There are several documents that should be stored properly and kept readily accessible because they are vital to our lives as citizens. These documents include:

  1. Marriage Certificate
  2. Family Card
  3. Land Certificate
  4. Vehicle Ownership Certificate (BPKB)
  5. Birth Certificate
  6. Identity Card (KTP)
  7. Diplomas and other valuable documents

 

Every country now has a national archival institution responsible for preserving its archival heritage. Given the significant informational value contained in records, special care and storage methods are needed to ensure that their information remains safe and well preserved. This also applies to records classified as personal documents. There are several important considerations regarding the proper care and storage of personal records.

 

1. Sort Your Documents

Sort documents according to their respective categories. Determine whether a document is a personal record or a family record. Examples of family records include the Family Card (KK), land certificates, and the Land and Building Tax Payable Notification (SPPT-PBB). Examples of personal records include birth certificates, Identity Cards (KTP), and diplomas.

Documents should also be sorted based on their value and importance, as well as whether they are originals or photocopies. Not every document needs to be retained permanently. For example, Land and Building Tax (PBB) payment records only need to be retained for the most recent three years; older records may be destroyed.

 

2. Do Not Laminate Documents or Records

Do not laminate documents using heat-press lamination, as this can damage the documents. The text on a document may adhere to the laminating plastic. Documents such as diplomas, certificates, and marriage certificates are already acid-free. Therefore, simple preservation measures can keep these documents in good condition for up to 100 years without the need for lamination.

If lamination is considered necessary, avoid heat-press lamination. Instead, the document may be covered similarly to a protective sleeve, while leaving a small amount of space to allow air circulation.

 

3. Back Up Your Documents

Photocopy and, where necessary, have important documents legally certified to serve as backups of the original documents in case of unexpected events, such as damage or loss.

Store the backup copies in a separate location from the originals. Besides serving as backups, these copies can be used for purposes that do not require the original documents.

 

4. Store Your Documents Properly

Store both original and certified documents in a dry location with good air circulation. Keep them away from places that are prone to water exposure or high humidity, as well as from electrical wiring or power sources.

Make sure the documents are stored securely and are not easily accessible to children or unauthorized persons. Place original documents in individual plastic folders or sleeves so that each document is separated from the others. This prevents documents from coming into direct contact with one another and becoming stuck together.

Photocopies and certified copies should be stored separately from the original documents.

 

5. Check Your Documents and Records Regularly

Inspect your documents periodically by taking them out and examining their condition. Remove dust to prevent deterioration, and check for mold, pests, or insects that could damage the documents.

If a document is damaged, remove it from storage for repair or restoration. Minor damage may be repaired independently. For example, if a document is torn, a strip of archival paper tape may be applied to the back, provided that there is no information on the reverse side of the document.

For severely damaged documents, it is advisable to take them to the local archival agency for professional restoration and treatment using Japanese tissue paper. Some local archival agencies provide facilities and services for the preservation and restoration of important documents belonging to members of the public.

 

Writer: Zanna Afia
Editor: Fista Chairani Zein
Sources: UNAIR News website; Regional Archives Office