VIDEO TUTORIAL PENATAAN ARSIP PERPUSNAS

Summary

This video, from the National Library of Indonesia, offers a detailed guide on managing organizational records, particularly letters. The video explains the workflow of document handling, from receiving, processing, and filing, to archiving. It introduces relevant regulations and highlights the tools and techniques needed for effective archiving. The process includes classification, labeling, and systematic storage of documents in folders and filing cabinets. With proper archiving methods, the organization can improve its administrative efficiency and document retrieval, ensuring a well-organized system. The tutorial aims to assist in managing records in various work environments.

Takeaways

• 📚 The National Library of Indonesia plays a crucial role in ensuring the smooth running of the organization by serving as a center for information and memory.
• 📑 The archives, especially in the form of letters, are vital for organizational functions, and proper management is essential.
• 📝 The video provides a tutorial on organizing and filing letters efficiently to help viewers manage their own archives.
• 🔄 The task of processing incoming letters includes steps like receiving, electronically signing, and inputting into an electronic administrative system.
• 🗂️ Letters are processed both manually and electronically, involving the use of agenda books and electronic archiving applications.
• 📄 After processing, letters are photocopied, with original copies stored securely by administrative staff.
• ⚖️ Several legal regulations guide the archiving process, such as Law No. 43 of 2009 and various internal regulations issued by the National Library.
• 🏷️ Proper classification of letters is key to efficient retrieval, using a coding system that is applied to the top-right corner of documents.
• 🗃️ Documents are stored in file folders, which are then organized in filing cabinets according to primary, secondary, and tertiary classifications.
• 📋 A detailed record of active files is maintained to ensure ease of locating and retrieving archives in the future.

Q & A

What is the primary role of the National Library of Indonesia's Archival Division?

The primary role of the National Library of Indonesia's Archival Division is to manage administrative services for the head and secretary, including protocol, archiving, and encryption, as well as handling the processing of incoming letters.

What are the key steps involved in processing an incoming letter?

The key steps include receiving the letter, signing an electronic receipt, inputting it into the Electronic Document Management System (Tata Naskah Dinas Elektronik), attaching a disposition sheet, and finally, delivering it to the head of the division for review.

How is an incoming letter processed manually and electronically?

Manually, the letter is recorded in the agenda book. Electronically, it is input into the Tata Naskah Dinas Elektronik (TNDE) system by an authorized administrator.

What are the guidelines followed by the National Library of Indonesia for archiving?

The guidelines include several regulations such as Law No. 43 of 2009 on archives, Government Regulation No. 28 of 2012, and various National Library regulations related to document classification, retention schedules, and security access systems.

What materials are required for organizing archives?

Materials required include an agenda book, hanging folders with tabs for classification, dividers (primary, secondary, tertiary), clear holders for documents, and filing cabinets for storage.

What are the classifications used in organizing archives?

Archives are classified based on regulations by the National Library of Indonesia, using codes to identify the subject matter. These are further divided into primary, secondary, and tertiary classifications.

What is the importance of assigning classification codes to letters?

Assigning classification codes helps in the easy retrieval of archives in the future, ensuring that documents can be found based on their subject matter.

What is the process for filing documents after classification?

After classification, documents are placed in hanging folders or regular folders with tabs. These folders are then stored in filing cabinets according to their classification codes.

What is an active archive list and why is it important?

An active archive list contains details such as classification codes, descriptions, date range, number of documents, and storage location. It is important for tracking the location of archives and for quick retrieval.

How does proper archive management contribute to organizational success?

Proper archive management ensures smooth and efficient access to important documents, which helps in maintaining well-organized operations and supports effective decision-making within the organization.