The Role of The Court Section In Supporting The Smooth Running of Court Administration Through The Preparation of Meeting Minutes of The Bengkalis Regency DPRD

Abstract

Meeting minutes are official documents that serve as administrative evidence and a legal reference for the proceedings of the Regional House of Representatives, so their preparation requires great accuracy. At the Secretariat of the Regional House of Representatives of Bengkalis Regency, the preparation of minutes still faces obstacles, namely a limited number of human resources skilled in recording meetings, the high intensity of meetings, and limited facilities and digital documentation systems. This community engagement activity aimed to describe the role of the Session Division in supporting the smooth running of session administration through the preparation of meeting minutes, to identify the stages of their preparation, and to identify the supporting and inhibiting factors. The activity was carried out from 29 June to 24 August 2026 at the Session and Legislation Division through the author’s direct involvement in session administration, namely assisting with meeting preparation, copying and compiling minutes documents, merging the factions’ views files, drafting the minutes of a plenary meeting, and archiving documents. Data were collected through participant observation, documentation, and literature review, and were analyzed using a descriptive qualitative approach. The outputs obtained are a description of the five stages of preparing minutes, namely meeting preparation, recording of the proceedings, drafting of the minutes, verification and authorization, and archiving and distribution of documents.