ANALISIS APLIKASI E-BUDDY PADA PENGELOLAAN ARSIP SURAT MASUK (Studi Pada Dinas Penanaman Modal dan Pelayanan Terpadu Satu Pintu Kabupaten Sidoarjo)

ANALYSIS OF E-BUDDY APPLICATION TO THE MANAGEMENT OF INCOMING LETTERS (Study on Sidoarjo Investment and One-Stop Integrated Services Office)

Arsip elektronik mempermudah aktivitas kearsipan, E-Buddy menjadikan dokumen surat masuk lebih terorganisir, pemrosesan cepat dan dapat dilaksanakan jarak jauh. Namun dalam pelaksanaannya ditemukan permasalahan yang menghambat proses pengelolaan arsip seperti sistem aplikasi E-Buddy yang error atau down pada jam kerja, kesalahan dalam proses distribusi surat, serta aktivitas pengelolaan arsip yang dikerjakan oleh siswa magang. Tujuan penelitian ini adalah menganalisis Aplikasi E-Buddy Pada Pengelolaan Arsip Surat Masuk.

Jenis penelitian menggunakan deskriptif kualititatif. Fokus penelitian ini meliputi penciptaan dan penyimpanan, penggunaan dan distribusi, pemeliharaan, disposisi. Pengumpulan data menggunakan teknik wawancara, observasi serta dokumentasi sedangkan analisa hasil data penelitian menggunakan teknik reduksi data, penyajian data serta penarikan kesimpulan.

Hasil penelitian menunjukkan proses penciptaan dan penyimpanan yang dilakukan telah berjalan dengan baik namun dalam proses penginputan dilakukam oleh siswa magang, proses penggunaan dan distribusi E-Buddy berjalan dengan baik karena mempermudah pencarian temu kembali dokumen serta distribusi surat dilakukan secara digital namun ditemukan dalam proses distribusi surat terhambat akibat miss persepsi pada perihal surat, proses pemeliharaan belum berjalan ideal sebab belum dilakukan jadwal retensi arsip serta E-Buddy yang down pada saat jam kerja akibat maintenance serta jumlah akses yang tinggi, proses disposisi arsip belum berjalan sebab belum ada aturan terkait metode pemusnahan dokumen pada E-Buddy.

Saran yang diajukan diperlukannya ketelitian dalam membaca perihal surat masuk untuk meminimalkan kesalahan distribusi, diperlukan jadwal masa simpan dokmen, penciptaan aturan atau pedoman terkait metode pemusnahan atau dokumen elektronik, pengelolaan surat masuk dikerjakan pegawai DPMPTSP atau dengan penambahan pegawai pada posisi tersebut, proses maintenance E-Buddy dapat dilakukan diluar jam kerja dan melakukan peningkatan kapasitas akses pada server untuk mengurangi terjadinya down pada aplikasi E-Buddy.

Electronic archives facilitate archival activities, E-Buddy makes incoming mail documents more organised, fast processing and can be carried out remotely. However, in its implementation, problems were found that hindered the archive management process such as the E-Buddy application system being down during working hours, errors in the mail distribution process, and archive management activities carried out by student interns. The purpose of this research is to analyse the E-Buddy Application for Incoming Letter Archive Management.

This research uses descriptive research with qualititative approach. Focus of this research is refer to the theory (Read & Ginn, 2010), which includes creation and storage, use and distribution, maintenance, disposition. Data collection uses interview, observation and documentation techniques while data analysis techniques using data reduction, data presentation and conclusion drawing.

The results showed that the creation and storage process carried out had been running well but was less than ideal because the input process was carried out by student interns, the process of using and distributing E-Buddy was running well because it facilitated the search for document retrieval and letter distribution was carried out digitally but it was found that the letter distribution process was hampered due to miss perceptions on the subject of the letter, the maintenance process had not been running ideally because an archive retention schedule had not been carried out and E-Buddy is down during working hours due to maintenance and high number of accesses, the archive disposition process had not been running because there were still no rules regarding the method of document destruction in E-Buddy.

The suggestions proposed are the need for accuracy in reading incoming letters to minimise distribution errors, the need for a document shelf life schedule, the creation of rules or guidelines related to the method of destruction or electronic documents, the management of incoming letters is carried out by DPMTSP employees or by adding employees to the position, the E-Buddy maintenance process can be carried out outside working hours and increasing access capacity on the server to reduce downtime in the E-Buddy application.