PROSEDUR PENGGUNAAN ARSIP || KD 3.8. Menerapkan penggunaan arsip || KEARSIPAN KELAS X OTKP

Summary

This educational video introduces archival practices, focusing on the proper use and procedures of archiving. The lesson explains the importance of storing and retrieving archives effectively, as they hold high value for users. It discusses archive evaluation, calculating the frequency of archive usage, and the criteria for determining the relevance of archived materials. The video also outlines the procedure for borrowing and returning archives, emphasizing proper documentation and responsibility. The lesson concludes with an interactive group activity where students role-play office scenarios involving archive borrowing. It aims to equip students with practical knowledge of archival systems.

Takeaways

• 😀 Archives are important for organizations as they are often required for specific purposes and must be stored properly to avoid loss.
• 😀 If archives are not stored properly, they may become lost or inaccessible, which can lead to organizational setbacks.
• 😀 Archive usage refers to the retrieval of documents from storage when needed for specific functions or activities.
• 😀 Archives are classified into 'active' and 'inactive' categories, and regular assessments are done to determine their ongoing use and relevance.
• 😀 Calculating archive usage helps evaluate the frequency of use and the value of the archive to the organization.
• 😀 The formula to calculate archive usage is: (Number of requests / Total archives) * 100%, which shows the frequency of requests for specific documents.
• 😀 Archive value is categorized into administrative, legal, financial, educational, and documentary values, with each value type helping determine the importance of an archive.
• 😀 Archives are rated based on their usage frequency, ranging from vital (90-100%) to non-essential (0-10%).
• 😀 A proper archive borrowing procedure includes filling out a borrowing form, returning the archive on time, and ensuring the archive's condition is intact.
• 😀 Archive officers must track borrowed archives, ensure their timely return, and check for any damage upon their return.
• 😀 Students are encouraged to engage in a role-play group activity, practicing the procedure for borrowing and returning archives in an office setting.

Q & A

What is the primary purpose of archiving according to the script?

The primary purpose of archiving is to store documents that may be required for future use. These archives hold high value when they are frequently accessed and used for specific purposes.

What could happen if archives are not stored properly?

If archives are not stored properly, they might get lost, and as a result, they cannot be retrieved when needed, leading to potential losses.

What does the term 'archival value' mean in the context of the script?

Archival value refers to the importance or utility of an archive based on how frequently it is used. Archives with high usage value are considered to be highly useful for their intended purposes.

How is the percentage of archive usage calculated?

The percentage of archive usage is calculated by dividing the number of archive usage requests by the total number of archived items, then multiplying the result by 100%.

What does a high percentage of archive usage indicate?

A high percentage of archive usage (e.g., 50% or more) indicates that the archive still holds significant value and is actively assisting the organization's functions.

What are some criteria for evaluating archives?

Archives can be evaluated based on several criteria including administrative value, legal value, financial value, research value, educational value, and documentary value.

What is the role of an archive user when borrowing an archive?

The archive user must fill out a borrowing form with necessary details such as the borrower's name, the type of archive, and the approval from the responsible officer overseeing the archives.

What happens if a borrowed archive is not returned on time or is damaged?

If an archive is not returned on time, the borrower will be given a warning. If the archive is damaged, it must be repaired, and the archive should be monitored to ensure proper handling.

What is the importance of using an archive borrowing form?

The archive borrowing form serves as proof of borrowing, helps track the identity of the borrower, sets a return deadline, and ensures accountability in case of lost or unreturned archives.

What are the procedures for borrowing archives in an organization?

The borrowing procedures involve several steps: the borrower fills out the guestbook, leaves personal belongings at a designated place, submits a request to borrow archives, gets approval, and then borrows the archives under supervision. The archive must be returned within five working days.