PEMBERDAYAAN PENGELOLA KOPERASI MELALUI DIGITALISASI ADMINISTRASI DAN SISTEM E-ARSIP PADA KOPERASI KARYAWAN UNITOMO

Abstract

This community service activity aimed to improve the quality of administrative management, work efficiency, document security, and accountability at the Employee Cooperative of Universitas Dr. Soetomo, also known as Kopkar Unitomo. The partner’s problems included conventional archive management, the absence of standard operating procedures for archiving, inconsistent document naming and storage, dependence on particular individuals, limited digital competencies, and slow access to administrative and financial information. The activity employed a participatory training and mentoring approach through lectures, discussions, demonstrations, hands-on practice, and evaluation. The training materials covered the development of archiving SOPs, the establishment of standard folder structures and file-naming conventions, the creation of an archive index, cloud-storage management, the use of Optical Character Recognition (OCR) technology, and the implementation of a digital e-archive system. The activity was conducted from April to June 2026 at the office of the Employee Cooperative of Universitas Dr. Soetomo, Surabaya, involving cooperative administrators, employees, and supervisors. The results indicated increased partner understanding and skills in managing documents digitally, the preparation of draft SOPs and a standard folder structure, and the establishment of a more organized archiving system that could be accessed by administrators according to their respective authorities. The implementation of a digital e-archive system is expected to reduce dependence on physical archives, accelerate document retrieval, support transparency and accountability, and strengthen cooperative governance sustainably. This activity also highlights the importance of continuous mentoring to ensure that the e-archive system is consistently implemented in the cooperative’s administrative activities.

Keywords: community service; digital e-archive; cooperative administration; accountability; archive digitalization; Employee Cooperative of Unitomo.