PRAKTIK MENYIMPAN ARSIP DENGAN SISTEM SUBJEK

Summary

This video tutorial provides a detailed guide on how to store archives using the subject system, focusing on the importance of classification lists. It contrasts the subject system with the alphabetic system, explaining that the former requires a classification list arranged hierarchically from general to specific issues. The video demonstrates how to categorize and label letters based on their content, such as complaints, orders, and notifications. Additionally, it covers organizing letters into different files and emphasizes the importance of maintaining a proper sequence in categorization and archiving. Practical examples are provided for both incoming and outgoing letters.

Takeaways

• 😀 The subject system for archiving involves organizing documents based on subject matter, which is different from the previous alphabetical system.
• 😀 A classification list is essential in the subject system, which categorizes archives based on problems, organized hierarchically from general to specific.
• 😀 Classification lists are created by companies based on their core functions, which may vary between companies depending on their focus (e.g., marketing, finance, human resources).
• 😀 In the subject system, you need to focus on the 'subject' or 'content' of the letter rather than just the heading or address.
• 😀 After reading a document, you should capture its core issue and match it with the appropriate code from the classification list.
• 😀 The classification list is coded, and this code is used for labeling files to maintain an organized archive.
• 😀 When sorting documents, the order of classification is important, with general issues placed at the top and more specific issues following them.
• 😀 Documents, both incoming and outgoing, need to be sorted using their classification codes and stored in designated folders (e.g., using the snelhecter map).
• 😀 Secondary labels are used for subcategories within the primary classification, and these should be placed properly within the archive.
• 😀 When handling multiple documents with the same classification code, arrange them in order of date, with older documents placed at the bottom of the stack and newer ones on top.

Q & A

What is the primary difference between the subject-based archiving system and the alphabetical system?

The subject-based system requires a classification list to organize documents based on their subject matter, while the alphabetical system simply arranges documents in alphabetical order without needing a classification list.

What is a classification list (daftar klasifikasi) in the subject-based archiving system?

A classification list is a list of categories that organizes documents according to specific issues, arranged from general to more specific problems. It is used to classify documents effectively within the subject-based archiving system.

How should the classification list be created in a company?

The classification list should be created based on the primary tasks and issues relevant to the company’s operations. This means it will differ from one company to another, depending on the nature of their business and the tasks they handle.

What role do codes play in the subject-based archiving system?

Codes in the subject-based system are used to uniquely identify and categorize documents according to their subject. These codes help in organizing the documents and ensuring they are stored in the right order and classification.

How do you determine the correct code for a document?

To determine the correct code, you should read the document carefully and understand the main issue. The code can be found by looking up key terms or issues in the document, even if the wording doesn’t exactly match the classification list.

What should you do when classifying documents that don't exactly match any code in the classification list?

If a document doesn’t exactly match any code in the classification list, you should analyze the document's content to infer which category or issue it belongs to, and use the code that best fits the subject matter.

How are incoming and outgoing letters categorized and organized in the subject-based archiving system?

Incoming letters (surat masuk) and outgoing letters (surat keluar) are categorized separately and given a unique classification code. These documents are then stored in different sections or folders, ensuring that their classification codes are adhered to and maintained.

What is the importance of the primary and secondary classification labels for documents?

The primary label identifies the main issue of the document, while the secondary label helps to categorize it further into more specific subcategories. This dual-labeling ensures that documents are organized in a more detailed and structured manner.

How should documents be arranged within folders according to the subject-based system?

Documents should be arranged according to the order of categories in the classification list. The most general categories should be placed at the top, and more specific subcategories should follow. Within each category, documents should be ordered by their classification code.

What happens if two documents share the same classification code?

If two documents have the same classification code, they should be stored together in the same folder or section. If there are multiple documents with the same code, they should be ordered by their date of issue, with the older documents placed at the bottom and the newer ones at the top.