Archive Management Records Disposition

Records Disposition

Records disposition is the process of reducing the volume of records through the transfer of inactive records from processing units to archival units, the destruction of records that have no continuing value, and the transfer of permanent archives to archival institutions (Law Number 43 of 2009, Article 1, Number 23).

Records disposition is carried out by records creators based on a Records Retention Schedule (RRS). State institutions, local governments, public universities (PTN), state-owned enterprises (BUMN), and regionally owned enterprises (BUMD) are required to have an RRS established by the head of the institution after obtaining approval from the Head of the National Archives of the Republic of Indonesia (ANRI). Private universities (PTS), private companies, political organizations, and community organizations are required to have an RRS established by their respective leaders after obtaining consideration from the Head of ANRI.

Records Destruction

Records destruction is the process of destroying records that have no continuing value and have exceeded their prescribed retention period (ANRI Regulation Number 25 of 2012 on Guidelines for Records Destruction).

Objectives of Records Destruction

1. To improve the efficiency and effectiveness of work.
2. To protect information from unauthorized parties.

Principles of Records Destruction

1. In accordance with established procedures and applicable laws and regulations.
2. The responsibility of the records creator.
3. Carried out by the Archival Unit after obtaining approval from the Records Supervisory Officer (PPA) and/or the Head of ANRI.
4. Destruction carried out within the Archival Unit or at another location must be under the coordination and responsibility of the Archival Unit of the records creator.
5. Non-record materials are destroyed by the Processing Unit.
6. Destruction must be carried out completely, both physically and in terms of the information contained in the records.

Criteria for Records Destruction

1. The records have no continuing value.
2. The retention period has expired and the Records Retention Schedule (RRS) specifies that the records are to be destroyed.
3. No applicable laws or regulations prohibit their destruction.
4. The records are not related to the resolution of an ongoing legal case.