Pengelolaan e-Archives melalui Document Management System Berbasis Website di PT. Bridgestone Tire Indonesia

Management of e-Archives Through a Website-Based Document Management System at PT. Bridgestone Tire Indonesia

Departemen Engineering mengambil langkah untuk menanggulangi permasalahan pengelolaan arsip konvensional melalui pilot project dengan merancang dan mengembangkan sebuah sistem informasi yang bernama Document Management System (DMS) sebagai media digitalisasi (alih media) terhadap dokumen hardcopy yang tersimpan di perpustakaan Departemen Engineering. Tujuan dari penelitian ini adalah untuk menganalisis dan mendeskripsikan serta memberikan rekomendasi pengelolaan e-Archives melalui rencana strategis pengembangan Document Management System (DMS) guna optimalisasi pengelolaan e-Archives di PT. Bridgestone Tire Indonesia. Penelitian ini menganalisis implementasi DMS dalam mengelola arsip elektronik yang mengacu pada ISO 15489-1:2016 tentang Records Management yang terdiri dari membuat arsip; menangkap arsip; klasifikasi dan pengindeksan arsip; kontrol akses; menyimpan arsip; menggunakan dan menggunakan kembali; memindahkan dan mengonversi arsip; dan disposisi. Penelitian ini merupakan penelitian deskriptif kualitatif dengan pengumpulan data meliputi wawancara, observasi, dan dokumentasi dari yang bertanggung jawab dalam implementasi DMS dan proyek alih media. Penelitian ini dilakukan di Departemen Engineering, PT. Bridgestone Tire Indonesia. Teknik analisis data yang digunakan meliputi tahapan reduksi data, penyajian data, dan penarikan kesimpulan. Hasil penelitian menunjukkan, pengelolaan e-Archives melalui Document Management System (DMS) di PT. Bridgestone Tire Indonesia belum sepenuhnya berjalan optimal husunya pada 3 indikator yaitu membuat arsip, menangkap arsip, menggunakan dan menggunakan kembali arsip yang belum memenuhi standar yang menjadi fokus penelitian yaitu ISO 15489-1:2016 karena keterbatasan metadata yang komprehensif dan fungsi pencarian konten arsip yang belum optimal. Saran yang dapat diberikan kepada Departemen Engineering adalah perancangan standar dan kebijakan, peningkatan fungsionalitas pencarian e-Archives dalam DMS, pengembangan fitur dan kapasitas DMS, dan strategi akses arsip saat downtime).

The Engineering Department has taken steps to address the issues of conventional archive management through a pilot project by designing and developing an information system called the Document Management System (DMS) as a medium for digitizing hardcopy documents stored in the Engineering Department's library. The aim of this research is to analyze and describe, as well as provide recommendations for e-Archives management through a strategic development plan for the Document Management System (DMS) to optimize e-Archives management at PT. Bridgestone Tire Indonesia. This research analyzes the implementation of DMS in managing electronic records in accordance with ISO 15489-1:2016 on Records Management, which includes creating records, capturing records, classifying and indexing records, access control, storing records, using and reusing records, transferring and converting records, and disposition. This research is a qualitative descriptive study with data collection including interviews, observations, and documentation from those responsible for the implementation of DMS and the media transfer project. The research was conducted in the Engineering Department of PT. Bridgestone Tire Indonesia. The data analysis techniques used include data reduction, data presentation, and conclusion drawing. The results of the research show that the management of e-Archives through the Document Management System (DMS) at PT. Bridgestone Tire Indonesia has not yet been fully optimized, particularly in three indicators: creating records, capturing records, and using and reusing records, which have not met the focus of the study, namely ISO 15489-1:2016 standards, due to limitations in comprehensive metadata and the suboptimal functionality of the content search. Recommendations for the Engineering Department include designing standards and policies, improving the search functionality of e-Archives in the DMS, developing features and capacity of the DMS, and strategies for archive access during downtime.