ARSIP SISTEM SUBJEK

Summary

This tutorial covers the subject filing system used for archiving and organizing documents. It explains how to create a classification list, assign codes to main subjects, sub-subjects, and sub-sub-subjects, and how to structure and store files accordingly. The video emphasizes the importance of an index for efficient retrieval, using real-world examples from HR and welfare documents. Viewers will learn the steps for organizing and coding documents, such as 'Kepegawaian' (HR) and 'Kesejahteraan' (Welfare), ensuring easy navigation and systematic storage. The tutorial is ideal for those seeking a streamlined approach to file management.

Takeaways

• 😀 The subject filing system (Sistem Filing Subjek) organizes documents based on the main subject, subsubject, and sub-subsubject for efficient archiving.
• 😀 A classification index (daftar indeks) is essential for setting up the subject filing system, acting as a guide for sorting and organizing documents.
• 😀 The main subject (e.g., 'Kepegawaian' for staffing) serves as the primary classification in the filing system.
• 😀 Subsubjects (e.g., 'Pengadaan Pegawai' for employee procurement) are secondary categories under the main subject and help further organize documents.
• 😀 Sub-subsubjects represent even finer categories within subsubjects (e.g., 'Seleksi' for job selection under employee procurement).
• 😀 A hierarchical coding system is used to label and categorize documents, starting with the main subject code followed by subsubject and sub-subsubject codes.
• 😀 Documents are stored in a specific order, with the most recent items placed at the top of the relevant subject category for easy access.
• 😀 The subject codes (e.g., 'KP' for Kepegawaian) are followed by numeric codes (e.g., '10' for training) to represent subsubjects and sub-subsubjects.
• 😀 A well-designed classification index can use a combination of alphanumeric codes for better clarity and organization of the archive.
• 😀 The classification system allows for flexibility, enabling it to be adapted to the specific needs of the organization while maintaining systematic organization of documents.
• 😀 Properly using this filing system helps in retrieving and managing documents efficiently, especially in large organizations or institutions.

Q & A

What is the subject filing system?

The subject filing system is a method of organizing documents based on their subject matter, also referred to as 'subject heading.' This system uses an index or classification list to categorize files according to topics.

What is the importance of a classification index in the subject filing system?

A classification index is crucial as it organizes the main subject, sub-subjects, and sub-sub-subjects. It helps categorize documents by assigning specific codes, making file retrieval more systematic and efficient.

What does 'mind subject' mean in the context of this system?

The 'mind subject' refers to the primary topic or category under which files are classified. It is the main subject that organizes related sub-subjects and further divisions within the filing system.

How are sub-subjects used in the subject filing system?

Sub-subjects are specific categories within the main subject. For example, under 'Kepegawaian' (personnel), sub-subjects like 'Cuti Pegawai' (employee leave) or 'Pengadaan Pegawai' (employee procurement) can be defined to further classify documents.

How is the hierarchical structure applied in the subject filing system?

The hierarchical structure categorizes documents into different levels: main subject (mind subject), sub-subjects, and sub-sub-subjects. This layered structure ensures that documents are organized in increasing detail and specificity.

Why is it important to use codes in the filing system?

Using codes in the filing system simplifies the categorization process, as they provide a quick reference for filing and retrieving documents. The codes are often alphanumeric and indicate the subject and its subcategories.

What is an example of how a document would be classified in this system?

For example, a document about 'Pelatihan Pemasaran' (Marketing Training) under 'Kepegawaian' would be classified as 'KP 10 11,' where 'KP' represents Kepegawaian, '10' represents training, and '11' specifies marketing training.

What does the term 'tertiary guide' refer to in the subject filing system?

The tertiary guide refers to the third level of classification, providing a more detailed categorization of documents. This could involve further breakdowns of sub-subjects to enhance file organization.

How should documents be stored according to the subject filing system?

Documents should be stored in chronological order, with the most recent files placed at the top. This ensures easy access to the latest documents while maintaining a clear order for older records.

What is the role of secondary guides in this filing system?

Secondary guides help to organize documents at a mid-level, bridging the primary (main subject) and tertiary (sub-sub-subject) classifications. These guides ensure a more detailed and layered organization, improving the retrieval process.