Pengantar
Banyak organisasi atau lembaga, baik pemerintah maupun swasta yang ingin menyimpan dokumen-dokumennya yang mencerminkan aktivitas dan sejarah organisasinya, baik untuk kegunaan administratf maupun sejarah. Arsip-arsip dinamis (records) mungkin disimpan di berbagai tempat dalam sebuah instansi sehingga menyulitkan dalam penempatan, pengaturan maupun penemuan kembali arsip-arsip tersebut. Suatu event khusus seperti peresmian gedung baru yang di dalamnya melibatkan tokoh penting biasanya akan menjadikan pemicu keinginan suatu lembaga/instansi untuk mendirikan suatu arsip. Kegiatan pengumpulan, pelestarian, serta usaha untuk membuka akses terhadap berbagai arsip tersebut akan sangat memberikan manfaat bagi organisasi maupun para peneliti. Dalam hal ini, instansi atau lembaga akan membutuhkan sumberdaya manusia yang profesional, yakni arsiparis untuk mengelola arsip tersebut, meskipun pada mulanya banyak instansi yang mengawali pendirian arsipnya dengan menebeng tanggung jawab pustakawan. Bila tidak ada seorang arsiparis yang profesional, kita dapat bekerja sama dengan konsultan kearsipan untuk membantu merumuskan program kearsipannya.
Konsep - Konsep Dasar
Untuk bergelut dengan pekerjaan kearsipan, pertama-tama kita harus mengetahui konsep-konsep dasar kearsipan. Kita harus mengetahui apa itu "arsip" atau "arsip statis" (archives) dan "pengarsipan" (archiving) untuk membedakan dengan pekerjaan perpustakaan. Misalnya, 'archiving' dapat diasosiasikan dengan istilah "electronic archiving", yang maksudnya adalah different
things to different people, termasuk di dalamnya tempat simpan jurnal elektronik dan bahan-bahan tebitan lainnya, atau preservasi digital bahan-bahan tersebut agar dapat diakses. Pada umumnya, perpustakaan berkenaan dengan item-item diskrit dan diterbitkan, sementara arsip berkenaan dengan materi-materi yang tidak diterbitkan seperti paper, manuskrip, dan bahan-bahan visual. Oleh karena itu, ketika orang berpikir tentang arsip, mereka akan berpikir tentang preservasi; namun di dalamnya juga meliputi jasa rujukan atau referensi, yang memerlukan pemprosesan, pengkatalogan, serta akses.
Istilah "arsip" (archives) merupakan suatu kata benda (noun) yang mempunyai tiga arti, yang semuanya itu harus dimasukkan dalam maksud dan tujuan dalam suatu program kearsipan:
Bahan-bahan yang dibuat oleh individu-individu atau organisasi-organisasi dalam rangka transaksi bisnis / organisasinya yang disimpan karena alasan nilai guna keberlanjutannya. Arsip-arsip dinamis ini terdiri dari berbagai media, termasuk kertas, film, rekaman suara, serta arsip dinamis elektronik. Makna arsip yang kedua adalah tempat simpan arsip itu sendiri. sedangkan makna yang ketiga adalah lembaga/instansi atau program yang bertanggung jawab dalam seleksi bahan-bahan yang bernilai guna keberlanjutan.
Organisasi memelihara dan melestarikan arsip-arsipnya untuk berbagai alasan - administratif, fiskal, legal, intrinsik, kebuktian, serta informasional - yang semuanya itu mencakup nilai guna kearsipannya. Arsiparis seringkali menggunakan istilah "arsip" untuk manuskrip juga, yakni berbagai paper perorangan atau dokumen individual yang diperlukan karena signifikansinya.
Administrasi
Program kearsipan seharusnya sesuai dengan visi, misi, maksud serta tujuan organisasi induknya, dengan memberikan pelayanan pendukung terhadap organisasi lainnya serta untuk pemenuhan tugas-tugas kearsipannya. Ciri umum atau khusus suatu instansi, misalnya, akan sangat menentukan aktivitas-aktivitas arsip tersebut. Instansi pemerintah berupa perguruan tinggi, misalnya Universitas Gadjah Mada, tentu aktivitas arsipnya akan berbeda dengan arsip instansi pemerintah non-departemen lainnya, misalnya Lembaga Ilmu Pengetahuan Indonesia (LIPI). Langkah pertama untuk membangun suatu arsip adalah adanya jaminan otoritas dan fleksibilitas yang cukup untuk terjadinya suatu kesepakatan penyerahan atau transfer arsip-arsip dinamis dari berbagai unit pencipta. Idealnya, arsip haruslah independen dari departemen-departemen lainnya dan melaporkan pertanggungjawabannya kepada lembaga induknya; tetapi juga perlu dijelaskan statusnya dalam kerangka kerja organisasi yang lebih luas. Juga tidaklah berguna untuk mengetahui wilayah tanggung jawab arsiparis, dan siapa atasannya, sepanjang dukungan mereka sangat berarti bagi fungsi arsip tersebut. Status administratif seharusnya memungkinkan arsip ini untuk dapat bekerja secara efektif dengan organisasi lainnya yang memiliki fungsi-fungsi terkait, seperti departemen manajemen arsip dinamis (records management department).
Suatu kebijakan arsip yang komprehensif harus berbentuk pernyataan tertulis yang seharusnya disetujui oleh atasan atau lembaga induknya. Salah satu komponen dari kebijakan arsip adalah pernyataan otoritas / kewenangan (statement of authority), yang mencerminkan dukungan lembaga serta wilayah programnya, serta dapat dimasukkan dalam pernyataan misi tersebut. Pernyataan misi menyatakan tujuan suatu program kearsipan dan kaitannya dengan organisasi secara keseluruhan, termasuk aktivitas-aktivitas apa saja atau kelompok arsip-arsip apa yang didokumentasikan, alasan semula membangun program kearsipan, apa saja dokumen yang dikumpulkan oleh arsip tersebut, dan ditujukan kepada siapa arsip tersebut dimaksudkan. Di bawah ini adalah salah satu contoh kebijakan arsip IAMSLIC:
International Association of Aquatic and Marine Science Libraries and Information Centers (IAMSLIC) Archives
Policy Statement
The purpose of the International Association of Aquatic and Marine Science Libraries and Information Centers (IAMSLIC) Archives is to collect, organize, describe, preserve and make available for research and reference use the archival materials of the Organization and those ancillary records of the Organization's Regional Groups which have enduring historical, legal, fiscal, and/or adrmnistrative value to warrant permanent preservation.
The IAMSLIC Archives seeks to promote knowledge and understanding of the origins, aims, programs, and goals of the Organization and of the development of these aims, programs, and goals as reflected in the workings of the official IAMSLIC offices, committees, and Regional Groups. It provides information services that will assist the operation of the Organization in addition to serving research by malung available and encouraging use of its collection by members of the Organization and the community at large. Official organization records include any and all documentation in any form produced or received by any member of the International Association of Aquatic and Marine Science Libraries while engaged in the conduct of official IAMSLIC business.
The IAMSLIC Archives seeks to provide adequate and appropriate conditions for storage and preservation of official organization records. In addition, it facilitates efficient records management to further assure that permanently valuable records are preserved and to encourage efficient use of space within the Organization's Archives housed at the Woods Hole Oceanographic Institution. In collecting these materials, the Organization's Archives undertakes to recognize and honor matters of privilege and confidentiality.
Other adminisnative work includes the development of goals, plans, and priorities in the form of a planning document. The document should take into consideration the archives' mission and the organization's purpose and goals, and address areas such as policy review, staffing and supervising, and education. Other activities include position descriptions that help to define duties and reflect the varied responsibilities; and maintaining a budget. A useful addition is an archival advisory board comprising members from the organization and community who can bring archival expertise and political institutional knowledge to the program, and raise awareness about the archives in the organization. Board members can also inform the archivist about important projects and activities whose materials could be targeted for the archives.
Collection Development & Appraisal
An archivist initiates the archival activity by collecting records and papers for the institution archives. A written
collections development or acquisition policy provides the procedures and activities needed for acquiring, identifying and transferring such materials. Offices in an organization or institution accumulate records that over time complete their life cycle; at this stage an archivist can assist with the transfer of materials to the archives, using the policy to help determine which materials have long-term value. Records lose much of their administrative value when transferred to the archives, and
often get used later for reasons different from those for which they were created. The policy should also target areas of weakness in the current archival holdings documenting the organization's history,either by office or chronologically. The archivist should evaluate the organization's official records, the papers of affiliated groups or people, and any other materials relating to the organization, such as audio and visual recordings, oral histories, artifacts, and manuscript collections. The written plan also articulates what materials the archives does not accept, and defines acceptable donor restrictions.
Statements regarding copyright and literary rights should if possible be assigned to the institution or appropriate governing board.
Part of the process of drafting a collection policy is conducting a records survey within the archives and throughout the whole organization. A survey enables the archivist to learn the various functions and responsibilities of all parts of the institution. It would also help to identify records of long term value and to anticipate future space and resource needs. A survey should begin with materials already stored or accumulated for the archives then proceed with all the institution's offices.
A standardized survey form should include such basic information as:
- office of origin or creator
- date range
- quantity in cubic or linear feet
- location
- if possible- notes on the organization and content, and preservation
Enlisting the help of administrative staff in some capacity during the survey will draw attention to the "archival value" of their records, and improve communication and support for future collaboration. Although "taking stock" can be time consuming, the archivist will have a clearer picture of how records are created and maintained, and the archivist's role in the organization will also gain visibility and recognition. The survey results should be reviewed for the amount and quality or value of the records. Archivists look at the value of information and evidence contained in the records to determine if they are archival.
Appraisal is the process of determining which records fall within the scope of the collection development or acquisition policy. The process also involves the disposition of records, whereby inactive records are either transferred to the archives or destroyed. Records which merit priority in the selection process include those that document the institution's development and growth, and the activities of offices, departments, or committees responsible for policy making and approval.In most organizations less than five percent of records generated are permanent and of historical value.The archi\lst should also consult the institution's legal department for the legal retention period of documents as well as any other kinds of restrictions. Confidential or sensitive materials are often invaluable to researchers, for example, and can be restricted as long as necessary rather than being discarded Appraisal has no specific time schedule and can occur before, during and after the transfer of records to the archives.
Accessioning is the process of formally accepting custody of materials by keeping a record of acquisitions immediately upon their arrival in the archives. An accessions log documents the date of receipt, a unique identifying or accession number, the source of materials, and other identifying information such as quantity, date range, location, a description, access conditions, and notes. In addition, donors giving materials from outside the organization should sign a "Deed of Gift" form, which is a legal document transferring custody of the materials to the archives.
Arrangement and Description
The next phase beyond the initial administrative stages of establishing an archives is the process of arrangement, which is the physical organization of materials according to the principles of provenance and original order. The principle ofprovenance states that materials created, accumulated or maintained by a person or organization should not be integrated or interfiled with records from another source, whatever the similarity in subject or format. Original order is the rule that records should retain the order and organization established by the "office of origin" or creator. This rule is more difficult rule to maintain when materials amve in the archives without any recognizable organization, or with an order that has been substantially upset.
Groups of archival materials can be organized into five different levels, as set forth by Oliver Wendell Holmes. The hierarchical order from large to small includes repository; record groups or collection; series and subseries; file units; and items such as a folder or a reel of film. These levels are all defined by different criteria. An archival collection should be arranged and described, or "processed", according to the amount of use it will receive. The size of the collection, and resource and staff constraints may also determine the depth of processing. In the initial process of arrangement it is important to consider the relationship of a collection to other materials in the archives, and to discern the
various arrangements within the collection itself.
The process of archival description enables the archivist to establish intellectual control over the materials by means of finding aids, guides, databases, and indexed. A finding aid consists of two parts. The narrative section contains biographical or historical information and notes on the content and scope of the materials; the second part consists of a box or
folder list of the materials.
Reference and Access
Like libraries, archives provide reference service to internal and external users. Unlike libraries, however, an archivist always brings the requested material to the patron and oversees use of the materials. In most organizational archives internal users make requests for materials more than outside patrons. Intemal users such as administrators rely on the archivist's knowledge of the collections to retrieve requested material quickly. Outside patrons should receive a form stating the archives' rules and regulations. The archivist should also interview all new users to understand specifically what is requested,
and if necessary guide them in the use of archival materials. Issues such as photocopying, reproduction of materials, and copyright should also be addressed.
Access
It relates to the rules regarding availability and restrictions of archival materials. A written access policy, similar to the archives and the acquisition policy, is an official statement generated by the archives and should be a part of every archival program The policy states the conditions of access to the archival materials. The Law requires restrictions to some materials, while others remain closed for a limited time. In the United States, archlves should abide by the American Library Association's (ALA) and the Society of American Archivists' (SAA) joint statement on access and guidelines for
access to original research materials.
Outreach
Outreach activities encompass all aspects of archival work and help to increase awareness of users to the archives' holdings. Although this particular function develops slowly, any form of outreach helps build support for the program Some initial, yet critical activities include meeting with administrative and department staff, submitting an article in the community or institution's newsletter, mounting a small exhibit of photographs or artifacts, and writing a brochure.
Preservation
Preservation involves the stabilization and protection of materials through appropriate storage, handling and maintenance; it may also mean transferring material to different medium, such as microfilm. Activities range from housing materials in appropriate acid free sleeves or containers, to maintaining optimum temperature and humidity levels for various types of materials.
Conservation involves physically or chemically treating materials; anything requiring more than minor repairs is usually handled by trained conservators.
Conclusion
There are numerous resources to help and support the process of initiating an archival program. Most activities require many steps that may take years to fulfill; however these can be broken down into workable parts and gradually implemented. Archival literature, workshops, regional and national organizations, and the archives listserv are invaluable sources of information. Additionally, visiting other archival repositories can provide insight into how other organizations manage their archival materials. To alleviate staff shortages, students and interns can assist with basic yet time-consuming tasks including rehousing materials and typing lists. Grant money, no matter how small, can help purchase supplies, hie part-time help, or fund an exhibit. Over time, an institution's investment and efforts in preserving and making accessible its records will reap many benefits and rewards.
Referensi
Bearman, D. & Tant, J. 1998. Electronic records research working meeting, May 28-30, 1997: a report from the archives
community. Bulletin of the American Society for Information Science. 24(3): 13- 17.
Baird, D.A., chair,& Coles, L.M., writer. 1988, 1994. A Manual for Small Archives. Archives Association of British Columbia, Vancouver.
Warnow-Blewett, J., Capitos, A.J., Genuth, J.& Weart, S.R. 1995. AIP Study of Multi- Institutional Collaborations Phase II: Space Science &Geophysics. Report No. 1 : Summary of Project Activities and Findings/Project'Recommendations. American Institute of Physics, College Park, MD.
Cook, T. 1995. "It's 10 o'clock; do you know where your data are?" Technology Review (January, 1995). [Online]. Available: techreview
Haas, J.K., Samuels, H.W., & Simmons, B.T. 1985. Appraising the Records of Modern Science and Technology: A Guide. Massachusetts Institute of Technology, Cambridge, h4A.
Henry, L. 1985. Archival advisory committees: why? American Archivist 48(3):3 15-3 19.
Maher, W.J. 1992. The Management of College and University Archives. Society of American Archivists and Scarecrow Press, Inc. Lanham, MD.
Pederson, A., ed. 1987. Keeping Archives. Australian Society of Archivists, Inc., Australia.
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