√ Understanding Archives, Functions, Types, Procedures & Storage Systems
Understanding Archives, Functions, Types, Procedures & Storage Systems – In this discussion we will explain the meaning of archives. Which includes the meaning of archives, archive functions, types of archives, archiving procedures and archival storage systems with complete and easy to understand discussions. For more details, please read the review below carefully.
Understanding Archives, Functions, Types, Procedures & Storage Systems
Let's discuss the meaning first carefully.
Understanding Archives
Archives are records in the form of scripts or records written, printed or typed in the form of letters, numbers and images, which has a specific meaning and purpose as material for communication and information recorded communication and information recorded on paper (card, form) Film paper (slide, film-strip, macro film) computer, tape, disk, record, diskette, photocopy paper and others etc.
Along with the development of data and information tools that have reached the era of computerization, archives are now becoming increasingly popular This can be recorded on celluloid film paper and computer media (diskette, magnetic tape, etc etc).
Based on Law No. 7 of 1971, the Ministry of Health states that the meaning of archives is:
- Manuscripts prepared and accepted by government institutions and agencies in any form, whether single or group, in the context of implementing government activities.
- Manuscripts that have been prepared and accepted by private bodies and individuals are in the form of cora anything, whether single or in groups in order to carry out life nationality.
Archive Function
According to Law no. 7 of 1971, archive functions are divided into two, namely dynamic functions and static functions. Meanwhile, according to Drs. Anhar Archive Functions are:
- It is a document storage tool
- It is a library aid tool
- Storing documents for decisions that have been taken
- Archives means storing regularly and regularly important documents about the company's progress.
Types of Archives
Viewed from the legal and regulatory perspective of the Ministry of Health no. 43 of 1971 there are two types of archives:
Authentic Archives
Authentic archives are archives that have an original signature on them with tinga, which means they are not photocopies or film, as a valid sign of the contents of the relevant archive, authentic archives can be used as legal evidence legitimate.
Inauthentic Archives
Inauthentic archives are archives that do not have an original signature in ink on them. This archive can be in the form of photocopies, film, microfilm, output type (computer output or print out) and computer media such as diskettes and so on.
Archive Storage Procedures
Storage procedures are the work steps carried out in connection with storing a document. There are two types of storage, namely storage of documents that have not yet been processed (pending files) and storage of documents that have been processed (permanent files).
Temporary Storage (pending files)
Pending files or follow-up files are files that are used for temporary storage before a document has finished processing. This file consists of folders labeled with dates that are valid for three months. Each month consists of 31 date folders which include 31 folders for the current month, 31 folders for the next month and 31 folders for the next month.
The change of month is displayed by changing the month guide, the number of which is 12. Documents that are postponed until a certain time, for example, can be entered in the folder under the desired month and date. After processing is complete, the pending document is then saved to the storage file. Pending files are often placed in one of the drawers or filing cabinets used.
Persistent Storage (Permanent Files)
In general, offices do not pay attention to the procedures or step by step for storing documents. Experience shows that many documents or documents are lost during the initial procedure, but once they reach storage, the speed of finding the documents plays an important role. And this speed depends a lot on the system used, equipment and filing officers.
Archive Storage System
The storage system is a system that is applied to document storage so that storage is easy Creating and finding documents that have been saved can be done more quickly if the documents are at a certain time needed.
The storage system has the principle of storing according to the caption of the stored documents, either in the form of letters or numbers arranged in a certain order. Basically there are two types of order, namely alphabetical order and descending order. Storage systems in alphabetical order are systems that are often referred to as alphabetical systems, geographic systems and subject systems. Meanwhile, those according to number order are the numerical system, the chronological system and the numerical subject system.
Often the storage systems that can be used as standard storage systems are alphabetic systems, numerical systems, geographic systems and subject systems. (Amsyah, 2008:71)
Thus has been explained about Understanding Archives, Functions, Types, Procedures & Storage Systems, hopefully it can increase your insight and knowledge. Thank you for visiting and don't forget to read other articles.
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