential records are readily
available
STAGES IN RECORDS
MANAGEMENT
Human memory is limited and cannot
recapitulate the numerous transactions
taking place everyday in a business
organization. Besides, bills, vouchers, letters,
deeds and documents relating to the
business must be kept for evidence to legal
proceedings, negotiations, or business
dealings.
 CREATION

VARIOUS UTILIZATION
STAGES IN
RECORDS
MANAGEMENT STORAGE

RETRIEVAL

DISPOSAL
 This involves writing
CREATION OF RECORDS data in suitable forms.
The data is prepared
periodically at regular
intervals for a
specified period.
Making records is an
important function of
records management
 The created desired
UTILIZATION OF RECORDS records may be
retrieved and
delivered to the
specified person on
request for efficient
disposal of business
functions.
 Records retention is the process
STORAGE OF RECORDS of creating preserving,
transferring the inactive records
for storage and destructing the
dead records to minimize cost
and maximize the benefit of the
organization. Records are
properly classified and put into
separate file covers or folders.
The recorders should be stored
at an easily accessible place.
 It involves readily
RETRIEVAL OF RECORDS locating the desired
records. If any
documents or records
are drawn from the
files or cabinet, there
should be a visible
signal available to
everybody.
 The process of destroying the dead
DISPOSAL OF RECORDS records. It involves collection,
preservation, classification and
protection of records for future
reference.
The records and documents no longer
required are destroyed after getting
approval from top management.
Obsolete and unnecessary records are
destroyed to avoid needless storage
costs and avoid storage space also.
 CONCEPT OF
FILING
Filing is a process of arranging and
preserving original records or their
copies in such a way that whenever
needed, they could be located
immediately. It is the most important
function of record management. It is the
keystone of an organization. It preserves
the letters and documents for future so
that it can be used whenever required.
IMPORTANCE OF
FILING
1. Preservation of records: An office receives and dispatches
various documents, letter, report, voucher and other written
documents.

2. Facility for ready reference: Filing preserves the document for

future reference, which can be used easily whenever required.
Those references will help to deal with firm and individual.

3. Rapidity in performing office work: Filing enables an office to

locate the records and information on time. It helps to perform the
actions quickly. Thus, filing helps to perform office work smoothly.
4. To facilitate in planning and policy making: Past records
are important for future forecasting. And filing provides
information that helps to formulate future plans and policies.
Hence, filing facilitates in planning and policy-making.

5. Providing evidence: Filing provides proof of evidence to

settle the misunderstanding and dispute among different
persons and parties. It protects the documents and record
that can be used as proof.
6. Maintaining goodwill and building image: Filing preserve the
documents and record that can be located quickly when
required, helps to perform office work smoothly and provide
better services to the customers, visitors and employees. This
helps to maintain the image and goodwill of the office.

7. Following up: Filing encourage effective follow up with the

parties like customers, visitors, debtors, bankers, share brokers,
etc. The filing provides the ready reference of the past dealing
and correspondence which creates an effective follow-up.
 QUALITIES OF
GOOD FILING
It is easier to perform
office work with the
help of safely and sy
stematically
preserved letters and
documents.
However, there is no
one best system for
filing which is approp
riate to all types of
office. A filing must b
e effective and
appropriate. So, the fi
ling must possess
the following qualitie
s:
LETS QUALITIES OF GOOD FILING
DISCUSS! 1. Compactness: The filing system
should be compact. It should not
occupy unnecessary space because it
will help to minimize the expenditure for
rent of the office.

2. Accessibility: In a good filing system,

required letters and documents must
be available in minimum labor and
efforts. It should be available at the
right time and place whenever needed.
LETS QUALITIES OF GOOD FILING
DISCUSS! 3. Economical: Filing should be less
expensive. The cost of installation and
operation of filing system should be as
low as possible.

4. Simplicity: Filing must be simple to

understand and easy to apply for all
the employees. It must be easily
understood and operated even by
unskilled human resources.
LETS QUALITIES OF GOOD FILING
DISCUSS! 5. Safety: The filing system should
protect the documents and files from
insects, water, fire, dust, theft etc. The
preserved documents should be
available in the original form for a long
period.

6. Flexibility: The filing system should

be flexible so that files can be added
or eliminated in future as per the
changing need of the office.
LETS QUALITIES OF GOOD FILING
DISCUSS! 7. Cross-reference: Under a good filing
system, cross reference should cross-
referenc made. When a record relates to
two or more file heads, a cross-reference
is given so that required record can be
located quickly and easily

8. Classification: Under a good filing

system, files and documents should be
arranged in proper classification i.e.
numerical, alphabetical geographical,
chronological methods etc.
 STEPS IN INSTALLING OR PLANNING
THE FILING SYSTEM
1. Preparation of List of Documents: A list of all documents and to be filed is
prepared. The list is prepared according to the needs and policy of the
concerned business organization. Generally, the list contains the documents to
be filed which are required in future reference.
2. Decide Period of Storage: The period of storage of documents should be
decided by the top management after consulting all the departmental heads.

3. Decide Storage Space and Acquire: The need of storage space is decided by
the office manager. Keeping in view of volume of documents to be filed,
adequate funds may be allocated to acquire needed storage space.
4. Filling Department Layout: The layout of the filing is prepared in such a way
that the documents are accessible in an easily manner. The storage
arrangement should be decided on the basis of the frequency use of the
documents.
5. Deciding Filing Equipment: Various types of filing equipment can be
procured to preserve different kinds of documents. The nature and importance
of documents are taken into account to select filing equipment. Fireproof filing
equipment should be purchased to preserve valuable documents and
confidential records. The routine types of records are preserved in an open
shelf.
6. Determining System of Classification: A suitable system should be selected
for the classification of records.
7. Protection of Records: Proper arrangements should be made
in order to protect the records form loss or damage.

8. Training of Staff: Adequate training should be imparted to

office staff for handling various filing operations.

9. Issuing Procedure: No admission without permission principle

is followed to enter into the filing department. Besides, the files
should be issued only to the authorized persons.
MODERN FILING
SYSTEM
 SOME IMPORTANT TYPES
OF MODERN FILING SYSTEM
ARE AS FOLLOWS:

Horizontal filing system

Vertical filing system

Lateral filing system

Vertical suspension filing system

Open-shelf filing system

LETS HORIZONTAL FILING SYSTEM
DISCUSS! Horizontal filing system is a
modern type of filing where
the documents or letters are
chronologically placed in
folders one upon another in
horizontal or flat position. The
latest documents are placed
on top and the oldest at the
bottom in the folder.
 2 TYPES OF HORIZONTAL FILING
1. FLAT FILE
Flat files are thick cardboard or paper
with metal clips or laces on the left
side for tightening. They are made with
holes and inserted into clips or laces.
Files can be classified alphabetically,
numerically, geographically, or
subject-wise.
 2 TYPES OF HORIZONTAL FILING
2. ARCH LEVER FILE
An arch-lever file is a popular tool for
preserving documents, records, and
letters. It consists of thick cardboard,
an arch-shaped metal rod, a lockable
lever, and clips. Papers are inserted
and removed using the lever and clips.
 ADVANTAGE
&
DISADVANTAGE
ADVANTAGES DISADVANTAGES
1. This type of filing is very 1. It is time-consuming because
simple to understand and the papers need to be punched,
inserted, locked or unlocked,
easy to operate.
opened and closed.

2. It is economical because 2. There is difficulty in locating a

the flat or arch lever files are particular file.
less expensive.
3. The reference of paper is
inconvenient.
3. This type of filing requires
minimum space to store files.
4. There is limited capacity for
filing letters and documents.
LETS VERTICAL FILING SYSTEM
DISCUSS! Vertical filing is a method that
positions files vertically, reducing the
time needed to locate multiple papers
in large organizations. This method is
particularly beneficial for large-scale
organizations with numerous files, as it
allows for easy retrieval and
replacement of files without disrupting
other folders. Drawers or cabinets are
commonly used for this purpose.
 ADVANTAGE
&
DISADVANTAGE
 ADVANTAGES DISADVANTAGES
1. The files can be easily referred without
much difficulty. 1. The location of desired files
requires much time.
2. There is no disturbing of other papers
or letters than desired. 2. The files may be wear and tear
resulting from the slip down of
3. Insertion or withdrawal of any papers
folders,
or letters is done without much wastage
of time and effort.

4. The cost of folders is very cheap.

Hence, the cost of maintenance is very
less.

5. Nearly 1,000 folders can be

accommodated in a single cabinet with
four drawers.
LETS VERTICAL SUSPENSION FILING
SYSTEM
DISCUSS! Vertical suspension filing is the
improved form of vertical filing. The
drawer with the documents is fitted
with a metal frame from which pocket
folders are suspended. There are two
types of suspension filing A.) flat-
topped, where the rigid bars support a
flat top and B.) indexed-tabbed, where
the reference trip is contained on a tab
slightly inclines backward.
 ADVANTAGE
&
DISADVANTAGE
 ADVANTAGES DISADVANTAGES
1. It facilitates easy
1. It is expensive because it
location of the involves a high cost to
documents. install and operate.

2. This filing is more 2 It requires more space to

flexible than the ordinary install the equipment.
vertical filing.
LETS LATERAL FILING SYSTEM
DISCUSS! Since suspension filing requires more
floor space to install the equipment so,
the lateral filing was developed to
overcome the limitation of suspension
filing. Therefore, lateral filing is the
modified version of vertical suspension
filing. In this system, the documents
are filed laterally along the shelf, the
pockets having index strips on the
visible ends of the files. The shelves can
be installed up to a height of 2 m and
the depth of each shelf is less than 60
cm.
 ADVANTAGE
&
DISADVANTAGE
 ADVANTAGES DISADVANTAGES
1. It requires less space to install the
equipment because the size of cabinets 1. It requires higher investment
is smaller. because it needs specially
designed almirah and shelf.
2. The letters and documents can easily
be located because of the use of an
index. 2. It requires skills to file the
documents.
3. It saves the costs as the cabinets of
vertical suspension filing can also be
3. It is not suitable for smaller
used.
offices as it requires higher
4. It provides more scope for expansion costs to install and operate.
as per the growing needs of a modern
office.
LETS OPEN- SHELF FILING SYSTEM
DISCUSS! Open-shelf filing is a very common
type of filing. The files are kept on
open shelves in a numerical order.
The open shelves may be of any
height. In this filing, shelves are
arranged in rows leaving
adequate space in between the
two rows for people to freely move.
 ADVANTAGE
&
DISADVANTAGE
 ADVANTAGES DISADVANTAGES
1. It saves time for reference as letters 1. It is not suitable for a small
and documents can easily be located. and medium type of offices.

2. It is convenient for employees to

handle. 2. There is always a chance of
misplacing or losing files.
3. It is suitable for larger offices having a
larger volume of correspondence to 3. There is a lack of secrecy as
handle.
the shelves are open.
4. It has more scope for further
extension and expansion. 4. There is a lack of safety of
letters and documents from
5. It is less expensive as the cost of ducts, dir insects and moisture.
equipment is low.
LETS CENTRALIZED FILING SYSTEM
DISCUSS! The centralized filing system
manages all business
organization's departmental
records, controlled by a common
index plan. A separate
department, the filing department,
preserves all organization files,
equipment, and staff, easing the
burden on functional departments
and reducing the need for record-
keeping.
 ADVANTAGE
&
DISADVANTAGE
 ADVANTAGES DISADVANTAGES
1. There is full utilization of storage
space available. 1. Records may become more vulnerable
since they are stored in one central location.

2. The split of revelant documents at

2. It may cause great delay in bringing
different location is avoided. records if most office staff required several
documents at a time.
3. There is no duplication of filing
arrangements. Therefore, cost of filing 3. The risk of loss due to fire, theft and the like
maintenance is very low. is more since all the documents are stored in
only one place.
4. There is no difficulty to file users and
4. The filing department may enforce rules
filing department staff.
and procedure rigidly regarding receiving and
returning the files. This may affect the smooth
functioning of functional department
operations.
 1. ALPHANUMERIC FILING
CLASSIFICATION 2. NUMERICAL FILING
OF
FILING 3. GEOGRAPHICAL
CLASSIFICATION OF FILING
4.SUBJECT FILING
CLASSIFICATION
OF
FILING
The objective of filing is to preserve the
records safely and systematically. So,
proper classification is made to fulfill this
objective
ALPHANUMERIC
FILING
This type of classification is the
combination of two filing types
already discussed. i.e alphabetical
classification of files and numerical
classification of files.
 ADVANTAGE
&
DISADVANTAGE
ADVANTAGE DISADVANTAGE
1. Files can be expanded to an The main drawback or
unlimited extent. The reason is disadvantage of alphanumerical
that the alpha-numerical
classification of filing system is
classification is an elastic one.
that it is not suitable to large
2. It facilitates a quick organizations.
reference.

3. It avoids the confusion of

names of similar nature
because of numbers allotted
to each name separately
 NUMERICAL
FILING
Under this method of filing, each
correspondence is given a specified
number. Then, the papers are placed
in a strict numerical order.
 TYPES OF
NUMERICAL FILING
1. CONSECUTIVE CLASSIFICATION:
- folders or files are arranged in a
strict order from 1 onward.
 TYPES OF
NUMERICAL FILING
2. DEWEY DECIMAL SYSTEM:
- this type of classification is used in
libraries. Each digit stands for one
classification.
 TYPES OF
NUMERICAL FILING
3. TERMINAL DIGIT SYSTEM:
- this type of classification is carried on
to expedite reference and to facilitate
the transfer of old records.
 ADVANTAGE
&
DISADVANTAGE
 ADVANTAGES DISADVANTAGES
1. it is easy to understand.
1. It requires much time in referring to the index
2. Disarrangement of files is minimized. and locating the specified file.

3. The location of numbered files is very easy. 2. This system is costly. The reason is that there
is a need of separate index for them.
4. The file number can be used as a reference in
future correspondence. 3. There may be mental transposition of figure.
For example, one can read 450 instead of 415
5. The expansion of files is very easy since the wich results in error.
system is flexible.

6. the preparation of address list is very easy.

7. It reveals certain useful information like the

total number of customers, order and the like.
 GEOGRAPHICAL
CLASSIFICATION O
FILES F
The papers or docum
ents are classified
and files on the basis
of geographical
origin. This system is
suitable for the
maintenance of sale
s records or
customers account.
STEPS INVOLVED IN
GEOGRAPHICAL
CLASSIFICATION OF FILES
1. Geographical area or limit is to defined which will make
one unit.

2. All the district are arranged in an alphabetical order.

3. Within each district, town wise classification may be

made and an alphabetical arrangement may also be
made.

4. Within each town, the customers sre classified and

arranged alphabetically or numerically.
 ADVANTAGE
&
DISADVANTAGE
ADVANTAGE DISADVANTAGE
1. The geographical location should be
1. It helps in speedy location of known to the employee, if not so,
files. misfiling may be taken place.

2. Direct filing is possible 2. An index should be prepared, if not

so, geographical Classification will be
no use.

3. This method should be combined

with any other method of classification,
if not so: better results cannot be
obtained.
SUB JE CT
FILI NG
 SUBJECT FILING
Subject method of filing refers to the
arrangement of the files and folders in
the drawer according to the name of
subjects and the subjects are arranged
alphabetically. The subject may be sub-
divided as per volume of transaction
and correspondence according to the
alphabetical order.
 ADVANTAGES DISADVANTAGES
• It is simple to understand • It is not applicable for filing
and easy to operate miscellaneous subjects

• It is economical because all • It is a time consuming to find all

the documents under one documents because they are kept
according to subjects
subject head are filed in the
same folder
• It needs more time and effort to
select the names of subjects and
• It is suitable for those sub-subjects
organizations where subjects
are important rather than • It is a costly method as indexing
names or numbers required to locate the file
 CONCEPT OF INDEXING
Indexing can be defined as the alphabetically arranged list of
items given at the end of the printed text with the page
number on which the items can be found. It is used to
provide information about chapter or topic, books,word
and meaning in the dictionary. Indexing help in quick
identification of files and document in the filing system of
office. It not only help in the quick location of the document
but also help in systematic arrangement of a document in a
file.
 CONCEPT OF INDEXING
IN THE MODERN OFFICE, INDEXING PLAYS VERY IMPORTANT ROLE IN
FILING SYSTEM. IT IS ESSENTIAL TO PROTECT THE NECESSARY
DOCUMENT IN S SYSTEMATIC MANNER. A BUSINESS MAY NEED
INFORMATION AND DOCUMENT RELATED TO CUSTOMER, SUPPLIER,
CREDITORS AND OTHER STAKEHOLDERS (MEDIA PERSON). INDEXING
PRESERVES VALUABLE INFORMATION ABOUT THESE PEOPLE IN A
SYSTEMATIC MANNER AND HELPS IN THE PROMPT DECISION.
 PURPOSE OF INDEXING
1. TO ENSURE EASY AND PROMPT LOCATION OF FILE AND
DOCUMENT.
2. TO SUPPORT IN DEVELOPING SYSTEMATIC FILING SYSTEM
IN AN OFFICE
3. TO MAINTAIN SECRECY ABOUT INTERNAL MATTER OF
BUSINESS
4. TO BRING SMOOTHNESS I'M AN OFFICE PERFORMANCE
5. TO IMPROVE EFFICIENCY OF EMPLOYEES
6. TO REDUCE OPERATIONAL EXPENSE OF OFFICE
IMPORTANCE OF INDEXING
Indexing is very much important to protect file and
documents of large size business organization. It is
very difficult to ensure the quick location of files of
big organization without the help of indexing.
Indexing not only helps in quick location of a
document bit also provide the systematic
arrangement of the documents.
 IMPORTANCE OF INDEXING

01 Systematic arrangement of files: Indexing

helps to develop a modern scientific method
of filing because indexing is not possible if
02 Prompt location of files: Indexing
provides signs, symbols and guide to the
specific file in the drawers. A person who
the documents are not arranged in a needs a document in a file can make the
systematic manner. It adopts certain basic use of an index to locate it. It saves
Task Name
standards while developing filing system. employees time to search document

03 Saves time and effort: Indexing helps to 04 Develop efficiency: Indexing facilitates the
systematic arrangement of files and
Task Name
locate the position of the specific document in
files at a short period of time. It helps to make
document. It saves the time required to search
the information and space required to protect
a quick decision by providing necessary
valuable document and information. It brings
information stored in files. Therefore, indexing
smoothness in an office performance. The
is very important to save time and effort of
overall effect of this is an improvement of
employees.
employees efficiency.
 IMPORTANCE OF INDEXING

05 06
Cross reference: The cross reference means Reduce Expenses: The systematic arrangement
the preservation of files at the appropriate and preservation of file reduce the overhead
location by more than one name or number. expenses of the office. The systematic
It helps to quick location of files even if arrangement reduces space requirement to
different files have the same name. The store the document. In other hand, it reduces

Task Name
cross reference helps to bring smoothness
in office performance.
time to search the document and saves time to
employees and cost of the office.

07 Maintain Secrecy: The internal matter and

Task
records of anName
office may be very important
and non-disclosable, for tis purpose Indexing
facilitates method of sign and symbol to
denote specific files. It helps to maintain the
secrecy of files and document of office.
 QUALITIES OF GOOD
INDEXING
A good indexing must be supportive for conducting business
activities. The different office may use a different kind of
indexing because the requirements of indexing system is
largely determined by nature and size of the business but
there are some common quality of indexing which will be
suitable for all kind of business. The common qualities of
indexing are as follows:
01 Simple to understand

02 Flexible

03 Safety and Secrecy

04 Economical

Permit cross Reference

05
 TYPES OF INDEXING
Book Indexing: It is a simple type of Indexing. In this type of indexing, a hard-bound
register book is used. The book is marked with alphabet A-Z on the right-hand side of its
pages in such a manner that all alphabets can easily be seen. The entries of persons are
made in the book with the first letter of their name or surname.

Advantages
1. Simple and easy to understand
2. Cheap and suitable for small offices
3. Safe and reliable as it uses a bound book
4. Useful when the number of files is limited

Disadvantages

1. Inconvenient
2. Limited use only
3. Not useful when the number of names increases in the office
4. Two or more person cannot use at once
 TYPES OF INDEXING
Loose-Leaf Indexing: It is an improved form of book indexing. In this type indexing instead
of using a hard bound register book, a loose sheet of paper is used in which alphabets A-Z
are marked. In this type of indexing, loose sheets can be fastened by using metal ring

Advantages
1. Flexible and easy
2 Suitable for both small and large organization
3. Cheap

Disadvantages
1. More chances of misplacement
2. Can be damaged easily
3. There is more possibility of fraud
 TYPES OF INDEXING
Card Indexing: Card Indexing is an important method of indexing. It is an improved version
of the loose-leaf method in which cards of a standard size instead of loose leaves are
used. The cards are made of thick cardboard or paper and the standard size of such cards
is 3inch. These are kept in the drawer of a steel or wooden cabinet. These cards are placed
in vertical position.

Advantages
1. simple and easy to understand
2. less expensive
3. Cross reference is possible

Disadvantages
1. Need large investment
2. More time is required to search the files
3. not suitable for small business firm
 TYPES OF INDEXING
Visible Card Indexing: Visible card indexing is an
improved form of card indexing. The numbers can be
easily seen. This indexing makes possible to read one line
on the head of each without turning the card.

A. Strip Card Indexing: In this method, one line is made

of thick cardboard paper which is fitted in a frame in
such a way that all the strips fitted in the frame are
visible at a glance. The strip fitted in the frame can be
easily removed and placed. There can be different sizes
of strip cards. The strips are arranged in alphabetical
order. For easy and prompt reference, this type of
indexing is becoming popular in the modern office.
Advantages
TYPES OF INDEXING
1. Provides prompt reference
2. Doesn't need any cabinet or almirah
3. Flexible in which removal is possible

Disadvantages
1. Expensive
2. Difficult to operate
3. Not suitable for office having a small volume of correspondence to handle

B. Rotary Card Indexing: Rotary card indexing is also called wheel or circular indexing. This is an advanced form of
visible indexing. In this method, paper cards of uniform size are fixed around metal rod fitted in a rotatory machine. The
cards are arranged in alphabetical order in the rotary machine.In this system, as many as 10000 cards are mounted
round.

Advantages
1. It is flexible
2. suitable for large office

Disadvantages
1. Expensive
2. Difficult to operate
3. Not suitable for small offices Therefore, the selection of specific indexing
also depends on nature and size of business. The selected indexing must be suitable for business.
THANK YOU