Abstract
: Correspondence administration is a core public service of village government, yet in Rahuning II Village, Rahuning District, Asahan Regency, the recording of incoming and outgoing letters and the issuance of residents’ certificates were still handled manually. This caused slow archive retrieval, documents prone to loss, inconsistent numbering, non-uniform formats, and no means of guaranteeing letter authenticity. This community service by Group 5 developed a web-based correspondence management system equipped with QR Code authenticity verification. The system was built using PHP and MySQL following the Waterfall model, from requirement analysis and design to coding, testing, and handover. It provides modules for incoming and outgoing letters, disposition, an agenda book, expedition, a generator for ten types of certificates and official letters with an automatic letterhead, a centralized archive, and reports. Every official letter obtains a unique code and a QR Code that the public can scan without logging in to verify its authenticity. Black box testing showed all functions worked as designed. The system speeds up services, organizes digital archives, and reduces letter forgery.
