Information openness has become unavoidable in today’s digital era. However, behind the spirit of transparency, the management of public information faces increasingly complex new challenges. This issue was the main focus of the Technical Guidance activity on the Strategic Role of Information and Documentation Management Officers (PPID) in Promoting Accountability and Public Participation, held on Thursday, 3 July 2025, at the UGM Central Administrative Office.
The event featured the keynote speaker Dr. Ir. Donny Yoesgiantoro, M.M., M.P.A., Chair Commissioner of the Central Information Commission of the Republic of Indonesia (KIP RI). The activity was attended by PPID officers from all faculties at Universitas Gadjah Mada, who came to strengthen their capacity in managing information requests and to deepen their understanding of the latest regulations.
In his presentation, Donny highlighted various challenges currently faced by PPID, ranging from disruptions caused by information technology, the increasingly complex public demands for data, to the dynamics of regulatory changes such as the Public Information Disclosure Act (UU KIP), Electronic Information and Transactions Act (UU ITE), Personal Data Protection Act, and others. “We must wisely differentiate between public and private information. Not all information can be freely given, especially if it is exploited for personal interests,” he emphasized.
Donny also reminded the importance of caution when providing information. One example raised during the discussion was requests for access to certain documents. He explained that such documents can, in principle, be accessed by the public, but institutions still have the right to establish internal regulations—for example, requiring registration processes, restricting direct access, or prohibiting photography.
Another issue discussed concerned the procedures for requesting data from public service institutions, such as hospitals. Although open for access, information requests must be made formally and in writing, and follow a tiered approval mechanism to ensure protection of exempted data.
Furthermore, it was explained that open public information is classified into several categories. For example, information that must be announced periodically includes annual financial reports, accreditation results of study programs, and faculty organizational structure. Meanwhile, information that is available at all times includes lecturer lists, course syllabi, and academic procedure information such as graduation registration and leave application mechanisms.
The event was also attended by Prof. Dr.rer.soc. R. Agus Sartono, M.B.A. He stated that we currently live in an era where transparency is a core value in public communication. Every statement made, especially by institutional leaders, must be carefully considered to avoid misunderstandings. Therefore, Universitas Gadjah Mada needs to promptly establish regulations on public information management as a shared guideline.
On the other hand, not every leader is always ready when facing the media. For this reason, information managers in faculties play an important role in preparing the right narratives and supporting leaders in delivering accurate information. Preparing complete and structured
Author: Fajar Budi Harsakti Photographer: Donnie Trisfian
