Analysis of Digital Maturity and Digital Readiness in the Digital Transformation of Records Management at Vocational School of Universitas Indonesia

DOI

10.2991/978-2-38476-620-8_52How to use a DOI?

Keywords

digital records management; digital maturity; digital readiness; digital transformation; higher education; Vokasi UI

Abstract

Digital transformation has reshaped how universities create and manage information, yet whether this shift has actually matured into proper digital records management is a different question altogether. This study looks at that question at the Vocational Education Program, Universitas Indonesia (Vokasi UI), using digital maturity as the main evaluative lens and digital readiness as the factor that helps explain the maturity level found. Vokasi UI has adopted a fairly wide range of digital systems for academic, administrative, research, student, financial, and correspondence purposes, but the records these systems generate are not yet governed as one integrated digital records ecosystem. A qualitative evaluative case study approach was used, with data gathered through semi-structured interviews, observation, and document analysis involving archivist, IT, administrative, finance, research, quality assurance, and education informants. The results show that the digital records management at Vokasi UI has evolved beyond the manual practice as evidenced by the use of several systems such as Andieni, NAS, Google Drive, Oracle, MDK, RISE, Sipurwa, Simantav, Sigma, Sakti, SIAK-NG, and EMAS UI. However, records are still scattered in units, storage media, and individual working habits. Digital maturity sits somewhere between repeatable and partially defined: certain units have settled into fairly structured repeated practices, but internal SOPs, metadata, retention, integration, audit trails, and dedicated evaluation of digital records are still inconsistent. Digital readiness is relatively good in practical, day-to-day use of technology but weaker in records management literacy, archival human resources, coordination across units, leadership support at the strategic level, and a clear roadmap. The study concludes that to improve digital records management at Vokasi UI, it is not just a matter of adding more applications or storage space, but also institutional policy, standards for classification and metadata, rules for retention, an integrated repository, training, archival focal points in each unit, and ongoing evaluation.

Copyright

© 2026 The Author(s)

Open Access

Open Access This chapter is licensed under the terms of the Creative Commons Attribution-NonCommercial 4.0 International License (http://creativecommons.org/licenses/by-nc/4.0/), which permits any noncommercial use, sharing, adaptation, distribution and reproduction in any medium or format, as long as you give appropriate credit to the original author(s) and the source, provide a link to the Creative Commons license and indicate if changes were made.

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TY  - CONF
AU  - Niko Grataridarga
AU  - Achmad Fachmi
AU  - Rengga Sendrian
AU  - Sancoko Sancoko
PY  - 2026
DA  - 2026/10/23
TI  - Analysis of Digital Maturity and Digital Readiness in the Digital Transformation of Records Management at Vocational School of Universitas Indonesia
BT  - Proceedings of the 8th International Conference of Vocational Education, Applied Science and Technology (ICVEAST 2026)
PB  - Atlantis Press
SP  - 706
EP  - 732
SN  - 2352-5398
UR  - https://doi.org/10.2991/978-2-38476-620-8_52
DO  - 10.2991/978-2-38476-620-8_52
ID  - Grataridarga2026
ER  -