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DOCUMENT CONTROL AND ELECTRONIC FILING
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Ady Subagya| Galih MediskaAllman Indonesia
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ALLMAN DOCUMENT SERVICES A SURVEY
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FACTSDOCUMENTATION
SKILLS
OWN KNOWLEDGE
UNCONTROLLED
Ady Subagya
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DOCUMENT MANAGEMENT SYSTEMS
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Fase 1Menetapkan1.Peta proses, Kebijakan dan Sasaran Mutu2.Program Sasaran Mutu3.Prosedur
Fase 2Mendokumentasikan1.Kebijakan2.Sasaran3.Prosedur4.Formulir5.Dokumen lain
Fase 3Menerapkan1.Melakukan apa yang ditulis2.Mencatat/rekam3.Memeriksa dan mengukur4.Meng-audit
Fase 4Memelihara1.Tinjau ulang2.Perbaiki dan cegah kesalahan kerja
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ISO 9001:2008 Quality Management Systems
ISO 15489:2001 Information and Documentation, Records Management
ISO 5963:1985 Methods for Examining Documents, Determining their Subjects, and Selecting Indexing Terms
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UU No 7/1971 Ketentuan Pokok Kearsipan
UU No 8/1997 Dokumen Perusahan
PP No 88/1999 Tata Cara Pengalihan Dokumen Perushaan Kedaman Mikrofilm
UU No 11/2008 Informasi dan Transaksi Elektronik
UU No 43/2009 Kearsipan
PP No 28/2012 KearsipanUU No 43/2009
Peraturan Kepala ANRI No 25/2012 Pedoman Pemusnahan Arsip
Peraturan Kepala ANRI No 35/2012 Jadwal Retensi Arsip Kepegawaian
PP No 82/2012 Penyelenggaraan Sistem dan Transaksi Elektronik
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Introduction toDCEF, Terms and Definition
Introduction toDCEF, Terms and Definition
FilingManagement
FilingManagement
ElectronicFiling
ElectronicFiling Clouds
Computing
CloudsComputing
Module 1 Module 4 Module 5Module 3
DocumentManagement
DocumentManagement
Module 2
ElectronicDocumentManagementSystemsEDMS
ElectronicDocumentManagementSystemsEDMS
Module 6
Workshop outline and Rundown
Delegate Manual | Transcript | ADS Manual | ADS
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PRINDO
10 IPSPrimages
ALLMAN INDONESIAPertokoan Pulomas Blok XI No 8 Kayuputih Jakarta 13260
[email protected] | (21) 471-8635
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Workshop outline and Rundown
Introduction toDCEF, Terms and Definition
Introduction toDCEF, Terms and Definition
FilingManagement
FilingManagement
ElectronicFiling
ElectronicFiling Clouds
ComputingCloudsComputing
Module 1 Module 4 Module 5Module 3
DocumentManagement
DocumentManagement
Module 2
ElectronicDocumentManagementSystemsEDMS
ElectronicDocumentManagementSystemsEDMS
Module 6
DASHBOARD: BPM | SOP ANATOMY | FLOWCHART | ELEMENT/ATTRIBUT | DMS
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AA BB CC DD EER N R N R
FF GG HH II JJR N D N D
KK LL MM NN OOR D N R D
PP QQ RR SS TTN R D N N
UU VV WW XX YYN R R N N 12
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Document
Informasi dan medium pendukungnya
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Dynamic DocumentDokumen yang digunakan dalam proses bisnis.
StaticDokumen yang oleh karena sudah jarang digunakan, diletakkan tidak dekat dengan tempat proses bisnis.
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Records
Dokumen yang menyatakan hasil yang dicapai atau bukti bahwa aktivitas Proses/ Prosedur sudah dilakukan.
(ISO 9000 International Standard on Quality Management Systems)
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Records
Records sering juga disebut sebagai Rekaman, Catatan dan Rikod.
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Vital RecordsRekaman yang tidak mempunyai masa simpan oleh karena sifat dokumennya yang tidak bisa dihapus/ dimusnahkan, Contoh: Akte Pendirian Perusahaan, Sertifikat, dan sejenisnya.
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Important recordsRekaman yang mempunyai masa simpan hingga 25 tahun—5 tahun aktif 25 tahun di-arsip, Rekaman ini bisa diganti dengan biaya tinggi, salah satu contohnya dalah dokumen keuangan.
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Useful recordsRekaman yang berguna tetapi mempunyai masa guna lebih pendek, dokumen ini bisa diganti dengan biaya rendah. Dokumen ini bisa ada di tempat kerja selama 2 tahun dan diarsip selama 5 tahun. Contoh: SPK/ Surat Pesanan.
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Unuseful recordsRekaman ini tidak mempunyai nilai bisnis dan dapat dimusnahkan dalam waktu 3 bulan, Contoh; Undangan rapat.
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FileFile adalah obyek dalam komputer yang menyimpan data dan informasi yang dugunakan dalam komputer. Pada Microsoft Windows (salah satu GUI atau Graphical User Interface), File ditunjukkan dengan ikon yang unik yang relevan dengan program yang membukanya.
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FilingMenurut kamus administrasi: “Filing atau adalah suatu bentuk pekerjaan tata usaha berupa penyusunan dokumen-dokumen secara sistematis sehingga bilamana diperlukan lagi, dokumen-dokumen itu dapat ditemukan kembali secara cepat.”
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FilingMenurut George R.Terry, PhD dalam bukunya “Office Management and Control”:
“Filing is the placing of paper in acceptable containers according to some predetermined arrangement so that any paper, when required can be located quickly and conveniently.”
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Filing
Adalah menata dokumen (berbagai medium) secara sistimatis ke tempat tertentu dengan *Pengendalian, untuk memastikan keamanan, ketepatan dan kehandalan. (Ady A Subagya)*Pengendalian dapat menggunakan standar Internasional ISO 9001:2008”
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Document controller
Orang atau pihak yang diberi kewenangan mengendalikan dokumen perusahaan.
*Document Control Center seringkali juga digunakan
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Master
Dokumen yang menjadi sumber penyalinan.
*Master seringkali juga diartikan sebagai Asli.
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Controlled copy
Salinan terkendali, penerima dokumen ini akan mendapat pembahuran setiap kali ada perubahan dokumen.
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Uncontrolled copy
Salinan tidak terkendali, penerima dokumen ini tidak selalu mendapat pembahuran setiap kali ada perubahan dokumen.
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Obsolete
Atau kadaluarsa adalah dokumen yang sudah tidak sah lagi.
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Electronic Document Management Systems
Sistem komputer yang membuat, menyimpan, mengambil dan memusnahkan dokumen elektronik, seringkali ia juga mampu melacak versi-versi dokumen tersebut oleh beberapa pengguna.
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Document and Filing management
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Document management
adalah pengendalian dokumen secara sistematis, mulai dari dibuat, digunakan hingga dimusnahkan.
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Document and record Management
-Document control procedure-Record control procedure-Retention procedure-Conversion procedure
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Document control procedure
1.Document level2.Document types3.Document groups4.Authority5.Review and revision6.Numbering7.Document status
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Record control procedure
1.Authority2.Placement3.distribution4.Retrieving methods5.Retention period
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Filing management
Adalah penataan dan penyimpanan dokumen secara sistematis.
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Prinsip dasar
Menata dan mengendalikan semua dokumen yang ada di Organisasi.
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Prinsip dasar
Menemukan atau mencari kembali dokumen yang disimpan dengan cepat dan mudah.
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Klasifikasi penyimpanan Dokumen (Index)
AlfabetisSubyekNumerikKronologisGeografis
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Kegunaan dokumen
AdministratifLegalFinansialRisetEdukasiDokumentasi
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Dokumen dilihat dari kepentingan
VitalPentingBergunaTidak Berguna
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Speak with data.
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