Archives Office Universitas Sumatera Utara

Service Archive Acquisition

Background

Static Archive Acquisition adds to the treasures of static archives at the Archive Office USU. It is carried out by handing over static archives. The processing unit handles its management rights through a clear documentation process, starting with the assessment, structuring, and making the Archive Management List and the minutes of the handover.

Service Requirements

Users from the Archive Authorization Unit submit a letter of request for static archive acquisition services.
The static archive to be acquired has been designated a static archive through an appraisal process and declared to have completed its dynamic and inactive shelf life.
Static archives are organized and adequately registered according to their form and medium.
Static archives are categorized based on origin and original rules.
Physical archives to be acquired are stored in folders and archive boxes.
The archive-creating unit brings a list of proposed archives to be handed over and the official report on the handover of static archives and their archives.
The handover of static archives must be documented from the acquisition of static archives.
Form a static archive acquisition team consisting of the head of the archive creation unit, archivist and archive manager.

Mechanism and Procedure

Monitoring of the physical archives and the list of archives proposed to be handed over by the USU Archive Office;
Verification and assessment of static archives to be acquired that meet the requirements and are contained in the Archive Management List by the archive appraisal committee of the USU Archives Office;
Determining the status of the archive and whether to accept the archive to be acquired or not. If yes, the Archive Authorization Unit makes a list of Static Archive Submission and a history of static archive administration history; otherwise, it is returned to the Archive Authorization Unit to be adjusted;
The Archive Authorization Unit's acquisition team organizes the archives to be handed over into folders and boxes and labels them;
The Archive Authorization Unit sends a notification letter to submit static archives to the USU Archives with a statement that the archives submitted are authentic, reliable, intact, and can be used;
Verification and approval from the Head of the USU Archives Office;
Transportation or delivery of static archives by the archive acquisition team from the Archive Authorization Unit;
Implementation of static archive acquisition and signing of static archive handover minutes by the Archive Authorization Unit and the USU Archives Office.