Arsip dan kearsipan - Pengertian, fungsi, dan karakteristik

Guru OTKP

25 Jul 202107:19

Summary

TLDRThe 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.

Outlines

00:00

📜 Understanding Archival Concepts and Importance

The paragraph explains the concept and definition of 'archive' from different linguistic origins. It describes 'arsip' as a collection of important documents, records, or files that are systematically stored to facilitate easy retrieval when needed. The term is traced back to several languages, such as Greek ('archium'), Latin ('filum'), English ('file', 'record'), Dutch ('arsio'), and German ('arsip'). The paragraph emphasizes the significance of organized archival practices for efficient access and preservation, which are crucial for accountability and decision-making within an organization. Archives serve as a memory tool, an authentic proof, and a reference for planning and evaluating an organization's progress. The key functions of archives are listed, such as aiding decision-making, serving as authentic evidence, and being a barometer of organizational development.

05:00

📝 Characteristics of Archives and Their Role

This paragraph describes the specific characteristics that make a document an archive. It states that archives must be authentic, original, and reliable. Authenticity implies that the archive retains its original structure, content, and context. Reliability is linked to its status as an official proof of activities. Each archive is unique, created at a distinct time and possessing unique characteristics and chronology. Trustworthiness is crucial for supporting specific activities, and archives must be useful and stored in a way that allows for easy retrieval. Archives should be systematically stored to ensure they can be located when needed. The paragraph concludes by reiterating that not all documents qualify as archives; they must meet certain criteria, such as usefulness and organized storage, to be categorized as archives.

Mindmap

Keywords

💡Archive

An archive refers to a collection of important records or documents stored systematically for future reference. In the video, it is explained that archives are crucial for organizations as they hold information that supports decision-making and legal validation. For example, archives are described as documents like 'warkat' (records) that must be kept for easy retrieval when needed.

💡Etimology of Archive

The term 'archive' is derived from the Greek word 'archium,' meaning a box or chest for storing items. The video explains how the word evolved across languages—such as Latin ('filum'), Dutch ('arsio'), and English ('file' and 'record')—but all carry the same fundamental meaning of storing important information.

💡Records Management

Records management, or 'kearsipan,' refers to the systematic process of creating, receiving, organizing, preserving, and storing documents according to a set procedure. The video highlights that effective records management ensures that documents can be quickly found when needed, and preserves essential information for accountability purposes.

💡Functions of Archives

Archives serve multiple functions, including acting as a reminder for organizations, providing legal evidence, aiding in decision-making and planning, and serving as a benchmark for organizational progress. The video emphasizes the importance of archives in maintaining organizational continuity by storing records of past activities.

💡Authenticity

Authenticity refers to the original nature of a document, ensuring that it has not been altered and retains its integrity. The video defines an authentic archive as one that is original in content and structure, which makes it reliable for use as legal or official proof in organizational activities.

💡Legal Archives

Legal archives are documents that hold official status and serve as proof of activities within an organization. The video explains that these archives must be properly maintained as they are legally binding and can be used to demonstrate compliance with policies or to resolve disputes.

💡Unique Archives

Unique archives refer to documents that are singular in nature, created at specific times, and not replicated. The video discusses how every archive holds a unique place in an organization’s history, with different characteristics and chronologies that set each one apart.

💡Trustworthy Archives

A trustworthy archive is one that can be relied upon for its accuracy and integrity in supporting organizational activities. According to the video, archives must be dependable sources of information, helping to ensure that organizations can reference them for accurate historical or legal records.

💡Archive Utility

The utility of an archive refers to its usefulness for carrying out certain tasks or supporting decisions. The video points out that archives should be kept only if they provide tangible value, such as assisting in planning, decision-making, or resolving organizational issues.

💡Systematic Storage

Systematic storage involves organizing and storing archives in a structured way to facilitate easy retrieval. The video stresses that without systematic storage, even valuable documents can become inaccessible, thus undermining their usefulness in supporting future organizational needs.

Highlights

An archive (arsip) originates from the Greek word 'archium,' meaning a box for storing.

Archives are essential for institutions, containing documents, important records, and letters.

In Latin, archives are known as 'filum' or bundles, and in English, they are called 'arsius,' 'file,' or 'record.'

Archives store systematically organized documents to be retrieved quickly when needed.

Archiving refers to the process from creation to preservation of documents for future use.

Good archival systems help to safeguard important records for accountability.

The functions of archives include serving as reminders, authentic evidence, planning material, and decision-making tools.

Archives play a role as a barometer of organizational progress and help smooth operations.

Authenticity is a key characteristic of an archive, meaning it must be original in structure and content.

Archives must be legal, containing official records of organizational activities.

Each archive is unique, made at different times with different characteristics and chronology.

Archives must be trustworthy and useful, supporting specific organizational activities.

A well-organized archive is centrally stored to ensure ease of access when needed.

Not all documents are archives; they must be useful, systematically stored, and easy to retrieve.

Archiving ensures that records are maintained for future organizational planning and decision-making.