Video summary

#2 Workshop 38 JP: KEARSIPAN Penyusunan Surat Dinas dan Tata Naskah Dinas Berbasis Aplikasi Srikandi

Main summary

Key takeaways

Educational

Main ideas / lessons conveyed

  • The workshop explains Srikandi (Sistem Informasi Kearsipan Dinamis Terpadu) as a web + mobile-based government application for managing dynamic archives and official correspondence. It supports:

    • creation/registration of incoming and outgoing official letters
    • disposition (routing/follow-up instructions)
    • verification and electronic signing
    • archiving across the archive life cycle (use → maintenance → depreciation/destruction/transfer)

  • Srikandi is governed by national regulations/policies and involves coordination among multiple Indonesian government institutions.

  • The material highlights practical workflow differences between Srikandi versions (V2 vs V3), including enhanced features such as:

    • structured menus
    • microservices
    • improved signing-related UI/UX
    • improved notifications/support

  • Srikandi is operated through roles and access rights, where each role sees different menus and responsibilities, including:

    • admin
    • archive unit
    • TU/secretary
    • user
    • processing unit

  • The session also includes guidance on:

    • how to log in
    • how organizational structure data is created (work units → positions → users)
    • how drafting/verification/signing works (bottom-up flow)
    • how system parameters are used in templates to auto-fill metadata and electronic signature barcode placeholders
    • troubleshooting and FAQ-type answers during live Q&A

Methodology / process instructions presented (detailed)

A) Pre-workshop / session preparation (moderator/admin instructions)

  • Activate camera.
  • Use the virtual background provided by the committee.
  • Join the correct WhatsApp group.
  • If problems occur, contact:
    • Admin Linda or Admin Cinttia
  • Materials will also be shared via the WhatsApp group.

B) Srikandi basics & access model (how to understand “what Srikandi is”)

  • Srikandi stands for Sistem Informasi Kearsipan Dinamis Terpadu (integrated dynamic archival information system).
  • Purpose areas:
    • manage official correspondence
    • manage archives lifecycle digitally and electronically
  • Availability:
    • Web: primary for detailed processes
    • Mobile apps: for lighter functions (e.g., viewing letters, dispositions, follow-up)

C) Website environments mentioned (what to use for what)

  • Live daily official correspondence website: srikandi.arsip.go.id
  • Bimtek/practice environment (training; not official/legal correspondence): srikandi-eh-v3-bimtek.arsip.go.id

D) Archive life cycle supported by Srikandi (high-level stages)

  • Creation/registration
    • ensures archives are organic, legal, complete, whole, trustworthy (aligned with regulations)
  • Archive use module
    • supports utilization/provision to entitled archive users based on SKKAD
  • Maintenance module
    • maintains authenticity, integrity, security, and safety (physical + information)
    • applies principles like origin/original rules and retention schedules
    • supports reducing archive volume via:
      • transfer
      • destruction of no-value records
      • handover of state archives

E) Organizational setup workflow (how admin creates structure before users can work)

Required order (cannot be skipped):

  1. Create Work Unit (e.g., “house/office”)
  2. Create Position (e.g., chair)
    • position creation depends on selecting the previously created work unit
  3. Create User
    • user includes: NIP/NIK, full name, mobile, username, email, password, and selected roles/access rights

Rules mentioned (naming conventions):

  • Work unit names often use UPPERCASE
  • Position names typically use capitalization at the start
  • Username can follow a convention (an example was provided using job title + area)

F) Role-based menu logic (how to operate depending on access rights)

  • Srikandi provides different menus based on roles; modules appear only for roles assigned.
  • Roles described:
    1. Agency Administrator
      • manages work units, positions, user lists (SOTK-related)
      • used for account setup needs; cannot create/receive letters
      • can update regional logo affecting electronic signature barcode
    2. Archive Unit / Archive Manager
      • inputs templates and archive classification masters
      • manages archive retention schedules and inactive archives
    3. RLE / Letter Recorder (TU/administration equivalent)
      • handles automatic numbering settings for letter numbers
      • registers incoming manuscripts received outside Srikandi
      • sends outgoing manuscripts/letters and performs active archiving
    4. User (individual employee/employee account)
      • signs and verifies outgoing manuscripts (if he/she is leader)
      • creates/receives scripts and performs follow-up dispositions (depending on permissions)
    5. RLE Processing Unit (new role in later versions)
      • primarily for archiving/filing activities related to electronic management
      • introduced to reduce centralization burden on TU

Important version change described:

  • Srikandi V3/P3 allows a single account to have multiple roles (multiple access rights).
  • Srikandi V2/P2 required one role per account.

G) Outgoing letter workflow (draft → verification → signing → sending)

Core flow described as “bottom-up”:

  1. User drafts the letter using a downloaded official document template.
  2. Drafter adds:
    • list of signatories
    • list of verifiers
    • list of destinations/targets
    • list of copies (if applicable)
  3. Drafter uploads to Srikandi and uses “send draft”.
  4. Draft goes to verifier(s):
    • If rejected → returned to drafter for revision (draft becomes draft again)
    • If verified → moves to signatory step
  5. Signatory process:
    • If multiple signatories → sequential signer-by-signer
    • Depending on workflow configuration, leadership can still reject/return after verification/signing
  6. If a stamp is required → signing step includes/permits stamp workflow when applicable
  7. After final approval → proceeds to sending/dispatch stage.

Parameter/template rule explained:

  • Templates use system variables (placeholders, described as “dollar parameters”).
  • Parameters are intended to be auto-filled by the system at registration/signing time.
  • Electronic signature barcode placeholders are inserted by the system (e-signature barcode generation referenced).

H) Stamping / electronic signature barcode download note (practical warning)

  • When downloading after sign/stamp generation:
    • use the proper download button (not via PDF preview)
    • otherwise the electronic signature barcode may disappear

I) Confidential letters & additional authentication (MFA/OTP)

  • For confidential/restricted mail:
    • access requires OTP / authenticator (Google Authenticator)
    • only the authenticated recipient can open the confidential document

J) Incoming letter registration (letters received outside Srikandi)

  • Registration is handled via TU/secretary account in the incoming manuscript registration module.
  • Steps:
    • fill metadata according to the received letter (sender name/position, agency, script type, script number, dates, content summary, etc.)
    • upload scanned file (noted as saved in format then uploaded)
    • once registered → forwarded to leadership for follow-up (disposition/coordination/directives)
  • The system can generate documentation items such as a letter agenda (reminder feature).

K) Agenda / reservation feature use (Q&A clarified)

  • Agenda is a new reminder feature.
  • It can be created by:
    • administrative staff within the same work unit, or
    • a user account with the user role within that work unit
  • Time limit behavior:
    • agenda selection/acceptance is limited by a working-hour/time window (example: 12:00–16:00)
    • cannot exceed the specified limit

L) Filing process clarification (processing unit vs TU)

  • Outgoing document filing can be done by the processing unit (new role/module).
    • For outgoing letters: there is an outgoing filing menu that can route to processing unit.
  • For incoming letters:
    • filing remains through the incoming manuscript list
    • no separate incoming filing menu was described for processing unit/TU filing structure
  • Purpose of the processing unit role:
    • reduce TU overload by distributing filing responsibility to the appropriate unit/department

M) Support & troubleshooting tools (technical assistance)

  • If Srikandi operation has problems:
    • use help ticket on layanan.go.id
    • include issues and screenshots
    • follow-up expected in about 1 week
  • For internal agency implementation assistance:
    • there is activity reservation/scheduling help
    • ANRI can facilitate training/assistance activities
  • There is a FAQ/help menu (Frequently Asked Questions database)

Key concepts highlighted in the Q&A (what was asked/clarified)

  • Agenda feature
    • a reminder; created by admin staff in the same work unit or via user-account with permission; respects time window
  • Account “deletion”
    • accounts with existing history of verification/signing generally cannot be deleted; may only be deactivated (remains in system history/read-only)
  • Letterhead/logo embedding
    • logo should be included in the letter template; not manually inserted each time
  • Deleting outgoing drafts already verified/expired
    • generally difficult if workflow state causes irregularities (“double actions”); if standard reject-then-return occurred without a double-action bug, deletion may be possible via outgoing manuscript lookup
  • Changing electronic signature (TTE) / leadership changes
    • signature triggers rely on NIK matching official data
    • updates depend on procedure (agency admin or center), but NIK consistency is critical
  • File closure feature availability by year
    • “close-file” button appears in certain years; if missing, possible reasons:
      • already closed, or
      • no archive items inside the folder
  • Active archive list reporting every 6 months
    • data can be accessed/pulled from Srikandi filing lists and filtered by semester periods
  • Use of Srikandi for BUMD
    • generally presented as for local government offices; policy for BUMD use not clearly established—should be consulted
  • Technical filing for mixed conventional + electronic archives
    • use self-input: digitize/scan and upload PDF; fill metadata
  • Integration with external systems (SIKN/JIKN)
    • speaker indicated they personally didn’t provide detailed information (awaiting updates); earlier socialization referenced synchronization but details weren’t confirmed
  • Electronic destruction policy
    • speaker did not see a specific policy personally; noted Srikandi already provides features for moving/destroying/handover, but policy details may follow other regulations
  • Security/confidential letters
    • confidential letters require OTP and careful single-user account usage
    • no claim was made about broader security coverage beyond the confidential-access mechanism
  • Letter numbering and backdating
    • numbering depends on date parameters; auto date corresponds to signing date
    • backdating via parameters is discouraged because metadata and letter content could mismatch

Speakers / sources featured (identified)

  • Moderator: Aulia
  • Resource person / presenter: Mr. Krisdianto Adi Widisono, AMD.Si (honored as resource person)
  • Main presenter (explaining Srikandi): Mr. Wibi / Mr. Widi (name appears with variations in subtitles)
  • Other named participant(s) / questioners:
    • Mrs. Sumiati
    • Mr. Abdurrahim
    • Mr. Nuh Cahya / Mr. Nur Cyahya (spelling varies)
    • Mr. Bambang (PT Pindat, Bandung; asked about security/confidentiality and numbering/backdating)
    • Mrs. Nastiti (asked about processing unit filing differences and incoming/outgoing filing menus)
    • Mr. Agung (network problem; spoke briefly / unconfirmed question)
  • Committee/admin contacts mentioned:
    • Admin Linda
    • Admin Cinttia
  • Institution/systems mentioned as sources of policy or system components:
    • ANRI / national archive (mentioned as owner/data development/coordination support)
    • RB (collaboration; exact expansion not provided in subtitles)
    • Komdigi / Ministry of Communication and Information Technology
    • BSSN
    • BAPENAS
    • Ministry of Trade
    • Presidential Decree 95 (SPBE; referenced in Article 36 and 43)
    • Minister of PAN RB Regulation/Decree No. 69 of 2020 (referenced)
    • AR regulations No. 456 of 2021 (referenced)
    • Ministerial decree/circular referenced by participants (Minister of Religion and presidential circular mentioned in Q&A)
    • layanan.go.id (help ticket/support portal)
    • Grafana (dashboard monitoring component)

Original video