The Library and Archives of Universitas Gadjah Mada (UGM) have implemented a gate access system as a mechanism for managing visitor entry and exit. This policy is part of an effort to address two main objectives: enhancing security for library and archives users and monitoring visitor data as a basis for evaluating and developing service facilities. Through this system, visitor entry and exit activities are automatically recorded via an integrated information system.
Head of the UGM Library and Archives, Arif Surachman, SIP, MBA, stated that the use of technology is a crucial step in modern library management. “Gate access allows us to maintain the security of service areas while also obtaining accurate visitor data to support continuous improvement in service quality,” he said.
To support the implementation of the system, the UGM Library and Archives organized a training session for managers and related teams on Wednesday, 17 December 2025. During the session, Wahyu Tri Widodo of Aino Indonesia, as the gate access system provider partner, explained the operational mechanism of the gate access system, which is integrated with the SIMASTER VNEXT application as well as a dedicated website for public visitors that is currently under development. Through this integration, the system can accommodate access for both members of the academic community and non-UGM visitors in a more orderly and well-documented manner.
According to Wahyu, this system integration enables real-time recording of visitor activities. “The data collected will help managers understand visitation patterns and the level of utilization of library and archives services, allowing facility development to be carried out in a more targeted and effective way,” he explained.
The gate access system is scheduled to undergo an operational trial period from December 15 to 31, 2025, as the initial stage prior to full implementation. During this period, managers will conduct technical monitoring and evaluate system usage by visitors to ensure that all mechanisms function in accordance with established procedures. The trial results will serve as the basis for refining the service before the gate access system is officially implemented on January 2, 2026, enabling optimal and orderly operation while supporting user comfort and security.
The implementation of the gate access system aligns with the commitment of the UGM Library and Archives to support the Sustainable Development Goals (SDGs), particularly SDG 4 on Quality Education through safe and inclusive information services, SDG 9 on Industry, Innovation, and Infrastructure through the strengthening of digital infrastructure on campus, and SDG 16 on Peace, Justice, and Strong Institutions through transparent and accountable data management.
Looking ahead, beyond enhancing the physical security of library spaces, the gate access system is also expected to serve as a foundation for the development of data- and technology-based services. “Digital transformation has become part of everyday life. Through this system, we want to ensure that the library and archives remain closely aligned with users’ needs, easy to access, and continue to provide tangible benefits for the academic community,” Arif concluded.
This step marks another significant phase in the UGM Library and Archives’ journey to build a modern, sustainable information service ecosystem that is oriented toward user needs in the digital era.
Contributor: Wasilatul Baroroh