Design and Development of an E-Notary System for Document Workflow Monitoring to Improve Efficiency: A Case Study at Miranda, S. H., M. Kn. Notary Office

Abstract

At Miranda Notary Office, document administration was characterized by fragmented physical and digital storage, manual status confirmation, and repeated coordination, which reduced workflow visibility and increased administrative effort. Previous notarial information-system studies have largely focused on individual functions such as archiving, deed administration, or document monitoring, leaving limited evidence on integrated workflow systems evaluated from functional, operational, and economic perspectives. This study aimed to design, develop, and evaluate a web-based E-Notary system using the Research and Development approach with the ADDIE model. Data were collected through observation, interviews, and office documentation. The system integrates document registration, receipt generation, approval and revision management, workflow monitoring, notifications, client management, and digital archiving. Evaluation employed Black Box Testing, Time and Motion Study, and Cost-Benefit Analysis. All tested system functions operated according to the specified requirements. The digital workflow achieved 72.95%time efficiency, 75.45% motion efficiency, and 74.20% overall operational efficiency, while the Benefit-Cost Ratio reached 1.67. These findings indicate that integrated workflow digitalization can improve administrative efficiency, workflow visibility, and economic feasibility in the studied notary-office setting by reducing repeated searching, data entry, manual confirmation, and unnecessary waiting activities.