Document Management System – A Way to Digital Transformation
Simona Sternad ZabukovšekNaše gospodarstvo/Our economy
Sign up for access to the world's latest research
checkGet notified about relevant papers
checkSave papers to use in your research
checkJoin the discussion with peers
checkTrack your impact
Abstract
One of the key activities of any company is the management of documents, which are created on a daily basis. Classic document management cannot follow the needs of the market for companies with a desire to be agile and modern. Therefore, companies need to offer employees a solution that allows them to carefully store and archive documentation, while at the same time giving them enough time to perform their main daily tasks. Electronic management of documents not only influences companies’ workflows, savings and adaptions to market needs but also influences their digital transformation. It is also necessary to consider the influences on the environment. The influence of the production and use of paper in daily business has burdened the environment a lot in the past and it is about time that this matter is addressed. Implementation of a document management system (DMS) is now almost a must-have for companies wanting to be competitive in the market and with a desire to digitalise its p...
Related papers
The Era of Electronic Documents and the Challenges Facing Their Management
Atlanti, 2015
The rapid evolution of computer science and information technology during the past 30 years has led to a revolution in the way of creating electronic documents and information exchanges. Once monolithic, now document is made dynamic in terms of diversification opportunities of commercial exchanges. The central role played by the documents, for the implementation of business processes across different organizations, already enjoys a growing awareness and recognition larger. Standard ISO 15489, Records Management, puts documents at the heart of business processes and promotes their pursuit of an electronic management system that develops them on these premises. The digitization of documents and their creation since inception in electronic form, facilitates the work of the public regarding research in various fields. Therefore, electronic tools of research are not a goal in itself: they are here to allow and assist the researcher and the applicant to identify more quickly the original ...
The Management of Documents an Optimising Component for a Companies It System
In order to ensure success in the competitive world of business, companies must accommodate the needs of their clients, partners, employees and capital owner. Companies that pay attention to the way their documents and information are administrated are more prepared to face cost reduction and can respond much faster to the changes occurred on Basically, it is all about information and controlling it and thus the response time is minimum to any inquiries or demands that come from inside the informational system of the company. So, you need an efficient document management. Software solutions that come to your aid, in order to optimize this process are Electronic Document Management System.
Systems approach to document management
Acta Europeana Systemica
The scientific field of Document Management within companies and organizations is very important and in this paper is delivered a systemic approach in both theoretical and empirical level. The study consists of two stages; first is the theoretical analysis of document management and systems and second is the empirical approach by developing and implementing specific strategic and operational planning in a real document management project. In the first stage the definitions of Administration (Management) and Document and the approach the Document Management theories are analyzed. Subsequently, the concept of document management, highlighting the benefits and other elements which made it historically significant and operationally necessary are presented. In the second stage a specific document management project is presented aiming to create an electronic library using document management systems (DMS). Examples of working libraries are illustrated, using DMS in a national and interna...
The paperless Organisation
1993
The combination of the maturing technology of graphical user interfaces (GUI) with Advanced Information Systems (AIS) based on relational databases has made it possible to design an application which can cope with the document flow within a large organisation. Such an application should allow for the creation of electronic documents in a user friendly way, automatic routing of these documents through the bureaucratic chain in the organisation, pinpointing of documents within the chain, detection of bottle necks in the document flow, archival of old documents, etc. The Electronic Document Handling (EDH) application has been developed to address the problem of the flow of paper within CERN (around 500,000 office documents per year). The tool is based on Oracle RDBMS, is fully integrated with our new AIS system and is based on a client-server architecture. The clients run on different platforms: the "dumb terminal" client which runs on VM/CMS, and a graphical client running on Apple Macintosh, IBMcompatible PCs (under Ms Windows) as well as X-Windows platforms. The graphical client, on which we will focus in this document, supports native look and feel of the different platforms. The first phase of EDH, which began in January 1992, addresses only a limited number of document types. There are presently 500 users of EDH who have created around 10000 documents. Some important topics about the client-server architecture will be described. The evolution to Oracle 7 will also be mentioned.
Design And Development Of A Prototype Digital Documents Management System (DDMS) Using Open Source Software Koha
This paper describes how to design and develop a Digital Documents Management System (DDMS) for manage own desktop/laptop digital documents using the open source software like JAVA, Apache, Image Magic, Perl and Greenstone Digital Library Software (GSDL). Dublin Core Metadata are used for constructing the digital collection. DDMS provides comprehensive, pinpointed, full text, cross-collection, free text, metada based, Boolean search facilities to save the objective time as well subjective time. It support various types of files and formats like audio, video and picture and '.doc', '.txt', '.xml', '.pdf', '.htm/html', '.ppt' etc. Different languages may be customizable as per the requirement of the user.
AN INTEGRATED FRAMEWORK FOR DOCUMENT MANAGEMENT: THE ROLE OF SEMANTIC AND ADMINISTRATIVE COOPERATION
2006
Nowadays, document management i s o n e o f t h e m o s t i m p o r t a n t c h a l l e n g e s f a c i n g P u b l i c A d m i n i s t r a t i o n " s o p e r a t o r s owing to the wide numbers of the PA information in form of documents such as agreements, forms, letters, contracts, deliberation, contracts, and so on. Moreover, most of the P A " s business processes are based on document flows. In this context, the Information and Communication Technology (ICT) can plan again inter-organizational relationships inter and intra PA to (a) improve digital flows, and (b) share digital information to make a good use of information systems. We present a general framework for intelligent document management -DODIBOX -. It allows good productivity and major performance increases by applying intelligent technology to documents and document processing. The framework is organized by two different subsystems considering the design time and the run time functionalities. We explain the use of the framework together with richer representation of PA documents.
Electronic Document Management: A Human Resource Management Case Study
SA Journal of Human Resource Management, 2004
This case study serve as exemplar regarding what can go wrong with the implementation of an electronic document management system. Knowledge agility and knowledge as capital, is outlined against the backdrop of the information society and knowledge economy. The importance of electronic document management and control is sketched thereafter. The literature review is concluded with the impact of human resource management on knowledge agility, which includes references to the learning organisation and complexity theory. The intervention methodology, comprising three phases, follows next. The results of the three phases are presented thereafter. Partial success has been achieved with improving the human efficacy of electronic document management, however the client opted to discontinue the system in use. Opsomming Die gevalle studie dien as voorbeeld van wat kan verkeerd loop met die implementering van ’n elektroniese dokumentbestuur sisteem. Teen die agtergrond van die inligtingsgemeen...
Constructing an E-Archive System and Its Role in Improving Document Management
A Traditional document is a written or printed paper that bears different kind of information about the organization activities e.g. legal, managerial, etc. Nowadays mainly there are two types of documents, which will be referred to as traditional (paper) documents and digital (electronic) documents. This discrimination between the types of documents in additional to the advances in the field of computer applications, networking, internet, and other digital processing tools were good motivations to use the Electronic - Archiving Systems (EAS). E-archiving is one of the first steps toward creating electronic environment on which e-government is based. There are a lot of risks and limitations of using traditional archiving systems which nowadays are not suitable to be used in organizations. This paper is a study of the archiving systems in both formats, traditional and electronic. The advantages and limitations of Electronic Archiving Systems (EAS) have been discussed briefly. A comparison between both electronic and traditional systems has been carried out as well. Traditional documents definition and digital (electronic) documents has been presented in additional to the methods of converting traditional (paper) documents into digital ones which is called the digitization process was discussed also. A brief description and the phases of constructing an e-archiving system has been proposed and discussed briefly. Finally, the cost feasibility of constructing an e-archive or converting a traditional archive into an electronic one has been studied in two aspects; long term coast and short term coast aspects.
Accommodating paper in document databases
2004
Although the paperless office has been imminent for decades, documents in paper form continue to be used extensively in almost all organizations. Present-day information systems are designed on the premise that any paper document in use will be either converted into electronic form or merely printed from electronic file(s) accessible to the system. Yet, paper is the medium of choice in many situations, mainly owing to its portability and usability, and the medium of necessity in others, especially where external communication or the traditional notion of authenticity are involved. Humans who find unique attractive features in both paper and electronic forms of documents, must survive this tension between the de-jure banishment of paper and its de-facto prevalence. In this paper, we propose to make paper documents first-class citizens by including them in the model underlying the information system. Specifically, we extend the schema of a document database with the notion of paper documents, physical locations, and the organizational hierarchy. This leads to an overall enhancement of document integrity and the ability to answer queries such as "where are the customer complaint letters we have received today?" and "which documents are in this filing cabinet?". Recent technological advances such as sensors have made the implementation of such a model very realistic.
Document Management in Context of Collaborative Systems
In this paper we will present the implementation aspects of a document management application, meant to administrate different types of formats. We propose an application which provides full functionality for accessing information, taking into account the security aspects of documents, and quick access to data. The application offers the possibility to track changes, manage data, save information, as well as document management functionalities. Our purpose is to create a suitable, easy-to-use application which, if used, will guarantee efficiency in an organization.
Related topics
Related papers
Document Preparation for Electronic Document Management System
International Journal of Academic Research in Business and Social Sciences
This article discusses the topic of document preparation for archival institution or records repositories before the materials been digitize. Document preparation is a process that came across before the scanning process. Topics include types of document that are collected for digitizing, criteria that makes the documents collected for digitization, steps of document preparation for before the digitizing process, during the process and post document preparation. The methods used benefits and the challenges of preparing document for digitization are also included in the article. Recommendations also been proposed to propose new ideas and advice on the topic discussed. This article devotes readers into understanding more about the importance of document preparation process in digitization project implementation in organization.
Electronic document management system for local area network-based organizations
Indonesian Journal of Electrical Engineering and Computer Science
The paper discusses the design and development of an electronic document management system (EDMS) that prepares documents for sharing and information dissemination. EDMS has to do with capturing, storing, indexing, retrieval, and disposal of documents. The electronic document management system process starts by converting paper document into digital record to efficiently store and organize document in standardized file structure and format, promoting a paper waste reduction in reproducing the document. The EDMS provided an easier way of sharing information with different stakeholders and securing documents according to standardized compliance rules. The developed system has also improved the accessing of vital documents by users since there is real-time information distribution of information and easy searching and retrieving of needed documents.
Office of the Future: Digitizing Record-Keeping
Converting a paper-based‘ process into a paper-less‘ is an attainable accomplishment that can improve operating efficiency and delivery especially in a document driven decision support system (DDSS). Paperless office is a vision that was adopted by Babcock University in 1999, but as of 2013 the vision is yet but a dream. Babcock University in 2005 had officially adopted a continuum of approaches with the emerging approach as a beginning point, and the transforming approach as a goal to the future of education. The model of these four approaches: emerging, applying, infusing, and transforming, represents a continuum. Thirty years ago, as new computing and communications systems came to the fore, researchers and analysts spoke confidently of the coming paperless society. Today, many such experts would settle for a society that simply used a little less paper. So automating these office functions will bring about Digitization and Electronic record keeping system. The technologies that were supposed to replace paper (such as email, electronic data storage and the web) have led to more paper usage, so technologists and analysts are downsizing their ambitions. Instead of trying to create a paperless society, the focus is on helping institutions, companies and individuals to reduce their paper usage, setting reasonable goals and having limited expectations. This paper focuses on digitization of Babcock University Environment, starting with student‘s records, Library, and administrative paper-based office work flows. The paper will further recommend a parallel stage which will act like an interim stage between infusing ICT approach and the promised transforming approach. Keywords: Digitization, Digital Preservation, Paperless-office, Less-paper Office, Digital Archive, Cloud Storage, Scanning, Automation Systems, DaaS)
The Model of the Document Management System in the Public Sector
2006
Modern solutions regarding the use of unstructured information are based on the concept of Content Management (CM), [08] and [09]. This is a good solution for those document contents that will be generated once the CM is in place, but the question remains of what to do with hundreds of millions of documents that have been generated over the course of many years in the public sector. This article analyzes some of the features of the existing document systems in the public sector, and then discusses the needs of business processes reengineering, which are concerned with generating official decisions of relevance for both individual and business end-users. Furthermore, we propose a practically feasible model for the Document Management Systems (DMS) design, based on modern information and communication technologies that can manage and support the use of documents already in the system. In the end, this article takes a look at a general model for the calculation of costs and benefits as...
New Developments for Electronic Document Management in University POLITEHNICA of Bucharest
Romanian universities are focused both on education and research. Therefore efficient administration of funds and thorough correlation of diverse activities are required. To assure more efficient and transparent document management specialised software, adapted for higher education institution requirements was developed by SIVECO and implemented in University Politehnica of Bucharest. The university management has specific features as reflected in workflows defined both by the legislation and internal regulations. The document management platform is based on SIVADOC software, created by SIVECO Romania. This software was transformed and customised to satisfy the specific needs of the document management system in a large university. The system architecture has clearly defined levels and consequently the application can be distributed on several application servers or database server clusters. One of the major problems to solve when defining a document management system was to transfo...
Efficiency of Electronic Document Management Systems: A Case Study
Science, Education and Innovations in the context of modern problems
The research was designed to 'present a good practice example' for other organisations that plan to use Electronic Document Management System (EDMS) in the future. The purpose of this study is to investigate how effective the EDMS is in terms of managerial control, efficiency, job satisfaction, efficiency and safety. The research model is a descriptive and cross-sectional study. The study population consists of employees working in the central and provincial offices of the Ministry of Science, Industry and Technology in Turkey. Questionnaires were submitted to 3248 people via Google Drive, and 880 responses were received. The questionnaire consisted of 42 questions in total 10 personal information questions. For data analysis, descriptive statistical values, such as frequency, percentage, mean, minimum, maximum and standard error are used. When the obstacles to EDMS applications were reviewed, it can be seen that "technical infrastructure deficiency" the first place. The most important expectations of the participants from EDMS applications are improved service (40.9%) and quality and rich information communication (26.2%). Results indicated that the EDMS applications had positive effects on job satisfaction and effectiveness. Administrative control, productivity, job satisfaction, efficiency and security perceptions affect each other positively. Indicates that all sub-dimensions are influencing each other positively.
Electronic Document Management Information System for Universities
Chemical engineering transactions, 2012
Efficient administration of funds and thorough correlation of diverse activities are required in the management of Higher Education institutions, as is the case of University Politehnica of Bucharest. The electronic document management information system implemented in our University is continuously up-graded in order to provide a tool for an efficient management.A preliminary identification was performed in order to take into account all the aspects referring to the numerous documents in circulation in the University and the problems raised by the necessity that some supported documents should be digitised. The document management platform in University Politehnica of Bucharest, SUNIDOC, is based on customised software created by the company SIVECO Romania, one of the major IT software companies in Romania, with important expertise in this field. The application for document and workflow management develops the following mechanisms (i) integration of the document and workflow manag...
<title>Integrated document management system</title>
Applications of Artificial Intelligence VIII, 1990
Loading Preview
Sorry, preview is currently unavailable. You can download the paper by clicking the button above.