Tutorial Penyimpanan Arsip Sistem Subjek (Filling System Subject)

Summary

This tutorial by Nabila Aulia Zahra explains the process of archiving using a subject filing system. It covers essential materials such as maps, primary, secondary, and tertiary guides, classification lists, and formats for incoming and outgoing mail agendas. The tutorial demonstrates how to classify and organize letters, using examples of offers and correspondence, and explains how to properly document them in a structured filing system. The final step includes filing letters in categorized sections using a classification code. The process is clear and concise, providing a practical approach to archiving in an office setting.

Takeaways

• 😀 The tutorial explains how to use the 'Sistem Subjek' or subject filing system for archiving documents.
• 😀 Required materials for the filing system include maps, snelhecter folders, classification lists, and document agenda formats.
• 😀 The system involves categorizing incoming and outgoing letters by their subject matter.
• 😀 Each document needs to be classified using a specific code from the classification list.
• 😀 For example, a letter regarding a computer offer is classified under the 'office machines' category.
• 😀 The agenda book for incoming letters should include fields such as the receipt date, letter number, and brief summary of content.
• 😀 The outgoing letter agenda book format includes fields for the letter number, the sending date, recipient, and brief summary.
• 😀 Once classified, documents are stored in snelhecter folders, with a specific organization hierarchy: primary, secondary, and tertiary.
• 😀 Each classification level (primary, secondary, tertiary) is written on the folder, helping organize the documents in a logical order.
• 😀 The process concludes by filing all documents into the correct map, ensuring proper organization for future retrieval.

Q & A

What is the main topic of the tutorial in the script?

The main topic of the tutorial is the process of archiving using the subject filing system.

What are the materials required for the archiving process?

The materials required include a map, Snelhecter, and primary, secondary, and tertiary guide cards, along with a classification list for archiving, agenda formats for incoming and outgoing mail, and examples of incoming and outgoing letters.

How is the classification of letters done according to the tutorial?

The classification of letters is done based on a classification list. For example, a letter about computer offers in marketing is classified as 'ADV1:2' because it pertains to office machinery.

What is the purpose of the guide cards mentioned in the tutorial?

The guide cards (primary, secondary, and tertiary) are used to categorize and organize the letters according to their classification in the archiving system.

What is included in the 'incoming mail agenda format'?

The incoming mail agenda format includes the date the letter was received, the letter number, the date on the letter, a brief summary, and the classification of the letter.

What information is recorded in the 'outgoing mail agenda format'?

The outgoing mail agenda format includes the letter number, the date of the letter, the sender, the recipient, a brief summary, and the classification of the letter, such as office equipment or meeting notes.

How are letters organized in the Snelhecter folder?

Letters are organized starting with the primary classification, followed by the secondary and tertiary classifications. For example, the primary classification 'C' would be followed by 'C.1' for the secondary, and 'C.1.2 B' for the tertiary.

Why is the classification important in the archiving system?

Classification is important because it ensures that each document is categorized and easily retrievable. It allows for efficient management and systematic storage of records.

What is the process after filling out the agenda formats?

After filling out the agenda formats, the letters are classified according to the classification list and then stored in the Snelhecter folder using the appropriate guide cards.

What is the final step in the archiving process mentioned in the script?

The final step is to insert the completed agenda format and the classified letters into the Snelhecter folder, ensuring they are properly organized according to their classification.