PENYIMPANAN ARSIP SISTEM ABJAD

Summary

In this educational session, the instructor introduces the fundamentals of archiving documents using an alphabetical system. Students learn to create an index and assign codes to letters, with a focus on differentiating between incoming and outgoing correspondence. The lesson outlines five archiving methods—alphabetical, numerical, chronological, subject, and geographical—emphasizing proper organization and sequential numbering. Practical examples illustrate how to construct archive codes from sender and recipient names. The session concludes with an invitation for students to practice indexing letters and seek clarification through a group chat, reinforcing the importance of mastering these skills.

Takeaways

• 📂 The lesson focuses on archiving documents using an alphabetical system.
• 🔢 Five methods of archiving are introduced: alphabetical, numerical, chronological, subjective, and geographical.
• 📝 Students are required to create an index for both incoming and outgoing letters.
• 🏢 For outgoing letters, the company letterhead is used as the reference point, while incoming letters are indexed by the sender's name.
• 🔠 When coding letters, the first letter is assigned the number '0' for the first letter, '1' for the second, and so on.
• 🔍 The coding process includes indexing names and generating codes based on the first and second letters of the name.
• 📊 Practical examples illustrate how to assign archive codes for different types of letters.
• 📅 Emphasizes the importance of maintaining order and clarity in the archiving process for efficient document retrieval.
• 🤔 Students are encouraged to practice indexing and coding letters, and to ask questions if they encounter difficulties.
• 🔗 The lesson concludes with a reminder to store documents systematically according to the assigned codes.

Q & A

What is the main topic of the practice session discussed in the transcript?

The main topic is the storage of archives using the alphabetical system.

What are the competencies related to this archiving practice?

The competencies mentioned are the sixth and seventh competencies.

What are the five methods of archiving mentioned in the session?

The five methods are alphabetical system, numerical system, chronological system, subjectical system, and geographical system.

How should incoming and outgoing letters be identified?

Incoming letters are identified by their letterhead not belonging to the organization, while outgoing letters carry the organization's letterhead.

What is the indexing process for incoming letters?

For incoming letters, the index is based on the letterhead, and for outgoing letters, the index is based on the recipient's address.

How are the letters numbered during the archiving process?

The first letter is given the number zero, the second letter is numbered one, and so forth.

What is the structure of the code created for the archives?

The code consists of a zero or number indicating the order, a letter indicating the type of letter, and the date formatted as Roman numerals.

What example is given for creating an archive code?

An example provided is for a letter from PT Arina Jaya, where the code includes '0/6 HR II/2020', indicating it is the first incoming letter of February 2020.

How are letters sorted within the alphabetical system?

Letters are sorted by their first letter; if multiple letters start with the same letter, the second letter is then used to sort them further.

What advice is given for students regarding the understanding of the archiving material?

Students are encouraged to ask questions in the WhatsApp group if they have any uncertainties about the lesson on archiving using the alphabetical system.