Information and Documentation Management Guidelines


1.1 Background

PT Jakarta Industrial Estate Pulogadung (PT JIEP) in running its business will produce data, in the form of recorded information. In every business process implementation, PT JIEP has a commitment to protect the rights of each stakeholder in managing information, especially the company’s performance data which is evidence of the company’s performance accountability. Performance data is recorded information as material for national responsibility and the nation’s collective memory.

Therefore, a guideline that regulates information management at PT JIEP is needed, including the process of requesting public information to requesting confidential information. With the existence of an information management guideline, it can realize an effective, efficient and safe information control system that is able to minimize negative information and news from PT Jakarta Industrial Estate Pulogadung.

1.2 Purposes and Objectives

This information management guide was created to be implemented in managing archives at PT Jakarta Industrial Estate Pulogadung with the aim of:

To simplify information classification

To clarify each public information that must be announced every time

To provide uniformity and consistency of management procedure

To establish efficiency, effectiveness, and information security at PT JIEP

To mitigate errors in performing information management activities

1.3 Legal Basis

This information management guideline is based on the following regulations:

Law Number 14 of 2008 concerning Transparency of Public Information

Law Number 25 of 2009 concerning Public Services

Law Number 43 of 2009 concerning Records and Archives Documentation

Law Number 10 of 1998 concerning Banking

Law Number 39 of 1999 concerning Human Rights

Law Number 36 of 1999 concerning Telecommunications

Law Number 23 of 2006 concerning Population Administration

Law Number 36 of 2009 concerning Health

Law Number 11 of 2008 concerning Electronic Information and Transactions

Presidential Decree Number 67 of 2011 concerning Application of National Identity Card Based on National Population Identification Number

Decree of Bank Indonesia Number 7 of 2005 concerning transparency in bank product information and the use of customer personal data

The Regulation of the Minister of Communication and Informatics Number 20 of 2016 concerning Protection of Personal Data in Electronic System

Government Regulation Number 82 of 2021 concerning Electronic System and Transaction Operation

Decree of Board of Directors Number 80 of 2010 concerning Form Management


2.1 Definition of Company Information

Company information is data in the form of oral or written, notes, letters, minutes of meeting, figures, official documents or official publication issued by company through electronic or non-electronic media. These data are used to describe all events or activities that occur within the company.

2.2 Classification of Company Information

Company information are classified into three types, namely:

2.2.1 Public/Ordinary Information Definition of Public Information

Public Information is information generated, stored, managed, sent, and/or received by a public agency related to the organizers and administration of the state and/or the organizers and administration of other public bodies in accordance with this Law as well as other information related to public interest. Public Information is divided into 2 types, namely:

1. Open information

Such information usually includes requests for public information by applicants for public information, with the requirement that public institutions must make written considerations of any policies taken to fulfill the rights of each applicant for public information.

2. Excluded Information

The information contains personal secrets in the form of history, condition of family members, physical & psychological health, financial condition, assets, income, then also includes the results of evaluation of intellectual capabilities, recommendations and notes concerning the activities of formal education units and normal education units. Such information will be non-exempt if the party whose secret is disclosed gives written consent and/or disclosure in relation to a person’s position in public positions. Definition of Public Institution

Public Institution is an executive, legislative, judicial and other institutions whose main functions and duties are related to the administration of the state, whose funds are partly or wholly sourced from the State Revenue and Expenditure Budget and/or Regional Revenue and Expenditure Budget, or non-governmental organizations as long as part of the or all of the funds are sourced from the State Revenue and Expenditure Budget and/or Regional Revenue and Expenditure Budget, public donations, and/or overseas. Definition of Public Information User

Public Information Users are people who use public information as regulated in Law Number 14 of 2008. Definition of Public Information Applicant

Public Information Applicant is an Indonesian citizen and/or legal entity that submits a request for public information as stipulated in Law Number 14 of 2018.

2.2.2 Restricted Information

Restricted information is information whose disclosure is limited and on condition that it is only used for internal purposes and other parties deemed necessary. Companies are required to arrange a limited document distribution mechanism. Such documents and information are only provided to parties with a direct interest in limited information. The following are the types of information that fall into limited information:

1. Information containing material that may only be used internally and information reported regularly to other parties is not intended for the public

2. Information originating from parties outside the company is specifically and limitedly used for the company’s internal interests

3. Restricted Information include Decree of Board of Directors, Memo, Official Memo, Financial Statement, Management Reports, and other information that are regularly exchanged with company’s externals.

2.2.3 Confidential Information

Confidential information is information that because of its nature cannot be disclosed to parties within the company’s internal environment or the public who do not have the authority and interest in the information. Disclosure of such information will harm the company, stakeholders, shareholders and violate the provisions of the law.

Because it is necessary to maintain the confidentiality of such information, the company is required to give a “CONFIDENTIAL” sign if there is crucial information in it, so that the company can easily recognize it as confidential information for the purpose of maintaining confidential information.

The following are information that falls into the category of confidential information, namely:

Information that when published will pose a risk of loss both financially and non-financially

Information which, if published, will cause harm to external parties of the company that is carrying out contractual commitments

Information that causes disruption to the company’s operations

Information that has the potential to cause disturbances to security, order, seamlessness and harmony in the work environment

Information regarding trade secrets, corporate strategy, future strategic policies, and other information that influences decision making for competitors

Information on sensitive individuals in the company

Other information which according to the laws and regulations must be kept confidential


3.1 Principles of Public Information

Every Public Information is open and can be accessed by every user of Public Information

Excluded Public Information is strict and limited

Public Information must be obtained by every applicant for public information quickly and on time, at low cost, and in an effortless way

The exempted public information is confidential in accordance with the law, propriety, and the public interest which are based on an examination of the consequences that arise if an information is provided to the public and after careful consideration that closing Public Information can protect a greater interest than opening it or vice versa.

3.2 Rights of Public Information Applicant

Everyone has the right to obtain Public Information in accordance with the provisions of the Law

Everyone has the right:

View and find out Public Information

Attending public meetings which are open to the public to obtain Public Information

Obtain a copy of public information through an application in accordance with the Law

Disseminate Public Information in accordance with the laws and regulations

3.3 Rights of Public Institution

Public Institutions have the right to refuse to provide excluded information in accordance with the provisions of the Law

Public Institutions have the right to refuse to provide Public Information if it is not in accordance with the provisions of the Law