LANGKAH PASTI PEMUSNAHAN ARSIP (JRA) "Harus Lewat Proses ini dulu"

Summary

This video explains the importance of creating an archive retention schedule in accordance with Indonesia's Archiving Law No. 43/2009. It discusses the need for retention to manage the accumulation of records over time and outlines the process for setting up a retention schedule. Key steps include forming a team, conducting surveys on both the organization and its archives, analyzing the data, and finalizing the retention schedule. The process aims to ensure proper document management and reduce future conflicts regarding archiving practices.

Takeaways

• 😀 Archive retention schedules are crucial for managing the lifecycle of documents, as outlined in Indonesia's Archival Law No. 43 of 2009.
• 😀 The purpose of an archive retention schedule is to determine when documents should be archived, transferred, or destroyed.
• 😀 A retention schedule helps manage the accumulation of archives and ensures that only necessary or valuable documents are preserved.
• 😀 The first step in creating a retention schedule is forming a team that represents different organizational units to ensure diverse perspectives.
• 😀 The second step involves conducting surveys: one to understand the organization's structure and activities, and another to inventory and categorize the archives.
• 😀 After surveying, the next step is recapitulating the data into a draft retention schedule, where decisions about retention periods and final disposition are made.
• 😀 The third step involves analyzing and categorizing the archives based on their type, function, usage frequency, and retention period.
• 😀 Team discussions are essential in finalizing the retention schedule, ensuring that all decisions are responsible and well-informed.
• 😀 The finalized retention schedule must be approved by the head of the archive-creating unit before it can be implemented.
• 😀 A well-prepared retention schedule minimizes the risk of keeping unnecessary or outdated documents, ensuring efficiency and compliance in archival management.

Q & A

What is the purpose of an archive retention schedule?

An archive retention schedule helps determine the lifespan of archives, ensuring they are properly managed, maintained, and either preserved or disposed of once they are no longer needed.

Why is archive retention necessary?

Archive retention is necessary to manage the accumulation of records over time, ensuring that archives are kept only for as long as needed and that outdated or unnecessary records are properly discarded or transferred.

What is the role of a retention schedule in the lifecycle of an archive?

A retention schedule outlines how long each type of archive should be kept, whether they should be retained, archived, or destroyed based on their value and relevance.

What is the difference between active and inactive archives?

Active archives are those that are regularly used or referenced, while inactive archives are records that are no longer in active use but must still be retained for a certain period before being disposed of or archived.

What does 'disposal' or 'destruction' of archives refer to?

Disposal or destruction refers to the process of eliminating records that are no longer needed or have expired their retention period, either by shredding, deleting, or otherwise rendering them inaccessible.

What is the first step in creating an archive retention schedule?

The first step is the formation of a team or committee responsible for drafting the retention schedule. This team should ensure that all members are aligned with the organization's vision and mission.

Why is it important to involve representatives from various sub-departments in the process?

Involving representatives from various sub-departments ensures that all relevant perspectives and types of records are considered, minimizing risks and potential conflicts in the scheduling process.

What does the survey phase of the retention schedule process involve?

The survey phase includes understanding the organization's functions, structure, and archival processes, as well as inventorying the types, volumes, and usage of archives to gather necessary data for the retention schedule.

How is the data from the survey used in the retention schedule process?

The survey data is analyzed and organized into a draft retention schedule, where decisions about the classification of archives (active, inactive, or for disposal) are made based on their relevance and usage.

What is the final step in creating an archive retention schedule?

The final step is the approval and formalization of the retention schedule by the organization’s leadership. Once approved, it serves as the basis for managing and evaluating archives.