Media Transfer of Village Vital Archives and Adiarta Innovation by Batu City Library and Archives Office

As recorded information, vital archives are essential archives that must be protected, and in its implementation is the effort to transfer crucial archive media. Vital archives themselves are archives that are very important and attached to the existence and activities of the organization. They contain information about the agency’s legal status, rights, obligations, and assets (wealth). Therefore, the Library and Archives Service focuses on protecting vital archives by the mandate of Mayor Regulation No. 11 of 2020 concerning Guidelines for Vital Records Management within the Batu City Government. In connection with this, the Batu City Library and Archives Office, as a Regional Archival Institution, innovated to transfer village archive media known as “Adiarta” as a service solution for saving vital village and kelurahan archives. Adiarta itself is in the form of an application in collaboration with the Office of Communication and Information. Making innovations in the Adiarta application is an effort by the Batu City Library and Archives Office to ensure the creation of integrated documentation and information management. This media transfer is implemented based on a time agreement between the Batu City Library and Archives Office and the Batu City Village / kelurahan. It is carried out at the Batu city village / kelurahan office.

The steps for transferring vital records are as follows:

1. Checking Vital Archives

In the Adiarta Program carried out by the Batu City Library and Archives Office, vital archives in villages in Batu City, the Batu City Library and Archives Office uses the “Jemput Bola” technique. A Batu City Library and Archives Office team proactively visits Batu City villages.

2. Pre Media-Transfer

The value of vital archive information is prioritized for information based on laws and regulations on public information disclosure must be announced immediately and archives that are permanent in the JRA.

3. Media Transfer

Carried out by the team and, at the same time, regeneration from the village / kelurahan so that it is hoped that the village / kelurahan can continue the Adiarta program independently, complete with learning archive security methods and archive access. 

Archival media transfer is carried out in any form and media by advances in information and communication technology based on the provisions of laws and regulations and with infrastructure and facilities by advances in information and communication technology.

4. Post Media Transfer

The last stage in media transfer activities is post-media transfer activities. At this stage, the village/sub-district administration stores the original physical archives transferred to the storage area. After the media transfer, indexing/data input will be carried out into the index field according to the related document. It must ensure that the index is given to the correct record. The archive index is an archive identifier distinguishing between one archive and another.

Image 1. [Watermarking Vital Records that have been Media Transferred]

Image 2. [Socialization of Adiarta]

In the first picture, the author authenticates the village’s vital archive by providing a watermark by adjusting the size, color, and layout of the watermark. Initially, the archive authentication was to use TTE or electronic signature, but after reconsidering with ANRI and because the village head will always change, the watermarking method was used. The method used is the visible watermarking method, which is a digital watermark insertion technique and can be seen visually even though it is only faint. Watermark insertion is used to insert a watermark for authentication and validation of ownership of vital village / kelurahan archives. So that the essential library of the village/kelurahan, namely the Trawangan book, can be confirmed. This is also to avoid recognition of ownership by irresponsible people of digital images that do not belong to them. The second picture is the introduction and direction of the Adiarta application to each village / kelurahan in Batu City by the archivist of the Batu City Library and Archives Office on how to use Adiarta and its features. This direction regarding radiate is carried out to make it easier for the village / kelurahan to search, organize, utilize, and inventory the village / kelurahan Trawangan and letter c books.