Kearsipan - Penyimpanan Arsip Berdasarkan Abjad #1

Summary

This video provides an in-depth explanation of the alphabetical archive storage system, detailing its types, benefits, and challenges. The script covers how archives are categorized alphabetically based on names, organizations, and other identifiers. It highlights the advantages of this system, such as easy access through direct indexing and simple folder organization. However, it also discusses drawbacks like challenges in searching by first names and the separation of related documents. Additionally, the video offers practical steps and tools for implementing this archival system, making it useful for students and employees involved in archive management.

Takeaways

• 😀 Archival storage systems are categorized into five types: based on alphabetical order, issues or topics, classification codes, dates, and regions.
• 😀 The alphabetical storage system organizes documents by the names of individuals or organizations using alphabetical codes.
• 😀 Personal names (individuals) and organizational names (e.g., government bodies, companies) are the two main categories for indexing in the alphabetical system.
• 😀 Advantages of alphabetical order include easy retrieval by sender or recipient, no need for index cards, and simplified folder arrangement.
• 😀 Disadvantages include difficulty in searching by first names or nicknames, and related documents being stored separately if the sender or recipient differs.
• 😀 Essential tools for implementing the alphabetical storage system include an agenda book (preferably digital with Microsoft Excel), ordners, filing cabinets, hangers, laptops/computers, and hole punchers.
• 😀 The first step in the archival process is inspecting documents to determine if they are active or inactive.
• 😀 Indexing involves categorizing documents by sender (for incoming mail) or recipient (for outgoing mail), using their names or the organization's name.
• 😀 After indexing, documents are marked with identifying codes or symbols to make them easier to find.
• 😀 The final step is classifying and storing documents in the appropriate folder or file, based on the established alphabetical index or code.

Q & A

What are the five types of archive storage systems mentioned in the script?

The five types of archive storage systems mentioned are: 1) Alphabetical system, 2) Subject or issue-based system, 3) Classification code-based system, 4) Date-based system, and 5) Regional or territorial system.

What are the advantages of using an alphabetical archive storage system?

The advantages include easier document search through direct name referencing, simplified folder and file organization, and the ability to group related documents under the same name. Additionally, it allows for easier retrieval of documents without needing an index card.

What are the disadvantages of the alphabetical archive storage system?

Disadvantages include the difficulty of finding documents by first names or nicknames, the separation of related documents under different names, and challenges in retrieving documents when names are similar.

What equipment is required to implement the alphabetical archive storage system?

The required equipment includes: an agenda book or Microsoft Excel for recording, folders or binders (such as filing cabinets), dividers, hanging folders for physical documents, a laptop or computer for managing incoming and outgoing mail, and paper hole punches for document insertion into binders.

What is the first step in the process of archiving using the alphabetical system?

The first step is to check the documents to determine whether they are active or inactive, ensuring that only inactive documents are stored.

What does the indexing step involve in the archiving process?

Indexing involves assigning a name, subject, or keyword to categorize each document, such as using the sender's name for incoming mail and the recipient's name or organization for outgoing mail.

How is incoming mail indexed differently from outgoing mail in the alphabetical system?

Incoming mail is indexed based on the sender's name, whether it's an individual or an organization. Outgoing mail, on the other hand, is indexed according to the recipient's name or organization.

What role does coding play in the archiving process?

Coding helps in marking the documents with clear, visible identifiers to facilitate easy storage and retrieval. For example, a letter from 'Andi Budi' might be marked with the code 'B'.

What is the purpose of sorting documents in the archiving process?

Sorting helps in grouping documents with similar keywords or starting letters together, making it easier to store them in an organized manner, particularly when dealing with a large volume of documents.

How does the practical application of the alphabetical system work when storing documents?

In practice, documents are stored in filing cabinets based on the indexed code. For example, documents marked with the letter 'B' are stored in the 'B' section of the filing cabinet, ensuring systematic organization and easy access.