Abstract The researcher critically looks at developing a system that will enable administrative offices to keep adequate record of all the sent, received and lost articles or letters. Articles and letters are some of the vital ingredients of life and information technology. It is quite obvious, that any organization or group that does not communicate or use medium, of communication is assumed to be a dead or lifeless organization, the earliest people survived because these medium of communication was in existence and to the most important part of it, it was the only medium of communication before the advent of radios, telephone, televisions etc. These medium of communication has contributed a lot to the world of information technology (IT) which is the most lucrative and vibrant field of life and endeavor. In the course of disseminating information through articles and letters, it is quite obvious that some will get lost due to human and environmental factors. The software was developed used visual basic 6.0 programming language. Visual basic 6.0 was chosen as a result of its easy syntax and structure for developing windows based application.