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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