Perancangan UI/UX Sistem Arsip Digital Menggunakan Metode Design Thinking PT XYZ

Abstract

Abstrak

Pengelolaan surat masuk pada instansi perusahaan seperti PT XYZ memerlukan kecepatan, ketepatan, serta dokumentasi yang terstruktur. Namun, proses pengarsipan sering kali menghadapi kendala apabila masih dicatat secara manual atau memiliki tampilan form input yang kurang berpusat pada pengguna, sehingga memicu risiko human error dalam penomoran agenda serta pelacakan lokasi fisik surat. Penelitian ini bertujuan untuk merancang User Interface (UI) dan User Experience (UX) Sistem Informasi Arsip Digital Surat Masuk menggunakan metode Design Thinking. Lima tahapan iteratif yang diterapkan meliputi empathize, define, ideate, prototype, dan testing. Pengumpulan data awal pada tahap empathize dilakukan melalui wawancara daring bersama Staf IPDS (Integrasi Pengolahan dan Diseminasi Statistik) selaku penanggung jawab teknis sistem informasi di PT XYZ. Hasil perancangan antarmuka ini menghadirkan gerbang akses login yang aman, form input yang terlokalisasi dengan fitur pembuatan nomor agenda otomatis, komponen interaksi mikro data yang adaptif, serta halaman pusat data terpandu. Validasi akhir dilakukan melalui metode campuran (mixed-methods), yaitu secara kualitatif dengan pendekatan Task-Based Testing dan metode Think Aloud melibatkan satu orang expert user, serta secara kuantitatif menggunakan kuesioner System Usability Scale (SUS) dengan melibatkan 5 (lima) orang responden dari staf operasional divisi internal instansi. Hasil pengujian kualitatif memberikan masukan untuk optimalisasi penanggalan visual, sementara hasil evaluasi kuantitatif menunjukkan nilai rata-rata skor SUS sebesar 80,5 yang termasuk dalam kategori Excellent (Acceptable). Kebaruan penelitian ini terletak pada integrasi otomatisasi nomor agenda, struktur metadata lokasi fisik arsip, serta evaluasi usability berbasis kombinasi metode kualitatif dan kuantitatif. Dengan demikian, purwarupa antarmuka sistem informasi arsip digital ini terbukti fungsional, mudah dipahami, serta adaptif terhadap kebutuhan nyata operasional kearsipan di PT XYZ.

Kata Kunci: Design Thinking, Arsip Digital, Surat Masuk, UI/UX

Abstract

The management of incoming letters in corporate institutions such as PT XYZ requires speed, accuracy, and structured documentation. However, the archiving process often encounters challenges when it is still recorded manually or has an input form interface that is less user-centered, resulting in the risk of human error in agenda numbering and tracking the physical location of letters. This study aims to design the User Interface (UI) and User Experience (UX) of a Digital Incoming Mail Archive Information System using the Design Thinking method. The five iterative stages applied include empathize, define, ideate, prototype, and testing. Initial data collection during the empathize stage was conducted through online interviews with IPDS (Statistical Processing and Dissemination Integration) Staff as the technical person responsible for the information system at PT XYZ. The results of this interface design present a secure login access gateway, a localized input form with an automatic agenda number generation feature, adaptive data microinteraction components, and a guided data center page. Final validation was conducted using a mixed-methods (mixed-methods) approach, consisting of qualitative evaluation through Task-Based Testing and the Think Aloud method involving one expert user, as well as quantitative evaluation using the System Usability Scale (SUS) questionnaire involving five respondents from the operational staff of the internal division of the institution. The qualitative testing results provided feedback for optimizing visual date presentation, while the quantitative evaluation results showed an average SUS score of 80.5, which falls into the Excellent category (Acceptable). The novelty of this study lies in the integration of agenda number automation, physical archive location metadata structure, and usability evaluation based on a combination of qualitative and quantitative methods. Therefore, the prototype of the digital archive information system interface is proven to be functional, easy to understand, and adaptive to the actual operational needs of archiving activities at PT XYZ.

Keywords: Design Thinking, Digital Archive, Incoming Mail, UI/UX