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E-ISSN: 2808-5051

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1794

ANALYZING THE ARCHIVING MANAGEMENT PERFORMANCE IN

THE DEPARTMENT OF PUBLIC WORKS AND SPATIAL PLANNING

Andi Rasyid Pananrangi

, Husain Hamka

, Imran Ismail

, Wahyuddin Hamid

Nurkaidah

, Annamirah Sahibuddin

1,2,3,5

Faculty of Social and Political Sciences, Universitas Bosowa, Makassar, South Sulawesi, Indonesia

Faculty of Social and Political Sciences, Universitas Muhammadiyah Bulukumba, Bulukumba, South Sulawesi,

Indonesia

Department of Public Works and Spatial Planning, Polewali Mandar, West Sulawesi, Indonesia

andirasyidpananrangi@gmail.com

husain.hamka1990@gmail.com

imran.ismail@universitasbosowa.ac.id

wahyuddinhamid159@gmail.com

nurkaidah1963@gmail.com

annamirah991@gmail.com

PAPER INFO ABSTRACT

Received:

December 2022

Revised: January

2023

Approved:

January 2023

Background: In the process of presenting information so that leaders can

make decisions and plan policies, there must be good systems and work

procedures in the archives sector. An institution, be it a state or private

institution, will not be able to provide good, complete and accurate

information data, if the institution does not have good and regular archive

management.

Aim: Unveiling and analyzing the performance of archival management

services of the Polewali Mandar’s District Department of Public Works and

Spatial Planning Office and the obstacles encountered in optimizing service

performance carried out by the archives section of the Polewali Mandar’s

Department of Public Works and Spatial Planning Office.

Method: This study used a qualitative descriptive approach. Data collection

techniques were observation at the Polewali Mandar’s Department of Public

Works and Spatial Planning, interviews with staff at the department, and

documentation (Online and offline). Data analysis was carried out through

data reduction, data display, conclusion drawing, and data verification.

Findings: The human resources are still very lacking, and understanding and

knowledge about archive management is still very minimal, shrinkage of an

archive in the office has never been done because of the lack of knowledge

of employees in managing archives, there are cultural factors of bad habits

that cause the absence of responsibility and discipline that causes a

deterioration in employee performance. This factor is a bad example for other

employees so that the sustainability of poor performance is inevitable and has

an impact on employee work results.

KEYWORDS

archiving management, performance, Department of Public Works and Spatial

Planning, Polewali Mandar Distrcit

Commons Attribution-ShareAlike 4.0 International License (CC BY-SA 4.0)

INTRODUCTION

Law of the Republic of Indonesia Number 43 of 2009 concerning Archives explains that

archiving is anything related to archives. On the other hand, it is the recording of activities or

events in various forms and media in accordance with the development of information and

communication technology made and received by state institutions, local governments,

educational institutions, companies, political organizations, community organizations, and

individuals in the implementation of social, national, and state life (Harisanty & Anugrah,

2022).

In article 3, it is formulated that the objectives of organizing archives are:

Analyzing the Archiving Management Performance in the Department of Public Works and Spatial Planning

1795 Interdisciplinary Social Studies, 2(4), Jan 2023

1) Ensuring the creation of archives of activities carried out by state institutions, local

governments, educational institutions, companies, political organizations, community

organizations and individuals, as well as ANRI (Arsip Nasional Republik Indonesia,

Indonesian National Archive) as a national archives organizer;

2) Ensure the availability of authentic and reliable archives as valid evidence;

3) Ensuring the realization of reliable archive management and the use of archives in

accordance with statutory provisions; and

4) Improving the quality of public services in the management and utilization of authentic

and trusted archives.

Archive management has several works, structuring systems and other aspects. It is easy

to store and rediscover archives at any time needed quickly and precisely (Agostinho, 2019;

Fauziah et al., 2021). Hence, it is necessary to determine the storage method. In this case, the

system of archive storing and structuring is indispensable for an organization, so that the

activities carried out can run smoothly and regularly and achieve predetermined goals.

Yuwana (2014) revealed that by using balanced scorecard approach, he could see that the

archiving performance of Gunungkidul Land Office is in a good qualification based on the

analysis of the office’s service user and internal process perspectives. On another occasion,

Nuriyana and Trisnawati (Nuriyana & Trisnawati, 2015) researched the archiving of a library

and discovered that a good archiving includes a proper management in finance, service, internal

process, and the staff’s development. From these research, the researchers were wondering if

there was any other element that might affect archiving management, especially in federal

institutions that are renowned as the instutions with nation-scale data.

The Department of Public Works and Spatial Planning Office of Polewali Mandar

Regency has an organizational structure, as well as a clear job description, functions and

responsibilities, and of course there is a need for effective archive management. The Public

Works and Spatial Planning Office of Polewali Mandar Regency has employees who have the

main task of providing archival services. The Public Works and Spatial Planning Office of

Polewali Mandar Regency already has human resources for archival management consisting

of archival management officers who are under the coordination of the Archiving Management.

In the Department of Public Works and Spatial Planning Office of Polewali Mandar Regency,

there are several actual issues in the field of archives that need attention to improve the

performance of archival management, including the following:

1) The lack of optimal archival management, this can be seen in archival services that are

often unable to provide services in the availability of complete data when needed;

2) The irregularity of data and archive management, because it does not have adequate

archive space to store in-active archives from all fields contained in the Public Works

and Spatial Planning Office of Polewali Mandar Regency; and

3) Lack of effectiveness in archival management, because each field of work performs

archiving individually, and is not supported by neat and orderly document management,

there is no computer equipment that specializes in processing archival systems, so that

archive services take a long time in presenting data information.

On the other hand, the condition of human resources (HR) does not have adequate

capabilities in the field of archives, low work motivation because this part of the work is a type

Analyzing the Archiving Management Performance in the Department of Public Works and Spatial Planning

1796 Interdisciplinary Social Studies, 2(4), Jan 2023

of work that is not in great demand for most employees at the Department of Public Works and

Spatial Planning Office of Polewali Mandar Regency.

The purpose of this study is to find out and analyze the performance of archival

management services of the Polewali Mandar Regency Public Works and Spatial Planning

Office and find out and analyze the obstacles faced in optimizing service performance carried

out by the archives section of the Polewali Mandar Regency Public Works and Spatial Planning

Office.

METHOD

This research used a qualitative descriptive approach to the social phenomena that are

happening. The data used in this study were primary data and secondary data. Data collection

techniques were observation at the Polewali Mandar’s Department of Public Works and Spatial

Planning, interviews with staff at the department, and documentation (Online and offline). Data

analysis was carried out through data reduction, data display, conclusion drawing, and data

verification.

RESULTS AND DISCUSSION

Real Condition of Archives at the Polewali Mandar District Public Works and Spatial

Planning Office

The current condition of the archives has not become a reference for the government /

community as a source of information. The non-optimal field of archives, the non-optimal

function of archival units in State Institutions and Central Government Agencies, the non-

optimal function of the government archives of the Public Works and Spatial Planning Service,

the non-fulfillment of the ideal number of functional archivist officials, the low quality of

human resources, in the field of archives still not utilizing technology and information

optimally. The archives contained in the office, as explained by Mr. Ganga, S.IP as the head of

the general and personnel subdivision, are vital archives, preserved archives, permanent

archives, and archives that can be destroyed.

Performance Indicators in the Services of the Public Works and Spatial Planning Office

of Polewali Mandar Regency

To achieve the objectives in the performance aspect of archival management in the Public

Works and Spatial Planning Office of Polewali Mandar Regency based on performance

indicators according to Hady Sutrisno are the results of work, job knowledge, initiative, mental

skills, discipline, and attitude.

Results of Work

The result is not just the quantity of work but the result to be achieved is a good quality of

work. From the results of the interview conducted at the Polewali Mandar Regency Public

Works and Spatial Planning Office, the archives management process that was carried out has

not been fully run optimally because the quality of service performance at the Polewali Mandar

Regency Public Works and Spatial Planning Office has not been carried out properly. And in

the implementation of archival services it has not run optimally because the archival

performance of the system used has not been fulfilled for complete archives. In archival

Analyzing the Archiving Management Performance in the Department of Public Works and Spatial Planning

1797 Interdisciplinary Social Studies, 2(4), Jan 2023

services, the performance is not optimal when the loan still defects manually since it has not

used computer media to search for document codes. Then when searching for documents by

archival officers is not optimal because there is still a lack of availability of documents

available at the Department of Public Works and Spatial Planning of Polewali Mandar Regency

fund so that it does not close there are bad results in this case documents sometimes do not

exist.

Knowledge of Work

Employees are expected to be able to find out the weaknesses and shortcomings of their

duties and functions, so as to be able to correct and cover weaknesses that occur according to

their competence. In the process of managing archives at the Public Works and Spatial Planning

Office of Polewali Mandar Regency, the Knowledge of Work about the services carried out

has not been fully fulfilled to provide a service in the agency. In the knowledge of the work of

employees who carry out the performance of archival services, it has not become a reference

for the service process because the employee still lacks knowledge about archival management.

This can be done in terms of document management and integrated services to improve archive

management services.

Initiative

In this case, when there is a problem, employees are able to make decisions to coordinate

with leaders and officials of technical officials for problem solving. In the process of service at

the Public Works and Spatial Planning Office of Polewali Mandar Regency, there is still a lack

of employees to take the initiative to develop archival management. In this case, when the

required documents are not available, employees should have the initiative to consult with

superiors who then coordinate with other agencies to provide good service and clear

information so that good results are achieved.

Mental Skills

Employees should be able to account for all forms of work patterns, socialization patterns

in the office environment, and all forms of actions related to the vision and mission of the

agency or institution (Frega, 2020; Torsello, 2019). In the archival management service,

employees must have a desire to be more responsible for the vision and mission set by the

office, maintain communication relations between employees and especially the provision of

better services so that in the future archival services will better support the results to be

achieved (Ndenje-Sichalwe, 2010). In archival services, employees must be able to master

aspects of archival management services, for example, being friendly to the community or

employees who want to borrow an archive dicussion (Ngulube & Tafor, 2006).

Discipline

Time management must be in accordance with operational standards on the loads, duties,

and functions to achieve the work goals of the agency (Drew et al., 2016; Vabø, 2012).

Therefore, in every service provided to everyone who makes a loan must be clear in terms of

time and procedures. The Work Operational Standards are the basis for every employee in their

Analyzing the Archiving Management Performance in the Department of Public Works and Spatial Planning

1798 Interdisciplinary Social Studies, 2(4), Jan 2023

duties and functions (Aspan, 2021), then each employee must prioritize professionalism in

terms of time, service time limits so as to create good work efficiency (Gregg, 2018).

Attitude

Work behavior must maintain work ethics to achieve effectiveness and integrity as an

employee (Osibanjo et al., 2015). Therefore, every employee who performs archival

management services must maintain the ability to work. The duties and responsibilities given

have an impact both on the community and employees who have borrowed the archived

documents (Dura & Drigă, 2017).

Obstacles Faced in Optimizing Service Performance Carried out by the Archiving

Department of the Department of Public Works and Spatial Planning Office of Polewali

Mandar Regency

Lack of Quality of Service for the Use of Archives

Related to the management of archival services of the Public Works and Spatial Planning

Office of Polewali Mandar Regency, at the time of the service, there was still a lack of

enthusiasm for employees who played a direct role in archival management, therefore the

quality of archival services itself still very necessary to be developed so that employees and

the public who want to borrow archival documents can run according to the expectations that

have been cooled down and employees are also able to Responsible for documents that have

been borrowed to the management of archives.

Archives are Managed by Employees Handling Other Administrative Work

In this context, archival management services of the Polewali Mandar District Public

Works and Spatial Planning Office can be said to not hold the basis of professionalism in every

task and function of the existing position. This happens because the scope of personnel

management in the internal service does not strictly accommodate the functions of employees

who are in charge of services in the archives department. It was seen that the employees in the

archives section alternated both between employees who served in the secretariat section of the

service and between fields in the service. Furthermore, it is not only management problems

that are a problem, but the shortage of manpower who have a background in administrative

management is also still lacking, causing not a few problems that occur in every archives

management and subsequently have an impact on the quality of expected results.

Other factors are also inseparable from the poor service and management of archives at

the Polewali Mandar District Public Works and Spatial Planning Office. The author believes

that there are cultural factors that hinder the management process which results in the non-

fulfillment of the quality of performance of most existing employees. Cultural factors in this

case are bad habits in the personnel management mechanism, lack of direction of the internal

supervision function to task responsibilities, discipline, and mental skills, thus impacting

employee performance. From the above, it can be seen that the excess attitude of employees

sometimes becomes a bad foundation and becomes a mecca of other employees, so that the

continuity of the attitude of misappropriation of duties and functions as HR in public agencies

becomes an unhealthy thing in order to achieve the goals of Good Governance.

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1799 Interdisciplinary Social Studies, 2(4), Jan 2023

CONCLUSION

Based on the results of research and discussions that have been described previously, it

can be concluded that human resources are still very lacking, and understanding and knowledge

about archive management is still very minimal, shrinkage of an archive in the office has never

been done because of the lack of knowledge of employees in managing archives. The existence

of a culture of bad habits that causes the absence of responsibility and discipline that causes a

deterioration in employee performance, and these factors become a bad example for other

employees so that the sustainability of poor performance cannot be avoided and has an impact

on employee work results.

With this conclusion, the researcher suggested that the relevant parties could provide

employees with a kind of special training on archival management. Personnel management

must be more effective to provide views on employees who want to conduct training on

archives management, appoint employees who are specialized in managing archives with the

criteria that the officer is able to manage archives properly, in archives management services

there needs to be a sense of responsibility for every employee who manages archives so that in

the future it does not become a negative impact on archives management services for

employees at the Polewali Mandar’s Department of Public Works and Spatial Planning, a

performance evaluation is then carried out to determine the results of employee work. In

addition, future research are expected to discuss more regarding archiving management to

improve it, including all the relevant aspects.

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