Analysis of Digital Records Management System in Product Support People Development Departement PT United Tractors Tbk

Abstract

Digital archive management has become an essential aspect of organizational administration in the digital era. However, many organizations still experience challenges in managing digital records due to unstructured storage practices, the absence of standardized procedures, and difficulties in retrieving documents. This study aims to analyze the implementation of digital archive management in the Product Support People Development (PSPD) Department of PT United Tractors Tbk, identify the challenges encountered, and examine the efforts undertaken to improve archive management practices. This research employed a qualitative descriptive approach. Data were collected through observations, semi-structured interviews with employees responsible for digital document management, and documentation review. The collected data were analyzed using the stages of data reduction, data display, and conclusion drawing. The findings indicate that digital archive management has not yet been implemented systematically. Digital documents are primarily stored through email and cloud storage without standardized classification, file naming conventions, or specific archival procedures. These conditions result in duplicate documents, inconsistent storage practices among employees, and difficulties in retrieving information. To address these issues, the department has implemented several improvement efforts, including reorganizing digital folders, standardizing file naming practices, and encouraging better coordination among employees. The study concludes that implementing a structured digital records management system supported by clear standard operating procedures and consistent archive management practices is necessary to improve administrative efficiency and facilitate information retrieval within the organization.