MAIL HANDLING

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 INDICATOR
1. Incoming mail checked and listed as company procedure

2. Position and location of the employees and the

departments are well known

3. Important mail and secret identified and distributed as

company procedure

4. Mail is selected and sent to receiver as company procedure

5. Damaged, suspicious, or missing mail is recorded and

reported as company procedure

6. Outgoing letter is taken, checked, and sorting to make

sure that all ready to sent as company procedure

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7. Outgoing mail checked, listed and sent as company
procedure

8. Outgoing mail distributed on a fixed date

9. Mail that must arrived at the same day must be prepared

for sending as company procedure

10.Sending option is selected with carefully and as company

procedure

11.Sending option is well selected and choosing the best

12.The taken of important mails is managed and continued

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13. Distributed list is prepared as company procedure

14. Checking and preparing as accurate as possible the

information and attachments as company procedure

15. Outgoing letter recorded and saved as company

procedure

16. Mail is sent on a fixed date

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Mail Handling

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 PURPOSE OF LEARNING

After this lessons the students hope can

o Checking and listing incoming mail as studying procedure

o Knowing position and location of the employees and the

departments

o Identified and distributed mail which is importan as

company procedure

o Selection and sending mail to receiver as company

procedure
 Recording and reporting damaged, suspicious, or missing
mail as company procedure

 Taking, checking, and sorting outgoing mail to make sure

all are ready to send as company procedure

 Checking and listing outgoing mail to send as company

procedure

 Distributing outgoing mail on a fixed date

 Preparing sending mail which must arrived at the same

day as company procedure

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 Managing and continuing taking of the important mails

 Selecting sending option with well and choosing the best

 Preparing the distribution list as company procedure

 Checking and preparing as accurate as possible the

information and attachments as company procedure

 Recording and saving the outgoing mail as company

procedure

 Sending mail on a fixed date

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 Isi presentasi 2

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 Meaning Of File & Filling
Matters
Meaning Of File :
• File in Greece : “Archium” means a storage to
keeping something
• File in Latin : “Felum” (bundle) means thread or
rope
• File according to Administration Encyclopedia is : A
whole report from a state organization or private
organization which created on an activities. The
organization activities & a moment that consider as
valuable to keep as permanent for any needs.
• File according to Constitution No.7 1971
A. Documents which created and accepted by State
Organization or Government Organization in any type of design, as single
or groups in order to Government Organization
B. Documents which created and accepted by private organization in any
type of design, as single or groups in order to nationality implement

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 Meaning Of Filling Matters
 According to Office Administration by
Drs. The Liang Gie :
A. A saving of reports is an activity to keeping the archive in a
correct order according to the system, structure, and ways that
have been defined, so the reports grow can be controlled and
each time we need it we can find it as fast as possible. The
opposite of Saving Reports (Filling) is Taking Reports (Finding)
B. Filling System is ordered ways according to a guide to keeping
reports so if we need it, the reports can be find quickly
 Administration Encyclopedia :
A. Saving Reports (Filling) is a job to arrange the reports in
systematic ways so if the reports is needed we can find it quickly
B. Saving Reports System (Filling System) : an ordered ways
according to a guide to arrange the reports so if the reports is
needed we can find it quickly

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 Kinds Of File
 According to Office Administration by
Drs. The Liang Gie :
A. A saving of reports is an activity to keeping the archive in a
correct order according to the system, structure, and ways that
have been defined, so the reports grow can be controlled and
each time we need it we can find it as fast as possible. The
opposite of Saving Reports (Filling) is Taking Reports (Finding)
B. Filling System is ordered ways according to a guide to keeping
reports so if we need it, the reports can be find quickly
 Administration Encyclopedia :
A. Saving Reports (Filling) is a job to arrange the reports in
systematic ways so if the reports is needed we can find it quickly
B. Saving Reports System (Filling System) : an ordered ways
according to a guide to arrange the reports so if the reports is
needed we can find it quickly

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 Filling System Range

1. Collecting and Accepting Reports

2. Controlling Reports
3. Maintenance and Organizing File
4. Saving File
5. Creating and Accepting Reports
6. Deleting File

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 Value of Use Files
According to The Liang Gie
1. Administration Values
2. Legal Values
3. Fiscal Values
4. Historical Value
5. Research Value
6. Information Value
7. Organization Value

According to Indonesian National File

1) Primary Value
• Administration Value
• Law Value
• Fiscal Value
• Scientific Value
2) Secondary Value
– Proof Value
– Information Value

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 Value of use file by Vernon B.Santen

 A. – Administrative value
 L. – Legal value
 F. – Fiscal value
 R. – Research value
 E. – Education value
 D. – Documentation value

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 Example of Ordinary Sheet

Ordinary Letter Sheet

Control Unit Sent Hour Date
Number From/To Date Subject Note
Number

Accepted Hour :…………..….. Date :……

Receiver Signature :……………….
Full Name :………………..
 Requirement Of File Officer

 Knowledge and Skill on File, Filling

System, Correspondence, or File
Arrange
 Minimum Vocational School
 Diligent, Careful, Neat, Precise, and
Patient in order to finish the job
 Discipline, Honest, and Responsible
 Hospitable and Polite on File Services
 Loyal and can keep secrets
 Healthy Physically and Spiritually
 Works Professional

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 Mayor Problem In Filling
System And How To Solve
 According to Moekijat problems in Filling
Administration :
1. Wrong Classification
2. Bad organizing system and unclear responsibility and authority
3. Unclassified officers
4. Lack of Filling Procedure
5. Expiry date haven’t decided yet for saving and deleting reports
6. Workspace and tools isn’t enough yet
7. Lack of supervision to files that have been borrowed
 According E. Martono
1. File can’t be found because it’s lost
2. Everyday there is new reports
3. Reports Storage is full and no more place
4. Lack of Storage System
5. The officers are not competent yet
 The Liang Gie
1. Can’t find file as quickly as possible
2. There’s no expiry date of borrowed file and file that being used
3. The Reports are increasing and there’s no file decreasing
4. File officer can’t maximize output of job because lack of equipment which doesn’t support technology
growth

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 Example of Out Slip
 File Code :………………………..
 Mail Date :……………………….
 Mail Object :………………………..
 Borrower’s Name :………………………..
 Unit :………………………
 Position :………………………
 Date of Borrowing : Date……………Until : ………

File Officer Borrower

(Full Name) (Full Name)

Return Date :
File Officer Borrower

(Full Name) (Full Name)

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 How To Solve Filling System
Problems
1. Use correct method of filling system
2. Strict supervision procedure of borrowed
file
3. Space of Storage System must be attention
4. Equipment that used must following the
requirements and following the growth of
the technology
5. Maintaining the file periodically
6. File Officer must following the requirements
7. Giving File Officer chance to join a training
program with the latest technology
8. Decreasing file and deleting file that have
not been used periodically

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 The Characteristic of Good
Filing System
 Less saving space
 Easy to find
 Simple
 Economic
 System that used must suitable
 Appropriate filing system
 Flexible and easy in organizing
 Easy to do
 Classification
 Cross Reference Sheet
 Retention
 Out Slip
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 File Saving Base

 Centralization Base

 Decentralization Base

 Fusion between Centralization Base

and Decentralization Base

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 Kinds Of Tools/Equipments
Saving File
 Tools
1. Disposition Sheet
2. Control Sheet
3. Cross Reference Sheet
4. Borrowing Sheet
5. Expedition Book
6. Agenda Book
7. Ticler File
8. Folder, Map, Snelhecter, Ordner
9. Guide
10. Index Card

 Equipments
1. Cupboard
2. Filling Cabinet
1. Drawer
2. Lateral
3. File Rack
4. CARDEX (card index cabinet)

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Specification of Mail Handling

1. Agenda Book

2. New Method

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1. i. The Arrangement An Incoming Letter
Using Agenda Book

Sorting
Opening Mail Cover
Giving Date and Checking
Attachments
Writing Mail on Agenda
Arrangement Incoming Letter
Distributing Mail
Saving Mail

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 Example of Agenda Book
Number Date Letter Letter Date From/To Subject Information
Number

Example of Expedition Book

Number Letter Date Letter Sent To Receiver Signature &
Number Received
Date
Example of Disposition Sheet

Index:………… Finishing Date :

…………
From :…………
Subject :…………
State Letter Date :…………
State Letter Date :…………
Information*) Forward To

*) Scratch out
unnecessary item
 1. ii. The Arrangement of An Outgoing
Letter Using Agenda Book

 Creating Letter Concept

 Accepting Letter Concept
 Writing on Agenda Book
 Typing Letter Concept
 Concept Checking
 Signing Letter Concept
 Stamping
 Letter Folding
 Letter Covering
 Delivering The Letter
 Saving The Letter
2. i. The Arrangement Important Letter
with Controlling Card Incoming Letter
Outgoing Letter
 Example of Control Card

Index Date Code In/Out

Number
Subject :
Resume :
Attachments:
From : To :
Date : Mail Number :
Control Unit : Signature :
Note :
2. ii. The Arrangement of Incoming / Outgoing
Secret Letter with New Method
Example of Secret Letter Sheet

Secret Letter Sheet

Control Unit Sent Hour Date

Number From/To Date Subject Note

Number

Accepted Hour :…………..….. Date :……

Receiver Signature :……………….
Full Name :………………..
Outgoing Letter
 Example of Control Card

Index Date Code In/Out

Number
Subject :
Resume :
Attachments:
From : To :
Date : Mail Number :
Control Unit : Signature :
Note :
 2. ii. The Arrangement of Incoming /
Outgoing Secret Letter with New Method

Example of Secret Letter Sheet

Secret Letter Sheet

Control Unit Sent Hour Date

Number From/To Date Subject Note

Number

Accepted Hour :…………..….. Date :……

Receiver Signature :……………….
Full Name :………………..
2. iii. The Arrangement of Ordinary Letter
with New Method

Incoming Letter
Outgoing Letter
 Example of Ordinary Sheet

Ordinary Letter Sheet

Control Unit Sent Hour Date
Number From/To Date Subject Note
Number

Accepted Hour :…………..….. Date :……

Receiver Signature :……………….
Full Name :………………..
 E-Mail

E-Mail is an abbreviation of
Electronic Mail

We can sending letter to each

others by using this E-Mail

The E-Mail that we sent can be

received to many people around
the world at the same time

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 How To Make An E-Mail Account

 Make an E-Mail account on Yahoo! Mail

 In the blank page of the internet browser, type
http://mail.yahoo.com
 In the home page find “Sign Up Now” or “Get a Free
Yahoo! Mail Account”
 Choose “Free Yahoo! Mail” for free E-Mail account, click
“Sign Up Now”
 A form will show up. Fill in the blank. Then “Submit this
Form”
 Yahoo! will validate your form. If there anyone using your
ID then you have to choose another ID. After that click
“Submit this Form”
 A confirmation page will appear that your account has
been verified
 Now you have an E-Mail account and you can use it for
sending mail to anybody

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 How To Send an E-Mail
 Login to your E-Mail account, fill your ID and
password then click “Sign-In”
 Choose “Compose”
In Compose, you must to fill full e-mail address of
the receiver.
 If you want to send to another people as Carbon
Copy then in “CC” field fill in the receiver e-mail
address
 Filled in the “Subject” with the subject of your e-
mail
 Type in the box with your letter, you can also
changing the format as you want to
 Click “Send”
 A message will appear that your e-mail has been
sent

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 Replying or Forwarding An E-Mail

 If you want to reply an e-mail that

you received
 Open the e-mail you want to reply,
then click “Reply”

 If you want to forward it, open the e-

mail you want to forward
 Click “Forward”, fill the receiver
address
 Click “Send”

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 Deleting an E-Mail

 If your e-mail account is full, you

can’t receive new incoming mail.
 To avoid this make sure you delete
the unimportant mail or large size
mail with an attachment
 Open the mail you want to delete
then click “Delete”
 Or check list the mail, then click
“Delete”

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Downloading Files or Programs
 In many ways of downloading files, one of
them is from downloaded server, such as ,
Shareware, Rapidshare, or indowebster

 From the webpage that have files you want

to download

 Find the hyperlink to download the files

 A page of notification will appear to ask a
request code to download

 Fill it, click “Download”, wait till the process

done
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