FILLING SYSTEM

Bisnis Manajemen

FILLING SYSTEMFILLING SYSTEM

Bisnis dan 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


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


PURPOSE OF LEARNING

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


Filling System

The Difference between File and Filling


File =Physical Evidence

Filling : Activities

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


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


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


Kinds of Filling System

1. Alphabet System

2. Subject System

3. Numeric System

4. Chronologic System

5. Geographic System


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


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


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• • Abbreviation Name – B J Habibie – code Ha

• Japan, Thai Name – Yasuhiro Nakasone – code Na

• Europe Name – Marco van Basten – code Va

• China, Korea, Vietnam Name – Liem Swi King – code Li


Government name

LAN – code AdLIPI – code IlUPI Bandung – code PeBKKBN – code KoDepDikNas – code Pe


EXAMPLE OF INDEXING PERSONAL NAME IN ALPHABET FILLING SYSTEM

NoNo NAMENAME UNIT 1UNIT 1 UNIT IIUNIT II UNIT IIIUNIT III KODEKODE

1.1. SoehartoSoeharto SoehartoSoeharto SuSu

2.2. Muhammad MuslihMuhammad Muslih MuslihMuslih MuhammadMuhammad MuMu

3. 3. Erwin ParengkuanErwin Parengkuan ParengkuanParengkuan ErwinErwin PaPa

4. 4. A.A. LatiefLatief LatiefLatief AA LaLa

5. 5. Ir. H. Iwan Ruliansyah, MMIr. H. Iwan Ruliansyah, MM RuliansyahRuliansyah IwanIwan (Ir, H, MM)(Ir, H, MM) RuRu

6.6. I Gusti Made YonoI Gusti Made Yono YonoYono MadeMade I GustiI Gusti YoYo

7. 7. Ny. Diah WarjitoNy. Diah Warjito WarjitoWarjito DiahDiah (Ny)(Ny) DiDi

8. 8. Azis bin FaridhAzis bin Faridh FaridhFaridh Azis binAzis bin FaFa

9.9. Oscar Della HoyaOscar Della Hoya Della HoyaDella Hoya OscarOscar DeDe

10. 10. Liem Swie KingLiem Swie King LiemLiem SwieSwie KingKing LiLi

11.11. PT. Adhi KaryaPT. Adhi Karya AdhiAdhi KaryaKarya PTPT AdAd

12.12. BTNBTN TabunganTabungan NegaraNegara BankBank TaTa

13.13. Restaurant 99Restaurant 99 Ninety nineNinety nine RestourantRestourant NiNi

14. 14. LANLAN AdministrasiAdministrasi NegaraNegara LembagaLembaga AdAd

15.15. HMIHMI MAhasiswaMAhasiswa IslamIslam HimpunanHimpunan MaMa

2. SUBJECT FILLING SYSTEM

EXAMPLE CLASSIFICATION TABLE

^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


Wealthness Furlough Healthy Sosial helper Economic enterprise

Retirement Retired As self demand Death


INDEX CARD


3. Numeric Filling System

Decimal Dewey

Terminal Digit


Example Classification Table of Numeric Filling System

CodeCode ExplanationExplanation

200200 FormattingFormatting

210210 SelectingSelecting

220220 RegulationRegulation

230230 Testing / ExaminationTesting / Examination

240240 Raise PositionRaise Position

250250 FurloughFurlough

260260 RotationRotation

270270 PromotingPromoting

280280 WealthnessWealthness

290290 RetiredRetired


4. Chronologic Filling System

Date

Month

Year


Example Classification Table of Numeric Filling System

Code Description 0 PUBLIC RELATION 100 FINANCES 200 OFFICIALDOM 300 DEVELOPING 400 COOPERATION 500 PRODUCTION 600 MARKETING 700 RESEARCH AND LABORATORY 800 UTILITY 900 TRANSPORTATION AND SUPPLIES


Geographic Filling System“Classification Area Table”

Transportation

Cargo


Example of ClassificationGeographic Filling System

Jawa-BaliJawa-Bali JawaJawa

J-BJ-B 11 JakartaJakarta

AA Jakarta PusatJakarta Pusat

BB Jakarta BaratJakarta Barat

CC Jakarta SelatanJakarta Selatan

DD Jakarta TimurJakarta Timur

EE Jakarta UtaraJakarta Utara

22 Jawa BaratJawa Barat

AA BandungBandung

BB BogorBogor

CC CirebonCirebon

DD CianjurCianjur


Jawa-BaliJawa-Bali JawaJawa

J-BJ-B 33 Jawa TengahJawa Tengah

AA TegalTegal

BB PekalonganPekalongan

CC SemarangSemarang

DD SoloSolo

44 YogyakartaYogyakarta

AA BantulBantul

BB SlemanSleman

55 Jawa TimurJawa Timur

AA SurabayaSurabaya

BB BanyuWangiBanyuWangi

CC MalangMalang

DD JemberJember

66 BaliBali

AA DenpasarDenpasar

BB KlungkungKlungkung

CC SingarajaSingaraja 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


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


Distribution Tools

Expedition Book

Faximile

E-mail


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


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%


Archive Removal Procedure

1. Removal by Timea. Step by Step Removal

1. Once on a fixed time span2. Twice on a fixed time span3. Minimum – Maximum time span

based

2. Removal by it ways


Purpose of Archive Removal

1. Can saving the space of the room2. To avoid the mound of increasing

archive numbers3. Can economize the use of tools4. Increasing efficiency and work

effectiveness5. Saving evidence of responsibility6. Save cost and energy


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


FILLING SYSTEM

Documents

Transcript of FILLING SYSTEM