Video summary

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

Main summary

Key takeaways

Educational

Main ideas & lessons conveyed

1) Purpose of the workshop (theme and context)

The national workshop (Day 1) focuses on preparing official letters and official scripts using the Srikandi application, within the context of Indonesian regional government archival/document management.

The session includes:

  • 60-minute material delivery by a resource person (an archivist)
  • Discussion/Q&A with participants via Zoom/YouTube live chat

2) Core definitions: official documents vs. official scripts & document management

Official documents (surat/dokumen dinas)

  • Written information for official communication, created/issued by authorized officials in the regional government.

Official document management (pengelolaan naskah/dokumen dinas) includes:

  • Arrangement of types and formats
  • Preparation
  • Security
  • Validation
  • Distribution
  • Storage
  • Including the communication medium used

Official scripts / naskah dinas (format/standards)

  • A standard that regulates how official scripts should be arranged so they comply with applicable regulations.

3) Regulation shift: ending “dualism” between old and new standards

Previously, there was a dualism in rules for official script layout:

  • Permendagri No. 54/2009 (Ministry of Home Affairs)
  • Regulations referenced from National Archives (e.g., Peraturan Arsip Nasional RI No. 5/2021, as referenced in subtitles)

This dualism caused confusion and affected bureaucratic reform and archiving assessments in regions.

Solution described: an MoU between the Ministry of Home Affairs and the National Archives of RI to coordinate guidance/supervision, resulting in:

  • Permendagri No. 1/2023 on procedures for official documents in the regional government environment.

Goals of the new format:

  • Make administration more orderly, efficient, and effective
  • Standardize language format and interpretation

Detailed breakdown: categorization of official documents (types & forms)

A) Types of official documents in the regional government environment (Permendagri No. 1/2023)

  1. Regulatory / regulatory-type scripts (produk pengaturan)

    • Includes:
      • Regional Regulations (Perda)
      • Regional Head Regulations (Perkada)
      • DPRD regulations (Peraturan DPRD)
    • Note from the session: regional head regulations are treated as part of consolidated “regulatory official documents.”

  2. Decree/Determination-type scripts (penetapan/keputusan)

    • Includes decisions such as:
      • Regional Head decision
      • DPRD decision
      • DPRD leadership decision
      • DPRD Honor Council decision

  3. Assignment-type scripts (penugasan)

    • Includes three forms:
      • Letters of assignment/command (surat perintah/tugas)
      • Letters of appointment/assignment
      • Official travel letters

B) Official correspondence / communication scripts

Divided into:

  1. Internal correspondence (internal official communications)
    • Examples: Memorandum, Dispositions
  2. External correspondence
    • Generally in the form of official letters

Key emphasis from the subtitles:

  • Old rules (Permendagri 54/2009) had more varied letter types
  • New grouping (Permendagri 1/2023) is more structured/specific

Practical standards for writing/formatting official scripts (layout elements)

A) Elements regulated in official script regulations

Examples of layout/technical elements mentioned:

  • Letterhead
  • Numbering
  • Paper use
  • Ink use
  • Spacing/typography:
    • Line spacing
    • letter distance/indentation
    • font size/type rules
  • Margins/boundaries
  • Page numbers
  • Copies
  • Attachments
  • Signature initials
  • Stamps/seals
  • Envelope and folder handling
  • Other “official script” marks

B) Key layout differences: Permendagri 54/2009 vs. Permendagri 1/2023 (as described)

  • Placement of date and recipient information
    • Old: recipient/purpose info appears on the right side, below the date/month/year
    • New: moved left under number/nature/attachment/subject (per subtitles)
  • Alignment of content
    • Old: body alignment described as slightly indented/right
    • New: aligned to the left
  • Signing block alignment
    • Old: described as center/“center center”
    • New: aligned to the left while still correctly positioned on the page

Recording/creation methods & Srikandi usage (conventional vs. electronic)

A) Two methods for recording/creating official documents

  1. Conventional/paper recording media

    • Printed on paper with:
      • wet signature
      • stamp/seal

  2. Electronic recording media

    • Created using general applications for dynamic archives (e.g., Word/data processing tools) and specifically Srikandi as the dynamic archival system.
    • Uses electronic signatures (TTE)

B) Font rules (as described)

  • Regulation scripts and official documents: not “old style,” font size 12
  • Official correspondence/regular letters: commonly Arial

C) Paper rules (as described)

Commonly:

  • Good quality HVS paper
  • A4
  • Minimum grammage 70 grams

Exceptions mentioned:

  • for regional gazettes/regional news
  • For special official documents, paper type may be adjusted based on durability needs

D) Ink rules (as described)

  • Stamps/seals:
    • Purple for ordinary official documents
    • Red for confidential official documents
  • Typing text: black ink
  • Signature/initialing: blue ink
  • Verification requirement: ink should be non-fading / non-water-soluble (as described)

Envelopes, stamps, initials, and signatures

A) Stamps/seals and logos

  • Major difference mentioned:
    • Old stamps: provincial/providing name/abbreviations only
    • New stamps: include the regional logo
  • Envelope color/format:
    • Red envelope is mentioned, with subtitle inconsistency suggesting brown/or other coding, but the discussion clearly addresses envelope color/format rules.

B) Initials (paraf) / responsibility notes

Types of initials:

  1. Hierarchical initials
    • Based on official level in the institution hierarchy
  2. Coordination initials
    • Based on task substance and involvement across work units (described like a “matrix”)

C) Signing (ttd) methods

Signing authenticates:

  • signatory identity
  • authenticity and integrity of information

Two categories:

  1. Physical wet signatures
  2. Electronic signatures (TTE)
    • TTE must include:
      • a QR code
      • signatory name and position/title
    • Requirements include use with electronic certificates issued by an Indonesian electronic certification authority (subtitles mention BSRE).

Name/title rules for signatories (as described)

Subtitle emphasis indicates rules vary by document type:

  • Regulation and determination/board documents: signatory name without titles
    • Example: regent/mayor not preceded by title
  • Assignment, correspondence, special service documents: name uses titles
    • Exceptions noted for certain documents (e.g., charters/certificates/STTPTP)
  • Other signatories:
    • may include NIP, rank/class depending on role
  • Acting officials:
    • described as often not using titles, using appropriate identity basis

Discussion / Q&A: key practical guidance and rules emphasized

Q1: If TTE expires in Srikandi, what happens?

  • Regional apparatus team submits a request for TTE extension
  • The relevant communication/information authority renews the TTE

Q2: Can regulatory scripts use Srikandi and fonts (e.g., Bookman)?

  • Regulatory scripts can be accommodated in Srikandi
  • Fonts can be adjusted (e.g., Bookman), but must be properly configured in the script template
  • Templates must use existing Srikandi/dynamic archiving parameters (“dollar parameters” for Srikandi fields)

Q3: Can a rejected letter be corrected?

  • If rejected by a verifier:
    • In principle, return to the drafter for correction
    • In practice, some regions may not return it, making editing difficult
  • If rejected by the signatory:
    • It can be corrected (nuance noted in subtitles)

Q4: Is it allowed for the signature to be on a separate page from the body?

  • Best practice: not ideal
  • If separated, include the last body line/closing before signature
  • Depends on PDF/TTE bundling; ideally one PDF file without disconnecting signature

Q5: Workflow—can an already-TTE-approved letter be converted back to Word and re-uploaded?

  • Generally not recommended (violates rules)
  • Reasons stated:
    • encryption/metadata issues in TTE/PDF
    • conversion can break formatting and security linkage
  • Recommended:
    • download template once in Srikandi
    • create new drafts using Srikandi templates/parameters
    • avoid converting already signed outputs

Q6: Are Srikandi templates already available?

  • Yes—templates are provided by the regional archival institution/LKDs via the Srikandi archival unit account
  • Regions should follow their local approved regulations

Q7: Outgoing letter numbering authority & internal vs. external numbering

  • Numbering in Srikandi is automatic based on letter type
  • Typically handled by the authorized signatory workflow and often centralized (e.g., TU/secretariat)
  • Differentiation is by letter type, not simply internal vs external correspondence

Q8: Can different divisions/units use their own numbering codes?

  • Depends on regional script regulations
  • Generally return to local/regional rules
  • Srikandi supports variables/abbreviations, but compliance must match official numbering rules

Q9: If manuscript type isn’t listed in Srikandi selection

  • Use a general category (e.g., ordinary official letters), or
  • Register/add the type via the archival unit account
  • May require coordination with the archival unit/LKD admin to map/add the type

Q10: Villages that don’t have Srikandi—how to address them?

  • Configure the objective as an “external non-Srikandi” objective
  • Sending still requires a third-party channel (e.g., WhatsApp), not direct Srikandi-to-user sending

Q11: Can one Srikandi manuscript be signed by two or more people?

  • Yes, by adding parameters for multiple electronic signatures (e.g., TTD1 and TTD2)
  • Multiple signatories must be within one agency scope

Q12: Is Srikandi mandatory, or can a region use another system (e.g., “Sadewa”)?

  • Srikandi use is mandated nationally (subtitles mention a presidential decree on SPBE/SIM)
  • Regions not fully implementing other systems should follow local decisions, but Srikandi is emphasized as required

Q13: What documents are allowed to be signed with TTE in Srikandi?

  • All documents that require a signature can be processed with TTE (treated similarly to wet signature legally)

Q14: How to get the year-end incoming mail summary file in Srikandi?

  1. Use Srikandi filters in document lists (incoming/outgoing) by date range/year
  2. Use the Srikandi dashboard on the login page (can be slower), with agency selection

Q15: Accessing transferred files content in YUSK1

  • Speaker’s response was limited/unclear technically during trial stage
  • Socialization occurred recently; access/features may still be limited during trials

Q16: Signature separate page / TTE-PDF considerations

  • Reinforced: maintain document integrity as one electronic PDF and include appropriate content before signature

Q17: Verification steps—why more than one verifier?

  • Multiple verifiers are allowed depending on approval levels
  • Sequence matters: verifiers must be created in the correct order and cannot be reversed

Q18: Approval in Srikandi for regions already using conventional processes

  • Depends on regional implementation status and local rules
  • Sometimes only correspondence is handled via certain formats

Methodology / “how to” instructions explicitly presented

A) To handle TTE expiration/extension (operational procedure)

When a TTE expires:

  • The regional apparatus team submits a request for TTE extension
  • Renewal is handled by the relevant authority (communication/information office/ministry mentioned)
  • Continue letter processing in Srikandi using the renewed TTE

B) To create official letters efficiently in Srikandi (avoid converting signed TTE back to Word)

Recommended workflow:

  • Download the relevant Srikandi template once (e.g., assignment letter template)
  • Create new drafts using Srikandi parameters (“dollar parameters”) for fields (dates, document numbers, signatory info, etc.)
  • Upload the draft in Srikandi for approval/TTE

Discouraged workflow:

  • Do not convert already signed TTE outputs back into Word and re-upload as a clean new draft

C) To handle letter types not available in Srikandi dropdown

  • Choose an appropriate general type category, or
  • Register/map the manuscript through the archival unit account
  • Contact the relevant archival unit/LKD admin if mapping must be added

D) To sign one letter with multiple electronic signatories (TTE)

  • Add multiple signatory slots using parameters (e.g., for TTD1 and TTD2)
  • Ensure signatories meet scope constraints: within the same agency scope

E) To address recipients who don’t use Srikandi

  • If the recipient user doesn’t use Srikandi:
    • configure objective as external/non-Srikandi in Srikandi
    • sending must use an external channel (e.g., WhatsApp), since direct Srikandi delivery isn’t possible

Closing statement (key takeaways)

  • Srikandi layout must follow official script layout regulations applicable in each region
  • Srikandi supports:
    • more than one verifier
    • numbering adjustments based on document regulations
    • template uploading restricted to users with archival unit account access
  • Unanswered Q&A will be covered in later workshop days
  • Materials and recordings are shared via WhatsApp

Speakers / sources featured

Speakers

  • Moderator: Alia (spelled “Aulia” in subtitles)
  • Resource person: Mr. Krisdianto Adi Wisono (AMDSI)

Participants who asked questions (as named in subtitles):

  • Ms. Meidina
  • Mrs. Mutiara Cahya
  • Mrs. Aura (Bekasi Regency Food Security Service)
  • Mrs. Nurmala Dewi
  • Mr. Hadafi
  • Mr. Elisama
  • Mrs. Angela / Indah (Cirebon)
  • Mr. Ikhlasinal / Ikhlas Sainal
  • Mr. Zainal
  • Mr. Abdur Rahim
  • Mr. Migi
  • Ms. Dewi (Tanjunglago, Banyuasin, South Sumatra)
  • Mr. Abdul Khalid
  • Ms. Navi Hayati
  • Mr. Sahilullah
  • Mrs. Eka Farin (BMKG)
  • Mrs. Ira (Bawaslu)
  • Mrs. Tri Rahmad Darmawan / Mr. Tri Rahmat Darmawan (YUSK1 transfer access question)
  • Mrs. Juliawati (voice/network issue; chat read)
  • Mr. Agus (network/sound issue; asked via chat)

Sources / regulations mentioned

  • Permendagri No. 54 of 2009
  • Peraturan Arsip Nasional RI No. 5 of 2021
  • MoU between Ministry of Home Affairs and National Archives of RI
    • Mentioned MoU numbers: 109/7330/SC and KE.00.00/99/200

Original video