Assessing Record Management Practices: A Study of Compliance and Diversity

Assessing Record Management Practices: A Study of Compliance and Diversity

ABSTRACT

This research investigates the implementation of records management practices at five Islamic State Universities and Colleges located in Central Java and Yogyakarta, utilizing a qualitative research approach. The examination reveals considerable diversity in records management practices across the five PTKINs. This variation can be attributed to disparities in the interpretation of policies by each institutional stakeholder regarding the significance of effective and systematic records management. The divergent policies in place also influence the support systems available. The primary differentiator among these institutions lies in their instruments, serving as the foundational framework for handling records. Following the record management model, specifically ANRI Head Regulation Number twenty-four of twenty eleven, which provides guidelines for organizing records in higher education, two of the studied PTKINs, namely IAIN Kudus and UIN Walisongo, have fully implemented the four pillars outlined in the regulation. However, persisting challenges stem from a limited comprehension of records management among the human resources involved, emphasizing a critical aspect that requires focused attention.

One. INTRODUCTION

Records management plays an important role in determining the continuity of organizational operations. The activities, procedures, and systems of any company depend on effective record management, and they facilitate organizational effectiveness, responsibility, risk management, and business continuity. According to Law Number forty-three of two thousand nine, records are the entire record of activities or events made and received by state agencies, local governments, educational institutions, companies, political organizations, community organizations, and individuals in the implementation life of society, nation, and state in various forms and media following information and communication technology developments. In an organization, records serve as the primary basis for decision-making. Given the importance of the records function, record management strives to guarantee that it is carried out in compliance with regulatory requirements.

The term "records management" refers to the process of taking care of records. It is the process of keeping track of all of an institution's, organization's, or body's records from the moment they are created until they are ultimately disposed of. This comprises identifying, storing, protecting, and discarding (either through archival preservation or, in some situations, destruction). The core of records management is the discipline and standards for the collection, storage, and administration of information in a meaningful format. Making sure that records are created, used, preserved, and retired in a regulated and organized manner is the goal of records management.

Archives and records must be handled by archive providers. Archives consist of documents produced or received by an individual, family, or organization, and are safeguarded due to their ongoing significance. On the other hand, records encompass information or data stored on a medium, serving as an extension of human memory or aiding in accountability. Records are not synonymous with archives. Archives are static, long-lived, durable, and they collect records and long-term storage permanent preservation. On the other hand, records are dynamic and not all records merit ongoing preservation. Records (public records, vital records, preserved records) and inactive records are controlled by record makers through creation, maintenance, and usage, as well as record depreciation. Records are administered by archival organizations using historical archival criteria for acquisition, management, preservation, and access to records. The worth and relevance of a record must be preserved since records include a wealth of information about key transaction activities and serve as a collective memory for future generations.

Sari, Tri Rama, et al. defined records as the translation of the word record, which means recorded, and which also consists of data in a computer system and is made or received by bodies or institutions, as well as individuals in transactional activities or taking actions as evidence of activity. Records must be managed in the record creator's environment to ensure their availability in organizational operations since records represent proof of performance accountability and legitimate evidence for an organization. At the records creator level, records management operations include record creation, record usage and maintenance, and record disposal.

The purpose of managing records is to manage the creation of records to minimize unnecessary documents, which requires an efficient level of records management, one of which is arranging records files according to procedures and ensuring adequate record storage space, then being able to destroy records that are not valuable and preserving records that have permanent value.

Records play a vital role in higher education management, from the institution's founding to the development, implementation, monitoring, and renewal stages of its programs, and these records contain crucial data for the institution's ongoing survival. Universities must manage their records properly as they serve as authentic proof in all activities. ISO nine thousand one: two thousand eight is a quality standard used in higher education to enhance educational quality. Therefore, organizations including higher education must struggle with managing records due to a lack of assessment of records management. Research in records management is needed to integrate record knowledge and technology in the sector. If records management doesn't align with field theory and techniques, it can lead to (one) poor use of records for organizational governance; (two) inadequate use of records for organizational responsibility; (three) difficulty assessing losses, and (four) wasted space due to record accumulation.

An initial survey of record management practices at a few Islamic universities and colleges (Perguruan Tinggi Keagamaan Islam Negeri, PTKIN) in Central Java and Yogyakarta revealed that systematic record management is in place, with established procedures in each institution. For example, IAIN Kudus had two pillars for record management in twenty nineteen, and by twenty twenty-three, this increased to four pillars. UIN Salatiga is noteworthy for its excellent service integrity. Each of these five PTKINs exhibits distinctive characteristics warranting further investigation. Consequently, exploring the subject of record management in these institutions becomes crucial to enhancing the effectiveness and efficiency of record administration. Therefore, the study aims to assess whether the five PTKINs in Central Java and Yogyakarta have implemented record management practices under ANRI Head Regulation (Perka) Number fourteen of twenty eleven, which pertains to record management in the higher education environment. This includes aspects such as filing system design, record creation, usage, and maintenance and depreciation.

Despite the significant benefits that effective records management can bring to universities, the reality is that some Islamic universities and colleges in both Central Java and Yogyakarta still face challenges in achieving optimal dynamic archive management. This study seeks to assess the records management practices in PTKINs in these regions, focusing on both compliance and diversity. The suboptimal practices identified in records management could lead to the loss of crucial information, impacting the availability of archives for performance accountability evidence and legal documentation. Consequently, this research is essential to provide recommendations for the enhancement of records management at PTKINs as a whole.