Card Indexing: Card indexing is the latest system in the field of maintaining the index. The system is given the name of “card indexing” for the fact that in it index is made on the card. Card indexing is mainly used in connection with vertical filing.
The name card which is used in this indexing is made of thick paper which bears the name and address of the correspondent. These name cards are kept in an almirah having many drawers.
This system of card indexing also uses guide cards or index cards which are made of thick paper. These cards are used for the purpose of dividing the drawer into several compartments according to the vowel. Merits of Card Indexing. Card indexing has several advantages of great value which increase its importance in a business house which are as follows :
1. Cleanliness: In card indexing, the index remains very clean because, in this system, there is no need to cut the names of those customers with whom the concern has stopped dealing. In this situation, in card indexing, the new card is kept at the appropriate place and the old card is taken out.
2. Easy in Operation: In this system, new cards are kept easily without disturbing the others. Whenever a new correspondent appears, his card can easily be inserted in the drawer without disturbing the present order.
3. Time-Saving: This system saves a lot of time. The necessary card is taken out immediately with the help of guide cards.
4. Easy in Finding Cards: The cards can be found out easily and quickly with the use of index or guide cards.
5. Only Current Cards Remain: If the correspondence with any customer is stopped, his card can easily be removed. Thus, only current cards are allowed to remain.
6. Economical and Cheap: This system is quite economical. In a big business house, this indexing is cheaper than ordinary indexing, since the expenses of having a bound book and its occasional renewal with additions to existing correspondents are saved or avoided. Demerits of Card Indexing: The card indexing also suffers from certain disadvantages.
These are as follows:
1. Occupies More Space: This system can be used by big business houses only because it requires more space than simple indexing.
2. Only One Card can be Seen at a Time: In this system, only one card can be seen at a time because each card is in front of another card. Several cards are to be handled for finding out a particular card. For this reason, (UPBoardSolutions.com) this method is known as ‘blind method’.
3. Difficulty in Finding Out Misplaced Cards: If any card is misplaced, it becomes difficult to locate it under this system.
4. Useful for Big Organization Only: The equipment of card indexing are costly, hence, it can only be used by big organizations.
5. Fear of being Lost or Altered: In this system, there is always a fear of the cards being lost or altered.
