Artificial Intelligence Readiness in Public Archival Institutions
A Case Study of the Jakarta Provincial Library and Archives Office
DOI:
https://doi.org/10.24252/kah.v14i3a5Keywords:
Artificial intelligence (AI) readiness, Archival administration, Organizational transformation, Digital records managementAbstract
Background: The increasing relevance of artificial intelligence (AI) within archival administration reflects the rapid growth of digital records and the rising demand for data-driven public services. Yet many initiatives struggle to move beyond pilot stages, largely because organizations struggle to adapt work practices, organizational structures, and decision-making cultures to accommodate AI integration.
Purpose: This study examines AI adoption readiness within the Jakarta Provincial Library and Archives Office (Dispusip DKJ) as it develops its 2025–2029 strategic plan.
Methods: The analysis draws on interviews with senior officials, observation of digitization infrastructure, and a review of internal policy documents.
Findings: The findings revealed a readiness gap: although Dispusip DKJ has built a solid technical base, organizational conditions remain uneven. The office lacks data arrangements suitable for model training, faces fragmented formats and limited system integration, and shows inconsistent metadata practices, alongside limited internal understanding of AI within the organization.
Originality/Value: This study argues that AI readiness in archival organizations cannot be inferred from infrastructure and digitization alone but should be understood as a broader process of organizational transformation, one that depends on leadership capacity to institutionalize data standardization, organizational learning, and reconfiguration of working arrangements within existing policy boundaries. This reframing offers a novel conceptual lens for assessing AI readiness in public archival institutions, moving beyond technology-centric evaluations.
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References
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Wirtz, B. W., Weyerer, J. C., & Geyer, C. (2019). Artificial Intelligence and the Public Sector—Applications and Challenges. International Journal of Public Administration, 42(7), 596–615. https://doi.org/10.1080/01900692.2018.1498103
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Arshad, A. S., Rasli, A., Mustafar, M., & Norhalim, N. (2013). An exploratory study of Malaysian technology-based firms’ leadership styles. Jurnal Teknologi (Sciences and Engineering), 64(3), 93–97. https://doi.org/10.11113/jt.v64.2276
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Budiono, S., Purba, J. T., & Purba, A. (2021). Fighting poverty gap through literacy and electricity: A case from Indonesia. In Proceedings of the International Conference on Industrial Engineering and Operations Management (pp. 299–306).
Cameron, S., Franks, P., & Hamidzadeh, B. (2023). Positioning paradata: A conceptual frame for AI processual documentation in archives and recordkeeping contexts. Journal on Computing and Cultural Heritage, 16(4). https://doi.org/10.1145/3594728
Cahyono, B., & Suprapto, F. A. (2025). Strategi inovatif pengelolaan arsip dinamis dalam mendukung relokasi pemerintahan ke Ibu Kota Nusantara. Bappenas Working Papers (BWP), Vol. VIII(2), 207–221. https://doi.org/10.47266/bwp.v8i2.404
Colavizza, G., Blanke, T., Jeurgens, C., & Noordegraaf, J. (2022). Archives and AI: An overview of current debates and future perspectives. Journal on Computing and Cultural Heritage, 15(1), 1–15. https://doi.org/10.1145/3479010
Dinas Perpustakaan dan Kearsipan Provinsi Daerah Khusus Jakarta. (n.d.). Profil kearsipan. https://dispusip.jakarta.go.id/jakbar/archive/profile
Dinas Perpustakaan dan Kearsipan Provinsi Daerah Khusus Jakarta. (2025).
Rancangan akhir rencana strategis Dinas Perpustakaan dan Kearsipan Provinsi Daerah Khusus Jakarta tahun 2025–2029 [Unpublished internal government document].
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Fountaine, T., McCarthy, B., & Saleh, T. (2019). Building the AI-powered organization. Harvard Business Review, 97(4), 62–73. https://www.scopus.com/inward/record.uri?eid=2- s2.0-85074187510&partnerID=40&md5=a80ebd83fd5045bdb4aca590cb20d35f
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Gorai, M., & Nene, M. J. (2019). Utilization of metadata and data models to enhance machine learning. In Proceedings of the 2019 International Conference on Computing, Communication, and Intelligent Systems (ICCCIS) (pp. 369–374). IEEE. https://doi.org/10.1109/ICCCIS48478.2019.8974498
Hana, S., & Lameijer, B. (2026). AI-based systems adoption in business operations: Barriers and performance effects. Operations Management Research, 19(1), 1–18. https://doi.org/10.1007/s12063-025-00570-z
Horani, O. M., Al-Adwan, A. S., Yaseen, H., Hmoud, H., Al-Rahmi, W. M., & Alkhalifah, A. (2025). The critical determinants impacting artificial intelligence adoption at the organizational level. Information Development, 41(3, Special Issue: Artificial Intelligence Initiatives), 1055–1079. https://doi.org/10.1177/02666669231166889
Hussein, A. (2023). How to conduct a case study: A guide for novice researchers. Journal of Management and Engineering Integration, 16(2), 31–36. https://doi.org/10.62704/10057/26109
Jaringan Informasi Kearsipan Nasional. (n.d.). Dinas Perpustakaan dan Kearsipan Provinsi DKI Jakarta. Retrieved September 4, 2026, from https://jikn.go.id/index.php/dinas-perpustakaan-dan-kearsipan-provinsi-dki-jakarta
Jain, V., & Mitra, A. (2025). Leveraging artificial intelligence for enhanced scalability, accuracy, and retrieval in records management systems: A case study approach. In S. Mutsagondo (Ed.), Artificial intelligence in records and information management (p. 367-391). IGI Global. https://doi.org/10.4018/979-8-3693-9795-4.ch013
Johnk, J., Weibert, M. & Wyrtki, K. Ready or Not, AI Comes— An Interview Study of Organizational AI Readiness Factors. Bus Inf Syst Eng 63, 5–20 (2021). https://doi.org/10.1007/s12599-020-00676-7
Kaplan, A., & Haenlein, M. (2019). Siri, Siri, in my hand: Who’s the fairest in the land? On the interpretations, illustrations, and implications of artificial intelligence. Business Horizons, 62(1), 15–25. https://doi.org/10.1016/j.bushor.2018.08.004
Kasman, A., Qoriah, Q., Destrian, O., Zainuddin, Z. I., & Adnans, A. A. (2025). Implementasi Jaringan Informasi Kearsipan Nasional: Upaya peningkatan akses informasi arsip negara yang autentik dan berkelanjutan. Responsive: Jurnal Pemikiran dan Penelitian Bidang Administrasi, Sosial, Humaniora dan Kebijakan Publik, 8(1), 144–158. https://doi.org/10.24198/responsive.v8i1.62330
Makmur, S. (2023). Implementation of archives digitization policy as a form of implementation of an electronic‑based government system. International Journal of Social Research, 2(6), 1847–1852.
Modiba, M. (2023). User perception on the utilisation of artificial intelligence for the management of records at the Council for Scientific and Industrial Research. Collection and Curation, 42(3), 81–87. https://doi.org/10.1108/CC-11-2021-0033
Modiba, M., & Shekgola, M. (2024). Artificial intelligence embedded cloud computing technology for the management of digital archives in the Fifth Industrial Revolution in South Africa. African Journal of Library, Archives and Information Science, 34(2), 229–239. https://doi.org/10.4314/ajlais.v34i2.6
Patil, S. S., & Moorthy, V. (2023). Extraction of unstructured electronic healthcare records using natural language processing. In Proceedings of the 2023 International Conference on Networking and Communications (ICNWC) (pp. 1–6). IEEE. https://doi.org/10.1109/ICNWC57852.2023.10127351
Pavitra, K. H., Agnihotri, A., & Tiwari, B. (2024). Leadership and technology integration in India: A systematic literature review. In Impact of new technology on next-generation leadership (pp. 76–90). IGI Global. https://doi.org/10.4018/979-8-3693-1946-8.ch004
Perpustakaan Nasional Republik Indonesia. (2023). Kompilasi Data Indeks Pembangunan Literasi Masyarakat 2023. Retrieved from https://jakarta.bps.go.id/id/statistics-table/3/VEd0V05FTjBaRVJuYzA1bVkwcHlhVk5KUjJGTlVUMDkjMw==/indeks-pembangunan-literasi-masyarakat-dan-unsur-penyusunnya-menurut-kabupaten-kota-di-provinsi-dki-jakarta--2024.html?year=2023
Perpustakaan Nasional Republik Indonesia. (2024). Kompilasi Data Indeks Pembangunan Literasi Masyarakat 2024. Retrieved from https://jakarta.bps.go.id/id/statistics-table/3/VEd0V05FTjBaRVJuYzA1bVkwcHlhVk5KUjJGTlVUMDkjMw==/indeks-pembangunan-literasi-masyarakat-dan-unsur-penyusunnya-menurut-kabupaten-kota-di-provinsi-dki-jakarta--2024.html?year=2024
Putranto, W. A. (2018). Pengelolaan arsip di era digital: Mempertimbangkan kembali sudut pandang pengguna. Diplomatika: Jurnal Kearsipan Terapan, 1(1), 1–11. https://doi.org/10.22146/diplomatika.28253
Russell, S. J., & Norvig, P. (2010). Artificial intelligence: A modern approach (3rd ed.). Prentice Hall.
Shinde, G., Kirstein, T., Ghosh, S., & Franks, P. C. (2024). AI in archival science: A systematic review. San José State University & The University of British Columbia. Retrieved from: https://arxiv.org/abs/2410.09086
Sumarsono, S., & Wibowo, M. P. (2025). Artificial intelligence in recordkeeping: A systematic review of machine learning applications for automated records classification. Khizanah Al-Hikmah: Jurnal Ilmu Perpustakaan, Informasi, dan Kearsipan, 13(1). https://doi.org/10.24252/v13i1a12
Susana, M. (2025). Analisis tren dan arah digitalisasi kearsipan di Indonesia menuju tata kelola arsip modern terintegrasi. Jurnal Sosial dan Humaniora (ARIMA), 3(1), 412–422. https://doi.org/10.62017/arima
Suku Dinas Perpustakaan dan Kearsipan Kota Administrasi Jakarta Barat. (2025, February 17). Sudis Pusip Jakbar sosialisasi pengelolaan arsip melalui e-Office dan ARJUNA. https://barat.jakarta.go.id/berita/sudis-pusip-jakbar-sosialisasi-pengelolaan-arsip-melalui-e-office-dan-arjuna
Tsabedze, V. (2024). Managing Records in the Age of Artificial Intelligence: How Prepared Are Archives and Records Management Professionals in Eswatini? Internet Reference Services Quarterly, 28(1), 77–95. https://doi.org/10.1080/10875301.2023.2284898
Vial, G. (2019). Understanding digital transformation: A review and a research agenda. The Journal of Strategic Information Systems, 28(2), 118–144. https://doi.org/10.1016/j.jsis.2019.01.003
Wang, Y., Wu, C., Li, W. & Wang, Z. (2024). A study of applications in archive management empowered by artificial intelligence. Applied Mathematics and Nonlinear Sciences, 9(1), 2024. https://doi.org/10.2478/amns-2024-1405
Wirtz, B. W., Weyerer, J. C., & Geyer, C. (2019). Artificial Intelligence and the Public Sector—Applications and Challenges. International Journal of Public Administration, 42(7), 596–615. https://doi.org/10.1080/01900692.2018.1498103
Yin, R. K. (2018). Case study research and applications: Design and methods (6th ed.). Sage Publications.
Zuiderwijk, A., Chen, Y.-C., & Salem, F. (2021). Implications of the use of artificial intelligence in public governance: A systematic literature review and a research agenda. Government Information Quarterly, 38(3), 101577. https://doi.org/10.1016/j.giq.2021.101577
Published
2026-09-16
How to Cite
Almustafa, B. I., & Asmiyanto, T. (2026). Artificial Intelligence Readiness in Public Archival Institutions: A Case Study of the Jakarta Provincial Library and Archives Office. Khizanah Al-Hikmah : Jurnal Ilmu Perpustakaan, Informasi, Dan Kearsipan, 14(3). https://doi.org/10.24252/kah.v14i3a5
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