Implementation of a Digital Archive System in Improving Work Efficiency at The Academic and Student Affairs Administration Office of the Business Administration Department, State Polytechnic of Bengkalis

Abstract

This study aims to analyze the application of the archiving system in improving work efficiency at the Academic and Student Affairs Administration Office, or in Bahasa is Biro Administrasi Akademik dan Kemahasiswaan (BAAK), of the Business Administration Department, State Polytechnic of Bengkalis. The study uses a descriptive method with a qualitative approach. Data was collected through observation and interviews with an Administrative employee directly involved in archive management. The results show that the implemented archiving system digitizes records through document scanning and computer-based storage, as well as online media. This accelerates the search distribution archives. Archive organization combines centralization and decentralization, which suits the organization's needs. Archive retrieval and maintenance are generally effective. However, archive destruction has not been optimal due to the absence of a retention schedule. Obstacles include limited human resources, inadequate archive room facilities, and accumulating old archives. Overall, the archiving system has improved work efficiency but needs stronger policies, better employee skills, and supporting facilities to optimize archive management.