CelahkotaNEWS.com || DUMAI – Arsip adalah rekaman kegiatan atau peristiwa dalam berbagai bentuk dan media sesuai dengan perkembangan teknologi informasi dan komunikasi yang dibuat dan diterima oleh lembaga negara, pemerintah daerah, lembaga pendidikan, perusahaan, organisasi kemasyarakatan dan perseorangan dalam pelaksanaan kehidupan bermasyarakat, berbangsa dan bernegara.
Arsip adalah aset yang sangat berharga, warisan nasional dari generasi ke generasi yang perlu dipelihara dan dilestarikan. Bahkan tingkat keberadaban suatu bangsa dapat dilihat dari pemeliharaan dan pelestarian terhadap arsipnya. Untuk itu arsip perlu dikelola dengan baik dalam sebuah kerangka sistem yang benar.
Sistem kearsipan harus mencakup semua sub sistem dalam manajemen kearsipan. Manajemen kearsipan dimaknai sebagai pelaksanaan fungsi-fungsi manajeman di dalam rangka mengelola keseluruhan daur hidup arsip, mulai dari proses penciptaan, pendistribusian, penggunaan, penyimpanan arsip aktif, pemindahan arsip, penyimpanan arsip inaktif, pemusnahan, dan penyimpanan arsip permanen.
Sedangkan sistem merupakan sekelompok kegiatan yang saling berkaitan yang secara bersama-sama berusaha mencapai tujuan.Sedangkan Sistem Kearsipan itu sendiri adalah rangkaian sub sistem dalam manajemen kearsipan yang bekerja sama untuk mencapai tujuan agar arsip tertata dalam unit-unit informasi siap pakai untuk kepentingan operasional,dengan azaz informasi yang tepat digunakan oleh orang yang tepat, untuk kepentingan tepat,pada waktu yang tepat.
Sub sistem dalam sistem kearsipan mencakup Tata Naskah Dinas (form management), pengurusan surat (Correspondence management), penataan berkas (files management),tata kearsipan dinamis (records management), dan tata kearsipan statis (archives management).
Pengelolaan arsip yang baik sangat diperlukan untuk menunjang kegiatan administrasi yang lebih lancar,termasuk pendataan.Begitu banyaknya permasalahan yang terjadi di lingkungan pemerintah daerah,di provinsi maupun kabupaten/kota
Tidak sinkronnya data yang dihasilkan suatu kantor dengan kantor lainnya, perbedaan data antara suatu bidang dengan bidang yang lain.
Suryanto,Sp Kadis Dispersib Kota Dumai Menjelaskan bahwa pentingnya pengelolahan arsip suatu OPD, hal tersebut bertujuan agar arsip-arsip tersebut dapat tersimpan dan terfile dengan baik sehinga suatu saat di butuhkan akan mudah di dapat.
” contoh sulitnya menemukan kembali arsip dengan cepat pada saat dibutuhkan,misalnya sewaktu butuh bahan referensi rapat, dalam pengambilan keputusan atau kebijakan dari keputusan/kebijakan yang telah ditetapkan sebelumnya,”jelas Suryanto
Selain itu pula suryanto mengatakan “ketidak-akuratan data yang dihasillkan suatu kantor dalam bisa disebabkan karena laporan yang disampaikan hanya untuk pemenuhan persyaratan setelah selesai melaksanakan kegiatan, tentunya diatas kertas data/angka bisa disetting agar terlihat pencapaian target kinerja yang bagus dengan trend yang semakin meningkat, atau kegiatan telah terlaksana tanpa kendala sewaktu melaksanakannya. Hal ini akan berakibat fatal jika menjadi indikator keberhasilan kinerja, karena target dan capaian sesuai indikator yang ditetapkan pasti akan dievaluasi,”kata Suryanto
Kasus terbanyak dan menjadi potret pada hampir seluruh instansi pemerintah adalah penumpukan arsip disembarangan tempat.Dari hari ke hari, bulan ke bulan hingga menjadi tahun, masing-masing unit akan menghasilkan arsip dari seluruh kegiatan yang telah dilaksanakan. Baik itu kertas kerja, persuratan, laporan, buku, peta, brosur, leaflet dan output kegiatan lainnya.
Fakta di lapangan secara umum, terlihat bahwa pengelolaan arsip sering diabaikan, dipandang sebelah mata atau kurang penting diantara aktivitas-aktivitas program,kegiatan lainnya.
Suryanto Kepala Dinas Perpustakaan dan kearsipan juga menghimbau setiap OPD agar berkeja sama untuk mengelola arsip secara bijak dan tepat. (ADV)
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