Archiva Journal

Volume 1, No.1 (Januari. 2020, PP 47-67)

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DYNAMIC ARCHIVES QUALITY MANAGEMENT:

UNDERSTANDING ISO-BASED ARCHIVES AND REGULATIONS

Banu Prabowo
The National Archive of the Republic of Indonesia
Corresponding author: pusdiklat.anri@gmail.com

Abstract
This paper descriptively discusses the dynamic archives quality management based on the
International Standardization Organization (ISO), i.e., ISO 15489-1 (2000), ISO 27001 (2005),
ISO 30301 (2011), 1ISO 9001 (2015), and ISO 14001 (2015) and its related regulation. These
ISOs provide guidelines to support the quality process framework of the quality management
system, environmental management system, management systems for records, information and
documentation, information technology, and information security management systems. The
author viewed that the implementation of ISO-based archiving in the high technology era,
accountability and transparency are mandatory demands. To realize this, it is deemed necessary
to apply the ISO concept, a quality management system implemented in the archiving
organization. With this principle in mind, the archive creator must be realized in an archive
management system, which ultimately provides accountability material that can be used to
support the right decision making and transparency.
Keywords: Dynamic archives, Quality management, Accountability, Transparency, Record
management system, information security management systems.

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INTRODUCTION
In the administration of public services, the orientation to power has made bureaucracy farther
from its mission to provide public services. The low performance of public bureaucracy is
strongly influenced by a culture of paternalism that is still very strong, which tends to encourage
bureaucratic officials to be more oriented towards power than service, placing themselves as
rulers, and treating service users as service objects that need their help (Dwiyanto, 2002). The
important point of bureaucratic reform is to change the system of values and beliefs. Osborne
and Plastrik (2004) stated that the concept of customer-oriented government focuses on
customers’ quality of services. These include conducting customer surveys, set service standards,
provide guarantees, etc. With this input and incentive, the organization is design to deliver
maximum value to customers.
The concept of "customers" according to Macdonald (2002) is divided into two, namely:
internal customers and external customers. The former is related to internal work units in
organizations that have a link of work, while the latter is related to customers outside the
organization who use the services of the organization.
In the context of archives in the Republic of Indonesia, customers can be divided into
customers in the use of active records, inactive records, and static records. In managing inactive
records, internal customers are work units that are in the archive creator as archive users. The
party responsible for this activity is in the archive unit, which is a work unit in the creator of
records that has the duties and responsibilities in organizing archives (Article 1 of Law No. 43 of
2009 concerning Archives). Whereas in a static archive the customer is the public using the static
archive as reference material following their respective interests, this archival organization is
called the Archival Institution. The Archival Institution according to Law No. 43 of 2009
concerning Archives, Article 16 paragraph 3 includes: National Archives of the Republic of
Indonesia, Provincial Archives, District/City Archives, and Higher Education Archives.
In organizing customer-oriented archiving, two very important concepts are accountability
and transparency. How to realize both of them will be a focus of this article. Accountability and
transparency are keywords in a society that upholds democratic values. In the context of
bureaucratic reform, the existence of these two things is an obligation. Without it, bureaucratic

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reform will not produce optimal results. Meanwhile, the archive as a material for the
accountability of the bureaucratic apparatus is one indicator to assess the accountability of the
apparatus. The accountability of the new apparatus will be meaningful if accompanied by
Transparency.
Considering the importance of this issue, this article discusses the realization of
accountability and transparency principles in the archival institution within the perspective of
quality management. Specifically, this paper seeks to describe the organization of archives based
on the system, legislation, quality management system, and ISO.
The findings of this article are hoped to shed some light on enhancing the quality of
archival management systems so that the archive institution could provide archival services with
high quality.
The rest of this article is divided into a research method, discussion on quality management
of the archival institution, archive management based on ISO and regulation, and finally ended
with the conclusion in the last section.

RESEARCH METHOD
The descriptive-analytical method is used in this study, delineating the investigated issue, relying
upon concepts and theories derived from several works of literature in the forms of books, laws
and other supporting references. From the references, an in-depth discussion and analysis are
provided. These references are used is to discuss the existing issue, obtained from data sources
and references. Besides, the existing ISO documents, reports, reference books, laws, and
regulations are then analyzed and compared to the existing facts to provide in-depth analysis and
discussion (Masri and Effendi, 1984)

SYSTEM-BASED ARCHIVES MANAGEMENT

To understand the archive management system, Figure 1 is provided. As illustrated in Figure 1,
the concept of a system consists of process input, output, and feedback. A system is a single unit
consisting of sub-systems, sub-systems.

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Source: Adapted from the University of Columbia's Master of Archival Studies

Research Team and the U.S. Department of Defense Records Management Task
Force (Genesis and Preservation of the Agency's Archival Fonds, 1996).

Figure 1. Archive Management System Model

The word system comes from the Greek "systeme" which means arrangement. Some
elements in the early chaos were arranged in a certain way. A "system" is defined as a whole in
the sense of unity that is more than just the sum of its parts, the sum of the elements and also the
relationship between them to each other. To form an organized whole, in which there are
selection, relations, and control over the constituent elements (F. Budi Hardiman et al., 2008).
In reviewing archival system theory, the activity and entity models introduced by the
University of Columbia's Master of Archival Studies Research Team and the U.S Department of
Defense Records Management Task Force in Activity and Entity Models are referred. This
model shows that the management of archives is closely related to its components (Genesis and
Preservation of Agency's Archival Fonds, 1996). In this article, the discussed system theory is
called the Archival System Theory. In this model, there are four components (see Figure 1):
Input, process, output, control, and facilities.
Inputs can be categorized into two levels, namely: (i) input at the macro level: information
about the organization that creates the archive, especially about the vision, mission, main tasks
and functions of the organization; and (ii) inputs at the micro-level, namely: information about
the archive that is created and received.

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The process is in the management of quality-based dynamic records. In this level, things
that need to be considered are the references used in managing archives, namely: the science of
archives, national standards, international standards, laws, and regulations (such as Law No. 43
of 2009, PP No 28 of 2012). Besides that, other factors must be considered, such as HR,
networks, facilities, and infrastructure.
The output of dynamic archive management is the administration of records that meet
quality standards. Macdonald (2002) briefly defines quality as a condition that meets
requirements/needs; the definition makes it possible to measure quality. We know when we meet
or not meet the requirements. A similar definition stated by Heriyanto (2009), quality is the
degree achieved by the characteristics of the product/service in meeting the
requirements/needs/expectations of customers/beneficiaries. In the context of the archive,
customers are dynamic archive users. What is the desired quality? Heriyanto (2009) provides
quality indicators which include: quality, cost, delivered as promised (delivery), prioritizing
excellent service, upholding ethics (moral), in line with expectations, using technology
information (ISO 9001: 2008, 2009 Training Materials).
The methodology needed in the process to ensure quality is: Plan, Do, Check, and Act
(PDCA). Planning: setting goals and processes needed to deliver results according to customer
requirements and organizational policies. Do: do the process; Check: monitor and measure
processes and products for policies, objectives, and requirements for products and results reports.
Act: take action to continuously improve process performance.
Furthermore, the output is related to dynamic records management is expected to be
making records that meet the requirements of accountability and transparency. First:
Accountability. ISO 30300: 2011 (E) defines accountability is the principle of accountability for
what has been done, "the principle that individuals, organizations, and communities are
responsible for their actions and may be asked to explain it to others".
In a similar vein, Kennedy and Schauder (1998) define accountability as a principle that
individuals, organizations, and communities are required to account for their actions. The
organization and its employees must be able to account to the regulatory authorities, to the public
for meeting legal obligations, audit requirements, relevant standards and codes of practice, and
the expectations of their communities. Meanwhile, Pope (2003) associates accountability with

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records. He said that records management policies are very important both to provide
information and to ensure that every civil servant can be held accountable for all his actions. If
there is no file, it is highly unlikely that civil servants who have done wrong can be revealed and
sanctioned.
With regards to transparency, Madison, one of the framers of the United States
Constitution, as quoted by Pope (2003: 428) revealed: People's government is formed without
information for the people or how to get it is nothing but opening for a "joke" or a tragedy, or
both. Meanwhile, Pope (2003) describes transparency as a condition where the public has the
right to know how public institutions exercise authority and use the resources entrusted to him.
Furthermore, transparency needs to be strengthened by steps to develop an information
disclosure system.
The basic principle of transparency basically states that public institutions (bureaucracy)
open themselves (open) to the community over the policies, decisions they make. In other words,
the bureaucracy provides itself to provide access to information to the public; this is a reflection
of the principles that apply to all aspects of the public activity cycle. This principle is called the
Liability Principle (Pope, 2003: 49), namely: public office holders are responsible to the public
for the decisions and actions they take and must be willing to put themselves under any
supervision following their position.
From Figure 1 above, this article only focuses on two aspects, namely: Standards
(National, ISO) and applicable laws and regulations, and quality management as a model for
managing dynamic records.

INDONESIAN NATIONAL STANDARD (SNI 8642: 2018)

Indonesian National Standard SNI 8642: 2018 with the title 'Information and documentation -
Archive management - Part 1: Concepts and principles "is an identical adoption of ISO 15489-1:
2016' Information and documentation record management - Part 1: Concepts and principles' with
the method Translate. This standard establishes the main concepts and principles for the creation,
capture, and management of records. This section is an important component of several National
Standards and Technical Reports that provide guidance and further guidance on the concepts,
techniques, and practices of creating, capturing and managing records.

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According to this standard, the definition of archives is information that is created,

received and maintained as evidence and as an asset for organizations or individuals, in carrying
out legal obligations or in work transactions. While the management of archives according to
SNI 8642: 2018 is: the field of management that is responsible for efficient and systematic
control of the creation, receipt, accreditation, use, and depreciation of archives, including the
process of capturing and providing evidence and information on work activities and transactions
in the form of records.
The benefits of managing archives based on the Indonesian National Standards (SNI 8642:
2018), as referred to in point 1.2 are:
a) increased transparency and accountability;
b) effective policy formulation;
c) decision making supported by adequate information;
d) work risk management;
e) continuity when disaster strikes;
f) protection of the rights and obligations of organizations and individuals;
g) litigation protection and support;
h) obedience to laws and regulations;
i) increased ability to demonstrate corporate responsibility, including meeting
sustainability goals;
j) cost reduction through meaningful work efficiency;
k) protection of intellectual property rights;
l) evidence-based research and development activities;
m) the formation of occupational, personal and cultural identities; and
n) protection of corporate, individual and collective memory.
According to SNI 8642: 2018, records management to be used to support an organization's
information governance program must be supported by the establishment of policies,
responsibilities imposed and procedures for the creation, capture, and management of records.
First: Regarding Policy. Records management policies should be developed, documented
and implemented. Policies should be based on work objectives and supported by rules and
procedures for managing records. Policy development should be based on understanding the

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work context and archival requirements relevant to the scope of the policy. Dissemination and
application of records management policies should aim at the creation, capture, and management
of archives that are authentic, reliable and useful, that have integrity, support and enable work
activities that take place as long as the records are needed. The policy should include statements
about the scope, such as aspects of archival management covered, applicable standards and audit
requirements, and it should also state the work activities that are governed by the policy. Policies
should specify aspects in the creation, capture or management of records that are affected by
laws, regulations, standards, mandates and other best practices. Policies should be approved and
approved at the appropriate decision-making level and should be announced in the appropriate
internal and external environment. The party responsible for the policy and can guarantee
compliance with the policy should be appointed. Policies should be reviewed periodically to
ensure that they reflect current job requirements. The policy should include the time interval for
the review, and the party responsible for conducting the review. The policy that has been
replaced is an archive and should be stored and managed as an archive.
Second: Relating to Responsibility. Responsibility and authority in the creation, capture,
and management of records should be determined, designated and announced. Decisions
regarding the creation, capture, and management of records are organizational decisions based on
archival requirements and risk assessment. Decisions should be approved by authorized officials
and documented. Responsibility should be borne by all personnel who create and use records as
part of their work and should be stated in job descriptions and similar information if deemed
necessary.
The appointment of the responsible individual should be legalized. Higher leadership
responsibilities for records management should be borne by individuals who have the appropriate
authority such as senior officials.
Third: Relating to the procedure. The reliability of the filing system is documented by
creating and managing records of operational and procedural procedures and if needed,
procedures relating to the technology of the system (5.3.2 characteristics of the filing system).
The process of creating, capturing and managing records should be incorporated into
appropriate procedures and systems, including the filing system, and should include an archive
control mechanism. This process should be supported by the following procedure:

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a) creating an archive;
b) capture the archive;
c) classification and indexing;
d) access control;
e) keep records;
f) use and reuse;
g) migration or conversion; and
h) depreciation.
Managing archives according to SNI 8642: 2018 Information and documentation -
Managing archives - Part 1: Concepts and principles, including the following activities:
a. Creating and capturing records that meet the requirements as proof of work activities;
and
b. Take appropriate measures to protect the authenticity, reliability, integrity, and
usefulness of records as work information and requirements for dealing with changes in
records management over time.
Furthermore, in SNI 8642: 2018 it is emphasized that the management of records is based
on the following principles:
a. the creation, capture, and management of records is an integral part of the performance
of work, in any context
b. records, regardless of form or structure, are valid proof of work if they have
characteristics of authenticity, reliability, integrity, and usability.
c. The archive consists of content and metadata that describe the context, content, and
structure of the archive and its management over time.
d. decisions regarding the creation, capture, and management of records are based on the
analysis and assessment of risks from work activities, in the context of work, law,
regulations and society, and
e. records management system, regardless of the level of automation, allows control of
records and implementation of creation, capture, and management of records. This
system depends on established policies, responsibilities, monitoring and evaluation, and
training to meet known archival requirements.

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REGULATED-BASED DYNAMIC ARCHIVES MANAGEMENT

The question discussed in this article is: If archival management is based on ISO, what about the
laws and regulations that apply in Indonesia?
In organizing archives in Indonesia based on ISO, this International Standard states that:
the obligation to refer to legal regulations is required by ISO as stated in ISO 15489-1: 2016 (E).
It is stated that the legal basis is a requirement in managing dynamic records, as referred to in
point 7.4. The requirements for managing dynamic records are based on an analysis of activities
and their contexts that originate from organizational needs, legal requirements and laws and
regulations. The same was stated by ISO 30300: 2011 Management System for Records, this ISO
also stated that the legal basis is an important factor in the management of dynamic archive
systems, as stated below:
a. In determining and reviewing records management objectives, operational, legal, and
other requirements relating to the creation and control of dynamic records must be
considered;
b. The organization assesses and documents legal operational requirements, regulations as
proof of compliance.
Based on the international standards above, it can be concluded that the legal basis and
regulations in a country become a prerequisite in the management of dynamic records in that
country to provide legal certainty for the administration of archives. In the archive management
system in Indonesia, the components that must be considered are Laws and Regulations (such as
Law No. 43 of 2009, PP No 28, 2012). Legislation such as Government Regulation No. 28 of
2012 concerning the Implementation of Law No. 43 of 2009 concerning Archives is the
implementing regulation of article 15, article 30 paragraph 3, article 46, article 47 paragraph 3,
article 48 paragraph 3, article 52 paragraph 2, article 55, article 67, article 68 paragraph 3 of Law
No. 43 of 2009 concerning Archives.
Based on PP No 28 (2012), archival management is part of the administration of archives
as mentioned in article 4. The administration of archives includes activities: Determination of
policies; Fostering archives; and records management. Records management according to article
29 includes dynamic archive management; and static archive management. Dynamic archive

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management is performed on vital archives, active records, and inactive records. The person
responsible for managing dynamic records is the creator of records.
Who is the creator of the archive? According to Article 30, management of dynamic
records must be carried out by the creators of the archives, namely, First: state institutions,
regional governments, state universities, as well as State-owned enterprises (BUMN) and
Village-owned enterprises (BUMD); Second: companies and private tertiary institutions whose
activities are funded by the state budget, regional budget, and / or foreign aid; and third: third
parties who are given jobs based on work agreements with state institutions, regional
governments, state universities, and BUMN or BUMD as employers. So, dynamic archive
management must be done by the creator of the archive.
What activities are included in dynamic archive management? Dynamic archive
management according to Article 31 PP No. 28 (2012) includes activities: the creation of
records; use of archives; maintenance of archives; and archive depreciation.
First: Creation of Archives. Archives are made and received by an agency (PP No. 28,
2012 Art 32): (1) The creation of archives includes the following activities: a. making archives;
and b. receipt of records. Making records must be registered (Article 33 PP No. 28, 2012): (1)
Making records must be registered. (2) Registered archives are distributed to the entitled parties
quickly and in a timely, complete and safe manner. (3) The distribution of records is followed by
control measures. Basis for creating archives (article 32 PP No28): Paragraph (2) The making
and receiving of records as referred to in paragraph (1) shall be carried out based on official
script procedures, classification of records, as well as security classification systems and access
to records.
Second: Use of Archives. Use of Dynamic Archives: for the benefit of government and
society (article 37 PP No. 28, 2012): (1) Use of dynamic archives are intended for the benefit of
government and society. (2) The availability and authenticity of dynamic archives are the
responsibility of the creators of the archives. (3) The head of the processing unit is responsible
for the availability, processing, presentation of vital records and active records. (4) The head of
the archival unit is responsible for the availability, processing, and presentation of inactive
records for the benefit of internal use and the public interest. (5) In the context of the availability
of archives for the sake of access, dynamic records can be transferred over the media. Basic use

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of archives (article 38 PP No. 28, 2012): The use of dynamic records is carried out based on
security classification and archive access system.
Third: Archive Maintenance. Archival maintenance aims: Maintain authenticity, integrity,
security, and physical and information safety. Maintenance of dynamic records includes
maintaining vital records, active records, and inactive records both in the maintained and public
archives category. Maintenance of dynamic records is carried out through activities: Filing of
Active Records, Arranging Inactive Records, Archive Storage, Transfer of Media (article 40 PP
28). Reference to archival maintenance activities: archive classification instruments.
In maintaining the authenticity, integrity, security, and safety of archives according to the
National Archives Regulation of the Republic of Indonesia Number 9 of 2018 concerning
Guidelines for the Maintenance of Dynamic Archives, article 2 is carried out by:
a. Ensuring the archive that is created or will be created can be filed following the
classification of the Archives;
b. Ensure that the complete archive is filed as a whole activity and does not undergo
physical and information changes until the depreciation stage;
c. Ensure that the archived file has an appropriate classification code and is stored following
the classification of the Archives;
d. Ensuring the use of security classification systems and archival access consistently; and
e. Ensure records are organized and stored using archiving infrastructure and facilities
following standards.
Types of dynamic archive maintenance include: active archive filing, inactive archive
management, archive storage, and media transfer
Fourth: Depreciation of the archive. Definition: Archival shrinkage is the activity of
reducing the number of records by moving inactive records from the processing unit to the filing
unit, destroying records that have no use value and submitting static records to the archival
institution (Law 43 of 2009 concerning Archives). Depreciation Through activities: transfer of
inactive records from the processing unit to the filing unit; destruction of archives that have
retained their retention and do not have a use-value following the provisions of the legislation;
and submission of a static archive by the creator of the archive to the archival institution. (article

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56 PP 28, 2012). The basis for depreciation: Depreciation of the archive, carried out by the
creator of the archive based on the Archive Retention Schedule (Article 52 PP28, 2012).
From the above discussion, it is clearly seen that dynamic archive management must refer
to four dynamic archive management instruments, where each instrument (official manuscript,
archive classification, archive retention schedule, and security scheme and classification of
archive access) is used as reference activities in accordance with the stages of dynamic archive
management which include: creation, use, and maintenance, as well as depreciation of records

ISO-BASED DYNAMIC ARCHIVES MANAGEMENT

The International Organization for Standardization (ISO) is an international organization
established in 1947 until now ISO has issued more than 21,950 standards in various fields. For
the management sector, among others are ISO 9001 Quality Management System, and for
records management, including ISO 15489 Records Management and ISO 30300 Management
System for Records.
International Organization for Standardization (ISO) 15489-1: 2016 output standards
Information and Documentation - Records Management - Concepts and Principles (hereinafter,
ISO 15489-1: 2016) underline three main phrases in archival management: archives, file
systems, and records processing.
The Management Systems Standards (MSS) series consists of five standards:
Fundamentals and vocabularies (30300: 2011), Requirements (30301: 2019 [2011]),
Requirements for bodies providing audits and certifications (30303), Guidelines for
implementation (30302: 2015) and Assessment guide (30304). see picture 2, The five archival
systems management frameworks, can be divided into three themes (fundamentals, requirements,
and guidance) for a government or corporate institution

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Figure 2. International Standards and National Records Management Standards

According to ISO 30301: 2019, the five standards are the archival governance framework
for an organization or across organizations fulfilling its mandate, mission, strategy, and
objectives. The series, especially ISO 30301, is related to ISO 9001: 2015 (2008) Quality
Management Systems, Quality management systems - Requirements, ISO 14001: 2015
Environmental Management systems - Requirements with guidance for use, and ISO / IEC
27001 Information technology - Security techniques - Information security management systems
– Requirements.
This section will discuss two things, namely: ISO records management and ISO 9001
quality management system and linkages to the needs of dynamic records management
instruments.
According to ISO 30300: 2011 what is meant by archive is: Information created, received
and maintained by organizations or individuals as evidence (evidence: not limited to legal
understanding) and assets to fulfill legal obligations or work transactions.
Management System Structure for dynamic records according to ISO 30300: 2011-
Management System for Records (see Figure 3.) shows that the desired output is the creation of
quality records to support appropriate managerial decisions to achieve policies and expectations.

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Figure 3. Structure of A Management System For Dynamic Archives

The output can only be achieved if the following inputs or requirements must be met:
Understanding and fulfillment in the organizational context consists of: external factors (legal
basis, national, regional, international regulations) and internal factors (governance,
organizational structure, duties and functions, responsibility, policy, strategic objectives,
objectives, capability, resources and knowledge, standards, guidelines, SOP, while the need for
leadership is to ensure management commitment in managing archives, careful planning
(provision of infrastructure and facilities for archiving, dynamic records management
instruments) The provision of archival and operational resources is expected to provide quality
archival output.
In the ISO 9001: 2008 Quality Management System-Requirements, it is stated that the
Quality Management System must refer to the applicable regulations as referred to in point 1 in
general and 1.1 in the scope of ISO 9001: 2008. The quality management system requires that
the organization aims to increase customer satisfaction through effective system implementation,
including the process of continually improving the system and guaranteeing compliance with
customer requirements and applicable laws and regulations (1. Scope: 1.1 General). Whereas in
ISO 9001: 2015 in point 1. The scope mentioned the need for applicable legal and regulatory
requirements. Relating to archives or documents, in ISO 9001: 2015 contained in item 7.5,
namely documented information (in ISO 9001: 2008 with separate terms: documentation and
records). Therein lays the link between ISO 9001 and ISO records management. The archive

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documents every event or transaction or forms a set that has been designed to record work
processes, activities or functions. Archives, regardless of form or structure, should have
characteristics: authenticity, reliability, integrity, and usability so that they can be regarded as
valid evidence of work events or transactions and to truly meet job requirements (SNI 8642:
2018 and ISO 15489 -1: 2016).
The risk analysis for the created archive is the possibility of creating an archive that is
judged as invalid evidence, it is caused by an archive whose character is: not authentic, has no
reliability, not intact, and there is no aspect of usability. To avoid the above, the correct
understanding of the character of the archive becomes absolute. For this reason, the following
characteristics will be discussed in a row, then how it relates to the instrument for managing
dynamic records.
First: Authenticity. An authentic archive is a proven archive: Has a purpose as intended;
Created or sent by the party who actually created or sent; Created or sent according to its
purpose. Work rules, processes, policies, and procedures that control the creation, capture, and
management of records, should be applied and documented to ensure the authenticity of records.
The creator of the archive should have the authority and knowledge
Second: Reliability. Reliable archives are records that: The contents are believed to provide
a complete and accurate picture of the transactions, activities or facts that are stated; and can be
relied on for the next transaction or activity. Records should be created at the time of the
intended event or immediately thereafter by individuals who have direct knowledge of the facts,
or by a system that is routinely used to carry out transactions.
Third: Integrity. The full archive is complete and unchanged. Archives should be protected
from unauthorized changes. Policies and procedures for managing records should specify what
additions or information can be made to the archive after it has been created, under what
conditions such additions or information can be authorized, and who has the authority to make
them. Descriptions, additions or deletions of files should be explicitly stated and traceable.
Fourth: Usability. An archive is an archive that can be identified, rediscovered, presented
and interpreted in a time that is deemed appropriate by stakeholders. Records should be linked to
work processes or transactions that produce the records. The relationship between records that
records work-related transactions should be sought. Archival metadata should support usability

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by providing information that might be needed to recover and present it, such as identifiers,
format or storage information.
Relating to the characteristics of the authenticity of the archive is an archive that has a
proven purpose as intended; created or sent by the party who actually created or sent; created or
sent according to its purpose. To fulfill this, the instrument needed is the official script. It is also
contained in the archives regulation: TND maintains Authenticity (Article 36, PP No 28, 2012).
a. The creation and acceptance of records must be maintained for their authenticity based
on an official script system.
b. The processing unit is responsible for the authenticity of the archives was created.
Relating to reliability characteristics.
Reliable archives are records that: their contents are believed to provide a complete and
accurate picture of the transactions, activities or facts that are stated; and reliable for subsequent
transactions or activities.
To fulfill these characteristics an instrument of official script and classification of the
archives is needed Relating to wholeness (integrity). The full archive is complete and unchanged.
Archives should be protected from unauthorized changes. Archive classification is an instrument
that directs the creation of the integrity of the archive that is the archive is created in full from
the running of the organization that is reflected in the functions, activities, and transactions.
Archives avoid changes by unauthorized, partial omissions or partial additions. This feature can
be fulfilled with the instrument classification archive and official script procedures.
Relating to usability characteristics, it shows that useful records are records that can be
located, quickly and easily recovered, presented and interpreted. Records must be presented in a
sequence and directly related to work activities or transactions that produce them. In other words,
the archive is really a recording of the activities of organizations or individuals. This can be
fulfilled if the creator of the archive has the classification of the archive. With the classification
of the archive, the archive will be easily stored, rediscovered, presented, and understood.
Relating to usability, security classification and access classification instruments are also
needed. Access here regulates which archives are open to the public, and which archives have
limited access. The use of archives also requires that the archives stored are those that truly have
a value, for that the JRA instrument will be very important to be used as a reference to filter the

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archives that still need to be stored, and which archives must be destroyed or which archives
must be submitted to the archival institution. To meet the filing system that meets the above
requirements, the organization of filing that meets quality can be formulated with the Quality
Management System-based filing system (SO 9001-2008, 2015), and closely with ISO 15489:
Records Management.
In the context of quality management, there are four levels of Quality Management System
documentation: documented statements of the quality policy and quality objectives, quality
manuals, documented procedures and desired records according to standards, documents which
include: records set by the organization needed to ensure the effectiveness of planning,
operations, and control of the process (ISO 9001: 2008). Meanwhile, Heriyanto (2009) explained
that ISO 9001 Training Manual, 2009 divides the hierarchy of quality documentation into quality
manual, work procedures, implementation instructions, quality records/records.
Hadiwiardjo and Wibisono (2000) mentioned the level of documentation in the quality
system: quality guidelines, procedure guides, work instructions, forms, and records. The quality
manual/quality manual clearly explains to everyone about the organization's commitment to
quality by providing foresight, quality policies, and objectives, its systems, procedures, and
methodology. This quality manual or quality manual is a document in which an agency/company
will clearly explain its commitment to quality. Whereas Work procedures and instructions are
guidelines for internal company needs and do not need to be shown to anyone, except if agreed
together, which is needed for quality system audits. This guide contains operating procedures for
the daily operation of the organization.
Based on the above description, then to ensure accountability, transparency is needed in the
organization of records systems towards perfection based on a quality management system with
guidelines for organizing records that refer to the dynamic archive management model (see
Figure 4) consisting of: Requirements, dynamic archive management (creation, use,
maintenance, depreciation), resources (storage, equipment, human resources). Quality manual for
archives (management commitments, policies, principles, organization), standard operational
procedures (SOP), dynamic records management instrument, and monitoring)

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Figure 4. Dynamic Archive Management Model

Archive Field Quality Manual: Is the organization's policy in the quality of the
organization of archives. Quality manual contains the following matters: Principles of quality
management in the field of records, Policies, Management Responsibilities, Archival
Organizations, Resource Management, Map of Business Process Records Management Records
Work Procedure: Procedure contains instructions for carrying out activities related to quality
assurance (Heriyanto, 2009).
Furthermore, Hadiwiardjo and Wibisono (2000) stated that the procedure is a guide for
internal needs. This guide contains operating procedures for the daily operation of the
organization. Based on the foregoing, it can be concluded that the procedures that must be
regulated in achieving accountability and transparency can be taken from the management of
records starting from creation, use, and maintenance, to the depreciation of records. The
instruments for managing dynamic records include Office Manuscript Management,
Classification of Records, Records Retention Schedule, Security Classification System and
Records Access. This instrument serves as a reference in the creation and receipt of records, use
and maintenance, and depreciation.

CONCLUSION

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The scope of the quality management system of archives is an important aspect that must be
considered in improving the quality of the administration of records. It is expected that with this,
satisfaction in managing archives will be achieved, namely: the realization of archives that meet
the principles of accountability and transparency, in terms of the availability of archives that
meet the character, authentic, reliable, and intact, can be used. The core business processes in
archiving which include creation, use and maintenance, and depreciation need to be supported by
the availability of resources (storage areas, archiving facilities, and people). Furthermore, to
precede, quality management system-based filing requires at least three guidelines: quality
manual for archives, work procedures, dynamic records management instrument. To maintain
consistency in the application, monitoring and auditing are needed, so that implementation
always leads to perfection, namely customer satisfaction, namely the creation of an accountable
and transparent archive.

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