EVALUATION OF INTEGRATED RECORDS INFORMATION SYSTEM (SRIKANDI) VERSION 3 AS AN ELECTRONIC RECORDS MANAGEMENT SYSTEM (ERMS): ISO 16175-2:2011 CREATION ASPECT

The more advanced a civilization, the more diverse the innovations created, which are sourced from human knowledge. The digital world plays an important role until now and is increasingly developing in all fields of science. The Covid-19 pandemic has also compelled the utilization of technology, information, and communication (ICT) to be increasingly massive (Herawan, 2021). Archives, as a discipline, has also advanced human civilization through innovations that can encourage changes from conventional to digital activities. Archives activities are not only carried out directly but have also developed in the digital environment. Conventional records are slowly starting to be digitized and converted into electronic form and increasingly sharpening their transformation with the creation of born-digital records. The industrial revolution 4.0 encourages the management of records, from created to stored permanently for a long period of time and accessing them, is done digitally. The National Archives of the Republic of Indonesia (ANRI) in carrying out archival management is guided by Law Number 43 of 2009 about Archives (Republik Indonesia, 2009) as well as Government Regulation Number 28 of 2012 concerning the Application of Law Number 43 of 2009 about Archives (Republik Indonesia, 2012). It is one of the government institutions that contributes to the enrichment of innovation in the field of archival by developing the Electronic Record Management System (ERMS). ERMS ensures effective resource management, as a basis for legal compliance, reducing the risk of litigation, and increasing accountability and transparency (Pramudyo & Mayesti, 2023). The aim of developing ERMS is to implement e-Government to achieve Good Governance in every government institution, both at the central and regional levels. This is in line with the issuance of Presidential Instruction No. 3 of 2003 concerning National Policy as well as the Development of e-Government Strategy (Republik Indonesia, 2003a) and is further strengthened by ratification of the Decree of the Minister of Communication and Information No. 56/KEP/M.KOMINFO/12/2003 concerning the Guidelines for Electronic Document System Management (Republik Indonesia, 2003b). And after an evaluation of its implementation, The Regulation of Presidential Number 95 of 2018 about the Electronic-Based Government System (SPBE) was issued as an improvement to the application of eGovernment (Republik Indonesia, 2018). Records controlling that has been done conventionally, has several shortcomings where according to the President of the Republic of Indonesia direction, conventional records management is inefficient, has slow access, and storage is scattered everywhere so it needs to be done in a new digital-based way by innovating and adapting ICT. This encourages electronic records management to be a primary consideration in order to obtain maximum benefits, such as better, consistent, and easy-to-find information collection; facilitating the use of shared documents; facilitating the arrangement of organizational information in a structured manner; facilitating faster and more accurate decision making; improving the quality of public services; managing information as an asset; and being more responsive to change. The implementation of ERMS within the scope of SPBE is then poured into the form of an Integrated Records Information System (SRIKANDI) application which is a General Application for Records (AUBKD) as stated in the the Minister of State Apparatus Empowerment and Bureaucratic Reform Decree Number 679 of 2020 about General Applications for Records. SRIKANDI is an ERMS which must be carried out in Central Agencies as well as Regional Governments. SRIKANDI also has business process requirements that are in accordance with archival principles. SRIKANDI is a development of the previous application, the Records Information System (SIKD) (Herawan, 2022). The implementation of ERMS that has been running, will see its development if an evaluation is carried out. According to Suharsimi (2013) as quoted by Astuti, et al. (2018), Evaluation is the process of gathering information or data to compare with predetermined standards and then make inferences. By conducting an evaluation, government agencies that use ERMS can make improvements if many inconsistencies are found with the criteria guidelines and can maintain their performance if they are in accordance with the established criteria. In this paper, an evaluation will be carried out on the SRIKANDI application, especially in the creation aspect. An evaluation is carried out on the ERMS as stated in ISO 16175-2: 2011. After the evaluation is carried out, it is expected that functions that have not been summarized in the SRIKANDI application can be identified, so that improvements can be made to the application. There are several studies that discuss the evaluation of ERMS functional requirements, including research by Rahma & Mayesti (2019) which focuses more on discussing the Electronic Document as well as Records Management System maintenance at the Ministry of Maritime Affairs and Fisheries aspect of the Republic of Indonesia, where this study is a qualitative analysis with a type of study case. Research by Fachmi & Mayesti (2021) and research by Pramudyo & Mayesti (2023) conducted an evaluation of ARTERI ERMS sequentially on the maintain aspect and the disseminate aspect in the form of searching, retrieval, and rendering according to the provisions of ISO 16175-2: 2011, the study discusses the evaluation in depth. Although there is a newer ISO 16175-1:2020, this study still uses ISO 16175-2:2011 because the functional requirements description in the creation aspect is more detailed. The creation aspect according to ISO 16175-2: 2011 was chosen because there has been no previous research discussing the creation aspect in any application. In addition, the creation of records in the SRIKANDI application is the most mature, functional and most widely used aspect by users. SRIKANDI was chosen because it is an AUBKD used by all Central Agencies and Regional Government totaling up to 696 agencies, and is mandated by the Presidential Decree on SPBE. Based on this, the discussion of the evaluation of the creation aspect in the SRIKANDI application mandated in SPBE is new in this study. Based on the description in the introduction above, the problem formulation in this analysis could be formulated as follows: How is the suitability of the functional requirements of the SRIKANDI Version 3 application in terms of records creation according to the provisions of ISO 16175-2: 2011? The purpose of writing this research is to conduct an evaluation in the framework of implementing integrated records management in a comprehensive system in accordance with national archival standards. Meanwhile the aim of this analysis is to identify the functional requirements suitability of SRIKANDI Version 3 application in the aspect of records creation according to the provisions of ISO 16175-2: 2011. The scope of this research is to evaluate the integrated records management application in accordance with the Presidential Regulation mandate Number 95 of 2018 concerning SPBE (Republik Indonesia, 2018) and Bureaucratic Reform Number 679 of 2020 concerning AUBKD, in this case the application is the SRIKANDI application. The SRIKANDI application that was evaluated was the SRIKANDI Version 3 application which began to be implemented in February 2024. Meanwhile, the aspect that was evaluated was only one of the four aspects stated in ISO 16175-2: 2011. The aspect that was evaluated was the creation aspect which consists of capture, identification, and classification. II. LITERATURE REVIEW Records have many uses, both for the benefit of archive creators and for the needs of information services to the public. Therefore, records management in the global and digital era is required to follow the development of Information and Communication Technology (ICT). Electronic records management can be carried out utilizing a system of records management information. The Ministry of State Apparatus Empowerment as well as Bureaucratic Reform, 2020 in Herawan (2021) stated that SRIKANDI, as an Electronic-Based Shared Records Application that controls electronic records owned by state institutions, State-Owned Enterprises/Regional-Owned Enterprises both at the central as well as regional levels. The SRIKANDI application is an information system/application or software for managing electronic records since the creation of records that can guarantee records as authentic and reliable information with maintenance according to needs, to ensure the availability of records that are always ready to be accessed by users and the work process of creating records as evidence of accountable performance accountability, utilization as well as maintenance of records according to needs, as well as the process of disposal records in accordance with laws and regulations (Kementerian PAN & RB, 2020). SRIKANDI is a records management application according to the Regulation of Presidential Number 95 of 2018 about the Electronic-Based Government System (SPBE) (Republik Indonesia, 2018). This application is the outcome of collaboration among the Ministry of State Apparatus Empowerment as well as Bureaucratic Reform, the Ministry of Communication as well as Informatics, the National Cyber as well as Crypto Agency and the Republic of Indonesia National Archives. SRIKANDI is the previous development of application, namely the Records Information System (SIKD) (Herawan, 2023). Currently, the SRIKANDI application is in version 3, further strengthening its position as a system of electronic records management. State institutions which use this application can support the targets of their organizational activities in managing records electronically. However, so far the SRIKANDI has only been able to control the records of electronic in textual form, not including electronic records of audiovisual. The SRIKANDI application began its journey at the end of 2020 Based on the the Decree of the Minister of State Apparatus Empowerment as well as Bureaucratic Reform issuance Number 679 of 2020 concerning AUBKD, which was then known as SRIKANDI Version 1. In 2022, SRIKANDI Version 2 began to be used to improve the previous version. In February, early 2024, the SRIKANDI Version 3 application was used as an improvement on the previous version, where version 3 already uses microservices. In carrying out this research, we feel the need to create a research framework into a chart that can provide an explanation of how this research will be conducted. The analysis will be implemented according to the framework as Figure 1 below. The research framework is built from the provisions contained in the Laws and Regulations in the Presidential Regulation form Number 95 of 2018 about SPBE (Republik Indonesia, 2018) and Decree of the State Apparatus Empowerment as well as Bureaucratic Reform Minister Number 679 of 2020 concerning AUBKD. In addition, the Application is evaluated according to ISO 16175-2: 2011. The research framework above is expected to produce an evaluation of the SRIKANDI Version 3 application so that it can be used as a basis for developing and improving the quality of the SRIKANDI application functionality, especially in the creation aspect. FIGURE 1. RESEARCH FRAMEWORK

This analysis uses a descriptive qualitative technique in the form of library research. This form is study which utilizes data collection of library techniques, which are then read, recorded, and further processed (Zed, 2018). Library research is also an activity that theoretically investigates scientific references related to the values, culture, and norms that exist in the social conditions being studied (Sugiyono, 2021). also conducted observations on the research object in the form of the SRIKANDI application. The SRIKANDI application is accessed through the user role related to the creation aspect. In addition, this research is also evaluation research. According to Sugiyono (2021) evaluation research is a scientific way (rational, empirical, and systematic) to obtain data with the purpose of determining efficiency as well as effectiveness. The results of evaluation research can be used as considerations to improve quality. According to Sugiyono (2021), through evaluation we can choose various alternatives that can be used to make decisions. The research stages in this study are outlined in Figure 2. FIGURE 2. RESEARCH METHOD The stages in the research method can be described as follows: In the preparation stage, it is carried out by understanding the Regulation of Presidential Number 95 of 2018 about SPBE (Republik Indonesia, 2018), Decree of the Minister of State Apparatus Empowerment as well as Bureaucratic Reform Number 679 of 2020 concerning AUBKD, ISO 16175-2: 2011, other studies that support this research, and other library data. The evaluation implementation stage is carried out on the SRIKANDI Version 3 application using the provisions contained in ISO 16175-2: 2011. The provisions are in the functional requirements form, especially the creation aspect. Functional requirements consist of 3 sections and 11 subsections with a total of 87 questions. The evaluation was conducted by researchers using the observation method by directly comparing the use of the SRIKANDI Version 3 application with the functional requirements contained in 87 questions. The evaluation result management stage is carried out by analyzing and calculating functional requirements that are met or not met. The next stage is the validation of the evaluation results carried out by experts. There are 3 experts, who are tasked with validating the evaluation results that have been carried out by the author. The experts consist of 1 archivist as the agency administrator, 1 archivist as the assistant for the implementation of the SRIKANDI application, and 1 computer administrator as the assistant for the development of the SRIKANDI application. Validation is carried out online using a form consisting of 12 questions according to the description of the ISO 16175-2: 2011 criteria. The form uses a Likert scale of 1 to 4 to describe the suitability of functional requirements according to the opinions of experts. Likert scale involved of the value: 1 as strongly disagree, 2 as disagree, 3 as agree, and 4 as strongly agree. Experts will assess the functionality of SRIKANDI whether it is in accordance with the provisions of the functional requirements, then the results are compared with the evaluation results in the previous stage. The list of names of experts who carried out the verification is contained in this Table 1 below: TABLE 1. EXPERTS WHO VALIDATE EVALUATION RESULTS No Name Position Work Unit Explanation 1. Okta Handi Suryadi Archivist Bureau of Personnel & General Affairs Agency Administrator 2. M. Solihin Computer Administrator Directorate of Archival Information Technology SRIKANDI Application Development Companion 3. Azwar Sanusi Archivist Central Archives Directorate SRIKANDI Application Implementation Companion The next stage is compiling conclusions/research results so that they can be used to identify the application efficiency as well as effectiveness.

Evaluation of the SRIKANDI application, especially the creation function, is a good step to find out the development of the application. The creation function is the first stage in the electronic records management series, and is the most 'mature' function at this time. Various additions related to improvements to the creation function have been completed in version 3 of this application. The evaluation was conducted based on ISO 16175-2 in 2011. The description of points in ISO 16175-2 that specifically discuss the creation function are numbered 1 to 87. However, the description of numbers 32-37 in the email section was not evaluated because the SRIKANDI application is not yet able to integrate with email. After the evaluation is done, validation is then implemented by 3 experts to ensure that the evaluation results are in accordance with the experts' assessment. A summary of the description of the evaluation and validation results of SRIKANDI on the creation function is in Table 2. TABLE 2. EVALUATION AND VALIDATION RESULTS OF SRIKANDI IN THE CREATION ASPECT No Description Criteria According to ISO 16175-2 Amount Compliant Not Compliant Validation Value A CREATE 1 Capture a Capture Process 9 8 1 3,33 b Pint of Capture Metadata 11 9 2 3,00 c Aggregation of digital records 5 4 1 2,67 d Bulk importing 2 0 2 1,67 e Digital document formats 2 2 0 3,00 f Compound records 2 1 1 2,67 g Email 6 - - 1,67 2 Identification 7 6 1 2,67 3 Classification a Establishing a classification schemes 13 8 5 2,67 b classification levels 9 6 3 2,67 c classification process 15 10 5 2,67 d records Volumes 6 4 2 3,00 Total 87 58 23 In the create aspect of ISO 16175-2, there are 3 (three) large parts consisting of capture, identification, and classification as stated in Figure 2 above. From Figure 2 we can see that there are 2 (two) criteria that are not compliant, namely Bulk Importing and Email, where the validation results also show a figure of less than 2 on the Likert scale. For detailed descriptions contained in the section, from number 1 to 87 can be seen in the Appendix. Based on the description of points 1-87, except for numbers 32-37, there are 58 numbers that are stated to be in accordance and 23 numbers are stated to be not in accordance with the description of ISO 161752 in the SRIKANDI application. In general, the SRIKANDI version 3 application has shown improvements as an electronic records management system, although there are still many things that need to be developed and deepened in several points that have been categorized as 'in accordance'. For example, point number 1 states that the application is able to integrate with business applications, so that transactional records created by the application can be captured in ERMS. In reality, the SRIKANDI application has not been integrated with any business applications, but SRIKANDI has been prepared to support this. Next, in point 28, where in that point 4 types of commonly used software applications are described. The SRIKANDI application is only able to support the retrieval of records created in the original file format of standard office applications. Judging from the evaluation results above, here is a description of each aspect in ISO 16175-2: 1) Metadata retrieval point. In this aspect, the SRIKANDI application has considered the elements required for the records in sufficient detail. However, there has been no warning or similar regarding the prevention of metadata changes. 2) Electronic records aggregation. In this aspect, the SRIKANDI application has prepared an aggregation stage for all existing records but has not been able to assign records to several aggregations without duplication. 3) Import in large quantities. SRIKANDI application has not been able yet to capture many recordings exported from other systems and has not been able to import metadata in large quantities. 4) In terms of electronic document format, the SRIKANDI application is in accordance with the ISO description. 5) Records merging. The SRIKANDI application is able to capture combined electronic records, but it cannot be done with just one click. 6) Identification. In the use of unique codes, the SRIKANDI application has complied with the ISO description, but administrators have not been allowed to determine the initial number to be used in all cases. 7) Classification scheme. The description of the classification scheme is very important in the SRIKANDI application, but in its 8) implementation, it is still done manually, the classification level is still limited and does not support controlled vocabulary terms. The SRIKANDI application needs to be continuously developed so it will meet all the points in ISO 16175-2, especially the creation function. It can be said that the SRIKANDI application has met most of the points in the creation function listed in ISO 16175-2. Not only in the description of the creation function, the SRIKANDI application is also expected to develop other functions. The recommendation that can be given is that the SRIKANDI application can be immediately integrated with other business applications and email. Of course, this will have broad implications for other government agencies that use the SRIKANDI application, because records created in business applications can be directly controlled in the SRIKANDI application as a system of electronic records management. With the use of this electronic records management system, archiving activities are no longer only focused on conventional records, but also explore the digital world.