Development of a Digital Archive Management Application

Study Case Development of a Digital Archive Management Application for Project File Management at ARD Picture Benai Michael Kurniawan (2018123456) University of Cincinnati, 2600 Clifton Ave, Cincinnati, OH 45221, United States kurniaml@mail.uc.edu Abstract ARD Picture is a photography service business in the Benai area that provides photography, visual promotion, and documentation services for various events such as weddings and other ceremonial activities. Daily operational activities are often hampered by manual file organization, resulting in slow data retrieval and a drastic increase in computer memory usage. The large number of files from different projects causes unstructured storage, making it difficult to find specific files when they are needed urgently. The implementation of a computer-based file management system and online storage allows for more organized and efficient archive management, as well as reducing the risk of file chaos in local storage devices. With this system, ARD Picture staff can access files more quickly, helping store owners and customers find the data they need without wasting time, as well as preventing computer memory overload. Keywords: System, Files, ARD INTRODUCTION Since the early 1970s, technology in the United States has developed rapidly and has now entered almost all aspects of modern life. The ability of technology to process information has encouraged various institutions, including micro and large-scale businesses, to utilize digital systems to improve work effectiveness. The use of technology enables faster, more efficient, and more secure data processing. However, ARD Picture—a photography business in Benai—still uses manual file storage methods, which causes various operational obstacles. ARD Picture offers photography services, visual promotions, and event MICHAEL KURNIAWAN 1 Study Case documentation such as weddings and other family activities. The main challenge it faces is unstructured file organization. The large number of files from each project causes all data to be scattered across computer storage, making it difficult to find specific files when needed. In the context of data management, files are collections of information stored in secondary storage and serve as containers for data and programs. As is often the case with many organizations in the United States, poor file management can become a major problem when old archives are suddenly needed again. A similar situation is described in a study by Michael Homaidi & David Rasidi [1], which shows that unsystematic file organization can cause significant operational obstacles. Based on these problems, a computerized file management system is needed so that all project archives at ARD Picture can be stored properly, easily searched, and more secure. RESEARCH METHOD Data Collection Techniques The research method is an important step in preparing a scientific report. This scientific approach is used to obtain data that is relevant to the research objectives. Data was collected through the following techniques: 1. Observation The researcher conducted direct observations of the work processes at ARD Picture Benai to understand the current file management workflow and identify its weaknesses. 2. Interviews Interviews were conducted with the owner of ARD Picture Benai—in this adaptation, the name has been changed to a typical American name, such as John Miller—to obtain additional information that could clarify the findings from the observation process. 3. Literature Study References were obtained from relevant books and scientific journals, including file management guides, digital documentation, and information systems, to strengthen the theoretical basis used in this study. Research Framework The research framework describes the concepts and relationships between variables MICHAEL KURNIAWAN 2 Study Case in this study. Each stage is arranged systematically to explain the process flow from problem identification to the implementation of a computerized file management system. Figure 1. Research Framework Diagram RESULTS AND DISCUSSION Analysis of the Existing System System analysis was conducted by reviewing the input, process, and output components of the system currently in use. The aim was to identify problems, obstacles, and unmet needs so that they could be compared with the new system design. System Analysis is the process of breaking down an information system into smaller components to assess existing problems, development opportunities, and needs that must be met in order to produce optimal improvements. At ARD Picture Benai, system analysis is used to assess the effectiveness of file management, which is still done manually. This analysis includes an explanation of the current file storage process, its weaknesses, and alternative solutions that can be implemented. The aspects analyzed include software requirements, information MICHAEL KURNIAWAN 3 Study Case requirements, and user requirements so that the new system can work in a more structured manner. Proposed System Analysis System design is carried out after the system analysis process is complete, so that the resulting solution is able to address the problems found. The proposed computerized file management system aims to optimize the processes of storage, retrieval, and data security, especially given the large and diverse volume of files in each project. This new system uses a digital approach and online storage that is more secure and efficient. The following diagram illustrates the relationship between the main actors— Admin, User, and Leader—in the file management information system to be implemented. Figure 2. Use Case Diagram of the File Management Information System at ARD Picture Benai Results 1. Login Form Page The login page serves to restrict user access so that only registered users can enter the system. Users who want to access the application must enter the username and password provided by the admin. MICHAEL KURNIAWAN 4 Study Case Figure 3. Login Page Display 2. User Main Menu Page After successfully logging in, users are directed to the main page, which serves as a navigation center for all system features. On this page, users can upload, manage, and download files without burdening the ARD Picture Benai computer's memory. Figure 4. User Main Menu Display 3. Profile Data Form Page This page displays the profile information of users who have access to the system. The purpose is to record the parties responsible for using the file management system. MICHAEL KURNIAWAN 5 Study Case Figure 5. Profile Data Page Display 4. File Data Form Page This page displays all files that have been stored in the system. Users can view, select, and download files that have been uploaded previously. Figure 6. File Data Page Display 5. Folder Data Input Form Page This form is used to create new folders that will store files according to project categories. Folder names can be customized by users to facilitate the file search process in the future. MICHAEL KURNIAWAN 6 Study Case Figure 7. Folder Data Input Page Display 6. File Upload Form Page The file upload page is used to insert files into the folders that have been created. Every file that you want to store in the system must be uploaded through this page so that is well organized. Figure 8. File Upload Page Display 7. User Data Input Form Page This page is specifically used by administrators to add new users. With this feature, every ARD Picture Benai employee who needs system access can be officially registered and have their own account. MICHAEL KURNIAWAN 7 Study Case Figure 9. User Data Input Page Display CONCLUSION Based on the research and design process of the file management information system at ARD Picture Benai, the following conclusions were obtained: 1. The computerized file management system helps ARD Picture Benai employees save time in organizing files from different projects. 2. The new system facilitates the file search process when owners or customers need specific data. 3. The use of online-based storage reduces the risk of computer memory overload and increases file management flexibility. REFERENCE MICHAEL KURNIAWAN 8 Study Case MICHAEL KURNIAWAN 9