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45. INDEXING AND RECORDING45.1 Stage of Indexing :Files will be indexed at the time of their recording. Only thosefiles which are categorised as ‘A’ and ‘B’ and those in the ‘C’ categorywhich are to be retained for 10 years will be indexed.45.2 Manner of indexing :(i)underline :While preparing a file for record, the dealing hand will(a) The ‘index head’ i.e. the standard head or the mostimportant catch word in the standard head which will naturallyoccur to any official searching for the file and which willdetermine the position of the relevant index slip in theconsolidated index.(b) The ‘index sub-head’ i.e. the catch-word or catch-wordsin the standard sub-heads and /or the ‘content’ of the titlewhich will give a further and more specific clue to the file undersearch.(ii) Where the functional filing system is followed, files need not beindexed under the basis, primary, secondary and tertiary heads forwhich the classification scheme itself will provide the master index.However, such files will have to be indexed under the catch-wordsused in the ‘content’ part of the title which falls outside thestandardised headings.(iii)After index heads and sub-heads in the title have beenapproved by the Section Officer/OS/Head Clerk, the record clerk will :(a) type out, in duplicate, as many index slips as there areindex heads and sub-heads underlined in the title;(b) distinguish the index heads from the sub-heads by typingthe former in capital letters;(c) indicate, at the top of the index slips, all the heads and subheadsmentioned in the title, one below the other, followed bythe complete title of the file and the file number;(d) allot a pair of slips to each index head and sub-head byscoring out entries relating to the others;Page 294 of 294