The following are the important type of indexing:

1. Bound Book Index

This system normally consists of a bound book, each page of which is allotted to one letter or more letters of the alphabet. Each page of this book has a tab which indicates the letter or letters of alphabet allotted to it, for example, if it is desired to see the number of the page in which the account of Mr. Anil is kept, the page marked ‘A’ will be seen or against the name of Anil will appear page number, that is, page number on which Anil’s account appears.

Such an index may take the form of a separate book or an index in the front or at the back of a book. Abound
book index is a very simple method of indexing. No special training is required for office clerks to operate it. The pages cannot be lost as they are bound.

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2. Vowel Index

When the number of correspondence is very large, the alphabetical indexing described above is further classified according to vowels. Here each letter of the alphabet is sub-divided into six divisions according to five vowels, that is A, E, I, O, U and Y.

If there are many names beginning with the same alphabet, they can be again sub-divided on the basis of vowels. For example, Ram’s name will be written on the page of the register marked “Ra”.

The Rekha will be written on the page of the register “Re” and so on. If this system is adopted, it will be easy to locate the page number of respective persons. This is an improved system of book index, and can therefore be called vowel index. This type of index can be used for small and medium size concerns.

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Merits of Vowel Index

(1) It is a permanent record.

(2) It is safe, because it will not be lost.

(3) It is always in the Register itself and no time is spent in searching the index.

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Demerits of Vowel Index

(1) In the book index, the names of persons are written, as and when occurred. So it takes much time to search a name. There are many pages allotted to the same letter. But vowel index is an advantage.

(2) The system is inelastic.

(3) The names of the persons, who are not dealing with the firm, have to be struck off.

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3. Loose Leaf Index

This is another form of book index. Loose leaf is a sheet ruled like the pages of ordinary index.

The sheets are inserted in or taken out from metal hinges or screws, as and when required. It is arranged as the library card index system. Each person (correspondent) is allotted a card on which the name of the person, the address, the file number, etc., are entered, the loose indices are kept in a drawer.

Merits of Loose Leaf Index

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(1) Index of dead files can easily be removed.

(2) The system is elastic.

(3) Complete information can be had.

(4) Additional information can be written or typed easily.

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(5) It saves time and material.

(6) It is very economical.

(7) The dispatch of monthly statements and trade circulars is easy.

Demerits of Loose Leaf Index

It is possible that cards are torn quickly by constant use.

Equipments are needed to keep the cards; therefore this system is expensive.

There is the possibility of the cards being misplaced, when they are inserted or taken out.

4. Card Index

Card index is another method of preparing index. The index is prepared in cards; each card is allotted for one information: e.g. customers, firms, etc. The details of the reference are shown on cards. Cards of equal and uniform size are used.

The cards may be of different colours for getting a good appearance or for distinguishing one group of cards from another. The card may be generally smaller than a postcard 5″ x 3″. The card bears the number of file and the names of references along with particulars. These cards are placed in drawers, which are specially made for them.

The cards are arranged in the dictionary order. For example, if the file of Rama Medical is to be taken out, first we have to look for the card, in the index drawer under Ra section indicated by the guide card, Ra. After a look at the index, the file number of Rama Medicals can be known. Then find out the file from the filing cabinet.

The cards are kept in drawers. A rod is put through them to hold the cards. So the chance of misplacement is reduced. The cards may be placed vertically or horizontally.

Merits of Card Index

(1) Any type of ruling can be adopted for the cards.

(2) Insertion or removal of cards is easy.

(3) It is capable of being expanded.

(4) Location of cards is easy.

(5) Rearrangement of cards is possible.

(6) The system ensures quick and accurate references.

(7) It is simple in operation.

(8) Foldable card can also be used.

Demerits of Card Index

(1) It is complex and elaborate.

(2) There is the danger of the cards being lost or misplaced.

(3) It is not suitable for small firms.

(4) It requires special equipment and specialized clerks.

5. Visible Card Index

The defects of the card system are removed by this system. A large number of cards cannot be seen at one site. But in visible card index method the cards are placed flat in transparent covers in a shallow tray or metal frame. It is so placed into a metal hinge that the name and address is visible without touching another card.

Then trays or frames are fitted vertically to metal stands or fitted horizontally into cabinets. The cards are placed; according to alphabetical, numerical or alpha numerical order. The writer can write on the card (either on the back or on the front) without removing it from the frame.

Advantages of Visible Card Index

(1) It is compact and requires less space.

(2) As it is visible, there will be speed in work.

(3) It is useful to management as it provides quick information.

(4) It helps management in controlling purchases, sales etc.

(5) It gives a list of customers easily visible to the eyes on the frame and requires less expense and minimum effort.

6. Wheel Index

To increase the speed of reference further, the latest development of indexing is used-wheel index. It is a system according to which cards are mounted round the hub of a wheel. The wheel moves or rotates on ball bearings. When a particular file is needed, the wheel is rotated and the required card is referred to. This system is economical as well as flexible.

7. Strip Index

This system consists of strips of cards or thick paper fitted in a frame in such a way that the strips can be taken out or inserted. The frames are fixed in a shelf or in a book form, Dead strips can be removed and new strips can be inserted.