MEDAN — The Directorate of Governance, Legal Affairs, and Archives of Universitas Sumatera Utara (USU) conducted a Socialization Session on the Integrated Electronic Office System (SEPTIA) and Official Document Administration at the Faculty of Agriculture, USU, on Wednesday, November 4, 2026, at the 2nd Floor Meeting Room of the Main Building of the Faculty of Agriculture, USU. This activity was part of a series of roadshows to all faculties within USU as an effort to improve administrative understanding and orderliness in correspondence and archival management.

The activity featured the USU Directorate of Governance, Legal Affairs, and Archives team as speakers, namely Agung Firmansyah, who presented the material “Official Document Administration of Universitas Sumatera Utara,” and Dewintha Taria Vasanti, who presented the material “Incoming and Outgoing Correspondence Management in the Integrated Electronic Office System (SEPTIA).”

In his opening remarks, Prof. Luthfi Aziz Mahmud Siregar, SP., M.Sc., Ph.D., as Vice Dean for Administration, Finance, Human Resources, and Assets of the Faculty of Agriculture, USU, stated that the implementation of SEPTIA facilitates the acceleration of administrative work, particularly in the process of sending and receiving correspondence. However, this convenience needs to be balanced with orderly correspondence management, especially in distributing letters to university leaders, managers, and relevant parties according to their nature and level of confidentiality.

Prof. Luthfi Aziz Mahmud Siregar, SP., M.Sc., Ph.D., as Vice Dean for Administration, Finance, Human Resources, and Assets of the Faculty of Agriculture, USU, delivered opening remarks and guidance during the SEPTIA and Official Document Administration Socialization Session at the Faculty of Agriculture, USU.

“Regarding work completion and implementation, the use of the SEPTIA application is indeed faster. However, incoming correspondence also needs to be distributed appropriately. Those responsible for distribution must understand the specifications and nature of the correspondence, whether it is confidential or not, so that information can be received by the relevant parties,” stated Prof. Luthfi.

He also emphasized that official document administration and archival management are not only related to technical administrative aspects but must also consider ethics in their implementation. In addition, correspondence distribution needs to take relevant parties into account so that official information can be delivered effectively.

Ir. Erwin, S.T., M.T., as Secretary of the USU Directorate of Governance, Legal Affairs, and Archives, delivered guidance on the implementation of SEPTIA and the regulations on Official Document Administration during the socialization session at the Faculty of Agriculture, USU.

Meanwhile, Ir. Erwin, S.T., M.T., as Secretary of the Directorate of Governance, Legal Affairs, and Archives, USU, explained that official document administration has regulations that must be understood when preparing various official university documents, ranging from regulations, rector's decrees, correspondence, to agreements.

“Here, we will explain what is and is not permitted in official document administration. All official documents, including regulations, rector's decrees, correspondence, and agreements, have rules that must be understood and implemented,” explained Erwin.

He also highlighted the advantages of SEPTIA as an integrated electronic correspondence system. According to him, this system can accelerate the approval and delivery of correspondence compared to the previous mechanism, which could take up to one week due to the unavailability of university leaders or approval processes.

“Now, the advantage of SEPTIA is its speed. We can receive a response to a letter within one day, and there is no longer an issue of university leaders being unavailable. Therefore, operators are expected to input correspondence immediately so that the process can proceed more quickly,” he added.

Agung Firmansyah presented material on Official Document Administration of Universitas Sumatera Utara (USU), including the regulations for preparing official documents, during the socialization session at the Faculty of Agriculture, USU.

Furthermore, Agung Firmansyah presented material on Official Document Administration of Universitas Sumatera Utara, while Dewintha Taria Vasanti explained the mechanisms for managing incoming and outgoing correspondence through SEPTIA. Both presentations provided an understanding of official document preparation standards as well as procedures for using the electronic correspondence system to support smooth administrative operations.

Dewintha Taria Vasanti presented material on the mechanisms for managing incoming and outgoing correspondence through the Integrated Electronic Office System (SEPTIA) during the socialization session at the Faculty of Agriculture, USU.

The activity took place interactively through discussion and question-and-answer sessions. Participants raised various questions to the speakers regarding SEPTIA implementation, correspondence distribution mechanisms, and regulations for preparing and managing official documents in daily administrative duties. The discussion provided participants with an opportunity to clarify various technical challenges while gaining an understanding of the implementation of applicable administrative regulations.

The socialization session was attended by the heads and secretaries of undergraduate, master's, and doctoral study programs, the Head of the Faculty Administration Office, field managers, faculty SEPTIA operators, and administrative education staff from the study programs.

The implementation of this activity aligns with Sustainable Development Goal (SDG) 16: Peace, Justice, and Strong Institutions, particularly in promoting effective, transparent, and accountable institutional governance. In addition, the optimization of SEPTIA as an electronic correspondence system also supports SDG 9: Industry, Innovation, and Infrastructure through the utilization of digital technology in administrative processes.

Participants of the USU SEPTIA and Official Document Administration Socialization Session attended presentations and discussions with the USU Directorate of Governance, Legal Affairs, and Archives team in the Meeting Room of the Main Building of the Faculty of Agriculture, USU.

Through this series of roadshows, the USU Directorate of Governance, Legal Affairs, and Archives encourages greater understanding and uniform implementation of official document administration and SEPTIA usage across all faculties. This effort is expected to establish increasingly orderly, fast, and effective correspondence and archival management in accordance with university regulations.