Alih Media Arsip Dinamis Tekstual

Summary

This video explains the process of 'alih media' (media transfer) in archival management, focusing on the transformation of physical textual archives into digital formats. It highlights the legal framework of Indonesia’s archiving laws, particularly UU No. 43/2009, and provides a step-by-step guide for executing media transfers. Key steps include preparing and scanning the archives, ensuring data integrity, naming digital files, and performing quality checks. The video also covers the legal standards set by ANRI and the importance of safeguarding archives for long-term accessibility and security.

Takeaways

• 😀 The Archive Law (No. 43 of 2009) defines archives as records of activities or events in various forms and media, created and received by institutions such as government bodies, education institutions, organizations, and individuals.
• 😀 Dynamic archives are those used directly in the activities of their creators and are maintained for a certain period of time. They are crucial for accountability and as legal evidence.
• 😀 Efficient and systematic management of dynamic archives is the responsibility of the creators and ensures the availability of archives for operational activities.
• 😀 Archive management includes the creation, use, maintenance, and disposal of archives, ensuring the authenticity, integrity, security, and accessibility of archived information.
• 😀 The process of converting (migration) archives, known as 'alih media,' refers to transferring data from one medium to another for easier access and better preservation using technology.
• 😀 According to regulations (e.g., Perka ANRI No. 9/2018 and Perka ANRI No. 67/2021), alih media is important for ensuring that textual archives are digitized for easier management and access.
• 😀 Alih media involves scanning physical documents into digital formats like JPG for images and PDF for text, and ensuring all archived materials are properly indexed.
• 😀 The process of alih media begins with preparing the physical archives, verifying their condition and correctness, and then scanning them while maintaining chronological order.
• 😀 Once scanned, electronic copies are reviewed for quality, edited if necessary, and watermarked for authentication to prevent unauthorized modifications.
• 😀 After scanning, the digital files are categorized, named according to their content, stored in appropriate folders, and backed up in external storage devices for security and redundancy.

Q & A

What is the definition of 'archives' according to Law No. 43 of 2009?

Archives are records of activities or events in various forms and media, created and received by institutions such as government bodies, educational organizations, companies, political organizations, community organizations, and individuals, in the execution of national and community life, according to advancements in information and communication technology.

What is meant by 'dynamic archives'?

Dynamic archives are archives that are used directly in the activities of their creators and are stored for a specific period of time. These archives are actively involved in daily tasks and have a defined retention period.

What is the purpose of managing dynamic archives?

The management of dynamic archives ensures the availability of archives for accountability purposes, as evidence, and for supporting efficient and systematic organizational operations. It also involves creating, using, maintaining, and reducing archives in an organized manner.

What is the scope of maintaining dynamic archives?

The scope of maintaining dynamic archives includes managing active and inactive archives, as well as media conversion (the process of transferring archives from one medium to another), in line with technological advancements in information and communication.

Why is media conversion important for archives?

Media conversion is important as it ensures easier access to archival materials by converting physical archives to digital formats. This process helps to preserve the archives, improve access, and safeguard against physical degradation over time.

What regulations govern the process of media conversion for archives?

The process of media conversion for archives is regulated by regulations such as the Regulation of the Head of the National Archives of the Republic of Indonesia (ANRI) No. 9 of 2018 on the maintenance of dynamic archives and SOP No. 67 of 2021, which establishes the standards and procedures for media conversion of dynamic textual archives.

What steps are involved in converting textual archives to digital format?

The steps in converting textual archives involve receiving instructions from senior officials, preparing the archives for scanning, checking the integrity and sequence of the physical files, scanning each document while maintaining their chronological order, and storing the digital files with proper identification and metadata.

How is the quality of converted archives ensured?

The quality of the converted archives is ensured by reviewing the quantity, quality, and consistency of the scanned files, editing for clarity or image sharpness as needed, and watermarking the digital files to authenticate them.

What is the procedure for storing digital archives after media conversion?

After media conversion, digital archives are stored on various media such as CDs, DVDs, external hard drives, or other storage devices. The files are organized into folders based on their content, classified by number, code, and description, and backup copies are made to ensure data safety.

What documentation is required for the media conversion process?

Documentation for the media conversion process includes creating a draft of the converted archive list, recording the media type, quantity, time of conversion, and any additional details. A report is then submitted to the archivist for inspection, followed by the creation of a formal minutes document.