p-ISSN 2980-4868 | e-ISSN
2980-4841
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Advancement
of Local Culture Through Static Archive Management
(Study at
the Cirebon Regency Culture and Tourism Office)
Gilang Ramadhan1*, Wildan
Pamungkas2, Aghnia Dian Lestari3
1,2,3Universitas
Swadaya Gunung Jati,
Cirebon, West Java, Indonesia
Email:
gilangrmdhann89@gmail.com1*, wildanpamungkas15@gmail.com2,
aghnia.dianl@ugj.ac.id3
ABSTRACT:
The decline in appreciation for local cultural values
among the younger generation is concerning, particularly due to the lack of
authentic sources that detail the origins of the surrounding culture. This
study aims to identify and evaluate the management process of static archives
at the Cirebon Regency Culture and Tourism Office and assess its effectiveness
in preserving local culture. Utilizing a qualitative approach grounded in
static archive theory, the research focuses on seven key dimensions of archive
management, including appraisal, maintenance, labeling,
description, services, reference retrieval, and the provision of research
space. The findings reveal that archive management in Cirebon has been
effective through a system that involves community collaboration, which plays a
crucial role in preserving culturally valuable archives. In conclusion,
effective static archive management can enhance the appreciation of local
culture among the younger generation, with community participation being a key
factor in its success.
Keywords: Static Archives,
Local Culture, Manuscript, Cultural
Heritage.
INTRODUCTION
The promotion of local culture is the most important part in an effort to advance a region for the branding of the
region itself, both to international and domestic friends. To make these
efforts, the role of static archives is very necessary to prove the existence
of this culture through previous data or documentation as the main
reference. The static archives in
question are previous records that have historical value and give birth to
cultures that are still used by the surrounding community. The following is an
example of static archives that have an important role in the advancement of
local literature, namely manuscripts and slate inscriptions, both of which have
historical value and can be used as a primary source to prove the existence of
this culture in an area.
If it combines culture with manuscript collections and monographs, it
will fulfill the mission of educating and informing the community. However, the
fact on the ground is that many static archives do not receive special
attention from the parties involved in terms of their storage patterns and poor
maintenance, resulting in their destruction.
Archives can be categorized based on their function into two main
groups: dynamic and static. Dynamic archives are still actively used in daily
office activities, while static archives are no longer directly used in daily
activities
Each organization or agency produces documents and manuscripts to
carry out its activities. These documents and manuscripts are then stored using
a certain system so that they are neatly arranged and easy to find. Important
documents that have been kept regularly are known as archives. Archives
function as planning materials, the basis for consideration and decision-making,
asset protection, protection of intellectual property rights, dispute
resolution, territorial protection, value instillation, and improvement of the
institution's image.
Static archives have ended their active function in implementing
administration and daily activities. However, they must still be maintained
because of the valuable value of information for the state, organizations, and
society
For access to and services of static archives, archival institutions
must comply with the following principles: Static archives may only be opened
based on applicable laws and regulations (the principle of legal authorization).
There must be a means to assist in the rediscovery of archives (finding aids),
both in manual and electronic form. The physical condition and archive
information accessed must be in good condition, according to Azmi (2016).
Access and archive services must consider security and prevent the risk of
damage, loss, or destruction by users.
Archive governance that is not supported by a good digitization system
faces a number of problems. For example, the process
of searching for physical evidence of letters becomes difficult when needed,
recording letters take a long time, large storage space is required, letter
numbering is not centralized, and the agenda book is still the main tool in
searching for letters
Based on these problems, efforts to promote local culture are hampered
because of the ineffectiveness of the management of the static archives.
Through effective management of static archives, local history and cultural
heritage can be preserved and accessed by future generations. For example, if a
static archive is disorganized or poorly maintained, the likelihood of losing
important information about the history and past information of the area
increases, which reduces the historical and educational value of the archive.
Based on previous
research, which is related to the researcher's research, namely the First
research entitled The Role of Archives in the
Preservation of Cultural Heritage in Indonesia: A Systematic Review by Safira
in 2020. Archives have an important role in the preservation of cultural
heritage buildings in the form of information about history and the development
of cultural heritage buildings. The archive of cultural heritage buildings is a
dynamic archive that is vital, so its management must be prioritized. This
study aims to determine the use of archives in the preservation of cultural
heritage in Indonesia. This study uses a systematic review method with a
qualitative approach. The data collection method is in the form of planning,
implementation, and synthesis of search results. The findings in this study
show that in the selected journal articles used in the study, there is a lack
of reviews about the importance of archives in the preservation of cultural
heritage. Based on all selected journal articles, only about two journal
articles review archives as a model for cultural heritage preservation and the
lack of cultural heritage documents as a challenge for cultural heritage
preservation. In addition, the elaboration of the role of archives in the
preservation of cultural heritage focuses on documents containing regulations
on the preservation of cultural heritage, where six articles show a
preservation model that focuses on the physical form and buildings of cultural
heritage.
The second
research entitled Research and Analysis of Static
Archive Management on the National Archives Of
Australia Website Online: A Systematic Review by Junawan
and Deritani in 2020. This article explains the
management of Static archives in an institution, which includes archive
management, archive acquisition, archive retention schedules, and other
information related to a static archive, along with the ease of the process of
searching for an archive through an online website, which makes it easy to retrieve
archive information. The method used in this study uses a qualitative type
using a descriptive approach. In the process of collecting data, the researcher
himself is the research instrument, and he collects data from the observation
process directly on the website National Archives of Australia. The results of this study show that the
National Archives of Australia's management is very good, and the acquisition
process also varies. And in this case, it can be seen that
the National Archives of Australia has various types of collections,
including paper files, photos, audiovisual recordings, and sound recordings, so
that in this case it can make it easier for users to search for information and
retrieve static archive information
Third research entitled Efforts
to Preserve Indonesian Culture in the Era of Globalization: A Systematic Review
by Nahak in 2019 The writing of this article aims to
explain efforts to preserve Indonesian culture in the era of globalization. The
method used in this paper is qualitative, using literature study techniques to
collect data. To overcome this, it is necessary to be aware of the importance
of local culture as the nation's identity. It is an obligation for every level
of society to maintain it, where the role of the younger generation is expected
to continue to try to inherit local culture and will be a strength for the
existence of local culture itself even though the current globalization hits it.
Efforts to maintain and preserve Indonesia's culture can be done in two ways.
That is cultural experience and cultural knowledge.
In this study, the researcher used the
theory of static archive management. In the content of his book entitled
"The Appraisal Of Modern Public Records", it
is stated that the management of static archives is the activity of managing
static archives, which includes: (Schelenberg, 1956)
1.
Shrinkage to assess
archives
In this case, static archives will be filtered based on their
usefulness, which includes the importance of that information in historical and
administrative contexts. After this assessment, the storage period will be determined
based on the functions carried out by the information, as well as its physical
characteristics and intrinsic value. This process makes it possible to identify
documents that have historical value, which may require long-term storage for
research, regulatory compliance, or cultural heritage purposes. In contrast,
other documents that may have more temporary administrative or legal value can
be kept in a shorter manner or deleted as needed
2.
Maintenance and
structuring.
In this case,
it is necessary to manage static archives to avoid damage to them. Care,
designation, and packing are essential processes in the management of static
archives that aim to maintain the continuity and accessibility of the
information contained in them throughout their life cycle. Maintenance involves
efforts to keep the physical condition and content of archive information
intact and accessible. This includes setting up the proper storage environment,
performing safe handling when accessing or moving archives, and managing
repairs or restoration if necessary
3.
Labeling to
reproduction.
Labelling in
static archives involves clear marking on archive containers for easy
identification and access of documents. Meanwhile, reproduction is the process
of making copies of documents to expand accessibility and ensure the continuity
of information by complying with applicable copyright and data protection
rules.
4.
Description and
publishing.
Describing and
publishing in static archives are two interrelated processes: describing
prepares the information needed to understand and manage the archive, while
publishing ensures that the archive is available and accessed according to the
set needs.
5.
Archive services are
available at the stage of looking for references.
Reference
Services are services provided by libraries or other institutions to assist
users in finding the information and resources they need. This can include
assistance in finding reading materials, using databases, identifying relevant
sources of information, and providing directions on how to search for
information effectively.
6.
Lending archives.
Lending is the
act of granting temporary access to another person or organisation
to use and return valuable or historic documents, records, or information
(RAHMAWATI, 2016). It aids in research, reference, and learning and promotes a
wider exchange of knowledge.
7.
Provide research
space.
Provide a suitable
environment for researchers to conduct in-depth studies, experiments, and data
analysis. It supports scientific advancement and innovation in various
disciplines.
This is a summary of the principles that archival institutions must
adhere to in providing access and services to static archives. Based on the abovementioned
problems, the researcher is interested in further research on "Management
of Static Archives in Efforts to Preserve Local Culture."
According to Moleong, qualitative research
aims to explore a deep understanding of the phenomena experienced by the
research subjects, such as behavior, perception, motivation, action, and other
aspects, comprehensively by describing them in the form of words and language in
a natural context and using various natural methods
This study uses a qualitative method by using in-depth data collection
methods through observation, interviews, and documentation with stakeholders
and experts in the field of local culture. This method can help to understand
the context, meaning, and values contained in static archives and gain a deeper
knowledge of the diversity of local cultures and traditional practices that
must be identified and preserved
Data collection was carried out through observation and interviews. At
this stage, the information gathered about the management of static archives to
preserve local culture is simplified into a transcription that includes the
process clearly and easily understood.
Data reduction means taking the core of the information collected,
focusing on the important elements, looking for relevant themes and patterns,
and eliminating elements that are not essential in the research. In this way,
the reduced data provides a more focused picture and makes it easier for
researchers to continue collecting further data, as well as refer
back to the data if necessary
Data presentation involves the process of detailing and explaining
using text descriptions or narratives to provide an in-depth picture of how
static archive management is carried out in an effort to
preserve local culture.
At this stage, the researcher draws conclusions from the results of
the data analysis that has been carried out. In the context of qualitative
research, this process of drawing conclusions can provide answers to the
formulation of problems that have been proposed since the beginning of the
research.
In this study, we chose the Cirebon Regency Culture and Tourism Office
within the local government as the research subject to identify static archives
related to the preservation of local culture.
The management of static archives in Cirebon Regency has a crucial
role in efforts to preserve the rich and diverse local culture. Based on the
theory, there are 7 indicators, namely Mention to Assess Archives, Maintenance
and Arrangement to Archive Packing, Archive Labeling and Reproduction, Archive
Description and Publication on Archives, Archive Services to the stage of
looking for Archive references, Archive Borrowing, and Provision of Archive
Research Space.
Management of Static Archives at the Cirebon
Regency Culture and Tourism Office
Based on the results of an interview at the Cirebon Regency Culture
and Tourism Office, the shrinkage of static archives can be caused by various
factors, both natural and human activities. In terms of natural factors, static
archives can be damaged by extreme weather conditions, such as drastic changes
in temperature or humidity, which can lead to deformation or even destruction.
In addition, natural disasters such as earthquakes or floods can also damage or
destroy such static archives. On the other hand, the human factor also plays an
important role in the destruction of static archives. Neglect in maintenance or
supervision can cause these static archives not to receive adequate protection,
so they are at risk of loss or damage. For example, the loss of manuscripts and
data of historical objects, whether stolen or misused by irresponsible parties,
results in significant losses.
Damage to static archives has a major impact on their value, which
includes historical, artistic, scientific, and social values. Loss or damage to
static archives means the loss of valuable information about the past, artistic
beauty, opportunities for scientific research, and people's cultural
identities. Therefore, maintaining static archives or ancient documents is
essential to ensure that these values are preserved and can be passed on to
future generations.
The Cirebon Regency Culture and Tourism Office has a task as
preservation, structuring and development. When there are static archives in
the form of ancient documents or damaged manuscripts, there are incentives
including from tax employees, and in terms of maintenance, when there are
damaged static archives, it can be through the government budget. There can be
grants if the ancient documents belong to individuals or institutions. When
these ancient documents can become a potential center for learning history and
cultural development, many young people will be interested in learning history
and culture in Cirebon Regency.
In the process of labeling and reproducing static archives in Cirebon
Regency. The Agency and elements of the community collaborated to label and
reproduce the static archives. Before the static archive is inaugurated as a
cultural heritage, the process of labelling static archives involves the use of
a registration number.
After the registration process is complete, a new Decree (SK) can be
determined. When it has been inaugurated as a cultural heritage or static
archive, it is usually equipped with a signboard. The local Culture and Tourism
Office and the community play a central role in the labelling and reproduction
of cultural heritage, both in the form of objects and buildings, in order to prevent unwanted damage.
The description and publication process at the Cireboon
Regency Culture and Culture Office has a team of experts who collect literacy
or data related to the object or building. The team of cultural heritage
experts consists of several experts, such as historians, anthropologists, legal
experts, archaeologists, biologists, and languages certified by the Ministry of
Cultural Directors. As for the Culture and Tourism Office of Cirebon Regency
already has data on 591 suspected cultural heritage objects, and it has not
been recommended as cultural heritage.
For archive services up to the stage of looking for references, the
Cirebon Regency Culture and Tourism Office will launch the Katon
Cultural Sigar Website. With the existence of the Katon Cultural Sigar, the public
and researchers can easily access the latest information about the cultural
heritage of Cirebon Regency. For the collection of static archives or objects
containing elements of cultural heritage, they have a special team for data
collection. Where in this team, there is a data secretary, data verification,
and data validation, which is decreed by the head of the culture and tourism
office.
The data collected by the data collection team is included in the
DAPOBUD data (cultural data application) created by the cultural data in the ministry
or the director of culture's system. There are several criteria for the ODCB
category, including age, objects, buildings, sites, structures, and areas over
50 years old that have important value for the history of the development of
the Indonesian nation, be it education, culture, etc.
In terms of borrowing, the Cirebon Regency Culture and Tourism Office
is optimal because the Cireon Regency Culture and
Tourism Office is very careful about the maintenance of static archives and
does not carelessly lend static archives because it will cause concerns about
loss or damage. Static archives usually cannot be used to save and borrow carelessly.
However, if it is related to cultural heritage information in the existing
system, the problem can be solved.
Several things are needed for the maintenance of static archives; one
of the efforts made by the Cirebon Regency Culture and Tourism Office is the
provision of maintenance rooms, especially in museums, in which there is a
special room for repairs to conduct research related to cultural heritage
objects including photographs that are 50 years old and older and ancient
documents or manuscripts. The provision of this research space is very
necessary because cultural heritage, in particular, requires
precision and caution in the process of maintaining it. If it is damaged or
destroyed, there will be no historical or information value in it.
Obstacles
to Static Archive Management at the Cirebon Regency Culture and Tourism Office
Many parties have not understood the importance of archives in
cultural preservation. The lack of socialization and education about the role
of archives causes a lack of attention to maintaining and preserving them.
Without this awareness, many archives have the potential to be lost or damaged
due to not receiving proper care. Static archives, especially those in physical
form such as paper documents and photographs, are particularly vulnerable to
physical damage due to age, unconducive environments, and pest infestation.
Substandard storage conditions can speed up the deterioration process,
resulting in the loss of valuable information. Changes in local social
structures or demographics may decrease interest or support for preserving
traditional cultures, including efforts to manage their archives.
Static archives are crucial for preserving a
community or region's history, culture, and identity. They hold invaluable
information about traditions, beliefs, and daily practices that might otherwise
fade into obscurity. By diligently managing these archives, we safeguard the
cultural heritage of the past and provide a rich resource for future
generations to learn from and build upon. This archival stewardship inspires
contemporary cultural expressions in art, design, and other fields and helps
communities learn from historical experiences, avoiding past mistakes.
The management of static archives transcends
mere document storage; it is a vital endeavor to
preserve cultural diversity and reinforce local identities. This mission
demands active participation from governments, cultural institutions, and the
public to ensure that our cultural heritage remains a living, vibrant part of
our collective future. By committing to this cause, we not only honor the past but also enrich the cultural landscape for
future generations, ensuring that the legacy of our diverse traditions
continues to inspire and guide.
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|
Gilang Ramadhan, Wildan
Pamungkas, Aghnia Dian Lestari (2024) |
|
First publication right: Asian Journal of Engineering, Social and Health
(AJESH) |
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