OFFLINE FILING AND TRANSFER OF ELECTRONIC RECORDS AT ABC AGENCY

Abstract

The use of electronic records increases in the industrial revolution 4.0 and the implementation of WFH (Work from Home). Records management needs to be carried out on all media and types of records. Electronic records management needs to be carried out on filing and transferring records to maintain the authenticity, integrity, security, and safety of records. ABC agency already uses the Records Information System (SRIKANDI), but not all types of records can be managed using that information system. The information system cannot manage electronic records of types of photos, videos, and sound recordings. The records must be managed at ABC agency, so it is necessary to determine the filing and transferring the records offline. This research is qualitative research using data collection techniques: observations, interviews, and documents search. Interviews were conducted with three experts in records management, both manual and electronic. The analysis is carried out based on the stages contained in the five regulatory documents. The analysis results show that the filing stages consist of preparation, inspection, index determination, file code determination, registration/input of records information, inserting records into folders, cross-pointing (if any), labelling, and compiling a list of current records. Moreover, the transfer stage consists of preparation, selection of records, arranging semi-current records, creating a list of semi-current records to be moved, and creating a report of records transfer.