Historic Archives Management in Aceh

ARCHIVES/DOCUMENTS are an invaluable historical asset and can be exploited for various purposes. The Archives and Library Board of Aceh has been managing the assets of state property / region well.

When we visit the Archives and Library Board of Aceh, we conducted an interview with the relevant parties in this institution.

The archival governance that will be presented is the process of archive / document management work from the beginning to the end through archival chambers in the Archives and Libraries of Aceh. Among the archive management space is a space that includes the category of archives and static archives.

Since the time of our visit to observe the process of archive processing at the Archives and Library Board of Aceh is relatively very short, the following describes the governance of the archive briefly. Archive governance can be viewed through the archive management chambers, as for those spaces are:

1. Public Spaces (Dynamically Active)
In this space is to receive incoming mail and outgoing mail, therefore the function of this room is related to the procedure of archiving mail. In an organization required someone who is tasked to manage / manage the letters - incoming and outgoing letters in an organization or an agency both public and private.

2. Space Record Center (Dynamic Inactive)
Although the inactive archive has been reduced or decreased in its usefulness, it does not mean that the "junk" is getting less attention. The archives must be managed in the Records Center in the correct stages until they can be utilized. In Records Center this is all related to the management of inactive archives, such as processing, storage, depreciation / destruction, and maintenance.

This room accepted the distribution of archives from the common room. Distribution of archives is the delivery of archives or control of the movement of files from one work unit to another. Subsequent activities after the archive received from the work unit in the common room will be done filing of active archives and inactive archive management activities.

After doing the filing of active archives, then the next process is the arrangement of inactive archives. This room stores all documents that have a relationship with the history and assessment of incoming goods. From this stage of assessment will then be concluded where an archive should be brought. As for who has historical value and ordinary documents will be separated. this is done within ten years, If it has been ten years years to be assessed which should be destroyed and which should be archived, Archives are stored in this room in the form of files and some are open to the public and closed.

3. Processing Room (Static)

This archive processing space is more to the assessment and assessment of archives and management. Basically the management of inactive files, both regular and irregular, is to reconstruct the archives. Therefore, an important instrument in the reconstruction of the archive is the survey, which is data collection and information gathering activities conducted by observing the archive with all its equipments (system, institution, facilities and infrastructure, function and usefulness). The purpose of the survey is to prepare the steps that need to be taken in reforming the archives. From the results of this survey will be known whether the archive is regular or not.

4. Depo Room (Static)
Depo Room is a room arrangement and storage archives. Setup and storage activities in the Records Center (Records Center) to do that is; Examination, Arrangement of Archives and Boxes, Arrangement of Archive List of Archives, and archive maintenance including Provision of archival infrastructure and facilities adapted to archival standards for the management of archive records based on archive form and media, archive storage implemented with respect to form and archival media, air temperature and humidity the archive space is constantly arranged according to the form and archive media.

5. Space Service
This service room is the exhibition room, which contains exhibition fittings in general presented to visitors. This room includes a filing room, where in this room presented various archives in the form of pictures or photographs, such as photos of the Governor of Aceh from time to time and a photo of the leadership of the Archives and Libraries of Aceh from the beginning to the present period. This room is very supportive of visitor knowledge that gives the picture that the archive is not only a document, but may be in the form of photographs as presented in the service room. The presentation room should pay attention to the standard exhibition standards, such as circulation, spatial and lighting.

The advantages and disadvantages of the Archives and Libraries of Aceh.

1. Archival equipment available at the Agency of Aceh Archives and Libraries is available or adequate, ranging from inventory of archive racks, archival boxes, room temperature and others. This should, however, be supported by a commensurate space for archival shelves to be placed in spaces or distances so as not to cause moisture to the archive.

2. Archives officers at the Agency Archives and Library of Aceh in terms of insight and knowledge and skills are adequate even though there are some employees instead of special education archives.

3. The work environment in the Agency of Archives and Library of Aceh in terms of cleanliness, lighting and air temperature is sufficient and in accordance with the governance of the archives, but in the room record center each ssangat lack of room temperature management and layout of the archive box is attached because the room very narrow.

4. Maintenance and safeguarding of archives at institutions of Aceh Archives and Libraries have been done correctly according to archival management.

This article has been publised Indonesian language on my personal blog: http://ahmadzakihusaini.blogspot.co.id/

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