11 Oktober 2025

The SCK-SCB Quality Assurance and Ciputra University Surabaya held a “Record Control” workshop on Friday, October 10, 2025, to strengthen the document management system in schools. This workshop featured three speakers from the Quality Assurance Department, namely Lenny Rosita, S.T., M.MT., CRP., Like Ervinahar, S.TP., and Lily A. Saksono, S.T., M.M. The workshop invited 212 participants from Sekolah Citra Kasih, Sekolah Citra Berkat, dan Sekolah Ciputra Kasih, including the Head of School (HoS), Head of Department (HoD), coordinators, section heads, and representatives from various departments at the supervisor and officer levels.

In the first session, Lenny Rosita, S.T., M.MT., CRP. presented material on the basic concepts of record control and its role in quality management systems. She explained that every work document must be legible, identifiable, and easily traceable. Valid documents must contain the identity of the creator, position, date, and wet or digital signature. Lenny also emphasized the importance of the documented information control process, which includes distribution and use, storage, change control, and document retention and disposal in accordance with the applicable retention period.

The second session was presented by Like Ervinahar, S.TP., who explained the best practices in document control that have been successfully implemented at Universitas Ciputra. UC has developed a structured document control system, starting from the identification, numbering, storage, to monitoring the validity period of documents. This system has been running consistently and implemented across all departments, so that each unit has the same standards in managing and maintaining quality records. Universitas Ciputra implements a digital archiving system through an electronic filing system, which allows for faster and more efficient quality audit processes, while maintaining data security and reducing the risk of document loss. He added that the success of this system is not only determined by technology, but also by the consistency of users in applying file naming procedures, archiving grouping, and periodic updates to the Daftar Induk Catatan Mutu (DICM).

Meanwhile, Lily A. Saksono, S.T., M.M. closed the session with a discussion on plans to integrate record control systems in partner schools. She explained that good record management is essential for maintaining the completeness of legal documents, financial reports, and academic data. Lily also introduced the DICM (Daftar Induk Catatan Mutu) format and the mechanism for the Minutes of the Destruction of Quality Records as a form of legal evidence for the destruction of documents that have passed their retention period.

The discussion session in this activity was lively and collaborative, with participants sharing their experiences and challenges in implementing filing systems in their respective work environments. In addition to discussions, the event also featured interactive quizzes that tested participants' understanding of record control principles and quality document management standards. Through this event, participants were expected to understand the basic concepts and principles of record control in accordance with quality management system standards, as well as to be able to carry out administrative and operational processes through traceable documentation. The presence of three speakers from the Quality Assurance department of Universitas Ciputra Surabaya in this activity not only strengthened the implementation of the documentation system at Sekolah Citra Kasih, Sekolah Citra Berkat, and Sekolah Ciputra Kasih, but also demonstrated the institution's commitment to building transparent, orderly, and sustainable governance.

Authors: Kezia Elice Yulianto (ISB Program Student), Vincentia Jennifer Evelyn Tjioe (ISB Program Student)

Editor: Lenny Rosita, Like Ervinahar