Agung Kuswantoro, S. Pd, M.Pd
Email : agungbinmadik@mail.unnes.ac.id
Abstract
Archives are authentic source public information services, therefore, its arrangement in an organization or institution must be systematic and effective. All along, file management has been done manually making people get difficulties to access it publicly. Therefore, archival management based on Information and Communication Technology (ICT) is needed. Archiving study in Vacation High Schools has been manually including writing the identity of the archive into a diary, book expedition, control cards, and cards and loans archive. Thereupon, it is considered necessary to use electronic system that is more practical, effective and efficient, one which is with a system of electronic filing (e-archive) based on Microsoft Access. Database given during this Public Service Activity is required in the system database file storage that includes an agenda book, book expedition, control cards, and credit cards and archives. The conclusions of this devotion is that office administration teachers are able to apply the concept of e-archive theoretically and practically using a computer through the Access program including opening, operating the e-archive menu, and implementing e-archive in accordance with records management that has been determined in the program. Suggestions in this devotion is that office administration teachers in Semarang should improve their skills in operating computer, especially of Access as e-archive is closely related to the program.
Keywords: E-archive, Paperless, Office administration education teachers
INTRODUCTION
Archives have an important value in the viability of organizations both governmental and private organization. Its advantages comprises information providing used in decision-making, evidence-giving, and tool-utilization of accountability. Furthermore, it can also be used as an instrument of bureaucratic transparency.
Being managed optimally, archives can be very advantageous, otherwise it can also cause problems. Piles of archives without classification will only fill-up the office room, which surely disrupt organization activities and performance. The difficulty in finding any archives will influence decision-making and complicate the law process as well as accountability.
Governmental and non-governmental organizations do not give full attention to the problem of archiving. A lot of people do not even understand its values and advantages for their daily life nor for the organization do they belong to. Many of them assume that archives are merely not useful and valuable.
Every organization activity always involves administration process as a part of their liability. Without this process, the organization cannot achieve their visions and missions effectively.
In order to arrange archives, there are some aspects that should be considered; 1) an effective managing system of archive, 2) an implementation of the system effectively and efficiently, and 3) a sharp and continuous evaluation of the system implementation. These three aspects can be implemented with human resources, finance and infrastructure support.
The classical archival system is done by saving it in filling cabinet and recording the data in a book, however, this system is considered with disadvantages as it is inefficient and ineffective in space, time, and cost. The ineffectiveness of space is in term of providing filling cabinet, file folder, shelf and other equipment. The ineffectiveness of time is in term of wasting time searching unregulated documents that it would spend cost ineffectively to purchase maintenance.
Along with the development of communication and information technology, archival system is designed for computer-based storage or file. This system has advantages in its simple design that saves more time. File management in a computer arranges as how manual archive is ordered. For example, alphabetical system in computer with file is made by creating folders inside the data. If we make folder A, then inside folder A there would be Aa, Ab, Ac, Ad, Ae, Af, Ag, Ah and so on. If we make area-based folder, the first folder would be province of which the inside is city, then sub-district and village. For example, there is Central Java folder that contains Semarang folder. Inside Semarang folder, there is East Semarang, West Semarang, South Semarang and North Semarang. Inside South Semarang folder there are Sekaran and Banaran folder, etc. The same system is also applied to other kinds of archive. The most important thing is the arrangement from the widest or largest range to the smallest folder creation, general to specific folder, folder to map, etc.
The computer program was developed as php, MySQL, Delphi, buy-software archives, open internet with open source, and more. In general, this program has many advantages compared to file-based computer system as the program has been arranged and designed in accordance with a data base specifically so that the application is complicated to be learned by people generally. If the software is there, the price will be expensive and not affordable.
Therefore, it requires a cheap software or even free. According to the official team, the software that supports this program is Access as a program for designing databases. The database created is a system of incoming mail, outgoing mail, archive storage, control cards, diary entry, agenda books, and expedition books. At the core, this system is only used for storing the database files not the physical archives.
This system is cheap compared to other archival system applications and free because it belongs to Microsoft Office. The stages access-based archival system is to identify the needs, determine the archival system used, archive documents into files, documents maintenance, document security, documents exclusion, and documents decimation.
Every organization needs accurate information to achieve its goals, including the old data (archives) because it contains important values to the organization. Likewise, the teachers of office administration education need to understand e archives, as the deepening of the material in the Manual archives learning, as it pertains to the demands of technological progress and information, so that the teachers of office administration education have to master e archives. In the management of archives, archives are not only saved but needed the arrangements storage procedures as to ease recovering it (finding). It means that the archives should be recovered easily and quickly if needed as information material.
Based on the above description, the formulation of the existing problems in MGMP teachers of office administration education in Semarang city, namely the need for training of archives electronic storage (e archives) based on Information and Communication Technology (ICT) as conservation efforts (paperless).
The purpose of this research is to provide electronic archive training (e archives) based on Information and Communication Technology (ICT) as conservation efforts (paperless) on MPGP teachers of office administration education in Semarang city.
The benefits of this research is to provide a positive contribution to MGMP teachers of office administration education on archives management, implement the Information Technology using the Microsoft Access program, and instill the value of conservation in the form of paperless in archives management.
The term archive that is often heard, written, and spoken is a term that has many meanings. On the one hand, archive means a message, which is saved in the form of letters, bills, statistics, films, tapes, Compact Disk (CD) etc. On the other hand, archive also means a place to keep notes, documents, or evidence of activities that have been implemented. It was revealed in “The National Archives” that stored the archives including the text of the proclamation, Roem-Ruijen treaty, the text of Indonesia Raya song, and so forth. The term archive discussed above is derived from the Dutch word “Archief” that are hardly pronounced by Indonesian, so it was adopted to “arsip”. People do not know for sure since when the term was adopted into “arsip”, but it can be estimated when the Dutch language was less popular in Indonesia (1950s).
If an archive means a record which is stored as a proof of an organization’s activity, then it is called as “copy.” The term itself is not often used so that most officials did not recognize it. However, it does not mean that the term copy is never used, because up until now there are many people who still use it (Agus Sugiarto and Teguh Wahyono, 2005).
Arhive is a written note, picture, or transcription that contains a certain case or event that is used as a reminder. Record automatically becomes an archive after being processed to complete an organization’s activity. As an archive material, record has 4 functions: informational function; judicial function; historical function; and scientific function (Martono, E, 1990).
Archive can also be broken down into 2 value functions based on whoever used the record. A record is automatically valuable for the organization which created that record itself or the record’s owner (primary value). In addition, a record can also be used by other party outside of the organization that created the record (secondary value). For example, the annual report of an organization can have a primary value because it is useful for the future development for involved organization. Besides useful for the creator organization or record owner, the report can be used by other organization as a source material of information in forming policy for the development of the organization (Sularso, Mulyono, and friends, 2011).
(Zulkifli Amsyah, 1990) arranging archive well, it needs to be grouped in 4 categories. This will help to facilitate the process of sorting in storing or eliminating archive that has already no value.
METHODS OF IMPLEMENTATION
The material in this training is an access-based e-archive. The matters that will be learned are how to open e-archive program and to introduce menu in e-archive management such as agenda book, e-archive search, list of archives loan, organization management, and others. For the methods of implementation, see chart below:
Trainer
Accompanied by the team
To the citizen
Chart of Implementation Activity Stages
The methods of implementation is done through three stages, they are material delivery, e-archive simulation, and presentation evaluation.
RESULTS AND DISCUSSIONS
The result achieved that office administration teachers in Semarang City are able to understand the concept of computer-based e-archive theoretically and practically using Access program. Moreover, there is a team work between office administration teachers in the fields of education and training through community service. They are able to open e-archive, as follows:
Picture of Opening E-Archive
The window appears. Click Sign In as follows:
Picture of E-Archive Homepage
The picture below will appear:
Picture of E-Archive Sign In
In choose username there are two choices: trisna and agung. Choose trisna or agung with password 1. Click Go, as the picture below:
Picture of E-Archive Sign In
After successfully Sign In, the Main Menu will appear in E-Archive system as follows:
Picture of Main Menu
E-Archive has some menus, they are New Archive, Archive Management, Agenda Book, Incoming-outgoing mail, Search Archive, Institute Seeting, About E-Archive, Incoming Mail Recap, Outgoing Mail Recap, Agenda Book Recap, and Borrowing Archive Recap. All menus on Main Menu have their own functions.
The training participants were not yet skilled in operating Access program. Even though the program also included Microsoft Office, teachers of educational administrative offices in Semarang were not quite familiar with it.
E-archives needs a combination of manual and electronic filing in its concept. Therefore, it is necessary to comprehend the concept of manual archive before apprehending E-archive. Most participants understand the concept of records management manual. However, they are poor in electronic operation. Electronics intended in this case is computer operation, thus, they previously need a separate training in the application of computer programs as the participants already understand the basic concepts of E-archives management.
During the E-archive training, there were some teachers who get confused in operating the program, therefore, there was manual instructions needed. Hopefully, after the training is completed, they are able to practice at the school they teach.
CONCLUSIONS
This devotion shows that the administration education teachers are now able to apply the concept of E-archive theoretically and practically using a computer on an Access program by opening, operating the E-archive menu, and implementing E-archive in accordance with records management that has been determined in the program.
The advice in this Public Service Activity is that office administration teachers in Semarang City should improve skills in operating computer, especially of Access, as E-archive is closely related to the program.
BIBLIOGRAPHY
Agus Sugiarto and Teguh Wahyono. 2005. Modern Archive Management from Conventional to Computer-Based. Yogyakarta: Gava Media.
Martono, E, 1990. Filing (Management Record and Filing in Modern Offices, Jakarta. Publisher: Karya Utama.
Sularso Mulyono et al, 2011. Archiving Management. Semarang: Unnes Press.
Zulkifli Amsyah, 1990. Archiving Management. Jakarta. Peneibit: PT Gramedia.
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