Digital-era correspondence management: a case study at UIN Syarif Hidayatullah Jakarta

Abstract

Abstrak: Perkembangan teknologi digital berdampak pada pemanfaatan layanan persuratan di instansi pemerintah, termasuk UIN Syarif Hidayatullah Jakarta. Tujuan penelitian ini adalah untuk menganalisis manajemen persuratan era digital pada UIN Syarif Hidayatullah Jakarta, dengan diwakili Fakultas Dirasat Islamiyah, Fakultas Dakwah dan Ilmu Komunikasi, dan Subbagian Tata Usaha dan Rumah Tangga Bagian Umum Biro Administrasi Umum dan Kepegawaian. Penelitian menggunakan pendekatan kualitatif dengan metode studi kasus, melibatkan pegawai yang mengelola persuratan melalui wawancara, observasi, dan analisis dokumen. Data dianalisis menggunakan model Miles dan Huberman yang meliputi pengumpulan, reduksi, penyajian, serta penarikan kesimpulan. Hasil penelitian menunjukkan bahwa alur surat masuk dan keluar pada UIN Syarif Hidayatullah Jakarta telah sesuai dengan Keputusan Menteri Agama Nomor 9 Tahun 2016 tentang Pedoman Tata Naskah Dinas, dengan perbedaan pada tingkat pemanfaatan layanan digital di tiap unit kerja. Rekomendasi penelitian menekankan perlunya sistem persuratan digital yang terintegrasi, penerapan disposisi online, tanda tangan elektronik, serta pengiriman surat resmi internal untuk mendukung efektivitas, efisiensi, dan penerapan paperless office.

Kata kunci : digitalisasi; paperless office; persuratan; tata naskah dinas

Abstract: The advancement of digital technology has influenced the utilization of correspondence services in government institutions, including UIN Syarif Hidayatullah Jakarta. This study aims to analyze digital-era correspondence management at UIN Syarif Hidayatullah Jakarta, represented by the Faculty of Dirasat Islamiyah, the Faculty of Da’wah and Communication Sciences, and the Subdivision of Administration and Household Affairs, Bureau of General Administration and Personnel. This research employs a qualitative approach with a case study method, involving staff directly managing correspondence through interviews, observations, and document analysis. Data were analyzed using Miles and Huberman’s model, including data collection, reduction, presentation, and conclusion drawing. The findings reveal that the flow of incoming and outgoing letters at UIN Syarif Hidayatullah Jakarta complies with the Decree of the Minister of Religious Affairs of the Republic of Indonesia Number 9 of 2016 concerning Guidelines for Official Correspondence, with variations in the extent of digital service utilization across units. The study recommends the establishment of an integrated digital correspondence system, the adoption of online disposition, electronic signatures, and official internal letter delivery to enhance effectiveness, efficiency, and the implementation of a paperless office.

Keywords: digitalization; correspondence administration; official document management;  paperless office