19I11-IJAET1111164-Electronic-document

Management Systems in Production Engineering, 2013

This paper presents the overview of the costs incurred by the tradi onal record-keeping. This was followed by characteris cs of document management systems. It also presents the current state of implementa on of such systems and presents the benefits of their implementa on. Presented tool seems to be a good alterna ve that meets the expecta ons of both-clerks and applicants. The paper describes essen al characteris cs of such systems. There are also important aspects, that have to be considered before the implementa on of this type of system. DOCUMENT MANAGEMENT SYSTEMS AS A TOOL WHICH IMPROVE ADMINISTRATIVE PROCEDURES OF THE LOCAL GOVERNMENT UNITS ADMISSION Par cularly rapid development of informa on technology, observed in the last decade, improving the func oning of units both organiza ons on a commercial basis, as well as offices in the local government units in terms of document circula on resulted in reducing the cost of their implementa on, and increased the opportuni es for effec ve execu on of tasks of these units aimed at be er serving the needs of local communi es. In addi on, a stream of European money in the perspec ve years of 2007-2013 and in the current perspec ve for the period 2014-2020 has been providing the opportunity to their implementa on even in the poor financial condi on of these units. The development of the Internet reflects the systema c increase of the number of users of this medium and constant increase in speed of data transfer, opens up new perspec ves of interac on between local government units and the community. In this case, the key factor for improvement and increase the efficiency of this interac on is the selec on of appropriate technologies and implement it in the daily prac ce of func oning of the local government units. Due to the rela vely complicated character of such systems, it is also important to introduce appropriate legal condi ons which on the one hand will guarantee safety, on the other hand will try to simplify as much as possible for the users of such systems. This ar cle covers the issues of informa on technology tools improving the efficiency of the electronic document circula on. This includes an analysis of the current state of the func oning of the electronic document circula on (DMS-Document Management System) units of this type. It also presents overview of the instruments possible to use and their synthe c characteris cs.

International Symposium on Computer Science and Artificial Intelligence(ISCSAI), 2017

With a quest to automate and improve the efficiency of trade coordination , the Botswana's Ministry of Trade and Industry (MTI) introduced an Electronic Document and Records Management System (EDRMS). The EDRMS in this particular context is the Document Workflow Management System (DWMS) whose focus is to manage the timely and effervescent processing of documents. In order to successfully integrate the EDRMS into everyday business processes, there is need to understand the cardinal factors that influence adoption and uptake of the DWMS by the Record Officers, Action Officers and all the people who are involved in the document management value chains at MTI. This is not to ascertain that other non-individual factors such as organisation context are less important in influencing successful integration of DWMS into business processes. Using the modified Unified Theory of Acceptance and use of Technology (UTAUT) as a theoretical framework, this paper presents findings from a research which aimed to investigate the factors influencing adoption and usage of the DWMS and therefore its integration into the MTI's everyday business processes. Largely supplemented by an interpretivist paradigm, this research is largely positivist. With a response rate of 86.7%, this research utilised a census survey approach and used a questionnaire as the main data collection instrument. Four major constructs from the UTAUT model accounted for the 55% variance in explaining behavioural intention to adopt DWMS. This research espoused that contextual setting (organisational and individual) influences the uptake and adoption of DWMS and therefore proposes a conceptual adoption framework which can further guide theory and practice.

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...

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...

The digital age has redefined the production process and utilisation of documents globally. In the information age, the process of input, delivery, storage, receipt, and categorization of data is critical. The public sector has to rely more and more on automated, reliable solutions in order to keep their information safe and readily accessible for effective governance. A document management system is a computer system used to track and store electronic documents and/or images of paper documents. The term has some overlap with the concepts of content management systems often viewed as a component of enterprise content management systems and related to digital asset management, document imaging, workflow systems and records management systems. This paper examines an ongoing document management implementation case study in a public sector of digital assets of over twelve million pages, highlighting the taxonomy, content and knowledge management creation using an enterprise content management system and discusses the role in national development and growth. Track 1 Optimization Theory and Application Track 2 Project and Engineering Management

During the electronic document exchange processes, new information may be added, existing information may be modified , and control information has to be checked. For different purposes different formats are created and used by different organisations even if they share one database system. Our investigation in the project MIWIS (Metadata Infrastructure for the Web Information Systems in Swedish Governmental Sectors) for the Swedish governmental organisations has revealed that regional and local governmental organisations and departments usually have their own database systems and use their own customised electronic document formats. Their documents are sent out along with the localised formats. These localised formats hinder the exchange of electronic documents among organisations. In the WWW community, the metadata concept is introduced to provide a set of structural descriptions of information. A number of metadata models have been proposed. Some of them are developed along with ...

2011

Today, the integration of information systems has become a necessity due to the fact that the big companies have developed over time, mostly, separate information systems (which do not communicate between them) for the automation of different activities. If in the beginning the "situation" seemed to be under control, the boost in the number of customers, products, suppliers, etc. brought about an acutely increasing need for the companies' information systems to communicate with each other. Also, in its turn, the current economic crisis has increased the necessity to integrate the information systems within a company, thus simplifying any means of controlling the business. That is why in this paper we submit to your attention some types of information systems used by companies (Enterprise Resource Planning - ERP, Customer Relationship Management - CRM, Supply Chain Management - SCM) as well as possible ways of integrating these systems (integration through business proc...

Developing an information system integration strategy, at enterprise level is one of the most difficult issues that the information systems managers must solve, within the present conditions. When settling the integration strategy, two aspects must mainly be taken into account: assuring a complete integration solution of the information systems and building an integration infrastructure of the applications. The present paper aims at presenting few aspects regarding the integration of the information systems at organizational level and describing a specifically developed IBM architecture. information systems integration, software modelling, Model Driven Architecture (MDA), Model Driven Development (MDD) M15

Journal of Industrial Engineering and Management, 2014

Purpose: Many global organizations have aligned their strategy and operation via the ISObased framework of integrated management system (IMS) that allows the merge of quality, environment, health and safety management systems. In such context, having a robust electronic document management system (EDMS) is essential, especially at global enterprises, where a large amount of documents generated by processes, flows through different work cultures. However, there is no "one-size-fits-all" design for EDMS because it depends on organizations' needs, size and resource allocation. For this reason, it is crucial to conduct empirical studies in the area of EDMS in order to capture experience and best practices. This article firstly outlines a common understanding of relevant concepts such as process-oriented organizations, workflow, document flow, IMS and EDMS from literature study. Furthermore, this article discusses the vital role of EDMS in supporting global enterprises to implement the ISO-certified IMS approach. Finally, from a case study of a global enterprise employing IMS, this article examines the benefits of using EDMS, practical issues arise and lessons learned.

Annals of Computer Science and Information Systems

4This study aims at proposing the framework of critical success factors (CSFs) for the adoption of an electronic document management system (EDMS) in government units and at identifying such factors for local government in Poland. The study was based on a literature review, interviews with field experts, and a questionnaire survey. The results suggest a framework of 23 factors that were considered prerequisites for successful EDMS adoption. The factors are grouped into four categories to reflect economic, organizational, technological, and legal issues. Furthermore, nine CSFs for EDMS adoption in Polish local government units were identified. They include legislation imposing the obligation on EDMS adoption, technological readiness, quality of back-office software and its integration with front-office and ERP software, employees9 awareness of EDMS adoption, front-and back-office software functionality and scope of its adoption, and information security. It is worth noticing that there are no economic factors in the set of the nine CSFs.