Alphabetical Filing System for Facilitating the Retrieval of Correspondence at SD Negeri 38 Palembang

Abstract

Effective archive management is an essential component of administrative services in educational institutions, particularly in ensuring the availability, accuracy, and accessibility of correspondence records. In practice, however, the management of incoming and outgoing letters in schools may still encounter difficulties, including irregular filing, prolonged retrieval processes, misplacement of documents, and limited consistency in archive classification. This study aims to analyze the implementation of an alphabetical-based filing system and its contribution to facilitating the retrieval of correspondence at SD Negeri 38 Palembang. The study employed a qualitative descriptive approach to obtain an in-depth understanding of the procedures, practices, and effectiveness of correspondence archive management. Data were collected through direct observation, semi-structured interviews with administrative personnel, and documentation of incoming and outgoing correspondence records. Data analysis involved data reduction, data presentation, and conclusion drawing, with data validity strengthened through source and technique triangulation. The findings indicate that the alphabetical filing system facilitates the systematic organization of correspondence by grouping documents according to the initial letters of relevant names or institutions. This classification enables administrative personnel to identify the location of documents more quickly and reduces the risk of misplaced or duplicated records. The system also contributes to greater consistency in filing procedures, improves the efficiency of archive retrieval, and supports the continuity of school administrative services. Nevertheless, its effectiveness depends on the consistency of classification, accurate labeling, regular maintenance, and the competence of administrative personnel in applying standardized filing procedures. The study concludes that an alphabetical filing system can serve as a practical and efficient archive management strategy for facilitating correspondence retrieval at SD Negeri 38 Palembang. Its implementation should be supported by standardized procedures, periodic evaluation, and gradual integration with digital archive management to strengthen administrative efficiency and records accessibility.