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MAIL HANDLING

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INDICATOR

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4.The taken of important mails is manage and continuedThe taken of important mails is managed and continued 5. The taken of important mails is managed and continued

6. Outgoing mail checked, listed and sent as company procedure 7. Outgoing mail distributed on a fixed date

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8. Mail that must arrived at the same day must be prepared for sending as company procedure 9. Sending option is selected with carefully and as company procedure 10. Sending option is well selected and choosing the best

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11. Distributed list is prepared as company procedure 12. Checking and preparing as accurate as possible the information and attachments as company procedure 13.Outgoing letter recorded and saved as company procedure 14.Mail is sent on a fixed date

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Mail Handling

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PURPOSE OF LEARNING

After this lessons the students hope can o Checking and listing incoming mail as studying procedure o Knowing position and location of the employees and the

departments

o Identified and distributed mail which is important as

company procedure

o Selection and sending mail to receiver as company

procedure


ď‚— Recording and reporting damaged, suspicious, or

missing mail as company procedure ď‚— Taking, checking, and sorting outgoing mail to make

sure all are ready to send as company procedure ď‚— Checking and listing outgoing mail to send as

company procedure

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 Distributing outgoing mail on a fixed date  Preparing sending mail which must arrived at the

same day as company procedure  Recording and saving the outgoing mail as company procedure  Sending mail on a fixed date Bisnis dan Manajemen


 Managing and continuing taking of the important mails  Selecting sending option with well and choosing the best  Preparing the distribution list as company procedure  Checking and preparing as accurate as possible the

information and attachments as company procedure

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ď ś Isi presentasi 2 ď‚— Isi presentasi 2

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Meaning Of File & Filling Matters

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Meaning Of File :

• File in Greece : “Archium” means a storage to keeping

something • File in Latin : “Felum” (bundle) means thread or rope • File according to Administration Encyclopedia is : A whole report from a state organization or private organization which created on an activities. The organization activities & a moment that consider as valuable to keep as permanent for any needs. • to nationality implement

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• File according to Constitution No.7 1971 A.Documents which created and accepted by

State Organization or Government Organization in any type of design, as single or groups in order to Government Organization B. Documents which created and accepted by private organization in any type of design, as single or groups in order

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Kinds Of File

 According to Office Administration by

Drs. The Liang Gie :

A. A saving of reports is an activity to keeping the

archive in a correct order according to the system, structure, and ways that have been defined, so the reports grow can be controlled and each time we need it we can find it as fast as possible. The opposite of Saving Reports (Filling) is Taking Reports (Finding) B. Filling System is ordered ways according to a guide to keeping reports so if we need it, the reports can be find quickly Bisnis dan Manajemen


 Administration Encyclopedia : A. Saving Reports (Filling) is a job to

arrange the reports in systematic ways so if the reports is needed we can find it quickly .

A. Saving Reports System (Filling

System) : an ordered ways according to a guide to arrange the reports so if the reports is needed we can find it quickly

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Filling System Range 1. Collecting and Accepting Reports 2. Controlling Reports 3. Maintenance and Organizing File 4. Saving File 5. Creating and Accepting Reports 6. Deleting File

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Value of Use Files According to The Liang Gie 1. 2. 3. 4. 5. 6. 7.

Administration Values Legal Values Fiscal Values Historical Value Research Value Information Value Organization Value

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According to Indonesian National File 1) Primary Value • • • •

Administration Value Law Value Fiscal Value Scientific Value 1) Secondary Value  Proof Value  Information Value

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    

Discipline, Honest, and Responsible Hospitable and Polite on File Services Loyal and can keep secrets Healthy Physically and Spiritually Works Professional

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 Value of use file by Vernon B.Santen  A. – Administrative value

 L. – Legal value  F. – Fiscal value  R. – Research value  E. – Education value  D. – Documentation value

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Example of Ordinary Sheet Ordinary Letter Sheet Control Unit

Sent Hour

Number From/To Date Subject Number Accepted Hour :…………..….. Receiver Signature :………………. Full Name :………………..

Date Note

Date :……


Requirement Of File Officer  Knowledge and Skill on File, Filling

System, Correspondence, or File Arrange  Minimum Vocational School  Diligent, Careful, Neat, Precise, and Patient in order to finish the job

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 Discipline, Honest, and Responsible  Hospitable and Polite on File Services  Loyal and can keep secrets  Healthy Physically and Spiritually  Works Professional

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Mayor Problem In Filling System And How To Solve ď‚— According to Moekijat problems in

Filling Administration : 1. Wrong Classification 2. Bad organizing system and unclear responsibility and authority 3. Unclassified officers

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4.

Lack of Filling Procedure 5. Expiry date haven’t decided yet for saving and deleting reports 6. Workspace and tools isn’t enough yet 7. Lack of supervision to files that have been borrowed

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According E. Martono 1. File can’t be found because it’s lost 2. Everyday there is new reports 3. Reports Storage is full and no more place 4. Lack of Storage System 5. The officers are not competent yet

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The Liang Gie 1. Can’t find file as quickly as possible 2. There’s no expiry date of borrowed file

and file that being used 3. The Reports are increasing and there’s no file decreasing 4. File officer can’t maximize output of job because lack of equipment which doesn’t support technology growth

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Example of Out Slip  File Code

: ………………………..  Mail Date : ……………………….  Mail Object : ………………………..  Borrower’s Name : ………………………..  Unit :……………………… Bisnis dan Manajemen  Position :………………………


Return Date File Officer

(Full Name)

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Borrower

(Full Name)


How To Solve Filling System Problems 1. 2. 3. 4.

Use correct method of filling system Strict supervision procedure of borrowed file Space of Storage System must be attention Equipment that used must following the requirements and following the growth of the technology

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5. Maintaining the file periodically 6. File Officer must following the requirements 7. Giving File Officer chance to join a training program with the latest technology 8. Decreasing file and deleting file that have not been used periodically

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The Characteristic of Good Filing System  Less saving space  Easy to find  Simple  Economic  System that used must suitable  Appropriate filing system

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 Flexible and easy in organizing  Easy to do  Classification  Cross Reference Sheet  Retention  Out Slip

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File Saving Base  Centralization Base  Decentralization Base  Fusion between Centralization Base and Decentralization

Base

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Kinds Of Tools/Equipments Saving File 

Tools

1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Disposition Sheet Control Sheet Cross Reference Sheet Borrowing Sheet Expedition Book Agenda Book Ticler File Folder, Map, Snelhecter, Ordner Guide Index Card

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ď‚—

Equipments 1. Cupboard 2. Filling Cabinet 1. Drawer 2. Lateral 3. File Rack 4. CARDEX (card index cabinet

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Specification of Mail Handling

1. Agenda Book 2. New Method

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1.

i. The Arrangement An Incoming Letter Using Agenda Book

 Sorting  Opening Mail Cover  Giving Date and Checking Attachments  Writing Mail on Agenda  Arrangement Incoming Letter  Distributing Mail  Saving Mail

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Example of Agenda Book Number

Date

Letter Number

Letter Date

From/To

Subject

Information

Example of Expedition Book Number

Letter Date

Letter Number

Sent To

Receiver

Signature & Received Date


Example of Disposition Sheet Index:………… …………

Finishing Date :

From :………… Subject :………… State Letter Date :………… State Letter Date :………… Information*)

Forward To *) Scratch out unnecessary item


1. ii. The Arrangement of An Outgoing Letter Using Agenda Book           

Creating Letter Concept Accepting Letter Concept Writing on Agenda Book Typing Letter Concept Concept Checking Signing Letter Concept Stamping Letter Folding Letter Covering Delivering The Letter Saving The Letter


2. i.

The Arrangement Important Letter with Controlling Card Incoming Letter


Outgoing Letter


Example of Control Card Index

Date Number

Subject : Resume : Attachments: From : Date : Control Unit : Note :

Code

In/Out

To : Mail Number : Signature :


2. ii. The Arrangement of Incoming / Outgoing Secret Letter with New Method Example of Secret Letter Sheet

Secret Letter Sheet Control Unit Number

Sent Hour

From/To

Date Number

Accepted Hour :…………..….. Receiver Signature :………………. Full Name :………………..

Date Subject

Note

Date :……


Outgoing Letter


Example of Control Card Index

Date Number

Subject : Resume : Attachments: From : Date : Control Unit : Note :

Code

In/Out

To : Mail Number : Signature :


Letter with New Method

Example of Secret Letter Sheet Secret Letter Sheet Control Unit Number

Sent Hour

From/To

Date Number

Accepted Hour :…………..….. Receiver Signature :………………. Full Name :………………..

Date Subject

Note

Date :……


Method Incoming Letter


Outgoing Letter


Ordinary Letter Sheet Example of Ordinary Sheet Control Unit

Sent Hour

Date

Number From/To Date Subject Number

Accepted Hour :…………..….. Receiver Signature :………………. Full Name :………………..

Note

Date :……


E-Mail ď‚— E-Mail is an abbreviation of Electronic Mail ď‚— We can sending letter to each others by using this

E-Mail ď‚— The E-Mail that we sent can be received to many

people around the world at the same time

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How To Make An E-Mail Account  Make an E-Mail account on Yahoo! Mail  In the blank page of the internet browser,

type http://mail.yahoo.com  In the home page find “Sign Up Now” or “Get a Free Yahoo! Mail Account”  Choose “Free Yahoo! Mail” for free E-Mail account, click “Sign Up Now”

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 A form will show up. Fill in the blank. Then

“Submit this Form”  Yahoo! will validate your form. If there anyone using your ID then you have to choose another ID. After that click “Submit this Form”  A confirmation page will appear that your account has been verified  Now you have an E-Mail account and you can use it for sending mail to anybody Bisnis dan Manajemen


How To Send an E-Mail

 Login to your E-Mail account, fill your ID

and password then click “Sign-In”  Choose “Compose” In Compose, you must to fill full e-mail address of the receiver.  If you want to send to another people as Carbon Copy then in “CC” field fill in the receiver e-mail address Bisnis dan Manajemen


 Filled in the “Subject” with the subject of

your e-mail  Type in the box with your letter, you can also changing the format as you want to  Click “Send”  A message will appear that your e-mail has been sent

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Replying or Forwarding An E-Mail  If you want to reply an e-mail that you received  Open the e-mail you want to reply, then click

“Reply”  If you want to forward it, open the e-mail you

want to forward  Click “Forward”, fill the receiver address  Click “Send” Bisnis dan Manajemen


Deleting an E-Mail  If your e-mail account is full, you can’t

receive new incoming mail.  To avoid this make sure you delete the unimportant mail or large size mail with an attachment  Open the mail you want to delete then click “Delete”  Or check list the mail, then click “Delete” Bisnis dan Manajemen


Downloading Files or Programs ď‚— In many ways of downloading files, one of

them is from downloaded server, such as , Shareware, Rapidshare, or indowebster ď‚— From the webpage that have files you want to

download Bisnis dan Manajemen


 Find the hyperlink to download the files  A page of notification will appear to ask a

request code to download  Fill it, click “Download”, wait till the

process done

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Mail handling2