Implementation of Dynamic Archive Management in The Administrative Sub-Section od East Java Provincial Education Office

Arsip memiliki peran penting dalam suatu organisasi, salah satunya di kantor Dinas Pendidikan. Pengelolaan

arsip dalam unit kerja dilakukan agar dapat mewujudkan kelancaran pelaksanaan administrasi sebagai bentuk

pencapaian tujuan organisasi. Penelitian ini bertujuan untuk mendeskripsikan implementasi pengelolaan

arsip dinamis sub-bagian Tata Usaha Dinas Pendidikan Provinsi Jawa Timur. Fokus penelitian ini ialah

implementasi pengelolaan arsip dinamis sub- bagian Tata Usaha berdasarkan siklus hidup arsip menurut

Betty R. Ricks yang dibagi dalam 5 tahap siklus yaitu: creation & receipt; distribution; use; maintenance;

dan disposal. Penelitian ini merupakan penelitian deskriptif dengan pendekatan kualitatif. Pengumpulan data

diperoleh dari instrumen pengumpul data yaitu pedoman wawancara, catatan lapangan, dokumentasi, dan

peneliti sendiri. Subjek penelitian merupakan 3 pegawai sub-bagian Tata Usaha yang memiliki relevansi

dalam bidang pengelolaan arsip dinamis. Teknik analisis data menggunakan model interaktif dari Miles dan

Huberman. Hasil penelitian ini menunjukan bahwa: (1) penciptaan dan penerimaan arsip dilakukan melalui

pengelolaan surat masuk yang telah berjalan cukup baik dan pengelolaan surat keluar yang belum optimal;

(2) distribusi dilakukan antar unit kerja dan antar organisasi yang telah terlaksana dengan baik dan cepat

karena dilakukan di hari yang sama setelah surat mendapat disposisi pimpinan; (3) penggunaan arsip meliputi

kegiatan pencatatan, peminjaman, dan pencarian arsip surat telah berjalan sangat baik dan dapat dengan

mudah ditemukan apabila diperlukan; (4) pemeliharaan dan perawatan, penyimpanan, dan pengamanan arsip

berjalan kurang baik karena tidak didasarkan pedoman pemeliharaan arsip yang baik pula; (5) penyusutan

dilakukan melalui pemindahan arsip inaktif ke dipo kearsipan. Saran yang dapat penulis bagikan antara lain

dengan menyusun buku pedoman pengelolaan arsip instansi, meningkatkan kesadaran dan perhatian dalam

pemeliharaan dan penyusutan arsip, serta memaksimalkan pemanfaatan sumber daya manusia maupun

sarana dan prasarana dengan optimal.

Kata Kunci: Arsip Dinamis, Dinas Pendidikan Provinsi Jawa Timur

Archives have an importantrole in an organization, one of them is the office of education. Records

management in the work unit is carried out in order to realize the smooth implementation of administration

as a form of achieving arganizational goals. This study aims to describe the implementation of dynamic

archive management of the administrative sub-section of the East Java Provincial Education Office. The

focus of this research is the implementation of dynamic records management sub-section administration

based on the life cycle if archive according to Betty R. Ricks which is devided into 5 cycle stages, namely:

creation & receipt, distribution, use, maintenance, and disposal. This research is a descriptive study with a

qualitative approach. Data collection was obtained from data collection instruments, namely interview

guidelines, field notes, documentation, and the researcher themselves. The research subjects are 3 employees

of the administration sub-section who have relevance in the field of dynamic archive management. The data

analysis technique uses an interactive model from Miles and Huberman. The results of this study indicate

that: (1) the creation and receipt of archives is carried out through the management of incoming mail which

has been running quite well and the management outgoing mail is not optimal; (2) the distribution is carried

out between work units and between organizations whis has been carried out well and quickly because

carried out on the same day after the letter received the disposition of the leadership; (3) the use of archives

includes recording, borrowing, and searching for mail archives that have gone very well and can be easily

found when needed; (4) maintenance and care, storage, and security of archives is not going well because

it is not based on good archive maintenance guidelines also; (5) disposal is carried out through the transfer

of inactive archives to archivl depots. Suggestions that the author can be share include compiling a

guidebook for managing agency records, increasing awareness and attention in maintaining and shrinking

archives, and maximizing the optimal use of human resources and facilities and infrastructure.

Keywords: Dynamic Archive, East Java Office of Education