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 Bisnis dan Manajemen

The user of new system is monitored so the system is accessed 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 Bisnis dan Manajemen

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 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

Filling System

The Difference between File and Filling File =Physical Evidence Filling : Activities Bisnis dan Manajemen

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 Stopmap .Ticler File Snelhecter Map . Filling Cabinet Ordner 1. Drawer Folder 2. Lateral Perforator . Micro Film Guide . USB/CD Sortir Rack Kartu index Card Index Cabinet (CARDEX)

Filling Tools & Equipment Function Stopmap is use as a place to saving the document/letter that haven’t finished yet. To saving the document temporarily Snellhecter map is use as a document saving place which is used by using perforator Ordner is use as document saving place which will be put on filling cabinet drawer Bisnis dan Manajemen

Perforator is use to making hole in a piece of paper Folder is use as a document saving place and put on drawer filling cabinet Perforator is use to making hole in a piece of paper Guide is use as a border between 1 problem with another Index Card is use as identification card of a letter / document Sorting Shelf is use as a place for sorting the letters Bisnis dan Manajemen

Computer is use as a data managing machine Card Index Cabinet is use as a place for saving index card of an archive Ticler File is use as a place for saving forms which have remembering characteristic Drawer Filling Cabinet is use as an archive cupboard which have a vertical saving way Lateral Filling Cabinet is use as an archive cupboard which have a horizontal saving way Computer is use as a data managing machine Bisnis dan Manajemen

Kinds of Filling System Alphabet System Subject System Numeric System Chronologic System Geographic System Bisnis dan Manajemen

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 Bisnis dan Manajemen

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 Bisnis dan Manajemen

1. Rules of Indexing In Alphabet System 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 Bisnis dan Manajemen

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 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 FILLING SYSTEM No NAME UNIT 1 UNIT II UNIT III KODE 1. Soeharto Su 2. Muhammad Muslih Muslih Muhammad Mu 3. Erwin Parengkuan Parengkuan Erwin Pa 4. 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 Ni 14. LAN Administrasi Lembaga 15. HMI MAhasiswa Islam Himpunan Ma

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 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 Filling System Decimal Dewey Terminal Digit Bisnis dan Manajemen

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 Bisnis dan Manajemen

4. Chronologic Filling System Date Month Year Bisnis dan Manajemen

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 Bisnis dan Manajemen

Geographic Filling System “Classification Area Table” Transportation Cargo Bisnis dan Manajemen

Example of Classification Geographic Filling System Jawa-Bali Jawa J-B 1 Jakarta A Jakarta Pusat B Jakarta Barat C Jakarta Selatan D Jakarta Timur E Jakarta Utara 2 Jawa Barat Bandung Bogor Cirebon Cianjur Bisnis dan Manajemen

Jawa-Bali Jawa J-B 3 Jawa Tengah A Tegal B Pekalongan C Semarang D Solo 4 Yogyakarta Bantul Sleman 5 Jawa Timur Surabaya BanyuWangi Malang Jember 6 Bali Denpasar Klungkung Singaraja Bisnis dan Manajemen

External & 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 : 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 Bisnis dan Manajemen

Distribution Tools Expedition Book Faximile E-mail Bisnis dan Manajemen

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 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 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 Removal by it ways Bisnis dan Manajemen

Purpose of Archive Removal Can saving the space of the room To avoid the mound of increasing archive numbers Can economize the use of tools Increasing efficiency and work effectiveness Saving evidence of responsibility Save cost and energy Bisnis dan Manajemen

Archive Deleting Procedure Selection Making of kind of archive list which will be deleted (proceedings list) Preparing place/tools for deleting Preparing Deleting Official Record Deleting the archive physically by burn it or cutting it to pieces. Seen by the witnesses Bisnis dan Manajemen