Page 1

FILING 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

Bisnis dan Manajemen


 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

Bisnis dan Manajemen


PURPOSE OF LEARNING

Bisnis dan Manajemen


 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

Bisnis dan Manajemen


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

Bisnis dan Manajemen


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

Bisnis dan Manajemen


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

Bisnis dan Manajemen


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

Bisnis dan Manajemen


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

Bisnis dan Manajemen


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

Bisnis dan Manajemen


Bisnis dan Manajemen


 Government name  LAN – code Ad  LIPI – code Il  UPI Bandung – code Pe  BKKBN – code Ko  DepDikNas – code Pe

Bisnis dan Manajemen


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

Bisnis dan Manajemen


Wealthness

 Furlough  Healthy  Sosial helper  Economic enterprise

Retirement

 Retired  As self demand  Death

Bisnis dan Manajemen


INDEX CARD

Bisnis dan Manajemen


3. Numeric FILING System

Decimal Dewey Terminal Digit

Bisnis dan Manajemen


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

Bisnis dan Manajemen


4. Chronologic FILING System

Date Month Year

Bisnis dan Manajemen


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

Bisnis dan Manajemen


Geographic FILING System “Classification Area Table”

Transportation Cargo

Bisnis dan Manajemen


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

Bisnis dan Manajemen


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

Bisnis dan Manajemen


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

Bisnis dan Manajemen


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

Bisnis dan Manajemen


Distribution Tools

 Expedition Book  Faximile  E-mail

Bisnis dan Manajemen


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

Bisnis dan Manajemen


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%

Bisnis dan Manajemen


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

Bisnis dan Manajemen


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

Bisnis dan Manajemen


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

Filing system new  
Read more
Read more
Similar to
Popular now
Just for you