What is an Index?
An index is an ordered list of headings that points to relevant information in materials that are
organized in a different order. Generally, whenever an index exists, that index is necessary for
being able to find a record within a record series.
Indexes permit a user to input some piece of information (such as the name of an individual) and
see all other information about the relevant file, such as the case number or date. For example,
case files are often arranged numerically (1-100). Most people needing to access a case file
wouldn't know the case number, but would know the name associated with the case. In this
situation, there generally exists an index that is arranged alphabetically (A-Z). This index allows
you to look up a name and find out the case number so that you can then find the case file.
While older indexes were typically bound books, newer indexes are often digital databases.
Deciding how long to retain indexes
Since the index is necessary for finding records within a series, indexes should be retained for at
least as long as the records that they index. In other words, you should not destroy the indexes
while the records it indexes still exist, as this would make it difficult to find any particular
record.
In some situations, indexes serve as a useful summary of the records that they index, and may
therefore have value to be kept even after the records they index are destroyed.
Keeping the indexes with the records they index
Because indexes are necessary to find a particular record within a record series, indexes should
be maintained by the same agency that has custody of the record.
For this reason, when any set of records is transferred into Maryland State Archives custody, the
accompanying index material must also be transferred at the same time.
What is the difference between an inventory and an index?
An inventory describes how records are organized in boxes, books, or digital file structures. For
example, an inventory of transferred boxes might read "Box 1: Cases 1-50; Box 2: Cases 51100," and so on. As another example, the inventory of transferred books might read "Book SM 1,
1990-1991; Book SM 2, 1992-1993."
An index is an ordered list of headings that points to relevant information in materials that are
organized in a different order. For example, an index might be a book of all the names involved
in a certain type of record for a certain year arranged alphabetically.
Can my agency provide the Archives a login so that they can access the index we maintain
rather than transferring the index information?
In some situations, it is beneficial to your agency and the State Archives for Archives staff to be
able to remotely log in to your indexes. However, this does not meet an agency's requirement to
transfer indexing along with permanent records. Only by exporting data from your agency into
Archives custody can the data be preserved in the permanent record repository.
Can't the Archives just refer visitors back to my agency for case number/date information?
No, as this will shift an undue burden to Maryland's citizens and will not manage the records
appropriately over time. It is unreasonable to expect citizens unfamiliar with records and their
arrangement to come to the Archives, be turned away for lack of key data, visit the originating
agency to consult an index, then return to access their desired record. Patrons who go through
this process, in the end, tend to be unsatisfied with the work of the Maryland State Archives and
the originating agency. Additionally, if indexing becomes inaccessible or obsolete at the
originating agency prior to its transfer into Archives custody, access to records might be lost
forever.
How can the Archives help my agency provide indexing to patrons if I no longer have the
indexes in my custody?
In the case of digital indexes ( such as databases, etc.), a copy may be maintained by your agency
even after a copy the database is transferred into Archives custody. In the case of physical
indexes, the Archives is happy to discuss arrangements for scanning and generating a reference
copy that can remain in your agency's custody after the original index is transferred to the
Archives. Typically, this issue arises when only a portion of the files indexed by a book or
database are transferred to the Archives; when all files indexed by a book or database are
transferred to the Archives, your agency can instead refer users seeking that content to the
Archives. This will help to cut down on unnecessary labor at your agency.
What if my digital index is in a proprietary format that cannot be easily exported?
Unfortunately, the reality of digital indexes is that companies sometimes design them in such a
way that they are difficult to export for transfer to the Archives. Archives staff is always eager to
work with you to ensure that any permanent indexing gets transferred to Archives custody in a
preservable format. In the future, we encourage agencies to consider exportability when having
digital indexes and/or database systems designed in-house or purchased from a vendor.
If you have any other questions, please contact the Appraisal and Description Department at
msa.helpdesk@maryland.gov.
This web site is provided as a courtesy of the Maryland State Archives. As you develop your
records management program, you should consult with your agency’s Records Officer.
This web site is presented for reference purposes under the doctrine of fair use.
When this material is used, in whole or in part, proper citation and credit must be
attributed to the Maryland State Archives. PLEASE NOTE: The site may contain
material from other sources which may be under copyright. Rights assessment, and
full originating source citation, is the responsibility of the user.
The Importance of Records Indexing in Document Storage
As a database grows bigger, it takes increasingly more time to find the right record. This is true
for digital files as well as physical files stored with an off-site storage facility.
Records indexing, the process of organizing business records, help to solve this problem so that
finding individual records becomes quick and painless.
Great record keeping brings about all manner of challenges. The greater the number of
documents, the more complex the indexing process. But like all things related to your business,
the indexing process can be optimized through a computer system and with an off-site storage
service like Armstrong Archives. We index and track critical documents vital to your business,
and when you need them, we will scan the document and deliver it via email, courier, or fax.
We take the hassle off your plate, thereby saving you time and money.
What is Records Indexing?
Records indexing is the act of classifying crucial documentation your business, its employees,
and customers require. During the indexing process, Armstrong Archives will classify and tag
each document using “search” terms to help ease the navigation process later on down the line.
When the time comes to pull a document, we use these search terms to find every piece of vital
information that you require. And when you need your documents fast, every second spent
searching can put you behind. The indexing process cuts down on search times and puts the
appropriate documents in your hands when you need them most.
Overall, the indexing process can appear time-consuming to the layman. That is why you
typically want to hire a third-party indexer to handle the organization. It’s an invaluable tool and
service to have at your business’ disposal.
Examples of Indexing in Records Management to Locate Records in Seconds
Have you ever wondered how businesses effortlessly sift through mountains of files to find the
one document they need? The answer lies in the power of indexing. By employing examples of
indexing methods, these companies ensure that every piece of information is just a few clicks
away. Let’s explore some real-world examples that highlight the efficiency and necessity of
records indexing:
1. Customer Files: Businesses with numerous clients can use indexing based on client
names or unique client codes. This enables rapid retrieval of any client’s complete
history, purchase records, or communication logs.
2. Employee Records: With a methodical employee ID or surname-based indexing system,
HR departments can swiftly access performance reviews, employment history, and other
pertinent documents of any staff member.
3. Financial Documents: For those handling daily multiple transactions, indexing by
transaction date, type, or transaction ID can revolutionize the financial reconciliation or
audit processes.
4. Contract Agreements: In sectors like real estate, which manage hundreds of properties,
contracts can be indexed by property ID or location to ensure quick access.
5. Project Files: By indexing based on project name, client, or date, companies juggling
various projects can instantly access any project-related information.
6. Medical Records: For healthcare institutions, precise indexing is crucial. Medical
professionals can immediately access patient histories or treatment plans by categorizing
patient records by patient ID, visit date, or type of ailment. A robust indexing system can
be a game-changer, especially when dealing with ways to store vast amounts of sensitive
health data and medical records.
When you actively incorporate these indexing examples into your records management, you’re
setting your business up for success. Accessing documents in seconds allows for increased
efficiency, superior customer service, and a competitive edge.
Records Indexing Saves Time, Money, and Frustration
The obvious advantage of using a record storage solution that uses records indexing is that
finding files and documents is a lot faster and easier as mentioned earlier. However, this is not
the only benefit of records indexing. There are also a few other benefits that include:

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Update Easier: Whenever new files or records are created, they can be easily added to
the index. This makes it easy to keep your documents up-to-date at all times. This is true
for both digital and non-digital documents.
Maintain Uniqueness: Indexing is the best tool to maintain uniqueness of records in a
database. Each time a new record is added, it is done in a way to make sure there are no
duplicates. Having unique records dramatically improves search time.

Easier Categorization: Records indexing makes it easier to group documents by
categories. Grouping documents into two or more categories improves search time and
makes life easier for everyone.
Embrace the Power of Indexing for Streamlined Record-Keeping
When you need to find a file or document that is store at Armstrong Archives, rest assured that
you will be able to find it, thanks to our file indexing system.
Always look for a records management company that uses records indexing. Armstrong
Archives offers records indexing and other helpful services as part of our records management
services. Armstrong Archives proudly offers cost-effective document management solutions,
professional off-site records storage solutions, and other high-quality customized services.