Filling System

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
2. Snelhecter Map
3. Ordner
4. Folder
5. Perforator
6. Guide
7. Sortir Rack
8. Card Index Cabinet (CARDEX)
9. Ticler File
10. Filling Cabinet
1. Drawer
2. Lateral
 Filling System
1. Alphabet System
2. Subject System
3. Numeric System
4. Chronologic System
5. Geographic System
Alphabet Filling System

 Unit
 Caption
 Code
 Index
 Indexing
 1. Rules of Indexing In
Alphabet System
1. Personal Name
• Single Name
• Multiple Name
• Clan Name
• Abbreviation Name
• Japan, Thai Name
• Europe Name
• China, Korea, Vietnam Name
2. Company Name
3. Government Name
4. Organization/Foundation Name
EXAMPLE OF INDEXING PERSONAL NAME IN ALPHABET FILLING SYSTEM

KODE UNIT III UNIT II UNIT 1 NAME No

Su Soeharto Soeharto 1.

Mu Muhammad Muslih Muhammad Muslih 2.

Pa Erwin Parengkuan Erwin Parengkuan 3.

La A Latief A. Latief 4.

Ru (Ir, H, MM) Iwan Ruliansyah Ir. H. Iwan Ruliansyah, MM 5.

Yo I Gusti Made Yono I Gusti Made Yono 6.

Di (Ny) Diah Warjito Ny. Diah Warjito 7.

Fa Azis bin Faridh Azis bin Faridh 8.

De Oscar Della Hoya Oscar Della Hoya 9.

Li King Swie Liem Liem Swie King 10.

Ad PT Karya Adhi PT. Adhi Karya 11.

Ta Bank Negara Tabungan BTN 12.

Ni Restourant Ninety nine Restaurant 99 13.

Ad Lembaga Negara Administrasi LAN 14.

Ma Himpunan Islam MAhasiswa HMI 15.

2. SUBJECT FILLING SYSTEM
^CLASSIFICATION TABLE^
EXAMPLE CLASSIFICATION TABLE
SUB SUBJECTS SUB SUBJECT MAIN SUBJECT
 Formation Resource PERSONALIA
 Receiving
 Raising
 Training Development Maintain
 Scoring employee
 Screening
 Mental Distortion
 Raising category Mutation
 Duty time
 Over duty
 Promote position
 Furlough Wealthness
 Healthy
 Sosial helper
 Economic enterprise
 Retired Retirement
 As self demand
 Death
INDEX CARD
3. Numeric Filling System

 Decimal Dewey

 Terminal Digit
Example Classification Table
of Numeric Filling System
Explanation Code
Formatting 200
Selecting 210
Regulation 220
Testing / Examination 230
Raise Position 240
Furlough 250
Rotation 260
Promoting 270
Wealthness 280
Retired 290
4. Chronologic Filling
System
 Date

 Month

 Year
Geographic Filling System
“Classification Area Table”

 Transportation

 Cargo
Example of Classification
Geographic Filling System

Jawa Jawa-Bali
Jakarta 1 J-B
Jakarta Pusat A
Jakarta Barat B
Jakarta Selatan C
Jakarta Timur D
Jakarta Utara E

Jawa Barat 2
Bandung A
Bogor B
Cirebon C
Cianjur D
Jawa Jawa-Bali
Jawa Tengah 3 J-B
Tegal A
Pekalongan B
Semarang C
Solo D

Yogyakarta 4
Bantul A
Sleman B

Jawa Timur 5
Surabaya A
BanyuWangi B
Malang C
Jember D

Bali 6
Denpasar A
Klungkung B
Singaraja C