Penyimpanan Arsip Sistem Nomor

Summary

This video tutorial explains how to store and retrieve documents using a numbered filing system. It begins with preparing documents for indexing and indexing them based on key information, such as the recipient's name and document code. After indexing, the document is stored in the appropriate folder based on its code. The second part covers how to retrieve stored documents, starting with checking the archive book and using the index card to find the document's code. Finally, the document is located in the correct drawer and folder for use. The system is demonstrated with an example of a letter being indexed and retrieved.

Takeaways

• 😀 Step 1: Prepare the letter or document to be stored using the numbering system.
• 😀 Step 2: Index the document, using details such as the recipient’s name and company.
• 😀 Step 3: Record the indexed information in an archive book.
• 😀 Step 4: Enter the document details into an index card, including the letter’s title and code.
• 😀 Step 5: Store the document in a specific drawer and folder based on the index number.
• 😀 Step 6: To retrieve a document, start by searching in the archive book for the relevant index.
• 😀 Step 7: Use the indexed information on the index card to find the document in the filing system.
• 😀 Step 8: Look for the document’s specific code in the designated drawer and folder.
• 😀 Step 9: Once the document is located, it can be used for any required purpose.
• 😀 Step 10: The numbering system simplifies both document storage and retrieval for future use.

Q & A

What is the main focus of the video script?

The main focus of the video script is to explain how to store and retrieve documents using a numbering-based storage system.

What is the first step in the document storage process?

The first step is to review and prepare the documents that will be stored using the numbering system.

What is the role of indexing in document storage?

Indexing involves identifying key details from the document, such as the recipient's name or subject, and converting them into a code or entry to facilitate easy retrieval later.

How is the indexing of a letter structured?

For example, a letter addressed to the Director of PT Kayu Mekar would be indexed as 'Kayu Mekar, PT'.

What information is recorded in the archive book?

The archive book contains the indexed information of the document, including details such as the recipient's name, document number, and other relevant data.

What is the purpose of the index card in the document storage system?

The index card holds the same information as the archive book, such as the document's title, number, and code, to ensure easy and precise retrieval.

How are documents physically stored in the system?

Documents are stored in designated drawers and folders based on their assigned number and code, such as 'drawer 00' and 'folder 5B'.

What is the process for retrieving a stored document?

To retrieve a document, you first check the archive book for the document entry, then refer to the corresponding index card, and finally locate the document in the correct drawer and folder using its code.

How is a document's code determined for storage?

The document's code is determined from its number, for example, a document with the code '0006' is stored in the corresponding drawer and folder according to its number.

Can you give an example of a document that was indexed and stored using this system?

An example is a letter of warning addressed to 'Febri Suryanti', which was indexed as 'Suryanti Febri' and stored using the numbering system.