A Guide Into the Correct Archive Storage Procedures

If you work in the field of management and administration, then you must know the correct archive storage procedures. This archive that you manage contains important documents that will usually be needed again at a later date. Therefore, you must store it properly so that it is easy to find when needed.

On this occasion, you can learn how to perform proper archive storage procedures. However, before knowing this, it’s better if you study what an archive is in more depth first through the discussion below.

Definition of Archive

An archive is a collection of notes, scripts, or other documents written or typed and printed in any form and media (be it letters, numbers, pictures, or videos). Archives contain primary sources that are accumulated over the lifetime of an individual or an organization and are kept to show the function of that person or organization.

Meanwhile, the meaning of archives has also been regulated by state laws. Based on Law Number 43 of 2009 concerning Archives, archives are recordings of an activity or event in various forms and media, which are made and accepted by state institutions, local governments, educational institutions, companies, political organizations, community organizations, and individuals in the context of the implementation of social, national and state life.

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Archives have several properties and characteristics that distinguish them from other types of documents, namely:

• Autentik, arsip harus berisikan informasi yang aktual dan faktual.
• Legal, arsip merupakan bukti resmi dari berbagai kegiatan dan kebijakan yang telah dilakukan.

In the future, archives will be used as authentic and legal evidence to support activities or policies that will be made. Therefore, you must store archives properly and correctly so that they are easy to find when you want to use them.

Types of Archives

Based on Law Number 43 of 2009 concerning Archives, there are seven different types of archives, namely:

• Arsip dinamis
• Arsip vital
• Arsip aktif
• Arsip inaktif
• Arsip statis
• Arsip terjaga
• Arsip umum

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Let’s see a full explanation of the types of archives below!

1. Dynamic Archive

Dynamic archives are records that are used directly in the activities of people or organizations that create archives and are stored for a certain period.

2. Vital Archive

Vital archives are records that are a basic requirement for the operational continuity of the person or organization that creates the archive. This archive cannot be updated and cannot be replaced if it is damaged or lost.

3. Active Archive

Active archives are archives with a high frequency of use and/or are used continuously. This type of archive will always be used for various needs.

4. Inactive Achive

Inactive archives are a type of archives whose usage frequency has decreased or has been used very rarely. Usually only used to provide information or serve as a regular reference.

5. Statis Archive

Static archives are archives produced by people or organizations whose archives because they have historical value, have expired, and provide permanent information that has been verified, either directly or indirectly by the National Archives of the Republic of Indonesia and/or other archival institutions.

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6. Secured Archive

Secured archives are state archives related to the existence and survival of the nation and state which must be maintained for their integrity, security, and safety.

7. Public Archive

Public archives are archives that are not included in the protected archive category. In other words, these archives are all archives that are not related to the existence and survival of the nation and state.

The Correct Archive Storage Procedures

Archives are very important documents that must be stored properly. Later when needed, the archive should be easily found to save time. The following is a set of proper archival storage procedures.

1. Archive Check

The first step to do in archive storage is to check it first. You must ensure that the archive contains appropriate, current, and factual information. You can confirm this by asking the archiver for clarification.

2. Archive Indexing

Once the archive has been confirmed for the integrity and correctness of its contents, you must index the archive. This is necessary so that the archives that are stored can be arranged neatly and not messy. You can index archives based on things like alphabets and numbers.

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3. Archive Coding

Once indexed, records must be assigned a tag (or code) indicating where they are stored. Later, this code will come in handy when the archive is about to be reused and exited from the file. When the file is returned, the officer will also find it easier to return the file to its original place.

4. Archive Sorting

If all the archives that you want to save have been marked (coded), then you can sort the archives. You can sort archives by predefined code. This process needs to be done so that the grouping of archives can be done more easily. In addition, later the archive will also be easier to find when the archive is needed again.

5. Archive Storing

If the archive has been checked, indexed, tagged, and sorted, then you just have to keep the archive in the place that has been prepared. Make sure the places and systems used to store archives are safe and trusted. That way, the archive can be maintained properly and will not be damaged.

Easier Archiving with LiteDMS

If you spend a lot of time searching for documents, let’s use LiteDMS from AdIns to simplify the process. LiteDMS was created to make document management easier and faster so that you can search even very specific documents easily and quickly while performing proper archive storage procedures. For more information about our products and services, please click here.