Design of a Web-Based Letter Archiving Information System (Case Study: Batam Center for Health Quarantine)

Abstract

The rapid development of technology demands that every organization have an information system that supports the management and execution of activities, including in the field of archiving. The Batam Center for Health Quarantine (BBKK) still uses a manual letter archiving system, which has the potential to hinder efficiency, reduce accuracy, and slow down the process of searching and managing archives. This manual process can cause difficulties in finding necessary documents, increase the risk of data loss, and hinder employee work effectiveness. Additionally, the manual system also makes it difficult to monitor letter status, categorize documents, and share information between work units in real-time and efficiently. This study aims to design and develop a web-based Letter Archiving Information System as a solution to the existing problems. By applying the Waterfall method in software development and using Unified Modeling Language (UML) modeling, this system is expected to improve accessibility, efficiency, and accuracy in the archiving process. Moreover, the system will be equipped with quick search features, letter status notifications, and role-based access control as predefined. The proposed system will facilitate the storage, retrieval, and maintenance of letter archives at BBKK Batam, thereby supporting the smooth administration and operational processes of the organization. With this system, it is expected that archive management will become more modern, structured, and integrated with the overall organizational needs.