PROSEDUR PENYIMPANAN DAN PENEMUAN KEMBALI ARSIP SISTEM ABJAD

Summary

This video script outlines the procedure for storing and retrieving documents within an archive system. It details the steps of receiving, categorizing, and assigning codes to letters or documents, including the use of a disposition form for instructions. The process emphasizes organizing and filing letters based on specific criteria such as date and subject. Additionally, it covers how to access documents from the filing cabinet using index cards, ensuring they are stored properly for future reference. The video aims to demonstrate efficient document management for better organization.

Takeaways

• 😀 The script provides an overview of the process of document handling, focusing on the procedures for document disposition, filing, and retrieval in an office environment.
• 😀 The procedure begins with receiving a letter, followed by filling out a 'disposition sheet' to indicate the document's importance and action to be taken.
• 😀 The disposition sheet includes fields such as the document's number, date, subject, and the name of the person receiving it, with instructions for further handling.
• 😀 After filling out the disposition sheet, the document is forwarded to the leadership for further instructions, usually with the note 'continue' to proceed.
• 😀 Once instructions are received, the staff member or archivist will file the document appropriately in the archive system based on predefined categories and codes.
• 😀 The system uses alphabetical and numerical codes for organizing documents, with specific filing cabinets and index cards to ensure efficient retrieval.
• 😀 The archiving system is hierarchical, with cabinets organized alphabetically (A-F, G-R, etc.) and each document being indexed to its respective location for easy access.
• 😀 The document's unique identification code (derived from the letter's subject and order) plays a crucial role in determining its filing position.
• 😀 Once filed, the index card containing the document's information is stored in the agenda book, ensuring that it can be located when needed later.
• 😀 The script emphasizes the importance of maintaining an organized and systematic filing system to prevent documents from being lost or misplaced, ensuring quick access when required.
• 😀 The video concludes by emphasizing the value of a well-structured archive system for smooth office operations, alongside a polite acknowledgment of the process.

Q & A

What is the main procedure described in the script?

The main procedure described is the process of handling, storing, and retrieving documents in an office setting. This involves filling out a disposition sheet, marking the received letter, and organizing it into a filing cabinet based on a specific indexing system.

What is the purpose of the disposition sheet in the document handling process?

The disposition sheet is used to record details about the letter received, including the sender's information, date, subject, and instructions from the leadership. It helps in organizing and tracking the letter through the various steps in the office procedure.

How is the letter classified in the script?

The letter is classified based on its subject matter, which in this case, relates to the offer of construction materials. The classification includes a code derived from the letter's subject and order number (e.g., Hip 03) to keep it organized within the system.

What role does the filing cabinet play in the document management system?

The filing cabinet is used to store the letters according to a specific alphabetical and numerical system, ensuring that documents are easily retrievable. The letters are placed in the cabinet based on an index card that references the letter's code and position.

How are letters stored and retrieved from the filing system?

Letters are stored in specific cabinets based on their assigned codes (e.g., A-F, G-R) and are retrieved by referencing the index cards. When a letter is requested, the relevant index card is checked, and the letter is pulled from the designated section in the filing cabinet.

What happens after a letter is processed and stored in the filing cabinet?

Once the letter is stored, the index card and the document's information are recorded in a book agenda, which tracks all incoming and outgoing correspondence. This helps ensure that the letters are not misplaced and can be easily accessed later.

What does the script say about how the letters are handled before being filed?

Before filing, the letters are reviewed and processed through the disposition sheet, where details such as the sender's name, letter number, and subject are noted. The instructions from the leadership are then recorded, and the letter is ready to be filed according to the established system.

How is the letter marked for filing?

Each letter is marked with a specific code derived from the letter's subject and the order in which it was received. This code, along with the letter's number, helps to categorize the letter into the appropriate section of the filing cabinet.

What happens if a letter is misplaced or hard to find?

The system ensures that all letters are organized and indexed clearly, making it unlikely for them to be misplaced. However, if a letter is hard to find, the archivist can use the index cards and the filing cabinet's organized structure to locate it quickly.

What are the potential benefits of following the system described in the script?

Following this systematic procedure ensures that all letters and documents are organized, easily retrievable, and securely stored. This minimizes the risk of lost or misplaced documents and enhances the efficiency of the office's document management practices.