Managing Incoming and Outgoing Letters

Oct 13, 2025 by pynkocean.com 140 views

Implementation of the Secretary's Duties in Assisting Activities in the Archival Section at Bank Indonesia, North Sumatra Representative Office

Introduction

In the context of an organization, the role of a secretary is crucial in supporting the smooth running of activities, especially in the archival section. A secretary is not only responsible for handling confidential matters but is also actively involved in the crucial archival process for the operational sustainability of an institution, including Bank Indonesia, North Sumatra Representative Office. The term "secretary" comes from the Latin "Secretum" which means secret, and in line with its development, the secretary now has a broader responsibility, including archive management.

The Importance of a Secretary in the Archival Section

According to the Government Regulation of the Republic of Indonesia in 2009, Article 1: 8, archivists are individuals who have competence in the field of archives obtained through formal education and special training. This shows that to carry out the role of a good secretary, a deep understanding of archiving is very important. A secretary's role in the archival section is not only limited to managing documents but also involves ensuring the accuracy and completeness of information. This is crucial in maintaining the trust and confidence of stakeholders, including customers, employees, and the public.

Routine and Incidental Tasks of a Secretary

The task of a secretary can be divided into two categories: routine tasks and incidental tasks. Routine tasks include essential daily activities, such as:

Managing Incoming and Outgoing Letters: A secretary is responsible for receiving, storing, and distributing important letters related to organizational activities. This involves ensuring that all letters are properly addressed, stamped, and delivered to the intended recipient.
Preparing Documents: This includes typing, making reports, and preparing the material needed for meetings. A secretary must ensure that all documents are accurate, complete, and properly formatted.
Maintaining Filing Systems: A secretary is responsible for maintaining a well-organized filing system, both physical and digital. This involves ensuring that all documents are properly labeled, stored, and easily accessible.

Meanwhile, incidental tasks include activities that are not always carried out every day, such as:

Preparing Speeches: A secretary may be asked to prepare and edit speeches for the leadership. This involves researching, writing, and revising the speech to ensure that it is accurate, clear, and engaging.
Representing the Leadership: Sometimes, the secretary must represent the leadership in various events, both meetings and receptions. This involves ensuring that the secretary is properly attired, prepared, and knowledgeable about the organization's policies and procedures.
Preparing Special Agendas: For certain meetings, the secretary needs to compile an relevant and attractive agenda for participants. This involves researching, writing, and revising the agenda to ensure that it is accurate, complete, and engaging.

The Importance of Archiving

Archives are a systematic process in managing documents, both in the form of letters, reports, or other important data. In the context of Bank Indonesia, good archive management ensures that important information is not lost or damaged. Good archives will support transparency and accountability in the management of public documents.

In addition, by understanding the archival system, a secretary can help improve work efficiency. Through effective archive management, information can be accessed quickly, which will accelerate decision making. This is crucial in today's fast-paced business environment, where timely and accurate information is essential for making informed decisions.

Conclusion

In carrying out their duties in the archival section, the secretary plays a very vital role. With a good combination of routine and incidental tasks, as well as a deep understanding of archives, the secretary not only helps leaders in carrying out their duties but also contributes to the efficiency and operational effectiveness of Bank Indonesia, the North Sumatra Representative Office. As a spearhead of administration, a reliable and professional secretary will ensure that all activities go according to what is planned and comply with existing regulations.

Recommendations

Based on the findings of this study, the following recommendations are made:

Bank Indonesia, North Sumatra Representative Office should provide training and development programs for secretaries to enhance their knowledge and skills in archiving and document management.
The organization should establish a clear policy and procedure for archiving and document management to ensure consistency and accuracy.
Secretaries should be given more autonomy and authority to manage the archival section, including the power to make decisions and take actions.
The organization should establish a system for evaluating the performance of secretaries, including their ability to manage the archival section effectively.

Limitations of the Study

This study has several limitations, including:

The study was conducted in a single organization, Bank Indonesia, North Sumatra Representative Office, and may not be generalizable to other organizations.
The study relied on secondary data and may not have captured the full range of activities and tasks performed by secretaries.
The study did not explore the impact of archiving on the organization's performance and productivity.

Future Research Directions

Future research should focus on exploring the impact of archiving on the organization's performance and productivity. This could involve conducting a longitudinal study to examine the effects of archiving on the organization's efficiency and effectiveness over time. Additionally, research should be conducted to explore the role of secretaries in other organizations and industries, including their responsibilities, tasks, and challenges.
Frequently Asked Questions (FAQs) about the Secretary's Duties in Assisting Activities in the Archival Section at Bank Indonesia, North Sumatra Representative Office

Q: What is the role of a secretary in the archival section?

A: A secretary plays a crucial role in the archival section, responsible for managing documents, ensuring accuracy and completeness of information, and maintaining a well-organized filing system.

Q: What are the routine tasks of a secretary?

A: Routine tasks of a secretary include managing incoming and outgoing letters, preparing documents, maintaining filing systems, and performing other essential daily activities.

Q: What are the incidental tasks of a secretary?

A: Incidental tasks of a secretary include preparing speeches, representing the leadership, preparing special agendas, and performing other activities that are not always carried out every day.

Q: Why is archiving important in the context of Bank Indonesia, North Sumatra Representative Office?

A: Archiving is important in the context of Bank Indonesia, North Sumatra Representative Office because it ensures that important information is not lost or damaged, supports transparency and accountability in the management of public documents, and helps improve work efficiency.

Q: How can a secretary contribute to the efficiency and operational effectiveness of Bank Indonesia, North Sumatra Representative Office?

A: A secretary can contribute to the efficiency and operational effectiveness of Bank Indonesia, North Sumatra Representative Office by providing accurate and complete information, maintaining a well-organized filing system, and ensuring that all activities go according to what is planned and comply with existing regulations.

Q: What are the benefits of having a reliable and professional secretary in the archival section?

A: The benefits of having a reliable and professional secretary in the archival section include ensuring that all activities go according to what is planned and comply with existing regulations, maintaining a well-organized filing system, and providing accurate and complete information.

Q: What are the challenges faced by secretaries in the archival section?

A: The challenges faced by secretaries in the archival section include managing a large volume of documents, maintaining a well-organized filing system, and ensuring that all activities go according to what is planned and comply with existing regulations.

Q: How can secretaries overcome the challenges faced in the archival section?

A: Secretaries can overcome the challenges faced in the archival section by receiving training and development programs, establishing clear policies and procedures, and having more autonomy and authority to manage the archival section.

Q: What are the recommendations for Bank Indonesia, North Sumatra Representative Office to improve the role of secretaries in the archival section?

A: The recommendations for Bank Indonesia, North Sumatra Representative Office to improve the role of secretaries in the archival section include providing training and development programs, establishing clear policies and procedures, and giving more autonomy and authority to manage the archival section.

Q: What are the limitations of this study?

A: The limitations of this study include the study being conducted in a single organization, relying on secondary data, and not exploring the impact of archiving on the organization's performance and productivity.

Q: What are the future research directions?

A: The future research directions include exploring the impact of archiving on the organization's performance and productivity, conducting a longitudinal study to examine the effects of archiving on the organization's efficiency and effectiveness over time, and exploring the role of secretaries in other organizations and industries.