MANAJEMEN KEARSIPAN DI KANTOR WILAYAH KEMENTERIAN AGAMA PROVINSI KALIMANTAN TENGAH

Abstrak

Tata kelola pengarsipan surat merupakan kegiatan yang mempermudah pekerjaan dalam suatu instansi atau organisasi. Latar belakang penelitian ini yaitu penciptaan arsip surat di Subbag Tata Usaha sesuai standar, berkaitan dengan Keputusan Menteri Agama Republik Indonesia Nomor 44 Tahun 2010 tentang Pedoman Penataan Kearsipan di Lingkungan Kementerian Agama. Kemudian untuk pendistribusian surat masuk dan surat keluar yang sudah tertata dengan baik sistem tata kelolanya, dilanjutkan dengan penyimpanan arsip ini menggunakan sistem nomor dan tanggal surat. Untuk surat yang disimpan seperti surat masuk dan surat keluar ditempatkan di ordner yang berbeda, namun yang sering terjadi penyimpanan arsip surat bercampur dengan klasifikasi-klasifikasi lain sehingga akan sulit melakukan pencarian jika berkas tersebut diperlukan kembali. Penelitian ini bertujuan untuk mendeskripsikan penciptaan, pendistribusian, dan penyimpanan manajemen kearsipan di Kantor Kementerian Agama Provinsi Kalimantan Tengah. Untuk itu disusunlah rumusan masalah pada penelitian ini, yaitu: (1) Bagaimana penciptaan arsip surat; (2) Bagaimana pendistribusian arsip surat; dan (3) Bagaimana penyimpanan arsip surat. Penelitian menggunakan metode kualitatif dengan jenis penelitian deskriptif. Subjek penelitian adalah 1 yaitu Kepala Subbag Tata Usaha, dan informan yaitu Arsiparis Subbag Tata Usaha dan petugas pada bagian Pelayanan Terpadu Satu Pintu (PTSP). Data dikumpulkan melalui teknik observasi, wawancara, dan dokumentasi. Analisis data dilakukan dengan teknik triangulasi sumber dan metode. Hasil penelitian menunjukkan bahwa: (1) Penciptaan arsip surat sudah berjalan dengan baik dan sesuai prosedur, seperti kejelasan, ketelitian, singkat padat, logis, dan baku berdasarkan pedoman KMA Nomor 44 Tahun 2010, dimulai dari pengkonsepan surat; (2) Pendistribusian surat masuk dan keluar berjalan dengan baik dan sesuai prosedur, dengan memperhatikan proses dari awal hingga akhir distribusi; dan (3) Penyimpanan arsip dilakukan menggunakan sistem nomor dan tanggal, walaupun masih ditemukan kendala seperti bercampurnya klasifikasi arsip yang menghambat pencarian kembali.

The management of letter archiving is an activity that facilitates tasks within an institution or organization. The background of this research is the creation of letter archives in the Subdivision of General Affairs in accordance with standards, particularly referring to the Decree of the Minister of Religious Affairs of the Republic of Indonesia Number 44 of 2010 concerning Guidelines for Archival Management within the Ministry of Religious Affairs. Furthermore, the distribution of incoming and outgoing letters has been properly organized. The storage of these archives uses a numbering and dating system, with incoming and outgoing letters placed in separate folders. However, a common issue arises when archived letters are mixed with different classifications, making it difficult to retrieve documents when needed. This research aims to describe the processes of creation, distribution, and storage in archival management at the Regional Office of the Ministry of Religious Affairs in Central Kalimantan Province. Accordingly, the problems formulated in this research are: (1) How is the creation of letter archives carried out? (2) How is the distribution of letter archives managed? (3) How are the letter archives stored? This research employed a qualitative method with a descriptive research design. The main research subject was the Head of the Subdivision of General Affairs, supported by two informants: an archivist from the same subdivision and a staff member from the One-Stop Integrated Service (PTSP) unit. Data collection techniques included observation, interviews, and documentation, and the data were analyzed using triangulation techniques. The results showed that: (1) The creation of letter archives has been running well and follows the established procedures—clear, accurate, concise, logical, and standardized according to KMA No. 44 of 2010—beginning with drafting the letters; (2) The distribution of incoming and outgoing letters has been effectively managed, ensuring that the distribution process is in line with the correct procedures from the moment the letter is received to its final destination; and (3) The storage of archives is carried out using a numbering and date system, although there are still challenges such as mixed classifications that make document retrieval more difficult.