DESIGN OF A WEB-BASED MANAGEMENT INFORMATION SYSTEM FOR CORRESPONDENCE ARCHIVING WITH A REAL-TIME MONITORING DASHBOARD AT THE SEPANTAI RENAH VILLAGE OFFICE, MERANGIN REGENCY

Abstract

Correspondence management at the Sepantai Renah Village Office, Merangin Regency, was previously conducted manually using logbooks and physical document storage. This practice posed challenges in recording correspondence, retrieving archives, routing correspondence, monitoring correspondence activities, and preparing reports. This study aimed to analyze existing archiving procedures and to design and implement a web-based correspondence archive management information system equipped with a Real-Time Monitoring Dashboard. Data were collected through observation, interviews, documentation, and a literature review. The system was developed using the Waterfall model, comprising requirements analysis, design, implementation, testing, and maintenance. The system was built using PHP, MySQL, and XAMPP. The resulting system supports the management of incoming and outgoing correspondence, archives, correspondence routing, searching, monitoring, and reporting. It also provides role-based access for the Administrator, Village Secretary, and Village Head. Black-box testing of the main functions showed that all documented test scenarios passed, with the tested functions performing as expected. This implementation transformed correspondence administration from manual recording and physical document storage into integrated web-based management, making correspondence information easier to manage, retrieve, monitor, and report.