Rahma Yunita Pratiwi, Mukaram

Perancangan dan Pembuatan Sistem Kearsipan Elektronik Dokumen Proses Bisnis Berbasis Microsoft Access

Introduction

Perancangan dan pembuatan sistem kearsipan elektronik dokumen proses bisnis berbasis microsoft access. Atasi masalah arsip hilang & pencarian lambat. Sistem kearsipan elektronik dokumen bisnis berbasis Microsoft Access ini memudahkan penyimpanan, pencarian, & pelacakan, membuat kerja lebih efektif & efisien.

Abstract

Document archiving is something that is often done by every company, one of which is PT Nusantara Turbine and Propulsion. Document archiving at PT Nusantara Turbine and Propulsion, especially in the Aero Engines Sales and Trading Division, still uses conventional systems. Therefore, the process of searching for documents can take quite a long time. In addition, there is a case experienced by secretaries, namely the loss of archives. This loss of archives is caused by borrowing archives. To overcome this problem, an electronic archive system was created that can store and display information about archives. The system can also record the data of the person who borrowed the archive. In this case, the application that supports the process of designing and creating the system is Microsoft Access. System design and creation can be started from DFD Level 0 and Level 1 and ERD design. As for the creation is done in Microsoft Access which starts from creating tables, forms, reports to queries. The results of the project are the front page, login form, main menu, data input menu, report menu and document search. All features that have been made are tested to the secretary as a user of SAEDPB. The results of the trial were declared acceptable because there were no obstacles when operating. With the search feature and storage of documents in the form of soft files, it is expected to help secretaries in rediscovering archives easily and quickly. This is supported by several studies that say that electronic records management can make it easier for someone when archiving and rediscovering archives. Therefore, the use of SAEDPB is expected to make work more effective and efficient, especially in archiving.

Review

This paper presents the design and development of an electronic archiving system for business process documents at PT Nusantara Turbine and Propulsion, specifically targeting the Aero Engines Sales and Trading Division. The authors clearly identify a pertinent problem: the inefficiencies of a conventional archiving system, leading to prolonged document search times and actual loss of archives due to borrowing. The proposed solution, a Microsoft Access-based electronic system, directly addresses these issues by aiming to store, display, and track document borrowing information. The practical and immediate nature of the problem, coupled with a well-defined scope for a departmental solution, indicates a clear understanding of user needs and a commendable effort to improve operational efficiency. The methodology employed for the system's creation is adequately outlined, starting with structured analysis and design using DFD Level 0 and Level 1, alongside ERD design, before moving to implementation in Microsoft Access. The detailed implementation steps, including the creation of tables, forms, reports, and queries, demonstrate a systematic approach to software development. The resulting system components, such as a login form, main menu, data input, report, and document search functionalities, suggest a comprehensive tool to manage the archiving process. The system's acceptability was affirmed through user testing with the secretary, who reported no operational obstacles, indicating successful basic user acceptance. While the system promises significant improvements in document retrieval speed and overall efficiency, particularly through its search feature and soft file storage, the abstract leaves some areas for further consideration. The choice of Microsoft Access, while pragmatic for a small-scale, departmental solution, may pose limitations regarding scalability, security, and integration with broader enterprise systems in the long run. Future enhancements could explore migrating to more robust, web-based platforms or incorporating advanced security features. Furthermore, quantifying the "ease and speed" of rediscovery with concrete metrics, beyond the qualitative feedback of "no obstacles," would strengthen the claims of increased effectiveness and efficiency. Despite these points, the project successfully tackles a common organizational challenge with a tangible, user-tested solution.

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