OFFICE OF RECORDS MANAGEMENT AND ARCHIVES
UNIVERSITY OF INDONESIA:
THE CIRCUMSTANCES LEADING TO ESTABLISHMENT
Starting from 2000, University of Indonesia has taken the first step in attempting to be a State Owned Legal Body (BHMN) University with its vision of being World Class Research University and its mission to provide research based higher education in making progress in the field of science, technology, arts and culture as well as to provide higher education that makes its application for the improvement of the living standard and quality of the Indonesian people and humanity. In line with the functions and activities of the university, the accumulation of records and archives that has been built and received has become quite overwhelming and is dispersed in the faculties and study programs as the organizer teaching and learning activities. It also illustrates the complexity and discrepancy in the process of its accumulation, dissemination, access and retrieval.
The preliminary research in 1997, showed that the administration unit in the faculty and the teaching and learning management unit, did not have any records of transactions on what, who, how, when and where the activity has been or will be or is being done. As a result, University rank did not meet the mission and vision that have been proclaimed earlier. To elevate the rank of the university in the world class ranking, the archives team carried out a research on the development of records management and archives program. The research purposes are to identify the types of records and archives in all functions; to determine inter-relationship records management and archives. The action research method was done by building record management concept, and involve for the document and record management officer as well as the archives officer would be able to apply it in providing historical evidence, research activities and university memory. Record management program covered classification scheme based on the university’s business function analysis, and records retention and disposal schedule. The research showed that the procedures of record management are closely related to and can be applied in the University of Indonesia’s archives management. This is indicated by the publication Decree of Rector UI which stated that the record management and archives is under the control of the General Secretary University of Indonesia, by the name Office of Records Management and Archives University of Indonesia.