KEARSIPAN Praktik Penyimpanan Arsip Sistem Wilayah (cara 1)

Summary

This video tutorial demonstrates an organized archival system for managing documents based on geographic regions and dates. The presenter explains how to group letters by province, assign appropriate region-specific codes, and store them in color-coded folders. The system uses three main folder types: primary, secondary, and tertiary, depending on the region. Documents are further sorted by date, ensuring an efficient retrieval process. The tutorial emphasizes the importance of clear labeling and secure storage to maintain a well-organized archive system for future use.

Takeaways

• 😀 Letters are categorized by geographical location, such as provinces and cities in Indonesia.
• 😀 The archiving system combines territorial organization with chronological order.
• 😀 Each letter receives a specific code based on its province and city (e.g., Jawa Timur_Surabaya).
• 😀 Letters are organized within specific folders or files named after their region and city (e.g., Gaib Primer for DKI Jakarta).
• 😀 Letters are grouped by their city of origin, with separate folders for Surabaya, Jakarta, Bandung, Depok, and Cianjur.
• 😀 Chronological order is maintained by placing letters with earlier dates before those with later dates within the same region.
• 😀 Letters from different regions are stored in separate folders to maintain organization (e.g., Jawa Timur, Jawa Barat, DKI Jakarta).
• 😀 After organizing letters by region and date, the folders are securely closed to maintain the integrity of the documents.
• 😀 Special labels are written on each file according to the region and city to ensure easy identification and retrieval.
• 😀 The process is designed to keep documents in a neat, secure, and systematic order for efficient access.

Q & A

What is the main focus of the script?

The main focus of the script is on how to organize and store documents or letters systematically using a region-based method combined with a date-based system.

What tools and materials are required for this process?

The tools and materials needed include seven example letters, filing folders (Snelhecter map), perforators, and various writing tools.

How are the documents categorized in the process?

The documents are categorized based on their origin and destination. For example, documents from Surabaya are grouped together under the East Java region, and documents from Jakarta are grouped under the DKI Jakarta region.

How are the documents coded for organization?

Each document is assigned a unique code based on its region and city, such as 'Jawa Timur_underline_Surabaya' for Surabaya, or 'DKI Jakarta_underline_Jakarta' for Jakarta.

What role does the perforator play in this process?

The perforator is used to create holes in the documents, ensuring they can be securely placed in the filing folders (Snelhecter map) without risk of slipping out.

What is the purpose of using different 'gaib' (dividers)?

The 'gaib' dividers serve as organizational tools to separate documents within the same region or category. Different levels (tertiary, secondary, primary) are used depending on the type of document and its region.

How are the documents from different cities within the same region handled?

Documents from different cities within the same region are grouped together but are separated by different 'gaib' dividers to distinguish them, such as separating Surabaya and Sidoarjo within East Java.

What is the significance of using 'gaib tersier' for East Java documents?

'Gaib tersier' is used for documents from East Java, separating them by city. For example, documents from Surabaya and Sidoarjo are placed with this divider to distinguish them while keeping them within the same region.

What is the order of arranging documents within the filing system?

Documents are arranged first by region, then by city, and finally by date. For example, documents from Surabaya are placed before those from Sidoarjo, and within each city, documents are organized chronologically by date.

How are the final labels and titles written for the folders?

The final labels for the folders are written according to the region and city, such as 'Jawa Timur_underline_Surabaya' for Surabaya and 'Jawa Barat_underline_Bandung' for Bandung. This helps easily identify the location and content of each folder.