MANAJEMEN KEARSIPAN (Penyimpanan Arsip dengan Sistem Abjad)

Summary

In this presentation, Ria Triani discusses the concept of archiving, focusing on the alphabetical filing system. She defines archives as records created in various forms, including text, images, and digital media, serving as sources of information. Ria explains the advantages of the alphabetical filing system, such as ease of retrieval and organization by names or subjects, but also highlights challenges like potential misplacement and the need for proper indexing. The process involves steps like indexing, coding, sorting, and storing, with specific tools such as filing cabinets and folders to ensure efficient storage and easy access to documents.

Takeaways

• 😀 Archiving refers to the process of recording, storing, and managing documents that are important for communication and information sharing, stored in various formats such as paper, film, or digital media.
• 😀 The filing system known as the 'alphabetical filing system' organizes documents based on names (people, organizations, places) or subjects in alphabetical order from A to Z.
• 😀 One reason for using the alphabetical filing system is its simplicity; names are easy to remember, which makes it easier for users to locate files when needed.
• 😀 Benefits of the alphabetical filing system include easier document retrieval, logical groupings based on names, and efficient storage of incoming and outgoing correspondence.
• 😀 A key disadvantage of the alphabetical system is the risk of errors in file placement, especially when there are many similar names or documents that don't align well with alphabetical order.
• 😀 The system requires thorough indexing of documents by sender's name or other identifiers, ensuring a consistent, organized approach to file storage.
• 😀 Archiving procedures involve checking whether a document is ready for storage, indexing it correctly, and ensuring the use of appropriate coding for efficient retrieval.
• 😀 The filing cabinet system is commonly used in this process, with filing cabinets that feature multiple drawers designed to store folders vertically or horizontally based on pre-assigned codes.
• 😀 Tools used in this filing system include hanging folders (one for each letter of the alphabet) and dividers to ensure documents are separated and organized properly.
• 😀 The system requires attention to detail, especially when dealing with multiple people or entities with similar names, as the system sorts alphabetically by first, second, or even third letters to differentiate them.

Q & A

What is the definition of 'arsip' (archive) according to the transcript?

In the transcript, 'arsip' (archive) is defined as a record or document written, typed, or printed in the form of letters, numbers, and images that hold meaning and serve a specific purpose for information and communication. These archives are stored in various media like paper, film, and computer systems.

What does the law say about 'arsip' in Indonesia?

According to the Law No. 43 of 2009, Article 1, Paragraph 2, 'arsip' is defined as a recording of activities or events in various forms and media that are made and received by state institutions and other organizations, aligned with developments in information technology and communication.

What is the purpose of an archival filing system?

The purpose of an archival filing system is to manage and organize archives so that they can be easily retrieved and used in the future. It involves sorting and maintaining records in a systematic and logical way to ensure they are accessible and secure.

What is an 'Alphabetical Filing System'?

An Alphabetical Filing System is a method of organizing and storing documents based on alphabetical order. It is commonly used for organizing records related to names of individuals, organizations, companies, places, and subject matters.

What are some reasons for choosing an alphabetical filing system?

The alphabetical filing system is chosen because names are easier to remember, documents are often sought by name, and it ensures that related documents are grouped together, facilitating quicker retrieval.

What are the advantages of the alphabetical filing system?

The advantages include ease of understanding the folder arrangement, minimizing errors due to alphabetical grouping, ease of document retrieval, grouping of related documents by name, and simplicity in implementation.

What are the disadvantages of the alphabetical filing system?

Disadvantages include the time and effort required to label folders, the potential for errors in document placement without a proper system, the risk of documents being easily falsified due to the simplicity of alphabetical order, and the challenge of distinguishing between individuals with the same name.

What are the key steps in the procedure for storing archives using the alphabetical system?

The key steps include checking if the document is ready to be stored, indexing the document based on the sender's name, coding the document with a two-letter code, sorting and grouping similar documents together, and placing the document in its designated location based on its code.

What tools and equipment are required for the alphabetical filing system?

Essential tools include filing cabinets (with multiple drawers), hanging folders for sorting letters, guides to separate groups of files, and sorting equipment to help organize the archives efficiently.

What is the importance of indexing in the alphabetical filing system?

Indexing is crucial because it ensures that documents are categorized and filed correctly. It involves assigning a code based on the first few letters of the sender's name, which helps in organizing and retrieving documents efficiently.