Evaluation of the Utilization of Electronic Filing System as Information Retrieval Medium at the Records Centre Unit of the Ministry of Environment and Forestry, Indonesia

Authors

Nilam Ananda Putri, Universitas Islam Negeri Syarif Hidayatullah JakartaFollow
Muhammad Azwar, Universitas Islam Negeri Syarif Hidayatullah JakartaFollow

Date of this Version

1-1-2022

Comments

✉ Author correspondence: Muhammad Azwar (muh.azwar@uinjkt.ac.id)

Abstract

The Electronic Filing System is a form of concrete application of information technology in archival institutions. This system is used to facilitate and speed up the work of archivists. In practice, this system needs to be evaluated. This study aims to evaluate the utilization of the Electronic Filing System as an information retrieval information medium at the Records Center Unit of the Ministry of Environment and Forestry and to provide solutions on how to overcome various existing obstacles. This type of research is descriptive with a quantitative approach. Sampling using a non-probability technique with saturated sampling. The sample used was 31 respondents or the entire population. Data analysis uses a Likert scale, and the calculation uses an interval scale. Evaluation of the utilization of this Electronic Filing System uses the effectiveness standard of Ron Weber in his book entitled "Evaluating Control and Audit", with a focus on evaluating system quality variables. The results showed that the level of effectiveness of the Electronic Filing System in information retrieval was relatively high. It can be seen from the results of eight indicators on the evaluating system quality variable studied. The results are as follows: Response time indicator is very high (3.54), turnaround time is very high (3.58), system reliability/stability is high (3.25), ease of interaction with the system is very high (3.3), functional usability provided by the system is very high (3.51), ease of learning is very high (3.35), quality of documentation and assistance facilities is very high (3.36), and level of integration with other systems is relatively low (2.35). All these indicators obtained an average score of 3.27, which was included in the reasonably high category. Only indicators of the level of integration with other systems need to be developed further in the future. The results of this study are beneficial for the records centre unit in evaluating the Electronic Filing System according to the standards and guidelines for the effectiveness of an information retrieval system so that it is more optimal in facilitating staff work and providing services to users.