The Role of the University Archivist Supports the Implementation of

FORLAP DIKTI

Ratih Surtikanti

Vocational Education Program, Universitas Indonesia, Depok, Indonesia

Keywords: Student Records, Forlap Dikti, University Records, University Archives

Abstract: This study aims to describe the understanding of records managers and archivists in universities as managers

of student records that will be a source of data in Pangkalan Data Pendidikan Tinggi (Forlap Dikti). The study

conduct survey to obtain their understanding of the Forlap Dikti and student records that would be the primary

data in the forlap dikti. The results of the study will provide an overview of knowledge, attitudes, and activities

that have been carried out by archivists and records managers at the university to support Forlap Dikti as a

centre of data collection of high education providers throughout Indonesia. The research results can provide

input to universities to ensure student record management programs can support data in the ForLap Dikti

system. Besides that, the results of this study will also provide input to the Kemenristek Dikti to strengthen

the role of Forlap Dikti as a reference for scholarships, research, and student level competitions in Indonesia.

1 INTRODUCTION

The existence of archival institutions as an instrument

in the organization of national archives is first

regulated in Article 16 paragraph 3 of Law No. 43 of

2009 concerning Archives that consist of ANRI

archives, provincial archives, county/city archives,

and higher institution archives (Indonesia, 2009).

Unversity archive institutions are regulated in Article

1 number 17 of Law No. 43 of 2009 concerning

Archives, that the University Archives is an

institution in the form of an organizational unit in the

university, both public and private (Indonesia, 2009).

The group carries out functions and tasks of

organizing files, records, and archives, in a higher

institution environment. The role of University

archives as the unit responsible for managing

documents and archives produced has become

increasingly important with rules No. 61 of 2016

concerning Pangkalan Data Perguruan Tinggi

regulated by KemenristekDikti. With the regulation,

reference for scholarships, research, student-level

competitions, and other things, use Student data at

Forlap Dikti. Also, said Franova, student data at

Forlap Dikti is very important when a student will

move to another university (PT). (Indonesia, 2016)

Franova said, besides these matters, BKN (State

Personnel Agency) and BKD (Regional Personnel

Agency) also knew the Forlap Dikti's strategic

function to track the legality of higher education

prospective civil servants (PNS) and active civil

servants. (Hadi, 2015)

The university must apply the principles of proper

records management by ensuring the existence of

student records from the beginning of its creation.

The University Archive applies records management

from creation to storage according to applicable rules

and proper management standards. The university

must also ensure that the goal of records management

is to help universities organize their archives and

records for retrieval and storage and to protect them

from misuse. In many universities, the management

of this archival institution still faces various

obstacles, both regarding policies and management

systems, according to research conducted by Pusat

Pengkajian dan Pengembangan Sistem Kearsipan

ANRI (2013). (ANRI, 2013) All records and archives

produced from teaching and learning, research,

community service, and academic activities are

evidence of the university's performance and

accountability. To support efficient records

management, universities can implement ICT in the

management of student records. The implementation

of ICTs and records management can be done at the

institutional and ministerial level to simplify the

management process. ICT implementation in

managing archives and records must ensure that

Surtikanti, R.

The Role of the University Archivist Supports the Implementation of FORLAP DIKTI.

DOI: 10.5220/0010687000002967

In Proceedings of the 4th International Conference of Vocational Higher Education (ICVHE 2019) - Empowering Human Capital Towards Sustainable 4.0 Industry, pages 465-471

ISBN: 978-989-758-530-2; ISSN: 2184-9870

465

documents or files in the system are original, reliable,

and reliable. With these criteria, the organization

protects from risks that can damage its function,

mission, or reputation. (Asma, et al., 2016).

2 LITERATURE REVIEW

Universities can protect their graduates' rights by

ensuring the existence of student records (student

records) since the beginning of their creation.

Providing excellent and efficient management of

student records is a challenge in university. A study

conducted by ANRI (2013) also showed in many

universities, the management of this archives

institution still encounters various obstacles both

regarding policy and management systems. (ANRI,

2013) Administrative work to serve data access

requests at university takes considerable time and

resources. The data and information provided must be

accurate, current, and fast for various types of needs

both for students and other academic activities. The

data and information provided must also consider all

privacy and security requirements. By viewing the

complexity and availability of existing infrastructure,

the management must optimize these services.

Besides, student archive management must be able to

save time but must also be quite easily managed and

useful by all stakeholders. Current student archive

management systems generally lead to inefficient use

of the time and resources of computer IT units. The

problem of overworked employees hinders the IT

units in the data management unit from concentrating

on more strategic issues, such as creating new

procedures as a solution to more efficient data and

information service problems. (Khalil, et al., 2015)

To ensure the protection of the rights of graduates,

the university needs to apply proper records

management, by applicable laws and standards.

Without appropriate management of record program,

an institution will face the risk of not carrying out

consistent supervision of its record creation, storage,

and service The absence of a kind archive

management program will also reduce the quality and

integrity of the institutional archive (Kaczmarek,

2006). Based on studies conducted at Indiana

University and the University of Michigan, found that

the college archive manager had little guidance to

solve new challenges in their work that were caused

by the application of e-records. This study shows that

records management function is still limited mainly

to managing static records, and there is often no

systematic way to obtain institutional records for

ongoing activities. Also, this study shows that even

when there is a policy to use electronic records, it is

often not equipped with an implementation system.

(Zach & Peri, 2010)

Other studies show that the attitude of authorities

also influences the success of record management.

Such a study was conducted to analyze management

policies of state land records in India in implementing

an integrated electronic records management system.

The results of this study indicate that there are the

most important standard features of land records in

India at the time of data entry in the order. The

research also shows that the policy objectives of

computation or modernization of land data refer to

policy changes in the context of changes in political

economy policy. (Nayak, 2013) Thus, the application

of policies issued by the authorities or the

Government influences the success of an archive

management system involving many institutions.

These are results obtained from studies conducted in

Turkey. Tests are held in the Electronic Records

Management System (ERMS), through web services,

sending e-correspondence packages to IEM

(Institutional e-Mail) service providers. Using web

services interrogating pending packets, if any, sent for

display on the ERMS record manager screen.

The institutions participating in the Ministry of

Development pilot scheme actively practice the e-

correspondence process; all communication between

organizations is ready to be carried out on electronic

media. The ERM system applied in this study is

considered to contribute to the productivity of

management to share, produce, receive, archive,

evaluate, and ensure effective use of records in

organizations and between organizations created in

business processes. Based on the results, a study was

conducted to see the effectiveness of ERM

applications' achievements at the institutional level.

(Demirtel & Bayram, 2014) The results of the

TÜRKSAT A.Ş. study shows the importance of

collaboration. A study in developing the "Electronic

Records Management System (ERMS)" which can

manage, record, and archive record securely on the

web for institutions. This study examines the

application of record system automation in

government agencies using forms. This application

has been practised or applied at an experimental stage

in most institutions, TÜRKSAT A.Ş. This application

aims to carry out the process of sharing records

management systems between institutions. With

regulations made in this system, the institution keeps

records in structure, and documents are also stored in

electronic media to share information. Management

records share with other institutions must have the

same quality. (Özlem, et al., 2013) Whereas another

ICVHE 2019 - The International Conference of Vocational Higher Education (ICVHE) “Empowering Human Capital Towards Sustainable

4.0 Industry”

466

study on UK social care, which focuses explicitly on

the design of electronic records for social workers.

The study looked at common problems that arise

because of the need to work with complex electronic

documentation that usually results from most

professional, legal, and medical work domains as well

as academics in universities (Wastell & White, 2014).

Based on the various studies above, it concluded that

standards and best practices are needed to serve

several vital functions in managing digital records. In

a time of rapid technological change, rules, and best

practices provide the foundation and understanding of

the same concepts and practices that will impact the

problems and technology used in information

management. Standards play an essential role in

ensuring the authenticity, accessibility, and

preservation of digital records and information

resources (Kunde, Spring-Summer, 2009) Thus, it

can be concluded that to provide the protection of the

rights of its graduates, the university and the

authorities need to apply proper records management.

The Government ensures that all higher education

institutions comply with the applicable regulations

and complement their records management system

with excellent management standards.

3 RESEARCH METHOD

This paper is the result of qualitative descriptive

research on the understanding of records managers

and archivists about Pangkalan Data Pendidikan

Tinggi (Forlap Dikti). This study provides an

overview of knowledge, attitudes, and activities that

have been carried out by archivists and records

managers at the university to support Forlap Dikti as

a center of data collection of high education providers

throughout Indonesia.

The survey was conducted on 255 archivists in the

Higher Education Archives Forum group from

various universities in Indonesia. From 255

archivists, there were 48 respondents from around 20

different universities in Indonesia Data collection

methods were conducted through an online survey.

This study also uses data from PPID ANRI from the

Subdirektorat Pusat III.

4 RESULT AND DISCUSSION

As is known, all data of higher education in PDDikti

are all data provided by higher educational

institutions themselves, so that all data quality and

strength are the full responsibility of the institution.

The source of the data on the educational activity

organizing process is the entire record or archive

created by the activity in the institution. Under

Permenristek Dikti Permeristek Dikti No. 78 of 2017

article 27 organizing archival events in higher

institutions is the responsibility of structural officials

in the field of Archives, Archivists, Archives

organizers and staffs in the Archives discipline.

(Indonesia, 2017) Therefore, the role of higher

institutions archivists in managing their records and

archives determines the quality and quantity of

PDDikti data. To find out how the relationship

between the role of archivists in managing PDDikti,

the following will explain PDDikti, University

Archives and Records Center (LKPT) and

understanding of archivists about PDDikti based on

the results of a survey conducted.

4.1 Pangkalan Data Pendidikan Tinggi

Based on the Ministry of Higher Education

Regulation No. 61 of 2016 concerning Pangkalan

Data Perguruan Tinggi, article 1, Pangkalan Data

Perguruan Tinggi, starting now referred to as PDDikti

is a system that collects higher education data from

all nationally integrated higher institutions.

(Indonesia, 2016) PDDikti or better known as the

Forlap Dikti (Higher Education Report Forum), is a

centre of data collection of high education providers

throughout Indonesia. PDDIKTI was born from the

mandate of Law no. 12 of 2012 concerning Higher

Education as a reference Higher Education data.

(Hadi, 2015)

PDDikti is an activity of collecting, processing,

and storage of data and information about Higher

Education by the Government, which is useful to

control the fulfilment of a high-quality education

guarantee system. Starting from Universities, Study

Program Profiles, Lecturer Profiles, Profile of

Teachers, Student Profiles, and Research both PTN,

PTS, and PTK. The Directorate General of Higher

Education manages these data sets addressed at

http://forlap.dikti.go.id/, which is a synchronized data

PDDIKTI application distributed by each national

college, and Kemenristekdikti is not authorized to

change, add, and reduce the reported data. To collect

data from higher institutions, PDDikti Feeder is used,

which is software that is placed in higher institutions

and has a replica database structure from the PDDikti

database, which uses as an official reporting tool for

higher education throughout the higher institutions.

Regulation of the Ministry of Research and

Technology No. 61 of 2016, article 2, states the

The Role of the University Archivist Supports the Implementation of FORLAP DIKTI

467

purpose of the PDDikti. PDDikti objectives are for

accreditation institutions, to accredit the Study

Program and Higher Education; for Government, to

regulate, plan, supervise, monitor, and evaluate and

guidance and coordination of Study Programs and

Universities and for the community, to find out the

performance of the Study Program and Higher

Education. (Indonesia, 2016).

4.2 University Archives and Records

Center

The existence of higher institution archive institutions

is in the Directorate of Higher Education Regulation

No. 78 of 2017 Article 6 Paragraph (2). According to

the regulation, universities must have a Filing

Organization consisting of Processing Units (Unit of

Work), Filing Unit II (Faculty Archive Unit), and

Filing Unit I or Higher institution Archives Institution

(Archive Office). As the primary unit in charge of

records and archives management, university

archives act as the Filing Unit I. The duty to Prepare

Policy in Archive fields: Arranging a filing system at

PTN; Do collection maintenance . ; Acquisition of

Static Archives at PTN; Eradicate Archives by the

provisions of the Act; Conducting Evaluation of

Filing Performance at PTN. (Indonesia, 2017)

Figure 1: Higher Education VS LKPT

The existence of archival institutions as an instrument

in the organization of national archives is first

regulated in Article 16 paragraph 3 of Law No. 43 of

2009 concerning Archives that consist of ANRI

archives, provincial archives, county/city archives,

and higher institution archives. Unversity archive

institutions are regulated in Article 1 number 17 of

Law No. 43 of 2009 concerning Archives, that the

University Archives is an institution in the form of an

organizational unit in the university, both public and

private (Indonesia, 2009) fields: Arranging a filing

system at PTN; Do collection maintenance . ;

Acquisition of Static Archives at PTN; Eradicate

Archives by the provisions of the Act; Conducting

Evaluation of Filing Performance at PTN. (Indonesia,

2017)

He existence of archival institutions as an

instrument in the organization of national archives is

first regulated in Article 16 paragraph 3 of Law No.

43 of 2009 concerning Archives that consist of ANRI

archives, provincial archives, county/city archives,

and higher institution archives. Unversity archive

institutions are regulated in Article 1 number 17 of

Law No. 43 of 2009 concerning Archives, that the

University Archives is an institution in the form of an

organizational unit in the university, both public and

private. (Indonesia, 2009).

The significant role of archival management in

higher institutions is under Law No. 43 of 2009

concerning the Archives and Permeristek Dikti No.

78 of 2017. Also, ANRI has a specific unit called a

Central Sub Directorate III that specializes in guiding

for organizing archives in universities in Indonesia.

Based on data obtained from PPDikti higher

institutions in Indonesia amounted to 4709 with 436

state higher institutions consisting of various types of

higher institutions. While based on data collected

from PPID ANRI regarding the number of higher

institutions that have been under the guidance of the

Central Sub Directorate III is 188. Of the total higher

institutions, there are only 24 higher institutions that

have archival institutions mandated in Law No. 43 of

2009 article 27 (2). With the existence of autonomy

of higher education and higher institution position as

organizer of archives, there is an adjustment of

authority, existence, and nomenclature of the archival

institution in a higher institution position as organizer

of archives, there is an adjustment of authority,

existence, and nomenclature of the archival

institution in a higher institution environment with the

ICVHE 2019 - The International Conference of Vocational Higher Education (ICVHE) “Empowering Human Capital Towards Sustainable

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title of Archival of Higher Education. (ANRI, 2019)

university archives in higher institutions (LKPT).

From the graph above, it can seem that only 43%

of universities have coordinated with ANRI as a

guiding institution for all national archiving activities,

and only 5.5% of universities have LKPT. These

conditions have seen even though the existence of

LKPT, which plays a role in fostering the

organization of archives in higher institutions

mandated by rules, cannot yet encourage higher

institutions to implement them.

4.3 Archivist and PDDikti

Given the role of higher archivists in managing the

educational process documents in their institutions, it

is necessary to know the understanding of higher

archivists about PDDikti. The Ministry of Research

and Technology Regulation No. 78 of 2017

concerning the Administration of Archives in the

Ministry of Research, Technology, and Higher

Education, article 27, regulated the role of archivists

specifically in higher institutions. In this article,

explain that the Archiving human resources consist of

structural officials in the field of Archives, Archivists,

Archive stylist, and staff in the area of Archives.

(Indonesia, 2017)

This study tries to see the extent to which

university archivists know and are involved in the

process of providing data for PDDikti through online

surveys. The survey was conducted on 255 archivists

in the Higher Education Archives Forum group from

various universities in Indonesia. From 255

archivists, there were 48 respondents from around 20

different universities in Indonesia, including the

University of Indonesia, Padjadjaran University,

Gajah Mada University, Pattimura University,

University, and the State of Malang.

The first three questions contain a basic

introduction to the archives regarding the existence of

PDDikti, including the experience of interacting with

PDDikti, that is, having heard, had accessed, and or

been involved in managing data. Respondents'

answers showed that although 83% of archivists had

heard/knew the existence of PDDikti, only 31% of

archivists had involved in managing the data. (see

Figure 2).

The next three questions relate to the data in

PDDikti, including ease of access, data sources, and

data transmission through direct synchronization.

Archivists know that PDDikti data is easily

accessible; 70 % of respondents also understand that

the data comes from reported higher institutions.

Only

half of the respondents see the method of

Figure 2: Archivist vs. PDDikti in %

entering PDDikti data by higher institutions. The

level of understanding of respondents showed in the

following figure (Figure 3).

Figure 3 Archivist vs. Data PDDikti in %

There are three questions about the PDDikti

function to find out more about the respondents'

understanding. All stakeholders can use The PDDikti,

including students and the community, as university

users. The graph below illustrated the purpose of the

PDDikti as a monitoring instrument, a source of

reference for people in general, and the risks that

might occur by stakeholders, especially graduates of

a higher institution if the data is not in the PDDikti.

(see Figure 4).

31,9

38,3

68,1

61,7

KNOWING INVOLVED ACCESSED

Archivist VS PDDikti in %

Yes No

70,2

48,9

89,4

2,2

29,8

48,9

10,6

SOURCE INPUT ACCESS

Archivist vs Data PDDikti

in%

Yes No don'tknow

The Role of the University Archivist Supports the Implementation of FORLAP DIKTI

469

Figure 4 Functions and Risk in %

Respondents generally understand to use that

PDDikti as a source of reference for all stakeholders

(91%). There are still respondent who does not know

the monitoring function, and this is likely related to

their ignorance about risk factors that occur if their

graduates not found in PDDikti.

Table 1 Percentage of Function

Function Percentage

Accreditation institution, to accredit

the Study Program and Higher

Education;

70,2

Government, to regulate, plan,

supervise, monitor, and evaluation

and guidance and coordination of

Study Programs and Universities

74,5

The community, to find out the

performance of the Study Program

and Higher Education

36,2

Others 8,5

The survey measures how much the respondent's

knowledge of each function of the PDDikti to find

more information about respondents' understanding.

The results show that archivists understand most of

these functions. Table 1 provides the level of

knowledge of respondents for each PDDikti role for

all higher education stakeholders

Table 2 shows that respondents, as members of

the community, are not yet accustomed to using

PDDikti as a reference for finding out the

performance of the Study Program and Higher

Education. The results of the above questions are also

strengthened by the table whose contents explore

archival knowledge about the information presented

by PDDikti. Some respondents (74.5%) know that

PDDikti can be a reference to find out the status of

higher institutions, while for other information such

as to find out the authenticity of diplomas and other

aspects of higher institutions, the value is only around

50%.

Table 2 Percentage of Important Information in PDDIKTI

ortant information in PDDIKTI Percenta

her Education Status 74,5

The ratio of student lecturers 55,3

Institutional engagement with other

institutions

44,7

The authenticity of the graduate

diploma (student) under PDDIKTI

53,2

Others 8,5

From the discussion above showed an overview

of the understanding and involvement of higher

archivists in PDDikti, improvement still needs

considering the data sent by higher institutions that

come from the records and archives management that

they do. KPT is a central unit responsible for fostering

the administration of archives in higher institutions,

but the existence of the University Archives and

Records Center (LKPT) in state universities is less

than 6%,

5 CONCLUSION

The implementation of PDDikti to regulate graduate

legality is an effort that needs to be supported by all

higher education stakeholders in Indonesia. That the

final result will be as planned if the Government,

KemenRistekDikti, consider the readiness of higher

education institutions to support this system. All

stakeholders must strengthen the implementation of

records management and university archives. With

the support of university archivists as implementing

records and records management in all units within

the higher institution, the quality and quantity of data

to be stored by PDDikti will be more reliable and

more credible.

With only a small percentage of university

archival institutions occurs, the Government needs to

ensure that all higher institutions obey the rule of law

to establish records management and university

archives soon. Higher education also needs to

strengthen the role of archivists in higher institutions

in managing and providing data for PDDikti by

involving and building awareness that all records and

records that they maintain will also determine the

quality and progress of higher education in Indonesia.

57,4

0,5

12,8

8,5

21,3

29,8

REFERENCE MONITORING RISK

Functions and Risk

in %

Yes No don'tknow

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