Penerapan Instrumen Kearsipan pada Pengelolaan Arsip Dinamis di Dinas Perpustakaan dan Kearsipan Daerah Kabupaten Tapanuli Selatan

Abstract

This research aims to find out how archival instruments are applied in the management of dynamic archives at the Regional Library and Archives Office of South Tapanuli Regency. This research was qualitative research with a descriptive approach. Informants were selected using purposive sampling, with four individuals chosen. The data collection techniques employed in this research included observation, interviews, document studies, and literature review. The data analysis techniques applied were data reduction, data display, and conclusion drawing. The results of this research indicated that in creation of dynamic archives, the use of official documents including their types, formats, creation, security, control, and signing officials had been fully implemented at the Regional Library and Archives Office of South Tapanuli Regency. Regarding the use of archives, a classification system for security and access to archives had been employed to facilitate access for both internal and external users through the borrowing of archives. However, there were obstacle as not all employees were fully aware of the usefulness and guidelines of the classification system for security and access to archives. In terms of archive maintenance, a classification system for archives had been used for numbering documents, filing, and storing archives, but filing and storing archives based on classification and archive codes were limited to one processing unit and were not carried out routinely due to a lack of storage facilities such as filing cabinets. Additionally, there were no file and file content lists containing archive classifications. For archive disposal, which includes the transfer, destruction, and submission of archives, a retention schedule had been used, but there was a constraint: dynamic archives whose retention period had expired had not been separated and transferred, resulting in active and inactive archives being mixed in the same storage location. Furthermore, archives marked for destruction had not been destroyed due to the absence of a destruction team for disposal.