Udayana University Destroys 13,335 Inactive Archive Documents

Denpasar – Udayana University (Unud), through its Archives Center, carried out the destruction of inactive archives at Room 3.10, 3rd Floor, Postgraduate Building, Sudirman Campus, Denpasar, on Friday (November 7, 2025). The event was officially opened by the Sub-Coordinator for Archiving, Putu Rosa Martika, and attended by representatives from the Internal Supervisory Unit (SPI) and university archivists.

In his report, I Nyoman Subaga, representing the archivists of Udayana University, stated that based on Article 49 letter b of Law Number 43 of 2009 concerning Archiving, the destruction of archives whose retention period has expired and have no further use must be carried out in accordance with prevailing regulations. Furthermore, Article 51 paragraph (2) stipulates that the destruction of archives must follow proper procedures.

For the 2025 archive destruction at Udayana University, nine units participated, namely:

  1. Faculty of Cultural Sciences – 839 documents from 2010–2019;

  2. Faculty of Agriculture – 9,453 documents from 2012–2018;

  3. Faculty of Medicine – 1,208 files from 2014–2015;

  4. Faculty of Law – 1,583 files and 400 sheets from 2015–2016;

  5. Faculty of Mathematics and Natural Sciences (MIPA) – 1,069 sheets from 2018–2021;

  6. Faculty of Tourism – 450 files from 2013–2018;

  7. Bureau of Student Affairs – 642 files from 2015;

  8. Bureau of Academic Affairs, Collaboration, and Public Relations – 870 files from 2006–2016; and

  9. Faculty of Social and Political Sciences (FISIP) – 1,574 sheets from 2011–2014.

In total, 4,753 files and 13,335 sheets of archival documents were destroyed this year. The archives were destroyed by shredding, ensuring that both the information content and physical form could no longer be recognized.

Meanwhile, Putu Rosa Martika, Sub-Coordinator for Archiving, expressed her gratitude to all attendees for their presence and support in this activity. She also hoped that the university’s archiving initiatives would continue to improve and expand in the coming years, involving a greater volume of archival materials.

The destruction process was documented with photos and video recordings as physical evidence of the activity, which involved 38 participants. As official proof, a Minutes of Archive Destruction of Udayana University 2025 was prepared and signed by the Head of the Committee, Legal Unit (HTL), Internal Supervisory Unit (SPI), and the Archive Creator in charge. In addition, a List of Destroyed Archives was prepared and signed by the archive creator, assessed by a Junior Expert Archivist, verified by a Senior Expert Archivist, and formally approved through a Rector’s Decree on the Determination of Destroyed Archives of Udayana University 2025.