10 INDEXING AND TITLES

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Para.85

 The object of the indexes is to enable one to trace the papers containing the orders passed on any particular subject. 

Para.86

The entry in the index relating to an individual paper is called a "Title”  

Para.87

The first thing to do when writing an index title is called the head. The head must be a word that will naturally occur to anyone who wants the papers. 

Para.88

 A general list is given in Appendix. Every clerk must constantly refer to the list. Any addition to it or modification, it found necessary should be made only with the approval of the head of office. 

Para.92

Personal papers relating of officials should be indexed under the name of the officer concerned.  

Para.93

Papers relating to suits will be indexed under the head “Suits” thus: First will come the name of the district followed by that of the place at which, the court which is dealing with the suit is situated, then the designation of the court and then the number of the suit, proceeded by appropriate abbreviations: “A.S” (Appeal Suit”, “O.S” (Original Suit), etc . 

Para.93

Papers relating to suits will be indexed under the head “Suits” thus: First will come the name of the district followed by that of the place at which, the court which is dealing with the suit is situated, then the designation of the court and then the number of the suit, proceeded by appropriate abbreviations: “A.S” (Appeal Suit”), “O.S” (Original Suit), etc . 

Para.98: Two or more titles when necessary-CROSS -REFERENCE:

If an order deals with more than one subject, two or more complete titles under different ha different heads may be necessary. But the same title must not be repeated under more than one head, either in its entirely or partially. Instead of this, where a subject falls under more than one head, at it seems useful to index it under each head, a cross-reference  or cross references must be used –that is, the complete title will be written on one slip under one head, while on other slips, one for each of the other heads will be written merely one of the other heads of following by “see, so and so” (mentioned the former head). The same cross-reference must never be repeated. 

Para.101

It is the primary duty of the Superintendent to see that index titles are properly prepared. The officer will check the titles when drafts are submitted to him for approval )

Para.102

The system of indexing is the “Slips index” system. Indexes are compiled strictly in alphabetical order of the index titles. The index slips are punched with two holes by mean of which they are filed in strict alphabetical order with two holes by special tages, between two title cardboard covers or “binders” similarly punched. This system permits of a fresh leaf being, inserted in its proper order at any point. The two tags are through from the same side, so that two cross tags are at the bottom. The other two ends are tied in bow on top. 

Para.103 FILING OF INDEX SLIPS

In record room the slips are filed in one combined index for the whole office. When one of these title volumes of slips becomes so bulky that the tags cannot easily and quickly be passed through it, it will be broken up into smaller volumes, each volume in alphabetical order containing slips from say.

A-E, F-K, L-R and so on. The slips will be filed in one continuous series till the index is printed or typed which will be done annually. It will be printed or typed as the case may be direct from the slips. After it has been printed or typed, the R and D disposal will be destroyed.