Advancements in information technology necessitate higher education
institutions to enhance the efficiency and quality of administrative management,
particularly in correspondence handling. At Satya Negara Indonesia University
(USNI), the process of letter submission and management remains predominantly
manual, resulting in issues such as processing delays, difficulties in archival
retrieval, and elevated administrative workload. This study aims to design and
implement a web-based correspondence management system to digitize and
streamline administrative operations at USNI. Employing the waterfall
development methodology, the system was developed through stages of
requirements analysis, system design utilizing UML, implementation with PHP and
MySQL, and validation via black box testing. The resulting application facilitates
student letter submissions, records, archives incoming and outgoing
correspondence, and generates structured and accessible Reports for the academic
community. The implementation is anticipated to significantly improve
administrative service efficiency, transparency, and accuracy, while minimizing
manual errors, thereby supporting USNI’s ongoing digital transformation efforts.