Archives Office Universitas Sumatera Utara

Service Archive Lending

Background

Archive lending is the release of archives from files because they are lent either by their own work unit or from other work units in the organization. The archive officer records the lending using the archive lending form (out-slip).

To provide excellent, easy and fast service, especially in archive lending services. The Archive Office of USU offers several steps that users can follow. Among them, users first fill out an archive loan form that can be downloaded (attached), then can go directly to the Archives Office USU or send via email to pusatarsip@usu.ac.id

USU Archives Office Visitor Registration Form

Archive Duplication Request Form

Archive Loan Form

Service Requirements

Cover Letter : If the user comes from the USU environment, the cover letter comes from a work unit within the USU environment and is addressed to the Head of the USU Archives Office. Suppose the user comes from outside the USU Environment (General Public). In that case, the cover letter is addressed to the USU Rector and then forwarded to the head of the archives office at USU.
Identity Card

Mechanism and Procedure

The user visits the USU Archives;
The user tells the information needed;
The Head of Service and Service Members provide services to the user and direct the user to fill out the Archives USU Guest Book;
The Head of Service requests a Cover Letter as an initial procedure for Archives Services at the USU Archives and gives it to the Head of the USU Archives;
The Head of the Archives Office approves the Cover Letter and directs the Head of Service to process the Archive Loan;
The Head of Service confirms to the Service Member to process the search for the required archive;
The Service Member confirms to the Records Management section to search for the required archive;
The Records Management section checks the archive in the Archive Defense List, then if the archive has been found, the Records Management section retrieves the archive in the Archive Storage Room with a note of the Shelf Number and Box Number where the archive is stored;
Then the Records Management department gives the archive to the Service Member, and the Service Member checks the SKKA to see if the archive is public, restricted, and confidential;
Then, the Service Member gives the required Archives to the user;
The Service Member directs the user to fill in the Archive Lending Form, Archive Lending Registration Book and List of Archives being lent;
The Service Member prepares the borrowing administration, such as photocopying the Visitor Identity Card as leftover material.