Roles and Challenges of Udayana University Archives Management System

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Records Management System

at Udayana University Archives Center:

Roles and Challenges

Dr (Cand) Richard Togaranta Ginting Ni Luh Putu Ayu Mas Adi Sawitri

Udayana University, Denpasar-Bali, Indonesia

International Conference on Library and

Information Sciences 2021

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Background

Archives are evidence and records of

information on each activity within the company that is sustainable

01

Records management is important in an office or college organization.

For this reason, special attention is needed in the form of a correct and effective archive management system.

02

Records management according to Undang- Undang 43 Tahun 2009 includes archive

acquisition, archive processing, archive preservation and archive access.

03

Udayana University Archive Center is an archive management office under the auspices of Udayana University

Administration which handles static archives.

04

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Phenomenons :

• The archive management system has not used adequate applications, only relying on Microsoft Office Word and Excel.

• The Siraisa electronic application is currently running but not all activities can be done through the application because the application is still in the design process.

• Inadequate archive storage.

• Handling for archives that have been damaged has not been managed properly.

• The implementation of the archive management system in the related office is not in accordance with the Standard Operating Procedure (SOP)

International Conference on Library and Information Sciences 2021

Organized by Indonesian Center for Agricultural Library and Technology Dissemination (ICALTD)

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Scope

The scope of this study is about the archive management system which consists of:

management, storage, archivists, archive

storage locations and archive infrastructure,

archive management systems and obstacles in

managing archives at the Udayana University

Archives Center.

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Management

PP Nomor 28 Tahun 2012 included in the activities of organizing archives made in the national archive system accompanied by human resources, infrastructure, and other resources.

Archive Retention Schedule

A schedule that contains at least the retention or storage period, types of records, as well as information containing recommendations regarding the determination of the types of records to be removed, re- evaluated, or permanently used as a guide for shrinking or saving records.

Human Resources Archives

Archival HR is a structural officer in the field of archives, archivists, and general functional in the field of archives.

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Research Methods

• Descriptive research through a qualitative approach

• This research was conducted from February 1, 2021 to March 1, 2021 for 1 month. The location of the implementation in this research at the Udayana University Archives Center

• Primary: the head of the administrative section of the Udayana University Archive Center and the archivist of the Udayana University Archives Center.

• Secondary: through other references related to the

research problem

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Informants

I Wayan Gayun Wiradharma, S.E., M.Si Koordinator Tata Usaha, Rumah Tangga dan Hukum Tata Laksana

Putu Rosa Martika, S.Sos Sub Koordinator Tata Usaha

I Ketut Redana, S.Sos., I Nyoman Subaga, S.Sos., I Nyoman Busana

Arsiparis

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Acquisition at Udayana

University

Archives Center

Based on the results of the interviews found:

• Acquisition is done by writing to the superiors/leaders and respective faculties and then actively informing archivists at Udayana University.

• Acquisition is carried out by actively informing archivists in Udayana University.

Management at Udayana University Archives Center

Based on the results of the interviews found:

• Records processing is carried out regularly every year, and archive assessments are carried out according to applicable rules and legal bases such as the Archives Retention Schedule (JRA)

Discussion

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Archives Preservation at Udayana University Archives Center

Archives Access at Udayana University Archives Center

Based on the results of the interviews found:

• Archive preservation (archive maintenance) is done by giving good chalk to each box every 6 (six) months to avoid damage.

Based on the results of the interviews found:

• Access to the archives is done by coming directly to the archive center of Udayana University and then taking notes and filling out the loan service book.

Discussion

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Archives Retention schedule at

Udayana

University Archives Center

Constraints and obstacles at Udayana University

Based on the results of the interviews found:

• Archives Retention schedule is carried out periodically and on a quarterly basis.

• It is already in the work plan of the archive center and has also been planned and implemented every year.

Based on the results of the interviews found:

• Constraints and obstacles experienced: Lack of human resources. and Inadequate facilities and infrastructure

Discussion

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Conclusion

• Archive acquisition is carried out by actively providing information to all archivists in Udayana University.

• Archival processing is carried out regularly every year.

• Archive preservation is done by giving good chalk in each archive box every 6 (six) months.

• Access to archives is done by visiting the Udayana University Archive Center directly, then taking notes and filling out the loan service book.

• The archive retention schedule (JRA) at the Udayana University Archives Center is carried out periodically and on a quarterly basis.

• Constraints and obstacles found in the management of archives at the Archives Center of Udayana University, namely the lack of human resources and inadequate facilities and infrastructure.

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Suggestions

• Improve the performance of archivists and staff in managing archives.

• Attend training and seminars for archivists in the field of archive management to manage archives.

• Carry out archive management which is carried out in stages and on a scheduled basis to manage archives.

• Prepare appropriate funds for records

management activities.

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Organized by Indonesian Center for Agricultural Library and Technology Dissemination (ICALTD) Bogor, September 7 2021