Archival Storage Model in The Business Administration Department of Politeknik Negeri Medan
Abstract
Background: This study develops an electronic archival storage model for the Business Administration Department of Politeknik Negeri Medan to overcome issues of unsystematic filing, slow retrieval, limited digital adoption, and the absence of standardized procedures.
Method: Using a ten-stage Research and Development (R&D) design, data were collected through observations and structured interviews with departmental leaders, staff, lecturers, and students. Thematic qualitative analysis guided the design of a four-cabinet archival system integrated with cloud-based digital processes.
Results: The study identifies four key issues: the diversity of physical and electronic archives, inconsistent classification and indexing, limited digital infrastructure and training, and both advantages and challenges of digital management. Although digitalization improves retrieval efficiency, physical archives remain dominant and gaps persist in cybersecurity, metadata standards, and organizational readiness. The proposed model enables document retrieval in less than one minute and supports more systematic and secure archival practices.
Conclusion: This research offers a holistic, context-specific archival model that integrates digital transformation, cloud storage, and data governance extending beyond conventional filing systems and providing a scalable framework for broader institutional use.
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