Transformasi digital manajemen arsip dinamis untuk mendukung tata kelola organisasi yang transparan dan akuntabel di UIN K.H. Abdurrahman Wahid Pekalongan
DOI:
https://doi.org/10.37108/shaut.v18i1.2675Keywords:
Digital dynamic archives, archival digitization, organizational governance, institutional accountability, Islamic higher education institutionsAbstract
Background of the Study: Effective digital records management is crucial for ensuring accountable, transparent, and efficient governance. UIN K.H. Abdurrahman Wahid Pekalongan is transitioning from a conventional system to a digital one as part of its institutional transformation. Gaps in on-the-ground implementation include the continued use of hybrid systems, limited human resource competencies, a lack of comprehensive standard operating procedures (SOPs), and weaknesses in security systems and centralized data backup availability.
Objectives: This research aims to analyze the transformation of digital records management at the university, identify the factors that support and hinder it, and examine its contribution to organizational accountability.
Method: This qualitative study uses an intrinsic case study approach. Data were collected through in-depth interviews with management, archivists, staff, system operators, and internal auditors, a total of eight informants. Additional data came from observations and reviews of policies, SOPs, and performance reports. Analysis followed the Miles and Huberman interactive model, with triangulation to ensure validity.
Finding: The university has implemented digital archiving in phases, but still uses a hybrid system. Supporting factors include IT infrastructure and national regulations. Challenges include limited staff competencies, incomplete SOPs, and weak data security. Digital records management improves efficiency, transparency, and accountability by creating clear digital records of processes.
Conclusion: Digital transformation at the university strengthens organizational accountability. Its success depends on improving staff capacity, developing clear policies, and fostering a digital mindset.
References
Adinugraha, H. H., Ahmad, M., & Surur, A. T. (2023). Strategi Harmonisasi Ilmu Modern dan Ilmu Agama di Lingkungan Universitas Islam Negeri K.H. Abdurrahman Wahid Pekalongan. PUSAKA, 11(2). https://doi.org/10.31969/pusaka.v11i2.1239
Akhtar, M. N., Tariq, M., Batool, S., & Ali, S. (2024). Digitization Process of Archives: A Case Study of the Punjab Archives, Lahore. Qlantic Journal of Social Sciences and Humanities, 5(1). https://doi.org/10.55737/qjssh.391567320
Al-Hinai, H. H. H., Shehata, A. M. K., & Mkadmi, A. (2025). Toward effective digital records management in Oman: key enablers, barriers and policy implications from government institution experiences. Archival Science, 25(3). https://doi.org/10.1007/s10502-025-09501-0
Alamsyah, N. N., Kusnandar, K., & Sukaesih, S. (2023). Optimization of Archive Digitization at the Padjadjaran University Central Library. Ilmu Informasi Perpustakaan Dan Kearsipan, 11(2). https://doi.org/10.24036/124534-0934
Anwar, K., Kh, U., Pekalongan, A. W., Hakim, L., Hermawan, H., Uin, A., Abdurrahman, K. H., Pekalongan, W., Muh, A. M., & Ma’shum Uin, H. (2023). Implementation of Information Technology at Sharia Insurance Institutions BSI Pekalongan. In Journal of Islamic Management Studies (Vol. 6, Issue 1).
Arieska, V., Salim, T. A., Wibowo, M. P., Khir, M., & Sani, J. B. A. (2025). Preservation Of Organizational Knowledge Through Digitalization Of Personnel Archives. Jurnal Ilmu Perpustakaan Dan Informasi, 10(2).
Artemenkova, O. (2022). Information Tools of Genealogical Research in the Archives of Ukraine. Visnyk of Kharkiv State Academy of Culture, 61. https://doi.org/10.31516/2410-5333.061.08
Azim, N. A. M., Yatin, S. F. M., Jensonray, R. C. A., & Ayub@Mansor, S. (2018). Digitization of Records and Archives: Issues and Concerns. International Journal of Academic Research in Business and Social Sciences, 8(9). https://doi.org/10.6007/ijarbss/v8-i9/4582
Carmo, J. E. S., Lacerda, D. P., Klingenberg, C. O., & Piran, F. A. S. (2025). Digital transformation in the management of higher education institutions. In Sustainable Futures (Vol. 9). https://doi.org/10.1016/j.sftr.2025.100692
Chindy Lufiana, A. K. (2025). Digitalisasi Arsip sebagai Pendukung Layanan Informasi dalam Administrasi. Administrasi Perkantoran 1.
Chwiłkowska-Kubala, A., Cyfert, S., Malewska, K., Mierzejewska, K., & Szumowski, W. (2023). The impact of resources on digital transformation in energy sector companies. The role of readiness for digital transformation. Technology in Society, 74. https://doi.org/10.1016/j.techsoc.2023.102315
Grataridarga, N., Noor, M. U., & Mardiati, W. (2022). Digitalisasi Arsip Administrasi Uji Sertifikasi Kompetensi Di Lembaga Sertifikasi Profesi Universitas Indonesia. Jurnal Vokasi Indonesia, 10(1). https://doi.org/10.7454/jvi.v10i1.1176
Huda, M., Musolin, M. H., Serour, R. O. H., Azman, M., Yauri, A. M., Bakar, A., Zuhri, M., Mujahidin, & Hasanah, U. (2024). Digital Record Management in Islamic Education Institutions: Current Trends on Enhancing Process and Effectiveness Through Learning Technology. Lecture Notes in Networks and Systems, 909 LNNS. https://doi.org/10.1007/978-3-031-53549-9_33
Jalilvand, M. A., Raeisi, A. R., & Shaarbafchizadeh, N. (2024). Hospital governance accountability structure: a scoping review. BMC Health Services Research, 24(1). https://doi.org/10.1186/s12913-023-10135-0
Khan, M. A., Ismail, F. B., Hussain, A., & Alghazali, B. (2020). The Interplay of Leadership Styles, Innovative Work Behavior, Organizational Culture, and Organizational Citizenship Behavior. SAGE Open, 10(1). https://doi.org/10.1177/2158244019898264
Kiefer, T., Barclay, L. J., & Conway, N. (2025). Applying Event System Theory to Organizational Change: The Importance of Everyday Positive and Negative Events. Journal of Management, 51(3). https://doi.org/10.1177/01492063241237221
Kim, H., & Maltceva, N. (2022). Digitization of Libraries, Archives, and Museums in Russia. Information Technology and Libraries, 41(4). https://doi.org/10.6017/ital.v41i4.13783
Lewin, K. (2019). 5. Intention, Will and Need. In Organization and Pathology of Thought. https://doi.org/10.7312/rapa92214-008
Lisabella, M. (2013). Model Analisis Interaktif Miles and Huberman. Universitas Bina Darma.
Makmur, S. (2023). Implementation of Archives Digitization Policy as a Form of Implementation of an Electronic-Based Government System. Journal of Social Research, 2(6). https://doi.org/10.55324/josr.v2i6.921
Miles, M. B., & Huberman, A. M. (1994). Miles and Huberman 1994.pdf. In Qualitative Data Analysis: An Expanded Sourcebook.
Mithas, S., Ramasubbu, N., & Sambamurthy, V. (2011). How information management capability influences firm performance. MIS Quarterly: Management Information Systems, 35(1). https://doi.org/10.2307/23043496
Moh. Syahrul Iskandar, Akhlis Munazilin, & Adi Susanto. (2025). Implementasi Aplikasi Manajemen Arsip Surat Berbasis Optical Character Recognition Pada Badan Pusat Statistik Banyuwangi. Jurnal Teknologi Dan Manajemen Industri Terapan, 4(3). https://doi.org/10.55826/jtmit.v4i3.793
Muhammad, N., Y., Nurdiani, S., & Fahmi, M. (2023). Pengelolaan Arsip Digital Dengan Google Drive Pada Yayasan Kopia Raya Insani. Indonesian Community Service Journal of Computer Science, 1(1). https://doi.org/10.31294/indocoms.v1i1.2029
Mukred, M., Yusof, Z. M., Al-Moallemi, W. A., Mokhtar, U. A., & Hawash, B. (2022). Electronic records management systems and the competency of educational institutions: Evidence from Yemen. Information Development, 38(1). https://doi.org/10.1177/0266666920980829
Muslih, M., Rosyid, A., Taufiq Abadi, M., Setiawan, S., Prasetya, D., & Hermawan Adinugraha, H. (2022). Transformation of PNBP Work Unit into BLU: An Effort to Improve Student Services in UIN K.H. Abdurrahman Wahid Pekalongan. The Seybold Report Journal, 17(12).
Ngoepe, M., Jacobs, L., & Mojapelo, M. (2024). Inclusion of digital records in the archives and records management curricula in a comprehensive open distance e-learning environment. Information Development, 40(2). https://doi.org/10.1177/02666669221081812
OECD. (2024). OECD AI Principles overview. Principles for Trustworthy AI.
Olugboyega, O. (2022). BIM leadership theory for organisational BIM transformation. Frontiers in Built Environment, 8. https://doi.org/10.3389/fbuil.2022.1030403
Prosci. (2025). Kotter’s Change Management Theory: Explanation and Applications. Explore the Levels of Change Management.
Rahman, K., Adni, D. F., & Nasution, M. A. T. P. (2024). Enhancing e-government in digital transformation: integrating archive management and digital solutions in Pekanbaru, Indonesia. Otoritas : Jurnal Ilmu Pemerintahan, 14(2). https://doi.org/10.26618/ojip.v14i2.12374
Rahman, M. H. (2020). Review of digital record management needs for academic libraries. Library Hi Tech News, 37(3). https://doi.org/10.1108/LHTN-11-2019-0083
Rogers, E. M. (2002). Diffusion of preventive innovations. Addictive Behaviors, 27(6). https://doi.org/10.1016/S0306-4603(02)00300-3
Şentürk, B. (2014). Effective Digitization in Archives. Journal of Balkan Libraries Union, 2(1). https://doi.org/10.16918/bluj.78275
Septianto Saleh, Y. Y., & Arifiani, B. F. (2024). Organizational Behavior And Culture In Education. Ar-Rosikhun: Jurnal Manajemen Pendidikan Islam, 3(2). https://doi.org/10.18860/rosikhun.v3i2.23762
Struckell, E., Ojha, D., Patel, P. C., & Dhir, A. (2022). Strategic choice in times of stagnant growth and uncertainty: An institutional theory and organizational change perspective. Technological Forecasting and Social Change, 182. https://doi.org/10.1016/j.techfore.2022.121839
Syahidan, A. (2024). Digital Transformation in the Management of the National Archives of the Republic of Indonesia: A Qualitative Analysis of Challenges and Opportunities in Improving the Efficiency and Effectiveness of Archive Management. Social Impact Journal, 3(1). https://doi.org/10.61391/sij.v3i1.152
Upward, F. (2019). The monistic diversity of continuum informatics: A method for analysing the relationships between recordkeeping informatics, ethics and information governance. Records Management Journal, 29(1–2). https://doi.org/10.1108/RMJ-09-2018-0028
Weerheijm, B., Galdames, M., & Giest, S. (2026). Bureaucratic accountability: enabler or barrier for algorithm use? Policy Design and Practice, 9(1). https://doi.org/10.1080/25741292.2025.2578064
Yeyenri Putrianti Hau, S., Haris, I., & Polinggapo, M. (2020). Kesiapan Sekolah dalam Penerapan Kearsipan Berbasis Digital. Jambura Journal of Educational Management. https://doi.org/10.37411/jjem.v1i1.111
Yusefi, A. R., Sharifi, M., Nasabi, N. sadat, Davarani, E. R., & Bastani, P. (2022). Health human resources challenges during COVID-19 pandemic; evidence of a qualitative study in a developing country. PLoS ONE, 17(1 1). https://doi.org/10.1371/journal.pone.0262887
Zamahsari Abdul Aziz. (2024). Arah Kebijakan dan Strategi Pendidikan Islam Kementerian Agama Indonesia. Edu Journal Innovation in Learning and Education, 2(2). https://doi.org/10.55352/edu.v2i2.977
Downloads
Published
Issue
Section
License
Copyright (c) 2026 Shaut Al-Maktabah : Jurnal Perpustakaan, Arsip dan Dokumentasi
This work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License.
