Praktek Penyimpanan Arsip Sistem Subyek (Subyek Filling System )

Summary

This tutorial offers a detailed guide on archival filing systems, focusing on three key methods: the Subject System, Alphabetical Subject System, and Suspension File System. The speaker walks through the process of organizing and storing documents using tools like classification indices, Snackhelter maps, and suspension files. By categorizing documents based on subject codes, dates, and file organization techniques, the tutorial highlights best practices for maintaining order in an archive. The video concludes with practical steps for implementing each method, making it an invaluable resource for efficient document management.

Takeaways

• 😀 Introduction to a tutorial on archival storage using a subject or subject-filing system.
• 😀 The materials needed for the tutorial include a variety of storage media such as snackhelter maps, file pockets, and suspension trays.
• 😀 The first method demonstrated involves organizing documents based on primary, secondary, and tertiary codes.
• 😀 Documents are sorted by subject (e.g., 'HP' for welfare, 'PM' for marketing) and then categorized chronologically.
• 😀 The second method uses file pockets to organize documents without relying on a preparator, grouping them by subject and alphabetically.
• 😀 Alphabetical organization helps in determining the order of documents, with the most recent documents placed first.
• 😀 In the second method, documents are stored by subject (e.g., 'KP' for personnel), followed by secondary and tertiary codes.
• 😀 The third method employs suspension files, where each document is categorized using a classification system and stored according to the subject and date.
• 😀 In the third method, older documents are placed at the back of the file, while newer documents are placed at the front for easy access.
• 😀 The tutorial concludes by emphasizing the importance of the filing system and encouraging viewers to like, subscribe, and comment for future tutorials.

Q & A

What is the main topic of the tutorial?

The main topic of the tutorial is the practice of document storage using the subject or subject filing system, explaining how to store documents in an organized manner based on specific categories and chronological order.

What materials are needed for the first method of document storage?

The first method requires a snack shelter map and various supporting tools, including primary, secondary, and tertiary filing aids.

What is the role of the index list in the subject filing system?

The index list plays a crucial role as it categorizes and classifies the documents, making it easier to locate and organize files according to their subjects and chronological order.

How is document sorting done in the subject filing system?

Documents are sorted by their subject code, then grouped chronologically, with the most recent documents stored at the top, while older documents are placed beneath them.

What is the purpose of the 'snack shelter map' in the document storage process?

The snack shelter map is used to physically organize documents by categorizing them into primary, secondary, and tertiary levels, ensuring that files are stored in the correct order.

How is the document storage process done using alphabetic order and dates?

In this method, documents are organized alphabetically, and within each alphabetic category, they are further arranged by date, with the most recent documents placed first.

What is the significance of using 'pocket' or 'owner' folders in the second method?

In the second method, pocket folders or owner folders are used for storing official documents. The folders are sorted using an alphabetic system combined with chronological order for easy retrieval.

How does the third method of storage differ from the first two?

The third method uses suspension files, where documents are organized based on classification codes such as primary, secondary, and tertiary, and arranged by date within these categories.

What is the role of classification in the third method of document storage?

Classification in the third method helps to categorize documents into groups based on specific codes (such as 'KP' or 'PM'), ensuring efficient organization and retrieval according to subject and date.

Why is it important to store documents based on chronological order in these methods?

Storing documents based on chronological order ensures that the most recent documents are easily accessible, while older documents are preserved in a logical sequence, facilitating easy retrieval.