1. Information Technology for Archive Management Prof. Dr. Ir. Kudang B. Seminar, MSc e-mail: kseminar@apps.ipb.ac.idkseminar@apps.ipb.ac.id blog: http://kseminar.staff.ipb.ac.idhttp://kseminar.staff.ipb.ac.id Seminar Nasional Kearsipan & Workshop Perpustakaan Bogor, 7 Nopember 2013

2. Tim Pengembangan Master Plan Managing the Paper Mountain Kaushika Patel, Caroline MacDonald, Ginny Butler, (2006)

3. Definition of Records “A ny book, paper, map, photograph, or other information-recording device, regardless of physical form or characteristic, that is made, produced, executed, or received by any local government or officer thereof pursuant to law or in connection with the transaction of public business. Record as used herein shall not be deemed to include library materials, extra copies of documents created only for convenience of reference, and stocks of publications.” (Arts and Cultural Affairs Law, § 57.17, Subdivision 4) Kaushika Patel, Caroline MacDonald, Ginny Butler, (2006)

4. Examples of Records in Education Student Files Attendance Records Student Medical Records Report Cards IEP’s Policies and Procedures Purchase Orders Official E-Mail Environmental and Safety Assessments Grant Proposals Personnel Files School Board Minutes Budgets Student Portfolios Evacuation Plan Kaushika Patel, Caroline MacDonald, Ginny Butler, (2006)

5. Record Series “ A group of related records (such as minutes of a board, payrolls, and purchase orders) that are normally used and filed as a unit and that normally have the same retention requirements.” (NY SARA Glossary of Terms ) Kaushika Patel, Caroline MacDonald, Ginny Butler, (2006)

6. Who Is Responsible for Records Management? The Records Management Officer EVERYONE Kaushika Patel, Caroline MacDonald, Ginny Butler, (2006)

7. Records Come in Different Forms Paper Paper Microfilm/Microfiche Microfilm/Microfiche Electronic Documents Electronic Documents E-Mail E-Mail Web Pages Web Pages John B. Breeden Kaushika Patel, Caroline MacDonald, Ginny Butler, (2006)

8. 8 Archive Definition A collection of non-current records of an organization or institution preserved because of their continuing historical value.A collection of non-current records of an organization or institution preserved because of their continuing historical value. The organization responsible for selecting, accessioning, preserving, and making available records determined to have permanent or continuing value.The organization responsible for selecting, accessioning, preserving, and making available records determined to have permanent or continuing value. The building or portion of a building in which an archival institution is located.The building or portion of a building in which an archival institution is located. Create a backup copy of an electronic file for non- current, but not permanent, storage.Create a backup copy of an electronic file for non- current, but not permanent, storage. John B. Breeden (2005 )

9. The World Has Change Towards EDI (Electronic Data Interchange)

10. Towards Electronic Archive Systems Room Screen World The Archive Management Have Changed

11. Layanan Arsip: Customer- Centric Services Archive System Consumer Interaction Linkage s Prime Services

12. Electronic Archive: Customer-Centric Services Archive System Consumer Electronic Interaction Prime Services Use of IT Apply EDI: G2C, G2B, G2G

13. 13 A Change in The Cycle of Life Creation Distribution & Use Storage & Maintenance Retention & Disposition Archival & Presentation  John B. Breeden (2005 )

14. 14 The Brave New World  John B. Breeden (2005) NARA: National Archives & Record s Administration FOIA: Freedom of Information Act

15. Integrated Solution: IT-Based

16. Document Security

17. The Reference Model for an Open Archival Information System (OAIS) Preserving Digital Objects - Principles and Practice DPE, Planets CASPAR and nestor joint training event Prague, Czech Republic, October 13-17, 2008 Carlo Meghini Consiglio Nazionale delle Ricerche Istituto di Scienza e Tecnologie della Informazione http://nmis.isti.cnr.it/meghini/

18. OAIS background –Reference Model for an Open Archival Information System (OAIS) –Development led by the Consultative Committee for Space Data Systems (CCSDS) –Issued as CCSDS Recommendation (Blue Book) 650.0-B-1 (January 2002) –Also adopted as: ISO 14721:2003 –Periodic reviews –http://public.ccsds.org/publications/archive/650x 0b1.pdf

19. OAIS high level concepts OAIS environment –Producer provides the information –Management sets overall policy (not the day-to-day operations) –Consumer finds and acquires preserved information of interest Designated Community is the set of Consumers who should be able to understand the preserved information.

20. OAIS external interactions SIP DIP AIP

21. OAIS high-level concepts –The unit of exchange between an OAIS and its surrounding the environment is an Information Package. –An Information Package is a conceptual container of two types of information: Content Information and Preservation Description Information (PDI). –The resulting package is viewed as being discoverable by virtue of the Descriptive Information

22. OAIS high level concepts Information Package Concepts and Relationships (Figure 2-3)

23. OAIS Functional Model

31. Penelusuran Arsip Interaktif Menggunakan lintasan logika kebutuhan pengguna arsip untuk penelusuran bebas Menyediakan berbagai bentuk sajian arsip sesuai dengan sifat dan jenisnya. Dilakukan secara on- line tanpa batas waktu dan tempat 7

32. ArahModernisasi Layanan Arsip Orientasi pada kepuasan pengguna & konsumen Profesionalisme SDM (skill & attitude) Ketepatan waktu & kecepatan Otomatisasi dan simplifikasi Keragaman metoda penelusuran Keluasan jangkauan layanan Sosialisasi prosedur layanan Pengembangan teknologi layanan Penanganan gangguan cepat Sistem keamanan

33. 33 Some Planning Considerations for Document Management Systems Identify purpose of system Scalability Legality Issues Technology Issues Indexing Cost/Benefit Analysis 