pengelolaan arsip

Archive [email protected]@Gmail.com

Archive layout

Topics that will be discussed in layout Archive is :

LetterType and Paper Sizeletter OfficeStorage reason ScriplessScripless Storage SystemsHandling Mail and Simple Archive

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Archive layoutUnderstanding 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 letter3

Archive layoutReason 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

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Tata ArsipSystem 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

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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.

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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.

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.

UU No. 11 tahun 2008: Informasi dan Transaksi Elektronik - ITE

ELECTRONIC INFORMATIONOne 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.

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.

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 frequencyand / or continuous) (ARCHIVE ACTIVE)

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)

PENGELOLAAN ARSIP

BERBASIS TIKMANUAL /TRADISIONAL

ArsipNon-elektronik

ArsipNon-elektronik

Arsip Elektronik

PROSES KEGIATAN

ELEKTRONIK

dilakukan secara

MANUAL MANUAL &ELEKTRONIK

menghasilkan

SISTEM PENGELOLAAN ARSIP “HIBRIDA”

(berbasis TIK)

SISTEM PENGELOLAANARSIP ELEKTRONIK

(berbasis TIK)

SISTEM PENGELOLAAN ARSIP MANUAL

OTOMASIPENGELOLAAN

ARSIP (berbasis TIK)

ARSIPNON-ELEKTRONIK

ARSIP ELEKTRONIK

SISTEM INFORMASIKEARSIPAN STATIS

( SIKS )

SISTEM INFORMASIKEARSIPAN DINAMIS

( SIKD )

PENGELOLAAN ARSIP DINAMIS PENGELOLAAN ARSIP STATIS

Arsip(Fisik)

SistemInformasiPencipta /Lembaga

Kearsipan

Norma,Standar,Prosedur,Kriteria

AKTIF INAKTIF STATIS

SISTEM INFORMASI KEARSIPAN NASIONAL ( SIKN )

JARINGAN INFORMASI KEARSIPAN NASIONAL ( JIKN )



SistemInformasiNasional

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 yangmendukung

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

Sistem Klasifikasi

Keamanan danAkses Arsip

PENGELOLAANARSIP DINAMIS

Penciptaan

Penggunaan

Pemeliharaan

Penyusutan

PembuatanPenerimaan

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 InaktifPenyimpanan 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 VitalJadwal Retensi

Arsip (JRA)Pemindahan Arsip InaktifPemusnahan Arsip

Penyerahan Arsip Statis

Seleksi – Pembuatan Daftar - Penataan

Prosedur - Dokumentasi

Prosedur - Dokumentasi

Identifikasi - Pelindungan & Pengamanan - Penyelamatan & Pemulihan

PP No. 28 Tahun 2012 : Kearsipan

Caraka / Pos(masuk)

Digitasi

PenyimpananArsip Non-elektronik

PUSATBERKAS

(CENTRALFILE)

Penyampaian kopi digital

“PENGOLAH ARSIP”

“PENGOLAHARSIP”

komunikasikedinasanelektronik

APLIKASIKEARSIPA

NRegistrasi

Caraka / Pos(keluar)

Registrasi &

Suratelektronik

(e-mail)INTERNET

Kontrol Operasi

Pengurusan surat / dokumennon-elektronik

PenyimpananArsip Elektronik

PEMINDAHANARSIP INAKTIF

Penggunaan

Arsip

Registrasi &Penggunaan

Arsip

Digitasi untukpreservasi/

akses

Penyimpanan Arsip Non-elektronik

PENGGUNA

kontrol

APLIKASIKEARSIPA

N penggunaan

pencarian &

PENYERAHAN ARSIP STATIS

PEMUSNAHANARSIP

PEMINDAHANARSIP INAKTIF

penggunaan manual

PENGGUNA

elektronik

adm. layanan

PUSATBERKAS

(CENTRALFILE)

PUSATARSIP

(RECORDSCENTER)

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.


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

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

isikonteksKegiatan/Peristiwa

Penciptaan

Pemeliharaan

Penggunaan

Penyusutan

PENGELOLAANARSIP

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

isikonteksKegiatan/Peristiwa

Penciptaan

Pemeliharaan

Penggunaan

Penyusutan

PENGELOLAANARSIP

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

DINAMIS

STATIS

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;


PURPOSE OF THE IMPLEMENTATION Archives

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.


PURPOSE OF THE IMPLEMENTATION Archives

1. PUBLIC POLICY IN THE FIELD Archives2. Laws and Regulations3. NSPK (Norms, Standards, Guidelines /

Procedures, Criteria)4. - Regulations / Technical Provisions5. - National and International Technical

Standards

IMPLEMENTATION OF REFERENCE Archives

UNDANG-UNDANG NOMOR 7 TAHUN 1971TENTANG 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

PERATURAN PEMERINTAH NOMOR 34 TAHUN 1979TENTANG 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

1. ISO/TR Bidang Kearsipan 2. Standar Teknis dari Organisasi Kearsipan

Internasional (ICA, ARMA, dll.)

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

http://www.iso.org/iso/home/store/catalogue_tc/catalogue_detail.htm?csnumber=52326





ISO/TR 17068:2012Information and documentation - Trusted third party repository for digital records

ISO 22310:2006Information and documentation -- Guidelines for standards drafters for stating records management requirements in standardsISO 23081-1:2006Information and documentation -- Records management processes -- Metadata for records -- Part 1: Principles

ISO 23081-2:2009Information and documentation -- Managing metadata for records -- Part 2: Conceptual and implementation issues

ISO/TR 23081-3:2011Information and documentation -- Managing metadata for records -- Part 3: Self-assessment method

ISO/TR 26122:2008Information and documentation -- Work process analysis for records

ISO 30300:2011Information and documentation -- Management systems for records -- Fundamentals and vocabulary

ISO 30301:2011Information and documentation -- Management systems for records -- Requirements

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.


DEPRECIATION ARCHIVES

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.


ARCHIVES ACTIVITIES CONDUCTED TO ANY THIRD PARTY

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.


INFRASTRUCTURE AND FACILITIES Archives

Pasal 86Setiap orang yang dengan sengaja memusnahkan arsip di luar prosedur yang benar sebagaimana dimaksud dalamPasal 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 dandenda paling banyak Rp 500.000.000,00 (lima ratus juta rupiah).


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

Pasal 87Setiap orang yang memperjualbelikan atau menyerahkan arsip yang memiliki nilai guna kesejarahan kepada pihak lain di luar yang telahditentukan sebagaimana dimaksud dalamPasal 53 : Kewajiban penyerahan arsip statis kepada lembaga

kearsipan. dipidana dengan pidana penjara paling lama 10 (sepuluh) tahun dandenda paling banyak Rp 500.000.000,00 (lima ratus juta rupiah).


Pasal 88Pihak ketiga yang tidak menyerahkan arsip yang tercipta dari kegiatan yang dibiayai dengan anggaran negara sebagaimana dimaksud dalamPasal 58 ayat 3 : Pihak ketiga yang menerima pekerjaan dari lembaga

negara, pemerintahan daerah, perguruan tinggi negeri,

serta BUMN dan/atau BUMD berdasarkan perjanjiankerja sebagaimana dimaksud pada ayat (1) wajibmenyerahkan 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).


TEKNIKPEMUSNAHAN ARSIP

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.

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

Arsip di Arsip di salah satu salah satu kantorkantorsetelah penyusutan arsipsetelah penyusutan arsip

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.

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.

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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.

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