Webinar “Increasing the Professionalism of Archive Managers in Realizing an Orderly Archive Village”

The webinar of Archive Village program with the theme “Increasing the Professionalism of Archive Managers to Create an Archive Order Village” was held on Friday (26/3/2021) via zoom meeting, attended by approximately 200 participants. The event was intended as a form of basic competence for villages to be able to properly and correctly implement letter processing activities.

Wahyu Setiwan, SH, MH as Lecturer of the Library Science Study Program and Head of Archive Supervision Section of East Java Province explained that so far the problem in the village is the archive storage system which still uses conventional systems. In addition, it can also be caused by several aspects such as a lack of concern for archives and not understanding the science of archive itself.

There are advantages if the archives are neatly organized, which are: planning and decision making to support public services, accountability materials for protecting people’s civil rights, protection of assets and intellectual property, identity and collective memory of protecting the existence of the nation as legal evidence. In handling letters, there is a centralization principle, where the principle is implemented centrally in the village or sub-district secretariat as an archiving unit. The responsibility for managing letters is also different, the archival unit within the Village Government is the Village Secretariat which is responsible for the management and guidance of incoming and outgoing letters while the processing unit is a unit within the Village Administration consisting of the head of the village, affairs / the section who are responsible for processing letters.

In managing incoming mail at the archiving unit, there are several procedures such as receiving, recording, controlling, and distributing. Then the follow-up to the incoming letter is carried out by the Head of Affairs / Head of Village / Head of Section as a processing unit in stages such as receiving letters and disposition sheets and affixing initials as receipts on the means of recording incoming letters, reading and examining the contents of official letters along with the Disposition Sheet, following up the contents of the letter are in accordance with the disposition, after the letter has been processed, the letter is submitted to the Secretary of the Village to be kept at the Secretariat (Archiving Unit).

Wahyu also said that in Indonesia there are archival monitoring activities where the results become a value and show the performance of an institution.

“In Indonesia, there are archival monitoring activities where the result becomes a value for bureaucratic reform, so bureaucratic reform shows an institution’s performance whether the institution is good or not. One of the indicators of assessment is archival documents, an institution whose archives are not good, so it can be ascertained that the institution is not good either, “he said. [Rachma / Humas UB/ Trans. Iir]