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5 Sistem Kearsipan Manual
Eka Marindra Susilowati
Overview
This video explains five different manual filing systems used in offices: alphabetical, geographical, subject, chronological, and numerical. For each system, it details how to index, classify, and store both incoming and outgoing letters. The presenter emphasizes the importance of creating classification lists and index cards for efficient retrieval and provides practical examples for each method, highlighting the unique focus of each system (e.g., sender's name for alphabetical, location for geographical, topic for subject, date for chronological, and content summary for numerical). The goal is to equip viewers with the knowledge to choose and implement the most suitable filing system for their needs.
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Chapters
- There are five primary manual filing systems: alphabetical, geographical, subject, chronological, and numerical.
- Each system has a unique organizing principle: name, location, subject, date, or number.
- Proper filing requires indexing, classifying, and storing documents systematically.
- Index cards and classification lists are crucial tools for retrieval.
Understanding these different systems is fundamental for organizing office documents efficiently, ensuring that information can be located quickly when needed.
The presenter lists the five systems by their Indonesian and English names: sistem abjat (alphabetical), sistem tanggal/waktu (chronological), sistem subject (subject), sistem geography (geographical), and sistem nomor (numerical).
- Organizes documents based on the sender's or recipient's name (company or individual).
- Requires creating main guides (A-Z) and potentially sub-guides for efficient sorting.
- Indexing involves identifying the primary name and creating a code (e.g., 'AD' for PT ADEV Natural Indonesia).
- Classification lists and index cards track the location and details of filed documents.
This system is intuitive for finding documents when you know the name of the person or company involved.
A letter from 'PT ADEV Natural Indonesia' is indexed as 'AD' and filed under the 'A' main guide, then the 'AD' sub-guide.
- Files documents based on the geographic location (province, city, or district) of the sender or recipient.
- Main guides represent regions (e.g., 'JB' for Jawa Barat, 'JKT' for DKI Jakarta), with sub-guides for specific cities or areas.
- The system requires careful mapping of locations to codes for accurate filing and retrieval.
- Both incoming and outgoing letters are organized by the destination or origin's location.
This system is useful when the location of the correspondent is a key piece of information for organizing or retrieving documents.
A letter from Bekasi, coded 'JB2' under the 'JB' (Jawa Barat) main guide, is filed in the specific 'JB2' sub-folder for Bekasi.
- Organizes documents by their main topic or subject matter, often derived from the 'perihal' (subject line) of the letter.
- Requires reading and interpreting the content to determine the subject, especially for letters without a clear subject line.
- Main guides represent broad subjects (e.g., Confirmation, Offer, Response, Invitation), with sub-guides for more specific topics.
- Index cards include subject codes to facilitate retrieval based on the topic.
This method is effective for grouping related information, making it easy to find all documents pertaining to a specific topic or project.
A letter about a product launch invitation is filed under the 'Invitation' subject guide, potentially with a sub-code like 'ULP4' for 'Undangan Launching Produk'.
- Arranges documents strictly by date (day, month, year) of creation or receipt.
- Main guides are typically the months of the year, with sub-guides for specific dates.
- Newer documents are usually placed at the top, with older documents at the bottom (or vice-versa depending on convention).
- This system is straightforward but relies heavily on knowing the exact date of the document.
This system ensures that documents are ordered by time, which is crucial for tracking correspondence over time or for historical record-keeping.
A letter dated May 26th is filed under the 'May' guide, then under the '26' sub-guide.
- Assigns a unique number to each document or group of documents based on their content summary, not the document's own number.
- Requires a detailed classification list that maps subjects or content types to numerical codes (e.g., 100 for Operations, 200 for Marketing).
- Uses main numerical guides (e.g., 100-900) and sub-numerical codes for finer categorization.
- This system is complex but highly precise for large volumes of documents, especially when content is the primary search criterion.
This system offers a highly organized and precise method for managing extensive document collections, particularly when documents need to be categorized by detailed content.
A request for an offer, related to operations, might be coded as '100' (Operations) with a sub-code like '111' for 'Permintaan Penawaran', and then further indexed with the company's numerical code (e.g., 'AN' for Ankara Logistik Indonesia Tbk).
Key takeaways
- Each filing system (alphabetical, geographical, subject, chronological, numerical) prioritizes a different organizing principle.
- Effective filing systems rely on clear indexing, systematic classification, and the use of guides and index cards.
- The choice of filing system should align with the nature of the documents and how they are most likely to be retrieved.
- Alphabetical systems are best for name-based retrieval, while geographical systems are for location-based retrieval.
- Subject systems group documents by topic, chronological systems by date, and numerical systems by content summary.
- Regardless of the system, maintaining accurate classification lists and index cards is crucial for efficient information retrieval.
- Incoming and outgoing letters are typically handled within the same system, though they may be separated into distinct folders or sections.
Key terms
Alphabetical Filing SystemGeographical Filing SystemSubject Filing SystemChronological Filing SystemNumerical Filing SystemIndexingClassification ListIndex CardIncoming LettersOutgoing LettersGuideSub-guide
Test your understanding
- How does the alphabetical filing system differ from the chronological filing system in terms of organizing documents?
- What is the primary organizing principle for the geographical filing system, and why might an office choose it?
- Explain the process of creating a subject filing system and the challenges involved when a letter lacks a clear subject.
- What are the key components of a numerical filing system, and how does it differ from a subject filing system?
- Why are classification lists and index cards essential for all manual filing systems?