Examples of berita acara for meetings, goods inspections, handovers and archive destruction

A berita acara is a written record of an event or an action, signed by the people involved, and Indonesian companies use it for many purposes. Its content depends on what is being recorded. This guide gives four short examples with placeholders and advice on choosing the one that fits your situation. The four are a meeting, a goods inspection, a handover and an archive destruction.

There is no single mandatory format for these documents in a company. The examples below are common outlines, so adjust the title, the sections and the level of detail to your needs and internal policy. This guide does not cover records used in government procurement.

Parts almost every record has

Whatever the type, the document usually has the same parts. The examples below change only what sits in the middle.

• Title and number, so the document is easy to cite and find.
• Day, date and place of the event being recorded.
• Parties, with the name, position and company of everyone involved.
• Subject matter, which is the core of the record, such as meeting decisions or a list of goods.
• Closing statement, saying the record was made truthfully and how many copies exist.
• Signatures, with printed names and positions.

Which one fits your situation

If you are recording a meeting, use meeting minutes. If goods have arrived and must be matched against the order, use a goods inspection record. If work or goods pass from one party to another, use a handover record. If archives are about to be destroyed, use an archive destruction record. Sometimes one event needs two types, for example goods that are inspected and then handed over to the unit that will use them.

Example 1: meeting record

A meeting record notes what was decided and who is responsible, and not the whole discussion. It suits meetings whose decisions several parties need to hold on to, such as a meeting with a partner or a project kick-off.

MEETING RECORD: [MEETING TOPIC]
Number: [number]

Day/date : [day, date]
Time     : [start time] - [end time]
Place    : [location or meeting link]
Chair    : [name, position]
Attendees: [names, positions, companies]

Agenda   : [item 1; item 2]

Decisions:
1. [decision 1] - owner [name], deadline [date]
2. [decision 2] - owner [name], deadline [date]

Other notes: [open points or follow-up meeting needed]

These minutes are made truthfully.

[chair name]                        [note taker name]
[position]                          [position]

Example 2: goods inspection record

This document is made when goods arrive or are inspected, and it compares what was ordered with what was actually received.

GOODS INSPECTION RECORD
Number: [number]

On [day, date], at [warehouse or office location], goods delivered by
[supplier name] were inspected against [PO number] and
[delivery note number].

Inspectors : [name, position], [name, position]
Supplier representative : [name, position]

| No | Item   | Ordered | Received | Condition | Remarks |
|----|--------|---------|----------|-----------|---------|
| 1  | [item] | [qty]   | [qty]    | [good / damaged / short] | [note] |
| 2  | [item] | [qty]   | [qty]    | [condition] | [note] |

Conclusion: [fully accepted / partly accepted / rejected],
follow-up [replacement / return / other] by [date].

[inspector name]       [supplier representative name]
[position]             [position]

Example 3: handover record

A handover record (BAST) notes that work, goods or documents have passed from one party to another. A short outline is below, and the full version with an explanation of each part is in the guide to handover minutes.

HANDOVER RECORD FOR [OBJECT]
Number: [number]

Day/date/place : [day, date, location]
FIRST PARTY (handing over) : [name, position, company]
SECOND PARTY (receiving)   : [name, position, company]
Basis          : [contract / work order / PO number and date]

Object handed over : [description, quantity, specification]
Condition          : [good and complete / shortfalls and fix-by date]

[FIRST PARTY signature]             [SECOND PARTY signature]

Example 4: archive destruction record

This record notes which archives were destroyed, on what basis and by whom. The guide to how long to keep company documents explains that each destruction is recorded in such a document and that destruction is held back while a dispute or an inspection is under way. For archives that were converted to digital form first, the safe order of steps is in the guide to digitising company archives.

ARCHIVE DESTRUCTION RECORD
Number: [number]

On [day, date], at [location], archives belonging to
[company / unit] were destroyed under [management decision / retention
schedule, number and date].

| No | Type of archive | Period | Quantity | Storage location |
|----|-----------------|--------|----------|------------------|
| 1  | [type]          | [year] | [boxes]  | [location]       |

Method      : [shredded / burned / permanently deleted / other]
Carried out by : [name, position]
Witness     : [name, position]

Confirmed that no dispute or inspection is still open
for these archives: [yes / no].

[executor name]                     [witness name]
[position]                          [position]

List the destroyed archives in the document or attach the list, because it is the only record of what no longer exists.

Tips for writing the record

A good record can be understood by someone who was not there when the event happened. A few habits help.

• Write facts that can be checked, such as quantities, document numbers and dates, and avoid words open to different readings like "roughly" or "most of".
• Use one record per event. Combining several events in one document makes it harder to search and to correct.
• Name the underlying document with its number and date, so a reader can trace where it came from.
• If something is unfinished or not agreed, write that down with the person responsible and the deadline.
• Read the draft out or share it with every party before signing, because a correction after signing is more work than one before.

Signing, numbering and filing

Treat the record as an internal document and a record for the parties involved, so write it with care and have authorised people sign it. Number it in your company series with its own type code, as shown in the guide to company letter numbering formats. File the signed copy together with its underlying document and not in a general folder. That document might be the contract, the PO, the meeting agenda or the retention schedule.

Common mistakes

• The title and the content disagree, for example a meeting record that is really a handover.
• The date, the place or the number of the underlying document is missing.
• The list of goods or archives is not attached, so the scope is unclear.
• The condition or finding is vague, such as "some items are damaged".
• It is signed by someone who was absent or not authorised.
• There is no number series, so the record is hard to find when needed.

How Obscura helps

Templates in Obscura keep recurring documents such as contracts, decision letters, proposals and minutes in one shared library. You can build one template per type of record. Each template produces a form for its fields, and you check the result before the document is created. The destination folder, classification and document type are set on the template, so every new record lands in the same place.

For archive destruction, retention rules and legal holds in Obscura support your records policy, while the final decision stays with the authorised people. The template details are on the Templates page, and numbering and approvals are described under Correspondence and Document control.