P-ISSN: 2808-0467
E-ISSN: 2808-5051
Homepage: https://iss.internationaljournallabs.com/index.php/iss
1794
ANALYZING THE ARCHIVING MANAGEMENT PERFORMANCE IN
THE DEPARTMENT OF PUBLIC WORKS AND SPATIAL PLANNING
Andi Rasyid Pananrangi
1
, Husain Hamka
2
, Imran Ismail
3
, Wahyuddin Hamid
4
,
Nurkaidah
5
, Annamirah Sahibuddin
6
1,2,3,5
Faculty of Social and Political Sciences, Universitas Bosowa, Makassar, South Sulawesi, Indonesia
4
Faculty of Social and Political Sciences, Universitas Muhammadiyah Bulukumba, Bulukumba, South Sulawesi,
Indonesia
6
Department of Public Works and Spatial Planning, Polewali Mandar, West Sulawesi, Indonesia
1
andirasyidp[email protected]
2
husain.hamka1990@gmail.com
3
imran.ismail@universitasbosowa.ac.id
4
wahyuddinhamid159@gmail.com
5
6
annamirah99[email protected]
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
© The author(s). This work is distributed under the terms of the Creative
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.
Analyzing the Archiving Management Performance in the Department of Public Works and Spatial Planning
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.
REFERENCES
Agostinho, D. (2019). Archival encounters: Rethinking access and care in digital colonial
archives. Archival Science, 19(2). https://doi.org/10.1007/s10502-019-09312-0
Aspan, H. (2021). Legal basis for the implementation of work from home amid the COVID-19
pandemic in Indonesia. Saudi J. Humanit. Soc. Sci, 6, 116121.
Drew, J., McCallum, B., & Roggenhofer, S. (2016). Journey to lean: Making operational
change stick. Springer.
Dura, C., & Drigă, I. (2017). The impact of multinational companies from romania on
increasing the level of corporate social responsibility awareness. Contemporary
Economics, 11(1). https://doi.org/10.5709/ce.1897-9254.228
Fauziah, N., Shabrina, S. N., & Emaliah, R. (2021). Inactive archive storage system at the
archival service record center and the Bekasi District Library. Proceeding The First
International Conference on Government Education Management and Tourism, 1(1),
457468.
Frega, R. (2020). Democratic patterns of interaction as a norm for the workplace. Journal of
Social Philosophy, 51(1). https://doi.org/10.1111/josp.12304
Gregg, M. (2018). Counterproductive: Time management in the knowledge economy. Duke
University Press.
Harisanty, D., & Anugrah, E. P. (2022). Legality of electronic archive management in realizing
Indonesia e-government. Digital Library Perspectives, 38(1).
https://doi.org/10.1108/DLP-12-2020-0123
Analyzing the Archiving Management Performance in the Department of Public Works and Spatial Planning
1800 Interdisciplinary Social Studies, 2(4), Jan 2023
Ndenje-Sichalwe, E. (2010). The significance of records management to fostering
accountability in the public service reform programme of Tanzania [Thesis]. University
of KwaZulu-Natal.
Ngulube, P., & Tafor, V. F. (2006). The management of public records and archives in the
member countries of ESARBICA. Journal of the Society of Archivists, 27(1).
https://doi.org/10.1080/00039810600691288
Nuriyana, A., & Trisnawati, R. (2015). Analisis kinerja pengelolaan kearsipan dengan metode
balancescorecard di Pemerintah Daerah Kabupaten Karanganyar [Doctoral
Dissertation]. Universitas Muhammadiyah Surakarta.
Osibanjo, A. O., Akinbode, J. O., Falola, H. O., & Oludayo, A. O. (2015). Work ethics and
employees’ job performance. Journal of Leadership, Accountability and Ethics, 12(1).
Torsello, D. (2019). Generation Y workers: An empirical framework for cultural and
organizational aspects. Employee Relations, 41(6). https://doi.org/10.1108/ER-03-2018-
0083
Vabø, M. (2012). Norwegian home care in transition - heading for accountability, off-loading
responsibilities. Health and Social Care in the Community, 20(3).
https://doi.org/10.1111/j.1365-2524.2012.01058.x
Yuwana, L. M. M. (2014). Kajian kinerja pengelola kearsipan di Kantor Pertanahan
Kabupaten Gunungkidul [Undergraduate Thesis]. Sekolah Tinggi Pertanahan Nasional.