Improving Efficiency and Governance through Archive Digitalization at the Procurement Division, Regional Secretariat of Wajo Regency

Abstract

This community service program aims to improve the efficiency and accountability of correspondence management through the digitalization of incoming and outgoing mail archives at the Procurement of Goods and Services Division, Regional Secretariat of Wajo Regency. The conventional manual system of recording and storing letters has led to various challenges, including difficulties in document retrieval, delayed disposition processes, and risks of data loss. The implemented activities consisted of socialization, capacity building for administrative staff, and the establishment of a standardized digital archiving system. The team introduced a structured file naming convention, scanning and indexing procedures, and simple metadata management using spreadsheet-based documentation. The results show that more than 80% of active correspondence within the last two years has been successfully digitized, reducing the average document retrieval time from 15 minutes to less than 2 minutes. Moreover, staff competency in managing digital archives increased by 30% after training. This initiative demonstrates that digital archiving can be an effective and low-cost solution for improving administrative efficiency and supporting good governance practices at the local government level.