Kearsipan Sistem Nomor(sistem nomor dalam penyimpanan kearsipan)

Summary

This video explains the systematic process of handling incoming mail in an office environment, focusing on archiving procedures. It details each step, from receiving the mail and classifying it to recording it in various documents like disposition sheets, agendas, and archives. The process ensures that all mail is accurately logged, categorized, and stored using a numerical system for easy retrieval. Key stages include reviewing the mail's contents, assigning deadlines, following instructions from leadership, and securely archiving the documents for future reference. This structured approach streamlines the management and storage of office correspondence.

Takeaways

• 😀 Incoming mail is first delivered to the receptionist, who confirms its accuracy before accepting it.
• 😀 The receptionist hands the mail to the secretary for further processing and categorization.
• 😀 The secretary determines the urgency of the mail and creates a disposition sheet with key details like date, subject, and recipient.
• 😀 Mail is classified based on its subject (e.g., marketing, orders) and assigned a code for easy reference.
• 😀 Disposition sheets include instructions for the leadership on how to process the mail, such as whether it should be archived or acted upon immediately.
• 😀 The secretary passes the disposition sheet to management for further action, such as giving instructions for follow-up or storage.
• 😀 A system of classification, including specific codes (e.g., 210 for orders), helps categorize mail based on its subject matter.
• 😀 The mail is logged into an agenda book, which records details like the date of receipt, the sender, and the subject of the correspondence.
• 😀 After logging, the mail is archived in a physical folder corresponding to its classification code (e.g., drawer 200, folder 210).
• 😀 A digital copy of the mail is scanned and stored to complement physical records, ensuring full documentation.
• 😀 An index card is created to index the archived mail, which includes relevant details for easy future retrieval, ensuring an organized filing system.

Q & A

What is the first step in the mail handling process?

The first step is the delivery of the mail by the postal worker to the receptionist, who checks the accuracy of the address before signing for it.

How does the receptionist verify the mail?

The receptionist verifies the mail by confirming that the address is correct. If the address is accurate, the receptionist signs as acknowledgment of receipt.

What does the secretary do after receiving the mail from the receptionist?

After receiving the mail, the secretary determines its importance and categorizes it as either urgent, immediate, or regular. They also fill out a 'disposition sheet' with necessary details.

What information is included on the disposition sheet?

The disposition sheet includes the date the mail was received, the sender's name, the subject of the letter, and the actions or instructions for further handling.

What happens after the secretary fills out the disposition sheet?

Once the secretary fills out the disposition sheet, it is passed to the superior for further instructions. The superior may approve the action or make additional decisions.

How is the mail categorized for filing?

The mail is categorized by subject, such as marketing or goods orders, and assigned a numeric code (e.g., '200' for marketing, '210' for goods orders) for easier classification and retrieval.

What details are recorded in the agenda book?

In the agenda book, the following details are recorded: the serial number of the mail, the date it was received, the sender's information, a summary of the letter's content, and the classification code.

What is the purpose of the archive book?

The archive book is used to record detailed information about the mail, such as its serial number, the date it was stored, the sender's name, the subject, and the classification code, for permanent storage.

How is the indexing of the mail performed?

Indexing involves updating an index card with key details such as the subject of the letter, the date it was received, the storage location, and the classification code, helping in efficient retrieval of documents.

What is the final step in the mail storage process?

The final step is storing the mail in a folder according to its classification code, placing the folder in a designated drawer or section. The mail is then secured in a snelhecter, which acts as a separator for incoming and outgoing documents.