The Filing Procedure of Incoming and Outgoing Letters at PT. Telekomunikasi Indonesai Area Work Group (AWG) Kudus - UDiNus Repository
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CHAPTER I
INTRODUCTION
1.1Reasonfor Choosingthe Titte
bommmication and information really need to get special
attention,
becausecommunicationand infonnation are as human
vital needs which,
must be fulfilled Facing such changing a companyshourd
make a prcgam
and somestepspoint to the firture. with the progftun and
steps,it will make
the companyexist and able to competeagainstbusinesscompetition
and the
challenges.
If we see the demand,and grobal challenges recenfly,
one of the
excellencies which should be possessedby the company
is work qualiry
excellency. It is a main componentof the company to reach
a successin
businesscompetition.And the main capital forthe futwe of a
company.ishow
the companyuseswork quallty of eachof work unit
Filing as one of adminisfiation activities which is
done by every
governmentor private institution, is one of the factors
which determines
company work quality in work unit who has duty because
filing is reall,y
tmportantto humanmanagementespeciallyfor its relationship
to the
company
administrationactivity wtrich are in line with savingfiles.
According'to wqsanto (1999:l19) the importanceof firing
is : .filing
has important funqlion of running the organizatiortrthoseare
as a sourceof
information and asa so'rce ofremembranceto-organization,,.
\"f
so, the good procedureof filing the incoming and outgoing lettersreally
has big influence to the company administrationactivity becauseit will
support the successof work unit and the purposeof oompanycan be reached
effectively and effi ciently.
.
Based on the reason abovg the writer choose the title " The Filing
Procedure of Incoming and outgoing lrtters
at pr.
Telekomunikasi
Indonesia.Area Work Group (AWG) Kudus ".
1.2 Statement of the Problem
PT- TELKOM AwG Kudus has its own the filing procedure of
incoming and outgoing letters which is different from other companies,based
on the reasonabove,the problemsmentionodin this paper are :
l . what is the procedureof filing the incominglettersat pr. TelkomAwG
Kudus?
2 . what is theprocedure
of filing the outgoin{tyt t
AwG
*.pI, letkom
Kudus?
1.3 Limitation of the Problem
Procedureof filing letters consistsof the preliminary procedureand the
saving procedure. Based on the statement above, the writer just wants to
discussabout:
1. The present preliminary procedure of filing the incoming letters at
PT. Telkom AWG Kudus
r
a
J
2. The present preliminary procedure of filing
the outgoing letters at
PT. TelkomAWG Kudus
f.4 Objective of the Study
Conductingof this study at pT. Telkom AWG
Kudus, the writer has
someobjectives,thoseare :
1. To describethe preriminaryprocedureof filing
the incomingrettersat
PT.TelkomAWG Kudus.
2. To describethe preriminaryprocedureof filing
the outgoinglettersat
PT.TelkomAwcKudus.
1.5 Significanceof the Study
The significanceof this studv are :
1 . To the Writer:
a. To get a lot of experiencesduring the study. ."
.
b. To improve the writer's knowledgeespeciafly
in
administrationwork
system.
2 . To the Institution :
To give an input as considerationthat can
be used by institution in
developingits archival matters.
3 . To the University :
To provide someinfonnationaboutthe procedure
of firing retterappriedby
PT. Telkom AWG Kudus, as referencefor other
students.
-''
4
1.6Implementationof the Study
The study was conductedfor a month (from 17 Februaryto 14 March
2003).The writer cameto the PT. Telkom AwG Kudusoffice on Mondayto
Thursdayfrom 7.30 am to 12.00am and 8.00 am to 11.30am on Friday.
Besidesthe activities,the writer alsodid the main activitiesduringthe study,
thoseare :
DATE
l. Monday,17February2003
PLACE
ACTIVTTIES
Yantel Kudus
l.Introduced herself to
all staffs, especially
to her adviserof the
study at PT. Telkom
AWG Kudus.
2.Discussed with the
advisei the themeand
draft ofpaper.
2. Tuesday,18February2003
Yantel Kudus
Discussed with
the
adviserChapterI of the
pap€r.
3. Wednesday,
19February2003
Administration Interviewed
and
supportstaff
observed the staff of
offrce
Administration Support
Unit
about
Administration activity
and the procedure of
recording
and
controlling
letters
incoming
by
Agenda
Book.
4. Thursday,20 February2003
Yantel Kudus
Interviewedthe adviser
about job description,
structureorganizationof
PT.
Telkom
AWG
Kudus.
5. Friday,2l February2003
Administration lnterviewed to the staff
Support
of
Administration
SupportUnit about the
preliminaryprocedureof
filing,
recording and
controlling
outgoing
lettersby AgendaBook.
6. Monday,24 February2003
Administration Observed procedure of
Support
recording
controlling
and
and
incorning
outgoing letters
computerize.
7. Tuesday,25 F ebruary2003
Administration Studied procedure of
Support
recording
and
controlling
outgoing
letters computerize.
8. Wednesd
ay,26 februaryZOO: Administration 1. Made an
outgoing
Support
letter to the Dean of
Faculty
of
Technique, Muria
KudusUniversity.
2. Made a servicenote
9. Thursday,2TFebruary2003
Administration l. Answered
Support
Telkom
questioner.
2. Asked the exampleof
"
'- i
..
'
incomingletters.
10.Friday,28 February2003
Admini56alisa
Marketing
1. Archived
iome
documents.
2. Studiedand practiced
writing the data.
I 1. Tuesday
, 4 March 2003
Asked more information
on dispositionletter.
12.Wednesday,
5 February2003
Helped some jobs at
7
13.Thursday,6 February2003
Administration Interviewed
Support
Administration Support
about
handling
of
malfunction files.
14.Friday,7 March2003
Administration Consultedto the staff of
Support
Administration Support
Unit aboutChapterI and
ChapterII of the paper.
15,Monday,10March2003
Administration Consulted
Support
to
the
Administration Support
Unit the report of the
study
especially
about the preliminary
procedureof filing the
inconrirg letters.
16.Tuesday,11March2003
Administration Consulted about the
Support
preliminaryprocedureof
fi ling outgoingletters.
17.Wednesday,12
March2003
Administration Consulted about
Support
the
procedure of recording
and
controlling
incoming letters.
18 Thursday,13February2003
Administration Consulted
Support
about
procedure of recording
andcontrollingoutgoing
letters.
19.Friday,14March2003
Administration Consulted
Support
conclusion
about
and
suggestion.
1.7 Method of Data Collection
To write this paper the writer used several methods. While the method
used in collecting the data are, as follows :
1. Observation
According to Soeratnoand Lincotin Arsyad (1988:11) observation
is "Cara pengumpulan data dengan cara melakukan pencatatan secara
cermat dan sistematis atas gejara-gejaio' yirrg' ,;oonr
ditelitf'.
(The
method of collecting data by takrng note accurately and systematically
towards the researchedphenomena).
The writer collected the data by observing closely and directly the
activity of filing letters at PT. Telekomunikasi Indonesia Area Work
Group (AwG) Kudus, particularly in the begrnning procedure of filing the
incoming and outgoing letters.
'\"R
2. Interview
Aecordingto Soeratnoand Lincolin Arsyad(1988:115)interview
is "Metode pengttmpulan data dengan cara bertanya langsung
(berkomtmiknsilangstmg) dengan responden".(The method collecting
data by asking directly
-
( comrnunicate
direcfly)
to ttre respondent).
By using tliis metliod the writer colleetedthe databy gving direet
. questionsthat are connectedwith the topic to someinformants,especially
to the staffof AdministrationSupportUnit. To get proper information the
writer interviewed the staff who are concenringwith the procedureof
filing aiid eonffolling the iricomingand outgoingleffers.
3. LibraryResearch
According to Singarimbunand Sofian Effendi (1989:82) library
research is
"Memanfaatknn sumber informasi yang terdapat di
perpustalcaandan josa informosi yang tersedia". ( IJse tlie souree of
information in the library andthe prwided t"{oppti"p,sgrviore).
By using this method the writer got the data and information by
reading and taking notes from book or other reading materials that are
relatedto proeedureof filirig lettens.
l.E Paper Organization
To easethe uniting of this paper,it was anangedin the systematization,
asfollows :
.- i0
Chapteri : Introduction.This ehapterconsistsof reasonfor choosingthe
titie, statementof the problem,iimitation of the problem,objective of the
stuciy,significanceof the study,implementationof the study,methocioi data
coiiection,andpaperorganization.
ChapterII : LiteratureReview.This chapterconsistsof the kinds of file,
Functioriof Letters,prooedureof Filing Lefters,procedureof filing lefters,
procedureof recordingandcontrollingletters.
chapter III : The Filing procedureof Incomingand outgoing Lettersat
PT. TelekomunikasiIndonesiaArea work Group(AwG) Kudus.This chapter
OonSists
of history of PT. Telkom AwG Kudus, organizationdlstructureof
PT. Telkom AwG Kudus,job descriptionof pr. Telkom,vision and
mission
of PT. Telkom AwG Kudus, the filing procedureoi incoming and outgoing
lettersat PT. TelkomAWG Kudus.
ChapterIV : Coriclusioriand SuggeStron
CHAPTER I
INTRODUCTION
1.1Reasonfor Choosingthe Titte
bommmication and information really need to get special
attention,
becausecommunicationand infonnation are as human
vital needs which,
must be fulfilled Facing such changing a companyshourd
make a prcgam
and somestepspoint to the firture. with the progftun and
steps,it will make
the companyexist and able to competeagainstbusinesscompetition
and the
challenges.
If we see the demand,and grobal challenges recenfly,
one of the
excellencies which should be possessedby the company
is work qualiry
excellency. It is a main componentof the company to reach
a successin
businesscompetition.And the main capital forthe futwe of a
company.ishow
the companyuseswork quallty of eachof work unit
Filing as one of adminisfiation activities which is
done by every
governmentor private institution, is one of the factors
which determines
company work quality in work unit who has duty because
filing is reall,y
tmportantto humanmanagementespeciallyfor its relationship
to the
company
administrationactivity wtrich are in line with savingfiles.
According'to wqsanto (1999:l19) the importanceof firing
is : .filing
has important funqlion of running the organizatiortrthoseare
as a sourceof
information and asa so'rce ofremembranceto-organization,,.
\"f
so, the good procedureof filing the incoming and outgoing lettersreally
has big influence to the company administrationactivity becauseit will
support the successof work unit and the purposeof oompanycan be reached
effectively and effi ciently.
.
Based on the reason abovg the writer choose the title " The Filing
Procedure of Incoming and outgoing lrtters
at pr.
Telekomunikasi
Indonesia.Area Work Group (AWG) Kudus ".
1.2 Statement of the Problem
PT- TELKOM AwG Kudus has its own the filing procedure of
incoming and outgoing letters which is different from other companies,based
on the reasonabove,the problemsmentionodin this paper are :
l . what is the procedureof filing the incominglettersat pr. TelkomAwG
Kudus?
2 . what is theprocedure
of filing the outgoin{tyt t
AwG
*.pI, letkom
Kudus?
1.3 Limitation of the Problem
Procedureof filing letters consistsof the preliminary procedureand the
saving procedure. Based on the statement above, the writer just wants to
discussabout:
1. The present preliminary procedure of filing the incoming letters at
PT. Telkom AWG Kudus
r
a
J
2. The present preliminary procedure of filing
the outgoing letters at
PT. TelkomAWG Kudus
f.4 Objective of the Study
Conductingof this study at pT. Telkom AWG
Kudus, the writer has
someobjectives,thoseare :
1. To describethe preriminaryprocedureof filing
the incomingrettersat
PT.TelkomAWG Kudus.
2. To describethe preriminaryprocedureof filing
the outgoinglettersat
PT.TelkomAwcKudus.
1.5 Significanceof the Study
The significanceof this studv are :
1 . To the Writer:
a. To get a lot of experiencesduring the study. ."
.
b. To improve the writer's knowledgeespeciafly
in
administrationwork
system.
2 . To the Institution :
To give an input as considerationthat can
be used by institution in
developingits archival matters.
3 . To the University :
To provide someinfonnationaboutthe procedure
of firing retterappriedby
PT. Telkom AWG Kudus, as referencefor other
students.
-''
4
1.6Implementationof the Study
The study was conductedfor a month (from 17 Februaryto 14 March
2003).The writer cameto the PT. Telkom AwG Kudusoffice on Mondayto
Thursdayfrom 7.30 am to 12.00am and 8.00 am to 11.30am on Friday.
Besidesthe activities,the writer alsodid the main activitiesduringthe study,
thoseare :
DATE
l. Monday,17February2003
PLACE
ACTIVTTIES
Yantel Kudus
l.Introduced herself to
all staffs, especially
to her adviserof the
study at PT. Telkom
AWG Kudus.
2.Discussed with the
advisei the themeand
draft ofpaper.
2. Tuesday,18February2003
Yantel Kudus
Discussed with
the
adviserChapterI of the
pap€r.
3. Wednesday,
19February2003
Administration Interviewed
and
supportstaff
observed the staff of
offrce
Administration Support
Unit
about
Administration activity
and the procedure of
recording
and
controlling
letters
incoming
by
Agenda
Book.
4. Thursday,20 February2003
Yantel Kudus
Interviewedthe adviser
about job description,
structureorganizationof
PT.
Telkom
AWG
Kudus.
5. Friday,2l February2003
Administration lnterviewed to the staff
Support
of
Administration
SupportUnit about the
preliminaryprocedureof
filing,
recording and
controlling
outgoing
lettersby AgendaBook.
6. Monday,24 February2003
Administration Observed procedure of
Support
recording
controlling
and
and
incorning
outgoing letters
computerize.
7. Tuesday,25 F ebruary2003
Administration Studied procedure of
Support
recording
and
controlling
outgoing
letters computerize.
8. Wednesd
ay,26 februaryZOO: Administration 1. Made an
outgoing
Support
letter to the Dean of
Faculty
of
Technique, Muria
KudusUniversity.
2. Made a servicenote
9. Thursday,2TFebruary2003
Administration l. Answered
Support
Telkom
questioner.
2. Asked the exampleof
"
'- i
..
'
incomingletters.
10.Friday,28 February2003
Admini56alisa
Marketing
1. Archived
iome
documents.
2. Studiedand practiced
writing the data.
I 1. Tuesday
, 4 March 2003
Asked more information
on dispositionletter.
12.Wednesday,
5 February2003
Helped some jobs at
7
13.Thursday,6 February2003
Administration Interviewed
Support
Administration Support
about
handling
of
malfunction files.
14.Friday,7 March2003
Administration Consultedto the staff of
Support
Administration Support
Unit aboutChapterI and
ChapterII of the paper.
15,Monday,10March2003
Administration Consulted
Support
to
the
Administration Support
Unit the report of the
study
especially
about the preliminary
procedureof filing the
inconrirg letters.
16.Tuesday,11March2003
Administration Consulted about the
Support
preliminaryprocedureof
fi ling outgoingletters.
17.Wednesday,12
March2003
Administration Consulted about
Support
the
procedure of recording
and
controlling
incoming letters.
18 Thursday,13February2003
Administration Consulted
Support
about
procedure of recording
andcontrollingoutgoing
letters.
19.Friday,14March2003
Administration Consulted
Support
conclusion
about
and
suggestion.
1.7 Method of Data Collection
To write this paper the writer used several methods. While the method
used in collecting the data are, as follows :
1. Observation
According to Soeratnoand Lincotin Arsyad (1988:11) observation
is "Cara pengumpulan data dengan cara melakukan pencatatan secara
cermat dan sistematis atas gejara-gejaio' yirrg' ,;oonr
ditelitf'.
(The
method of collecting data by takrng note accurately and systematically
towards the researchedphenomena).
The writer collected the data by observing closely and directly the
activity of filing letters at PT. Telekomunikasi Indonesia Area Work
Group (AwG) Kudus, particularly in the begrnning procedure of filing the
incoming and outgoing letters.
'\"R
2. Interview
Aecordingto Soeratnoand Lincolin Arsyad(1988:115)interview
is "Metode pengttmpulan data dengan cara bertanya langsung
(berkomtmiknsilangstmg) dengan responden".(The method collecting
data by asking directly
-
( comrnunicate
direcfly)
to ttre respondent).
By using tliis metliod the writer colleetedthe databy gving direet
. questionsthat are connectedwith the topic to someinformants,especially
to the staffof AdministrationSupportUnit. To get proper information the
writer interviewed the staff who are concenringwith the procedureof
filing aiid eonffolling the iricomingand outgoingleffers.
3. LibraryResearch
According to Singarimbunand Sofian Effendi (1989:82) library
research is
"Memanfaatknn sumber informasi yang terdapat di
perpustalcaandan josa informosi yang tersedia". ( IJse tlie souree of
information in the library andthe prwided t"{oppti"p,sgrviore).
By using this method the writer got the data and information by
reading and taking notes from book or other reading materials that are
relatedto proeedureof filirig lettens.
l.E Paper Organization
To easethe uniting of this paper,it was anangedin the systematization,
asfollows :
.- i0
Chapteri : Introduction.This ehapterconsistsof reasonfor choosingthe
titie, statementof the problem,iimitation of the problem,objective of the
stuciy,significanceof the study,implementationof the study,methocioi data
coiiection,andpaperorganization.
ChapterII : LiteratureReview.This chapterconsistsof the kinds of file,
Functioriof Letters,prooedureof Filing Lefters,procedureof filing lefters,
procedureof recordingandcontrollingletters.
chapter III : The Filing procedureof Incomingand outgoing Lettersat
PT. TelekomunikasiIndonesiaArea work Group(AwG) Kudus.This chapter
OonSists
of history of PT. Telkom AwG Kudus, organizationdlstructureof
PT. Telkom AwG Kudus,job descriptionof pr. Telkom,vision and
mission
of PT. Telkom AwG Kudus, the filing procedureoi incoming and outgoing
lettersat PT. TelkomAWG Kudus.
ChapterIV : Coriclusioriand SuggeStron