Know the Differences of Archives, Documents and Records

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UNAIR NEWS – In everyday life, it is not uncommon for human beings to be familiar with note. Note are recording or capturing certain information in written form, audio-visual or digital recordings and referred as document.

Document  is any material that contains marks, symbols, or signs, visible or partially visible & convey meaning or message for people who have the qualifications to interpret them; or anything that can produce sound, image, writing with or without the aid of a tool; maps, blueprints, plans, pictures, or photos (Kennedy, 1998).

While archive is a translation of the word “archief” in Dutch. The word “archief” comes from Greek “archeion” and the word “archivum” in Latin which means government office.

According to Law No. 43 of 2009 concerning archives stated that activities or events in various forms and media in accordance with the development of information and communication technology made in and accepted by state institutions, regional governments, educational institutions, companies, political organizations, community organizations and individuals in the implementation of community life and nation.

So, what is the relationship between archive and document?

The document is a part of the archive itself. In simple terms it can be said that all of archives are documents, but not all documents are archives. Documents used by individuals or corporate bodies to carry out their activities and functions called dynamic records or records.

Dynamic archives are divided into active and inactive archive. In addition, active archive is still being used by a business unit or department, at least ten times in a year. For example attendance list.

Meanwhile, inactive archive are used no more than a few times a year. For example student report and award certificates.

After no longer being used, the dynamic archive may not be immediately discarded or destroyed. Dynamic archives are stored in the dynamic archive center or record center according to the archive retention schedule. The schedule will show how long the inactive dynamic archive is stored in archive center. After that, the staff will decided whether the dynamic inactive archive will be destroyed or permanently stored as static archive.

As long as the document is still a dynamic archive, the confidentiality of the document is determined and guaranteed by the corporate body that creates or receives it (Sulistyo, 2003). Thus, access to the archive is limited. Only certain people are allowed to access the archive.

After the dynamic archive changing into static archive, the archive is open for public. Static archives will be stored at Republic of Indonesia National Archives (ANRI) or Provincial Archives Agency. Generally, archives will be opened after thirty years of occurrence of events or based on other provisions from the archive donors. (*)

Author: Zanna Afia Deswari

Editor: Binti Q. Masruroh

This post is also available in: Indonesian

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Media komunikasi dan informasi seputar kampus Universitas Airlangga (Unair).

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