Depok-The Records and Archives Management study program, Vocational Education Program, Universitas Indonesia (UI), held a community service activity entitled “Personal Archives Encapsulation Training” on July 23, 2026. The activity was attended by 50 participants consisting of lecturers, education staff, and students. This training was held to improve the knowledge and skills of the academic community in managing, protecting, and preserving personal archives. Personal archives, such as birth certificates, diplomas, certificates, ownership letters, photographs, and various other important documents, have administrative and historical value that must be maintained, therefore, they need to be maintained with the right methods and easily accessible when needed.
In his remarks, Niko Grataridarga, S.Hum., M.Hum., Head of the Records and Archives Management Study Program, stated that an understanding of archive preservation is crucial for the public, including academics. He stated, “Through this training, participants are expected to gain knowledge, particularly regarding archive preservation methods. Encapsulation is a standard method frequently used by various institutions and agencies in preserving archives. Hopefully, all participants can benefit from and apply the knowledge gained in managing their personal archives.”
The training material was delivered by a lecturer from the Records and Archives Management study program, Dyah Safitri, S.IPI., M.Hum. In her presentation, Dyah explained that encapsulation is a method of protecting archives by placing documents between two layers of mica or polyester plastic without using heat or attaching adhesive directly to the document. This method can protect archives from dust, humidity, and direct contact with human hands. Unlike lamination, encapsulated archives can still be removed from the protective layer without damaging the document.
Before the encapsulation process is carried out, the document’s physical condition must be inspected to ensure it is free of mold, stains, or moisture. The document is then cleaned using a soft brush or a microfiber cloth free of dust and dirt. If the document is damp, the drying process should be carried out in a well-ventilated area without using a hot dryer, as this can cause the paper to shrink or discolor.
Participants were also introduced to various materials and equipment used in the encapsulation process, such as acid-free polyester plastic, special conservation adhesive, rags, wipers, metal rulers, and cutting knives. Using quality materials is crucial, as substandard materials can trigger chemical reactions and accelerate the deterioration of archives.
The encapsulation process involves placing the archive on a polyester plastic sheet, applying adhesive to the plastic sheet without touching the document, and covering it with a second plastic sheet. The layer is then flattened to remove air, neatly cut, and re-inspected to ensure the archive is fully protected.
Dyah added, “Risks that need to be considered include trapped moisture, the use of substandard materials, and storage in environments with unstable temperatures and humidity. Other methods of protecting archives include the use of acid-free folders and boxes, coating with Japanese paper, and digitizing archives.”
Through this community service activity, the Records and Archives Management study program seeks to broaden the academic community’s understanding of the importance of archive preservation. The knowledge and skills gained are expected to be applied to maintain personal archives so that they remain safe, authentic, and usable in the long term. This activity also supports the achievement of the Sustainable Development Goals (SDGs), especially SDG 4 (Quality Education), by increasing participants’ knowledge and skills in carrying out archive preservation properly. This training is also aligned with SDG 11 (Sustainable Cities and Communities), especially in efforts to protect documentary heritage that has administrative, historical, and personal value so that it is maintained for future generations. In addition, increasing awareness regarding archive management also supports SDG 16 (Peace, Justice and Strong Institutions), because authentic and well-maintained archives are an important element in maintaining accountability, information certainty, and the sustainability of institutional and individual memory.
