Understanding Subject Filing Systems (Sistem Subjek)
📌 The subject filing system, also known as topical filing or subject heading, uses the subject matter (or caption) of a document as the basis for organization and coding.
📋 Before implementation, an archive classification list (also called an index list) must be created, which details the subject breakdown for the institution.
🗂️ The core hierarchical structure involves the Main Subject, the Subject, and the Sub-Subject, with further sub-levels possible if necessary.

Structure of Archive Classification (Index List)
📌 The example demonstrates a hierarchy using Kepegawaian (Personnel/Staffing) as the Main Subject, coded as KP.
🔢 A decadic system (persepuluhan) is used for coding sub-levels; for instance, sub-subjects under Personnel are coded in increments of 10 (e.g., 00, 10, 20).
📚 Under the Main Subject KP, the Subject "Pendidikan Latihan" (Education and Training) is coded 10, and its specific sub-sub-subject, "Pelatihan Pemasaran" (Marketing Training), is coded 11.

Coding and Application Example
📌 The combination of Main Subject code (e.g., KP) and numerical sub-codes forms the final archive code, using a mix of letters and numbers as the filing key.
📑 A document regarding "Pelatihan Pemasaran" (Marketing Training) would receive the code KP.10.11, where KP is the primary key (Main Subject), 10 is the secondary key (Subject), and 11 is the tertiary key (Sub-Subject).
💰 Another example, for the Main Subject "Keuangan" (Finance) coded as KU, a bill (Tagihan) under the Subject "Pembayaran" (Payment) would be coded KU.00.01.

Key Points & Insights
➡️ The selection of initial letters for the Main Subject code (e.g., KP for Kepegawaian) is flexible and depends on the archivist's familiarity.
➡️ Archive codes use a hierarchical structure (Primary/Secondary/Tertiary keys) corresponding to Main Subject, Subject, and Sub-Subject breakdowns.
➡️ Effective classification requires establishing clear numerical increments (like per-ten coding) for the Subject and Sub-Subject levels *before* indexing documents.

📸 Video summarized with SummaryTube.com on Nov 14, 2025, 06:49 UTC