CHAPTER III SCOPE OF THE APPRENTTICESHIP
3.2 System and Procedure of the Apprenticeship
3.2.2 Procedure
There are several work procedures that are performed as tasks and are described as follow:
1. Recording incoming letter
In this case, the author is given the task of scheduling incoming mail, in which this letter has been archived and has not been included in the incoming mail agenda book. Flowchart in recording incoming letter can be seen in Figure 3.1 as follow:
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Figure 3. 1 Flowchart in Recording Incoming Letter Source : Processed Data 2021
Explanation from the flowchart in recording incoming letter are as follow:
a. Sorting incoming letter according to letter number, date, month, and year.
b. After sorting, proceed with recording or scheduling the letter into the book that has been provided. Written in accordance with the format on the agenda book such as number, letter number, date of letter, subject, and where the letter came from.
c. Saving of the documents.
Figure 3. 2 Record Incoming Letter Source : Writer Photo Documentation, 2021
25 The figure above shows the agenda book and the format for scheduling a letter, which is that is used to record incoming letter.
2. Record Outgoing Letter
In the case of this outgoing letter, each agenda book is distinguished, such as, outgoing letter for the election oversight, outgoing letter for the law, planning and oversight section, outgoing letter for the public relations section and outgoing letter for the finance department. This method of scheduling outgoing mail is the same as the method of scheduling incoming letter, the only difference being the format, that is, if an incoming letter is written from the origin of the letter, the purpose of the outgoing letter is written.
Figure 3. 3 Red Agenda Book for Election Oversight Source : Writer Photo Documentation, 2021
The election Oversight agenda book is a book that records outgoing letters related to Election Supervision.
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Figure 3. 4 Purple Agenda Book for Law, Planning and Oversight Source : Writer Photo Documentation, 2021
The agenda book for Law, Planning, and Oversight is a book that records outgoing letters related to letters on law, planning, and oversight.
Figure 3. 5 Brown Agenda Book for Finance Source : Writer Photo Documentation, 2021
The finance agenda book is a book that records outgoing letters related to finance at the Dumai City Bawaslu.
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Figure 3. 6 Green Agenda Book for Equipment, Internal, Organization and Management
Source : Writer Photo Documentation, 2021
The equipment, internal, organization and management agenda book is a book that records outgoing letters related to equipment, internal, organization and management.
3. Duplicate documents
Document duplicating is a process of reproducing documents with a specific purpose and purpose. The documents that are often duplicated are letters, invitations and boarding passes, hotel bills. The method of duplicating documents is as follow:
a. Make sure the copying machine is On and paper is available, b. Standardize the document to be duplicated,
c. Insert or place the document to be copied,
d. After the set in advance how many documents will be duplicated, e. Then after pressing the start button.
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Figure 3. 7 Duplicate Document Source : Writer Photo Documentation, 2021
The figure above shows that the Author has duplicated and arranged documents according to the specified size.
4. Checking and compiling the completeness documents
In this section, the author is assigned to check the completeness of the official travel shopping evidence document in accordance with the provisions of the legislation, where the complementary document contains the invitation letter, assignment order, official travel order, invoice, hotel bill, ticketing and boarding pass, tax invoice, documentation, Official Travel Report, minutes, and payment receipts. After the documents are complete, it is continued by compiling the documents according to the list contained in the ordering folder, where the folder is a place to store documents for official travel expenditures. Furthermore, the author then puts a check mark on the completeness of the document checklist form on the modified map for the placement of the Official Travel Shopping document as a sign that it has been checked and arranged according to what has been determined.
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Figure 3. 8 Checking and compiling the completeness of SPD documents Source: Writer Photo Documentation, 2021
The figure above shows the documents that have been arranged in the Ordner folder and each folder has a document completeness checklist from that must be checked.
5. Stamp document
In general, stamps are usually used to complete the affixation of a signature at the end of a letter, the use of a stamp that indicates the identity of a business entity or non-profit institution plays an important role in ratifying a document. In this case, the author is given the task to give a stamp on each document such as assignment letter, SPD, checklist form, receipt, and invoice using a seal bearing the Bawaslu logo.
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Figure 3. 9 Stamp Documents Source : Writer Photo Documentation, 2021
The figure above shows a document that has been stamped on the signature of the head of the secretariat.
6. Print documents that will be used as ledgers
Printing is an activity to convert softcopy into hardcopy which requires a tool in the form of a printer. Prior to printing, a meeting was held to revise the ledger which contained the Dumai City Bawaslu Comprehensive Report on the Implementation of Dumai Mayor and Deputy Mayor Elections in 2020, in which the book was still in softfile form. To print a file, the first step is to make sure that the computer and printer are connected. Click home on the Microsoft Word file to be printed, select the print menu. Make sure all the desired settings have been defined such as paper size, margins, color/black and white. Then select the printer that has been connected by viewing the word online. After that click print to print the file. How to print a document is as follow:
a. Prepare the file to be printed, then Open
b. From the worksheet, click File -> Print or you can press Ctrl + P c. Adjust the settings to what you want then click Print
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Figure 3. 10 Print documents that will be used as ledgers Source : Writer Photo Documentation, 2021
The figure above shows that the Author was assigned to print the Bawaslu annual report book.
7. Label each Ordner folder
Labeling the back of the ordner serves to write down information, code or other data that you want to display to make it easier to search for documents. In this case the author is given the task to stick a label on the ordner according to the contents contained in the folder.
Figure 3. 11 Label each ordner folder Source : Writer Photo Documentation, 2021
32 The figure above shows the Author being instructed to label each ordner folder according to the type of contents of the folder.
8. Compiling and sorting documents
Sorting letters/documents is the activity of separating letters received from other companies/agencies into groups or groups that have been determined for further processing. In this case, the author is tasked with compiling and sorting documents that have not been signed and stamped by sorting the documents and marking them using sticky notes.
9. Archive documents
Archiving is the process of storing and managing archival documents according to a particular filing system. In this case the author is given the task of archiving documents that have been previously sorted and arranged in an ordner folder according to the type of document, after which the folder is inserted into the filing cabinet and arranged according to the date on the folder.
Figure 3. 12 Archive documents Source : Writer Photo Documentation, 2021
The figure above shows a cabinet that is used to archive completed documents that arranged in an ordner folder and arranged according to year.
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