filing the document

Understanding Archives
Basically, the word archive is taken from the archival language, namely
"archive" which means a collection of documents or historical records
that are able to provide information related to an institution, group of
people or a particular place.

So, in general, the notion of an archive is a record or recording that is

typed, printed, or written in the form of numbers, pictures, and letters
that have a specific meaning and purpose to serve as an information and
communication material recorded in various media, such as media.
computer, paper, or paper film.

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Based on Law Number 43 of 2009 Article 1 paragraph 2 related to
archives, archives are a form of recording activities or events in various
forms and media according to the development of information and
communication technology, which are made and accepted by state
institutions and other institutions.
Archives have different meanings from library materials in a particular
library because archives must be more authentic and reliable as valid
evidence, have complete information, and have valid origins and rules.

1. Understanding Archives According to Experts

Let us refer to the opinions of the following experts to better understand
what archives are.

The Liang Gie

The Liang Gie explained that an archive is a collection or collection of
scripts that are stored in a planned and orderly manner because they
have the value of a function so that each time they are needed they can
be found quickly.
Sularso Mulyono
According to Sularso Mulyono, the notion of an archive is the placement
of various papers in a good storage area according to predetermined
rules in such a way that each paper can be found quickly and easily if the
time is needed.
Agus Sugiarto
Agus Sugiarto explained that the notion of an archive is a collection of
documents that are stored regularly and planned because it has a
function so that whenever it is needed it can be found quickly.

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 .I.G. Wursanto
According to I.G. Wursanto, the notion of archives is an activity of
organizing or managing archives by utilizing a certain system so that all
archives can be found quickly and easily if one day is needed.

Yohannes Suraja
According to Yohannes Suraja, the notion of an archive is a record or
manuscript that is made and also received by government organizations,
individuals or private sectors related to a matter or life event and in any
form, be it groups or individuals, which have certain uses, and are stored
systematically so that if needed can be served back quickly and easily.

2. Archiving Purpose
Is Aim From The following is the filing, namely:
a) As a memory and information center if the file is needed as a
description.
b) Provide data to officers who need data on the results of activities
and work in the past
c) Provide vital information, in accordance with statutory provisions.
d) Help us to make the right decision.
e) Help us in communicating with others.

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 3. How to Save Good

Before the archive is stored in the filing cabinet or on the storage rack.
Equipment commonly used to store archives of various forms and types.
One type of equipment used for

Archive storage is as follows:

1. Archive folder/folder
Is a thick folded paper or plastic that is useful for protecting or storing
archives from damage caused by human hands, water, oil, direct sunlight,
insects etc. The equipment in question is as follows;

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 a) Stopmap folio (a map that has 2 folds Thick sheet of paper)
b) Snelhechter (folder with paper clips in it)
c) Brief order (a folder made of thick paper) And has a metal
paperclip)
d) d) Portable (a folder that has a filing paper strap)
e) Hanging forder (a folder that can be hung)

2. Insulation/delimiter guide
The partition divider is usually made of thick paper or plastic which is
useful for delimiting parts of a folder.

3. File cabinet
Is a tool used to store files in cabinets made of wood, iron, or aluminum.

4. File rack.
Is a frame made of wood or iron that does not have doors and insulation.
File storage racks are usually tiered and have partitions and shelves.
Archives before being placed on the shelves, first entered into a box or
order.

5. Kardek.
Is a tool to store control cards, index cards and other cards that record
existing files, and how to store them must be handled by professionals in
their fields.

6. Warning file.
Is a tool for storing records or control cards marked with a due date.

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7. City of archives.
Is a tool for storing archives that will first be entered into a folder / archive
folder

8. Sorting rack
Is a place to sort out incoming/received letters, to then be processed for
sending, or to group letters based on the contents of the letter.
There are various ways to store good archives ways that can be done
include the following;
Archive storage horizontally / horizontally. Horizontal or horizontal style
archive storage are files that have been put into a stofmap/folder and then
stacked up in the filing cabinet (files are stacked from bottom to top).
Archive storage vertically/standing. The vertical/standing style archive
storage method is archive archives that are inserted into a folder and then
arranged standing lengthwise in a filing cabinet in sequence from front to
back.
Lateral filling archive storage. Archive storage is carried out by placing
the archive in a snelhechter or brief odner and then standing up with the
odner's back facing forward. Odner's back has been titled and archived
for easy locating.

Archive storage procedures.

1. First check on the letter disposition sheet whether the letter is

allowed to be stored or not (checking the letter release mark). The
letter release sign is usually a dep disposition. Which shows the
command to save the mail.

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 2. Indexing or coding the letter. The letter index / letter code is made
according to the system used in archival storage with a view to
facilitating the storage and retrieval of the required letters.

3. The work of sorting or sorting letters according to the section,

problem or purpose of the letter. For the activity of sorting or
sorting mail before being stored it is usually done on a shelf or mail
sorting box.

4. Next save the letter into a folder (folder).

Usually the letters are stored in folders/folders in the form of a folio
stofmap, snelhechter, brief order, portapel or hanging folder, then put in
a filing cabinet or filing cabinet made of refractory iron.
5. Organize a good archive according to the system used and the
archive storage system can use several systems as listed below.
a. Alphabet system
b. Date system
c. Number system
d. Territory system
e. Subject/subject system.