Study Literature

Archives and Record Management

The understanding of archives that developed during this time has a narrow understanding,
where there are still many people who when hearing the term Archive, then the perception will
lead to a row of documents arranged in a or many cabinets of books or sheets of letters that are
deliberately stored. However, if we study the definition of an archive, then the definition of
archive can be very broad. The archive is one of the strongest sources of truth owned by
organizations and agencies. According to Barthos (2014:1) Archives (records) which in
Indonesian terms there are mentioned as "warrants", each note is written either in the form of a
picture or a chart containing information about a subject (subject matter) or events made by
people to help people's memory as well. According to Gie (2012:118) archive is a set of warrants
that are stored systematically and have a useful value that can be used every time. While the
record management According to Gie (2012:116) activities store information as an
administrative activity in the form of the activity of putting seals in various ways and tools in
place of course so as to safely not be damaged or lost. According to Mulyadi (2016:24) archives
are a set of warrants that have a specific purpose that is stored systematically and at any time
needed can be rediscovered quickly. Based on Undang-Undang Republik Indonesia tentang
Kearsipan No.43 Pasal 1 ayat (1), (2), (3), (4) as follows:
1) Record Management matters relating to archives
2) archives are recordings of activities or events in various forms and media in accordance
with the development of information and communication technology made and received
by state institutions, local governments, educational institutions, companies, political
organizations, community organizations, nationalities, and states.
3) Dynamic archives are archives that are used directly in the activities of the archive
creator and stored for a certain period of time.
4) Archival institutions are institutions that have functions, duties, and responsibilities in the
field of static archive management and archival development.
Based on opinions above that the archive is everything written, illustrated and recorded that
contains an explanation of a thing or information of an event used to help memory and / or can
be used as a guideline. The archival is an activity that is inseparable from the documents that
have such important value.
Electronic Archives
Before discussing electronic archives it is necessary to know the difference between documents,
archives and electronic archives. Document definition according to ISO 15489-1 (Record
Management 1: General) is a unit of recorded information that is structured, logically or
physically. While archives are documents created, received, and stored as evidence and
information by an entity, organization, or person, to fulfill legal obligations or in business
transactions. Electronic archives are archives contained in electronic storage media, produced,
communicated, stored and/or accessed using electronic equipment.
Basically an electronic archive is a record created or stored in electronic form, either analog or
digital. Electronic archives according to NARA (National Archives and Record Administration)
are archives that are stored and processed in a format where only computer machines can process
them. forms of code that can be read and stored on multiple media so that they can be
rediscovered, read and used. According to Sukoco (2007:111) states that archives or electronic
documents can come from various forms, namely all documents, papers, letters, maps, books
(except books maintained by the library), microfilm, magnetic tape, or other materials regardless
of physical form and characteristics, made or accepted by law. Mulyadi (2016:213) states that
electronic archives are collections of information that have been recorded using computer
technology as electronic documents to be viewed and reused.
From some of the above understandings, it can be concluded that electronic archives can be
either electronic files or electronic documents. Electronic archives can be interpreted as a
collection of information recorded and processed using computer technology as an electronic
document in order to be viewed and reused. Electronic archives can also be interpreted as all
kinds of documents created using electronic media (e.g. computers) and stored in the form of
digital files. The original archive that has been mediated by photographing or scanning it and
then stored in the form of digital files can also be referred to as an electronic archive. Examples
of electronic archives can be images, e-mails, digital documents (Text Files, Data Files,
Databases) and so on.
Archive Maintenance
According to Undang-Undang peraturan arsip nasional republik Indonesia Nomor 9 Tahun 2019
Pasal 3 tentang pemeliharaan arsip, namely: 1). Guarantee the creation of archives from activities
carried out by the creators of archives. 2). Maintain the authenticity, integrity, security, and
safety of the Archives; and 3). Guarantees the availability of archives. According to Mulyadi
(2016:226) stated that there are three ways of physical maintenance of archives, namely: 1) the
use of hardware properly according to procedures; 2) use the original software; 3) back up
periodically; 4) store electronic archives in a shelter from magnetic fields, dust, excessive heat,
and water; 5) maintain the temperature stability of where the archive is located. According to
Muhidin &Winata (2017:432) stated the maintenance of electronic archives can be done as
follows: 1) maintenance of electronic archives not only on their storage devices; 2) electronic
archives are more fragile than paper archives so agencies must devote more time and resources
to handling them; 3) the conditions of storage of electronic archives shall protect the archives; 4)
it is necessary to check periodically to find out if the storage conditions are adequate for
electronic storage devices; 5) Electronic storage technology is always evolving new technology
replacing the previous technology.
Thus, it can be concluded that the maintenance of the archive is efforts made to prevent the
archive from damage and maintain the authenticity of the archive itself.
Archive Storage
Archive storage is organizing, arranging so as to form files according to the type and use
of archives for work activities in preventing loss. Sedengkan according to Basir (2007), file
arrangement is the process of organizing and storing these materials easily and quickly, which
are rediscovered whenever needed.
Archive storage system according to Sularso Mulyono et al (1985: 12)
1. Alphabetical system
Alphabet system is a storage which is based on alphabetical order, so the archive code is
given using alphabets from A - Z. The alphabetical code is indexed from the names of people,
organizations or other similar bodies.
2. System subject matter (subject)
Archive storage with a subject system is an archive storage based on the subject of the letter
or the subject matter of the letter.
3. Date system (chronological)
Storage with a date system is storage based on the date of the letter or the date of receipt of
the letter. For incoming mail, it is often kept based on the date it was received. But for
outgoing letters, the archive is kept based on the date printed on the letter.
4. Number system
The number system in archival storage is intended, that the files to be stored are given a code
number with numbers. The number here is the storage code number not the letter number.
a. The decimal classification system This storage system is often called the Dewey system, or
people often call it the classification system or even the decimal system. Storage with this
system is widely used in libraries.
b. Digital terminal system A storage system based on digit terminal numbers, actually can be
used for storing large amounts of files. Therefore this system is usually used in large
companies.
5. Territory system
Archive storage based on the region system is storage grouped into certain areas. In this case,
the grouping can be based on the division of islands, provinces, cities and even according to
the division of the subdistrict to village levels. Meanwhile, for the purposes of organizing
active records, there are several options according to the organization
According to Haryadi (2009: 59) there are several types of storage media including:
1. magnetic media (hard drives);
2. magneto optical storage;
3. compact disc (CD) and digital video disc (DVD);
4. write onceread many (WORM).
So, for electronic archive storage there are various methods that can be used to maintain the
integrity of the archive itself.
Records Management
In carrying out archiving activities, it cannot be separated from document management
activities according to Muhidin & Winata (2017: 17), stating that archive management is a
process of controlling dynamic archives and static archives in an efficient, effective, and
systematic manner in processing units, kerasipan units, and kerasipan institutions within the
organization.
According to Rifauddin (2016), he explains the management of electronic records as
follows:
1. Creation and storage, in managing electronic archives the creation and storage can be done in
one stage;
2. The distribution and use, distribution and use of electronic archives can also be combined, for
example the distribution of electronic records made by utilizing electronic media is microfilm
or a tool for processing photography;
3. Maintenance, is a new type of archive and is widely used by several agencies for daily
administrative processes;
4. Disposition, or also known as correspondence, is an essential activity in carrying out official
communication which includes determining the type of letter, its nature, the format of the
letter that accommodates the editorial, and the signing authority.
So, managing records is one of the most important parts because the number of jobs in an
organization or company is increasing and the number of archives for that requires good
handling so that the information in the archives is easier to find precisely.
Work Productivity and Work Determinants
According to Nur & Sutarni (2017: 43), factors that affect work productivity include
mental attitudes in the form of work motivation, work discipline and work ethics, education,
skills, Pancasila industrial relations management, income and health levels, social security, social
environment and climate. work, production facilities, technology and opportunities for
achievement.
The motivation really determines work productivity according to Sedarmayanti (2010:
239) work motivation is as follows: 1)
1. Salary (salary), salary is an important factor to meet the needs of oneself and their families;
2. Supervision, effective supervision will help increase worker productivity through good work
administration and other support;
3. Policy and administration, integration between leaders and subordinates as a whole or totality
of the system is a very important factor to ensure the success of the organization in achieving
the goals set;
4. Work relations, to be able to carry out a good job, must be supported by a work environment
or a harmonious work relationship;
5. Working conditions, working conditions that are comfortable, safe and quiet and supported by
adequate facilities and infrastructure will certainly make employees feel at home to work;
6. Opportunities for advancement are the development of an employee's self-potential in doing
work;
7. Recognition or appreciation, every human being has a need for a sense of wanting to be
appreciated, recognition of achievement is a powerful motivational tool;
8. Responsibility, responsibility is a person's obligation to carry out the functions assigned as
well as possible in accordance with the direction received.
So, productivity and work determinants can be seen from the continuity between leaders and
employees supported by good facilities and infrastructure. Productivity in a company is very
important because if employee productivity is low it will have a big effect on the productivity of
the company itself.

Daftar pustaka
Rifauddin, M. (2016). Pengelolaan arsip elektronik berbasis teknologi. Khizanah Al-Hikmah
Jurnal Ilmu Perpustakaan, Informasi, dan Kearsipan, 4(2), 168-178.
Jumiyati, Emi. (2009). Pengelolaan arsip di pusat teknologi bahan bakar nuklir. Jurnal pusat
teknologi bahan bakar nuklir, 55-62.
Marwani, Dwi P., dan Yanuar Yoga Prasetyawan. (2018). Pengelolaan arsip dinamis aktif di
kantor perpustakaan dan arsip daerah kabupaten kendal. Jurnal ilmu perpustakaan.
BIBLIOGRAPHY Wijaya, R. A., Wiyono, B. B., & Bafada, I. (2018). Pengelolaan Kearsipan. JAMP: Jurnal
Administrasi dan Manajemen Pendidikan, 1, 231-237.