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Pengelolaan arsip
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
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Pengelolaan arsip
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- 2. Archive layout Topics thatwill 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: "Scriplessis 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 StorageScripless: 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 StorageArchive: 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 SimpleMail 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. 43tahun 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. 8tahun 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. 11tahun 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 ElectronicInformation 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 therecords 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 therecords 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 availabilityof 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 AksesArsip 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 ArsipNon-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 KEARSIPANpenggunaan 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 includespolicies, 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 akuntabilitaskinerja 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 anarchive 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 theimplementation 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 POLICYIN 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 7TAHUN 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 NOMOR34 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 BidangKearsipan 2. Standar Teknis dari Organisasi Kearsipan Internasional (ICA, ARMA, dll.)
- 28. ISO 13008:2012 Information anddocumentation -- 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 anddocumentation - 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 arsipmeliputi: 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 managementobligations 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 todevelop 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 orangyang 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 orangyang 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 ketigayang 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
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- 37. Pemusnahan arsip adalahsalah 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 ditatadengan baik, penyusutan arsipnya akan jauh lebih mudah …….
- 40. Arsip diArsip disalah satusalah satu kantorkantor setelah penyusutan arsipsetelah penyusutan arsip
- 41. 1. Harus sesuaidengan 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 memilikinilai 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 arsipditetapkan 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
Editor's Notes
- #4 Warkat yaitu suatu catatan tertulis, terekam, tergambar, tercetak yang dibuat orang dalam ranggka untuk membantu ingatan. Warkat juga dapat dikatakan sebagai alat pembayaran bukan tunai yang diperhitungkan melalui Kliring. Untuk keseragaman dalam penyelenggaraan Kliring Lokal maka Warkat wajib memenuhi spesifikasi teknis berupa kualitas kertas, ukuran, rancang bangun (format) dan mutu cetak.