Modul e filing

1
SECRETARIAL PRACTICE
Archiving is the activity of arranging and compiling archives
in a systematic and logical order, storing and maintaining records
for safe and economical use. Komarudian in Priansa (2014)
further states that archiving is the process of compiling and storing
original documents (archives), or copies so that the script can be
found easily if needed.
Electronic Filing
UNIT
8
http://freshconsultant.co.id/2017/04/28/arsip-digital/
 Understand the concept
of filing
 Understand the concept
of electronic filing
 Able to optimize google
drive for e-filing
 Share archive files to
make administrative
work easier
 Archive Incoming Mail
and Outgoing Mail Using
Google Drive
COURSE OBJECTIVES
OUTLINE
 Filing Concept
 E-Filing Concept
 Preparing to Make E-
Filing
 Creating E-filing using
Google Drive
 Create an Inbox Letter
 Create Outgoing Mail
Archive
 Other Archive
 Exercise
Archives according to Priansa (2014: 197) function to:
1) Tool to save script (archive)
2) Tools for leaders and management in making decisions
3) Organization travel recorder
4) Effective and efficient work
5) Tools for solving problems faced by organizations
6) Tools to provide information needed for those who need data
7) Sources of information on events and activities that occur in
the office

2
The Purpose of Structuring the Archive
According to Yatimah (2009) structuring archives aims to:
1) Providing services in archival storage.
2) Rediscover the file correctly, complete, accurate, relevant, and
timely and efficient.
3) Supporting the compilation of records that are competitive and
effective.
2
UNIVERSITAS TEKNOKRAT INDONESIA
http://probate.cuyahogacounty.us/efiling.aspx
1) Dynamic Archives :namely archives that are still used directly in daily office activities.
2) Static Archives : namely archives that have not been used directly in daily offices.
The alphabet system is a document storage system based on the alphabetical order of the catch word (name)
of the document concerned. Through this system, documents are stored in alphabetical order, word for word,
letter by letter.
Geographical system is a document storage system based on grouping according to place name. This system
is often called the location system or place name system
The Subject System is a document storage system based on the contents of the document concerned. The
contents of documents are often also referred to as subject matter, subject matter, problem, problem, subject
matter, or subject. This system is a document storage system based on the contents of the document and the
interests of the document. In the subject system, a list of subject classification needs to be made. There are 2
types of subject classification lists, namely List of Standard Subject Classifications and List of Homemade
Subject Classifications.

33
Document storage systems based on number codes instead of people's names or body names are called
numeric filing systems. The number system also stores documents by name, only here is replaced by a
number code.
Chronology storage system is a storage system based on time. In this system all documents are sorted in
date order. month, and year the document was saved.
This system is suitable for small offices that use the recording of incoming documents with an agenda book
The use of color as a basis for storing documents is actually only the use of symbols or signs to facilitate
grouping and searching documents. The use of system colors is usually combined with other systems. For
example, use colors for guides in the folder. This system only helps in structuring documents.
1. Vertical file
That is the strict storage type of this type commonly used in the management of this type of archive is often
referred to as the filing cabinet. Filling Cabinet is divided into 2, namely:
a) A filing cabinet with regular folders
b) Filling cabinet which contains hanging folders
This storage area is used for the size of letters arranged vertically in a row behind. Filing cabinets are useful for
storing active files or files. and this filling cabinet can store 5000 pieces of records.
Vertical File
2. Rotary
This tool can be moved in a rotating manner, so that the placement and reinvention does not consume much
energy. This tool is made of strong materials such as metal or iron. Archives are stored later on this device.
Rotary

44
3. Filling Supplies
1) Archive folder
Archive folder is useful for storing letters or documents that we archive, archive folders consist of thick paper
or plastic folds used to store archives / letters. There are not too many archives stored, ranging from 1 to 50
sheets. There are several kinds of archive folders, including the following. the archive folder also has many types
such as:
a. Stopmap folio
map that has a leaf cover on the side. This closing leaf serves to support the letter in it so as not to fall.
In general, folio maps are used to store archives that are still in process, but also for storing active
files.
b. Map snelhecter
map that has a clamp in the middle. This folder is used to store archives that are in active, but can also
store active records. Archives placed in it must first be perforated using perforator.
c. Folder
map without a cover leaf. This folder is in the form of thick / plastic paper folds. Because there is no
leaf cover, this folder functions to store archives which will then be inserted into the file box vertically.
d. Hanging folder
a folder that has a hanging iron, this hanging iron is installed on the goal in the filing cabinet. The
hanging folder also has a tab for writing code or index of archives in it.
2) Ordner
Ordner is a large map with a back size of about 5 cm in which there is an iron clamp. Archives that will be
stored in the ordner are perforated using perforators.
3) Guide
Guide can be made with various sizes tailored to the shape of the archive. If the archive is in the form of
letters using folio or A4 complete paper, then the guide body will be made according to the saved file, but if the
file size is small then the guide size is also small.
Electronic filing is the archives are stored and processed in a format in which the only computer that can process
(Sugiarto, 2014).
Advantages of Using Electronic Filing :
1) The process of discovery and presentation of information can be done quickly and completely.
2) Information storage can be done centrally so there is no duplication of information.
3) Can save paper, storage area and archive space stored in digital form.
Electronic Filing Tools :
1) Computer
2) Database
3) Application
4) Network
Discussion on this unit for the implementation of electronic filing by utilizing features in Google Drive.

5
Preparations to be made before
making Electronic Filing
1) Agenda of Incoming Mail
The incoming mail agenda is used to record all incoming
mail and can be used to simplify the incoming mail
search process.
2) Agenda of Outgoing Mail
The outgoing mail agenda is used to record all outgoing
mail and can be used to simplify the process of finding
Outgoing mail (Scan).
3) Inbox File (Scan)
4) File Disposition (Scan)
5) File Mail Out (Scan)
5
You must log in using a google account, then enter the Google Drive feature to prepare the folders and files
used in making e-filing and then do the next process.
http://probate.cuyahogacounty.us/efiling.aspx
1

66
2
Perform the following steps for creating Google Sheets files :
1) Make a file using Google Sheets to record the Inbox and Outgoing Mail Agenda.
2) The Incoming Agenda file is created in the “Agenda Surat Masuk" folder
3) The Outgoing Mail Agenda file is created in the “Agenda Surat Keluar" folder
After signing in to Google Drive then create a folder called : “E-Filing”.
Go to the E-Filing folder, then create two new folders with the name of “Agenda Surat Masuk” and “Agenda
Surat Keluar”.
Make the Entry Letter Agenda with the following format then save it with the name: “Agenda Surat Masuk”
1
2 3
3
Create File
Google Sheets
• Make an Inbox Letter
The Letter of Entry agenda serves to record all incoming mail documents, to make the document recording the
incoming mail agenda by using Google Sheets. Make a file using Google Sheets with the name “Agenda Surat
Masuk" in the “Surat Masuk" folder.

77
After preparing the incoming mail agenda file
using Google Sheets, next is to prepare the
incoming letter and disposition file in the scanned
format (jpg / pdf) then upload the file to Google
Drive.
1
2
Catatan : Anda dapat mengunggah file secara
bersamaan dengan ketentuan bahwa semua
dokumen telah discan dan siap untuk diunggah.
Disarankan untuk mengompres file yang akan
diunggah terlebih dahulu agar kapasitas
penyimpanan menjadi lebih banyak.
Fill in the Letter Entry Agenda document according to the file that has been uploaded and then create a Link
to the document to connect to each file based on each incoming letter. This will make it easier in the search
process if many incoming mail files are archived. To create a link document in the incoming letter can be
seen in the following picture.

88
1
2
3
Select Get
Shareable Link
Icon Link which
serves to copy the
address of the
destination file in
each file.
Book back the
“Agenda Surat
Masuk" file in
Google Sheets,
then Right-click on
the "File Link"
column then select
"Insert Link"
Select the file to link.
Type "Download File" in
the "Text" Label and
Paste (Ctrl + V) on the
"Link" Label
4

99
• Make Outgoing Letter Agenda
The Outline Agenda function is to record all outgoing mail documents, to make the document recording the
letter out agenda the same as the Entry Mail Agenda which is made using Google Sheets. Make a file using
Google Sheets with the name “Agenda Surat Keluar" in the "Outgoing Mail" folder as shown below.
Make a record of all outgoing mails on the Outgoing Mail
Agenda Book in accordance with the column that has been
created and then upload the outgoing letter files that have been
scanned in jpg or pdf format.
The process of recording, uploading files and creating links for
searching letter documents is the same as in the process in the
Inbox.
 Pahami kembali
bagaimana membuat
Agenda Surat Masuk
karena, proses
pembuatan Agenda
Surat Keluar hampir
sama.
 Anda dapat berbagi
folder yang dibuat untuk
E-Filing kepada
beberapa pengguna.
 Penggunaan Arsip
Elektronik atau E-Filing
dapat digunakan untuk
jenis arsip lainnya, tidak
hanya untuk
pengarsipan surat
masuk dan surat keluar.
Catatan :

1010
• Creating a Personnel Data Archive
Employee data records in a company are very important, from the start an employee is accepted in the
company until the employee resigns or has retired. Personnel data archives can also be easily retrieved when
needed.
The staffing archive process has steps that are almost similar to the archive of incoming letters and outgoing
mail archives, the difference is only at the time of making records of the archives.
The steps to create a staffing archive are as follows:
Create a new folder on your Google Drive with the name : “Dokumen Kepegawaian”
Make a file using the Google Sheet to make staffing archive records with the following formatting examples :
Prepare several files that will be uploaded on Google Drive according to the documents to be archived.
In the example above the document that you must prepare is : KTP, SK Pengangkatan, Ijazah dan Pas
Photo.
Please make a few examples to fill in the recording of personnel documents along with some files to
upload.
Other E-Filing . . .
Catatan Penting :
 Anda dapat memodifikasi dan menambahkan kolom-kolom input pada Buku Pencatatan Arsip
Kepegawaian sesuai dengan kebutuhan
 Begitu juga untuk dokumen yang diupload dapat ditambahkan lagi dengan file-file lainnya,
misalkan : Sertifikat, Transkrip Nilai dan lain sebagainya yang dianggap penting untuk diarsip

1111
a) Make an electronic filing for archiving of Incoming Letters and Outgoing Letters in a
Company.
b) Look for 10 examples of incoming and outgoing letters to the company, then scan in pdf
or jpg format.
c) Make a Folder on Google Drive with the name “Pencatatan Surat Masuk" and
“Pencatatan Surat Keluar“.
d) Make a note of the Inbox and Outgoing Mail Agenda using Google Sheets.
e) Upload all files that have been scanned into each folder.
f) Share your task folder to the address : efilingteknokrat@gmail.com
EXERCISE
11
2 a) Make electronic-filing for archiving Employee Data on a company.
b) Look for 10 examples of employment documents which include: Employee Data (CV),
services, certificates and other documents.
c) Make a Folder on Google Drive with the name “Data Pegawai"
d) Make Employee Data recording using Google Sheets.
e) Upload all files that have been scanned into each folder.
f) Share your task folder to the address : efilingteknokrat@gmail.com

1212
Scoring Sheet
No
Student
Number
Name
Result
Score Grade
Document
Input
Systematics
(20)
Number of
Archive
Documents
(20)
Archive Data
Arrangement
(30)
Accuracy of
Results(30)
Score 90 – 100 : A
Score <90 : Fail

1313
REFERENCE
Anthony, J. 2018. Probate Court Electronic Filing System Home Page. [Online].
http://probate.cuyahogacounty.us/efiling.aspx/ Accesed 02 Agust 2018
Etibocoke. Google Drive. [Online PDF], http://www.trca.on.ca/dotAsset/181628.pdf, Accessed 02 Agust 2018
Fresh Consultant. 2017. Arsip Digital. [Online], http://freshconsultant.co.id/2017/04/28/arsip-digital/. Accessed
02 Agust 2018.
Agus Sugiarto, Teguh Wahyono. 2005. Manajemen Kearsipan Modern. Yogyakarta: Gava Media.
Durotul Yatimah. 2009. Kesekretarisan Modern dan Administrasi Perkantoran. Bandung: Pustaka Setia.
Irra Chrisyanti Dewi. 2011. Manajemen Kearsipan. Jakarta: Prestasi Pustaka.
Donni Juni Priansa. 2014. Kesekretarisan. Bandung. Alfabeta Bandung

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