Records Management and Records Manager on the 4.0 Industry in
Indonesia
Niko Grataridarga
Document and Information Management, Vocational Education Program, Universitas Indonesia
Keywords: Records management, records manager, 4.0 industry
Abstract: The role of the record manager is related to managing organisational information in records as
organisational assets. This research uses qualitative methods using case studies of record managers in
Indonesia and literature analysis. Industry development 4.0 has an impact on record management in a
company. Management records cannot be separated from e-government policies in Indonesia. The
manager's record is required to be able to adapt to era 4.0 and collaborate more deeply with all units in the
company. The applicative impact of this study is to show the duties and competencies of the manager's
record to be able to run a record management automation system. The theoretical impact provides a new
understanding in the professional field of a record manager especially in Indonesia to always improve its
ability as a professional to follow the development of era 4.0 with issues such as big data, data and
cybersecurity, data analysis, Data Management, Knowledge Management, and I.T. infrastructure.
1 INTRODUCTION
1.1 Information and Record
Management in the 4.0 Industry
The industrial era 4.0 has been widely echoed
everywhere. There are all kinds of business and
service sectors. Records management, as one of the
systems in managing information and records in the
company, has very clearly also influenced the
components of 4.0 industry. Record management
must adapt to the flow of 4.0 industry because a
record manager, in addition to managing records,
also manages data and information. Managing data
and information requires information and
communication technology to help them.
In the world of industry and business
communication technology will make
communication entities in Industry 4.0 environment
can communicate with each other and utilise data
from production owners with all system life cycles
between companies and countries without any
restrictions. All entities from all production and
market networks will also be able to have relevant
data. This will be very helpful for all entities,
including manufacturers, to be able to work on
systems with very modern component features, even
in the design and testing stages. The digitalisation of
such industrial production can create new digital
market models. Based on data that can be accessed
in the cloud, users will be able to predict the
cessation of production, several production entities,
and others (Zezulka, 2016).
Records management allows users to access
data and information that is owned by a company or
institution quickly and easily. Information
management in 4.0 era in a country is also
influenced by the country's policies. The
advancement of this information technology has
given rise to a term we often hear, e-gov. E-
government has the ability to change relations within
citizens, business and Government, and can serve a
variety of different purposes, including better service
delivery to citizens; increased interaction; citizens'
empowerment; more efficient government
management with less corruption; increased
transparency; greater comfort; revenue growth; and
cost reduction. The point is that e-gov policies
improve services to the community. Even the
Malaysian Government, along with other countries,
including the U.S., U.K. and Republic of Korea,
have experienced a transition from paper-based to
electronic (Mokhtar and Yusof, 2016).
Government performance through e-gov
certainly needs to be supported by adequate data and
information provision and storage mechanisms.
424
Grataridarga, N.
Records Management and Records Manager on the 4.0 Industry in Indonesia.
DOI: 10.5220/0010686400002967
In Proceedings of the 4th International Conference of Vocational Higher Education (ICVHE 2019) - Empowering Human Capital Towards Sustainable 4.0 Industry, pages 424-430
ISBN: 978-989-758-530-2; ISSN: 2184-9870
Copyright
c
 2021 by SCITEPRESS – Science and Technology Publications, Lda. All rights reserved

Records Management is the mechanism. Mokhtar
and Yusof (2016) further explained that Records
Management is very important for the Government
at all stages of development carried out, but both the
office automation process and the implementation of
the Records Management initiative have not yet
been given priority. Records Management is a basic
component that must not be abandoned to produce
successful e-government materialisation because all
actions and decision making must be played on
Records Management (Mokhtar and Yusof, 2016).
The importance of this decision making is
influenced by how company or organisation
information can be managed properly through its
records management system. Information in essence
can be a valuable asset for the company, but many
companies do not appreciate and realise this. The
use of information, both by individuals in an
organisation and/or by a group of people at the
middle level, top management and the board, or
usage throughout the organisation having a wide-
ranging impact throughout the company.
Information is intangible strategic assets and
therefore internal controls commensurate with
information management. In the information
technology risk perspective, the value of information
can only be determined if the information asset is
understood, known, clearly defined (Adesemowo
et.al., 2016), correctly identified and assessed,
because all related risks must be considered (ISO,
2014).
Records management has an important role to
identify, classify and distribute company
information assets. Especially in the 4.0 era where
data and information are growing and exchanging
very quickly. Records management in the 4.0 era
certainly requires its own information system,
electronic data, and also human resources who are
able to understand how the development of records
and information management in it.
1.2 Who Is Record Manager in
Industry 4.0?
Records manager is considered as a kitchen worker
who only works in the back of the office. No wonder
if we see the records and archive space will be far
behind the complex or office building. So there is an
assumption that if you want to throw paper into the
archives section. This paradigm certainly must be
changed. A records manager must be able to show
himself, because what he manages is an important
item. He manages company assets. Record
professionals need to stop closing themselves off
against newcomer in information technology and
work together towards the common goal of
managing information by encouraging the
participation of all stakeholders without restrictions
(Haraldsdottir et.al., 2018).
Professional records must be more flexible.
Being able to work with various parties in the
company is a must-have requirement. No exception
with the I.T. division. Professional records work
closely with the I.T. division regarding requirements
for records management systems, implementing and
managing systems, and monitoring their use.
Professional records also coordinate access to
information on records, both internally and from
outside the organisation. They develop records
strategies and short-term and long-term storage
plans of physical records and digital information,
such as e-mail, websites, cloud services, wikis, blogs
and social. To do this, they must balance the
business requirements of confidentiality, privacy and
public access media (Haraldsdottir et.al., 2018).
Physical or printed records are no longer a top
priority for management. Electronic records are of
particular concern to be managed properly. These
electronic records also bring the supporting systems
which also inevitably have to be studied.
Professional records are faced with complex
responsibilities. To survive with such an
environment, records professionals must deal with
technological changes, various device orders, service
requirements, quality standards, and lawsuits
(Haraldsdottir et.al., 2018).
This paper will try to understand how the
development of management records and the human
resources involved in it, namely the record manager
following the development of 4.0 era in the scope of
their work, especially in Indonesia.
2 MANUSCRIPT PREPARATION
2.1 4.0 Industry
The development of industry 4.0 forced the
industrial sector to experience a paradigm shift,
which would drastically change production in the
industry. Traditional activities are centrally
controlled and monitored and the process will be
replaced by decentralised control, which is built on
the ability to independently manage products and
work objects that communicate with each other
(Guban and Kovacs, 2017). All human activities in
the 4.0 era are interrelated by many communication
systems today. The most promising technologies are
Records Management and Records Manager on the 4.0 Industry in Indonesia
425

the Internet of Things (IoT), the Internet of Services
(IoS) and the Internet of People (IoP) (Zezulka,
2016).
The term Industry 4.0 gained global
recognition from the PWC survey in 2016 by
defining three main areas where industry affects the
corporate world:
1. Horizontal and vertical value chain
integration and digitisation,
2. Digitalisation of products and services,
3. New market models with business models
and customer relationships digitally
The essence of the Industry 4.0 concept is the
introduction of intelligent systems that are connected
to networks, which embody production processes
that can regulate themselves: people, machines,
equipment and products will communicate with each
other (Guban and Kovac, 2017).
2.2 Records Management
Records management system is a set of operations
and techniques, integrated in general administrative
management, based on the analysis of production,
processing and value records, the purpose of which
is to efficiently and systematically control the
creation, receipt, maintenance, use, conservation and
disposition or transfer of records. The records
management system must guarantee the production
of all documentation related to public administration
activities. Records management also oversees the
process from the creation to the entire life cycle of
records, the documentation system in records
management combines all the necessary metadata
related to the transparency system in force in the
organisation to foster public awareness of records
(De Mingo, 2018).
The purpose of records management is to
regulate the practice of creating and using records in
an organisation. Records management also manages
policies, establishes responsibilities, establishes
guidelines, provides services, designs systems for
managing records and incorporates management
records into business processes. Records
management is an integrated part of organisational
functions and processes, therefore practitioners
operate at several levels of the organisation to
capture organisational memory (Makinen, 2013).
2.3 Record Manager
Management records that exist in every organisation
need records managers who can provide a rational
basis for making decisions about what information
records should be saved and what should be set
aside. This is needed to support legal, fiscal,
administrative and other needs.
Records manager has an important role in
supporting Enterprise Content Management (ECM).
Records manager is responsible for managing
content-based types, organising content, and virtual
folders using metadata records. Records manager is
responsible for all information, managing and
carrying out content records in a collaborative space.
Records managers must be able to provide access to
the right content, both in terms of information,
format, or location, to the right person at the right
time and in the right place. The point is that records
managers have a strategic role to develop policies
and workflows that automate records management
(Franks, 2016)
2.4 Electronic Records
It is undeniable that the 4.0 industry development
indicator in terms of record management is the
emergence of electronic records. Specifically, every
e-record that contains administrative actions that
affect the rights or personal interests of individuals
must be stored in electronic form. In addition,
management and storage of e-rocords must be able
to display security measures that guarantee the
integrity, authenticity, confidentiality, quality,
protection, and conservation of stored records, as
well as user identification, user access control and
user compliance with guarantees regarding data
protection in applicable law (De Mingo, 2018).
From the early 1980s, software applications
emerged to help management manager records
manage various digital content. Because this
application continues to grow in number and level of
sophistication, different terms are used to describe
these applications. The terms include; Electronic
Document Management System (EDMS), Electronic
Records Management System (ERMS), Integrated
Document and Records Management System
(IDRMS), Electronic Document and Archive
Management System (EDRMS) and Enterprise
Content Management (ECM) systems (Katuu,2016).
3 METHOD
The approach applied by researchers in this study is
a qualitative approach with a case study method.
Case studies are in-depth investigations of a
particular social unit so as to produce a well-
organised and complete picture. Its scope can
ICVHE 2019 - The International Conference of Vocational Higher Education (ICVHE) “Empowering Human Capital Towards Sustainable
4.0 Industry”
426

include whole or only certain segments (Azwar,
2015). In this study, the coverage is the
development of records management and
professional records managers in Indonesia
following 4.0 industry trend.
The subjects of this study were records
managers and archivists working in the records and
archives unit at Government, private and
educational institutions while the object of research
was the development of records management, the
role of records managers and challenges for their
profession in the 4.0 era in Indonesia.
In this study, researchers will use several data
collection techniques, namely by interviewing four
informants from the Indonesian national archives,
records and archives unit of ministries, private
organisations and educational institutions.
Furthermore, analysing documents regarding the
development of the records and archiving system
both conventionally and electronically in Indonesia.
4 RESULT AND DISCUSSION
4.1 Record Management in Industry
4.0 in Indonesia
Talking about record management in 4.0 era in
Indonesia will be very related to the policy of the
Government itself. The policy is e-government.
Since 2003 the Indonesian Government through
Minister of Communication and Informatics Decree
No. 47 / A / KEP / M.KOMINFO / 12/2003
Regarding General Guidelines for the
Implementation of Education and Technical
Information and Communication Technology
Training in Supporting E-Government and
Presidential Instruction No. 3 of 2003 concerning
National Policies and Strategies for E-Government
Development has shown its seriousness to launch the
program. The goal of this e-government policy is a
government system based on communication
technology (Yunita and Aprianto, 2018). Through
this system government services to the public can be
done quickly and easily. The most basic system is to
create a government official website. This website
will contain information about the structure,
government activities, and self-service. For example,
the Indonesian Ministry of Law and Human Rights
through the website of the Directorate General of
Immigration contains information on activities,
services, and products produced by the ministry and
the director general. One of the services most widely
used by the people is of course the making of a
passport. In addition to providing information and
services through the website, the Director General of
Immigration also launched a mobile application to
online queue of passport services.
The implementation of the e-gov system
certainly impacts the records management sector in
every organisation. Website-based services certainly
require the data held by the organisation to be
collected and presented electronically and
automatically. A fundamental consideration of
empowering industry 4.0 is the automation of all
business processes (Telukdarie et.al. 2018). Records
management based on 4.0 industry it means storing
records, managing and presenting them in an
automated electronic way too. Electronic records
storage means the digitisation records that was
originally in the form of hardcopy printed into
electronic form. The electronic records are then
managed and presented using a system. Then
electronic records management systems emerged in
several organisations.
For example, the National Archives of the
Republic of Indonesia (ANRI) created several
electronic records management systems such as
Sistem Informasi Kearsipan Dinamis (SIKD) for
internal management within government agencies.
In addition, ANRI also created a Sistem Informasi
Kearsipan Nasional (SIKN) and the Jaringan
Informasi Kearsipan Nasional (JIKN) which can be
accessed online with a cloud storage system. Some
ministries also have their own records systems such
as the Ministry of Health with system namely
Electronic Filling System (EFS), State-Owned
Enterprises (SOEs) such as the Indonesian Railways
(KAI) which has a Rail Document System (RDS)
and Bank Indonesia which has a Bank Indonesia
Records Management System (BI-RMS).
Industry 4.0 components on the system records
owned by the institutions above can be seen from the
cloud service system and machine to machine that
has been implemented. For example in application
systems such as SIKN and BI-RMS that can be
accessed online. Some organisations have even
made a mobile version of their records system (Bank
Indonesia) to make it more flexible and easier to
reach its users.
Electronic records systems owned by these
organisations do not fully meet the standards of the
Electronic Document and Rocords Management
System (EDRMS) even for the Electronic Document
Management System (EDMS), some are still not.
However, the steps taken by this organisation are
appreciated because it shows awareness of the
components of era 4.0, especially in 2018 Indonesia
Records Management and Records Manager on the 4.0 Industry in Indonesia
427

through the Ministry of Industry who has designed
Making Indonesia 4.0 as a unified road map to
discuss strategic strategies for 4.0 industry era
(Kemenperin, 2018). The fundamental characteristic
of the 4.0 era in the records system is the organising
records with computer-based and online access and
services through the internet. That citizen-centered
services, and of course all government businesses,
produce record creation. The Australian Government
is increasingly moving towards digital information
and governance to do business and is committed to
the use of digital technology as a driving force for
increasing productivity. Changes in records
management that are increasingly digitalised not
only have an impact on the working model but also
on the resources that manage it, the records
manager.
4.2 Record Manager Role in Industry
4.0 in Indonesia
System and application records that have emerged,
both electronic or just automation, make the role of
record manager in the 4.0 era also to be improved.
These systems must be run with the knowledge
capabilities possessed by archivists or records
managers regarding adequate hardware and
software. The basic capabilities of the ms office and
database are certainly a must-have for this
profession. These basic abilities are combined with
record manager and archivist that familiar in running
an electronic application. Determination of menus,
display features, basic functions of an archiving
system feature is an absolute skill that must be
possessed. Especially if records professional have
the ability to manipulate the back end of the system.
Of course this is a challenge as well as its own
problems in Indonesia. Most archival systems in
Indonesia, especially in Government, still rely on
conventional procedures with reference to life cycle
records. Records managers and archivists lack the
basic skills and competencies that enable them to
handle records in an electronic environment. There
is a serious technophobia problem in most offices in
Africa especially among older employees. Due to
inadequate skills in information technology, many
traditional librarians, records managers, and
archivists are very conservative and have a phobia
with computers. This might be due to the generation
gap between new and old professionals who
consider computers as a threat to the status of their
expertise (Asogwa, 2012). It is also not much
different from Indonesia where there are still many
professional records and archivists who are still
stuttering with the devices and technology systems
that manage records and archives. Records that are
created are not actually from electronics but rather
conventional printed ones which are converted to
electronics. To digitise printed material records to be
electronic, only a few institutions do it. Even though
the digitising work also requires its own expertise.
This 4.0 era will certainly emphasise the role of
records manager that is so important in a company.
Records manager as a manager of corporate
information has a role as a manager of company
assets. These assets in the 4.0 era were managed and
accessed electronically with system records owned
by each of these companies. Therefore, the ability of
information technology from a records manager
must be automatically improved so that important
issues in the 4.0 era can be faced and even utilised
by the records manager to improve performance in
digital records management systems.
4.3 The Record Manager Challenging
in Indonesia
Some data has been collected from the results of
interview records managers and archivists from
various types of institutions ranging from
Government, private, and education. From these data
there are several things that must be faced by a
professional record or records manager in dealing
with this 4.0 era. As a start in facing this era, the
mastery of I.T., especially software related to data
and information management, is an ability that must
be possessed by professional records. Then followed
by semantic web capabilities, data analysis, data
presentation, digital repackaging of information and
information literacy. Records manager is also
required to follow developments that occur related to
the world of information.
The challenges faced by records managers and
professionals are inseparable from the e-gov
program and also the management of records that
have used their own application system. There are
several issues surrounding information technology
and 4.0 era in the field of records management, the
first is big data. The data contained in the record
management with information technology makes big
data stick out as an issue that must be known even
mastered by a record manager. Actually raw data in
the company can be analysed into structured data by
the records manager as the manager. Hence the
records manager is required to be able to analyse and
present data for the achievement of company goals,
this will also relate to data and content management
and knowledge management.
ICVHE 2019 - The International Conference of Vocational Higher Education (ICVHE) “Empowering Human Capital Towards Sustainable
4.0 Industry”
428

Second, namely access rights and security. Data
and information theft that is increasingly prevalent
along with the development of the 4.0 era threatens
important data and information managed by records
managers. This is of course also related to the right
of access to these important data. The record
manager must establish policies and mechanisms for
leveling access rights on certain publicly accessible
data such as public information and classification of
records with a degree of confidentiality. Who can
access, with whose permission, and to what extent
these recods can be accessed. Access rights and
security records involve other issues in the 4.0 era,
namely the cloud services storage system and the
system in cyber security.
Third is the challenge of records managers to be
able to understand the business model of records
management in the 4.0 era which relies heavily on
information technology. In industry 4.0, a record
manager must take on a role not only as an executor
but also as a role in program planning and policy.
Although many people use machines to carry out the
work, this role will not be replaced because the
nature of the machine is to facilitate plans, programs
and policies that have been made. Associated with
the managerial ability of a records manager
including risk management and investment in I.T.
Records managers at a university were included in
the senior management team to help them address
their information management needs. Their position
is in line with university officials such as the Dean,
Deputy Dean, Assistant Dean, and General
Secretary, Chief of Administrative Staff and
Assistant Registrar (Postgraduate Studies). Records
managers from the organisation itself will be more
motivated, and better to develop through
understanding the culture of the organisation and
participating in achieving common goals. As part of
the team, rather than outside consultants, internal
records managers are in a position to develop
horizontal relationships that will encourage trust and
sharing (Bowkwe & Villamizar, 2017).
5 CONCLUSIONS
The development of technology in Indonesia is now
quite a lot that can be utilised by various industrial
sectors, including management records. Several
Government and private institutions have carried out
automated records management and digitisation.
Forward-thinking organisations will realise the data
and information on their records in physical and
digital form has an asset value for the organisation.
There are fundamental things that still need to
be improved in Indonesia so that records
management and records managers can go hand in
hand with the development of industry 4.0. What
needs to be improved is the competence of records
and archive managers. No less important is the
mindset of the role of records manager in managing
organisational or institutional data is very important,
the awareness of stakeholders who underestimate the
data and information generated in transactions or
daily operations must also be grown. If the record
manager does not understand well a business process
in this 4.0 era and cannot follow its development
closely, the records manager is prepared that
competent in their profession taken by the scientific
field and other professions that require records for
their business interests.
The main issues in the 4.0 era such as big data,
data and cyber security, data analysis, Business
Analysis, Data Management, Data Modeling,
Knowledge Management, and I.T. infrastructure
have become home tasks for professional records
and records managers. Records managers in
cooperation with the world of education must also
conduct studies, discussions and training related to
these issues to always be awake and develop in
response to conditions that occur in their realm of
work. Records managers and archivists can no
longer just sit and carry out their daily routines but
need to improve competence in managing data and
information on records that might have become
increasingly unstructured in the 4.0 era.
ACKNOWLEDGEMENTS
I want to thank you for the informants who have
been willing to take the time to share their
knowledge and experience in the field of records
management.
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