Ch:8 Filing and indexing Flashcards
What is meant by filing system.
Filing refers to systematic preservation of papers in a well organized manner that in case of their need they can easily be made available or traced.
State the characteristics of a good filing system.
(i)Accessibility
(iii) Time saving
(ii)Safety
(iv) Economical
(v). Minimum space
(vi) Secrecy
What are the types of filing.
There are two types of filing:
(í) Central filing
(ii) Departmental filing
What are the methods of filing.
(i) Vertical filing
(ii) Horizontal filing
What is meant by horizontal filing.
In horizontal filing, the files are kept within the drawers, racks or in the shelves in flat position or one is on the top of another. They lie. horizontally i.e. east to west.
Name the methods of horizontal filing.
(i) Wire filing
(ii)Card board filing
(iii) Pilot filing
(iv)Arch filing
(v) Shannon filing
(vi)Pigeon-hole filing
What is meant by Arch filing.
In this method, a card board is used on which there are two rods bent like arch.To insert the letters into this file, two holes are made with a punching machine and letters are threaded into the rods and rods are pressed. In order to get a paper out of the file, the rods are pushed back.
What is meant by vertical filing.
This is the keeping of files within the drawers, racks or in shelves when
are standing up-right north to south. The titles are normally placed at the top edge of the files which are normally visible. Files are normally safe and secure as they are in filing cabinets.
Name the methods of vertical filing.
(i)Alphabetical filing
(ii) Geographical filing
(iv) Chronological filing
(iii) Numerical filing
(v) Subject filing
State the merits and demerits of horizontal filing.
MERITS
(i)Less space
(ii) Less expensive
(iii) Suitability
iv) Safety
(v) Easy method
vi) Simple method
DEMERITS
i)Less elastic
(ii) Risk of mixing
iii)Difficulty in finding
iv) Excess letters
v)Risk of damage
State the merits and demerits of vertical filing.
Merits
(i) Safety
(ii) Elastic
(iii) Suitable
(iv) Easy access
(v) Time saving
(vi) Arrangement
(vii) Secrecy
(Demerits)
(i)Expensive
(ii) Complicated
(iv) Unsuitable
(iii) More space
(v) Chances of losing
What is meant by indexing.
Indexing is a list of names and topics written/recorded in one or more than one books with reference or page number.
State the methods of indexing.
The following are various methods of Indexing:
(i)Alphabetical index
(ii)The vowel index
(iii) Card index
(iv)Visible index
(v) Geographical or subject index
(vi) Open paper index
What is meant by vowel indexing.
According to this method, each letter of the alphabet is split up into six divisions on the basis of vowels. After the initial letter of the word indexed vowels: a, e, i,o, u or y are used. So, instead of one division for letter M word Ma, Me, Mi, Mo,Mu or My can be used.
What is meant by card indexing.
It consists of a single drawer of cards or a number of drawers. The basic
information is stated on these cards. The cards may either be loose in the drawer and kept in that place by an adjustable block, or by threaded or a rod is used which passes through the drawer.
