PENYIMPANAN ARSIP SISTEM TANGGAL

Summary

In this educational session, students learn to organize documents using a date-based archiving system. The instructor explains how to create archival codes for incoming and outgoing letters, emphasizing the importance of categorizing them by date. Each year is represented in a drawer, with months and individual day folders for proper storage. Examples illustrate how to format codes for various letters, encouraging students to apply this method practically. The session concludes with an invitation for students to create their own codes and submit their work, ensuring they grasp the archiving technique effectively.

Takeaways

• 📅 The lesson focuses on the practice of archiving documents using a date-based system.
• 📂 Each drawer represents a year, containing folders for each of the 12 months.
• 🗓️ Dates are crucial in organizing documents; each document is sorted by its date and type (incoming or outgoing).
• 🔢 The first document in a date is assigned the number '0', the second '1', and so on.
• ✉️ An example is provided for creating an archive code: '2.0/M/II/2012', which denotes the second day of the month for the first document.
• 🔍 It's essential to determine whether a document is incoming or outgoing when creating its archive code.
• 📊 The lesson includes examples of codes for different types of documents, such as job applications and business letters.
• 🔄 The organization method reverses the typical order, starting with December and going back to January for the months.
• 📥 Documents for a specific month are filed in folders labeled from 1 to 28/29, depending on the month.
• 🖼️ Students are encouraged to illustrate the storage system, including drawers, folders, and document organization.

Q & A

What is the primary focus of today's lesson?

The primary focus of today's lesson is on the practice of document storage using a date-based system.

How is the date system organized in the document storage?

The date system is organized into drawers that represent years, with each drawer containing 12 folders for each month and each folder containing documents for each day of that month.

What is the significance of distinguishing between incoming and outgoing letters?

It is important to distinguish between incoming and outgoing letters because the archival code must indicate whether a document is an incoming or outgoing letter.

How are the archival codes formatted for the documents?

The archival codes are formatted as follows: 'day.number/letter Roman numeral/year', where 'day' is the date, 'number' indicates the sequence of the letter for that day, 'letter' indicates if it's incoming (M) or outgoing (K), and 'year' is the full year.

Can you provide an example of how to create an archival code for a document?

For example, for a document dated February 2, 2020, that is the first incoming letter, the archival code would be '2.0/M/II/2020'.

How are the folders within the drawers organized?

The folders within the drawers are organized by month in reverse order, starting from December to January, and each folder is labeled with the month number.

What should be done if there are no letters for certain dates?

If there are no letters for certain dates, those dates can simply be skipped without any entries in the folders for those days.

How many days should be included in the folders for February?

The folders for February should accommodate either 28 or 29 days, depending on whether it is a leap year.

What is the recommended method for inserting letters into the folders?

Letters should be inserted into the folders based on their date, starting from the first day of the month to the last, ensuring they are organized chronologically.

What materials do students need to prepare for this lesson?

Students need to prepare their documents and create their own archival codes using the date system discussed in the lesson.