Warni Tune Sumar, Intan abdul Radjak, Nina
Lamatenggo
Universitas
Negeri Gorontalo, Indonesia
Email: [email protected], intan.razak@ung,ac,id,[email protected]
|
KEYWORDS Archive management; digital-based; appliances |
ABSTRACT Telaga Jaya Sub-district is one of the sub-districts in the Gorontalo Regency
which consists of 5 villages namely: Bulota
Village, Buhu Village, Bunggalo
Village, Luwooo Village and Hutadaa
Village whose area conditions are in flood-prone areas need to be aware of
various possible flood disasters that can occur. can destroy residential
residents and government offices. One of the important assets to be saved
before being hit by a flood disaster is assets in the form of archives in
government offices. Implementation Method The method of implementing the
activity is to provide an understanding of the management and storage of
archives manually and digitally. Submission of material is carried out by
resource persons and lecturers who are members of the team proposing
community service activities. In addition, activities in the context of
community service use two methods, namely 1) Lectures or counseling. In this
method, lecturers or extension workers deliver material about Introduction to
Archives and Digital Archives Training. On that occasion the participants
were freed to ask questions with the material giver. The details of this
method are an explanation of how to manage archives with a digital system. 2)
Interactive dialogue, in this case participants are positioned as subjects
who can provide reviews related to problems in archive management. This
dialogue serves as brainstorming from participants to obtain input in the
form of problems, aspirations, proposals, ideas and solutions. 3) The
distribution of questionnaires before and after the implementation of the
counseling (pretest and posttest questionnaires). The purpose of distributing
this questionnaire is to get a comparison of participants' knowledge and
insights about Archive Management. |
INTRODUCTION
Telaga Jaya sub-district is one of the
sub-districts in the Gorontalo Regency which consists of 5 villages, namely: Bulota Village, Buhu Village, Bunggalo Village, Luwooo Village
and Hutadaa Village. can destroy residential
residents and government offices. One of the important assets to be saved
before being hit by a flood disaster is assets in the form of archives in
government offices, including sub-district and sub-district/village offices.
Sub-district and village office employees are responsible for saving archives
that are very important for the sustainability of the government and the
interests of its citizens. Awareness and ability to save archives is a very
important aspect for government officials at the sub-district and village
levels (Sukoco, 2020).
One of the efforts to save archives is to manage digital-based archives. To
manage digital-based archives, special knowledge and skills are needed for
sub-district employees and village officials. Therefore,
it is necessary to conduct digital-based archive management training for
employees of the Telaga Jaya sub-district and
villages in the Gorontalo district (Barthos, 1990).
Law
No. 43 of 2009 concerning archives is meant by archives are recordings of
activities or events in various forms and media in accordance with the
development of information and communication technology made and accepted by
state institutions, regional governments, educational institutions, companies,
political organizations, organizations society and individuals in the
implementation of social, national and state life (Sugiarto, 2018).
Archive is a data used for planning in the implementation and decision making
by the leadership in carrying out the main tasks of the organization. Every
government needs a reference to the archives that it has created or received in
carrying out its duties (Ardyawin, 2017).
In
the management of records that are not good can result in the use of the time
it takes too long to find the files that are needed. Instead, archives are
stored systematically, maintained, organized and described, so quickly find the
files you need. As government employees in public services, sub-district and
village officials do not only carry out their duties orally but also develop
skills in archive management (Arsip Nasional Republik Indonesia, 1999).
One proof of the ability to develop archive management skills is by
understanding and mastering digital or electronic based archive management.
However, the facts show that most of the sub-district and village officials are
still unable to process digital or electronic-based archives to prevent loss
and damage to archives (Handayani,
2019). To improve the knowledge and skills of
sub-district employees and village officials, many problems faced in archive
management are archive loss, unsystematic archive storage, and archive damage.
The problem was caused by several things, such as the absence of adequate
storage space, not understanding how to store archives properly, so the team
from UNG Faculty of Education, especially the Education Management Department,
could carry out digital-based archive management training (Indrawan, 2015).
To achieve this goal, the method used in this activity is training for
employees and village officials in the Telaga Jaya
sub-district, Gorontalo Regency. Telaga Jaya
sub-district was chosen as the target of this training activity, considering
that Telaga Jaya sub-district is a flood-prone area
which can result in very high levels of damage and loss of archives (Sholeh, 2018).
The training activity began with the provision of materials to increase the
motivation and understanding of sub-district employees about digital-based
archive management (Fatimah & Septiana, 2021).
After giving the material, the sub-district employees were given demonstrations
on the use of electronic archive applications, namely the Digital File Cabinet
(DFC) application program and provided opportunities for participants to
practice archive processing using computers/laptops, namely by transferring
archival media from paper archive media to electronic archives, here's how to
store and recover archives by operating the Digital File Cabinet (DFC) application
program. The training was held at the Telaga Jaya
sub-district office, Gorontalo Regency (Amsyah, 2003).
METHOD RESEARCH
Implementation Method
The method of implementing the activity is to provide an understanding of the
management and storage of archives manually and digitally. Submission of
material is carried out by resource persons and lecturers who are members of
the team proposing community service activities. In addition, activities in the
context of community service use two methods, namely 1) Lectures or counseling.
In this method, lecturers or extension workers deliver material about
Introduction to Archives and Digital Archives Training. On that occasion,
participants were free to ask questions with the material giver. The details of
this method are an explanation of how to manage archives with a digital system.
2) Interactive dialogue, in this case participants are positioned as subjects
who can provide reviews related to problems in archive management. This
dialogue serves as brainstorming from participants to obtain input in the form
of problems, aspirations, proposals, ideas and solutions. 3) The distribution
of questionnaires before and after the implementation of the counseling
(pretest and posttest questionnaires). The purpose of distributing this
questionnaire is to obtain a comparison of participants' knowledge and insights
about Archive Management.
RESULTS AND DISCUSSION
1.
Place and
Time of Activity
��The training activity was carried out in the Telaga Jaya District, Gorontalo Regency, one of the
fostered villages of the Faculty of Education, State University of Gorontalo,
namely Bulota village, Talaga
Jaya District, Gorontalo Regency, but the implementation of the activities took
place in the Hall of Telaga Jaya District, Gorontalo
Regency and was carried out from June-July 2020. includes preparation
activities to the reporting stage (Martoatmodjo, 1999).
1) Stages and Methods of Implementation of
Activities
a.
Program
Implementation Approach
Implementation
Method The method of implementing the activity is to provide an understanding
of the management and storage of archives manually and digitally. Submission of
material is carried out by lecturers who are members of the team proposing
community service activities (Ross, 2012).
In addition, activities in the context of community service use two methods,
namely 1) Lectures or counseling. In this method, lecturers or extension
workers deliver material about Introduction to Archives and Digital Archives
Training. On that occasion the participants were freed to ask questions with
the material giver. The details of this method are an explanation of how to
manage archives with a digital system. 2) Interactive dialogue, in this case
participants are positioned as subjects who can provide reviews related to
problems in archive management. This dialogue serves as brainstorming from
participants to obtain input in the form of problems, aspirations, proposals,
ideas and solutions. 3) The distribution of questionnaires before and after the
implementation of the counseling (pretest and posttest questionnaires). The
purpose of distributing this questionnaire is to get a comparison of
participants' knowledge and insights about Archive Management.
b.
Work
procedures
The work
procedure will be carried out in several stages, namely First, the preparation
stage. This preparation is focused on preparing all the equipment needed to
carry out this activity, studying literature and coordinating with the relevant
local government to carry out activities. Second, site visits to determine the
place (location) of training activities. Third, the design of materials for
introducing digital archives and training for sub-district employees and
village officials by preparing materials that will be displayed in the
activity. The module was reproduced by a number of participants who were
involved in the activity. Fourth, the implementation is carried out by the
Service implementation team from the State University of Gorontalo, Faculty of
Education, Department of Education Management. As for the measure of the
success of this activity, namely 1) The realization of cooperation between the
executor of the activity and the government of the Telaga
Jaya sub-district, Gorontalo Regency and the Gorontalo State University,
especially in the service implementation team, 2) The number of participants
who attend is at least 50% of the invitees, 3) There is a two-way interaction
in activities between speakers and participants so that there can be an
increase in knowledge and understanding of archive management, 4) Increased
understanding of participants related to the material presented so that when in
the field they can implement theory and practice, 5) Increased understanding of
activity participants is measured by distributing questionnaires before and
after the activity
c.
Activity
Program Implementation
Program
Implementation This activity was carried out on June 10, 2022 in the Telaga Jaya District Office Hall, Gorontalo Regency, which
was attended by 30 people. Based on the activities that have been carried out,
several things have been obtained. In the first stage, participants were
distributed pretest questionnaires to be filled in by participants, after which
the instructor (resource) explained how to manage digital archives and archives
(Sulistyo‐Basuki, 2004). In
the second stage, participants were invited to understand the material
presented and presented by the resource person (Fahrudin
Akadji. S, Pd. MPd), then
in this session a question and answer session was also
opened, for those who still did not understand the management of digital
archives and archives. resource persons answered questions posed by
participants. On average, participants already understand archives manually or
conventionally, but most of the participants do not understand managing
archives digitally. In the last stage, after participants were given briefing
on digital archives and archive coding, they could understand the digitizing of
archives and encoding of these archives. The training materials are: 1. The
scope of electronic archives, 2 documentation and archiving, 3 document filing
systems, 4. Electronic Document Management, 5 Digital Filing System and
Electronic Document Management System (EDMS) Application. 6. Automation of
Office Administration Activities (Republik Indonesia, 2009).
Image 1
Opening of the
Implementation of Training Activities
Training activities for
digital-based archive management materials can be seen in Figure 2 below.
Figure 2
Training Activities on How to Coding on
Each Type of Letter
d. Outcomes Achieved
This evaluation was obtained from the
processed questionnaires given to 30 participants before and after the
training. Then from the participants' answers it can be seen the comparison of
knowledge before and after carrying out the training. The results of the
initial evaluation showed that: the number of participants who attended was 30
people; as many as 25 people or 83% of participants from both sub-district
employees and village officials did not know the coding procedure for each type
of letter they used one letter code or what was called the general code and 5
as many as 17%. Can only find out part of the letter encoding. So it can be
concluded that most sub-district and village officials do not understand the
coding of each type of letter and letter code nationally. And do not understand
how to store archives both manually and digitally because the level of
understanding of participants does not yet understand the classification system
and encoding types of letters and every agency, both sub-district and village
governments, does not yet have an application or WEB in archive storage (Mooduto, Wulansari, & Riyadi, 2021).
CONCLUSION
Based on the results of the service activities that have been
carried out, it can be concluded that digital-based archive training activities
can run well and smoothly at the Head of the Telaga
sub-district, Gorontalo Regency. The obstacles faced in this activity were that
most of the participants had not been able to document archives both manually
and digitally and the internet connection was not smooth.
Electronic archive management training is carried out by using
Google Drive as a medium for storing letters or files owned by the village
office. But the problem is that as participants do not understand the coding
system for each type of letter, participants only use one letter code in
general. Participants have not been able to distinguish the types of letters
Village officials and sub-district employees can participate in
training activities properly until the end of the activity. With this
electronic archiving training, it is hoped that it can improve the performance
of village officials and sub-district employees, especially in searching for
files or letters that have been archived.
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Copyright holders:
Warni Tune Sumar,
Intan abdul Radjak, Nina Lamatenggo (2022)
First publication right:
Devotion - Journal of Research and Community
Service
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