The Faculty of Public Health (FPH) at the Universitas Indonesia (UI) together with all work units at the Universitas Indonesia, will undergo internal archive monitoring. Oversight of the internal archives is a work program of the UI Archives Office under the University Secretary which is implemented within the university. Archives Supervision is carried out as a guarantee of certainty over the compliance of the Archive management of the University of Indonesia with all applicable archival regulations to realize the availability of active, inactive, vital and static archives as evidence of accountability and authentic evidence for the University of Indonesia.
Starting a series of internal controls, Tuesday, 7 February 2023, FPH UI took part in the 2023 Archive Supervision entry meeting, in a hybrid manner with offline participants present in room P212 RIK UI. The resource persons at the entry meeting were the Head of the Archives Office, Wahid Nurfiantara, M.Hum and Bayu Setyawan, M.Hum who provided an introduction and guidance on the practice of archival supervision for both supervisors and objects of supervision. Present at the entry meeting were the Secretary of the Faculty, the Coordinator of Public Relations and Archives, the executors of the archive processing unit and the archive work unit which were the objects of supervision.
In contrast to archival supervision in previous years, where supervision was carried out on 4 (four) work units in faculties that were selected by sampling and carried out by supervisors from the UI Archives Office, this year supervision was carried out on work units in selected faculties using the slovin method and carried out by auditors/supervisors from faculties and work units throughout UI.
FPH UI has 58 (fifty-eight) work units based on organizational structure. Of the 58 (fifty-eight) work units, 34 (thirty four) of them will be supervised over the archives. Determination of 34 (thirty-four) objects of supervision were selected based on criteria from the UI Archives Office. The 34 (thirty four) work units under the supervision object are: Dean, Deputy Deans, Faculty Academic Senate, Faculty Professors Council, Journal Commission, Faculty Secretary, Department of Health Administration and Policy, Department of Biostatistics, Department of Epidemiology, Department of Health Nutrition , Department of Environmental Health, Department of Occupational Safety and Health, Department of Health Education and Behavioral Sciences, Quality Study Group, Reproductive Health Study Group, Occupational Safety and Health Undergraduate Study Program, Hospital Administration Study Master’s Program, Public Health Undergraduate Study Program, Study Program Master of Public Health, Public Health Science Doctoral Study Program, General Administration Unit, Public Relations and Archives Unit, Academic Quality Assurance Unit, Non-Academic Quality Assurance Unit, Academic Unit, Student Affairs Unit, Research and Community Service Unit, Cooperation Unit, Alumni Relations, and Ventura, Human Resources Unit, Facility Maintenance and Management Unit, Finance Unit, Logistics Unit, Faculty of Public Health Archives Unit.
“Archives are seen as the result of a business process, but as the final result, archives have important values and intersect with various interests such as organizational policies and accountability, civil society careers, etc. Therefore, good document management and recording is a necessity whose implementation cannot be postponed any longer,” explained the Secretary of the Faculty, Nelasari, M.K.M.
The timeline for internal archival monitoring consists of entry meeting on 7 February 2023, filling in the self-assessment form and uploading evidence of supervision on 7-17 February 2023, field verification by UI internal supervisors from 23 February to 10 March 2023, preparation of RHAS and submission of additional evidence on 10 – 17 March 2023, Compilation of Supervision Reports on 17 – 31 March 2023. (sf)
