Optimization of Dynamic Archives Management System in Regional Libraries: Case Study at Padang City Archives Service

Abstract

This study aims to analyze and optimize the management system of dynamic archives in public institutions, with a case study on the Padang City Archives Office. The method used is descriptive qualitative, with data collection techniques through in-depth interviews with archive officers, observation of management processes, and document analysis of archival regulations. Research informants (respondents) consisted of two archival officers, managers, and related officials, selected through purposive sampling. Data were analyzed through reduction, presentation, and drawing conclusions to identify the main problems and determine strategic recommendations. The research results indicate that the management of internal archives at the Padang City Archives Office has been running well in accordance with applicable procedures and is based on four main pillars of archiving. However, external obstacles were found in the form of a lack of archiving competence in other work units (SKPD) within Padang City, resulting in documents received often not meeting standards. In addition, limitations in physical facilities and infrastructure continue to be a barrier to supporting the security and maintenance of archives optimally. The conclusion of this study emphasizes that optimizing the archival system in the City of Padang requires comprehensive collaboration, not just from archival institutions alone. Recommended strategic measures include enhancing human resource capacity through intensive technical guidance for other work units, strengthening infrastructure, and accelerating the integration of digital systems through the SRIKANDI application to ensure the efficiency and security of archives.