Penyimpanan Arsip Sistem Kronologis

Summary

In this video, the speaker, a student from the Business Administration department, explains how to organize documents using a date-based archiving system. The process involves sorting incoming and outgoing letters according to their arrival date and the date on the document. Letters are organized by year, month, and day, with specific guides placed in the file folder to ensure easy retrieval. This simple yet effective method helps maintain a well-organized archive, making it easier to find needed documents based on their chronological order.

Takeaways

• 😀 The speaker introduces themselves as a student from the Business Administration department.
• 😀 The topic discussed is the archiving system based on dates (year, month, and day).
• 😀 The date-based archiving system is simple and easy to implement, allowing for easy file retrieval.
• 😀 Incoming letters must be checked for their date before assigning a code for filing.
• 😀 For incoming letters, the code reflects the date the letter arrived in the company, not the letter's original date.
• 😀 Outgoing letters are archived based on the date mentioned on the letter itself.
• 😀 Files are grouped by year, month, and day, with the most recent dates placed at the top of the file.
• 😀 A three-level guide system is used to organize the files: primary guide (year), secondary guide (month), tertiary guide (day).
• 😀 Each file folder is organized in chronological order for efficient archiving and retrieval.
• 😀 The final step involves labeling the guides (year, month, and day) on the files to make searching easier.
• 😀 The system ensures that all files are well-organized, making it simple to find specific documents when needed.

Q & A

What is the main topic of the video script?

The main topic of the video script is the process of archive storage using a date-based system.

What is the date-based archive storage system?

The date-based archive storage system is a method of organizing and retrieving archives based on the year, month, and date the documents were created.

How should one organize incoming mail in the date-based archive system?

Incoming mail should be checked for the date first, and then the code for the mail should be written according to the date it was received in the company, not the date it was sent.

What are the steps for organizing outgoing mail in the system?

For outgoing mail, you should write the code based on the date shown on the letter itself, as mentioned in the document.

How do you organize the letters when storing them in the archive?

The letters should be grouped according to their dates, with the most recent letters placed at the top and older letters at the bottom. Each letter is then filed based on year, month, and day.

What is the importance of using primary, secondary, and tertiary guides in the archive?

The primary, secondary, and tertiary guides are used to help in the easy retrieval of letters by organizing them by year, month, and day, respectively.

What is the first step in organizing the letters into the archive?

The first step is to check the incoming and outgoing letters for their dates before beginning to file them in the archive.

How do you ensure the letters are correctly categorized by date in the system?

You ensure proper categorization by writing the year in the primary guide, the month in the secondary guide, and the exact date in the tertiary guide.

What does the process of using the date-based system involve after checking the letters?

After checking the letters, you need to group them according to their dates, place them in a file, and then use the three types of guides (primary, secondary, tertiary) to organize them by year, month, and date.

Why is it important to organize the archive based on the date of the documents?

It is important because it allows for easy and efficient retrieval of documents based on their date of creation, making the archiving process more systematic and faster.