Some of you may already know that documentation is anything that is closely related to administrative activities in the form of notes, reports, documents, etc.
- Understanding Documentation General
Basically, documentation is taken from English, namely documentation. Reporting from your official website oxfordlearnersdicrionaries, there are two meanings of documentation or documentation. The first is to present information or official evidence that is useful for records. Second, as an effort to record and categorize information in the form of writing, photos, videos, etc.
So, it can be concluded that the definition of documentation is a form of activity or a systematic process of searching, using, investigating, compiling, and providing documents to obtain knowledge, information, and evidence as well as disseminate them to interested parties.
In addition, the notion of documentation is a form of activity or process in providing various documents by utilizing accurate evidence based on recordings from various sources.
Some parties think that documentation is the same as archival form in a library, in fact it is clearly different. Some experts even say that the notion of documentation is the collection of documents on a particular subject.
For example, the data obtained from the documentation process can be used to fully introduce the company to new employees. For this reason, this activity has a close relationship in the administrative process in the business world.
- Definition of Documentation According to Experts
- Paul Marie Ghislain Otlet
Paul Otlet said that the notion of documentation is a special form of activity in the form of processing, collecting, retrieving, storing, and distributing documents.
- Nurhadi Magetsari et al
Nurhadi Magetsari et al. explained that the definition of documentation is a material that belongs to any type, form and nature related to the location of recorded information, written records or sculptures, which present factual information.
- Tung Palan
Tung Palang argues that the notion of documentation is an authentic record that can be proven and can be used as evidence in the eyes of the law where the documentation contains complete and real data.
- Big Indonesian Dictionary (KBBI)
Reporting from the KBBI page, the definition of documentation is a process of collecting, processing, selecting, and also storing information in the field of knowledge, which provides or collects evidence related to information, such as quotes, pictures, torn newspapers, and other reference materials.
- Encyclopedia Britannica
Based on the Encyclopedia Britanica, the definition of documentation is an act of monitoring and also compiling a bibliography that utilizes various tools such as digests and essays, indexes, or other traditional ways to obtain such information.
- Federation Internationale de Documentation (FID)
FID explained that the definition of documentation is a form of collecting and distributing various types of documents related to all human fields of work.
- Documentation Function
The documentation function is divided into general functions and functions within a company.
- General Documentation Functions
In general, the function of documentation is to provide users with information related to the contents of the document, evidence and accurate data related to document information, protect and store the physical contents of the document, and also avoid document damage.
In addition, the general function of the document is also as research material for scientists, increasing the collection of state documents, and ensuring the integrity and authenticity of the information and data included in the document.
- Documentation Function for Companies
There are many functions of documentation for a company, namely as a company memory that is useful for maintaining its agency, for implementing company policies, planning, and monitoring. Other functions are for evidence tools, historical references, financial information providers, educational orientation needs for new employees, as well as maintaining company relations with the community, especially clients.
- Role and Purpose of Documentation
As we have explained above, basically the purpose of documentation is to obtain knowledge, information, and authentic evidence related to something.
Meanwhile, the role of documentation is to assist services in terms of documentation, issue documentation publication journals, organize scientific seminar conferences, help develop knowledge, create and develop ways of managing a document, and finally create a catalog.
- Documentation Tasks and Activities
There are several kinds of documentation tasks, namely collecting and searching for materials, recording and managing documentation, publishing and disseminating necessary documents to the public, and archiving.
- Types of Documentation
In general, documentation is divided into several types, namely:
- Document Based on Activities
Based on activities, the types of documentation are divided into personal documentation, commercial documentation, and government documentation. Personal documentation is a document that is closely related to individual needs, such as driver’s license, ID card, birth certificate, and diploma. Meanwhile, commercial documentation is a document that is closely related to buying and selling transactions, such as receipts, notes, and checks.
Finally, government documentation is a document that is closely related to government administration, such as government regulations, regional regulations, and laws.
- Documents Based on Physical Form
If judged based on their physical form, the types of documents will be divided into three, namely literary documents, corporal documents and private documents. First, a literary document is a document that is drawn, written, printed, or recorded, such as magazines, films, and books. Second, corporal documents are documents in the form of historical objects that are usually found in museums, for example, fossils, statues, etc.
Third, private documents are documents in the form of letters or archives which are generally stored with an archival system, such as official letters, reports, and commercial letters.
- Documents by Function
Based on the function, the type of documentation is divided into dynamic documentation, and static documentation. Dynamic documentation is documentation that can be used directly to get the job done. While static documentation is a document that cannot be used to complete work directly, for example, corporate documents, literal documents, and private documents.
- Documents Based on Their Nature
Based on its nature, the types of documentation are divided into textual documents and non-textual documents. Textual documents are documents that have written information, such as books, magazines, newspapers, catalogs, etc. While non-textual documents are documents that are able to present information in the form of images, such as maps, pictures, graphics, video recordings, etc.
- Documents by Type
Based on the type, documents are divided into physical documents and intellectual documents. Physical documents are documents related to size, weight, position, materials, facilities and infrastructure. While intellectual documents are documents compiled based on the source, content of the subject, purpose, method of obtaining, method of dissemination, authenticity, etc.
- Document Based on Documentation
Types of documents based on documentation are divided into primary documents, secondary documents and tertiary documents. Primary documents are documents capable of displaying information related to the results of breastfeeding research or obtained directly from the source, such as reports, dissertations, and research patents.
The need for digital IT is needed in daily activities, Bead IT Consultant is the right choice as your partner, visit our website by clicking this link: www.beadgroup.com