UNS — Universitas Sebelas Maret (UNS) Surakarta Archives (Technical Implementational Unit-UPT) has taken the first step in dealing with external archival supervision in 2022. The webinar was held on Tuesday (22/9/2021) and attended by 82 participants consisting of archivists, archive managers, faculties’ non-academic sub-coordinators, bureaus, directorates, and institutions within UNS.
The Vice-Rector for Management and Human Resources Affairs UNS, Prof. Dr. Bandi, M.Sc., Ak., states that archives are of great importance as UNS will be an example of external supervision in 2022 in his opening remarks. Therefore, it is necessary to invite the National Archives of the Republic of Indonesia (ANRI) to a webinar on archive management.
The virtual event, which is available through Zoom Cloud Meeting and Youtube Livestreaming, invites Irvan Azhari Solong from the Center for Archives Accreditation ANRI as the speaker for the webinar for Archival Monitoring Database Preparation. “We invite Mr. Solong to share his experiences and provide assistance in preparing for the external supervision from ANRI. Hence we can obtain favorable results during the supervision and the archive managers. I hope UNS archivists can follow the webinar well,” explained Prof. Bandi.
In his presentation regarding the Preparation of Archival Monitoring Database, Irvan Azhari Solong said that the target of UNS internal archive supervision is the processing unit and the archival unit. Meanwhile, the target of External Archival Supervision is the Higher Education Archives Institute.
“Before discussing monitoring and databases, it is necessary to understand the roles, tasks, and actual functions of archives as enforced through supervision. Indonesia archival consists of dynamic and static archives,” explained Solong.
Static archives become the duties and responsibilities of the archival institutions in universities, and UNS had established UNS Archive (UPT). Irvan, as a Junior Archivist at ANRI, explained that the responsibilities and management scope of static archives by the UNS Archives are to acquire, process static archive, preserve, provide access and services, as well as acting as an archival unit I, which means the UNS Archives manages inactive archives of at least 10 (ten) years based on the archive retention schedule. Management of dynamic records becomes the responsibility of the archive creator, which involves the creation, implementation, maintenance, and depreciation. The processing unit is responsible for managing active records, while an archival unit is responsible for managing inactive records.
Archival supervision is conducted before and after maintenance. Post-external archiving supervision database becomes the input for ANRI as a national archiving institution, while the post-internal supervision database becomes the input for archiving units/institutions in universities to conduct better-archiving development.
“Archives, Archival Unit, and Processing Unit are the targets of internal and external supervision. Based on the Regulation of the Head of ANRI Number 6 of 2019 concerning archival supervision regulates that the archival administration performance index, which is used as the bureaucratic reformation index, is calculated from 60% of external archive supervision score and 40% of internal supervision. Therefore, it is important for UNS to carry out monitoring of internal archives in preparation for external archival monitoring in 2022,” he said.
Meanwhile, the Head of UNS Archives, Yani Maryudiasti, S.Sos., added that support from all archive creator units at UNS on these early efforts taken by UNS Archives (UPT) to face external supervision in 2022 is needed, hence, facilitating the implementation of internal and external archival supervision. “There are two other agendas from the UNS Archives (UPT) as archive manager at UNS after the webinar, namely the acquisition of Covid-19 archives and internal supervision in 47 UNS units to ensure the conformity to the regulations,” said Yani. Humas UNS