Development of Document Management System (DMSys): A Step Forward to a Paperless Office

Abstract

Rapid technological advancements have transformed how businesses and organizations manage documents. The traditional approach of maintaining physical paper documents has proven time-consuming, costly, and inefficient. In response to these challenges, the Development of Document Management System (DMSys) has emerged as a progressive solution, providing a step towards achieving a paperless office. The study also examines the impact of DMSys on environmental sustainability. The reduction in paper consumption not only conserves natural resources but also minimizes waste generation, contributing to a greener and eco-conscious workspace. The primary goal of DMSys is to enhance cost and time efficiency in information dissemination, improve overall efficiency, facilitate information distribution, and streamline file management at the Centre for Diploma Studies (CeDS). The system ensures effective communication and access to essential information for administrative and academic staff. The system's core functionalities include creating, reading, updating, deleting, and editing documents. The development process of DMSys followed the Waterfall Model, a systematic approach that eased the system's creation. In gauging the effectiveness of DMSys, surveys were conducted to gather feedback from respondents regarding the system's efficiency. The results indicated that most respondents agreed that implementing DMSys has significantly increased efficiency by reducing time and costs associated with photocopying and paper usage, thereby contributing to UTHM's U.I. Green Metric World University Ranking.