The Digital Transformation of Dynamic Archives Management to Support Effective Information Retrieval at the Teluk Bintuni Regency Regional Secretariat M Ali Alfirdausiy1), Yasir Riady2)
Universitas Terbuka
Abstract
This research is motivated by the management of dynamic archives at the Teluk Bintuni Regency Regional Secretariat, which still faces challenges due to digitalization not yet fully integrating with file naming standards, folder classification, and metadata, data backup, and access management. This situation results in information retrieval not always being carried out quickly, accurately, and consistently, especially when documents are needed for disposition, reporting, coordination, and decision-making. This research aims to describe digital changes in the management of active archives and examine their contribution to increasing efficiency when information is retrieved. A descriptive qualitative approach was applied as the research method, with data collected through direct observation, in-depth interviews, and document review. The data was then processed through a process of simplifying information and compiling data presentations, ultimately drawing conclusions. Archive digitization has been carried out through document scanning and digital file storage, followed by the use of computers, but its implementation is still combined with a manual system. Information retrieval is facilitated by the existence of digital archives, but the results are not optimal because the procedure still relies on employee memory and the habits prevailing in each work unit. This study recommends the creation of standard operating procedures for digital archives, the establishment of file naming rules, and the compilation of electronic archive lists. In addition to implementing regular backups, access rights management, and employee training are needed to ensure more orderly, secure, and accessible archive management while supporting administrative efficiency within the local government.
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Topic: Building Adaptive and Digitally-Enabled Public Administrations for Responsive Governance (Adaptive Governance- Digital Public Administration- Responsive Public Service Delivery)
