Document Management Research Articles

QLTI-21. STREAMLINING THE STUDY INTAKE PROCESS AT THE CANCER CLINICAL AND TRANSLATIONAL RESEARCH OFFICE (CCTRO)

Abstract Challenges in the Protocol Intake/Activation process at the Henry Ford Cancer Center, particularly during the budget negotiation and coverage analysis (CA) phases, hamper operational efficiency and financial prospects. This study aimed to improve budget time and process efficiency. Process flow mapping, Value Stream Mapping (VSM), and cause-effect analysis using a fishbone diagram were used to identify and analyze key bottlenecks, focusing on the budget negotiation and CA phases. Budget negotiation took an average of 121.5 days in 2023 due to multiple procedures and a lack of standardized practices. Delays ranged from 127.75 days in August to a low of 69.84 days in November of 2023. The budget build process averaged 13.31 days, with an additional 7.57 days for approval, totaling 20.89 days. The CA phase had an average cycle time of 10.82 days (range 2-10 days). To improve approval times, it was recommended to implement an Electronic Document Management System to automate routing, signing, and tracking of budget and CA-related documents, standardized budget templates to streamline negotiations, a detailed electronic checklist to streamline task lists for document collection and budget negotiation, automated reminders for internal and external stakeholders to ensure timely submission of necessary documents, and timely submission policies enforced by a dedicated finance member on committees. Newly developed Key Performance Indicators (KPIs) such as ‘time to collect documents,’ ‘time between committees,’ and ‘time for budget negotiation process,’ along with a dual tracking system in Excel, were proposed to monitor and improve these metrics. The recommendations are expected to significantly enhance the efficiency of the Protocol Intake/Activation process. By reducing the budget negotiation phase to less than 60 days and optimizing the CA process, faster study initiation, better resource utilization, and improved responsiveness to research opportunities will be achieved. This study underscores the critical need to address operational challenges in clinical trial management to enhance CCTRO’s capability to conduct timely and effective research.

Document Management System

A Document Management System (DMS) is a digital solution that enables the efficient organization, storage, retrieval, and management of documents in electronic format. It aims to streamline workflows, enhance productivity, and ensure data security in businesses or organizations by digitizing document handling processes. With features like version control, secure access, metadata tagging, and automated workflows, DMS minimizes the dependency on physical paper, reduces the risk of document loss, and facilitates compliance with regulatory standards. Additionally, a DMS enables remote access and collaboration, making it easier for team members to work together on documents in real time, regardless of location. By centralizing document management, a DMS enhances operational efficiency, optimizes resource utilization, and supports the digital transformation efforts of modern enterprises.

Mapping the Knowledge Structure of Image Recognition in Cultural Heritage: A Scientometric Analysis Using CiteSpace, VOSviewer, and Bibliometrix

The application of image recognition techniques in the realm of cultural heritage represents a significant advancement in preservation and analysis. However, existing scholarship on this topic has largely concentrated on specific methodologies and narrow categories, leaving a notable gap in broader understanding. This study aims to address this deficiency through a thorough bibliometric analysis of the Web of Science (WoS) literature from 1995 to 2024, integrating both qualitative and quantitative approaches to elucidate the macro-level evolution of the field. Our analysis reveals that the integration of artificial intelligence, particularly deep learning, has significantly enhanced digital documentation, artifact identification, and overall cultural heritage management. Looking forward, it is imperative that research endeavors expand the application of these techniques into multidisciplinary domains, including ecological monitoring and social policy. Additionally, this paper examines non-invasive identification methods for material classification and damage detection, highlighting the role of advanced modeling in optimizing the management of heritage sites. The emergence of keywords such as ‘ecosystem services’, ‘models’, and ‘energy’ in the recent literature underscores a shift toward sustainable practices in cultural heritage conservation. This trend reflects a growing recognition of the interconnectedness between heritage preservation and environmental sciences. The heightened awareness of environmental crises has, in turn, spurred the development of image recognition technologies tailored for cultural heritage applications. Prospective research in this field is anticipated to witness rapid advancements, particularly in real-time monitoring and community engagement, leading to the creation of more holistic tools for heritage conservation.

Experimental and search work on the implementation of organizational and pedagogical conditions for the development of the professional and pedagogical competence of a professional school teacher in the field of documentation management

Experimental and search work on the implementation of organizational and pedagogical conditions for the development of the professional and pedagogical competence of a professional school teacher in the field of documentation management

Persepsi Masyarakat Tentang Instagram PPID Kota Semarang

Instagram is a photo-sharing application that allows users to take pictures, apply digital filters, and share them through various social networking services, including Instagram. Semarang City has an Instagram account, PPID (Information and Documentation Management Officer), which provides information about activities in the city of Semarang. This study uses the theory of mass communication and perception. The method used in this study is qualitative with a descriptive approach. Data collection techniques include interviews and observations. Data analysis techniques consist of data reduction, data presentation, and conclusion. The results showed that the Semarang City PPID account helped the community access information that occurred in Semarang, such as official information from the government, natural disaster warnings, entertainment events, regional assistance, and others. Most people are enthusiastic about the Semarang City PPID Instagram account because it helps them know the information needed.

E Buddy's Impact on Local Governance in Indonesia through Transforming Document Management

General Background: The advent of electronic document management systems has revolutionized administrative processes in local governance, emphasizing the need for effective implementation strategies. Specific Background: In Indonesia, the Electronic Official Document Arrangement through the E Buddy application has been introduced to enhance the efficiency of village governance, particularly in Panggreh Village, Jabon Sub-district, Sidoarjo Regency. Knowledge Gap: However, challenges remain regarding the consistency and effectiveness of E Buddy's usage among village officials, particularly concerning communication, resource allocation, and bureaucratic structures. Aims: This study aims to analyze and describe the implementation of the E Buddy application in Panggreh Village using a qualitative descriptive method, focusing on the indicators proposed by George Edward III: communication, resources, disposition, and bureaucratic structure. Results: The findings indicate that while E Buddy has been implemented, issues persist, such as inconsistent usage of the application for official document transmission and inadequate technical guidance. Furthermore, some officials struggle with the application’s functionalities, and insufficient resources hinder optimal performance. The study also highlights the need for dedicated personnel, improved evaluation methods, and the establishment of incentives to motivate village officials in utilizing E Buddy effectively. Novelty: This research contributes to the understanding of the practical implications of electronic document management systems in local governance, offering insights into the barriers faced by village officials in Indonesia. Implications: The results underscore the necessity for continuous training, resource upgrades, and structural reforms to enhance the efficacy of the E Buddy application and improve service delivery in rural governance. Highlights: Communication Issues: WhatsApp used instead of E Buddy for documents. Resource Deficiencies: Officials lack skills in using E Buddy effectively. Regulatory Compliance: Structure follows regulations, but support needs improvement. Keywords: E Buddy, Electronic Document Management, Implementation, Local Governance, Sidoarjo Regency

Innovative technologies in the logistics system

This article highlights the importance of the latest technologies and innovative logistics as the most effective element of the logistics activities of enterprises. The essence of the most modern and progressive technologies is described in detail, their advantages and features of implementation in real-time conditions are determined. The impact of these technologies on logistics and supply chains is analyzed. It has been established that the participants of the logistics chain are able to create a transparent and effective system of transaction recording, asset tracking and documentation management using the most promising innovative technologies in the logistics field. The effects that the subjects of the logistics chain receive from the introduction of the latest technologies are outlined. It has been proven that the use of progressive innovations in logistics can ensure the growth of the effective activity of any enterprise, reduce the total costs for the implementation of flow processes and improve the quality of customer service as a whole.

Digital Conversion of Document Management at Thu Dau Mot University, Binh Duong Province

Digital Conversion of Document Management at Thu Dau Mot University, Binh Duong Province

Examining the performance of responding to the Khoy earthquake 2022, challenges, strengths, and lessons learned: thematic analysis

ObjectiveDisasters in developing countries result in higher human and financial losses compared to global standards, with the death rate being 12 times higher than that of developed countries. Many experts attribute the failures in disaster management to the lack of a system for documenting and analyzing disaster management functions and not leveraging the experiences and lessons learned. This study employed a qualitative data collection approach, utilizing semi-structured interviews with managers, deputies, members of operational teams, and individuals affected by the disaster in the area. This research aims to explore the challenges, strengths, and lessons learned from the response to the Khoy earthquake in Iran.ResultsAfter conducting 40 interviews and achieving data saturation, we extracted experiences and lessons learned to investigate the performance of responsible organizations in the 2022 Khoy earthquake. The obtained data were categorized into 8 categories and 39 sub-categories. These categories encompassed warning and calling forces, disaster assessment, disaster commanding, emergency housing, supply and distribution of items, organization, and guidance of public participation and charities, psychological support, logistics operations, monitoring, evaluation, documentation, information dissemination, and media management. Planners and operational managers can use the findings to review and revise their action and prevention plans.

The Documentation System of a Motor Transport Enterprise as an Indicator of its Work

The aim of the article is to define and scientifically ground, using the example of documentation support for the activity of a motor transport enterprise, components of the institution’s documentation systems, to characterise their content, purpose, factors affecting them, to analyse internal relationships between documentation types. Research methods. Systemic and socio-communicative approaches are used in this research, which make it possible to ground subsystems of the company’s documentation, and determine the role of each of them. The application of modeling methods and the transition from the abstract to the concrete contributed to transforming general issues of the organisation’s documentation support to the construction of a concrete model of its documentation. Scientific novelty. This article represents the author’s view on the construction of subsystems of infrastructural and profile (by industry profile) documentation, which can take place in the documentation support of managing the institution on the example of a motor transport enterprise. The infrastructural documentation is presented as functional in order to ensure the management of the institution’s activities, that contains management, regulatory and legal systems and documentation regarding the computer networks operation, which serves both the general goals of the organisation’s management, and each of its activity area. The purpose of the components of the profile documentation, the factors affecting them, their components and the relationship between them are studied. Main conclusions. Based on the analysis of the components, a complex system of organisation documentation is elaborated, which allows to make reasonable management decisions, to form effective and operating management of documentation, including documentation support for the management of the enterprise, its material and technical supply, warehouse network. The results of this study can have practical application in all transport organisations when introducing and using the latest information technologies in documentation processes. Prospects for further research are the substantiation of theoretical foundations of constructing the components of industry documentation, exploration of characteristic features of their species and interspecies connections.

Documentation management in small and medium-sized entities after the political transformation in Poland. Outline diagnoses

The quality of documenting an entity's own activities is an expression not only of conscious existence, but also protects its own interests and those of competitors. Among these interests, a prominent place is credit and reliability, the basis of trust in business. This device, however, has problems with the so-called documentary culture. It is true that they contain obligations imposed by law, but the lack of regulations and, perhaps above all, the lack of due care in providing information on activities in many applications make them files, units that grow in a less rather than more detailed manner. The consequences of this state of affairs can be troublesome, to say the least. The article about the author of the article presents an attempt to present an outline of the problem that concerns business and executive entities that have been verified in the document on public activities.

Asuhan Kebidanan Post Partum Fisiologi di Puskesmas Takalala

The postpartum period is the period after the birth of the placenta and lasts until the uterus regains its pre-pregnancy size known as the postpartum period. The postpartum period is the time after the placenta is born until the reproductive organs recover. That lasted for about six weeks. The aim of this research is to apply physiological post partum midwifery care to Mrs "R" on the 14th day at the Takalala Community Health Center. The care provided uses Varney's 7 Step Midwifery Care Management and forms of documentation via SOAP. The case study conducted on Mrs "R" explained that there were no difficulties when implementing Varney's 7 Step Midwifery Care Management approach. So, it makes it easier for caregivers to solve problems related to this. The form of midwifery care provided to Ny'R" includes taking anamnesis on the mother, carrying out a physical examination, and providing counseling to the mother and family, in this case to Ny"R: regarding the effective care of ruptured perineal suture wounds. This case study uses a descriptive observational method with a Continuity of Care approach. The subject is Mrs "R" post partum mother on day 14. How to collect anamnestic data, observation, examination and documentation. Next, compare the data obtained with existing theory.

Factors Affecting the Efficiency of Electronic Document Management System Usage (EDMS) among Revenue Department Region 1 Personnel

Factors Affecting the Efficiency of Electronic Document Management System Usage (EDMS) among Revenue Department Region 1 Personnel

Akbulut, A. ve Şenay, B. A. (Editörler). (2023). Güncel Bilgi ve Belge Yönetimi Araştırmaları ve Uygulamaları. Hiperyayın. ISBN: 978-625-6482-70-8

This study aims to review the book titled “Current Information and Document Management Research and Practices” edited by Dr. Ayşenur Akbulut and Dr. Burcu Aydemir Şenay. The book includes 9 studies covering current research and practices in the field of Information and Documents Management.

The Influence of Gross Regional Domestic Product, Number of Population, and Number of Nusantara Tourists on Regional Original Income

The aim of this research is to find out whether the original income of districts/cities in Aceh Province is influenced by GRDP, population and number of domestic tourists. The total sample is 23 regencies/cities in Aceh Province. Quantitative methods are used as research methods, with the data used being secondary data obtained through publications and the official website of the Indonesian Central Statistics Agency, the Directorate General of Financial Balance (DJPK), and the Information and Documentation Management Officer (PPID). The research results partially prove that regional original income is not influenced by GRDP, population and number of domestic tourists. This was proven in the partial test, the significance value resulting from all independent variables was less than 0.05. However, regional original income is jointly (simultaneously) influenced by GRDP, population and number of domestic tourists, as can be seen in the simultaneous test with an f-count value of 13.91490 which is greater than the f-table of 2.745915. Based on the research results, the conclusion that can be drawn is that local revenue in the District/City of Aceh Province is not partially influenced by GRDP, population and number of domestic tourists. But simultaneously PAD can be influenced by GRDP, population and number of domestic tourists. So that districts/cities in Aceh Province are considered to be less able to utilize regional resources that can increase their original regional income, both in the economic, demographic and tourism sectors.

Non-conformities in the Pre-analytical Phase at the Parasitology-Mycology Laboratory of the Mohammed VI University Hospital in Oujda.

The Parasitology-Mycology Laboratory's analytical process involves three stages: pre-analytical, analytical, and post-analytical. Our focus is on the pre-analytical phase (PAP). This study addresses managing PAP non-conformities at Mohammed VI University Hospital in Oujda, aligning with quality standards like ISO 15189 and GBEAand aiming to detect and resolve deviations. This 84-month retrospective study analyzed specimens at the Parasitology-Mycology lab in the Mohammed VI University Hospital in Oujda. Examination requests were made through the hospital's IT system (HOSIX), and samples were transported pneumatically. After administrative and technical checks, samples were rejected, processed, or retained for correction based on findings. Reports of non-conformities were sent to prescribers via the IT system. Data were analyzed and flowcharts were created using Microsoft Excel (Redmond, USA). During the study period, prescription errors were the most common non-conformities (65.88%; n=56), followed by sample nature errors (29.41%; n=25) and sample packaging errors (4.70%; n=4). Prescription discrepancies, mycological exams for patients on antifungal treatment or carrying Henna, and missing clinical information were the main causes. Outpatient samples accounted for 29.41% of non-conformities, while inpatient samples accounted for 70.59%. The majority of inpatient non-conformities came from the dermatology department (n=42; 49.41%). The pre-analytical phase in Parasitology-Mycology is crucial for ensuring accurate results, involving the coordination of various stages such as staff training, documentation, and non-conformity management. Prescription errors were predominant among non-conformities, followed by sample nature and packaging errors. Outpatient samples had fewer non-conformities compared to inpatient ones, possibly due to supervision by a biologist. Non-conformities lead to therapeutic, prognostic, and economic issues, underscoring the need for their reduction. Corrective actions are crucial, along with establishing policies for error detection and control. Potential causes of non-conformities can be analyzed using methods like the 5M approach. Suggestions for improvement include distributing a validated sampling manual, creating electronic test request forms, staff training, ongoing training programs, and regular meetings for information exchange. The pre-analytical phase in Parasitology-Mycology is crucial, demanding a quality-focused approach for strict adherence to procedures and traceability. Mastery of this phase ensures result reliability.

A Comparative Study on Regulatory Requirements for Pharmaceutical and Biological Product registration in ASEAN and Asia Pacific Region for Parenteral Dosage Form

Regulatory requirements for pharmaceutical and biological product registration varies significantly across different regions impacting availability of critical parenteral dosage form in that market. This thesis provides a comprehensive comparative analysis of regulatory requirements for registration of parenteral dosage form in emerging markets which include ASEAN and Asia – Pacific region. The study majorly examines key regulatory framework, submission requirement, review process and lifecycle management. Focusing on how these factors affect development and market entry of parenteral product. The research explores major difference in documentation, quality requirements and product life cycle management across these markets. Data for the study is gathered from extensive review of official regulatory documents and guidelines. Parenteral means ‘Para’ + ‘Enteral’ which means those products that surpasses the intestine and directly enters into systemic circulation. The pharmaceutical parenteral products are derived from synthetic or plant-based API’s whereas biological parenteral products are derived from organisms. This thesis covers all types of parenteral registration requirements including, branded, generic and biosimilar. It includes vaccines, pre-filled syringes, bottles, vials, bags, ampoules, etc. Aim behind considering RoW market is that they are constantly updating and emerging themselves against regulatory challenges. Some of the countries in these regions have adopted ICH guidelines and others maintain unique regional guidelines. Some countries in region like ASEAN follow ACTD. Few countries like India to reduce the task of handling hard copy have established portals while few have established soft copy submission in CD/DVD or USB form while other still need submission in hard copy.

ELECTRONIC DOCUMENT, INFORMATION, AND ARCHIVE MANAGEMENT SYSTEMS IN ECONOMIC INSTITUTIONS: A DESCRIPTIVE STUDY OF THE ONBASE SYSTEM

Objective: The study aims to familiarize readers with the Onbase system for electronic document management. To highlight its key features and operational methods,to elucidate its functionalities. Theoretical Framework: Data were meticulously collected through document and record searches related to the Onbase system by accessing Hyland's official website, the system's designer, and various online platforms that provide discussions about the system. Method: We employed the descriptive method based on analysis to elucidate the operational methods of the Onbase document management system and to accentuate its components and distinctive features. Results and Discussion: The study has conclusively demonstrated that the OnBase system facilitates: Efficient management of an extensive volume of documents, files, and archives, the system strategically supports the digitization of documents and archives, as well as the overall digitization of business processes; these capabilities ensure reliable document access within the institution and support remote work, thereby redefining modern business and administrative operations. Research Implications: The implementation of an Electronic Document Management (EDM) system is crucial for institutions aiming to advance their digital transformation. These systems render information instantly available, thereby facilitating the daily operations of employees through the use of an assortment of digital tools and methods for creating, digitizing, organizing, indexing, classifying, searching, and archiving documents. This structured approach to information management via the OnBase system contributes significantly to the efficiency of administration within institutions. In the study, we presented a successful experience of the Marine Studies Laboratory and the Algerian Total Company in adopting the OnBase system. Originality/Value: This study will contribute to the literature by enhancing our understanding of the use, key features, and functionality of document management, information management, and archival systems. This information will be valuable for individuals interested in improving document and information management systems in economic institutions. It may contribute to making better decisions and enhancing efficiency and effectiveness in document, information, and archival management.

Document Management System Generative AI and AWS Comprehend

Abstract: Document Management Systems that have Generative AI and cloud features integrated in them can help users to save time. The generative ai features can boost creativity, quality and cloud resources can greatly help expand the scope of the system. A document management system built entirely on the cloud offers mobility and freedom of expression and analysis. With analysis features, users can derive important insights from texts in place and cloud storage offers the mobility to access these features from anywhere. From this, comes the possibility of an application that allows users to choose their features depending upon their needs. It is a deeper stride into the pay-as-you-go-model where the users pay only for what they use. The application provides a model to what a truly dynamic feature rich application might look like

Improving Compliance with a Nurse-Driven Protocol for Unfractionated Heparin Infusions in Patients with Venous Thromboembolism.

Unfractionated heparin (UFH) is a high-risk medication that can cause bleeding and/or thrombotic complications if not managed appropriately. Between January and July 2019, our institution experienced a high number of patient safety events related to UFH infusion for the treatment of venous thromboembolism (VTE). The aim of this quality improvement (QI) initiative was to prevent these safety events by improving compliance with our institution's nurse-driven VTE UFH infusion protocol. Baseline data for patients on the VTE UFH protocol were collected to identify improvement opportunities. Compliance with eight standards of care related to the VTE UFH infusion protocol was measured. Time to first therapeutic activated partial thromboplastin time (aPTT) was recorded to assess the benefit of improved compliance. Institutional policy updates were made to clarify the management of UFH infusions and documentation in the electronic health record. A multidisciplinary workgroup implemented order set changes, nursing communication orders, UFH infusion reports, and a nursing education module to promote compliance with the protocol. The overall rate of compliance with the VTE UFH infusion protocol increased from 79.4% at baseline to 85.2% following implementation of the QI initiative, and the median time to first therapeutic aPTT decreased from 831.5 minutes to 808 minutes over the same period. A multidisciplinary initiative to address improvement opportunities in a nurse-driven UFH protocol for VTE treatment increased compliance with the protocol and decreased the time to first therapeutic aPTT.