Filing and Indexing
Filing and indexing tests storage and retrieval. Filing places records in a planned order; indexing supplies a guide or cross-reference so a record can be found quickly. Keep the two ideas distinct.
Core rules
- Common filing methods: alphabetical (names), numerical (numbers, good for large files), chronological (dates), geographical (places), and subject (topics). Each has a matching index or register.
- Modern systems include vertical and horizontal files, suspension files, visible files, microfilm, and computerised or electronic document management. Digital filing needs naming rules, access rights, backups and retention.
- Indexing types include card index, strip index, visible index, loose-leaf index, bound-book index and rotary index. A card index suits expansion; a visible index gives quick scanning; a bound book is simple but rigid.
- Cross-referencing links alternative search terms, such as customer name and account number.
- Good filing is simple, economical, accessible, safe and flexible.
Worked example
A firm files customer accounts by account number. Staff often receive letters showing only the customer name. The office keeps a card index arranged alphabetically by name, giving the account number, and a cross-reference card under the company name. Reasoning: numerical filing controls growth, but retrieval by name needs an index; the cross-reference prevents a failed search when names differ.
Traps
- Do not define indexing as sorting mail or numbering files only.
- Do not use chronological filing for quick name retrieval.
- Do not ignore the index when files are numerical.
- Do not confuse microfilm storage with an indexing method.