Static archive management through national archival information systems at Universitas Sumatera Utara

Ayu, Putri
Fathurrahman, Muslih

Informatio: Journal of Library and Information Science
Vol 6, No 2 (2026): 2026

Background: Higher education institutions necessitate dependable archival information systems to maintain static archives, safeguard institutional memory, and enhance access to archival information. Universitas Sumatera Utara employs the National Archival Information System (SIKN) to enhance the management of static archives. Concurrently, the National Archival Information Network (JIKN) serves as a public access network for archival information that is processed via SIKN.Purpose: This study seeks to investigate the application of SIKN in the management of static archives at the Archives Office of Universitas Sumatera Utara and to elucidate its connection with JIKN as a platform for public access.Methods: This research utilized a qualitative case study approach. Informants were chosen using purposive sampling, comprising two staff members who are directly engaged in the management of static archives via SIKN and JIKN. Data were gathered using comprehensive interviews, direct observation, and thorough documentation. Data analysis encompassed the processes of data reduction, data presentation, and the formulation of conclusions. The validity of the data was assessed through the triangulation of sources, methods, and documents.Results: The findings indicate that static archive management via SIKN involves multiple stages, which encompass archive submission, verification, classification, media conversion, watermarking, metadata entry, digital object upload, backup, and public access through JIKN. SIKN facilitates the management of internal archives, focusing on archival description, metadata entry, and the administration of digital objects. In contrast, JIKN offers public access to a curated selection of archival information. The implementation encounters multiple constraints, such as restricted human resources, prolonged processing times, issues with network reliability, reliance on ANRI for technical system management, insufficient backup infrastructure, and gaps in metadata components.Conclusions: SIKN facilitates a structured approach to static archive management at Universitas Sumatera Utara, whereas JIKN enhances public accessibility to archival information that is processed via SIKN.