Sistem Pengelolaan Arsip Dinamis pada Kantor Kecamatan Ndona Kabupaten Ende

LEBU, Cresensia Angelica Timbu (2025) Sistem Pengelolaan Arsip Dinamis pada Kantor Kecamatan Ndona Kabupaten Ende. Undergraduate thesis, Universitas Katolik Widya Mandira.

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Abstract

his study discusses the management of continuously changing archives at Ndona Subdistrict Office in Ende Regency, in order to ensure the local government system runs smoothly and transparently. Dynamic archives are records that are still in use for everyday activities like handling population administration and approving permits. The number of documents keeps increasing because the population is growing by 5 to 7 percent each year. This study uses a qualitative approach through in-depth interviews, direct observation, and document recording. The people involved in the research included the Camat, the Secretary, and the archive staff. The data analysis was done descriptively based on the Archive Life Cycle theory from Read and Ginn (2020), which includes indicators such as creation (process of making, metadata, registration), use (how to search, borrow, access), maintenance (storage, care, digitization), and disposition (retention, transfer, destruction). The research results show that the archive management system has been running smoothly and dynamically through standard procedures, but it is still semi-manual with a simple integration of the DMS. The process involves structured steps with complete additional information and regular checks are carried out routinely. Its use includes searching for keywords, officially borrowing for 3 to 5 days, and setting access based on security levels. Maintenance is done by storing in wood shelves, physically caring for the items, and converting documents into digital formats like PDF or Excel. Depreciation follows the retention schedule set by the National Archives Law, with transfers and destruction carried out after verification. The main challenges include poor integration between physical and digital systems, poorly maintained storage areas, limited staff skills in digital technology, and low infrastructure funding, which affects efficiency, risk of damage, and transparency in services. In conclusion, it is stated that the system has met the basic principles of archive management, but there is still a need for improvement in terms of technology integration and procedures to make it more efficient. The services provided include worker training, investment in building infrastructure, full digital integration, government funds that are allocated, and regular checks and cleanups to meet the complex needs of the community, making it fit well with the theory of the archival life cycle and good government management.

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