The FTUI Documentation Center carried out archival internal audit activities as a series to face the Archive Audit at the university level. This event was held on Wednesday, 15 February 2023 and was attended by 22 unit secretariats at both the faculty and department levels.
“Archives are a source of information and as a monitoring tool that is very necessary for every agency. It is hoped that this internal audit of archives will be carried out to realize better, better quality archive management, as well as the creation of procedural and systemic archive management,” said the Dean of FTUI, Prof. Dr. Heri Hermansyah, ST., M.Eng., IPU.
In this activity, 7 departmental work units and 15 faculty work units accompanied by the FTUI Documentation Center filled out internal archival monitoring instruments (form A) and uploaded proof of supervision, as a series of UI Internal Archives Monitoring. The pre-internal audit activities were divided into 2 sessions, namely session 1 for the secretariat of the Department, and session 2 for the secretariat of the work unit.
“This activity was carried out to assist the secretariat of these 22 units to ensure that all evidence documents are available and can fill out form A as a monitoring instrument. Field verification activities within FTUI will be carried out by external auditors on March 1-8, 2023, to check evidence of data validity,” explained Tikka Anggraeni, M.Sc., Manager of Public Communication and General Administration who oversees the FTUI Documentation Center.
Internal Archives Supervision aims to ensure conformity between implementation and archive management rules to ensure the availability of authentic, reliable and intact records. Internal Archive Supervision at the Universitas Indonesia in 2023 is determined using SLOVIN rules and implemented in 307 work units and 18 archival units within PAU, Faculties, Schools, and Vocational Education Programs. While the assessment of Internal Archive supervision is carried out by external auditors (crosses from Faculties/PAU/Schools/Vocational Programs).
The aspects of the assessment under the supervision of the Internal Archives at the Universitas Indonesia in 2023 have the following scope:
- Aspects of managing dynamic archives (50%) include aspects of creation, aspects of use, and aspects of maintenance
- Aspects of Archival Resources (50%) include aspects of human resources and aspects of facilities and infrastructure
***
Bureau of Public Communications
Faculty of Engineering, Universitas Indonesia