Students from the ITS Instrumentation Engineering Department who are members of the mutualism internship program are scanning the printed database of the 1930s into a digital database.

ITS Campus, ITS News – Supporting the mutualism internship program launched through the Merdeka Learning Campus Merdeka (MBKM), the Sepuluh Nopember Institute of Technology (ITS) again strengthens technological competitiveness in the realm of government institutions. This time, D4 ​​students of the ITS Instrumentation Engineering Department, through the server engineering program, succeeded in designing and submitting various digital database programs for the Surabaya City Population and Civil Registration Service (Dispendukcapil).

The mutualism internship program implemented is an internship program whose output can be utilized according to the needs of the institution where the student internship is located. On this occasion, the Dispendukcapil of the City of Surabaya asked ITS to prepare a strategic database system to answer various problems that have occurred since 2000.

The Head of the ITS Instrumentation Engineering Department, Dr. Ir Totok Suhartanto DEA, revealed that this internship program is one form of providing good quality public services by the Dispendukcapil. “The ideas that are distributed are certainly aimed at building the quality of the population database to ensure the legality of important documents from years ago,” he explained.

The design of the scanner machine and the digital database program for population documentation designed by ITS for the Dispendukcapil of the City of Surabaya

Furthermore, Totok said, the database system created by ITS includes the treatment of digitizing population documents which are stored on archive shelves in the form of files to facilitate administrative processes in the modern era. In this idea, the database is assisted by a file scanner engine that has been integrated directly into the user’s computer.

Through this scanner and database, information will be obtained in the form of identification (ID) number, baby’s name, year of a document, document contents, photo of the paper to the location of the document shelf. This information is to make it easier for operators to find the contents of the birth certificate document they are looking for. “Which normally takes up to three days to complete, now it can be completed immediately,” he said.

The second idea is to make an application to convert ancient documents written in Latin letters into documents with fonts or notes found in Microsoft Office software, such as Arial, Times New Roman to Calibri. In this conversion program, the scanned document will come out, which is forwarded to Google Lens as a medium for changing the language of the paper.

ITS mutualism internship student with the Head of the ITS Instrumentation Engineering Department, Dr. Ir Totok Suhartanto DEA (four from right), and the Head of the Surabaya City Civil and Civil Registration Office Agus Imam Sonhaji ST MMT (middle in white)

After that, the converted program will be inputted into the web database as a description of the contents of the document. At this stage, scans are still being carried out one by one because the paper documents that have been weathered also contain documents written in Latin, which requires accuracy in the conversion stage.

Not only that, Totok said that this conversion application was assisted by a population document unlocking system so that it could be edited and stored in the population database. “This program is expected to make it easier for civil servants (civil registration, ed) to access personal data which is known to be accessible only by national civil servants,” he said.

From this mutualism internship program, the Dispendukcapil, represented by the Head of the Surabaya City Dispendukcapil, Agus Imam Sonhaji ST MMT, felt honored and helped by the ideas and programs promoted by ITS students. On the other hand, Totok also hopes that for the next year, the students who are members of this internship program can assist in recording population documents at the Surabaya City Civil Registration Office. (ITS Public Relation/far)

Reporter: Fauzan Fakhrizal Azmi