Rizki Mario Armando Saragih

Making Appications for Archiving Incoming and Outgoing Letters at PT Felixindo Jaya Perkasa Base on VBA Excel

Introduction

Making appications for archiving incoming and outgoing letters at pt felixindo jaya perkasa base on vba excel. Streamline incoming and outgoing letter archiving for PT Felixindo Jaya Perkasa. Develop a VBA Excel application to improve data management, search, and efficiency.

Abstract

Information regarding incoming and outgoing mail is very important for companies to make decisions on the work being carried out, mistakes often occur when searching for archival data because the filing system is not detailed and irregular, therefore changes need to be made to the filing system so that it can manage data and information according to company needs. PT Felixindo Jaya Perkasa has an electronic filing system in the form of a sheet in Microsoft Excel, but the electronic archive does not include complete information so that the process of searching for archival data is not effective and efficient. Changes to the filing system are made with consideration of the effectiveness and efficiency of using the system, Visual Basic Application/VBA in Microsoft Excel can be used as a basis for making new filing system applications. VBA works with the Microsoft Excel program language which is then compiled into a company filing system application, the application is used to input incoming and outgoing mail data, and search for and delete data on company system applications so that the use of the filing system can be more effective and efficient.

Review

This submission details the development of an application utilizing VBA Excel to streamline the archiving of incoming and outgoing correspondence at PT Felixindo Jaya Perkasa. The paper identifies a common and significant problem: the inefficiencies, errors, and difficulties associated with poorly organized or incomplete filing systems for critical company documents. The existing system, described as a basic Microsoft Excel sheet lacking comprehensive information, contributes to ineffective data retrieval. The proposed solution aims to enhance the effectiveness and efficiency of mail management through a new application that facilitates data input, searching, and deletion, thereby addressing a pertinent organizational challenge for the specific company. The chosen methodology involves leveraging Visual Basic for Applications (VBA) within Microsoft Excel to construct this new filing system application. While VBA Excel can certainly provide custom functionalities and improve workflows for specific tasks, the abstract does not elaborate on the architectural design beyond its foundational technology. It mentions core functionalities such as data input, search, and deletion, which are fundamental to any archival system. However, further technical details regarding data structure, validation rules, user interface design, error handling, or security measures — crucial aspects for any functional application, particularly one handling sensitive company correspondence — are conspicuously absent from this brief overview. From a broader perspective, while the developed application undoubtedly offers immediate practical benefits for PT Felixindo Jaya Perkasa by addressing their specific operational inefficiencies, the choice of VBA Excel for an organizational archiving system raises questions about scalability, data integrity in a multi-user environment, long-term maintenance, and adherence to modern document management best practices. Future iterations or a more comprehensive paper would benefit from discussing these limitations, comparing the solution against dedicated document management systems, and exploring pathways for more robust and scalable solutions. Nevertheless, for a company struggling with basic organizational issues, this bespoke VBA Excel application represents a tangible step towards improved administrative efficiency.

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