Udayana University Archives Center Destroys Inactive Archives

Udayana University (Unud) through the Archives Center held archive destruction in Room 3.10, 3rd Floor, Postgraduate Building, Unud Sudirman Campus, Denpasar, Thursday (28/11/2024). This activity was officially opened by the TU, RT and HTL Coordinator Dr. I Wayan Gayun Widharma, SE., M.Si., and attended by the internal supervisor of SPI Unud, Archives Sub-coordinator, Unud Archivist, as well as from LLDIKTI.

This destruction of archives is the destruction of inactive archives at Udayana University carried out by the Archives Unit under the supervision of the Archives Sub-Coordinator involving Archivists, Archives Managers, from the Supervision Element (SPI) as well as from the legal sector by shredding them so that the information content and physical archives cannot be recognized again.

This destruction of inactive archives was followed by several Archive Creation Units including: Unud Archives Unit with 554 files, Faculty of Medicine 715 files, Faculty of Mathematics and Natural Sciences 140 files, Faculty of Cultural Sciences 200 files, Academic Cooperation and Public Relations Bureau 8,669 files, Faculty of Cultural Sciences 202 files, Faculty Agriculture 324 files, and the Faculty of Agricultural Technology 304 files. So the total files destroyed were 11,108 files.

Next, a list of destroyed archives is made for the destroyed archives, signed by the creator of the archive, assessed by young expert archivists, verified by intermediate expert archivists and list makers in their respective work units. In order to obtain legal force, archives destroyed according to the list of destroyed archives are confirmed by a Rector's Decree.

The destruction of inactive archives was also accompanied by documents in the form of photos and recordings with the intention that they could be used as physical evidence for the implementation of the destruction of archives involving 75 participants.

Representative of the Auditor of the Internal Supervisory Unit (SPI) of Unud, Endra Kartika Yudha, on this occasion said that the most important thing is that the process of destroying these archives has been carried out in accordance with applicable laws and regulations, including the signing of minutes, especially now that Udayana University has implemented a designated Integrity Zone. There must be documentation and minutes that must be completed.

The position of archivist is very close to retirement, so it is also necessary to educate that each field needs to be archived digitally, because these cases cannot be predicted in the future, so that when you have evidence/documentation of the activities that have been carried out, at least it is valid evidence that can be used at a later date.