ALPHABETIC FILING SYSTEM || PENYIMPANAN ARSIP SISTEM ABJAD

Summary

This educational video provides a comprehensive guide on the alphabetical system of archiving. It explains how to organize and store documents using alphabetical indexing, focusing on the benefits, tools, and procedures for effective document management. Key topics include the importance of a neat workspace, the tools required (e.g., filing cabinets, folders, index cards), and a step-by-step process for storing both incoming and outgoing documents. The video emphasizes the efficiency and ease of retrieving documents when needed and concludes with practical tips for implementing this system in real-world scenarios.

Takeaways

• 😀 The lesson focuses on the use of the Alphabetical Filing System to store and retrieve documents effectively.
• 😀 The key competency goals include understanding different archival systems, their benefits, and applying the alphabetical system in practice.
• 😀 Archival systems are used to organize and store documents for quick retrieval when needed, ensuring efficiency and accessibility.
• 😀 Five common archival systems are introduced: Alphabetical, Chronological, Geographical, Numerical, and Subject-based.
• 😀 The main benefits of an effective archival system include neatness, space efficiency, document preservation, and easier document retrieval.
• 😀 Essential tools for alphabetical archiving include filing cabinets, index cards, folders, sorting trays, and gates for organizing documents.
• 😀 The process of indexing involves recording key details like the sender’s or recipient’s name, date, and subject, and creating an index card for each document.
• 😀 The archiving process includes five key steps: inspection, indexing, labeling/marking, sorting, and placement in the filing system.
• 😀 Sorting involves grouping documents with the same indexing code together for easy storage, especially when there are multiple documents to process.
• 😀 The teacher emphasizes that the alphabetical system allows for quick retrieval of documents by categorizing them under specific alphabetical codes, making it practical for real-world office settings.
• 😀 Practical examples of archiving incoming and outgoing letters are provided to demonstrate how the system is applied in real scenarios, from inspection to storage.

Q & A

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

The main focus of the lesson is on the method of document storage using the alphabetical filing system, and how to organize, index, and store documents effectively.

What are the five standard types of filing systems mentioned in the script?

The five standard types of filing systems mentioned are: alphabetical, chronological, geographical, numerical, and subject-based.

Why is the alphabetical filing system commonly used in offices?

The alphabetical filing system is commonly used in offices because it is simple to implement, easy to manage, and efficient for organizing documents by names of people, organizations, or bodies.

What are some key benefits of using a well-organized filing system, as described in the video?

Some key benefits of using a well-organized filing system include: keeping documents neatly arranged, reducing clutter in workspaces, preventing documents from being lost, making it easier to find documents when needed, and simplifying document disposal when they are no longer needed.

What are the key tools and equipment needed for the alphabetical filing system?

The key tools and equipment include filing cabinets, index cards, hanging folders, labels (for sorting), sorting trays or racks, and dividers (gaib) for organizing files alphabetically.

How is the filing cabinet organized in the alphabetical filing system?

In the alphabetical filing system, the filing cabinet is organized by assigning each drawer a portion of the alphabet. For example, one drawer may be for letters A-F, another for G-L, and so on, depending on the number of drawers available.

What is the role of the index card in the alphabetical filing system?

The index card is used to record the details of the document being stored, including key information such as the document's name, the storage code, date, and subject. It acts as a reference to help quickly locate and retrieve the document when needed.

What is the purpose of sorting documents before filing them?

The purpose of sorting documents before filing them is to group documents with the same code or identifier together, which makes it easier to file them in their designated spots without confusion or wasted time.

How do you properly index a document in the alphabetical filing system?

To index a document, you first extract the relevant indexing information (usually the name of a person, organization, or body). Then, you assign a code based on the first two letters of the name or other criteria, and record these details on an index card along with additional information like date, subject, and document number.

What is the importance of the 'release mark' (rilis mark) in the filing process?

The 'release mark' (rilis mark) indicates that a document is ready to be filed. It is a marking applied by the supervisor or authorized personnel to confirm that the document has completed its necessary processes and is now available for storage.