Outgoing Letters Research Articles

Archives Effectiveness in Improving Administrative Services

Archiving is very important in an organization, office, or government; archives provide information and a vehicle for documentation. Every employee in an organization, office, or government is required to work effectively and efficiently in supporting organizational goals; so that employees can work effectively, the quality and quantity must be to the organization's needs. This study uses a quantitative research approach. Furthermore, the data that is explored includes primary and secondary data. Data collection techniques through observation, interviews, and documentation. Data has been collected through questionnaires and processed manually with a card system. Based on the results of this processing, the data is tabulated into a frequency table to determine the level of the analyzed variables. The results showed that the effectiveness of archives in improving administrative services in Bulu-Bulu Village, Tonra District, Bone Regency, namely the procedure for creating archives in managing letters was good but had not used a letter sorting tool to sort letters, both incoming and outgoing letters, which made it easier for management to be faster and easier effective. In addition, the Bulu-Bulu Village Office still uses manual archive management but does not use electronics.

DEVELOPMENT OF THE ADMINISTRATION OF THE SUKAHAJI MANDIRI COMMUNITY OF SUKAHAJI FOOD GROUP GROUPS IN SUPPORTING ORDERLY ADMINISTRATION

This service is carried out at the Sukahaji Mandiri Community Food Barn (LPM). This service is one of the efforts for orderly administration in farmer groups with the aim of farmer groups understanding the benefits of administration, various types of administration and the steps for making group administration. This service activity was carried out on Thursday, January 27, 2022. Most of the income of the people of Sukahaji Village, Majalengka Regency, was obtained from rice farming. The role of farmer groups has an important role in improving the welfare of farmers, especially related to income. This is inseparable from the efforts made by the group in protecting its members. The success of a farmer group is reflected in the ability of administrative management. So this certainly plays an important role in the sustainability of farmer groups further in increasing group productivity. The services that have been carried out provide understanding and ability to manage administration, including the creation of member books, group activity books, guest books, meeting minutes, agenda books for incoming and outgoing letters, management books and financial administration. Keywords: Administration; Farmers; welfare.

The Role of the Village Government as a Facilitator in Records (Dynamic Archives) Management (Case Study in Paseban Village, Kencong District, Jember Regency)

This research uses a case study with a qualitative approach. This study aimed to analyze the role of the Paseban Village Government as a facilitator in managing dynamic archives owned by the village government. As a facilitator, the village government plays a role in creating conducive conditions for the implementation of record management. This has been done even though it is not optimal. Concerning record management, it consists of 1) sorting letters, 2) opening the cover, 3) issuing letters from inside the envelope, 4) examining letters, 5) reading letters, 6) delivering letters (internally), 7) recording letters, and 8) storage of letters related to the Management of incoming mail and procedures for managing incoming letters, there is no SOP. There are four main activities: 1) drafting, 2) approval of letter concepts, 3) typing of letter concepts, and 4) letter delivery. There are also steps for managing outgoing mail, which include: 1) receiving a dictation or written concept from the leadership, 2) drafting a letter, 3) recording the outgoing registration book, 4) typing the letter in its final form, 5) asking for the leadership's signature, 6) checking the mail to be sent, and 7) distributing the mail. However, there is no SOP in the Management of outgoing letters and steps for managing outgoing letters. The criteria for the selection of archival equipment have been carried out. Borrowing archives is no precise loan circulation data because they do not have procedures and do not use archive borrowing books. In addition, there are no restrictions on borrowing archives and determining the period for borrowing archives, so the archive is vulnerable to lose. Record inventory and archive retention at the Paseban Village Office have never been carried out.

ANALISIS PENGUKURAN DAN STANDAR WAKTU KERJA PADA PELAYANAN PEMBUATAN SURAT DI KANTOR CAMAT KECAMATAN MAKARTI JAYA (STUDI KASUS KABUPATEN BANYUASIN)

This study aims to determine the standard time for making letters and to analyze the procedures for measuring the standard time of making letters at the Makati Jaya Subdistrict Head Office so as to build the effectiveness of the work of employees in the office in the end to improve services, especially in administrative activities. The implementation of the research uses liberary research and field research methods, the data used are primary and secondary data with data analysis techniques using standard time measurements. The results obtained The normal time per work element for planning the concept of outgoing letters is 0.567 minutes and the next standard time is 0.646 minutes. The normal time for letter approval is 0.561 minutes and the standard time is 0.631 minutes. The normal time of letter numbering takes 0.638 minutes and produces a standard time of 0.717 minutes. The normal time for typing letter drafts is 0.541 minutes and the standard time is 0.617 minutes. Normal time Signing a letter takes 0.597 minutes and creates a standard time of 0.671 minutes. Normal time Stamping takes 0.595 minutes and produces a standard time of 0.678 minutes. Normal time Scheduled a letter for 0.541 minutes and resulted in a standard time of 0.617 minutes. From the results of observations and various data that have been obtained, the process of making outgoing letters obtains a standard time of 4,577 minutes. Keywords: Normal Time; Standard Time; Measurement

Perancangan Sistem Informasi Pencatatan Dan Pengarsipan Surat Masuk Serta Surat Keluar Di Dekanat Fakultas Teknik Universitas Sebelas Maret Surakarta

ABSTRACT Correspondence activities are still needed and as proof of a valid document. The Faculty of Engineering, Universitas Sebelas Maret Surakarta (UNS) still uses letters to establish communication with outside parties. Good mail management will provide positive benefits for the agency. Considering the function of the letter which is quite important, it is better for the Faculty of Engineering, UNS, to ensure that the letter storage process can be carried out by following the agenda system procedure. Based on this background, the formulation of the problem to be solved in this research is "How to design an information system for incoming and outgoing letters at the Dean of the Faculty of Engineering UNS". The method used for the development of information systems is the System Development Life Cycle (SDLC) with the Waterfall model. The programming language used is PHP Native and MySQL database. The result of this research is the design of an information system for recording and filing letters that can be implemented at the Dean of the Faculty of Engineering, UNS. The design of this letter recording and archiving information system is expected to be used to manage letter data at the Dean of the Faculty of Engineering UNS properly following the agenda system procedure.

Pengelolaan Arsip dalam Menunjang Layanan Informasi pada Bagian Tata Usaha di Madrasah Aliyah Negeri

Good archive management is very important in providing information services so as not to hinder operational activities in madrasas. The purpose of this study is to explain archive management in supporting information services in the administrative section at Madrasah Aliyah Negeri 1 Gresik. The research method used is a qualitative approach with the type of descriptive research. The research site is at Madrasah Aliyah Negeri 1 Gresik. The informants of this research are administrative staff. The results obtained from the study explain that the management of archives at Madrasah Aliyah 1 Gresik which is under the administrative division has been carried out well in supporting information services at the madrasa through several stages: 1) Creating archives through incoming and outgoing letters; 2) The distribution of archives is carried out through the procedures written in the standard operating procedures for distributing letters in madrasas; 3) Archive storage is done by numbering system; 4) Use of archives through retrieval and borrowing of records; 5) Archive maintenance is carried out regularly every two months; 6) Shrinkage of archives is only carried out by transferring archives to the warehouse. However, there are obstacles in its management, namely the absence of archivists, fewer storage cupboards, and no training in archive management. While the supporters are adequate storage warehouse and administrative staff who are painstaking in managing archives.

Analysis of the Work Process of Archival Entry Letters at the Administrative Section of the General Bureau of the Regional Secretariat of North Sumatra Province

Letters are written communication media used by the sender in order to provide information and news to the recipient. Letters also have an archiving function that contains records of activities from related agencies. The author's signature contained in the letter is a strong sign of the validity of the order and can also be used as evidence or as a basis for taking certain actions. Letters which are also included in the matter of archives. Management and filing of letters is a process that includes the creation, recording, and archiving of all categories, both incoming and outgoing letters in an agency. Incoming letters are categorized as follows: Individual letters for leaders, secretaries, employees, and other official letters that require follow-up. Categorize official letters into routine service letters, important official letters, and secret service letters. The objectives of this study include: 1) Knowing the management of incoming mail archives in the Administrative Section (TU) of the General Bureau of the Regional Secretariat (SEKDA) of North Sumatra Province (SUMUT); 2) Knowing the inhibiting factors in the management of incoming mail archives; 3) Knowing the solution or handling of obstacles in the management of incoming mail archives. The research design is descriptive qualitative. The research was conducted at the TU Section of the General Bureau of the SEKDA of the Province of North Sumatra.

Archive Management and Archive Arrangement in the Finance Division (Education Office of Medan City Government)

This study aims to determine the management of incomingand outgoing letters and arrangements, especially in the Medan City Education Office. The results showed that the management of incoming and outgoing letters at the Medan City Government Education Office, especially in the financial room, was still not carried out optimally, which was caused by: 1) limited equipment for storing letters or documents, especially filing cabinets; 2) limited letter storage space so that the continuous increase in the volume of letters resulted in the available storage space and equipment unable to accommodate letters.

MEKANISME PENGURUSAN SURAT MASUK DAN SURAT KELUAR DI INSTANSI PEMERINTAH

<pre><em>The objectives of this study are (1) To determine the implementation of the incoming and outgoing letters management, (2) The obstacles that occur in the implementation of the incoming and outgoing letters management, (3) the efforts made to overcome obstacles in the implementation of the incoming and outgoing letters management</em><em>.</em><em> </em><em>This research is qualitative descriptive research with a case study approach. Sources of data used are informants, places and events, as well as archives or documents. The sampling technique used is purposive sampling and snowball sampling. Data collection techniques used are interviews, observation, and documentation. The data validity test technique used is source triangulation and method triangulation. The data analysis technique used is an interactive analysis model. </em><em>T</em><em>he results show (1) the incoming and outgoing letters Management are including (a) Incoming </em><em>Letters</em><em>, (b) Outgoing Letters, (2) Obstacles in the Incoming and outgoing letters Management are (a) there is no letter expert, (b) the storage space is getting narrower, (c) the lack of employee knowledge about mail handling, (d) the Lack of attention to mail security, (3) Efforts to overcome the obstacles in the Incoming and outgoing letters management. (a) requests for the new employee recruitment of mail handling, (b) submission of new archive space, (c) cooperation between the employees and students/interns, (d) maximizing the use of e-surat and SIPP applications.</em></pre>

Development of Corporate Digital Archives in the Industrial Age 4.0

CV. Ziefa Karya is a company in Labuhanbatu which is engaged in construction contractors who have experience in working on national projects. CV. Ziefa Karya has used computer applications in daily data processing. However, archive storage and management is still done manually. The current filing system can be said to be still less efficient and effective because the incoming and outgoing mail data is often not in accordance with the actual incoming and outgoing mail data. For that we need a solution to overcome this problem. This study aims to build an information system that can be used to manage digital-based archives in CV. Zief Karya. The information system built is web-based. System development using the waterfall model. This research has produced an archive management information system on CV. Ziefa Karya web-based. The result of this research is a website-based mail filing system on CV. Ziefa Karya which has various uses such as data collection of incoming and outgoing letters, details of incoming and outgoing letters, classification of types of letters, disposition of incoming letters, reports of incoming and outgoing letters, and printing of reports of incoming and outgoing letters, as well as printing disposition sheets. Records management information system on CV. Ziefa Karya is able to provide convenience for admins and users in managing digital-based archives. To build a web-based archive information system on CV. Ziefa Karya, development must be carried out by applying the stages in the Waterfall method.

PERANCANGAN SISTEM INFORMASI PENGARSIPAN SURAT BERBASIS WEB DI SMK N 1 MUARO JAMBI (STUDI KASUS PENGOLAHAN DATA ARSIP)

Letters are one of the most important communication media in an agency, school or other form of organization, both to communicate with parties externally and internally. The purpose of this study is to find the right solution so that archiving incoming and outgoing mail at SMK Negeri 1 Muaro Jambi is more effective and efficient by creating an application for archiving incoming and outgoing letters. Making and developing applications using a static programming language, namely PHP (Hypertext Pre-processor) and MySQL as the application database. The results of the research on making incoming and outgoing mail filing applications are very helpful and make it easier for SMK Negeri 1 Muaro Jambi in archiving incoming and outgoing letters, especially the Administration section because the filing of letters is already stored in the database.

Sistem Informasi Persuratan Berbasis Web dan SMS Gateway

The process of managing incoming and outgoing letters in government agencies is still using a manual system, recording is still using an agenda book which has several problems, such as the difficulty of administrative staff in finding old data due to the accumulation of letter data and the letter archiving process. In this study, a web-based mail archive system & SMS gateway mail archival system was created. This system can assist the process of filing letters. Testing this system using BlackBox testing. The research method uses the waterfall system development technique, consisting of several stages, namely the stages of needs analysis, system design, writing program code, conducting testing, and program implementation and maintenance. The data collection technique used is through the interview, observation, and literature study. The test results of the correspondence information system with features to manage officer data, manage incoming mail data, manage outgoing mail data, manage letter type data, manage travel letter data outside the region, and reports. This shows that the system created can function as expected.

ANALISIS DAN PERANCANGAN SISTEM INFORMASI PENGAGENDAAN SURAT PADA UNIVERSITAS MUHAMMADIYAH JAMBI

Computer-based information systems are needed, especially in the development of an organization, in this case is the University of Muhammadiyah Jambi. Where the University of Muhammadiyah Jambi pays less attention to incoming and outgoing letters because currently the mail scheduling information system has not been fully integrated with the system where for mail scheduling still uses the conventional system. Where the process is still carried out by separating incoming and outgoing letters and then writing or recording several parts of the letter, namely: letter number, letter description, letter origin, incoming letter date, outgoing letter date, agenda date, document. The purpose of this research is to analyze and design a prototype letter scheduling system so as to increase the effectiveness and efficiency in scheduling letters and speed up the process of searching for letters so as to make it easier for mail managers to find letters according to their needs. This design was made using the visual paradigm and using object-based modeling techniques to describe the analysis and design of the system, namely in the form of use case diagrams, class diagrams, and activity diagrams. This research resulted in a prototype design of an analysis system and design of a letter scheduling information system at the University of Muhammadiyah Jambi. On this basis, an integrated system is needed, it is hoped that the system can be implemented directly to increase the effectiveness and efficiency of the implementation of the letter logging information system at the University of Muhammadiyah Jambi.

ANALISIS DAN DESAIN SISTEM INFORMASI PENGARSIPAN SURAT MASUK DAN SURAT KELUAR PADA DINAS LINGKUNGAN HIDUP PROVINSI SUMATERA BARAT

Abstract: The Environmental Service of West Sumatra Province is a government agency that provides services and organizes benefits in the environmental field. The activities of the Department of the Environment include: formulation of policies; policy implementation; implementation of evaluation and reporting; administrative implementation; fostering the UPT and the Environmental Service Functional Group. In a government agency, information exchange activities cannot be separated from correspondence activities. Letters are used by the Environmental Service as a means of communication in collaboration with other individuals or agencies. The letter filing system at the Environmental Service still uses paper media as the main archive so that it often experiences difficulties in finding data, errors in data writing, and data loss. The purpose of this study was to produce an information system for archiving incoming and outgoing letters at the Environmental Service of West Sumatra Province. This study uses the Waterfall method, where user needs are the main point in making the system. The results of this study are an information system that can facilitate the filing system of incoming and outgoing mail that is currently running at the Environmental Service of West Sumatra Province and minimizes the risks that will occur.Keywords:Analysis, Archiving, Design, Information Systems, Waterfall

PENERAPAN METODE MODELLING DALAM PENGARSIPAN DOKUMEN DI KPU TOBA

The document archiving system at the Toba Regency KPU is still done manually and takes a very long time. The purpose of "Document Archiving Design at the Toba KPU Using the Mixture Modeling Method" is to facilitate the Toba KPU agency in archiving incoming and outgoing letters. The Mixture Modeling method used serves to classify the types of letters based on the categories of letters that exist in the Toba KPU. The implementation of making this filing system uses PHP and MySQl programming.

BIMBINGAN TEKNIS PENOMORAN SURAT DAN KEARSIPAN UNTUK SELURUH UNIT DI LINGKUNGAN SEKOLAH TINGGI ILMU EKONOMI LMII

Every institution, agency, or enterprise, such as universities, engages in correspondence or correspondence as a routine activity. As one of Medan's private colleges, LMII College of Economics requires a clear policy for processing incoming and outgoing letters, including letter numbering and archives, as a form of administrative control. The goal of this community service project is to help this educational institution with letter numbering and excellent archiving practices in order to improve service quality for both internal and external parties through an organized mail and archive management program. The participatory service method was chosen as the service method. This activity took place on Thursday, January 13, 2022, with a total of ten participants, one from each unit within the LMII School of Economics. The preparation step is followed by the implementation stage, which involves material presentation, discussion, and direction, and finally the closing stage. The outcomes of the technical guidance's execution proceeded easily, and the participants gave it a favourable response.

PROSEDUR PENGELOLAAN SURAT MASUK DAN SURAT KELUAR PADA BAGIAN UMUM DAN KEPEGAWAIAN KANTOR DINAS PENDIDIKAN PROVINSI SULAWESI SELATAN

This study aims to describe the procedure for managing incoming and outgoing mail in the General and Personnel section. The type of research used is descriptive qualitative, namely the author describes the results of observations, interviews, documentation and analyzes the data obtained in the field. The author of this final project is the result of research conducted from May to June 2020. The results showed that the process of managing incoming and outgoing letters in the general and staffing section, namely incoming mail, starts from receiving letters, scheduling letters, directing letters, storing letters. While the outgoing letter starts from drafting the letter, approval of the letter concept, typing the concept, giving the coordination stamp, signing the letter, recording the letter, storing the letter. The procedure for managing letters at the education office is running optimally.

SISTEM MANAJEMEN SURAT BERBASIS WEB DI STMIK KOMPUTAMA MAJENANG

In the agency administration, the letter is an important means. Important information related to the agency and the secret is embodied in it . The timeliness of receipt of both outgoing and incoming mail should also be considered, therefore the management of incoming and outgoing mail must be implemented correctly.
 At this time, the procedure is applied to the management of incoming and outgoing mail to the Division of Administration of the STMIK Komputama Majenang from receipt, manufacture, storage, documentation, to verify the letter, all done conventionally. Documentation of incoming and outgoing mail only in the form of writing in the ledger. While on the stage of filing a letter only a hardcopy document storage.
 The Administration of STMIK Komputama Majenang felt the need to change the mail management method they are currently using, into a computerized and automated mail management method. With the Incoming and Outgoing Mail Management Information System, it is expected to be able to manage incoming and outgoing mail according to the specified flow, and can solve current problems. The filing of letters is done electronically, namely the storage of softcopy documents, and is equipped with reports of incoming and outgoing letters both daily and per period. In addition, this application also helps monitor the disposition of letters at the verification stage. The research methods used to solve various problems that occur are literature, observation, interviews, data and system analysis, system design, program development, program testing, program implementation. The result of this research is to produce an application that can manage incoming and outgoing mail according to the specified flow, and can solve current problems.

Application for Searching Incoming and Outgoing Letters at the Bengkulu Provincial Dprd Office by Applying the Sequential Searching Algorithm

Processing and archiving incoming and outgoing letters at the Bengkulu Provincial DPRD still uses the manual method, namely by taking notes (handwriting) on ​​a book and reviewing the order of previous letters to number the new letters that will come out and for incoming incoming letters to be recorded first. prior to disposition. The search application for incoming and outgoing letters at the Bengkulu Provincial DPRD Office was made to facilitate the process of incoming and outgoing letters by entering keywords, where in the search process a Sequential Searching Algorithm was applied which was used to analyze keywords with the data contained in the database. The search application for incoming and outgoing letters at the Bengkulu Provincial DPRD Office can display the output of incoming and outgoing mail data reports so that it can make it easier to archive reports. The application for searching incoming and outgoing letters at the Bengkulu Provincial DPRD Office was created using the Visual Basic .Net programming language and SQL Server 2008r2 Database. Based on the results of black box testing, the functionality of the incoming and outgoing mail search application at the Bengkulu Provincial DPRD Office has been running properly and is able to display search results for incoming and outgoing letters based on the desired keywords.

SISTEM INFORMASI MANAJEMEAN SURAT BERBASIS WEB DAN MOBILE (STUDI KASUS SMK NURUL HUDA RABASAN CAMPLONG)

Information technology is currently growing rapidly, so that causing all aspects of human life are always associated with the development of these technologies. The influence of these technological developments can be felt by various fields both from the academic and non-academic fields. The benefits that can be felt from technological developments are data processing that can be done precisely, quickly, and accurately. With the help of information technology, all data processing in the system can be done in various different places so that it can be more effective and efficient. Educational institutions or companies every day must carry out the activities of managing letters. Good management of letters will make it easier for educational institutions or companies, and vice versa letters that are not managed properly will have a negative impact on educational institutions or companies. The information contained in the letter is an important asset for educational institutions or companies to carry out various activities, for example incoming and outgoing letters. Therefore the letter needs to be managed properly so that the maximum for the smooth achievement of the goals of educational institutions or companies. As for the constraints in managing incoming and outgoing letters such as disposition data, in the disposition data the TU officer prints disposition sheets after being printed and is submitted to the principal to be filled in after being returned returned to the TU officer to be added, and the TU Officer cannot make outgoing mail data only save mail data only.Keywords: Application, Prototype, Technology.