1/20/2014
Repositori Institusi & Materi ‘Arsip’ Aditya Nugraha –
[email protected] Seminar & Workshop “Konsep & Strategi Perguruan Tinggi dalam Pengelolaan Arsip Universitas” UK Maranatha, 23-24 Jan 2014
Definisi Kepustakawanan • Institutional Repositories (IR): "a university-based institutional repository is a set of services that a university offers to the members of its community for the management and dissemination of digital materials created by the institution and its community members. It is most essentially an organizational commitment to the stewardship of these digital materials, including long-term preservation where appropriate, as well as organization and access or distribution." (Lynch, 2003)
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Definisi Kepustakawanan • Institutional Repositories (IR): “a mature and fully realized institutional repository will contain the intellectual works of faculty and students – both research and teaching materials – and also documentation of the activities of the institution itself in the form of records of events and performance and of the ongoing intellectual life of the institution.” (Lynch, 2003)
• IR sebagai “corporate information management tools” (Poynder, 2006) • Local Content = Grey Literature + Local Collection
Definisi Kearsipan • Institutional Repositories/in-house archives: “archival agencies that accession records directly from the corporate parent that creates the records and usually supports the archival program.” (Ham, 1993)
• Collection Repositories: “build their holdings through acquisition of the papers or records of an individual or a corporate body from donors … not legally or administratively affiliated with the repository.” (Ham, 1993)
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Definisi Kearsipan • Primary Values: (Ham, 1993) • Administrative: support the ongoing, day-to-day administrative affairs of the creator • Legal: document legal obligations and protect legal rights • Fiscal: establish fiscal responsibility and accountability • Secondary Values: (Ham, 1993) • Evidential: as evidence of the“organization, functions, policies, decisions, procedures, operations and other activities” of the person or corporate body that prodiced the records. (Schellenberg, 1956) • Informational: pertain to information about the objects of bureaucratic activity (persons, places, and activities with which the institution dealt.”
Prinsip-Prinsip Kearsipan (archivist.org)
• Arrangement: • the process of organizing materials with respect to their provenance and original order, to protect their context and to achieve physical or intellectual control over the materials.
• the organization and sequence of items within a collection. • Provenance (respect des fonds): records of different origins (provenance) be kept separate to preserve their context.
• Original Order: the organization and sequence of records established by the creator of the records.
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Jenis-Jenis Materi Arsip • Official Records: statuta, rencana strategis, peraturan, Surat Keputusan (SK), laporan keuangan, notulen & transkrip rapat, daftar pejabat struktural, dll
• Office Files: korespondensi, memoranda, subject files (terkait proyek, aktivitas & fungsi kedinasan), dll
• • • •
Publications: newsletter/bulletin, brosur, poster, pengumuman, booklet Audio Visual: foto, rekaman audio/video Personal Papers Peta dan grafik
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Repositori Institusi untuk Materi Arsip • Apakah bisa dan apakah tepat/cocok? • Jawaban: Ya dan Tidak • Tergantung dari: • jenis materi arsip • cakupan dari Arsip Universitas sebagai entitas di perguruan tinggi • Materi arsip ‘semi-published’ sebagai konten bagi IR • tidak bersifat confidential (terkadang masih mengandung unsur privacy) • memiliki kandungan informasi sebagai bahan pembelajaran (learning resources)
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Kesimpulan • Repositori Institusi dapat dimanfaatkan untuk materi ‘arsip’ yang bersifat semi-published
• Materi arsip yang lainnya pada umumnya bersifat confidential: • Belum tentu PERLU dan DAPAT di-digitalisasi • Dapat memanfaatkan Repositori Institusi namun disarankan terpisah dari Repositori Institusi yang dibuka untuk publik
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