Re-thinking of arsiparis as records and archives professional in Indonesia
Case study of Regional Governments
Background of the study: To be able to manage archival documents according to applicable standards, organizations need professional and competent arsiparis. Professionalism and competence are represented in the qualification and requirements in the recruitment process.
Purpose: This paper aims to present the results of a mapping study of the qualification and special requirement for arsiparis, also analyzes the implications of these aspects for the reinforcement of arsiparis profiles
Method: this paper uses an inductive qualitative approach, with the data analysis process by content analysis
Findings: Formal educational qualification are still dominant in archival science major, although many opportunities are also for individuals with non-archival science backgrounds. Job experience in archives and records management is also recommended to acquire by individual who wants to be arsiparis. However, these have implications for the arsiparis' profile which tends to be interpreted that archives and records management can be done by anyone.
Conclusion: The authors give three recommends. First, confirming educational qualification limits; second, limiting the scope of arsiparis taskforce, and strengthening the independence of professional associations.
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Introduction
Arsiparis is one of the supporting factors in solving archival problems in every organization. To be able to manage records (and archives) properly, organizations need an arsiparis who is qualified and competent(Pratama, 2014). In the context of civil servant management in Indonesia, arsiparis are categorized as functional position.(Thoha, 2016)explained that functional position is official positions which, although not expressly stated in the organizational structure, are based in their function, they must exist to enable the organization to carry out its main functions. The regulation of arsiparis as jabatan fungsional in the government sector is confirmed through Peraturan Menteri Pendayagunaan Aparatur Negara dan RB Nomor 48 Tahun 2014 tentang Jabatan Fungsional Arsiparis which states that arsiparis is “a civil Servant who has competence in archival document management through formal education and/or archival training and has the functions, duties and responsibilities of carrying out archival management activities appointed by authorized officials within government institutions, regional government, village government and university. This manuscript aims to mapping the qualifications and special requirement in recruiting arsiparis, that is job experience especially in regional governments in Indonesia. Also, authors were analysing to what extent the implications of qualification and job experience in defining profile of arsiparis as archives and records professional in local governments.
Generally, the term human resources who manage records and archives are called archivists and record managers.
(Duranti & Franks, 2015)defined archivist
“…is an individual who keeps records of enduring value so that they may function as reliable evidence of past actions”.
Duranti, in this statement, emphasized that archivists are managers of records that have historical value that can be used as evidence of past events. Meanwhile, human resources who are responsible for managing records are also called records managers. The records manager is a resource that has responsibility for managing records and information produced and received by the organization within(Duranti & Franks, 2015). Studies related to archival human resources on a decade are more focused on archivists than records professionals. In records area,(Bowker & Villamizar, 2017)studied positive impacts of partnering records manager into a team of university administrators to engage them in awareness of their information management needs. In their study, some benefits in using records manager are in
“…identifying workflow inefficiencies, identifying terminological inconsistencies, iterative training opportunities, and useful knowledge sharing outside the project’s scope”.
It is of course different from our study that concern in identifying qualifications and special requirement for arsiparis (that not only manage the records just like records manager).(Haraldsdottir et al., 2023)examines the experiences of records professional in managing their works during covid-19 pandemic.(Gibbons & Douglas, 2020), in their study finds that examines the decline of the records and archives professions in Australia by analyzing job advertisements. The study finds that employers prioritize generalist skills over specialist knowledge and value experience over qualifications. The paper raises questions about the role of competencies in establishing professional identity and the future of the records profession in Australia. It is also different from our study that analyze qualifications and special requirements of arsiparis, and their impacts on profiling arsiparis as a professional.
The term arsiparis identically refers to human resources in the government sector who have civil servant status. This understanding is also embraced by(Lawanda, 2018)that
“Arsiparis perform the works under instructions of the government authority as arsiparis is to support the operation of government institutions in the big frame work of government structure”.
In general, studies at the national level regarding arsiparis are not very massive in a decade. Based on the results of the search and selection carried out by the authors, there were 37 articles that specifically studied arsiparis in the period of 2013 to 2023. The topic of competency was the dominant study, such as(Sudiyanto, 2014)who found that arsiparis has opportunity to become a PPID (Pejabat Pengelola Informasi dan Dokumentasi) by synchronizing arsiparis tasksforce with PPID responsibilities.(Wahyuningtyas, 2015)analyzing competencies in efforts to develop SIKN JIKN in East Java Province. However, the findings of this study focus on comparing the competence of arsiparis in relation to archival records management. The same study was carried out(Prayuda, 2017)by analyzing the competences of arsiparis, but focusing on the area of archives in regional archival institutions in East Java Province.(Sholahuddin & Aini, 2022)which focuses on the competences of arsiparis in managing records in higher education. Some studies use a literature study approach, such as(Siambaton, 2017)which describes the comparison of the characteristics of arsiparis between Indonesia and the United States in archival management.(Kuswantoro, 2018)outlines the competencies of arsiparis that needed to face the era of disruption.(Rachman, 2018)and(Faturohmah & Mayesti, 2021)through their studies at the University of Indonesia Archives, they outlined the emphasis on the role of arsiparis which is not only limited to managing archival records, but also as digital arsiparis and educators. The research that has been carried out has several weaknesses, such as understanding arsiparis’ conception which is equated with the archivist's conception without a systematic structured analysis process, the locus of study tends to one institution, and has not shown the influence of formal education and/or education and training to the arsiparis profile. Thus, our research questions are: what are the qualifications and job experiences of arsiparis as records and archives professional in local government agencies? and
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