Summary of "Praktek Penyimpanan Arsip Sistem Nomor (Numerical Filling System )"

Main idea

A numerical (number) filing system stores office archives using a hierarchical code: primary → secondary → tertiary.
The system relies on consistent classification, clear labeling, and chronological ordering within each code.
Choose the physical storage method based on document importance and usage: binders/folders for general filing, plastic pockets/lever-arch for important or delicate records, and suspension/hanging files for active, frequently accessed files.

Classification / index list (master list of codes)
Letter opener / staple remover
2B pencil (for coding)
Perforator (optional) and hole punch
Binders (typical binder) and A4 (or F4) folders
Plastic pockets / sleeves
Lever-arch / owner (lever) binder
Suspension (hanging) filing trays and hanging folders
Label tabs / flexi-tabs (approx. 12×45 mm or 20×45 mm) and colored tabs for primary/secondary/tertiary
Carbon/carbot (card reinforcement or backing) and reinforcement tape
Mini-tabs or reference tabs for frequently accessed items

Prepare the classification / index list first — define primary, secondary, and tertiary codes.
Check each document against the classification and write the code on the document (use a 2B pencil).
Group documents by primary code, then by secondary, then tertiary.
Within each code group, arrange documents chronologically — the most recent document is stored at the top/front.

The presenter repeatedly stresses grouping by code and ordering by date (most recent on top).
Differentiate primary/secondary/tertiary with different-coloured tabs or tab positions for easier retrieval.
Protect important documents using pockets/sleeves to prevent water damage and handling wear.
Lock or secure binders/files as needed for portable or sensitive files.

Step-by-step:

Prepare the classification / index and identify the appropriate code for each document.
Open the document (remove staples if any) and write the code on the document with a 2B pencil.
Decide whether to perforate/punch depending on the folder/binder or use non-perforated insertion methods.
Use flexi-tabs (start with larger size) and assign tab positions/colors for primary/secondary/tertiary. Use a center/guide line to space tabs evenly.
Insert documents in order: tertiary entries first, then secondary, then primary — arranging each group chronologically (most recent at top/front).
Reinforce holes or folder edges if needed (use carbon/reinforcement strips) and close the binder.
Label the folder/binder clearly with the main (primary) code and a short summary of contents.

Step-by-step:

Prepare classification and code documents as above.
Slip each document into a plastic pocket/sleeve to protect from moisture and damage.
Group pocketed documents by primary → secondary → tertiary and arrange chronologically within each code group (most recent on top).
Place the pockets into a lever-arch / owner binder; use mini-tabs or reference tabs for quick access to frequent items.
Lock or secure the lever-arch if files are taken out or transported.
Recommended for important company records that must not be altered or damaged.

Step-by-step:

Prepare the classification list and attach labels to hanging folders (primary/secondary/tertiary codes).
Place hanging folders in the suspension tray (drawer or tray), sorting either by primary first or directly to the exact code depending on preference.
When multiple documents share the same code, order them chronologically (check dates). Consider whether documents are incoming or outgoing when ordering; place earlier items behind later ones as needed.
Keep the system logical and consistent so office users can quickly retrieve and return documents.

Example codes used in the tutorial: primary = 200 (personnel/employee-related); secondary/tertiary examples: 220, 221, 222, 020, 021, 030, 033.
Use different colours or sizes of tabs for primary / secondary / tertiary to make navigation faster.
If only basic tabs are available, separate levels by tab position and stacking order.
Use pockets for documents that must remain intact or protected; use suspension trays for frequently accessed or active files.
Use mini-tabs or reference tabs inside lever-arch binders to mark high-use items.

Presenter: female host (primary instructor, refers to herself using “I” and occasionally “Mom”).
“Bantek”: mentioned as a supporter/provider of tools used in the practice.
Background music and audience applause are present as non-speaking audio elements.