Penyimpanan Arsip Sistem Kronologis

Summary

In this video, Mufidatul Ania from the Office Administration Program discusses the chronological archiving system. She explains the steps to organize incoming and outgoing letters by sorting them chronologically according to date. The process includes using agenda books, color-coded folders for primary, secondary, and tertiary levels, and labeling documents accordingly. The video provides a detailed guide on how to structure and file documents, ensuring efficient archiving. It wraps up with a friendly reminder to ensure clarity and accuracy when archiving letters for better organizational purposes.

Takeaways

• 😀 The video discusses the process of archiving, specifically focusing on the chronological system of filing.
• 😀 To implement the chronological filing system, you will need tools such as a binder, agenda books for incoming and outgoing letters, and folders of different colors.
• 😀 There are three types of folders used in the system: primary (blue), secondary (yellow), and tertiary (pink). Each is used to categorize the files by year, month, and date, respectively.
• 😀 The first step in chronological archiving is sorting documents based on the date, starting from the earliest to the latest (for both incoming and outgoing letters).
• 😀 Incoming and outgoing letters are then entered into agenda books, with each entry marked by the corresponding date and categorized by its letter type.
• 😀 For each letter, a unique code is written on the folder, beginning with the year (in blue), followed by the month (in yellow), and ending with the date (in pink).
• 😀 For example, the code for a document from February 2nd, 2020 would be written as '2020' in blue, 'February' in yellow, and '2' in pink.
• 😀 The video shows how to record and organize both incoming and outgoing letters in a consistent chronological order in a special binder.
• 😀 A sample agenda is shown where each entry follows the color-coded system: blue for year, yellow for month, and pink for the specific day.
• 😀 The video concludes with a reminder about the importance of organizing files chronologically to make them easy to access, with a polite farewell and apology for any errors in the presentation.

Q & A

What is the main topic of the video?

The video discusses the 'Sistem Pengarsipan' (Archiving System), with a focus on the 'Sistem Kronologi' (Chronological Archiving System).

Who is presenting the video, and what is their field of study?

The presenter is Mufidatul Ania, and she is from the 'Prodi Pendidikan Administrasi Perkantoran' (Office Administration Education Program).

What system was discussed previously before moving on to the chronological system?

The previous system discussed was the 'Sistem Abjad' (Alphabetical Archiving System).

What are the primary materials needed to implement the 'Sistem Kronologi'?

The primary materials include an agenda book, an incoming mail book, a duplicate outgoing mail book, folders, and classification labels in different colors.

How are the files sorted in the chronological archiving system?

Files are sorted according to their date, starting from the earliest date (e.g., 2nd, 6th, 8th, etc. for incoming and outgoing mail).

What role does the color-coded classification system play in archiving?

The color-coded classification helps organize the files by year (blue for the primary, yellow for the secondary, and pink for the tertiary), which makes retrieval easier.

How does the coding system work for labeling the files?

The coding system uses a combination of year (blue), month (yellow), and date (pink) for organizing and labeling each file.

What is the order of categories when writing down information in the file?

The order is: year (primary) first, then month (secondary), followed by the date (tertiary).

Can you explain how the books for incoming and outgoing mail are used in the system?

The books are used to record the incoming and outgoing mail, with the date of the mail entry noted to help in chronological sorting.

What is the significance of the 'Kembar' agenda book mentioned in the video?

The 'Kembar' agenda book is used to record both incoming and outgoing mail with corresponding date and coding information for easy reference.