Praktek Penyimpanan Arsip Sistem Nomor (Numerical Filling System )

Summary

This tutorial demonstrates the practical steps involved in using the Numerical Filing System for archiving documents. The video covers three main methods: the first method involves using Bird's Powder and indexing for efficient file organization, the second method showcases using letter art files with special pockets for important documents, and the third method introduces suspension filing trays for better document management. The tutorial emphasizes categorizing documents numerically and chronologically for easy retrieval, offering a clear guide to organizing and safeguarding critical files.

Takeaways

• 😀 Method 1: The Numerical Filing System requires the creation of an index or classification list to assign codes to documents for proper organization.
• 😀 📑 Documents are categorized into primary, secondary, and tertiary groups, with the most recent documents placed at the top of the respective categories.
• 😀 🖋️ The use of folders, tabs, and carbon powder helps with indexing and organizing documents for easy retrieval later.
• 😀 🗂️ For Method 2, letter art files or pocket files are used to store important documents, keeping them protected from water or damage.
• 😀 🔒 Pocket files are used for documents that should not change or be altered, ensuring the documents remain in their original state.
• 😀 📅 Organizing documents chronologically within each code is essential for efficient retrieval and tracking.
• 😀 💼 Method 3 utilizes suspension filing trays, which allows for hanging files that are easy to access and organize.
• 😀 🔄 The suspension tray system also combines numerical and chronological organization, helping keep track of when documents were received or created.
• 😀 💡 The correct use of different tools—like letter art files and suspension trays—can greatly improve document storage and protection in an office environment.
• 😀 🧹 Ensuring that documents are properly organized and stored prevents them from becoming lost, damaged, or difficult to access in the future.

Q & A

What is the main focus of the tutorial in the video?

The tutorial focuses on explaining three methods of archive filing using the numerical filing system. These methods include using indexed folders, pocket files for important documents, and suspension filing trays for organizational efficiency.

How does the numerical filing system work?

In the numerical filing system, each document is assigned a specific code based on its classification, and the documents are then organized by these codes. They are further arranged chronologically, with the most recent documents stored at the top.

What are the three methods of archive filing demonstrated in the tutorial?

The three methods demonstrated are: 1) The numerical filing system using indexed folders. 2) The pocket file system for important documents that should remain unchanged. 3) The suspension filing tray system for categorizing and organizing documents by both their classification and date.

Why is it important to categorize documents into primary, secondary, and tertiary categories?

Categorizing documents into primary, secondary, and tertiary categories helps in organizing the files systematically, making it easier to locate and retrieve them later. It also ensures that documents are stored in a logical and hierarchical manner based on their importance or relevance.

How should documents be stored when using the pocket file system?

When using the pocket file system, documents should be inserted into specially designed pockets to protect them from damage. These pockets keep the documents intact, preventing them from being altered or deteriorated by external factors like water or tearing.

What is the advantage of using a suspension filing tray?

The suspension filing tray allows documents to be stored upright, making it easier to sort, organize, and retrieve them. This system helps combine both numerical and chronological organization, ensuring documents are categorized and dated properly.

What materials are needed for the numerical filing system?

For the numerical filing system, you need index cards for categorization, A4-sized folders, and flexi-tabs or perforators to mark and categorize the documents by primary, secondary, and tertiary codes.

How are documents sorted in the pocket file system?

In the pocket file system, documents are sorted first by their classification code (primary, secondary, tertiary) and then by date, with the most recent documents placed at the top within their respective categories.

What role do the color-coded flexi-tabs play in organizing the documents?

The color-coded flexi-tabs help differentiate between the various categories (primary, secondary, tertiary) of documents. They make it easier to visually identify and access the files based on their classification, improving organization and retrieval.

Why is it important to label the folders with classification codes?

Labeling the folders with classification codes ensures that documents are easy to identify and access. The codes provide a systematic way to sort and organize documents, improving efficiency when searching for specific files.