Digital Archives Management: Improving Operational Efficiency and Information Security

• Ari Nur Aliyah Rohalia

  Univeristas Muhammadiyah Sidoarjo

• Ilmi Usrotin Choiriyah

  Universitas Muhammadiyah Sidoarjo

• Desy Triana Afdillah

  Universitas Muhammadiyah Sidoarjo

• Khalimatus Sa'diyah

  Universitas Muhammadiyah Sidoarjo

• Rizki Yefin Saputri

  Universitas Muhammadiyah Sidoarjo

• Muhammad Prayoga Arianto

  Universitas Muhammadiyah Sidoarjo

General Background Efficient records management constitutes a fundamental administrative requirement for maintaining institutional memory, ensuring accountability, and supporting strategic decision-making. Specific Background Educational institutions in Indonesia are currently navigating the transition from traditional paper-based document storage to modern electronic environments to accommodate growing administrative demands. Knowledge Gap Although theoretical frameworks advocate for fully integrated automated archiving platforms, practical implementation within public schools frequently encounters severe operational bottlenecks regarding specialized human resources and technical infrastructure. Aims This qualitative case study evaluates the records administration workflow within a public secondary school to identify prevailing operational limitations. Results The analysis reveals that the institution utilizes systematic manual procedures encompassing document creation, physical storage, and environmental maintenance; however, the transition to electronic platforms faces substantial barriers, including inadequate specialized personnel, limited physical infrastructure, restricted retrieval speed, and compromised information security. Novelty This research distinctly isolates the specific administrative vulnerabilities that emerge when high-volume educational facilities attempt electronic document transitions without adequate specialized technical personnel. Implications Sustaining long-term institutional accountability requires educational stakeholders to prioritize the digitization of physical documents, implement integrated electronic tracking systems, and consistently train staff in contemporary data security protocols.

Highlights:

• Limited technical infrastructure and personnel shortages severely restrict document retrieval speed and data confidentiality.

• Systematic manual procedures remain the primary method for document preservation and environmental maintenance.

• Integrating electronic tracking platforms requires continuous staff training and targeted facility investments.

Keywords: Information Security, Records Retrieval, Public Education, Data Storage, Organizational Accountability

I. Syahfira, “Hubungan Literasi Digital Dengan Penggunaan Media Sosial Mahasiswa Program Studi Pendidikan Agama Islam Sekolah Tinggi Agama Islam ‘UISU’ Pematang Siantar,” Shaut Al-Maktabah: J. Perpustakaan, Arsip dan Dokumentasi, vol. 15, no. 1, pp. 92–102, 2022, doi: 10.37108/shaut.v15i1.802.

Z. I. Zainuddin, A. Taryana, Y. Nuryanto, and T. Sandjaya, “Penyimpanan Arsip Digital Di Record Center Ibnu Sina Universitas Padjadjaran,” Responsive: J. Pemikir. Dan Penelit. Bid. Adm. Sos. Hum. Dan Kebijak. Publik, vol. 6, no. 4, pp. 185–192, 2024.

I. M. Dharma Atmaja, “Membangun Toleransi Melalui Pendidikan Multikultural,” J. Pendidik. Kewarganegaraan Undiksha, vol. 8, no. 1, pp. 113–121, 2020.

T. Damopoli, R. Amalia, and F. Dione, “Implementation of the electronic-based government system (SPBE) in the North Sulawesi provincial government,” J. Sci., vol. 13, no. 1, pp. 117–131, 2024. Artikel

S. Aisyah, R. Sumi, S. Purba, F. Kharianti, and M. Siagian, “Pemanfaatan Aplikasi TikTok Shop Sebagai Media Promosi Terhadap UMKM Toko Hijab Abiee Hijab di MMTC,” J. Nusant. Berbakti, vol. 1, no. 1, pp. 10–20, 2023, doi: 10.59024/jnb.v1i1.52.

T. Darmansah et al., “Tantangan dan Solusi dalam Pengelolaan Arsip di Era Digital,” Manaj. Arsip, vol. 2, no. 1, p. 5, 2023.

F. Z. Simbolon, F. Izhari, and Z. Sitorus, “Implementasi Sistem Arsip Elektronik Dalam Meningkatkan Efisiensi Operasional Di SMK Gelora Jaya Nusantara Medan,” vol. 13, pp. 1582–1589, 2024.

A. F. Fauziah and T. A. Oktariyanda, “Inovasi Peningkatan Penyimpanan Arsip Melalui Aplikasi Save Archive Di Badan Kesatuan Bangsa dan Politik (Bakesbangpol) Kabupaten Kediri,” Publika, pp. 789–804, 2022, doi: 10.26740/publika.v10n3.p789-804.

D. Putri, K. Husna, M. A. Fahrezi, and T. Darmansah, “Peran Pelatihan Berbasis Kompetensi dalam Meningkatkan Produktivitas Tenaga Pendidik di Era Digital,” Lokawati: J. Penelit. Manaj. dan Inov. Ris., 2025.

Y. Priatna, “Peran Pengelolaan Arsip Digital Universitas Muhammadiyah Ponorogo Dalam Upaya Peningkatan Kualitas Administrasi Universitas,” J. Pustaka Budaya, vol. 8, no. 2, pp. 64–73, 2021, doi: 10.31849/pb.v8i2.6420.

H. Majid Kobat, E. Sri Lestari, and T. Koerniawati, “Pengelolaan Sumber Daya Manusia Pada Perpustakaan Universitas Islam Negeri Salatiga,” Pustaka: J. Ilmu-Ilmu Budaya, vol. 24, no. 2, p. 138, 2024, doi: 10.24843/pjiib.2024.v24.i02.p04.

Marjono, Rusmini Mery, and Fathurohman, “Pengaruh Pengelolaan Arsip Dinamis Berbasis Teknologi Informasi Terhadap Kualitas Pelayanan dan Efektivitas Kerja Pegawai,” KHAZANAH: J. Pengemb. Kearsipan, vol. 16, no. 1, pp. 23–40, 2023.

W. Radinal, “Pengembangan Kompetensi Tenaga Pendidik di Era Disrupsi,” J. An-Nur, vol. 1, no. 1, pp. 9–22, 2021.

M. B. Miles, A. M. Huberman, and J. Saldaña, Qualitative Data Analysis: A Methods Sourcebook, 3rd ed. Thousand Oaks, CA, USA: SAGE Publications, 2014.

Sugiyono, Metode Penelitian Pendekatan Kuantitatif Kualitatif, 2018.