Depok-Duplication and dispersal are methods of protecting vital archives. Duplication and dispersal means making a duplicate copy of a document and storing it in a more secure secondary location. Another step that can be taken is media transfer, which is the activity of changing the form of an archive in accordance with the provisions of laws and regulations and the results can be authenticated as valid evidence, as well as the interests of maintaining, preserving, and serving vital archives. This was conveyed by Ratih Surtikanti, M.Hum., a lecturer in the Record and Archive Management study program, Vocational Education Program, Universitas Indonesia (UI), while carrying out community service activities at 26 Junior High School Depok on July 3, 2024.
(Photo: Diplomas are one of the vital archives digitized at 26 Junior High School Depok)
The community service activity carried out together with the Archives and Library Service of Depok City focused on the digitization of archives in the school environment, especially diploma documents. Ratih said, “Digitizing vital archives offers a relatively better level of security compared to physical storage. Digital documents can be protected with various layers of security, such as encryption, passwords, and access control. In addition, digital data can be easily backed up and stored in various locations, reducing the risk of loss due to natural disasters, fires, or theft.”
Ratih added that another advantage of media transfer in the form of digitalization is ease of access. Digital archives can be accessed anytime and from anywhere using an internet connection. The digitalization process can increase efficiency and productivity. In addition, document searches become faster and easier with a digital search system that allows users to find archives with just a few clicks. Digitalization also reduces the need for physical space for storage, as well as allowing for more efficient use of space and reducing operational costs.
Vice Director for Education, Research, and Student Affairs, UI Vocational Education Program, Deni Danial Kesa, MBA., Ph.D, said that the community service activities carried out by the Records and Archives Management study program were strategic steps that brought many long-term benefits. Deni said, “With better security, easy accessibility, increased efficiency, and better data preservation, digitalization is an important investment for every organization that wants to prepare for the future. I am sure that this community service activity will have a positive impact on the community, especially schools.”
However, the digitization of vital archives also faces several challenges. For example, the high initial cost of the necessary hardware and software, the need for staff training in using scanning equipment, and others. In the city of Depok, there are several schools that have not implemented the digitization of vital archives due to limited tools and human resources and the problem of the availability of appropriate storage for archives from media conversion for long-term use. “Together with the Depok City Archives and Library Service and all schools, it is necessary to plan the digitization process carefully. This planning includes evaluating the needs, budget, and available resources. In addition, it is important to choose the right and reliable technology, as well as ensuring that there is adequate support for the maintenance and improvement of the digitalized diploma archive management system,” said Ratih.
(Photo: Archive digitization process at 26 Junior High School Depok)
The principal of 26 Junior High School Depok, Iyang Bahtiar S.Pd, said that the community service activities carried out by UI Vocational provided a lot of new knowledge related to storing diploma documents as one of the vital archives in the school environment. “We would like to thank the lecturers and students of UI Vocational who have held this community service activity. Through this activity, we will strive to digitize vital archives and collaborate with the Archives and Library Service of Depok City,” concluded Iyang.
