Thursday (31/3) – Archive management is one of the aspects needed in the running of the work system in an institution, especially in universities that store many important archives including data on education, history, culture and so on. Diponegoro University (Undip) which is a member of the Indonesian Higher Education Archives Association (PAPTI), invited PAPTI management and members to participate in the “Best Practice Archives of Diponegoro University”, a discussion forum for archive management in Indonesia. The event held on Thursday, March 31, 2022 through the Zoom meeting was attended by more than 400 participants from various universities in Indonesia.

Prof. Dr. Nandang Alamsyah Delianoor, S.H., M. Hum. who served as the General Chair of PAPTI expressed his gratitude to Undip for holding a forum to display university archives and share insights in archive management. “It is very important for universities to form archival institutions. I welcome Unsoed that has become a new member of PAPTI. Hopefully PAPTI and universities can work together to build the country,” said Prof. Nandang.

Opening this event, Undip Rector, Prof. Dr. Yos Johan Utama, S.H., M. Hum. represented by the Vice Rector II Undip, Prof. Dr.rer.nat. Heru Susanto, S.T., M.M., M.T. stated the purpose of holding this event is as a forum for exchanging ideas from various universities throughout Indonesia regarding archive management. Effective and efficient archive management is one of the benchmarks for higher education performance, therefore it must be integrated with the latest technology for better database storage. “Undip’s archive office is relatively new, and technology is both a challenge and an opportunity for us. Let’s share knowledge with each other for better archive management,” said Prof. Heru.

The highlight of the event was the presentation of “Best Practice Archives of Diponegoro University” delivered by Suwarto, S.H. as the Head of the Diponegoro University Archives Office. Referring to the Rector’s Regulation Number 12 of 2016 concerning Service Manuscripts, the uniformity of archive management in Undip, especially the dynamic aspect has begun. Supporting this performance, the Undip Archive Office building has a service room, storage room, processing room, leadership workspace, office space, archive digitalization room, meeting room, and secretariat room.

Archive maintenance includes room settings (room temperature, room light so that archives are exposed to sunlight but not directly, ventilation, and avoid the possibility of fire, water, insects); the arrangement of the archive storage area; the use of materials to prevent the destruction of archives; and cleanliness. Suwarto revealed that until now there are 6000 files stored in the Undip Archive Office and this number does not include data in all units in Undip. “We are also actively digitalizing archives so that they can be more easily accessed by the Undip academic community, there are many types of files, such as journals and others,” said Suwarto.

The event ended with a question and answer session and discussion. Closing this event, Suwarto expressed his gratitude for the participation of PAPTI members who were present and active during the event. “Hopefully next year we can hold an event like this again, together we will discuss on managing textual and digital archives in the millennial era,” he concluded. (Titis – Public Relations)