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Archives Office Universitas Sumatera Utara

Service Static Archive Management

Background

The static archive management at USU is carried out by the USU Archive Office on static archives submitted by archive creation units within USU and the academic community.

Service Requirements

  1. Has gone through the process of handing over static archives from the static archive acquisition.

Mechanism and Procedure

  1. The Archive Office USU receives Static Archives resulting from the acquisition of the Archive Authorization Unit;
  2. The archive management team identifies the archives to be processed to find out matters relating to Quantity, Physical condition, Arrangement system, and archive author;
  3. Develop a technical plan and temporary archive arrangement scheme;
  4. Reconstructing the archive by grouping the archive according to the origin and initial arrangement of the archive for further description;
  5. Maneuvering/integrating information and physical archives into archive folders;
  6. Giving classification codes and determining the archive retention period with JRA;
  7. Labeling boxes and arranging boxes. The archive box label consists of the name of the archive author, year, box sequence number, archive sequence number;
  8. Writing a draft list of static archives;
  9. Perfecting the draft list of static archives;
  10. Validating and signing the list of static archives that has been perfected by the Head of the Archives Office responsible for processing static archives;
  11. Storing static archives processed in Roll O'pack (archive vault).