The names of customers or documents or other information are entered in a book in an alphabetical order One can trace the page number of a customer by referring first letter of the particular customer to find the required detail ID: 1022092
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1. METHODS OF INDEXINGSIMPLE INDEXThe names of customers or documents or other information are entered in a book in an alphabetical order. One can trace the page number of a customer by referring first letter of the particular customer to find the required detail.It is suitable to small concerns and not suitable to large organisation, there may be many customers in a similar name. it has less space for making many entries in similar names.
2. 2. Vowel indexThere are many names beginning with same alphabet . Therefore it is very difficult to find the particulars of a specified customer. These names are sub-divided again based on vowels. If so one can easily locate the page number of respective customers. This is an improved system of simple index. Vowels are adapted to differentiate. This method is suitable to small and medium size business office.
3. Merits of vowel index 1. It is a permanent record 2. There is no loss of index 3.It requires less time in searching DEMERITS 1. Only an experienced staff alone can find the name of customer in vowel index 2.The system is not flexible 3. Only limited pages are allotted to a same letter. Hence, addition of the same letter is very difficult.
4. Card Index A uniform size of the cards is used. The length of may be 4” – 5” and width may be 2.5”-3”. These cards are maintained vertically . The name and important particulars of a customer are indexed. The file number of the concerned customer is recorded at the top edge of the card. Different color cards may be used to differentiate and easy location of the files. Cards are arranged in alphabetical or numerical order. Cards are placed in drawers with rod to hold the cards or boxes in suitable dimension. It is used to maintain the names, address , phone no. of customers, records of employees, record of store items, records of investment and fixed assets, to maintain the specimen signature of account holders in a bank, to keep a catalogue of books in a library.
5. Merits of card IndexIt is very simple to understand and operate The cards can be arranged in any order and the order can be changed at any time according to the requirements of the business office The cost of installation is very cheap and the cost of maintenance is very low The cards provide complete information of the customers and debtors The method is highly elastic
6. Demerits of card indexThere is a high possibility of loss of cards, mutilation, or destruction All the cards cannot be seen at a glance Much time is required to locate a specific card cards are torn due to continuous handling It requires continuous supervision, which ensures that the reference cards are put in their proper places.