SISTEM TATA KELOLA ARSIP SURAT MASUK DAN SURAT KELUAR DI KANTOR BADAN RISET DAN INOVASI DAERAH 

PROVINSI JAWA TIMUR

INCOMING AND OUTGOING MAIL ARCHIVE MANAGEMENT SYSTEM AT THE EAST JAVA PROVINCIAL RESEARCH AND 

INNOVATION AGENCY OFFICE

Abstrak

    Penelitian ini bertujuan untuk menggambarkan sistem tata kelola arsip surat masuk dan keluar di Kantor Badan Riset dan Inovasi Daerah (BRIDA) Provinsi Jawa Timur. Arsip surat berperan penting dalam kelancaran administrasi, sehingga pengelolaannya harus dilakukan secara sistematis mulai dari penciptaan hingga penyusutan. Berdasarkan teori Mulhidin dan Winata dalam Faulziyah (2019), pengelolaan arsip ideal mencakup empat unsur: penciptaan, penggunaan, pemeliharaan, dan penyusutan. Di BRIDA Jawa Timur, sistem arsip masih dilakukan secara manual tanpa SOP, namun tetap mengikuti prosedur administrasi seperti registrasi surat, pengklasifikasian, dan pengamanan dokumen.Penelitian ini menggunakan pendekatan kualitatif dengan jenis deskriptif. Informan terdiri dari 1 ketua subbagian, 3 pegawai pengelola arsip, dan 2 pegawai pengguna arsip. Data dikumpulkan melalui observasi, wawancara, dan dokumentasi, lalu dianalisis melalui reduksi data, penyajian, dan penarikan kesimpulan.Hasil penelitian menunjukkan bahwa proses penciptaan arsip telah terlaksana dengan baik dan terorganisir. Namun, tahap penggunaan arsip masih kurang optimal karena belum adanya prosedur peminjaman yang jelas. Pemeliharaan arsip dilakukan tetapi belum maksimal akibat dokumen yang belum teridentifikasi dan ruang penyimpanan yang tidak tertata. Penyusutan arsip hanya dilakukan sebagian, terbatas pada pemindahan arsip, tanpa proses penyusutan secara menyeluruh.

Kata Kunci: Tata kelola arsip, surat masuk, surat keluar, Brida Jawa Timur.

Abstract

    This study aims to describe the governance system of incoming and outgoing mail archives at the Regional Research and Innovation Agency (BRIDA) Office of East Java Province. Mail archives play a crucial role in the smooth operation of administration, and thus their management must be carried out systematically from creation to disposition. According to the theory by Mulhidin and Winata in Faulziyah (2019), ideal archive management includes four elements: creation, use, maintenance, and disposition. At BRIDA East Java, the archiving system is still conducted manually without standard operating procedures (SOP), yet it still follows administrative procedures such as mail registration, classification, and document security.This study uses a qualitative approach with a descriptive method. Informants consist of 1 head of sub-division, 3 archive management staff, and 2 archive users. Data were collected through observation, interviews, and documentation, and then analyzed through data reduction, presentation, and conclusion drawing.The research results show that the archive creation process has been well implemented and organized. However, the usage stage of the archives is still suboptimal due to the absence of clear borrowing procedures. Archive maintenance is carried out, but not optimally, due to unidentified documents and poorly organized storage spaces. Archive disposition is only partially done, limited to archive relocation, without a thorough disposition process.

Keywords: Archive governance, incoming mail, outgoing mail, BRIDA East Java.