Srikandi for official letters: who must use it, and how it differs from letter services for village residents

By Mohammad Hilmi Bisri, S.Kom.. Published 24 October 2026.

SRIKANDI (Sistem Informasi Kearsipan Dinamis Terintegrasi, the Integrated Dynamic Archives Information System) is a government app for creating, sending, receiving, and storing official documents (naskah dinas) electronically. Official documents in this sense are letters or other documents that an authorised official in a government agency produces for official communication. Central government agencies and regional governments must use it.

For village governments, as of 24 October 2026 we did not find any national rule, or any rule of Jombang Regency, that requires villages to use SRIKANDI. The official SRIKANDI sources we read also do not deal with the certificates (surat keterangan) and cover letters (surat pengantar) that villages issue to residents.

Legal basis and managing bodies

• Presidential Regulation (Peraturan Presiden) No. 95 of 2018 on Electronic-Based Government Systems (external site) (Sistem Pemerintahan Berbasis Elektronik, SPBE). The peraturan.go.id database lists it as still in force.
• Decree of the Minister of State Apparatus Empowerment and Bureaucratic Reform (Keputusan Menteri PANRB, Kepmen PANRB) No. 679 of 2020 on General Applications for Dynamic Archives designates SRIKANDI as a general application (First Dictum, the first operative clause of the decree) that applies nationally (Second Dictum). A general application (aplikasi umum) is a single, standard application that central government agencies and regional governments share.
• National Archives of the Republic of Indonesia Regulation (Peraturan ANRI) No. 4 of 2021 on Guidelines for Implementing the Integrated Dynamic Archives Information System (external site), promulgated on 1 July 2021. We did not find any regulation that revokes it.

Dynamic archives (arsip dinamis) are records that an office still uses directly in its work. The Third Dictum of Kepmen PANRB 679/2020 divides responsibility for overseeing SRIKANDI: the institution responsible for archives handles work processes and data, the ministry responsible for communication and informatics handles the technology, and the institution responsible for cyber security handles security. According to the National SRIKANDI Helpdesk, ANRI (Arsip Nasional Republik Indonesia, the National Archives) develops and manages SRIKANDI version 3, and the app is hosted in the National Data Centre (Pusat Data Nasional). Agencies do not need to provide their own servers (Attachment to ANRI Regulation 4/2021, Chapter III, letter B, point 6).

Who must use SRIKANDI

State institutions and regional governments that do not use SRIKANDI receive a special note in the national archives assessment (Attachment to ANRI Regulation 4/2021, Chapter III, letter B, point 5, letter e).

What about village governments

Kepmen PANRB 679/2020 defines regional government as the regional head. ANRI Regulation 4/2021 defines it as the governor, the regent or mayor, and the regional government offices. Neither rule mentions village governments, and we did not find any regent's regulation or circular from Jombang Regency that asks villages to use SRIKANDI. The official website of the Jombang Regency Government contains the following information:

• Jombang has used SRIKANDI in all its regional government offices since 2022. On 17 October 2023, Jombang received an award as the second-best regency government in the country in using SRIKANDI.
• In the same news item, the Acting Regent (Pj. Bupati) of Jombang expressed the hope that electronic signatures would later also be used in districts (kecamatan), technical implementation units (UPT), schools, and villages and urban wards (desa/kelurahan). The Acting Regent did not mention any obligation for villages to use SRIKANDI.
• On 22 May 2025, the Jombang Regency Library and Archives Office (Dinas Perpustakaan dan Kearsipan) noted that there was not yet a Regent's Regulation (Peraturan Bupati) on the archives information system.

Before you decide, ask the office responsible for archives in your regency or city (in Jombang, the Library and Archives Office) whether villages will be asked to use SRIKANDI and how their accounts will be created.

What SRIKANDI is used for

The attachment to Kepmen PANRB 679/2020 lists the work processes that this app must support:

• Outgoing official documents: drafting, correcting, signing, recording (registration), sending, and tracking follow-up.
• Incoming official documents: recording, forwarding to the official or unit concerned, and tracking follow-up.
• Records: filing active records, arranging inactive records, and disposing of records according to the records retention schedule (jadwal retensi arsip, a list of how long each type of record is kept).
• Information services: drawing up the list of public information and handling requests to use records.

The National SRIKANDI Helpdesk describes several other features:

• Superiors send dispositions (disposisi), meaning their instructions on an incoming letter, to their staff, following the structure of positions that the agency administrator sets up.
• The letter number is taken automatically at the signing stage, by the first signatory or by the administrative office (tata usaha).
• Documents can be signed with a certified electronic signature or by hand. For certified signatures, the agency contacts BSrE (Balai Besar Sertifikasi Elektronik, the Electronic Certification Centre), a technical implementation unit of the National Cyber and Crypto Agency (Badan Siber dan Sandi Negara, BSSN). The difference is explained in the article certified and uncertified electronic signatures.
• The user roles are national administrator (ANRI), agency administrator, archives unit, administrative office or secretary, and user. Each agency decides for itself whether staff who are not civil servants (non-ASN) may use an account.

All of these roles are for agency staff. In the Helpdesk FAQ and the attachment to Kepmen PANRB 679/2020, we did not find a feature for producing certificates or cover letters for residents from village population data.

First steps in using SRIKANDI

For central government agencies and regional governments, ANRI's official sources give the steps below. For village governments, we did not find an official registration procedure.

1. Prepare the files of the archives instruments: the rules for official correspondence (tata naskah dinas), the records classification, the records retention schedule, and the security and access classification system for dynamic archives (rules on who may open which records).
2. Appoint a civil servant (ASN) as the agency administrator.
3. Send a letter requesting an account to the Head of ANRI, with the administrator's name and contact details. The Helpdesk says the letter is signed by the head of the agency or the regional head. ANRI Regulation 4/2021 says the signatory must be at least the secretary of the institution or the regional secretary (sekretaris daerah). A sample letter is available at the National SRIKANDI Helpdesk (external site).
4. Once the request has been received, ANRI provides an account for technical training (bimbingan teknis). An implementation account (for actual use) can be given to agencies that already have rules on the four instruments in step 1 (Attachment to ANRI Regulation 4/2021, Chapter III, letter B, point 6).
5. Prepare a computer or laptop and an internet connection. A scanner at the desk that receives letters is optional. For training, submit a ticket on the National SRIKANDI Helpdesk together with the schedule of the activity.
6. The agency administrator creates user accounts and sets up the work units, positions, and access rights.

Why villages still need a letter service app for residents

At a village office, many letters are made at the request of residents, for example a certificate of domicile (surat keterangan domisili), a business certificate (surat keterangan usaha), or a cover letter (surat pengantar). For letters like these, the village needs:

• population data (name, NIK or national identity number, address, and other details printed on the letter) that is entered once and reused, so village officials do not have to type it again for every letter;
• letter numbers that are recorded automatically and in sequence for each type of letter;
• a copy of every certificate, stored so that it can be found by the resident's name or by date.

A village can use both kinds of app side by side. Official letters from the village to the district (kecamatan) or regency follow the method that the regency or city government asks for, while letters for residents are made in the village's service app. Well-organised letter records also help the village draw up its Daftar Informasi Publik (Public Information List), as discussed in the article the Village PPID under Permendagri 2/2026.

If your village needs a letter service app that follows its own letter formats, HanzCodes services for village governments are on the solutions for villages page.

This article is a summary, not legal advice. For specific decisions, refer to the text of the regulations and consult the competent official or unit, for example the regency or city archives office or the National SRIKANDI Helpdesk at ANRI.