Wacana: Central File, Record Center Atau Depot?

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Central File, Record Center Atau Depot?

Oleh Djoko Legowo

Dalam ilmu kearsipan ada beberapa istilah yang sepertinya masyarakat umum bahkan pengelola arsip sendiri masih banyak yang belum begitu paham terkait dengan penyimpanan arsip. Tempat penyimpanan arsip dikenal dengan istilah central file, recods center dan depot arsip. Lalu, apa perbedaan ketiga nama tersebut? Mari kita bahas bersama-sama.

 Central file

Menurut Peraturan Kepala Arsip Nasional Republik Indonesia Nomor 39 Tahun 2011 Tentang Petunjuk Pelaksanaan Pengelolaan Arsip Aktif di Central File, Central File adalah adalah pusat berkas atau pusat penyimpanan arsip aktif.

 Recods Center

Seperti yang kita tahu bahwa dalam penjelasan pasal 47 ayat 1 Peraturan Pemerintah Nomor 28 Tahun 2012, tentang Pelaksanaan Undang-Undang Nomor 43 Tahun 2009 tentang Kearsipan disebutkan bahwa penyimpanan arsip inaktif dilakukan pada sentral arsip inaktif atau records center sebagai tempat penyimpanan arsip inaktif pada bangunan yang dirancang untuk penyimpanan arsip.

Sedangkan pengertian records center/pusat arsip penyediaan tempat penyimpanan arsip inaktif yang memadai dari baik dari segi peralatan dan segi ruang yang terdiri dari ruang penerimaan, ruang persiapan , ruang pemusnahan, ruang fumigasi. Pengelolaan records center harus memperhatikan faktor efesiensi dan faktor keamanan.

Dari penjelasan di atas, record center atau pusat arsip ialah tempat yang disediakan untuk menyimpan arsip inaktif dari suatu lembaga. Dan dilengkapi dengan sarana dan prasarana yang mendukung dan sesuai untuk kegiatan pemeliharaan arsip.

 

Depot Arsip

Dalam Peraturan Kepala Arsip Nasional Republik Indonesia Nomor 31 Tahun 2015, Tentang Pedoman Pembentukan Depot Arsip, telah dijelaskan terkait pengertian depot arsip. Depot arsip adalah gedung dan ruang penyimpanan arsip yang dirancang dengan struktur khusus guna memenuhi kebutuhan terhadap pelindungan arsip, serta mengutamakan tugas pemeliharaan dan perawatan arsip.

Masih menurut peraturan di atas, pasal 5 (1) Jenis depot arsip meliputi: (1) a. Depot Arsip yang dikelola oleh ANRI; (2) b. Depot Arsip yang dikelola oleh lembaga kearsipan daerah provinsi; (3) Depot Arsip yang dikelola oleh lembaga kearsipan daerah kabupaten/kota; dan; (4) Depot Arsip yang dikelola lembaga kearsipan perguruan tinggi. Ruang dalam bangunan Depot Arsip meliputi: ruang kerja; ruang penyimpanan; ruang publik; dan ruang instalasi teknis.

Dari penjelasan diatas dapat diketahui bahwa penyimpanan arsip di perguruan tinggi, dapat disimpulkan bahwa (1) centra file digunakan untuk menyimpan arsip aktif, yang berada di unit pengolah atau Unit Kearsipan III, (2) records center digunakan untuk menyimpan arsip inaktif, yang berada di Unit Kearsipan II (Fakultas); (3) Depot arsip digunakan untuk menyimpan arsip statis, yang berada di lembaga kearsipan atau Unit Kearsipan I (Lembaga Kearsipan/UPT Kearsipan).

Djoko Legowo, Arsiparis Ahli Pertama UNNES

Editor: Agung Kuwantoro

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