Acceptance of Archival Information System by Universitas Indonesia
Archivists: Case Study in Universitas Indonesia
Muhammad Usman Noor
Record and Archive Management Programme, Universitas Indonesia, Depok, Indonesia
Keywords: Technology Acceptance Model, Records Management, Archive Management Systems, ISAD(G)
Abstract: Poor archive handling frequently happens either in a private or public organization in Indonesia. Although we
are moving to Industry 4.0, where the globe is more connected than ever, proper Archive management could
aid industry to improve their goals by collect immense amounts of data and information from all points in
their process area. Universitas Indonesia, as one of public university attempt to enhance their archive
management by using SEKAR(Archival System) to aid archives to handle. This research aims to examine
how UI archivists see SEKAR helps them in archive management using the Technology Acceptance
Model(TAM). This study uses qualitative methods with data collection methods using interviews. In contrast,
sample selection is used purposive sampling technique, namely UI archivists who have or are assigned to
manage records at the faculty level by using SEKAR UI. The data analysis technique used in this study is a
descriptive analysis. This research finds from several TAM variables used in this study, namely Perceived
ease of use, perceived usefulness, intention to use. Archivists see SEKAR can help them in making archived
descriptions because ISAD (G) used by SEKAR accommodates flexible standards. Regarding archival
retrieval, the Archivist sees SEKAR’s precision in its search results to be improved in various ways, one of
which is improving the search algorithm and improving the quality of the description. Regarding the perceived
ease of use, archivists agree not to encounter significant problems concerning accessibility.
1 INTRODUCTION
Archives often considered a dead end, static,
abandoned things in the repository and not even
glimpsed again. Indeed, files are records that are not
used directly for planning, organizing public life in
general as well as for the day-to-day administration
of state administration (Sedarmayanti, 2003).
However, if a record has reached an “archive” status,
it is actually a record that has useful and historical
value. Following the definition of archives is a record
produced by the creator of the file because it has
historical significance, could say records which keep
since it has historical value (Republik Indonesia,
2009; Society of American Archivists, 1997).
General conditions that are often encountered
regarding archives handling in Indonesia are still not
encouraging. Whether it’s in the government sector
or the private sector, this is reinforced by data from
ANRI that oversees the filing of 508 out of 514
districts/cities in 2017 showing alarming data, only
1% of which are useful predicate, 2% sufficient,
while the rest are still in bad condition (Arsip
Nasional Republik Indonesia, 2017). ANRI statement
is reinforced by the results of previous studies that
showed the lack of archive management in several
regions in Indonesia, among others, the preparation of
archival description in Sleman Regional Archive
Office is not maximized (Kristanto, 2016), not
optimal archival facilities and infrastructures in
Library and Archive office of Kulon Progo (Rusita
and Hisyam, 2015), IT competencies for archivists
who still needs to be improved in the North Sumatra
Library, Archives and Documentation (Nur’aini,
2018). Although in some places showing good
progress, as an example of the start of the archive
management applied toward an electronic archive in
the Library and Archives of the Province East Java
(Harianto, 2013). Conditions in private institutions
are also not encouraging even though better
conditions are shown by various established private
business entities and especially multinational
companies that are more aware of the management of
records in their place. Where in Industry 4.0, which is
globe are more connected than ever records
management could aid the industry to improve its
Noor, M.
Acceptance of Archival Information System by Universitas Indonesia Archivists: Case Study in Universitas Indonesia.
DOI: 10.5220/0010706600002967
In Proceedings of the 4th International Conference of Vocational Higher Education (ICVHE 2019) - Empowering Human Capital Towards Sustainable 4.0 Industry, pages 597-605
ISBN: 978-989-758-530-2; ISSN: 2184-9870
Copyright
c
 2021 by SCITEPRESS – Science and Technology Publications, Lda. All rights reserved
597

goals by collect immense amounts of data and
information from all points in their process area.
One of the causes of the poor implementation of
archives in regional government is the frequent
change of structural officials in the field of filing.
Besides, other factors such as no archivist correctly
handle archives, maintenance, and security of files
that have not been by the procedure to be minus the
archive management in Indonesia. The support of
regional leaders or companies towards archives and
archivists is still felt minimal in various places to be
another factor that also influences. The description
of the conditions above can be summarized that the
handling of archives in Indonesia is still not
satisfactory; more precisely, it has not been managed
much. Also, many are deposited on the shelves and
not served. Even if it is managed using, at a minimum,
the standard metadata is neat, and then at least once
the archive manager can find out he has any files. One
of the international usual metadata standards for
archives is ISAD (G) (General International Standard
Archival Description) which was released by ICA
(International Council on Archives) in 2000.
Furthermore, the archive can be sorted, generalized,
correlated, and given insight into what happened in
the past since files produced by industry could be
vastly and a massive amount of data and information.
Thus if the sector could extract that data and
information, it will be compelling insight.
Universitas Indonesia (UI) is the oldest
university in Indonesia, and if it is drawn from its long
history, UI is a university which then divides into
several universities in Indonesia. Of course, UI has a
variety of archives that contain a high historical
value; the value is not only limited to the campus or
academic world but also valuable for more top
education milestones in Indonesia. It makes sense to
save UI archives equivalent to keeping the history of
Higher Education in Indonesia. UI has a particular
unit for managing files in UI, namely the UI Archives
Office. The UI Archive Office has the primary task of
managing and developing archive treasures in the UI
environment developing SEKAR (Sistem Informasi
Kearsipan/Archival Information System) to support
this task. SEKAR began to be used at UI in 2014, but
if tracing further SEKAR has been developed since
2011 with trials of the ICA-AtoM 1.0.0 application at
the University of Indonesia’s Archives Office by
Wahid Nurfiantara, UI students who are now working
as UI archivist. ICA-Atom which is used in the trial
has used the ISAD (G) (General International
Standard Archival Description) metadata standard,
the data element from ISAD (G) is adjusted to the
needs of the Office of Archive UI (Nurfiantara,
2011). SEKAR is based on the open-source ICA-
AtoM application and uses the ISAD (G) metadata
standard for its metadata description. Further,
according to research conducted by Lee and Iio
(2015) shows the Document Management System
based on ISAD(G) has been constructed through the
use of Open Source Software components at a low
cost. So that it does not require significant resources
in the development of SEKAR. SEKAR aims to assist
archivists in managing archives regarding file
archives. Metadata archive contains information
about an archive that can be interpreted that this
description can later be a brief representative or
catalogue of the intended file. Existing information
includes titles, dates of creation, storage, creator of
archives, history of use of archives, et cetera. Besides,
SEKAR aims to become a finding aid of file owned
by UI.
In the near future, IT will not be able to make
such a synthesizing work because it is inflexible and
unable to abstract in a way as the creative human
being does (Körmendi, 2015) so that the archivist
ability in the Industry 4.0 era is demanded to be more
adaptive to humanist skills and not against to
machine. So the ability to make descriptions,
processing archives becomes an essential
competency to be developed. The story of a quality
archive will ultimately help the university take insight
from its files. This research aims to examine how UI
archivists see SEKAR helps them in archive
management using the Technology Acceptance
Model (TAM). This study aims to fill the research
gap regarding the implementation of archival
information systems in Indonesia which is still
minimal. Previous research related to the
implementation of archival applications is still
limited to seeing what institutions or agencies have
used the filing system, for example, research that
looks at the condition of the implementation of
records management systems in the Jogjakarta
Government (Sutirman et al., 2016). This study uses
qualitative methods with data collection methods
using interviews, while sample selection is used
purposive sampling technique, namely UI archivists
who have and/or are assigned to manage records at
the faculty level by using SEKAR UI. The data
analysis technique used in this study is a descriptive
analysis.
ICVHE 2019 - The International Conference of Vocational Higher Education (ICVHE) “Empowering Human Capital Towards Sustainable
4.0 Industry”
598

2 LITERATURE REVIEW
2.1 ISAD(G) Standards
Any text or material outside the aforementioned
margins will not be printed. ISAD (G) are metadata
standards which define the elements that should be
included in an archival finding aid. It was approved
by the International Council on Archives (ICA) as a
standard register produced by corporations, persons
and families. ISAD is more flexible standards than
rigid formats since many options to accommodate
conventional approaches on national standards. It
says the first part of ISAD which this standard can be
used as conjunction with existing national standards.
ISAD propose of archival identification and explain
the context and content of archival material. ISADS
that will ensure the creation of consistent,
appropriate, and self-explanatory descriptions;
facilitate the retrieval and exchange of information,
enable sharing of authority data, and make possible
interoperability in a unified information system.
ISAD does not use specific tags to describe an
item. Use in systems, such as the ICA- Atom, does
not require that the descriptor include particular
punctuation or writing methods. The ISAD metadata
structure contains 26 items divided into seven areas
of descriptive information, including identity
statement area, context area, content and structure
area, condition of access and use area, allied materials
area, note area, and description control area. Even
ISAD metadata has numerous item, ISAD only
requires six elements that must be filled in
(mandatory field) since its essential for the
international exchange of descriptive information. Its
include, reference code, title, creator, date (s), the
extent of the unit of description, and level of
classification. Still in the same article, writing an
example in ISAD is not something that must be
followed outright, the example given is only
illustrative and not mandatory, so the use of the
description language in ISAD is flexible and adjusts
the conditions in the field while doing an archive
description so that the various rules contained in
ISAD are many that are not binding and can be
adjusted to the needs of the descriptor.
ISAD uses multilevel level descriptions ranging
from fonds, subfunds, series, subseries, files, and
items. A multilevel description is a way of describing
a group of records according to the structure of an
administrative body that is created by them (their
external structure) and the way in which files are
arranged (their internal structure). Rules of Archival
Description uses six levels of description: the fonds
(the broadest level of the report), sous-fonds, series,
sub-series, files, and items. They are arranged
hierarchically; that is the level of the level above or
below and below, including a reference to the levels
above or below. Describing records using a multilevel
format begins with a description of the specific terms
and conditions, the particular words at each level.
Information about the files and their creators is
captured in various data elements (Brien, 1997).
2.2 Technology Acceptance Model
The model used in this study is a model of the
accessible technology used, namely technology
acceptance research which was developed and
introduced by Fred D. Davis (1989). According to
Davis, the behaviour of using IT begins with the
perception of usefulness and the perception of ease of
use of IT (ease of use). TAM is composed of two main
variables, which are constituted by Perceived
Usefulness (PU) and Perceived Ease of Use (PEU).
These constructs are called Intention to Use (IU)
which is the model precedes the actual use. The
perceived usefulness, defined as the extent to which a
person believes that using the system will enhance his
or her job performance, and perceived ease of use, is
defined as the extent to which a person believes that
using the order will be free of effort. TAM has the
characteristics of external variables (e.g., system
characteristics, development processes, training) on
the intention to use are perceived by usefulness and
perceived ease of use. Perceived Ease of Use, the less
effortful system is to use, the more using it can
increase job performance. Davis defined this
perception of users based on the definition of the
word usage that is capable of being used
advantageously or can be used for practical purposes.
Knowledge of usability is a benefit that individuals
believe can be obtained when using IT (Venkatesh &
Davis, 2000). Intention to use it In the present
context, if a superior or co-worker suggests that a
particular system might be useful, a person may come
to believe that it is useful, and in turn an intention to
use it — the original Technology Acceptance Model
as it’s in the graph below the framework model
(Figure 1).
Acceptance of Archival Information System by Universitas Indonesia Archivists: Case Study in Universitas Indonesia
599

Figure 1. Technology Acceptance Model (Venkatesh &
Davis, 2000)
TAM is easy to handle and extremely versatile since
it brings tested, pre-defined measurement
instruments. The model’s parsimony is a reliable
driver for its wide-spreading (Bagozzi 2007 on
Vogelsang, Steinhuser, & Hoppe, 2013) and
undoubtedly accounts for its acceptance. Due to its
universal character, TAM can be applied to any kind
of software. Due to its global nature, TAM can be
applied to any software. So in explaining the
acceptance of archivists in using SEKAR, TAM can
be used. Generally, TAM model studies using
quantitative methods as a research method approach,
but in this study, the authors tried using a qualitative
approach. The use of the qualitative method in the
TAM model, although a little but does not mean it
does not exist, has more qualitative research methods
instead of just focusing on quantitative ones
(Hirschheim and Klein 2012 on Vogelsang et al.,
2013). The use of qualitative is used because there are
not many respondent populations, and it is expected
that a variety of opinions are more open when
compared to using a quantitative approach. One of the
previous studies mentioned several weaknesses found
when TAM used a quantitative approach. One of the
shortcomings of traditional TAM research is that
there are many authors to explain the acceptance of
the technology. Developing recommendations will
significantly contribute to the relevance and practical
implications of scientific work. Furthermore, the
period examined by TAM researchers is quite short.
In doing so, factors that vary over time can be
considered and analyzed in-depth, which hardly can
be done in quantitative studies. With this article, we
would like to introduce a qualitative approach which
helped us to overcome the mentioned shortcomings
(Vogelsang et al., 2013). Therefore, in this study, the
authors used a qualitative approach to answer the
research questions posed.
3 RESULTS AND DISCUSSION
For the mutual benefit and protection of Authors and
Publishers, it is necessary that authors provide formal
written Consent to Publish and Transfer of Copyright
before the publication of the Book. The signed
Consent ensures that the publisher has the author’s
authorization to publish the Contribution.
The copyright form is located on the authors’
reserved area.
The form should be completed and signed by one
author on behalf of all the other authors. In
interviews, we extracted statements concerning
software acceptance. These categories of three
different major groups can be shown in the table
below (Table 1):
Table 1. Research Variable
Variable Item
Perceived
Usefulness
Usefulness for
Description
Usefulness for
Retrieval
Perceived Ease of
Use
User Interface
Accessibilit
y
Intention to Use Willin
g
ness to use
3.1 Perceived Usefulness
3.1.1 Usefulness for Description
The critical thing in file management is the process of
filing records. The purpose of this archive description
is to provide information about archives that are
processed, both regarding the identity of the creator
of the archive, the history of the archive, the content
of the archive, to the condition of the archive. ICA
(2000) describes the purpose of archival description
and explains the context and content of archival
material in order to promote its accessibility. Giving
this identity will work well if you use specific
metadata standards in making archive descriptions.
Description Reviews These processes make it
possible to institute the intelligent controls Necessary
for reliable, authentic, meaningful and accessible
descriptive records to be Carried forward through
time.
Photographic work is work that (until now) can
only be done by humans. Indeed several fields can be
filled automatically by using computer assistance.
However, to describe the descriptive area, the human
is carrying out the process. On this basis, the role of
the archivists is still needed in the process of
ICVHE 2019 - The International Conference of Vocational Higher Education (ICVHE) “Empowering Human Capital Towards Sustainable
4.0 Industry”
600

managing records. SEKAR was created to
accommodate archive management at UI. Based on
the experience gained by the respondents when using
SEKAR to make the description of the archive quite
uniform. Respondents agreed that the use of SEKAR
helped them to make a description of the archive
metadata and did not experience significant obstacles
when preparing the report. One reason is that the
fields used in SEKAR have been adapted to the needs
of the archive description in UI. ISAD (G) as the
metadata standard used at SEKAR states explicitly
that all fields can be adjusted to the needs of each
agency that makes description and determines what is
essential to be filled out can be adapted to the
conditions of nature of the unit of story.
Furthermore, ISAD (G) uses a level of
description hierarchy in making its description listing.
Level of description is the position of the unit of a
story in the authority of the fonds — the level of
description, level of arrangement. The fonds forms of
the broadest level of description, then it comes a
series-level description, a file-level description and/or
item-level description. Intermediate levels, such as
sub-funds or sub-series, may be expected. Each of
these levels may be further subdivided according to
the complexity of the administrative structure and/or
functions of the organization, which is generated by
the material and the organization of the material.
Level of description helps provide context and
relationships between archives owned by an agency,
but this level of the report requires an adequate initial
understanding of the archivists.
Respondents provide an overview that
sometimes forgets to distinguish and is confused
when determining the level of description of an item
they are working on. This is exacerbated by the lack
of explanation about the level of the report at SEKAR
itself, so some archives determine the level of
description is still wrong. This causes the relationship
between the file and the hierarchy above to be
inappropriate. Another implication of the error in
determining the level of description at SEKAR is that
when retrieval uses the level of the report as access
points, the results are not satisfactory. One other
obstacle that causes problems at the level of
description, not all archivists know ISAD (G) from
the effects of interviews, some respondents have
never even heard of ISAD (G), also though some
others know and understand what ISAD (G). This
needs special attention for the UI Archives Office to
improve the competence of the UI Archivists by
providing training, seminars, or introduction to ISAD
(G) and other standards used in the UI environment.
Another convenience felt by the UI archivist who
was the respondent in this study was that SEKAR did
not require all fields to be filled, so that if there were
archivists who were confused they would have to be
filled with information so they could keep the entries
that had been sent. The reason for the Archivist who
missed some fields is not to be filled because
according to him, it is difficult to find information.
This reasoning can be justified because in the guide
given by ISAD (G) stated that of the 26 fields
available it was not required to be filled in
completely, and only six areas became mandatory
fields because they became references to international
data exchanges. However, the fewer fields that are
filled in, the information about the archive is also
getting weaker, of course, if the data can still be filled,
it is better to fill in to enrich the metadata from the
file. In general, the use of SEKAR helps manage
archives at UI. However, respondents indicated that
the faculty did not have a lot of archives because they
were directed to the UI archive office for archive
management so that not many files could be
processed using SEKAR at the faculty’s level.
3.1.2 Usefulness for Retrieval
The development of the need for information and the
abundance of information resulted in the activities of
retrieval becoming rapid increasing and becoming the
behaviour of everyday life. Almost every day, people
search for information with various queries through
search engines and systems. Information retrieval
becomes the dominant form of information access,
overtaking traditional database-style searching.
Information retrieval is usually documenting) that
satisfies information needs from extensive collections
(usually stored on computers) (Sharmeli et al., 2017).
Information retrieval requires access points. The
metadata standard that is used consistently and
appropriately will be a suggestion for a return because
it provides adequate access points. Different
conditions can also be found in the case of SEKAR.
The use of ISAD (G) that is obedient will result in a
quality database and increase returns because of the
many access points available. Under the opinion of
Chowdhury (2004) that an information retrieval
system aims to collect and manage information on
one or more subjects and then provide it as quickly as
possible to the user.
SEKAR accommodates users for retrieval with
several search methods, simple searches through
archive information, archive creators, organizational
units, classifications, and digital files. Then a detailed
search, in search of details the user can search through
Acceptance of Archival Information System by Universitas Indonesia Archivists: Case Study in Universitas Indonesia
601

the repository option, top-level, general material
design (GMD), media type, available digital object,
level description, and copyright status. The primary
difference between a simple search with details is if
in a simple user can only use one keyword (can be in
the form of words or multiple syllables) while in
detailed search the user can combine two or more
keywords with the Boolean logic.
How the UI archivists view SEKAR’s
capabilities regarding archival retrieval. Some
respondents stated that they were not satisfied with
SEKAR’s results, because the search results were too
many. The author tries himself at SEKAR by working
a simple search by entering the query “Pendirian
Fakultas FISIP” the results that came out were 3234
files. That significantly amounts of results most likely
that is not sought by users are also interested.
Respondents also added that there were still search
results that were felt to be less relevant to what was
sought. So the Respondents felt the need for increased
traceability for users who wanted to find archives
through SEKAR because they had to be good at
choosing the keywords used to see what they were
looking for. They feel that if the keyword used is not
right then the search results are too much and must be
checked one by one into the document of the search
results, which is where it takes a long and exhausting
task.
Different things were found in previous studies,
which showed a high ratio of average acquisition and
accuracy of archived documents through SEKAR UI.
The results of the survey said that the average
acquisition ratio and efficiency at the UI Archive
Office were 95% and 95.8% respectively. While the
average acquisition ratio and accuracy in the PAU UI
Filing Unit are 82.3% and 85.2% respectively, so it
can be concluded that the acquisition ratio and the
average efficiency of the two archival units are 88.6%
and 90.5%. The high rate is caused by a good
indexing process (Grahito, 2014). These results were
also strengthened by the responses of other
respondents who said they did not experience
problems in the archived meeting through SEKAR.
Respondents from FKM even told that their faculties
were helped when they needed a decree archive from
other faculties through SEKAR.
Although there are two different opinions
regarding the SEKAR system retrieval, if analyzed
more deeply, there will be found several assumptions
that cause this retrieval result to be changed. In
previous research the keywords used were limited to
the use of 1 word or by using a Boolean Logic
containing two words, while in everyday life users
were more often searching for something using
queries in the form of sentences, no longer words,
because information-seeking behaviour uses
sentences more often done especially on search
engines like Google. The tendency that occurs when
searching for keywords used is in the form of
sentences no longer 1 or 2 words. Searching for a
post-coordinate model like this requires an indexing
algorithm that is more complicated and not only
based on the terms contained in one sentence, so the
archivists feel the search results from SEKAR are not
satisfactory. However, the archive retrieval through
SEKAR can still be refined again both regarding
system and return acumen, one of which is by
consistently filling the metadata fields when
describing the archive.
3.2 Perceived Ease of Use
3.2.1 User Interface
The ease of use depends on one of them is the user
interface. The user interface is a display that is seen
by users when using or accessing technology. In other
words, the user interface is the link between humans
and machines (technology) in them. The interactive
and intuitive user interface will help make it easier for
anyone who uses it; the user experience is much
affected by the appearance of the user interface. The
user interface of SEKAR’s homepage screen can be
seen as shown below.
Figure 2 SEKAR Homepage
SEKAR UI homepage consists of the SEKAR
logo on the top left, the search box and search button
on above, and the Language selection, quick access
consisting of links to home, about us, and help, and
the login button on the top right. Whereas on the left
side there is a search menu through several access
points and accessible archives this week, popular
features this week show what files have been
searched for or accessed in the past week. On the
main screen, there is a large banner that says “apa
yang akan anda temukan (what will be found)?” And
ICVHE 2019 - The International Conference of Vocational Higher Education (ICVHE) “Empowering Human Capital Towards Sustainable
4.0 Industry”
602

a description of what SEKAR is, then an explanation
of the archive collection, the archive information
request service and the link, and contact us on the
leading layer. There are 209 words displayed in the
description of each section.
Although the menu that appears is not much on
display, some respondents feel the SEKAR display is
too crowded and not simple. The SEKAR main screen
is also considered too much writing, so it feels too full
of the main page. This is added by another
respondent’s statement that the contact does not need
to be written entirely on the main page, just a link to
the related page. Besides, respondents felt the
“search” button had the same function as the search
on the left side so that it was considered redundancy
and did not need to be displayed together.
Respondents argued that the “popular this week”
menu was unnecessary because it was considered to
be less representative of the needs of users who
wanted to access SEKAR. Overall respondents said
the language used in the user interface was clear, but
the user interface of the SEKAR main page was still
not interactive and intuitive.
Another thing that also confuses users, in this
case, is an archive which menu should be clicked if
you want to add the file to the SEKAR database.
Adding and managing new lists can be accessed when
you log in to the SEKAR system. The login button is
already available at the top right of SEKAR’s home
screen, but the lack of explanation for whom the login
is made makes a user who wants to search a little
confused. Respondents added, to use SEKAR this
needs to be used for several times. For users who are
not accustomed to using or accessing SEKAR, they
believe that there will be difficulties with the
appearance of the user interface of SEKAR.
3.2.2 Accessibility
The use of technology, in this case, the application
system is influenced by user experience when
accessing the network. SEKAR is a web-based filing
information system, meaning SEKAR requires an
internet connection to be obtained. SEKAR which is
managed by the UI Archive office, has a server on the
UI Depok campus under the UI server. SEKAR is not
only accessible through a campus network (JUITA)
but can also be accessed from outside the university,
so it does not use an exclusive system.
The experience of respondents in accessing
SEKAR can be said to be smooth, and there are no
problems. According to the respondent’s explanation,
SEKAR has only had a problem if there is indeed
maintenance carried out by the UI Archives office,
the maintenance period usually varies from only a
few minutes to several hours. But what needs to be
highlighted is that the respondent did not get
information when there was maintenance, there was
no particular page that explained that SEKAR was in
a maintenance condition. Besides support, there was
also experience regarding accessibility encountered
by SEKAR users, one of the respondents had
experienced “lost records” that had been inputted at
SEKAR, after several hours the file was returned. It
turns out that there is a SEKAR server migration. So
that the archive could not be accessed. The conditions
in the server migration are not informed to the user.
Of course, this can be input; it is necessary to add a
page that contains information on SEKAR status.
Another thing that was a concern regarding
accessibility; some respondents experienced timeout
problems. The timeout problem occurs when
inputting an archive description then the activity is
left in a few moments, such as going to the toilet or
lunch, then when returning to continue the input
process timeout or having to repeat from the
beginning. But this problem he experienced about one
year ago, and they never experienced it again.
Accessibility is one of the things that is a strength
of SEKAR. Overall the archivists who were
respondents in this study stated that they did not
encounter significant problems regarding SEKAR
accessibility. They always use the campus intranet
when using SEKAR to support their work, so they
never experience substantial problems when
accessing SEKAR. It’s just that SEKAR needs to
clarify conditions that affect accessibility, such as
maintenance conditions, server migration, etc. to
users. The goal is to inform the user what is
happening in SEKAR and feel calm and not worry
about losing files or anything.
3.3 Intention to Use
3.3.1 Willingness to Use
TAM theorizes that an individual’s behavioural
intention to use a system is determined by two beliefs:
perceived usefulness, defined as the extent to which a
person believes that using the system will enhance his
or her job performance, and perceived ease of use,
defined as the extent to which a person believes that
using the order will be free of effort (Venkatesh &
Davis, 2000). From the results of interviews
conducted, it was shown that on several variables
concerning perceived usefulness and perceived ease
of use at SEKAR, it looked good. Although not all
say very well in all fields. But this did not dampen the
Acceptance of Archival Information System by Universitas Indonesia Archivists: Case Study in Universitas Indonesia
603

UI archivists to be reluctant to use SEKAR.
Respondents routinely use SEKAR UI and consider
SEKAR as a significant breakthrough to support
archive management at UI.
Respondents felt that in many ways, they were
helped and facilitated to manage archives using
SEKAR. However, another thing that has become an
obstacle for archivists is that they want SEKAR to
accommodate their needs in managing inactive
records that are owned by many faculties. Some
respondents felt that if SEKAR was only used to
manage archives, it felt less useful because, at the
faculty level, they had more inactive records. Because
of that, SEKAR, although it is routinely used, but
does not become their daily use work.
Respondents from this study expressed their
desire for more routine training or workshops related
to the use of SEKAR in particular and archiving in
general. Respondents who generally have more
background in the field of library science feel that
they have not mastered the archival theory in-depth
and there are still many things related to archives that
they have not appropriately mastered, one of them is
ISAD (G) which is implemented at SEKAR. The
respondent’s desire to develop archival capabilities
must be responded to well by the UI Archives Office
which does have an obligation to improve the quality
of archivists at UI. Especially in the era of industry
4.0, which increasingly distinguishes the ability of
humans with machines (technology) requires more
distinguished that emphasizes human capabilities that
cannot be done by machines. Archiving description is
one of the skills that until now, the device cannot do
it as well and as detailed as if humans are working on
it.
One other indication that the UI archivists have a
good intention to use at SEKAR is the many inputs
and suggestions related to the development of
SEKAR going forward. SEKAR is seen as an
excellent archival management tool and can develop
further in the future. The majority of respondents
hope SEKAR can become an archive application
system that is not only suitable for handling archives
but can also be used in active and even dynamic files.
One of the archivists wants UI to have an archive
system that controls archives from upstream to
downstream or from creation to depreciation. The
hope is that continuum records occur in the UI
environment with the help of an archival information
system.
In addition to expectations in a broad scope such
as forming an archival system that holistically
combines various types of handling archives.
Respondents also gave a lot of technical-related input
in SEKAR, including features that were felt to
support archivist activities and user needs, such as
updating the user interface, the ability to display .pdf
files directly from the system, export and import data,
reminders of retention periods, circulation or
registration of archive access. Respondents who have
a lot of background in library science try to compare
SEKAR with library applications such as SLIMS, and
open source is archiving applications such as
ARTERI(Arsip Terintegrasi). They hope developers
from SEKAR can adopt various features that are
useful from similar applications. The amount of hope
indicates that from experience they have gained when
using SEKAR, they want improvements that can
further facilitate and assist them in managing records.
4 CONCLUSIONS
This research aims to examine how UI archivists see
SEKAR in helping manage archives, whether
SEKAR t7hat uses the ISAD (G) archivists helps in
describing UI archives. This study aims to fill the
research gap regarding the implementation of
archival information systems in Indonesia which is
still minimal. The SEKAR application in the UI
environment aims to help manage archives. Judging
from several TAM variables used in this study,
namely Perceived ease of use, perceived usefulness,
intention to use. Archivists see SEKAR can help them
in making archived descriptions because ISAD (G)
used by SEKAR accommodates flexible standards.
Regarding archival retrieval, the Archivist sees
SEKAR’s precision in its search results to be
improved in various ways, one of which is improving
the search algorithm and improving the quality of the
description. Regarding the perceived ease of use,
archivists agree not to encounter significant problems
concerning accessibility, except in certain conditions
such as being in the process of maintenance or server
migration. Archivist UI sees the SEKAR user
interface needs to be improved concerning the clarity
of the menus displayed on the homepage, and need to
streamline the list which is considered to be the
repetition of the purpose to be more concise but still
intuitive.
Of the two variables, although there are some
shortcomings, it does not dampen the UI archivists to
continue to use and give input. The aim is that
SEKAR as an information system that supports their
work can continue to be developed. In addition to
expectations in a broad scope such as forming an
archival system that holistically combines various
types of handling archives. Respondents also gave a
ICVHE 2019 - The International Conference of Vocational Higher Education (ICVHE) “Empowering Human Capital Towards Sustainable
4.0 Industry”
604

lot of technical-related input in SEKAR, including
features that were felt to support archivist activities
and user needs, such as updating the user interface,
the ability to display .pdf files directly from the
system, export and import data, reminders of
retention periods, circulation or registration of
archive access. The most significant expectation from
respondents who are UI archivists is that SEKAR not
only accommodates archive management but also can
manage records from the creation cycle to
destruction, or in other words, manage all files and
archives owned by UI.
REFERENCES
Arsip Nasional Republik Indonesia. (2017). Evaluasi
Pengawasan Kearsipan, Menpan Rb Tegaskan Akan
Ada Sanksi Bagi Lembaga Kearsipan. Retrieved
December 27, 2018, From
Https://Www.Anri.Go.Id/Index.Php/Detail/1384-
Evaluasi-Pengawasan-Kearsipan-Menpan-Rb-
Tegaskan-Akan-Ada-Sanksi-Bagi-Lembaga-Kearsipan
Brien, J. O. (1997). BASIC RAD : An Introduction to the
preparation of fonds- and series-level descriptions
using the Rules for Archival Description. Archives.
Chowdhury, G. G. (2004). Introduction to Modern
Information Retrieval. London: Facet Publishing.
Grahito, A. (2014). Pengujian Ketepatan dan Perolehan
Aplikasi ICA-AToM Sebagai Sarana Temu Kembali
Arsip: Studi Kasus Arsip Universitas Indonesia.
Universitas Indonesia.
Harianto, W. (2013). Penerapan Arsip Elektronik di Badan
Perpustakaan dan Kearsipan Provinsi Jawa Timur.
Jurnal Administrasi Perkantoran UNESA, 1(3), 1–17.
Retrieved from
http://jurnalmahasiswa.unesa.ac.id/index.php/jpap/arti
cle/view/3453
International Council on Archives. (2000). ISAD(G) Second
Edition. Stockholm: ICA. Retrieved from
https://www.ica.org/sites/default/files/CBPS_2000_Gu
idelines_ISAD%28G%29_Second-edition_EN.pdf
Körmendi, L. (2015). Information Society, E-Records and
the New Archival Science. Atlanti, 25(1), 141–152.
Kristanto, E. (2016). Studi Pengolahan Arsip Statis Pada
Kantor Arsip Daerah Kabupaten Sleman Yogyakarta.
Universitas Islam Negeri Sunan Kalijaga.
Lee, T., & Iio, J. (2015). Document management system
based on ISAD(G). In L. Barolli (Ed.), Proceedings -
2015 18th International Conference on Network-Based
Information Systems, NBiS 2015 (pp. 685–689). Taipei:
Conference Publishing Services.
https://doi.org/10.1109/NBiS.2015.103
Nur’aini. (2018). Pengelolaan Arsip Statis Pada Badan
Perpustakaan, Arsip dan Dokumentasi Provinsi
Sumatera Utara. JIPI (Jurnal Ilmu Perpustakaan Dan
Informasi) Vol. 3 No. 1, 3(1), 13. Retrieved from
jurnal.uinsu.ac.id/index.php/jipi/article/download/165
4/1334
Nurfiantara, W. (2011). Implementation of ICA-AtoM
application in Information Retrieval. Universitas
Indonesia.
Republik Indonesia. Undang-Undang Republik Indonesia
No 43 Tahun 2009 tentang Kearsipan, Pub. L. No. No
43 Tahun 2009 (2009). Indonesia.
Rusita, G., & Hisyam, D. (2015). Pengelolaan Arsip Statis
di Kantor Perpustakaan dan Arsip Kabupaten Kulon
Progo. Universitas Negeri Yogyakarta.
Sedarmayanti. (2003). Tata Kearsipan : Dengan
Memanfaatkan Teknologi Modern. Bandung: Mandar
Maju.
Sharmeli, J., Sanjeeya, V., & Sangeetha, G. (2017). The
Study of Information Retrieval. International Journal
of Science Technology & Engineering, 4(2), 1–2.
https://doi.org/10.1145/1414694.1414696
Society of American Archivists. (1997). Archives.
Sutirman, Wijayanti, N. S., & Purwanto. (2016). Studi
Tentang Implementasi Sistem Manajemen Arsip
Elektronik Pada Kantor Pemerintahan Kota
Yogyakarta. Administrasi Perkantoran D3 UNY (Vol.
XIV). Yogyakarta.
Venkatesh, V., & Davis, F. D. (2000). A Theoretical
Extension of the Technology Acceptance Model: Four
Longitudinal Field Studies. Management Science,
46(2), 186–204.
https://doi.org/10.1287/mnsc.46.2.186.11926
Vogelsang, K., Steinhuser, M., & Hoppe, U. (2013). A
Qualitative Approach to Examine Technology
Acceptance. In 34th International Conference on
Information Systems (Vol. 12, pp. 617–631). MIlan.
Acceptance of Archival Information System by Universitas Indonesia Archivists: Case Study in Universitas Indonesia
605