MAIL FILING APPLICATION AT AKPER RUMKIT TK. III MANADO

ABSTRACT


Introduction
The era of technology and information plays a vital role in human work in the government and private sectors, including the management of office administration, especially office correspondence (Suryadi & Zulaikhah, 2019).
Archiving letters or documents are managed by grouping documents according to monthly report transactions or the type of archived document (Ni Komang, 2023).In general, archiving documents is done by storing physical documents in a particular place that is adjusted to the list of documents that have been created (Sianipar, 2017).
From this filing, there are several obstacles when storing physical documents based on lists, namely requiring a place to accommodate every incoming and outgoing mail; searching for physical documents also requires quite a lot of time each document to search, and even physical documents stored are easily damaged by termites or the like (Widiani & Abdullah, 2018).
Because of the importance of archiving in handling incoming and outgoing mail, the author tries implementing a Mail Filing System Application using a computerized system (Susanty, Sihombing, & Thamrin, 2021).This application is expected to help archive managers manage their archives effectively and efficiently (Putri & Setiadi, 2014).

Web Application
A web application is an application that, from the beginning, is designed to be executed in a web-based environment (Faisah, 2018).That is, hypermedia about hypertext and multimedia in combination with traditional application logic must be considered throughout the application lifecycle, which makes them different from conventional applications (Sendiang, 2018).
A web application for mail archiving is an efficient solution in digital document management.The app allows users to access, manage, and archive mail.The main features of mail classification and logging of incoming and outgoing mail (Alfiah, Sudarji, & Al Fatah, 2020).

Letters in general
Letters are a means of communication in written form.Usually, the communication system using this letter is applied to companies or agencies (Putri & Setiadi, 2014).Organizations or companies predominantly use letters as a means of communication.In organizations or companies, correspondence becomes the main activity to strengthen ties with other parties (Faisah, 2018).Because every company must have operational activities, such as buying and selling transactions and establishing cooperation, correspondence is the main activity in such operational activities.Here is the definition of a letter according to some experts: 1. Dra.Sedarmayanti, M.Pd.The letter is a written communication tool from one party that is made and addressed to another party to convey information.2. O. Setiawan Djuharie and Teddy Sutandi Surat are means of written communication to convey information, statements, and messages to other parties who need activities with certain parties.3. I. G. Warsanto Surat is a type of script used to communicate between one party and another using a specific paper size.4. Djoko Purwanto Surat is a communication tool used to convey information in writing by one party addressed to other parties related to business and non-business activities.From the definitions of some of the experts mentioned above, it can be concluded that a letter is a means of written communication to convey information, statements, or messages to other parties who need activities in a particular form.

Object of Research
This research was carried out by direct observation in the field, and the object of research was the Akper Rumkit Tk.III Manado Campus.In the process of collecting data, the author uses several methods that will help in collecting the data needed, namely;

Observation
Observation is carried out by working directly at the Akper Rumkit Tk.III Manado Campus is in the administrative administration.In this work, the process of each letter archiving activity is handled.After doing direct work, the author collects data, including a correspondence handling system and mail archiving, then processes the results of work or observations obtained and analyzes the necessary data.

Data Collection Techniques
Data is collected by searching for information about the research object, looking for references through the internet, books, and journals, as well as other sources that support the system's design, and then conducting direct interviews with administrative staff at Akper Rumkit Tk.III Manado, and to obtain the information needed, a questionand-answer method is carried out regarding all activities related to letter archiving (Sugiarto, 2018).

Image Archiving system
This Use Case explains the old filing system at the Akper Rumkit Tk.III Manado Campus by filling in the letter data in the existing archive book and storing physical letters in the cabinet based on the existing mailing list.

Analyzes Data
The data collected illustrates how correspondence archiving works; it is done manually at Akper Rumkit Tk.III Manado, where every incoming and outgoing letter is collected using an agenda book, the mail archive is then stored based on the letter's date, month, and year.Data analysis is then carried out from this data to determine a system design that can simplify and speed up the archiving of incoming and outgoing letters at Akper Rumkit Tk.III Manado.

System planning
Data analysis is then carried out from this data to determine a system design that can simplify and speed up the archiving of incoming and outgoing letters at Akper Rumkit Tk.III Manado.

Context Diagram
A context diagram or a fundamental system model represents all system elements as a single bubble with input-output data indicated by arrows that enter and exit sequentially.

Database design drawings
This Diagram class describes database planning for incoming mail input applications, outgoing mail, and mail archiving.

Software Implementation
This section will explain the software used as a medium for implementing applications resulting from research.The software required for the implementation of the Mail Archiving System Application is as follows: x has its better speed, new features and significant improvements, better security, and extensive support from the community.Xampp V3.2.2This version was probably chosen because of its good compatibility with PHP 7.x and MySQL, proven stability, as well as special features that fit the needs of the project.Mozilla V68.0.2:This version can be used for application compatibility testing and may support certain useful extensions or development tools (Masykur & Atmaja, 2015).
MySQL V.5.6.1 has the reliability and stability of this important version, along with the specific features required and its compatibility with PHP 7 and Xampp used.

Database Implementation
Database implementation using php My Admin and My Sql.The databases used are:

Figure 3 Mail table Figure 4 Tabel admin
This table holds admin data for the Mail Filing System Application.This data consists of the admin user and password; in this table, all admin activities when using the application are recorded, and the admin can change or add information on the application web page via this table.
The result of the Mail Archiving System Application is through the browser as a medium for the display interface of this application.

Conclusion
With the creation of incoming and outgoing mail archiving applications that can be built to manage mail data as expected.Archiving letters will be more optimal when using this application and reduce problems that often occur in the archiving process.Untuk pengembangan kedepannya, aplikasi dapat dikembangkan menjadi lebih baik dan tidak hanya sekedar mencatat surat masuk dan keluar saja, namun mempunyai kemampuan membuat surat secara otomatis sesuai dengan ketentuan administrasi Akper Rumkit Tk.III Manado.

Figure 1
Figure 1 Running system

Figure 2
Figure 2 Context Diagram

Figure 5
Figure 5 Login