This document discusses electronic filing (e-filing) and its advantages over traditional paper-based filing systems. It defines filing and archiving as activities that arrange documents in a systematic order for easy storage and retrieval. E-filing involves storing archives in a digital format that can only be processed by computers. The key benefits of e-filing are quicker information retrieval, centralized storage to avoid duplication, and space/paper savings. The document provides guidance on setting up an e-filing system, including creating agendas for incoming and outgoing mail and folders for inbox items, disposition records, and sent mail.

1. ELECTRONIC FILING (E-FILING)
SECRETARIAL PRACTICE
UNIVERSITAS TEKNOKRAT INDONESIA
Dedi Darwis, S.Kom., M.Kom.

2. 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

3. What is Filing / Archiving ?
• Archiving is the activity of arranging and
compiling archives in a systematic and logical
order, storing and maintaining records for
safe and economical use.
• 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.
(Komarudin, 2014)

4. 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
(Komarudin, 2014)

5. The Purpose of Structuring the Archive
 Providing services in archival storage.
 Rediscover the file correctly, complete,
accurate, relevant, and timely and
efficient.
 Supporting the compilation of records
that are competitive and effective.
(Yatimah, 2014)

6. Dynamic Archives
Static Archives

8. Video 1
Video 2
Video 3

9. Electronic filing is the archives are stored and
processed in a format in which the only computer
that can process (Sugiarto, 2014).

10. Advantages of Using Electronic Filing
 The process of discovery and presentation of information can
be done quickly and completely.
 Information storage can be done centrally so there is no
duplication of information.
 Can save paper, storage area and archive space stored in
digital form.
(Sugiarto, 2014)

11. Electronic Filing Tools
Computer.
Database.
Application.
Network

12. Preparations to be made before making Electronic Filing
 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.
 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).
 Inbox File (Scan)
 File Disposition (Scan)
 File Mail Out (Scan)

17. 1
2

19. Conclusion
 Archives can be done using manual and electronic
methods.
 At present, manual archiving is no longer effective.
 Manual archives have weaknesses in the old archive
process, difficult searches and data loss.
 E-Filing can be an alternative in archiving documents

20. Reference
Agus Sugiarto, Teguh Wahyono. 2005. Manajemen Kearsipan Modern. Yogyakarta: Gava
Media.
Anthony, J. 2018. Probate Court Electronic Filing System Home Page. [Online].
http://probate.cuyahogacounty.us/efiling.aspx/ Accesed 02 Agust 2018
Donni Juni Priansa. 2014. Kesekretarisan. Bandung. Alfabeta Bandung
Durotul Yatimah. 2009. Kesekretarisan Modern dan Administrasi Perkantoran. Bandung:
Pustaka Setia.
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.
Irra Chrisyanti Dewi. 2011. Manajemen Kearsipan. Jakarta: Prestasi Pustaka.