Transcript Slide 1
FILLING SYSTEM
Bisnis Manajemen
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
After this lessons students hope can :
Identified the organization needed
Knowing the system for developing option
so its well-known as company needed
Identified and agreeing system to users
need
Choosing the right system as suitable as
we needed
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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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Filling System
The Difference between File and
Filling
File =Physical Evidence
Filling : Activities
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Filling 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
Filling Equipment
1.
Stopmap
.Ticler File
2.
Snelhecter Map
. Filling 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)
Filling 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 filling cabinet drawer
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4. Folder is use as a document saving place and put on
drawer filling 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 Filling Cabinet is use as an archive
cupboard which have a vertical saving way
12.Lateral Filling 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 Filling System
1. Alphabet System
2. Subject System
3. Numeric System
4. Chronologic System
5. Geographic System
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Micro Film is used as tools for
saving document in a film form
USB is use to saving the data
electronically with using the
computer
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Alphabet Filling 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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Company name
-
Toko Buku Matahari – code Ma
RS.Cipto Mangunkusuma – code Ci
Hotel 41 – code Em
Salon kecantikan Amelia & Nina – code Am
PT. Adhi Karya – code Ad
BTN – code – Ta
Apotik Benmari – code Be
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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 FILLING 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 FILLING 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 Filling System
Decimal Dewey
Terminal Digit
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Example Classification Table of
Numeric Filling 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 Filling System
Date
Month
Year
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Example Classification Table of
Numeric Filling 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 Filling System
“Classification Area Table”
Transportation
Cargo
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Example of Classification
Geographic Filling 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 :
Document/ letter which will be send is
check its completeness
Document / letter is recorded in the
internal expedition book
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
Contains about the time span of
document/letter saving which use as
a decreasing document/letter guide
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 saving 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
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