Tugas Kearsipan – tutorial menyimpan arsip dengan sistem nomor terminal digit

Summary

In this video, Akbar explains the Terminal Digit Numbering System used for archiving and retrieving documents. He walks through the process of organizing files by their terminal digits, starting with the oldest documents. Akbar demonstrates how to categorize incoming and outgoing letters and assign them appropriate codes based on their serial numbers. By using this system, letters can be systematically stored and easily retrieved when needed. The tutorial provides practical steps on using the terminal digit method, including how to file documents based on their type and date, ensuring efficient organization and retrieval of records.

Takeaways

• 😀 The Terminal Digit Filing System is used for storing and retrieving documents based on the serial numbers found in archive books.
• 😀 The first step is to prepare the archive or file that you want to store using the Terminal Digit system.
• 😀 An example provided is an incoming letter from PT Transindo Service International, which uses the system to categorize the documents.
• 😀 Each document is assigned a unique code based on its number, such as '003', which helps identify its position in the archive system.
• 😀 When categorizing, the documents should be sorted starting from the oldest to the newest.
• 😀 In cases where multiple similar letters exist, the type of letter (incoming or outgoing) must be checked first to determine its position in the system.
• 😀 Outgoing letters are placed first in the order as they are directly from the originating institution, while incoming letters are filed based on the arrival date.
• 😀 The example of a letter from PT Bintang Utama demonstrates the method of archiving based on the assigned number '003'.
• 😀 The code used for the system corresponds with the drawer or storage location, and the letter is placed in the appropriate slot according to the number.
• 😀 The video concludes with a reminder to follow the system carefully, ensuring each document is stored and retrieved efficiently according to the terminal digit.

Q & A

What is the terminal digit system?

The terminal digit system is a method for storing or retrieving documents based on a numerical sequence assigned to each document in an archive book.

How does the terminal digit system help with document filing?

It allows for easy organization and retrieval of documents by assigning a sequential code, often based on the last few digits of a document's number, to determine its filing position.

What are the first steps in applying the terminal digit system to a document?

First, gather the documents to be filed, such as incoming or outgoing letters. Then, write down the relevant details, such as the sender's name and the document number, in the archive book.

Why is it important to categorize documents as incoming or outgoing?

Categorizing documents as incoming or outgoing helps prioritize and determine their filing order, with outgoing letters typically being filed first since they are generated within the organization.

How is the terminal digit code assigned to a document?

The terminal digit code is derived from the sequential number of the document in the archive book. For example, a document from PT Bintang Utama might be assigned the code '003'.

What is the significance of the chronological order in filing documents?

Filing documents in chronological order, from the oldest to the newest, helps maintain an organized and easy-to-navigate archive system, which is essential for efficient retrieval.

What happens if two documents have the same type but different filing dates?

If two documents are of the same type but have different filing dates, they should be placed in chronological order. For instance, an outgoing letter might be filed first, even if it’s later in date than an incoming letter.

How do you determine where to place a document in the filing cabinet?

Once the terminal digit code is assigned, you locate the corresponding drawer or section in the filing cabinet, and place the document in the designated spot based on its code.

Why do you prioritize outgoing documents over incoming ones?

Outgoing documents are prioritized because they are generated internally within the organization and may have more immediate relevance, while incoming documents may be delayed in reaching the organization.

What is the purpose of using an archive book in this filing system?

The archive book is used to record essential details about each document, such as the sender, document number, and date, to facilitate the assignment of terminal digit codes and ensure organized filing.