With the rapid development of the fast-paced technological era in accessing and storing data, it cannot be denied that archival management is a part that cannot be separated from institutional and organizational activities, even today. There is a need for awareness to care for, store and carry out a systematic, efficient structuring process so that in the future the archives are maintained in their validity. It is not uncommon for archive management in an organization to not be running well, which can cause big problems if needed at any time. Such as document damage which makes it difficult to recognize/validate, archive preparation which is not yet systematic so it requires quite a long process to access, and facilities which sometimes do not support it (room, storage facilities, filing, etc.). This often happens when awareness and archival governance are still underestimated. Therefore, to raise awareness about archives from the central level to the faculty, Universitas Brawijaya (UB) held a workshop on quality archive management with the theme “Towards Transparency, Reliability and Access to Dynamic Archives Management Information from the Supervision Side”, Tuesday (18/ 9).
In 2024, UB plans to receive direct supervision from the National Archives of the Republic of Indonesia (ANRI) regarding archive management, so that by attending this workshop, participants can be involved in self-assessment of internal conditions in the campus environment. The speaker, Susanti, S.Sos, M.Hum as Associate Expert Archivist (ANRI) revealed that the community members appointed as private supervisory teams will be expected to be able to understand the indicators and needs of each unit as a basis for assessment, so that the achievement of a minimum good predicate can be met. According to her, there are several policies that must be fulfilled in the administration of archives, the first is regulations related to the official document system used as a reference for correspondence and the process when it is carried out. Second is the classification of archives as identification of forms of correspondence such as numbers, codes and so on. Third, archive retention including scheduling which is used for document depreciation.
In addition, there is a security classification system and dynamic archive access. These regulations are an important part of knowing which documents are ordinary, restricted or confidential. Of course, in the activity of conveying information, the manager concerned must not convey it haphazardly, he must remember and properly understand the classification of the document. Each work unit section is also required to know how to process active and inactive records as well as vital records. “If everything has been fulfilled, archive managers need to pay attention to the main points of filing which consist of filing active archives which are stored in a central document. The physical arrangement of files is based on problem level groupings in archive classification, so that informatively, indexes and descriptions of active archive files are arranged in a list of active archives as a retrieval tool. “Of course, with proper management, archive storage can be well maintained and searching does not take a long time,” she said. [UB PR/ Trans. Iir]
