Sistem Tanggal atau Cronological Filling System

Summary

This tutorial explains three methods of organizing and classifying files using a chronological or date-based filing system, ideal for businesses managing daily transactions. The video covers the use of tools like the snackhelter map, letter addfile, and suspension filing tray to store and retrieve documents quickly. It highlights key organizational steps such as sorting files by year, month, and day, as well as various accessories needed for the system. Viewers are guided through practical demonstrations to help choose the best filing method for their company’s needs, ensuring efficient document management.

Takeaways

• 😀 Chronological file systems are used in businesses to organize and retrieve documents based on dates of transactions.
• 😀 There are three main methods for organizing files in a chronological file system: using a shelved map, letter addfile, and suspension filing tray.
• 😀 The first method involves using a map that classifies files by year (primary), month (secondary), and day (tertiary).
• 😀 The second method combines chronological organization with subject-based classification, such as using codes like 'PM' or 'KP'.
• 😀 The third method uses suspension filing trays, which are similar to file cabinets but stored on desks for easier access.
• 😀 Tools required for these methods include staplers, perforators, pencils, pens, and file clips to help organize and classify documents.
• 😀 The chronological organization method involves sorting files by the day of receipt for incoming letters and by the letter’s date for outgoing letters.
• 😀 The file classification involves using multiple layers of organization: primary (year), secondary (month), and tertiary (day).
• 😀 The letter addfile method also uses subject and chronological sorting, requiring attention to detail in the organization of various letters.
• 😀 In the suspension tray method, letters are placed into folders labeled by year, month, and day, making it easy to locate them based on date.
• 😀 The tutorial encourages selecting the most convenient and efficient method for file storage depending on the needs of the organization.

Q & A

What is the purpose of a chronological file system?

A chronological file system is used to organize and store documents, especially in businesses where transactions happen daily. It ensures quick retrieval of archived documents based on the date they were received or sent.

How are incoming and outgoing letters organized in a chronological file system?

Incoming letters are organized by the date they are received, while outgoing letters are organized by the date they were sent. This system helps in sorting and easily retrieving documents based on specific dates.

What are the three methods discussed for organizing files chronologically?

The three methods discussed are: 1) Using a 'Snackhelter Map' with primary, secondary, and tertiary classifications. 2) Combining a subject-based and chronological system using letter files. 3) Using a suspension filing tray, similar to a file cabinet but placed on a desk.

What is the 'Snackhelter Map' method and how does it work?

The 'Snackhelter Map' method organizes files using a three-tier system: the primary level for the year, the secondary level for the month, and the tertiary level for the specific date. Documents are sorted into these categories for easy retrieval.

What tools are required for the first method of file organization (Snackhelter Map)?

Tools required for the first method include a stapler, pencil, paper clips, a perforator, and file dividers such as 'Snackhelter Map' to classify documents by year, month, and day.

How does the second method combine chronological and subject-based systems?

In the second method, documents are categorized based on their subject (e.g., personnel, training, etc.) and then further sorted by their chronological date. This hybrid system ensures that documents can be found both by their content and their date.

What is the purpose of using a suspension filing tray in the third method?

The suspension filing tray is a portable filing system that mimics a file cabinet but is placed on a desk. It allows for easy access to documents and organizes them by year, month, and day, ensuring they are properly filed and accessible.

In the second method, how are the documents labeled or coded?

Documents are labeled using codes based on the subject (e.g., 'KP' for personnel) and the date. For example, an official letter about personnel training might be labeled as 'KP' followed by a date code.

What is the difference between the three methods of file organization?

The three methods differ in how files are stored and accessed: 1) The 'Snackhelter Map' method uses a three-tier system based on year, month, and date. 2) The second method combines subject categorization with chronological sorting. 3) The third method uses a suspension filing tray for easy desk access and sorting by year, month, and day.

Why is it important to have a well-organized filing system in a business environment?

A well-organized filing system is crucial in a business environment because it ensures that important documents are easily accessible, reduces time spent searching for records, and improves overall workflow and efficiency.