Analysis of the Effectiveness of Company Letter Registration and Data Collection in the Occupational Health and Safety Supervision Sector of the Manpower and Transmigration Service of East Java Province

Abstract

This study aims to analyze the effectiveness of the implementation of registration and company document data collection in the Occupational Safety and Health (OSH) Supervision Division of the Manpower and Transmigration Office of East Java Province, considering that OSH administration plays a strategic role in supporting accurate risk assessment and supervisory decision-making. Using a qualitative approach with a descriptive case study design, this study reveals an operational tension between the need for efficiency and the demands of administrative accountability. The results show that the long-used manual procedures are considered faster and more practical because their workflow is simple and does not require many steps. However, these advantages are not comparable to the high potential for recording errors, irregularities in data formats, and the vulnerability of physical archives to damage, making the resulting data less reliable as a strong basis for long-term oversight. Meanwhile, the implementation of digital systems has been proven to improve data quality and consistency through the use of more uniform formats and multi-layer verification processes. Nevertheless, the effectiveness of digital systems is not yet optimal due to increased administrative steps, higher needs for hierarchical coordination, and the emergence of technical obstacles such as network disruptions and slow application responses, which actually extend service times. These findings affirm that the main issue in occupational health and safety (OHS) administrative reform is not merely the difference between manual and digital systems, but rather how to balance process speed with the reliability of the data produced. This study concludes that the effectiveness of services needs to be redefined as the ability of procedures to produce accurate, traceable information that supports strategic decision-making, rather than merely processing speed. Thus, the success of digital transformation in the field of occupational health and safety (OHS) supervision heavily depends on infrastructure readiness, human resource competence, and procedure design capable of integrating efficiency and accountability in a balanced manner.