The document discusses archive layout and management. It covers topics like types of records, paper sizes, letter offices, reasons for record storage, scripless storage systems, and handling mail and simple archives. The key points are: 1. It defines "scripless" as any written or recorded information about an event or thing meant to help memory. 2. It discusses the types and sizes of paper used for different records in organizations. 3. It describes letter offices as containing official information made by officials and addressed to other parties, including notices, requests, questions and statements. 4. It lists nine values contained in records: administrative, legal, financial, research, educational, documentation, organizational

1. Archive Layout
herwans70@Gmail.comherwans70@Gmail.com

2. Archive layout
Topics that will be discussed in layout Archive is :
Letter
Type and Paper Size
letter Office
Storage reason Scripless
Scripless Storage Systems
Handling Mail and Simple Archive
2

3. Archive layout
Understanding Scripless:
"Scripless is any written records, pictorial, or recorded that
contains information about an event or thing designed to
help memory".
Type and Paper Size:
Most slips are taken care of an organization and use of
materials of paper supplies. The size of the paper used for
various slips.
Letter Office:
Letter Office is one kind of script that contains official
information made by an official, addressed to the other
party, which include notices, requests, questions and
statements.
Letters Department is divided into several sub-sections:
Parts of the official letter, official letters Models and layout
typing official letter 3

4. Archive layout
Reason Storage Scripless:
It has been mentioned that one of the characteristics that must
exist in the archive is to have a certain order. There are nine
kinds of values contained in the script:
• Administration value
• Legal value
• Financial value
• Research value
• Education value
• Documentation value
• Direction organization Value
• Implementation of the organization's activities Value
4

5. Tata Arsip
System Storage Archive:
There are 12 kinds of archival storage system:
• Archival storage systems alphabetically
• Archival storage system numbered alphabetically
• Archival storage system according to subject matter
• Archival storage systems by region
• Archival storage systems by date
• Archival storage system according to the serial number
• Archival storage system according to the final two numbers
• Archival storage system according to the final three numbers
• Archival storage system according to the two middle numbers
• Archival storage system according to the number of tithing
• Archival storage system according to the number coded or berabjad
• Archival storage system according to sound
5

6. Tata Arsip
Handling Simple Mail and Archives :
In determining the archival storage systems to be used by an organization must be
influenced by various factors on the size of the organization, spacious
narrowness activity, the volume of letters, archival personnel available, and
equipment owned.
6

7. UU No. 43 tahun 2009 (“Records + Archives”):
Archive is recording activities or events in various forms and
media in accordance with the development of information and
communication technology have made and received by state
agencies, local governments, educational institutions, companies,
political organizations, community organizations, and individuals
in the implementation of social, civic, and state
ISO 15489 / SNI 19-6962.1-2003 (“Records”):
Information created, received, and maintained by an organization
or individual as evidence and information to fulfill its legal
obligations or transactions.

8. UU No. 8 tahun 1997: Dokumen Perusahaan
CORPORATE DOCUMENTS
Data, records, and or statement made or received by the
company in the implementation of its activities, either on paper or
any other means or recorded in any form patterns that can be
seen, read, or heard.

9. UU No. 11 tahun 2008: Informasi dan Transaksi Elektronik - ITE
ELECTRONIC INFORMATION
One or a set of electronic data, including but not limited to text,
sound, images, maps, plans, photographs, electronic data
interchange (EDI), electronic mail (electronic mail), telegram,
telex, telecopy or the like, letters, signs, figures , access codes,
symbols or perforations that have been processed that has
meaning or can be understood by people who are able to
understand it.

10. ELECTRONIC DOCUMENT
Each Electronic Information made, forwarded, sent, received,
or stored in the form of analog, digital, electromagnetic, optical,
or the like, which can be viewed, displayed, and / or heard via
Computer or Electronic Systems, including but not limited to
text, sound, pictures, maps, plans, photographs or the like,
letters, signs, numbers, access codes, symbols or perforations
that have meaning or sense or can be understood by people
who are able to understand it.

11. Most of the records
were destroyed
because it was not
used
Records kept for reference and
memory institutions (frequency of
use has decreased) (ARCHIVES
inactive)
Most small file stored as a national
responsibility and collective memory (for
historical value, have exhausted their
retention, and has a permanent
description)
STATIC ARCHIVES
ARSIP DINAMIS
Archive is created and used
directly for the implementation
of organizational assignments
(high usage frequency
and / or continuous) (ARCHIVE
ACTIVE)

12. Most of the records
were destroyed
because they
not used
RECORDS ON by UNIT
CENTRAL PROCESSING
in ARCHIVES (CENTRAL
FILE)
ARCHIVES inactivated by
archival unit in CENTRAL
RECORDS (RECORDS
CENTER)
ARCHIVES STATIC by
archival institutions in
"Part Archives"
(ARCHIVES)

13. PENGELOLAAN ARSIP
BERBASIS TIKMANUAL /
TRADISIONAL
Arsip
Non-elektronik
Arsip
Non-elektronik
Arsip Elektronik

14. PROSES KEGIATAN
ELEKTRONIK
dilakukan secara
MANUAL
MANUAL &
ELEKTRONIK
menghasilkan
SISTEM PENGELOLAAN ARSIP
“HIBRIDA”
(berbasis TIK)
SISTEM PENGELOLAAN
ARSIP ELEKTRONIK
(berbasis TIK)
SISTEM PENGELOLAAN ARSIP
MANUAL
OTOMASI
PENGELOLAAN
ARSIP
(berbasis TIK)
ARSIP
NON-ELEKTRONIK
ARSIP ELEKTRONIK

15. SISTEM INFORMASI
KEARSIPAN STATIS
( SIKS )
SISTEM INFORMASI
KEARSIPAN DINAMIS
( SIKD )
PENGELOLAAN ARSIP DINAMIS PENGELOLAAN ARSIP STATIS
Arsip
(Fisik)
Sistem
Informasi
Pencipta /
Lembaga
Kearsipan
Norma,
Standar,
Prosedur,
Kriteria
AKTIF INAKTIF STATIS
SISTEM INFORMASI KEARSIPAN NASIONAL ( SIKN )
JARINGAN INFORMASI KEARSIPAN NASIONAL ( JIKN )
Norma,
Standar,
Prosedur,
Kriteria
Norma,
Standar,
Prosedur,
Kriteria
Sistem
Informasi
Nasional

16. ensure the availability of
records in penyeleng-
consent for activities as a
performance accountability
and legal evidence
a. the creation of an archive;
b. use and maintenance of
records;
c. depreciation archives;
of the NHS
CREATOR ARCHIVES:
a. state institutions;
b. local government;
c. public universities;
d. SOE and / or enterprises.
melakukan
untuk
a. reliably;
b. systematically;
c. intact;
d. thorough;
e. in accordance
with the norms,
standards,
procedures, and
criteria
berdasarkan
sistem yang
mendukung
a. the official
scripts;
b. archives
classification;
c. records retention
schedule;
d. security
classification
system and
access to
archives.
a. authentic;
b. intact;
c. safe;
agar
arsip tetap
UU No. 43 Tahun 2009 : Kearsipan

17. Sistem Klasifikasi
Keamanan dan
Akses Arsip
PENGELOLAAN
ARSIP DINAMIS
Penciptaan
Penggunaa
n
Pemeliharaan
Penyusutan
Pembuatan
Penerimaan
Dokumentasi
- Tata Naskah Dinas
- Klasifikasi Arsip
- Sistem Klasifikasi
Keamanan dan Akses
Arsip
Kepentingan pemerintah dan masyarakat
Regsitrasi – Distribusi – Pengendalian
Regsitrasi – Distribusi – Pengendalian
Alih media
Pemberkasan Arsip Aktif
Penataan Arsip Inaktif
Penyimpanan Arsip
Alih Media Arsip
Klasifikasi Arsip
Fisik Tertata - Informasi Arsip - Daftar Arsip Aktif
Fisik Tertata - Informasi Arsip - Daftar Arsip Inaktif
Terjaga dan Umum
Program Arsip Vital
Jadwal Retensi
Arsip (JRA)
Pemindahan Arsip
Inaktif
Pemusnahan Arsip
Penyerahan Arsip
Seleksi – Pembuatan Daftar - Penataan
Prosedur - Dokumentasi
Prosedur - Dokumentasi
Identifikasi - Pelindungan & Pengamanan -
Penyelamatan & Pemulihan
PP No. 28 Tahun 2012 : Kearsipan

18. Caraka / Pos
(masuk)
Digitasi
Penyimpanan
Arsip Non-elektronik
PUSAT
BERKAS
(CENTRAL
FILE)
Penyampaian kopi digital
“PENGOLAH
ARSIP”
“PENGOLAH
ARSIP”
komunikasi
kedinasan
elektronik
APLIKASI
KEARSIPANRegistrasi
Caraka / Pos
(keluar)
Registrasi &
Surat
elektronik
(e-mail)
INTERNET
Kontrol Operasi
Pengurusan surat / dokumen
non-elektronik
Penyimpanan
Arsip Elektronik
PEMINDAHAN
ARSIP INAKTIF
Penggunaan
Arsip
Registrasi &
Penggunaan
Arsip

19. Digitasi untuk
preservasi/
akses
Penyimpanan Arsip
Non-elektronik
PENGGUNA
kontrol
APLIKASI
KEARSIPAN penggunaan
pencarian &
PENYERAHAN
ARSIP STATIS
PEMUSNAHAN
ARSIP
PEMINDAHAN
ARSIP INAKTIF
penggunaan manual
PENGGUNA
elektronik
adm. layanan
PUSAT
BERKAS
(CENTRAL
FILE)
PUSAT
ARSIP
(RECORDS
CENTER)

20. Overall activity includes policies, coaching archives and records management
in a national archival system that is supported by human resources,
infrastructure and facilities, as well as other resources.
UU No. 43 Tahun 2009 : Kearsipan
Archives control process efficiently, effectively, and systematically covers the
creation, use and maintenance, and depreciation archives.
Control process archives efficiently, effectively, and systematically include the
acquisition, processing, preservation, utilization, utilization, and public services
in a national archival system.
Implementation Archives
Dynamic Archive Management
Static Archive Management
OPERATION vs MANAGEMENT

21. Arsip sebagai bahan
akuntabilitas kinerja
dan alat bukti yang sah
Arsip sebagai
pertanggungjawaban nasional
bagi kehidupan bermasyarakat,
berbangsa, dan bernegara.
Akuisisi
Pengolahan
Preservasi
Akses
struktur
isikonteks
Kegiatan/
Peristiw a
Penciptaan
Pemeliharaan
Penggunaan
Penyusutan
PENGELOLAAN
ARSI P
a. Menjamin terciptanya
arsip;
b. Menjamin
ketersediaan arsip;
c. Menjamin terwujudnya
pengelolaan dan
pemanfaatan arsip;
d. Menjamin pelindungan
kepentingan negara
dan hak-hak
keperdataan rakyat;
e. Mendinamiskan
penyelenggaraan
kearsipan nasional;
f. Menjamin keselamatan
dan keamanan arsip
sebagai bukti
pertanggungjawaban;
g. Menjamin keselamatan
aset nasiona;
h. Meningkatkan kualitas
pelayanan publik.
Arsip sebagai bahan
akuntabilitas kinerja
dan alat bukti yang sah
Arsip sebagai
pertanggungjawaban nasional
bagi kehidupan bermasyarakat,
berbangsa, dan bernegara.
Akuisisi
Pengolahan
Preservasi
Akses
struktur
isikonteks
struktur
isikonteks
Kegiatan/
Peristiw a
Penciptaan
Pemeliharaan
Penggunaan
Penyusutan
PENGELOLAAN
ARSI P
a. Menjamin terciptanya
arsip;
b. Menjamin
ketersediaan arsip;
c. Menjamin terwujudnya
pengelolaan dan
pemanfaatan arsip;
d. Menjamin pelindungan
kepentingan negara
dan hak-hak
keperdataan rakyat;
e. Mendinamiskan
penyelenggaraan
kearsipan nasional;
f. Menjamin keselamatan
dan keamanan arsip
sebagai bukti
pertanggungjawaban;
g. Menjamin keselamatan
aset nasiona;
h. Meningkatkan kualitas
pelayanan publik.
SUMBER DAYA
Coaching
Policy
D
I
N
A
M
I
S
S
T
A
T
I
S

22. a. Ensure an archive of the activities carried out by state
agencies, local governments, educational institutions,
companies, political organizations, community organizations,
and individuals, as well as an organizer ANRI national
archives;
b. Guarantee the availability of authentic and reliable records
as valid evidence;
c. Guarantee the realization of reliable records management
and archives utilization in accordance with the provisions of
the legislation;
d. Guarantee protection interests of the state and civil rights of
the people through the management and utilization of
authentic and reliable records;
UU No. 43 Tahun 2009 : Kearsipan
PURPOSE OF THE IMPLEMENTATION Archives

23. e. Dynamically the implementation of the national archives as a
comprehensive and integrated system;
f. Ensure the safety and security of records as evidence of
liability in the life of society, nation, and state;
g. Ensure the safety of national assets in the economic, social,
political, cultural, defense, and security as identity and
national identity; and
h. Improving the quality of public services in the management
and utilization of authentic and reliable records.
UU No. 43 Tahun 2009 : Kearsipan
PURPOSE OF THE IMPLEMENTATION Archives

24. 1. PUBLIC POLICY IN THE FIELD Archives
2. Laws and Regulations
3. NSPK (Norms, Standards, Guidelines /
Procedures, Criteria)
4. - Regulations / Technical Provisions
5. - National and International Technical Standards
IMPLEMENTATION OF REFERENCE Archives

25. UNDANG-UNDANG NOMOR 7 TAHUN 1971
TENTANG KETENTUAN-KETENTUAN POKOK
KEARSIPAN
(Lembaran Negara Republik Indonesia Tahun 1971 Nomor 32,
Tambahan Lembaran Negara Nomor 2964)
(Lembaran Negara Republik Indonesia Tahun 2009 Nomor 152,
Tambahan Lembaran Negara Nomor 5071)
MENGGANTIKAN

26. PERATURAN PEMERINTAH NOMOR 34 TAHUN 1979
TENTANG PENYUSUTAN ARSIP
(Lembaran Negara Republik Indonesia Tahun 1979 Nomor 51,
Tambahan Lembaran Negara Nomor 3151)
(Lembaran Negara Republik Indonesia Tahun 2012 Nomor 53,
Tambahan Lembaran Negara Nomor 5286)
TIDAK BERLAKU
dengan demikian

27. 1. ISO/TR Bidang Kearsipan
2. Standar Teknis dari Organisasi Kearsipan Internasional
(ICA, ARMA, dll.)

28. ISO 13008:2012
Information and documentation -- Digital records conversion and migration process
ISO/TR 13028:2010
Information and documentation - Implementation guidelines for digitization of records
ISO 15489-1:2001
Information and documentation -- Records management -- Part 1: General
ISO/TR 15489-2:2001
Information and documentation -- Records management -- Part 2: Guidelines
ISO 16175-1:2010
Information and documentation -- Principles and functional requirements for records in electronic office environments
-- Part 1: Overview and statement of principles
ISO 16175-2:2011
Information and documentation -- Principles and functional requirements for records in electronic office environments
-- Part 2: Guidelines and functional requirements for digital records management systems
ISO 16175-3:2010
Information and documentation -- Principles and functional requirements for records in electronic office environments
-- Part 3: Guidelines and functional requirements for records in business systems

29. ISO/TR 17068:2012
Information and documentation - Trusted third party repository for digital records
ISO 22310:2006
Information and documentation -- Guidelines for standards drafters for stating records management requirements
in standards
ISO 23081-1:2006
Information and documentation -- Records management processes -- Metadata for records -- Part 1: Principles
ISO 23081-2:2009
Information and documentation -- Managing metadata for records -- Part 2: Conceptual and implementation issues
ISO/TR 23081-3:2011
Information and documentation -- Managing metadata for records -- Part 3: Self-assessment method
ISO/TR 26122:2008
Information and documentation -- Work process analysis for records
ISO 30300:2011
Information and documentation -- Management systems for records -- Fundamentals and vocabulary
ISO 30301:2011
Information and documentation -- Management systems for records -- Requirements

30.  Penyusutan arsip meliputi:
a. pemindahan arsip inaktif dari unit pengolah ke unit kearsipan;
b. pemusnahan arsip yang telah habis retensi dan yang tidak
memiliki nilai guna dilaksanakan sesuai dengan ketentuan
peraturan perundangundangan;
c. penyerahan arsip statis oleh pencipta arsip kepada lembaga
kearsipan.
UU No. 43 Tahun 2009 : Kearsipan
DEPRECIATION ARCHIVES

31.  Records management obligations referred to above shall also
apply to companies and private colleges to records created from
the activities financed by the state budget and / or foreign aid.
 State agencies, local government, state universities, and state-
owned companies and / or enterprises are required to manage
files that were created by a third party who was given the job
based on the employment agreement.
 Records management as referred to above be implemented after a
third-party account for its activities to the employer and other
relevant institutions.
 Third parties who receive the work of state agencies, local
government, state universities, and state-owned companies and /
or local government based on the agreements referred to above
shall submit the file that is created from the activities financed by
the state budget to the employer.
UU No. 43 Tahun 2009 : Kearsipan
ARCHIVES ACTIVITIES CONDUCTED TO ANY THIRD
PARTY

32.  Government to develop infrastructure and archives with set
quality standards and specifications in accordance with the
provisions of the legislation.
 Creator of archives and archival institutions provide
infrastructure and facilities in accordance with the standards
of archival filing for records management.
 Archival infrastructure and facilities utilized and developed in
accordance with the advancement of information and
communication technology.
 Infrastructure and facilities include buildings, rooms, and
equipment.
 Terms infrastructure and regulate the location, construction,
and administration building space, archival storage rooms
and archives management equipment specifications.
UU No. 43 Tahun 2009 : Kearsipan
INFRASTRUCTURE AND FACILITIES Archives

33. Pasal 86
Setiap orang yang dengan sengaja memusnahkan arsip di luar prosedur yang
benar sebagaimana dimaksud dalam
Pasal 51 ayat 2 : Pemusnahan arsip sebagaimana dimaksud pada ayat
(1) wajib dilaksanakan sesuai dengan prosedur yang
benar.
dipidana dengan pidana penjara paling lama 10 (sepuluh) tahun dan
denda paling banyak Rp 500.000.000,00 (lima ratus juta rupiah).
UU No. 43 Tahun 2009 : Kearsipan
UU 14/2009 KIP - Pasal 53:
Setiap Orang yang dengan sengaja dan melawan hukum menghancurkan, merusak, dan/atau
menghilangkan dokumen Informasi Publik dalam bentuk media apa pun yang dilindungi negara
dan/atau yang berkaitan dengan kepentingan umum dipidana dengan pidana penjara paling lama 2
(dua) tahun dan/atau pidana denda paling banyak Rp 10.000.000,00 (sepuluh juta rupiah).
Crime Term

34. Pasal 87
Setiap orang yang memperjualbelikan atau menyerahkan arsip yang memiliki
nilai guna kesejarahan kepada pihak lain di luar yang telah
ditentukan sebagaimana dimaksud dalam
Pasal 53 : Kewajiban penyerahan arsip statis kepada lembaga
kearsipan.
dipidana dengan pidana penjara paling lama 10 (sepuluh) tahun dan
denda paling banyak Rp 500.000.000,00 (lima ratus juta rupiah).
UU No. 43 Tahun 2009 : Kearsipan

35. Pasal 88
Pihak ketiga yang tidak menyerahkan arsip yang tercipta dari kegiatan yang
dibiayai dengan anggaran negara sebagaimana dimaksud dalam
Pasal 58 ayat 3 : Pihak ketiga yang menerima pekerjaan dari lembaga
negara, pemerintahan daerah, perguruan tinggi negeri,
serta BUMN dan/atau BUMD berdasarkan perjanjian
kerja sebagaimana dimaksud pada ayat (1) wajib
menyerahkan arsip yang tercipta dari kegiatan yang
dibiayai dengan anggaran negara kepada pemberi
kerja.
dipidana dengan pidana penjara paling lama 5 (lima) tahun atau denda paling
banyak Rp 250.000.000,00 (dua ratus lima puluh juta rupiah).
UU No. 43 Tahun 2009 : Kearsipan

36. TEKNIK
PEMUSNAHAN ARSIP

37. Pemusnahan arsip adalah salah satu dari
kegiatan penyusutan arsip yang bertujuan
mengurangi jumlah arsip. Kegiatan lainnya
adalah pemindahan arsip inaktif dari unit
pengolah ke unit kearsipan dan
penyerahan arsip statis kepada lembaga
kearsipan.
Setiap lembaga negara dan lembaga yang
terkena kewajiban berdasarkan Undang-
Undang Kearsipan dilarang melaksanakan
pemusnahan arsip tanpa prosedur yang
benar.

39. Arsip yang ditata dengan baik,
penyusutan arsipnya akan jauh lebih mudah
…….

40. Arsip diArsip di salah satusalah satu kantorkantor
setelah penyusutan arsipsetelah penyusutan arsip

41. 1. Harus sesuai dengan prosedur dan peraturan perUUan yang
berlaku;
2. Menjadi tanggung jawab pencipta arsip (PA);
3. Hanya dilakukan oleh UK setelah mmperoleh prsetujuan pimp.
Pencipta arsip dan/kepala ANRI.
4. Secara fisik pemusnahan dapat dilakukan di lingkungan uk/ di
tempat lain di bawah koord. & Tanggung jawab UK PA ybs.
5. Pemusnahan non arsip seperti: formulir kosong, amplop,
undangan dan duplikasi dapat dilaksanakan di masing-masing
unit pengolah.
6. Dilakukan secara total sehingga tidak dikenal lagi baik fisik
maupun informasinya.

42. a. Tidak memiliki nilai guna baik nilai guna primer maupun
nilai guna sekunder;
b. Telah habis retensinya dan berketerangan dimusnahkan
berdasarkan JRA;
c. Tidak ada peraturan perundang-undangan yang
melarang;
d. Tidak berkaitan dengan penyelesaian proses suatu
perkara.
42

43. 1. Pemusnahan arsip ditetapkan oleh Pimpinan Lembaga
Negara, setelah mendapat:
a. Pertimbangan tertulis dari panitia penilai arsip;
b. Persetujuan tertulis dari Kepala ANRI.
2. Pelaksanaan pemusnahan arsip menjadi tanggung
jawab Unit Kearsipan di lingkungan Lembaga Negara.
43