PENYIMPANAN ARSIP SISTEM SUBJEK/ POKOK MASALAH

Summary

In this instructional session, the teacher discusses the importance of organizing documents using a subject classification system for effective archiving. Emphasizing the need to distinguish between incoming and outgoing letters, the speaker outlines a systematic approach to coding and classifying documents based on key issues like finance and staffing. Practical examples demonstrate how to break down main topics into subcategories, aiding in efficient storage. Students are encouraged to practice these techniques and seek clarification through their class communication platform. The session concludes with an invitation for questions and a reminder to apply the discussed archiving methods.

Takeaways

• 📜 Understanding the subject system is essential for effective archiving.
• 🗂️ Distinguish between incoming and outgoing letters by their letterhead.
• 🔍 Review the subject of the letter to determine its content, especially if the subject line is missing.
• 1️⃣ Number incoming letters sequentially, starting from 0 for the first letter.
• 2️⃣ Create a classification list to organize files, using abbreviations for easy reference.
• 📊 Use detailed classifications to break down broader topics into subtopics for clarity.
• 💼 Maintain separate folders for different subjects, like finance, personnel, etc.
• 📅 Organize folders by year to easily track and access archived correspondence.
• 🔗 Each letter's code should reflect its status (incoming or outgoing) and its subject matter.
• 🤔 Encourage students to practice these archiving techniques and ask questions for clarification.

Q & A

What is the main focus of the lesson in the transcript?

The lesson focuses on document storage using the subject system, emphasizing the importance of understanding the content of documents for effective organization.

How can one identify if a document is incoming or outgoing?

Incoming documents are identified by letterheads from other companies or individuals addressed to your company, while outgoing documents have your company's letterhead directed to others.

What steps should be taken if a document does not have a subject line?

If a document lacks a subject line, it is necessary to read the entire document to determine its purpose.

How should documents be coded in the subject system?

Documents should be coded sequentially, with the first incoming document numbered '0', the second '1', and so on, along with a unique classification code for organization.

What is an example of a classification list mentioned in the transcript?

An example of a classification list includes main issues such as Finance, with sub-issues like Wages and Salaries, Taxes, Credit Purchases, and Debts.

What does the coding '0/6/KA/2/20' signify?

'0/6/KA/2/20' signifies the first incoming document about finance received in February 2020, with specific classification details.

Why is it important to separate incoming and outgoing documents?

Separating incoming and outgoing documents helps maintain an organized filing system, allowing for easier retrieval and management.

What are sub-issues in the context of document classification?

Sub-issues are specific categories under a main issue that further break down the subject matter, such as breaking down Finance into Wages, Taxes, and Credit Purchases.

What should students do if they have questions about the material covered?

Students are encouraged to ask questions in the WhatsApp group dedicated to the subject, where further discussions can take place.

What is the overall significance of using a subject system for document storage?

Using a subject system for document storage enhances efficiency in organizing, retrieving, and managing documents, thereby improving overall administrative processes.