Archives Management in Organizational Institutions

ARCHIVES MANAGEMENT IN ORGANIZATIONAL INSTITUTIONS A. Definition of Archives Management The term archive comes from the word "Archive". Archives essentially contain the same definitive meaning. However, experts tend to define archives differently from one another, depending on the point of view and the main points of emphasis given therein as stated by Barthos. about a subject (main issue) or event that people create to help that person's memory as well. So what is meant by archives are for example: letters, receipts, invoices, bookkeeping, salary lists, price lists, organizational charts, photographs and so on. Based on the description above, it can be concluded that archives are a collection of letters that contain meaning and are of good use for the interests of an agency. These interests are related to individuals/individuals/individuals. Archives are stored using a certain method so that they can be easily and quickly found again. Archives that are stored irregularly will cause the retrieval process to be difficult. If archives are a collection of writings or written records that occur within an organization, then the work or activities related to the use of archives are called archives management. If archive management is not good, it will be difficult to retrieve stored data and documents if necessary, so the work will take a long time, and will even hinder making decisions and making reports. According to Amsyah, work or activities related to archive management are called archive management, in other words archive management is archive management work which includes recording, controlling and distributing, storing, maintaining, supervising, transferring and destroying the archives created, so this job includes the “life” cycle from birth to death. Based on the definitions of the experts above, the author concludes that archives management is the process of managing offices relating to all forms of letters or documents or manuscripts with the aim of making it easier to find them again when the documents are needed. Therefore, in implementing archive management, a manager or archive manager must be able to manage all elements involved in all archive management processes so that office work can be achieved effectively and efficiently. Archives are also information materials for other people who need them. As additional knowledge. The various uses of archives are closely related to how long they will be stored. Archives do not have to be kept forever, but over a period of time the archives need to be shrunk. Archives need to be kept continuously and most of them need to be deleted from their storage location. D. Archives Management To organize archives properly, archives need to be grouped into four archive groups. This makes it easier to assess storage and depreciation of archives that have no use value. The 4 (four) archive categories are as follows: a) Nonsensical Archives Nonessential archives are archives that do not require management and are not related to important matters, so they do not need to be kept for a long time. This archive can be stored for a maximum of 1 year, such as holiday announcements, letters or invitation cards and related memos or notes that are not important. b) Required archives Required archives are archives that still have use value, but are temporary in nature and are sometimes still used or needed. Therefore, the necessary records still need to be kept for between 2-3 years, such as leave requests, travel orders, employee certificates and cover letters. c) Important Archives Important archives are archives that have legal, educational, financial, documentary and historical value. Such archives are still needed to help the work run smoothly. If lost records are difficult to replace and it is difficult to find replacements, for example financial reports, daily cash books and cash books to list details of employee salaries. d) Vital Archives Vital Archives are archives that are permanent, immediately stored forever, for example company establishment deeds, student master books, list of employee service exam results and employee master books. E. Archive Type Records that arise due to the activities of an organization, based on archive groups, need to be kept for a certain time. Temporary archives up to 1 year, 1-5 years, 5-10 years and a small portion of the archives need to be kept permanently. Archives stored in the processing section are archives whose frequency of use is quite high. Archives stored in the archives unit are archives whose frequency of use is very low. Based on the frequency of use of archives as information material, the following types of archives are distinguished: a) Active Archives (Active Dynamic) Active archives are archives that are still directly used in the process of work activities. This archive is stored in the processing unit, because at any time it is needed as information material which must be removed from the storage area. So within a certain period of time this archive often goes in and out of storage. For example, the attendance list. b) Inactive Archives (Dynamic Active) Inactive archives are archives that are not used directly as information material. These archives are stored in the archives unit and are rarely removed from their storage location, in fact they are never out of storage for a long time. So inactive archives are only sometimes needed in the process of organizing activities. Meanwhile, according to Law Number 7 of 1971 concerning the main provisions of Archives, there are two types of archives, namely: 1) Dynamic Archives are archives that are used directly in planning and implementing national life in general or are used directly in carrying out state administration (article 2 paragraph a of Law No. 7 of 1971). This archive is always changing in value and meaning according to its function. 2) Static Archives are archives that are not used directly for planning, organizing national life in general or for the day-to-day running of state administration (Article 2 paragraph b of Law No. 7 of 1971). Static archives as archives have reached the level of eternal value. F. Organizing Archives When organizing archives, attention must be paid to the arrangement of archives and those responsible for them clearly, so that the division of tasks and authority in managing archive storage can be carried out in an orderly manner. There are several well-known archive organizations in the office, namely: a. Centralization According to Sugiarto (2005) p. 16 Centralization is a records management system that is carried out centrally in an organization, in other words, archival storage is centralized in a special work unit which is commonly called an archives center. By centralizing archives, all office letters that have been processed will be stored in a central archive. This system is more profitable when applied to relatively small organizations. The advantages of centralizing this archive are: • Storage space, personnel and archival equipment can be saved. • There is no duplication of records, because the office only keeps one file. • Storage systems for various archives can be standardized. The disadvantages of archive centralization are: • Not all types of archives can be stored in the same storage system. • Work units that require archives will take longer to obtain the required archives. b. Decentralization According to Sugiarto (2005) p. 16 Decentralization is the management and storage of records carried out in each work unit within an organizational unit, in other words all work units manage and store their respective records. The advantages of decentralization are: 1) The need for archives is easily fulfilled, because it is within its own work unit. 2) Handling archives is easier, because the archives are well known. The disadvantages of decentralization are: 1) Archive storage is spread across various locations, and can cause duplication of archives stored. 2) The office must provide equipment and archive equipment in each work unit, so that it is difficult to save on equipment and supplies. Combination of Centralization and Decentralization. To overcome the weaknesses of Centralization and Decentralization, a combination of these two methods is used. In handling archives in a combination, archives that are still actively used or called active archives are managed in the work unit of each processor, and archives that are less used or inactive archives are managed at the archive center. Thus, active archive storage is carried out in a decentralized manner and active archives are carried out in a centralized manner.