Praktek pengarsipan surat masuk dan surat keluar sistem abjad

Summary

This video script demonstrates the process of indexing and organizing incoming and outgoing letters in a structured system. It highlights the steps of preparing the necessary tools and materials, such as creating an index for letters and assigning unique codes based on company names. The script explains how to arrange letters in order, from the most recent to the oldest, ensuring proper filing for both incoming and outgoing correspondence. Special attention is given to the distinction between incoming letters, which require a disposition sheet, and outgoing letters, which are indexed without it.

Takeaways

• 😀 Proper tools and materials are required for organizing incoming and outgoing mail.
• 😀 An example of an incoming letter from PT Bahtera Sejahtera is shown to demonstrate how to fill out the indexing form.
• 😀 The indexing form requires filling out company name information in three units: 'Batera', 'Sejahtera', and 'PT'.
• 😀 The code for the incoming mail is derived by taking two letters from the company name.
• 😀 Each incoming letter is paired with a disposition sheet and stored in an envelope along with the indexing form.
• 😀 The incoming mail is organized in order by date, and the index is stored separately in an envelope.
• 😀 The organization system is also applied to outgoing mail, but without using a disposition sheet.
• 😀 For outgoing mail, only the indexing form is used for organization and storage.
• 😀 Mail is sorted according to the company code, for example, 'B' for PT Bahtera Sejahtera.
• 😀 A set of outgoing letters are organized chronologically, with the most recent one placed on top, such as letters from PT Rama Sakti and Randika Furniture.
• 😀 The entire mail sorting process ensures all letters, both incoming and outgoing, are properly indexed and stored for easy reference.

Q & A

What is the main task being discussed in the script?

The script discusses the process of organizing and indexing incoming and outgoing letters, including how to properly label and file them using forms and codes.

What tools and materials are necessary for this task?

The task requires tools such as forms for indexing, envelopes for storing documents, and materials including letters from companies like PT Bahtera Sejahtera.

How is the indexing process for incoming letters described?

For incoming letters, the name of the company is split into three parts: 'Unit 1' is filled with the company name, 'Unit 2' with the company's second part, and 'Unit 3' with 'PT'. The letters are then categorized with an index code.

How do you determine the code for an incoming letter?

The code for an incoming letter is derived by taking the first two letters from the company name, such as 'BE' for Bahtera Sejahtera.

What is the purpose of the 'disposition sheet' mentioned in the script?

The disposition sheet is used to document and handle the instructions or decisions related to each incoming letter, though it is not used for outgoing letters.

How are incoming and outgoing letters stored differently?

Incoming letters are stored with both a disposition sheet and an index form, while outgoing letters only use the index form and are not accompanied by a disposition sheet.

What is the significance of the envelope in the process?

The envelope is used to store each letter along with its respective index form and, for incoming letters, the disposition sheet. This helps in organizing and protecting the documents.

How are letters organized when there are multiple letters with the same code?

When multiple letters have the same code, they are sorted by the date of the letter, with the most recent one placed on top.

How are outgoing letters handled differently than incoming letters in terms of indexing?

Outgoing letters are indexed similarly to incoming letters, but they do not require a disposition sheet. They are only indexed with the form and stored in envelopes.

How do you handle letters with the same company code but different dates?

For letters with the same company code, they are sorted by date, with the most recent letter placed first, as seen with the letters from PT Rama Sakti and Randika Furniture.