12 Oct 2023

FEB Hosted Archiving Workshop, Discussing How to Manage Inactive Archives

Faculty of Economics and Business (FEB), Universitas Sebelas Maret (UNS), hosted the 2023 Internal Archives Monitoring and Evaluation Workshop, Thursday 7 September 2023 in Assembly Room 1 of Soeharno TS Building FEB. The Vice-Dean of Human Resources, Finance, and Logistics in her remarks in front of more than 20 UNS archivists, conveyed his welcome and admiration to the archivists. The Vice-Dean of Human Resources, Finance, and Logistics in his remarks in front of more than 20 UNS archivists, conveyed her welcome and admiration to the archivists.

“Welcome, I am very happy to meet the archivists because it reminds us to always be neat and orderly, while at the same time continuously arranging the documents we have well. This is something that is crucial, to provide convenient working conditions,” she explained. Dr. Djuminah also invited the archivists to freely discuss emerging problems related to archives. In this session, Friddy Wahyu Kurniawan, S.Pd., Archiving Staff of the UPT Archives UNS served as a resource person who explained in detail the management of inactive archives.

It is said that the inactive archive is a type of archive whose usage frequency has decreased. Inactive Archive management aims to reduce the volume of organizational archives and its effect, freeing up workspaces from the archive stack, and creating effective and efficient storage systems.

“Inactive archive processing is carried out through surveys, the first step is to conduct a survey in the related institutions/organizations including surveys on the development within the organizations or work units/processing units/archive creator units, organizational transformation, tasks, functions, and archival units. The second is a physical survey of archives including a comprehensive survey to find out the number (volume of archives), age of archives, archival storage, and types of archive media,” he explained.

Furthermore, the procedure of processing inactive archives is regularly carried out by selecting inactive archives, arranging folders/files, storing inactive archives into archive boxes, placing boxes on archive shelves, and finally, making inactive archive lists. Meanwhile, irregular inactive archive processing procedures are carried out by sorting, filing/grouping/identification of archives, archive description, preparation of fisches maneuvers/description card, definitive numbering, archive wrapping, file maneuvers, file numbering, the physical arrangement of archives, labeling, placement of boxes in archive shelves and creation of inactive archive lists.

Maintenance of inactive archives can be done by using iron shelves to store archive boxes, using an air conditioning system to keep the room temperature stable, layout the archive shelves to the area of the storage room, giving camphor for each archive box every two months, maintaining the cleanliness of the archive storage room and limiting access. Furthermore, there should be a pre-determined procedure for the borrowing and use of inactive archives, which includes user authority. The procedure includes formal request (oral, telephone, written), search (directly to the archive/through the register), use of exit sign (out indicator), recording, pick-up/delivery, control (borrowing period, location, and user), and retention (out indicator is taken and the archive is returned to where it is initially placed).