Why the Registration Was Importance for Management of Record?:

The Implementation of Management of Record to Support the

School’s Accountability

Mar’atus Sholikah

, Nina Oktarina

, Tusyanah

, and Ashomatul Fadhilah

Universitas Negeri Semarang, L1 Building, Sekaran Campus, Semarang, Indonesia

Department of Economics Education, Faculty of Economics, Semarang, Indonesia

Keywords: Management of record; the registration, school-accountability

Abstract: Management of record had a significant effect on the school accountability. Because of the record has an

important role to support the authentic, complete, and accurate document for the implementation of the

accrediting school. The archive as authentic evidence, it can be used to proof a legal accountability. The

problems examined in this study of how the management of record, the obstacles faced in the management

of record, and the efforts in reducing the barriers in management of record to support the accountability of

the school. The purpose of this research knows the management of record in the school, seeing the obstacles

happened in the management of record, and knowing of the efforts in reducing constraints in the

implementation of the record management to support the accountability school at Vocational High School at

Kudus. This research used the qualitative study. Data sources in this research are 6 informants. The

technique of data collection in this research used observation, interview, and documentation. The procedure

of this study includes the pre-field, during the field, and data analysis. Analysis of data was performed by

data collection, reduction data, and presentation of data. The result in this research indicates that the

registration in the management of record had a significant effect on the school accountability, because the

registration of record would be able to provide supporting documents are authentic, complete, and accurate.

1 INTRODUCTION

The quality of the school shown with an increase in

the quality of a school consistently. Increasing in the

quality of a school was a systematic and consistently

of process to improve the quality of teaching and

learning and another relating factors, with te aim of

the target of school could be achieved more effective

and efficient.

As expressed by Jalal (2001:88) in the book of

“Paradigma Pendidikan di Indonesia” in the study of

Oktarina and Hengky Pramusinto (2016:260) stated

that “there are three aspects that can guarantee the

quality of an educational institution, i.e. competence,

accreditation and accountability. Graduates are

deemed

to have required competence entitled to a certificate.

Educational institutions as well as the devices are

judged to be accredited. Accredited educational

institution and considered able to produce quality

graduates, always try to maintain and guarantee the

quality that is appreciated by the public institutions

accountable.”

The result of accreditation is the form of school’s

quality improvement. In the implementation of the

accreditation by school, the school has to complete

of the filling for accreditation documents. In line

with the Accreditation Instrument of Filing

Guidelines for Vocational High Schools issued by

the National Accreditation of School/Madrsah

(BAN-SM) mentioned that every filling an

instrument of accreditation and information

supporting should be accompanied by physical

evidence.

So, it can be said that if the school has

accountable, it should be supported by available

document. Providing of supporting documents was

supported the management of record as good as

possible. Following the result of the accreditation in

Vocational High School at Kudus shown the table 1.

122

Sholikah, M., Oktarina, N., Tusyanah, . and Fadhilah, A.

Why the Registration Was Importance for Management of Record?: The Implementation of Management of Record to Support the School’s Accountability.

DOI: 10.5220/0009017500002297

In Proceedings of the Borneo International Conference on Education and Social Sciences (BICESS 2018), pages 122-127

ISBN: 978-989-758-470-1

Table 1 the Value of Expertise Program Account at

Vocational High School at Kudus

Expertise Pro

ram Cate

ories

SMK Ne

eri 1 Kudus A

SMK NU Ma’arif Kudus A

SMKS Wisuda Kar

a Kudus A

SMKS PGRI 01 Kudus A

SMKS Muhammadiyah Kudus A

SMKS Banat Kudus A

Source: Researcher, 2017

From the table above proves that Vocational

High School at Kudus is a school with a good

quality. However, in the facts in the field shown that

the school has not taken the management of record

optimally, because, it was not registering for all of

record which made and used. The management of

record includes the activities of the creation, storage,

use, maintenance, and depreciation record.

Activities in the creation and use of the record

should be registration processing first. Because,

when the creation of record without registration of

record, it will complicate if we was needed at any

time. In addition, the recording or registration was

very important for the management of record, so that

record was not forgoing or clashing of data or

document. Agreed with Sarbanes-Oxley Act (July

30th, 2002) in the book Why Records Management?

By PRISM International reveals that "Utilizing a

system of record keeping which conceives rather

than discloses or makes it difficult to identify or

dissect it."

Based on above, it shows that there was a gap

between the theory and fact in the field. Because,

Vocational High School at Kudus was able to

provide a physical evidence while not implementing

the registration of record in the management of

record. Hence, researcher interested to know “Why

the Registration was Importance for Management of

Record? The Implementation of Management of

Record to Support the School’s Accountability”.

2 LITERATURE REVIEW

2.1 Management of Record

The management of record was implemented to

ensure the availability of record in organizing

activities for performance accountability and valid

instrument of evidence based on a system of

fulfilling the requirements (Sugiarto, 2015:4).

According to Praditya (2015:23), record

management was an record management procedures.

Sugiarto (2015, 17) revealed that the management of

record was a art of controlling a document its use,

maintenance, protection, and storage of the record.

Nuraida (2014:115) said that the procedure of

record management can be made of several stages,

the following (1) a procedure of storage recording,

(2) a procedure of lending/taking record, (3) a

procedure of depreciation record. According to

Sedarmayanti (2015:93) explained that the

management of archive was an activities for setting

and drawing the archive an a systematic and logical,

storing and tending of archives for used in safe and

economical.

The purpose of the management of archive is to

ensure the availability of the record in

administration as for performance accountability

and valid instrument of evidence based on a system

of fulfilling the requirements, a systematic, intact,

comprehensively, and accordance with the standard

of procedure. In addition, the purposes of the

management of archive also to keep the authentic,

integrity, security, and safety records. These

purposes can be realized, when the management of

archive was applied through the creation, use,

maintenance, and depreciation of records. If all of

the activities were well done, managing of archive

will be run smoothly. Information from above,

which the activities of the record management

includes creation, storage, use, maintenance, and

depreciation records.

2.2 The Concept of School

Accountability

According to Behn (2001:4) in Kurniawan (2012:3)

explained that accountability was an obligation to

keep recording accurate. Mahsum (2006) in

Sukrisno (2011:82) claim that accountability is

defined as accountability based on a note or a

written report for external. Accountability is the

most important for educational institution that

funded or had dependence to the public.

The purpose of the school accountability is to

create of confidence from public in school.

Accountability for schools is a process to report the

activities of school, because the public is main

stakeholders. Where high of public trust for school

could encourage participation that higher on the

management of school. Due to school would be

regarded as a changing and sourcing of society.

Based on opinion of the experts above, it can be

concluded that accountability is a responsibility

related to the performance of school in an

educational institution to the internal and external

sides’ school.

Why the Registration Was Importance for Management of Record?: The Implementation of Management of Record to Support the School’s

Accountability

123

2.3 Previous Research

Previous research had been done in supporting of

research i.e. as follows:

a. Nina Oktarina and Hengky Pramusinto (2016),

under the title “School Accountability Model

based on Archive. It writes about school-

accountability based archive in Junior High

School (SMP) and Senior High School (SMA) in

Semarang. The focus of this study discusses

performance the school-accountability did not

supported by capacity of authentic document.

The management of record used not consistent

with the system of record, so record could not be

found quickly and many archives of school that

missing.

b. Nina Oktarina (2017) with a tittle “Dynamic

Record Management to Support School

Accountability. It explained about the

implementation of record management to

support accountability to schools in SMA in

Semarang, Central Java, Indonesia.

2.4 The Framework of Thinking

A good of archive management in school shows that

the school had a superior quality of school. Same

with a good archive management is supported with

the activity of registration, so the activities of

archive management can be used as evidence

authentic. Sedarmayanti (2015:43) stated that record

has an important role as valid material or

authentication tool (evidence authentic) in every

organizational activity. The argument is supported

by Anggrawati (2004:14) explained that the archive

was very important to the evidence for

administration in organization.

But, in the fact show that the management of

archive in the school had accordance with the

procedure of archive, but it had not yet been

evidence in the administration of a accountability in

organization. The other fact found that the archive

management has good influence for the quality of

school. It was proven, a school was getting a good

predicate for accreditation and all of students were

100% graduates. Hence, it happen the gap between

the theories to the fact in the field. Because the

management of record that began in the creation,

storage, use, maintenance, and depreciation has not

been optimally in accordance with the procedures

and theory of record.

This is shown from the process of the creation

archive, the archival staff cannot understand on the

creating and acceptance of archives. According an

archival archive, creating and acceptance of record

were not needed to registry, but the archive has been

made and accepted directly stored.

3 METHODS

3.1 Research Approach and Design

The kind of this research was descriptive research

with qualitative approach and use an interactive

model. According to John W. Creswell (2008:10)

said that “The method of qualitative research is

largely inductive, with the inquire generation

meaning from the data collected in the field”. This

suggests that qualitative research is research

methodology that is inductive and the result of the

qualitative study emphasize more meaning in

accordance with the data collection int eh field.

Research methodology in this study uses the

descriptive method for the purpose of making

description, writing or drawing systematically,

factual, and accurate about the fact, nature, and also

phenomenon studied.

3.2 Focus and Location Research

Focus in this research is more directed on

management of the record to support the

accountability school in Vocational High School at

Kudus. The following were some of the issues which

it is focused in this research (1) The implementation

of record management, includes all of activities in

(a) creating, (b) storage, (c) using, (d) maintenance,

(e) depreciation archive. (2) The obstacles of the

implementation of record management, and (3) the

efforts have been made to overcame obstacles in the

implementation of the management of the record.

The study was conducted in Vocational High School

at Kudus, Central Java, Indonesia.

3.3 Sources of Data Research

The source of data is the materials that are important

role as the basis of analysis. The collection of data

can be done with various sources, including primary

data sources and secondary data sources. A source of

the primary data is the source of data that directly

provide data of data collectors, while secondary data

is a source of data that is not directly data to data

collectors, namely by others or through

documents/books.

BICESS 2018 - Borneo International Conference On Education And Social

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3.4 Data Collection Technique

Data collection techniques are the most important in

research, because the main purpose of the research is

getting data (Sugiyono, 2017:308). Data collection

techniques used in this study, that is using literature

research method and field study methods of

observation, documentation, and interviews.

3.5 Data Validity

The validity of data in this study used examination

technique of data validity. The examination

technique is based on a number of specific criteria.

There are four criteria used, namely degree of

credibility, transferability, dependability, and

conformability (Moleong, 2007: 324).

3.6 Data Analysis Technique

The data analysis technique used in this research

consisted of the stage before the field, during in the

field, and analysis data stage.

4 RESULT AND DISCUSSION

4.1 Result

4.1.1 Implementing of Archives

Management to Support School

Accountability in Vocational High

School at Kudus

The management of archive have an important role

within an agency or organization. The management

of archive used as a material of performance for

accountability and legal evidence for an agency

(Sugiarto, 2015: 4). According to Drs. E. Karso in

Archives 1 and 2 (1987) in the book of Anggrawati

(2004: 18-19) explained that record management

activities included creation, storage, use,

maintenance, and depreciation archive. The

management of school archives influences the

accountability of a school. According to the

interviews with informants in the study, it obtained in

the management of archive as follows.

Creation Activity in Management of Record is

one of making or acceptance an archive. Every unit

created an archive without using the recording and

note for registration. The registration is one of

important thing in the creation of an archive.

Because, without registration would have difficulty

in finding of an archive. So, when we needed in the

school accountability, we should be collected

documents back. Collecting documents for school

accountability have been missing; it usually will be

rebuilt indirectly. But, we will collect documents

based on request by every unit. It means that archive

was not authentic. The collection of missing

document for supporting school accountability was

usually not directly re-created.

Archive storage is a process of setting an archive

in accordance with a system of archive storage

regularly and systematically. The purpose of archive

storage is be able to be arranged in orderly and tidy

in accordance with a system that is used. Based on

the results of observation, interview, and

documentation, it can be seen that Vocational High

School at Kudus had no special room for archive

storage. The room for archive storage is still a one

with an administration room. So, it can be concluded

that the administration room for used as the working

room at one used as a room of archive storage.

The archive storage in Vocational High School at

Kudus is covering the application of procedure or

guidelines for archive storage, the selection of

archive storage systems, the use of principles for

archive storage, the archive stored, and the facilities

of archive storage. Based on the description, it can be

obtained information that Vocational High School at

Kudus has guidelines or procedure for archive

storage specifically. Selection of filing system

applied in Vocational High School at Kudus is a

number and chronological system.

The principle used in Vocational High School at

Kudus is mixed or combined principle between the

principles of decentralization for the storage of

archives in each unit, and the centralization of the

archives for the storage of letter. But, the archive

kept in storage room is a dynamic archive. While, the

facilities of archive storage owned Vocational High

School at Kudus has been adequate but not optimal,

because we do not have resources and the special

room for archive. Human resources in the field of

archive are still coupled by employees at each unit.

Meanwhile, the special archive storage room is still

one room with workspace.

Archive Usage Activities. The archives are a

source of information used to assist in solving

problems. The kind of archives has been loaned also

diverse, such as letters, documents, and photographs.

Therefore, the management of record should be

based on the regulation of lending archive. So, that

archive will not easily lose and election secrecy stays

awake. From the result of observation, interviews,

and documentation show that the process of re-

Why the Registration Was Importance for Management of Record?: The Implementation of Management of Record to Support the School’s

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invention of the archive needs time 1-5 minutes for

each an archive. Active archive usually may be found

within a minute, while inactive files found for 5

minutes or a day. While, according to the theory of

record, the process of discovering an archive is not

more than one minute for each document. Hence, it

can be conclude that the process of discovering an

archive could not be done quickly and correctly.

The maintenance of archives was being made to

protect and maintain the security of the archives from

damage and loss. Because, an archive has a useful

value that is very important as an information asset

for an agency. The maintenance of archive involves

protecting, overcoming, preventing, and taking action

aimed at saving the archive and information.

From the result of observations, interviews, and

documentation on the maintenance of archive at

Vocational High School at Kudus explained that the

condition of archival storage is well organized, good

lighting, and air of filing room is adequate because

there is one unit of fan and two air conditioner unit

(AC). Cleanliness of workspace and archive storage

room is well maintained, because there is a cleaning

service officer in charge of cleaning the room.

Archive security has also been done by keeping the

archive not to be lost and the information unknown to

unauthorized persons.

Depreciation of archives is an activity to reduce

the number of archives that have no use value, so that

the volume of archives in an agency will be reduced.

The purpose of depreciation an archive is to avoid the

waste of energy, room, budget, and equipment. The

process of depreciation of the archive is beginning

from sorting or classifying the archive in accordance

with the value of the archive.

The usage time limit of the archive is 5 years for

usual archives, while 10 years for archives on

finance. Depreciation of archives carried out by

means of destroyed and moved. Destroyed archives

will be destroyed using a paper shredder; while

archives that still have historical value will be

submitted or transferred to the regional archive. In

the process of depreciation the archive has been in

accordance with the procedure. Use of archive

depreciation procedure is useful to avoid errors in the

future.

Overall description of the results in this study can

be concluded that the management of archives in

Vocational High School at Kudus is not runing in

accordance with archival theory. The impact from

this result show that the providing some documents

for school accountability is incomplete, it can be

questioned whether the carrying capacity of the

document has been or has not been accounted for.

4.1.2 The Obstacles in Implementing of

Record Management to Support

School Accountability in Vocational

High School at Kudus

Implementation of the management of record does

not always run as well as targeted. Every instance

certainly always find the obstacles in activities of

managing of record. Some of the obstacles in the

implementation of record management to support

the school accountability in Vocational High School

at Kudus are (1) the record cannot be found, (2) the

facilities of maintenance are not completed, (2) the

usage of record is not using a loan card, and (4) the

clerk’s archives are not believing a borrower.

4.1.3 The Efforts Have Been Made in

Overcoming Obstacles in the

Implementation of Record

Management to Support School

Accountability in Vocational High

School at Kudus

The maintenance effort of the record has been

carried by the archivist. The archivist always cleans

the record in everyday, protects, and avoided from

the damage. In addition, the efforts have been made

for the maintenance of record is uniting the same

record in the form of fascicle. This was done to

make it easy for clerk’s archives to protect and

preserve the record. So, the record is not broken.

4.2 Discussion

School accountability is one of the aspects that can

determine the quality of school. One of the

measurements for school accountability is

accreditation. Accreditation of school is a

comprehensive assessment of the feasibility of

educational units. Schools have a good accreditation

indicated by the complete documentation. The

completeance of documents is influenced by

management of record. So, schools were having a

good accreditation supported by a good of the record

management. According to Drs. E. Karso in the

book Management of Record 1 and 2 (1998) in

Anggrawati (2004:18) stated that record

management was beginning of the creation, filing

and storage activities, re-invention of funding,

maintenance, and depreciation activities.

In the implementation of the creation and use of

archive in Vocational High School at Kudus has not

been register. So, when the clerk’s archives make

and receive an archive, he is not recorded first. The

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same condition was in the borrowing the archive,

when the customer of education want to borrow an

archive, the clerk’s archives is not register first. The

registration of archives is a vital activities in the

management of record, because an archives can

facilitate the re-invention of the archives quickly and

precisely. However, if the archive is not register, the

archives will be difficult to rediscover. So, it will

make an archive be able to be lost physically and

informed.

In addition, the registration of archive aims to avoid

the falsification of archives. The falsified of document

or archive will destroy the legalities and original of the

archive. Sarbanes-Oxley Act (July 30

, 2002) in the

book “Why Record Management?” by PRISM

International said "

Utilizing a system of record

keeping which conceives rather than discloses or makes

it difficult to identify or dissect it." Hence, recording is

important to note. The impact of the absence of

registration of archive is

losing an information and

physic of archive. While, the registration of archive

needed to be done, because if the archive needed

suddenly, the archive will be provided well.

Rahmawati and Ismiyati (2016:331-345) said that

the registration of archive needs to realize the filing

and complete the documents of accreditation.

In accordance with the purpose of record

management is to ensure the availability,

authenticity, integrity, security, and safety of the

archives (Saeroji, 2014: 183). Therefore, the

registration of archive should be done because

archives at any time will be needed, if the archive is

not recorded properly and correctly, it will be

difficult to find and finally in the fulfilment of

information needs for those who need, it will be

stunted disturbing the administration (Rahmawati

and Ismiyati, 2016: 331-345).

5 CONCLUSIONS

From the above, it can be concluded that Vocational

High School at Kudus has a good school quality that

is indicated by the achievement of school

accreditation, but the management of the archive

was not optimal, thus affecting the effort in

completing the document supporting school

accountability. So, Vocational High School at Kudus

was a quality school but not yet accountable. In

other words, the school follow the procedures for the

management of record as well as, so the supporting

document of accreditation can be served in

authentic, accurate, and complete.

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