The Importance of Handling Incoming and Outgoing Letters in the Secretariat of the Dean

Oct 13, 2025 by talynt.org 68 views

Handling of Incoming and Outgoing Letters in the Secretariat of the Dean of the Faculty of Economics, University of North Sumatra: Key to Fluent Administration

In today's digital era, the speed of information has become a crucial asset for every organization. Efficient communication, both oral and written, is the key to smooth operations and achieving goals. One form of written communication that remains timeless is a letter. Letters are an effective written communication tool, summarizing information in full, clear, and accountable. They are also important documents that can be used as written evidence. Therefore, the management of good correspondence becomes very crucial for every organization, including the Secretariat of the Dean of the Faculty of Economics, University of North Sumatra.

The Importance of Handling Incoming and Outgoing Letters in the Secretariat of the Dean

The Secretariat of the Dean of the Faculty of Economics, University of North Sumatra, plays a vital role in maintaining the smooth administration of the faculty. The process of handling incoming and outgoing letters is a critical aspect of this role. Effective management of correspondence is essential for ensuring that the faculty's goals and functions are carried out optimally. In this article, we will discuss the handling of incoming and outgoing letters at the Secretariat of the Dean of the Faculty of Economics, University of North Sumatra, and the importance of applying systematics in this process.

How is the Handling of Incoming Letters and Outgoing Letters at the Secretariat of the Dean of the USU Faculty of Economics?

At the Secretariat of the Dean of the USU Faculty of Economics, the process of handling incoming and outgoing letters is carried out systematically and structured to ensure smooth administration. The following steps are taken:

1. Acceptance and Recording of Incoming Letters

The incoming letter is received by a special officer at the Dean Secretariat.
The letter is checked for completeness, such as the date, address of the sender, and the contents of the letter.
The letter is then recorded in the entry book register book, including the letter number, date, sender, regarding, and date received.
Letters are accompanied by dispositions from the Dean to determine the authorities to handle the letter.
The letter is then delegated to the intended party according to the disposition of the Dean.

2. Processing and Completion of Incoming Letters

The party receiving the letter will follow up on the contents of the letter in accordance with their authority.
After being processed, the letter was accompanied by an official memorandum as evidence to be handled.
Letters are stored in the incoming letter archive.

3. Preparation and Delivery of Outgoing Letters

Exit letters are prepared based on the official format of the USU Faculty of Economics.
The letter is printed and signed by the Dean or authorized official.
Letters are recorded in the book Register Book Exit by putting the letter number, date, recipient, regarding, and date sent.
Letters are sent by post, courier, or email as needed.

The Importance of Application of Systematics in Management of Correspondence

The application of systematics in handling incoming letters and outgoing letters at the Secretariat of the Dean of the USU Faculty of Economics has several benefits:

*** Efficiency: ** Systematics clearly helps speed up the process of handling letters, so that time and resources are utilized optimally. *** Accuracy: ** Structured and neat recording allows the search and retrieval of letter data quickly and accurately. *** Transparency: ** Transparent letter management provides clear audit evidence and traces. *** Accountability: ** Documented systematics well guarantees accountability and responsibility for each letter that comes in and out.

Challenges and Solutions in the Digital Era

In the digital age, the challenges in managing correspondence are increasingly complex. Increased use of email and other digital platforms in official communication, demanding the Secretariat of the Dean of the USU Faculty of Economics to adapt to the latest technology.

Here are some solutions that can be applied:

*** **Utilization of Letter Management Information Systems (SIMS): ** SIMS can help the process of recording, preparation, and digital storage of letters, increasing data efficiency and security. *** Integration with the e-office system: ** Integration with the e-office system allows the correspondence process to be carried out online, facilitating access and interaction between parties. *** Training and capacity building: ** Capacity building and training for the Dean Secretariat Staff in managing correspondence in the digital era is very important.

Conclusion

Management of incoming and outgoing letters at the Secretariat of the Dean of the USU Faculty of Economics is an important part of maintaining the smooth administration of the faculty. The application of systematic and adaptation to digital technology is the key to success in facing the challenges of the information age. With the management of good correspondence, the Secretariat of the Dean can support the USU Faculty of Economics in achieving its goals and carrying out its functions optimally.

Recommendations

Based on the discussion above, the following recommendations are made:

The Secretariat of the Dean of the USU Faculty of Economics should continue to apply systematics in handling incoming and outgoing letters.
The faculty should invest in Letter Management Information Systems (SIMS) to improve the efficiency and security of letter management.
The faculty should provide training and capacity building for the Dean Secretariat Staff in managing correspondence in the digital era.
The faculty should integrate the correspondence process with the e-office system to facilitate access and interaction between parties.

By implementing these recommendations, the Secretariat of the Dean of the USU Faculty of Economics can ensure the smooth administration of the faculty and achieve its goals and functions optimally.
Frequently Asked Questions (FAQs) about Handling Incoming and Outgoing Letters in the Secretariat of the Dean of the Faculty of Economics, University of North Sumatra

In our previous article, we discussed the importance of handling incoming and outgoing letters in the Secretariat of the Dean of the Faculty of Economics, University of North Sumatra. We also explored the steps involved in the process and the benefits of applying systematics in letter management. In this article, we will answer some frequently asked questions (FAQs) about handling incoming and outgoing letters in the Secretariat of the Dean.

Q: What is the purpose of handling incoming and outgoing letters in the Secretariat of the Dean?

A: The purpose of handling incoming and outgoing letters in the Secretariat of the Dean is to ensure the smooth administration of the faculty. Effective management of correspondence is essential for ensuring that the faculty's goals and functions are carried out optimally.

Q: Who is responsible for handling incoming and outgoing letters in the Secretariat of the Dean?

A: The special officer at the Dean Secretariat is responsible for handling incoming and outgoing letters. They are responsible for checking the completeness of the letter, recording it in the entry book register book, and delegating it to the intended party.

Q: What is the importance of recording incoming and outgoing letters in the entry book register book?

A: Recording incoming and outgoing letters in the entry book register book is important for ensuring that the letter is properly documented and can be easily retrieved when needed. It also helps to maintain transparency and accountability in the letter management process.

Q: How can the Secretariat of the Dean improve the efficiency of letter management?

A: The Secretariat of the Dean can improve the efficiency of letter management by applying systematics in the process. This can be achieved by using Letter Management Information Systems (SIMS) to record, prepare, and store letters digitally. Additionally, integrating the correspondence process with the e-office system can facilitate access and interaction between parties.

Q: What are the benefits of using SIMS in letter management?

A: The benefits of using SIMS in letter management include increased data efficiency and security, improved accuracy and transparency, and enhanced accountability and responsibility.

Q: How can the Secretariat of the Dean ensure that the correspondence process is carried out online?

A: The Secretariat of the Dean can ensure that the correspondence process is carried out online by integrating the correspondence process with the e-office system. This can be achieved by using a digital platform that allows for online access and interaction between parties.

Q: What is the importance of training and capacity building for the Dean Secretariat Staff in managing correspondence in the digital era?

A: Training and capacity building for the Dean Secretariat Staff in managing correspondence in the digital era is important for ensuring that they have the necessary skills and knowledge to effectively manage correspondence in the digital age.

Q: How can the Secretariat of the Dean ensure that the faculty's goals and functions are carried out optimally?

A: The Secretariat of the Dean can ensure that the faculty's goals and functions are carried out optimally by applying systematics in the handling of incoming and outgoing letters, using SIMS to improve the efficiency of letter management, and integrating the correspondence process with the e-office system.

Conclusion

Handling incoming and outgoing letters in the Secretariat of the Dean of the Faculty of Economics, University of North Sumatra, is an important part of maintaining the smooth administration of the faculty. By applying systematics in the process, using SIMS to improve the efficiency of letter management, and integrating the correspondence process with the e-office system, the Secretariat of the Dean can ensure that the faculty's goals and functions are carried out optimally.

Recommendations

Based on the discussion above, the following recommendations are made:

The Secretariat of the Dean of the Faculty of Economics, University of North Sumatra, should continue to apply systematics in handling incoming and outgoing letters.
The faculty should invest in Letter Management Information Systems (SIMS) to improve the efficiency and security of letter management.
The faculty should provide training and capacity building for the Dean Secretariat Staff in managing correspondence in the digital era.
The faculty should integrate the correspondence process with the e-office system to facilitate access and interaction between parties.

By implementing these recommendations, the Secretariat of the Dean of the Faculty of Economics, University of North Sumatra, can ensure the smooth administration of the faculty and achieve its goals and functions optimally.