FILING SYSTEM
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INDICATOR Identification of organization needed Option to developing well-known system so suitable as company needed System needed is identified and agreed by the user Choosing of the system that suitable for use Price offering for supply and delivery system is choosen by the criteria Choosing the Supplier is suitable as guide
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Repaired system is implemented and monitored so the operation is suitable with what we need Replacement documents and notes is monitored so the integrity isn’t decreasing The user of new system is monitored so the system is accessed as guide
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PURPOSE OF LEARNING
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Choosing offered price system and delivery supplier as the criteria Choosing Supplier as guide Implementing and monitoring repaired system so the operation suitable with what we need Monitoring the replacement of the document and notes so the integrity is guaranteed Monitoring the new system user so the accessed system is suitable with guide
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Filing System
The Difference between File and FILING
File =Physical Evidence
ď śFILING : Activities Bisnis dan Manajemen
FILING Procedure Collecting Reports from a lot of organizations unit Checking and examine Release Mark Reading report to determine the title suitable according to the used system Code Giving Sort Using Cross Reference Sheet Making Follow Up Slip Routing Slip Classification of report Maintaining, Keeping, Deleting file
FILING Equipment 1.
Stopmap
.Ticler File
2.
Snelhecter Map
. FILING Cabinet
3.
Ordner
1. Drawer
4.
Folder
2. Lateral
5.
Perforator
. Micro Film
6.
Guide
. USB/CD
7.
Sortir Rack
8.
Kartu index
9.
Card Index Cabinet (CARDEX)
FILING Tools & Equipment Function 1. Stopmap is use as a place to saving the document/letter that haven’t finished yet. To saving the document temporarily 2. Snellhecter map is use as a document saving place which is used by using perforator 3. Ordner is use as document saving place which will be put on FILING cabinet drawer
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4. Folder is use as a document saving place and put on drawer FILING cabinet 5. Perforator is use to making hole in a piece of paper 6. Guide is use as a border between 1 problem with another 7. Index Card is use as identification card of a letter / document 8. Sorting Shelf is use as a place for sorting the letters
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9. Card Index Cabinet is use as a place for saving index card of an archive 10.Ticler File is use as a place for saving forms which have remembering characteristic 11.Drawer FILING Cabinet is use as an archive cupboard which have a vertical saving way 12.Lateral FILING Cabinet is use as an archive cupboard which have a horizontal saving way 13.Computer is use as a data managing machine
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Kinds of FILING System 1. Alphabet System 2. Subject System 3. Numeric System 4. Chronologic System 5. Geographic System Bisnis dan Manajemen
ď śMicro Film is used as tools for saving document in a film form
ď śUSB is use to saving the data electronically with using the computer
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Alphabet FILING System Unit – part of the names Caption – first letter from the first unit of an index name Code – 2/3 letters from the first unit of an indexing name Index – first unit of a name from indexing Indexing – to decide first unit of a name by using indexing procedure in the archive saving alphabet system
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1. Rules of Indexing In Alphabet System 1. Personal Name •
Single Name – Suharto - code Su
•
Multiple Name – Binsar Sitepu – code Si
• • •
Clan Name - Rudi Watimena – code Wa
•
Japan, Thai Name – Yasuhiro Nakasone – code Na
•
Europe Name – Marco van Basten – code Va
•
China, Korea, Vietnam Name – Liem Swi King – code Li
Abbreviation Name – B J Habibie – code Ha
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Government name LAN – code Ad LIPI – code Il UPI Bandung – code Pe BKKBN – code Ko DepDikNas – code Pe
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EXAMPLE OF INDEXING PERSONAL NAME IN ALPHABET FILING SYSTEM No
NAME
UNIT 1
1.
Soeharto
Soeharto
2.
Muhammad Muslih
Muslih
Muhammad
Mu
3.
Erwin Parengkuan
Parengkuan
Erwin
Pa
4.
A.
Latief
A
La
5.
Ir. H. Iwan Ruliansyah, MM
Ruliansyah
Iwan
(Ir, H, MM)
Ru
6.
I Gusti Made Yono
Yono
Made
I Gusti
Yo
7.
Ny. Diah Warjito
Warjito
Diah
(Ny)
Di
8.
Azis bin Faridh
Faridh
Azis bin
Fa
9.
Oscar Della Hoya
Della Hoya
Oscar
De
10.
Liem Swie King
Liem
Swie
King
Li
11.
PT. Adhi Karya
Adhi
Karya
PT
Ad
12.
BTN
Tabungan
Negara
Bank
Ta
13.
Restaurant 99
Ninety nine
Restourant
14.
LAN
Administrasi
Negara
Lembaga
Ad
15.
HMI
MAhasiswa
Islam
Himpunan
Ma
Latief
UNIT II
UNIT III
KODE Su
Ni
2. SUBJECT FILING SYSTEM ^CLASSIFICATION TABLE^ EXAMPLE CLASSIFICATION TABLE MAIN SUBJECT
SUB SUBJECT
SUB SUBJECTS
PERSONALIA
Resource
Formation Receiving Raising
Maintain
Training Development Scoring employee Screening Mental Distortion
Mutation
Raising category Duty time Over duty Promote position
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Wealthness
Furlough Healthy Sosial helper Economic enterprise
Retirement
Retired As self demand Death
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INDEX CARD
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3. Numeric FILING System
Decimal Dewey Terminal Digit
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Example Classification Table of Numeric FILING System Code
Explanation
200
Formatting
210
Selecting
220
Regulation
230
Testing / Examination
240
Raise Position
250
Furlough
260
Rotation
270
Promoting
280
Wealthness
290
Retired
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4. Chronologic FILING System
Date Month Year
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Example Classification Table of Numeric FILING System Code 0 100 200 300 400 500 600 700 800 900
Description PUBLIC RELATION FINANCES OFFICIALDOM DEVELOPING COOPERATION PRODUCTION MARKETING RESEARCH AND LABORATORY UTILITY TRANSPORTATION AND SUPPLIES
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Geographic FILING System “Classification Area Table”
Transportation Cargo
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Example of Classification Geographic FILING System
Jawa-Bali J-B
Jawa
1
Jakarta A
Jakarta Pusat
B
Jakarta Barat
C
Jakarta Selatan
D
Jakarta Timur
E
Jakarta Utara
2
Jawa Barat A
Bandung
B
Bogor
C
Cirebon
D
Cianjur
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Jawa-Bali J-B
Jawa
3
Jawa Tengah A
Tegal
B
Pekalongan
C
Semarang
D
Solo
4
Yogyakarta A
Bantul
B
Sleman
5
Jawa Timur A
Surabaya
B
BanyuWangi
C
Malang
D
Jember
6
Bali A
Denpasar
B
Klungkung
C
Singaraja
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External & Internal Distributing Procedure Internal Distributing Procedure : Document/Incoming Letter is checked its completeness Document recorded in Incoming Agenda Book Document/Letter recorded in Internal expedition book Document / letter is given to managing unit Document / letter is received by managing unit and signed internal expedition book
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External & Internal Distributing Procedure External Distributing Procedure : ď ś Document/ letter which will be send is check its completeness ď ś Document / letter is recorded in the internal expedition book ď ś Document/ letter is send by courier or pos service, expedition service
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Distribution Tools
Expedition Book Faximile E-mail
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Retention Schedule
ď ś Contains about the time span of document/letter saving which use as a decreasing document/letter guide ď ś Determining time span of saving is decided by the value of utility every archive
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Archive Evaluating Procedure The value of document/letter is determine by the numbers of usage of the document/letter Usage Numbers is a percentage from comparison between numbers of usage of needed document/letter with document/letter number in the archive Usage Number =
numbers of usage from document/letter X 100%
numbers of document/letter in the archive 100 1000 x 100%40 = 10%
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Archive Removal Procedure 1. Removal by Time a. Step by Step Removal 1. Once on a fixed time span 2. Twice on a fixed time span 3. Minimum – Maximum time span based 2. Removal by it ways
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Purpose of Archive Removal
1. Can save the space of the room 2. To avoid the mound of increasing archive numbers 3. Can economize the use of tools 4. Increasing efficiency and work effectiveness 5. Saving evidence of responsibility 6. Save cost and energy
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Archive Deleting Procedure 1. Selection 2. Making of kind of archive list which will be deleted (proceedings list) 3. Preparing place/tools for deleting 4. Preparing Deleting Official Record 5. Deleting the archive physically by burn it or cutting it to pieces. Seen by the witnesses Bisnis dan Manajemen