Archives Management and Bureaucracy Development The need for information management was crucial to the colonial government in order to understand the society. The government realized this need by arranging the collected information into an original archival system. Archives management in this period used a system known as the verbaalstelsel, or chronologically ordered archives, related to one decision and arranged not based on subject but rather the date of the decisions.16 The verbaal series consists of a decision on a particular date and number in a two-fold paper inserted with approved draft of outgoing letters and incoming letters compiled together occasionally with other relevant documents such as internal note, reports, or advice from other instituti ons. This system was practised in The Netherlands since the beginning of the nineteenth century and formalized by Royal Decree 4 September 1823 Nr. 7. The process of archives management in the General Secretariat started with the receiving of incoming letters and registration into an agenda. Some letters which needed to be consulted by the Indies Council were brought into the meeting of the High Government. Others were then distributed to the related division. The process resulted into various series of documents described below. The Besluit was a decision made by the Governor General alone which became the most voluminous series and the most frequently requested type of document since it contains information ranging from policy, reaction, or regulation on various fields. It is also called besluiten Gouvernenur Generaal buiten Rade (decision made without consultation with the Indies Council). The decisions were divided into non-secret (openbaar) and secret (geheim). This series has a register of the copied decisions titled register der handelingen en besluiten van den Gouverneur General van Nederlandsch Indië. It was mentioned in Regeringsreglement 1819 and Instructions for Indies Government in 1829 (Royal Decree 16 May 1829 Nr. 7) that copies of interesting or important subjects discussed in meetings were to be sent every three months to the Minister of Colonies along with registers of decisions and related attachments so that the central colonial government could understand the considerations behind decisions which were being made by the Indies government or the Governor General alone.17 The Resolutie was the decision made by the Hoge Regering, which consisted of the Governor General and Indies Council. It is also known as besluiten Gouvernenur Generaal in Rade (decision made by the Governor General with the Council). The decisions were also divided into non-secret and secret. This series also has registers as in the besluiten series, titled register der handelingen en resolutien der Gouverneur Generaal Nederlandsch Indië. In the process of becoming a decision (whether it was besluit or resolutie) there was a document called kommissoriaal which was a form sent to ask advice from the Indies Council. This form was completed with the incoming letter and other related documents, e.g. previous decisions made concerning the case. The Council then wrote the advice in that form and returned it to the General Secretariat. There is also series Kabinetsmissive, letters which were handled by the Governor General personally. This series mostly consist of concepts of letter from the COLONIAL LEGACY IN SOUTH EAST ASIA - THE DUTCH ARCHIVES 16 Hugenholtz, 'An East Indian Serial: Mailrapporten', 73. 17 Geschiedkundige Nota, 16. 18 Niel, Java's Northeast Coast 1740-1840334. 118

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Jaarboeken Stichting Archiefpublicaties | 2012 | | pagina 120