√ Understanding Documentation, Functions, Activities, Benefits and Coding
Understanding Documentation, Functions, Activities, Benefits & Coding– In this discussion we will explain documentation. Which includes the meaning of documentation according to experts, documentation functions, documentation activities, benefits and document coding which are explained completely and easily. For more details, please read the review below carefully.
Understanding Documentation, Functions, Activities, Benefits & Coding
Let's discuss the complete meaning of documentation first carefully.
Understanding Documentation
Documentation is a collection of documents that can provide information or evidence related to something the process of collecting and processing documents systematically and also disseminating information to users the.
Understanding Documentation According to Experts
The following is a definition from experts regarding documentation.
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KBBI (Big Indonesian Dictionary)
The definition of documentation according to the KBBI is the collection, selection, processing and storage of information in the field of knowledge; providing or collecting evidence from information such as pictures, quotes, newspaper cuttings, and other reference materials.
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Wikipedia
The definition of documentation according to Wikipedia is a method used to provide documents using accurate evidence from recording specific sources of information from essays/writings, wills, books, laws and etc.
In the general sense, documentation is a search, investigation, collection, preservation, control, use and provision of documents.
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British Encyclopedia
The definition of documentation according to the British Encyclopedia is the supervision and preparation of a bibliography using tools such as indexes, digests, and essays, apart from also using traditional methods to obtain this information achieved.
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FID (Federation International de Commentation)
The definition of documentation according to FID is the process of collecting and disseminating documents of all types regarding all fields of human work.
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Paul Otlet (International Economic Conference 1905)
The definition of documentation according to Paul Otlet is a business activity in the form of collecting, processing, storing, rediscovering and distributing documents
Documentation Function
In terms of documentation function, it is as follows:
- Dynamic is a document that can be used directly in the process of completing office work.
- Active dynamic
- Semi-active dynamic
- Dynamic in active
- Static are documents that are not used directly to complete office work:
- Coprol document
- Literal Documents
- Private Documents
Documentation Activities or Tasks
Documentation activities are as follows:
- Search and collect materials
- Recording documents
- Carry out document processing
- Perform document production
- Presenting and disseminating documents
- Carry out storage and maintenance of documents
Benefits of Documentation
The benefits of documentation are as follows:
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Administrative Aspects
Viewed from an administrative aspect, documentation has the benefit of recording, because the files being documented have identity values, entry and exit dates as well as access data.
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Legal Aspect
From a legal aspect, documentation has the benefit of being a valid piece of evidence, the contents of the files are related to guaranteeing legal certainty on the basis of ongoing justice.
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Educational Aspect
If documented, information or files are useful for supporting learning activities, the contents of information related to data regarding the chronological development of midwifery services that have been provided to patient.
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Research Aspect
Viewed from the research aspect, documentation has benefits as a provider of information for research needs. The data or information attached to a file can be used for research purposes in developing knowledge in the health sector.
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Economic Aspects
Information or data has the benefit of documenting the amount of funds that must be spent, thereby reducing the occurrence of waste, contents of a file can be used as material to determine payment for services at an institution, so payment for this action cannot be guaranteed answer.
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Management Aspects
Information that is complete and stored correctly indicates that there is correct management. A documentation file is all data and information flows in an information system. This file is used in reporting and compiling programs for implementing leadership decisions.
Document Coding
In documentation there is document coding which is carried out by recording it in the document master book. Here is the coding in the document:
- Sequential number
- The date the document or data was obtained
- Document preparation
- The name or title of the document
- City where published
- Publisher Name
- Year of publication
- Number of document pages
- Nowadays, many documents are recorded or made into microfilm, some are even stored in computer memory.
With the processed passcode you will be able to quickly find the document you are looking for. Documents can be in the form of film sheets, tapes, or recordings. For the form of sheets, especially scripts or letters, a filing or filling system is used. In contrast to bound documents, a library system uses the storage, arrangement and security.
The classification division begins with the main division which is divided into divisions, divisions and further divided into sections and sections divided into subsections.
The classification division can be divided into even smaller parts.
- Title or caption classification patterns and division of top titles
- Techniques in indexing
- Code determination techniques
- Storing procedures and techniques
- Determine required records
Archive Title Classification
Each archive arranged alphabetically is classified into four groups, including:
- Individual archives: These archives are marked with the title (caption) of the individual's name
- Government Agency Archives: These archives are captioned with the name of the government agency
- Commercial Archives: This archive is entitled (caption) with the name of the company
- Archives managed by social agencies.
“Setting Units” Indexing Technique:
After determining the title, whether it is the name of an individual, social organization, government agency or private sector, the next step is to determine the most important units. This is known as indexing
Techniques for Assigning Codes
In determining the code, we use a technique that includes rules for indexing.
Thus has been explained about Understanding Documentation, Functions, Activities, Benefits & Coding Hopefully it can increase your insight and knowledge. Thank you for visiting and don't forget to read our other articles.
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