Arsip dan kearsipan - Pengertian, fungsi, dan karakteristik

Summary

The video discusses the concept of 'archives,' explaining its origins from different languages and highlighting its significance in organizations. Archives are essential for preserving documents and information systematically, ensuring quick access when needed. It defines archiving as a process involving the creation, collection, maintenance, and storage of records. The video also explores the functions of archives, including serving as a memory tool, authentic evidence, and decision-making support. Lastly, it outlines the characteristics of archives, such as authenticity, uniqueness, and reliability, emphasizing the importance of systematic storage for easy retrieval.

Takeaways

• 📦 Archives originate from the Greek word 'archium,' meaning a box to store items.
• 📜 Archives are a collection of records or important documents stored systematically for easy retrieval.
• 📂 The process of archiving involves creation, receipt, collection, organization, maintenance, and preservation of documents.
• 🔍 Archives are essential as they serve as authentic proof of organizational activities and decisions.
• 📝 Archives aid in planning and decision-making, as they provide reference materials for resolving issues.
• 🔒 Proper archiving helps preserve important documents as evidence and accountability for future reference.
• 📊 Archives function as a barometer of organizational progress and help ensure smooth operations.
• 💡 Characteristics of an archive include authenticity, legal status, uniqueness, reliability, usefulness, and being systematically stored.
• 📁 Not all documents are archives; to be considered an archive, documents must have utility, be well-organized, and easily accessible.
• 🗃 Archives need to be carefully maintained to ensure their usefulness in supporting future activities and organizational decisions.

Q & A

What is the etymology of the word 'arsip'?

The word 'arsip' originates from the Greek word 'archium,' meaning a box for storing items. In Latin, it is known as 'filum' or 'bundle,' in English as 'arsius,' 'file,' or 'record,' in Dutch as 'arsio,' and in German as 'arsip.' All these terms refer to a collection of records or stored information.

What is the definition of an archive according to experts?

According to one expert, an archive is a collection of documents systematically stored for future use so that they can be easily retrieved when needed.

What is the definition of 'kearsipan' or archiving?

'Kearsipan' or archiving is the process that includes the creation, receipt, collection, organization, control, maintenance, care, and storage of archives or documents according to a specific system.

Why is archiving important for organizations?

Archiving is important for organizations because it ensures that important documents are stored systematically, allowing for easy retrieval when needed. Archives serve as reminders, evidence, and tools for planning and decision-making.

What are the primary functions of an archive?

The primary functions of an archive are: (1) as a tool for memory in an organization, (2) as authentic evidence, (3) as a resource for planning and decision-making, (4) as a measure of organizational progress, (5) to aid in organizational efficiency, and (6) as documentation material.

How do archives aid in decision-making for organizations?

Archives provide a record of past activities and data, which organizations can refer to when making decisions, especially when facing specific problems. This helps them evaluate past strategies and make informed decisions.

What characteristics must a document possess to be considered an archive?

A document must be (1) authentic, (2) legal, (3) unique, (4) trustworthy, (5) useful, and (6) systematically stored to be considered an archive.

What does it mean for an archive to be 'authentic'?

An archive is considered 'authentic' if it retains its original form, including its content, structure, and context, making it a genuine and reliable record.

Why is the uniqueness of archives important?

Archives are unique because they are created at different times and for different purposes, each with its own distinct characteristics and chronology. This uniqueness gives them historical and legal significance.

What does proper storage of archives involve?

Proper storage of archives involves organizing them systematically in a centralized location so they can be easily retrieved when needed, ensuring they remain intact and accessible.