Analysis of the archive management problems in islamic boarding schools in supporting the administration of islamic education institutions

Abstract

This research is a qualitative study with a case study design that aims to reveal various problems in archive management in the pesantren environment and explore solutions that can support the improvement of the administrative quality of Islamic education institutions. The research focus was directed at two pesantren with different characteristics, namely Pesantren X (modern) and Pesantren Y (salaf), in order to obtain a contextual and in-depth understanding. The problems identified include technical, structural, and limited human resources aspects in the archival process. Data were obtained through in-depth interviews, observation of administrative activities and archival systems, and analysis of available documents. The results showed that both pesantren faced similar challenges, such as the absence of a standardised archive classification system, limited storage facilities, not maximising archive digitisation, and the lack of understanding of archival principles among administrative staff. However, strategic solutions have begun to be implemented, including through human resource training, the preparation of archive management SOPs, strengthening archival institutions, and implementing simple digital systems for efficient data access. This research provides a comprehensive overview of the challenges and solutions in archive management, and confirms the importance of revamping the archive system to improve administrative effectiveness and accountability in the pesantren environment.  Good archive management is not only a technical necessity, but part of the strategic efforts of pesantren in maintaining their existence, preserving history, and providing quality Islamic education services.Penelitian ini merupakan penelitian kualitatif dengan desain studi kasus yang bertujuan untuk mengungkap berbagai permasalahan dalam pengelolaan arsip di lingkungan pesantren dan menggali solusi yang dapat mendukung peningkatan kualitas administrasi lembaga pendidikan Islam. Fokus penelitian diarahkan pada dua pesantren dengan karakteristik yang berbeda, yaitu Pesantren X (modern) dan Pesantren Y (salaf), agar diperoleh pemahaman yang kontekstual dan mendalam. Permasalahan yang diidentifikasi meliputi aspek teknis, struktural, dan keterbatasan sumber daya manusia dalam proses kearsipan. Data diperoleh melalui wawancara mendalam, observasi kegiatan administrasi dan sistem kearsipan, serta analisis dokumen yang tersedia. Hasil penelitian menunjukkan bahwa kedua pesantren menghadapi tantangan yang sama, seperti tidak adanya sistem klasifikasi arsip yang baku, fasilitas penyimpanan yang terbatas, belum maksimalnya digitalisasi arsip, dan kurangnya pemahaman tentang prinsip-prinsip kearsipan di kalangan staf administrasi. Namun demikian, solusi strategis sudah mulai diterapkan, antara lain melalui pelatihan sumber daya manusia, penyusunan SOP pengelolaan arsip, penguatan kelembagaan kearsipan, dan penerapan sistem digital sederhana untuk akses data yang efisien. Penelitian ini memberikan gambaran yang komprehensif tentang tantangan dan solusi dalam pengelolaan arsip, dan menegaskan pentingnya pembenahan sistem kearsipan untuk meningkatkan efektivitas dan akuntabilitas administrasi di pesantren.