Optimizing Document Retrieval in Local Government Digital Archives: A Sequential Search-Based Web Information System
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Abstract
Manual document archiving remains a common operational problem in local government administration, especially when official records are stored in physical folders, fragmented spreadsheets, or poorly indexed digital repositories. This study aims to develop and evaluate a web-based digital archiving system that applies the Sequential Search algorithm for document retrieval in local government administration. The study was conducted at the Department of Economic Administration and Natural Resources within the Regional Secretariat of Ponorogo Regency. The system was developed using the Waterfall model, consisting of requirement analysis, system design, implementation, and testing. The application was built using PHP and MySQL, with structured metadata stored in the database and PDF documents stored in the server directory. System validation was conducted through black-box testing, User Acceptance Testing involving ten administrative staff members, and retrieval performance testing across three record positions: beginning, middle, and end of the dataset. The results show that all core system functions operated successfully, the usability score reached 90.51%, and the retrieval time remained below 0.01 seconds under the tested conditions. These findings indicate that Sequential Search can serve as a practical retrieval mechanism for small-to-medium digital archive repositories where data volume is still manageable, implementation simplicity is required, and system maintenance capacity is limited. However, the linear complexity of Sequential Search suggests that future development should integrate indexing, full-text search, and OCR-based metadata extraction as archive volume increases.
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