The Documentation Center of FTUI conducted a socialization activity to prepare for monitoring and evaluation of the results of internal archiving audits to follow up on the internal archiving audit results received by 21 working units within the FTUI environment. This activity took place on Wednesday, March 6, 2024, and was attended by secretariat units and departments within the FTUI environment. The event was opened by Tikka Anggraeni, M.Si., Manager of Public Communication and General Administration overseeing the FTUI Documentation Center.
The Faculty of Engineering, Universitas Indonesia, through the FTUI Documentation Center as the archiving unit within FTUI, has successfully demonstrated its achievements in the field of archiving through accolades such as being ranked 1st Entity with the Best Internal Archiving Supervision Results in 2023 and 1st Archiving Unit with the Best Internal Archiving Supervision Results in 2023. This indicates that archive management within the FTUI environment has been conducted procedurally and systematically.
Dean of FTUI, Prof. Dr. Ir. Heri Hermansyah, S.T., M.Eng., IPU., stated, “The achievements attained are not merely the endpoint for FTUI in managing archiving. However, monitoring and evaluation of internal archiving supervision at FTUI are required as a form of continuity in managing and supervising the results of FTUI’s internal archiving audits. Internal archiving supervision aims to ensure the conformity between implementation and the archiving administration standards to guarantee the availability of authentic, reliable, and intact archives.”
“The monitoring of internal archiving audit results for the year 2024 is conducted by checking the follow-up of audit result records from 2023 and field verification by external auditors,” clarified Tikka Anggraeni, M.Si., Manager of Public Communication and General Administration overseeing the FTUI Documentation Center.
The timeline for the series of monitoring activities for internal archiving supervision began with internal visits to working units or departments from March 4 to 13, 2024, followed by field verification and interim monitoring results delivery, culminating in the final monitoring results delivery on June 28, 2024.
The assessment of internal archiving supervision audits is conducted by evaluating several aspects, including the conformity of official correspondence procedures, active archive lists, archive media transfers, archive borrowing or information request processes, outgoing archive labelling, and archive depreciation. Aspects related to human resources and facilities and infrastructure (archive storage space and disaster management tools) are also essential evaluation points.
The assessment of monitoring and supervision is documented in several levels indicating the efforts made in response to the records of internal archiving audit results at FTUI, including:
- Level 0: No evidence that the oversight object has made recommendations for improvement
- Level 1: Evidence that the oversight object has initiated or prepared for recommendation improvements through email or instant messaging applications (WhatsApp/Telegram/etc.)
- Level 2: Evidence that the oversight object has developed plans for recommendation improvements in the form of RKA TOR or RAB or approved planning documents by the Unit Leadership
- Level 3: Evidence that the oversight object has received feedback commitments from relevant parties in the form of official letters/response documents; or Recommendations have been made, but the root cause has not been resolved
- Level 4: Evidence that the oversight object has implemented improvements according to the targeted root causes or quantitatively less than 100% have been fulfilled
- Level 5: Evidence that the oversight object has completed improvements according to the targeted root causes.
This event was attended by Unit Heads, Managers, Unit Secretaries, Department Secretaries, and the secretariat teams of each unit and department within the FTUI environment.
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Public Communication Office
Faculty of Engineering, Universitas Indonesia
