Digital Transformation Process in Selection and Implementation of an Electronic Document Management System

An electronic document management system (e-DMS) is an information system that allows creating, distributing, filing, storing, searching, destroying, and archiving documents concerning certain criteria and standards as a critical part of every digital transformation. It is known that correspondence processes in public institutions such as universities are time-consuming activities that increase workload and bureaucracy. Therefore, it is a critical issue to select and implement the suitable e-DMS software which systematically supports institutions in managing the documents they produce in their work processes. This chapter provides decision support to the institutional managers for selecting proper software, the preparation process before the application, transformation stages, and the environmental benefits after the implementation of the system are shown with their workflows through an actual application in a university. Digital transformation of the system provides both environmental and social benefits for institutions beside its material benefits such as time and labour.

Design and usability assessment of DocManS: A document management system with security and social media features

A document management system (DMS) is required to handle any documents within an institution efficiently. However, several important features are lacking in the current DMS, such as security and social media features. This paper proposes a new solution to tackle the issues by developing a new document management system with security and social media features called DocManS. The development process and usability evaluation by users are presented in this paper. The usability assessment is performed with the use of the System Usability Scale (SUS) framework. The results show that the current version falls within the B range of the SUS framework and several enhancements for better usability in terms of social media sharing and privacy are recommended.

Structural and parametric synthesis of a document management system

The structures representing the document flow processes in an organization are considered by synthesizing them from the simplest structures. Presented in the form of graphs the processes of movement of documents become formalized and unambiguously defined. Using classification of typical structures of information flows and available mathematical model of management system, it is possible to formalize processes of movement of documents and their interaction in the form of management model, and also to make technical specification for development of information system and finished formalized statement of the problem of structure-parametric synthesis

Electronic Document Management System (EDMS) Implementation: Implications for the Future of Digital Transformation in Philippine Healthcare

The COVID-19 pandemic is raising concerns all around the globe, as many lives have been lost and families have been left without hope. The Digital Era has started, and many sectors, including healthcare, are adapting to the innovative human-machine integration that has developed. However, the new systems still offer benefits and limits that will influence certain nations' choice to accept this platform owing to their unique requirements and circumstances. The earliest electronic health records were developed in the early 1960s to store long-term patient data. However, it was not maintained since the system's foundation is very demanding, and medical practitioners stopped utilizing it. After a decade, the growth of technology was unavoidable, gradually altering areas such as business and healthcare. However, every development has ramifications. The implementation of the new system may enhance organizational performance, but there are still uncertainties, notably about sustainability and how it will affect the firm in the future. Now, sufficient medical documentation has long been a source of contention in the healthcare industry, and management should begin introducing new processes to address the underlying problem. If the government already has a system in place to ensure the country's long-term existence, this system should be used to ensure the consistency of each patient's medical records. Will an Electronic Document Management System (EDMS) adaptation in the Philippines, a third-world nation with a poor healthcare system, be the best option to modify and enhance medical care quality?

La creación y desarrollo del sistema de archivos de CC.OO. de Castilla y León a partir de la formación en gestión documental y archivo

El objetivo de este artículo es presentar cómo el desarrollo de un plan de formación básico en gestión documental y archivo ha sido determinante en el inicio del proceso de creación e implantación del Sistema de Gestión Documental en el sindicato Comisiones Obreras de Castilla y León. Para ello se ha aplicado una metodología de estudio de caso cuyos resultados muestran la importancia que la formación ha tenido en la creación de una “cultura de archivo” a partir de la cual es posible diseñar y desarrollar de un Sistema de Gestión Documental adaptado a la idiosincrasia de la organización sindical. This article aims to show the relevance of the development of a Basic Training in Document Management and Archives in the document management system implementation in the Spanish Union Comisiones Obreras in Castille and Leon. Through a case study methodology we observe how the training has created an “archive culture” that helps in the creation of the Document Management System of the Labour Union Organization.

The system of county administration in the Komi Region at the end of the XVII – first half of the XVIII century

Introduction. The work studies the system of county administration on the territory of the Komi Region at the end of the XVII – first half of the XVIII century. This period was characterized by significant transformations based on changing the system of public administration from voivodeship- clerical into collegiate. It was actively implemented in the highest and central authorities, not only changing the document management system, but also forming a new state apparatus. The situation was different in the county voivodeship offices, such as, the voivodeship office in Komi Region. Materials and Methods. The main research methods were system-structural, historical, formal-legal, etc., which became basic in the analysis of published and unpublished documents. Results and Discussion. As shown by the study of published and unpublished documents on the territory of the Komi Region (Yarensky uyezd), populated with black-collar and later state peasantry, there was no transition from the voivodeship – clerical to the collegiate system of management and office management at the time under study. The collegiate model of public administration, formulated in the new administrative legislation, could not displace the Voivodeship model. The clerical system evolved according to its own laws and demonstrated viability, and the collegiate system was forced to adapt to the requirements of the reforming tsar. This was especially evident when the county office carried out the document management. Conclusion. Carrying out the reforms of the beginning of the XVIII century, the authorities on the county level could not organize the transformation of the clerical service and management and was not ready for changes. As a result, the clerical office work was maintained along with the collegiate one. Collegiate office work was actively introduced and developed in the central office. On the ground, for example, the Yarensky uyezd, clerical office work continued to be preserved, and collegiate one became dominant only by the middle of the XVIII century.

Development of a data mining subsystem for the citeck electronic document management system

An urgent task in the implementation of electronic document management systems (EDMS) is to expand their functionality through personalization and taking into account individual characteristics of the organization. The article deals with expanding the functionality of EDMS by designing a subsystem for data mining. As part of the study, the principles of formalizing the processes of processing incoming correspondence and organizational and administrative documents, methods of collecting and analyzing data on the work of users with various types of documents through the use of artificial neural networks and a comprehensive assessment of improving the efficiency of the EDMS of an educational institution were studied. Quantitative characteristics that directly affect the process of monitoring the execution of orders have been determined. This is the time spent for creation of the document and execution completeness of the document. A mathematical model of the process of creating documents based on data from the EDMS has been developed. Regression coefficients have been calculated. Analytical dependences of the quality of the developed documents on the time of their execution and volume have been obtained. The scientific novelty of the research lies in the development of an algorithm and software for automating the collection and analysis of data through the use of neural networks in the EDMS. The main scientific results include formalized criteria for documents and stages of their development, the algorithm of the mining subsystem, the developed software for the EDMS of the Lyceum. The results obtained made it possible to identify the types of documents and the stages of their development that are most demanding on the resources necessary for their implementation, which can later be used to find ways to optimally organize work on the preparation of documents of various types.

Analytical support of data organization in distributed information systems of critical application

One of the most important tasks in the deployment and operation of a distributed information system of critical application is the organization of the electronic document management subsystem. The purpose of the operation of this subsystem is an uninterrupted, reliable and secure data exchange between users of the system. To achieve this goal, it is necessary to effectively organize and monitor the state of the electronic document management system storage databases. This article will consider approaches to solving this problem in relation to the electronic document management system of a distributed information system of critical application.

Analysis of the use of the electronic document management system in federal executive authorities

The electronic document management system is one of the most popular products for implementation at various enterprises in various industries, ranging from heavy industry to state organizations and federal authorities. Document flow in many companies is carried out on paper, and this, in turn, causes great difficulties in processing, storing and executing documents. Paper archives occupy hundreds of square meters of storage space, and if necessary, it is very difficult to find the right document among a large amount of waste paper. In this regard, many companies begin to review their activities and move away from paper document management to electronic