Electronic Document Management System Research Articles

DEVELOPING AN ELECTRONIC DOCUMENT MANAGEMENT SOLUTION TAILORED FOR LOCAL AREA NETWORK (LAN) DEPENDENT ORGANIZATIONS

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.

A Model of an Automated Electronic Document Management System Operating under Conditions of Probable Compromise of Signature Keys, Based on a Hierarchical Decomposition of Trusted Storage Environments

The results of an analysis of the functioning of the electronic document management system in the context of the development of methods and means of cryptanalysis and an avalanche increase in the number of processed documents are presented. A conceptual model and method for decomposing the storage subsystem into contours of operational and long-term storage of electronic documents are proposed. A mathematical model of hierarchical control of the integrity of electronic documents is presented, which takes into account the integrative properties of electronic documents, as well as requirements for storage periods and information security. The methodology and results of assessing the advantages of the developed technical solution based on the logical-probabilistic method are presented.

Моделювання інноваційних програм розвитку комунікативної компетентности публічних службовців

The study highlights the issue of the development of the communicative competence of civil servants, heads of local state administrations, their first deputies and assistants, officials of local self-government, and local council deputies.
 The study focuses on the dynamics of advanced training programs offered for the continuous personal and professional development of persons authorized to perform the functions of the state and local self-government in the professional training system, the priority directions (topics) of which are: ways to improve the mastery level of the Ukrainian business language, communication and interaction, strategic communications, etc. The analysis is carried out on the case study materials of the Volyn Regional Center for Professional Development (formerly the Volyn Regional Center for Retraining and Professional Development of employees of state and local self-government bodies, state enterprises, institutions, and organizations). The author has considerable experience in cooperation with the Center from 2008 to 2023, in particular in the field of development and implementation of general and special short-term advanced professional training programs. Emphasis is laid on the need for more active implementation of distance learning technologies in the organization of the educational process, which is not limited to telecommunication. The study elucidates the specifics and content dominants of training programs for professional development in the context of the main aspects of language and communication activities of public servants at the beginning of the 21st century: work with documents (in particular, in the electronic document management system), the ability to conduct interpersonal and social dialogue (especially with the use of media), taking into account the principles of barrier-free communication, and the ability to speak in public.
 The study findings made it possible to design innovative programs/projects for the development of the communicative competence of public servants, which were developed following the principle of the practical orientation of training, taking into account military-political, social, and economic factors, as well as the individual needs of training participants (according to questionnaires), in particular, in conditions of martial law and post-war period.

К вопросу о формировании инновационной lean-компетентности сестрин- ского персонала, оказывающего помощь населению в системе ПСМП.

Introduction. The article proposes and proves the effectiveness of a model for the formation of innovative lean competencies among nursing staff operating in an optimized healthcare environment. Goal: to determine the effectiveness of the implementation within the framework of postgraduate training of an educational module on the formation of innovative lean competence in the professional activities of practicing nursing specialists. Methods. The study was conducted according to a specially developed questionnaire in two stages: the first – in 2019 (before the implementation of the educational module); the second – in 2022 (evaluation of the implementation results). The analysis of the results provided for the calculation of relative values (P) and their errors (± m). The same indicators were compared in dynamics, the Student’s coefficient (t) was used to assess the reliability of the differences. The differences were considered statistically significant at p<0,05. Microsoft Office Excel and Statistica 5,0 programs were used to create an electronic database and calculate indicators. Results. At the first stage, a high readiness of the majority of nurses for innovation was revealed, but a number of limitations for innovation were recorded: low level of computer skills, lack of necessary competencies for implementing innovations, lack of leadership qualities, search for personal gain. A strong inverse correlation was found between age and the desire to introduce innovations. The results of the second stage showed a 1,4-fold increase in the share of nursing staff who want to introduce innovations in their workplace; a 1,8-fold decrease in the proportion of people who are wary of changes in their professional activities; reducing the time spent on processing medical documentation and increasing the amount of time allocated to working with patients. The proportion of nursing specialists using an electronic document management system in their professional activities has also increased – from 1,6% to 41,6%. Conclusion. The effectiveness of the proposed educational module for the formation of innovative lean competence in the professional activities of nurses providing assistance to the population in the primary health care system is confirmed by the achieved positive results of its testing in healthcare institutions.

New Opportunities and New Challenges for Foreign Trade Participants Arising In the Process of Digitalization of the Electronic Document Management System of the Federal Customs Service of Russia

The relevance of the topic of the article is due to the need to improve the electronic document management system between customs authorities and foreign trade participants. Currently, the use of digital technologies in the activities of customs authorities is becoming increasingly popular and relevant. The use of digital technologies in the electronic document management system opens up many new functions for participants of the foreign economic Activity and the Federal Customs Service of Russia, such as speeding up the document exchange process, automating the document processing process, and improving the security of document exchange. In this regard, the analysis of the process of providing the necessary documents and (or) information by the foreign trade participant is of particular interest, because at the moment the document flow is mainly in paper form. The purpose of the study is to analyze the process of carrying out verification measures by customs authorities, providing the necessary documents and (or) information by foreign trade participants, identify emerging problems and develop recommendations for their elimination. Objectives of the study: to assess innovations in the field of customs declaration, consideration of applications for amendments (additions) to the information declared in the goods declaration after the release of goods, as well as customs control in the form of verification of documents and (or) information on the initiative of the customs authority; to identify the key advantages and problems of the current state of document flow; to propose ways to solve the efficiency and improvement of the electronic document management system. Research methods: the current state of the electronic document management system was analyzed, including problematic issues were identified. The synthesis method made it possible to demonstrate the need to increase the efficiency of the electronic document management system, since it is used in many processes in the field of customs. The modeling methodology allowed us to propose ways to solve problematic issues of the current state of the electronic document management system and directions for improving these processes within the framework of the topic under consideration. The key problems of the electronic document management system are: abnormal situations, due to which it is not possible to view documents in electronic format, delays, loss of documents, interruptions in the work of JSC “Russian Post” when working with paper documents, the inconvenience of working with a large volume of paper documents, long periods of customs control. Promising solutions to these problems are: to amend international treaties and acts in the field of customs regulation and legislation of the member states on customs regulation, to introduce an All-Russian information system that could both serve the process of electronic declaration, the introduction of the possibility of sending a request by the customs authority for the submission of documents and (or) information in electronic form after the release of goods in a special software tool, the expansion of the functionality of the Personal account of the foreign trade participant.

Applicability of electronic document management system (EDMS) for the cost management of mega construction projects in Sri Lanka

Purpose Documentation plays a key role in navigating the costs of construction projects. Traditional document management systems (TDMS) used in developing countries, however, hinder the achievement of expected cost targets. Although the electronic document management system (EDMS) has been implemented to improve documentation, the Sri Lankan construction industry has failed to effectively adapt to it. Hence, this study aims to provide strategies for the effective application of EDMS to the cost management of Sri Lankan mega construction projects. Design/methodology/approach This study uses a qualitative approach followed by 12 semi-structured expert interviews. Quantity surveying experts were selected through judgemental sampling. Manual content analysis was used to analyse the data. Findings The EDMS is more suitable for megaprojects than traditional methods of documentation in terms of functionality, neutrality, interoperability, space, reversibility and delivery speed. However, there are contradictory views about cost and security. Furthermore, five transitional challenges of EDMS have been identified under the three key themes of cost, stakeholder perception and technical difficulties. Four reasons were also identified as causing these five challenges. Seven suggestions were made to deal with these transitional challenges and three key feasible solutions for the Sri Lankan construction industry regarding the EDMS were identified. Development of Sri Lankan software with low initial cost was highlighted as the most feasible solution. Originality/value This is a novel study to investigate the applicability of EDMS to cost management mechanisms of megaprojects in Sri Lanka. The findings reveal transitional challenges and appropriate feasible solutions for EDMS adaptation. This can be applied to the cost management of megaprojects in other developing countries as well.

The need to introduce an electronic document turnover system at the enterprises of the military–industrial complex

This article discusses the need for the introduction of electronic document circulation systems at enterprises of the military–industrial complex. In modern times, the flow of documents at the enterprises of the defense–industrial complex is becoming larger, and the processing of these documents takes a lot of time, which leads to a slowdown in the process of working with documents and, accordingly, creates problems in making managerial decisions. At the enterprises of the military–industrial complex, information is provided in the form of official documents and, depending on the speed of processing these documents, the prompt transmission of information and the provision of all types of work with documents depends. That is why the article reflects all the disadvantages of paper document management and all the advantages of electronic document management.The subject of the study is the main aspects of the introduction of an electronic document management system at enterprises of the military–industrial complex.Research methods. To write the article, general scientific methods were used, such as the method of information processing, analysis, deduction, graphical and tabular methods.The article proposes two methods for the introduction of electronic document management at enterprises of the military– industrial complex, which will solve the problems of the transition of enterprises from the old paper system to a new and innovative system. It is also determined that the transition to electronic document management will speed up the process of processing documents at enterprises of the military–industrial complex.  

Application of digital technologies to ensure the safety of grain products

Food products based on grain raw materials are products of everyday consumption and are in high demand among consumers. This type of product has a low moisture concentration, so it has a longer shelf life. If the production and storage technology is not followed, undesirable physical and chemical processes and pest infestation may occur in grain products. All this leads to deterioration in the quality and safety of products. It is possible to reduce the likelihood of such situations by using digital tools, such as digital marking, electronic document management and business process modeling. Digital labeling will allow for traceability at all stages from harvesting to the consumer, an electronic document management system will transfer information between stages to the required extent, and a process management system will prevent errors at the processing stage.

Major Factors Affecting the Level of Adoption of Document Management Systems in Zambia’s Higher Institutions of Learning

The aim of the study was to identify the challenges facing, Zambia’s higher institutions of learning in managing manual documents and to determine whether an electronic Document management Systems (EDMS) could be useful. The study in addition had to determine the levels of adoption prevalent in the institutions among the stakeholders to warrant implementing an Electronic Document Management System or otherwise. A quantitative survey was undertaken at three higher learning institutions covering members of staff and learners in the institutions. A questionnaire was designed to help collect the sample data from the three institutions, which was then analyzed using the SPSS application package. The purpose was to use the Technology Acceptance Model (TAM) [3], to model how users come to accept and use technology, the actual system use is the end point where people use the technology. The TAM Model relies on two primary factors influencing an individual’s intention to use new technology ie perceived usefulness, perceived ease of use , to gauge whether they provide positive indicators to show that there are high levels of perception and expectations to influence positively the dependent variables in the TAM model ie. Attitude, behavioral intention and system use. The study revealed high levels of system adoption perceptions overall, in the institutions, to warrant introducing an EDMS technology. The results revealed a very high perceived usefulness and ease of use across the three institutions of higher learning. The study recommended that an Electronic Document Management System be implemented in these higher institutions of learning.

ЕЛЕКТРОННИЙ ДОКУМЕНТООБІГ У ПРОЦЕСІ ВЕДЕННЯ БУХГАЛТЕРСЬКОГО ОБЛІКУ В СУЧАСНИХ УМОВАХ

In modern conditions, digitalization is one of the key factors of economic growth. Taking into account the experience of previous years (the coronavirus pandemic, the beginning of military operations in Ukraine), it can be seen that during a crisis, business entities must quickly adapt to work challenges and adjust their work model to today's requirements. Many business entities prepare financial statements in electronic form, but this is rarely the case for formation of primary accounting documents. The main purpose of the primary document is to confirm the implementation of a certain business transaction at the enterprise. Therefore, the availability of the primary accounting document is a mandatory and important component of the document flow as a whole. In turn, an electronic document should be understood as a document in which information is recorded in an electronic format. However, it should be noted that the requirements for the electronic primary document remain the same as for the paper one, with the preservation of all the necessary details. That is why this article considers the essence of electronic document flow in the accounting process. It researches the main legislative and regulatory acts that ensure the organization of electronic document circulation, in particular primary accounting documents in Ukraine, and their essence. The article defines the main grounds on which the electronic primary document is considered valid and provisions regarding the order of their preservation, requirements of names of the files in which they are saved. It gives opportunities provided by an electronic document management system in modern conditions. The article considers advantages (much higher speed of information dissemination, reduction of paper circulation, cost savings, protection of documents from unauthorized access, etc.) and disadvantages (the need for a high level of protection against unauthorized access to electronic accounting documents, significant cost for the formation of resource support for the operation of electronic document circulation, a high probability of loss of electronic accounting documents in case of spread of viruses, etc.) of the electronic document management system in the accounting process.

DIGITALIZATION AND MODERN ELECTRONIC SERVICES FOR ROAD TRANSPORTATION

Purpose. Digitalization of business processes and implementation of transparent and effective electronic services for the provision of administrative services is one of the key state priorities of Ukraine, the realization of which contributes to European integration processes and sustainable development of the country by reducing corruption risks in all sectors of the economy and social sphere. One of the main tasks that arises when solving this problem is the introduction and use of modern information technologies and electronic document management in road transport. In this regard, the paper analyzes the functionality of the existing information systems on the road transport market of Ukraine and considers the procedure for their use in the organization of transportation. Methodology. During the research, methods of analysis and expert evaluation were used to study the main functionality and the order of application of information systems for the organization of road freight transportation. Results. Currently, a number of electronic services and systems, such as Shlyah, eChherga, WiM, have been successfully implemented and operated in Ukraine for the organization of road transport. The e-TTN electronic document management system is at the final stage of implementation. Scientific novelty. The obtained results of the analysis of the functionality and the order of use of modern information systems for the organization of road transportation of goods allow to perform a scientific and economic evaluation of the choice of software products for solving operational logistics problems and improving the efficiency of the transport process. Practical significance. The presented research results can be used to organize and optimize the process of cargo transportation by road transport of Ukraine.

Electronic document management system for local area network-based organizations

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.

DIGITAL FORMAT FOR CONDUCTING ENTERPRISE ACTIVITIES: PROBLEMS AND OPPORTUNITIES

The theoretical foundations of the introduction of electronic document management systems are considered. Electronic document management is understood as the infrastructural core of any enterprise. The authors are convinced that this is not just an innovation, but a cardinal management decision that has no analogue in the traditional management of enterprise information flows. Thanks to this innovation, the work of the team will be greatly facilitated. The electronic document management system, being a significant advantage of automation, uniquely optimizes the speed of tasks and increases the competitiveness of the organization. A well-built electronic document management system ensures the uninterrupted flow of business processes, saves a significant resource — time, while freeing up minutes and hours to perform primary tasks.

Examining the efficacy of Electronic Document Management System and Employees’ Perceptions of its Usefulness at Sokoine University of Agriculture

This study was conducted at the Sokoine University of Agriculture (SUA) to assess the efficacy of Electronic Document Management System (EDMS) in the accessibility and use of records at the Sokoine University of Agriculture. Specifically, the study sought to assess employees’ perceptions of the use of the Electronic Document Management System at the Sokoine University of Agriculture and identify the challenges facing employees in accessing and using EDMS at the Sokoine University of Agriculture. The study used a cross-section research design whereby the data were collected at one time based on two approaches which are qualitative and quantitative. The study involved 100 SUA staff. These were selected from a population of 1308 SUA staff by using purposive, sampling simple random, and systematic random sampling techniques.  Results indicate that the majority of the respondents agreed that the use of SUA–EDMS fostered efficiency in management decisions, and perceive that the use of SUA–EDMS increases accountability. Among all the independent variables, duration at work and rating on effectiveness were found to have a unique contribution to a variation in the perceived usefulness of EDMS. It was concluded that the use of EDMS is very essential for the well-functioning of the organization in terms of faster access to records and which spearheads effective and efficient delivery of services to customers in the organization. The study recommends improving internet speed as one measure to improve the EDMS.

تطبيق نظام إدارة الوثائق الإلكترونية في مجلس الخدمات المشترك لمحافظة اربد

An electronic document management system (EDMS) is a software program that manages the creation, storage, and control of documents electronically. The new electronic document management system should include different types of incoming and outgoing documents while ensuring safe access to data in the system where the project identified additional steps and procedures applied to the current EDMS method to make sure that it covers the whole process of creating for a new system Joint Services Council (JSC) for Irbid Governorate as designing new EDMS through using Rich picture technique and Strategic quadruple SWOT analysis then updating Rich picture diagrams of the new system where the proposed framework is applied to an EDMS to demonstrate how the method can be used practice the framework evaluated recommendations for further research are suggested.

BLOCKCHAIN TECHNOLOGY AS A DOCUMENT MANAGEMENT AND ELECTRONIC DOCUMENT MANAGEMENT SYSTEM TOOL

This article discusses the basic concepts in the field of blockchain technology, analyzes various types of blockchain and consensus algorithms. The advantages and disadvantages of various technologies are considered, their preferred areas of application are determined. It is shown how, based on the analysis, the types of blockchain and the consensus algorithm were selected, which are the most suitable for the implementation of an electronic document management system.

Моделирование процесса распознавания символов в нормативных документах организации

Improving the quality of classification of different documents is a purpose of modeling the optical character recognition. Non-digital documents, such as scanned or photographed documents, are difficult to classify correctly in electronic document management systems. A decision was made to simulate the process of optical character recognition in the regulatory documents of the organization. There have been considered various methods of modeling the process. The structure of departments for the electronic document management system is given. Methods of implementing optical character recognition (OCR) are considered. The stages of the OCR system development are revealed: image processing, segmentation, recognition. The methods of image processing are analyzed. The main processes associated with image processing are disclosed: alignment, blurring, binarization, finding contours, removing extra lines. Comparison of image blur methods is made. Two stages of image binarization are defined: conversion of a color image into a gray image, binarization of a gray image. The Kenny operator is proposed as a second stage of binarization, which is used to detect the boundaries of the image. The last stage of image processing is the process of removing extra lines. Algorithms for dividing text areas into segments are considered. 3 stages of segmentation are identified: string segmentation, word segmentation, character segmentation. A segmentation algorithm is defined based on calculating the average brightness of image pixels to search for different intervals: line spacing, word spacing, character spacing. Available popular online OCR services as well as some popular desktop programs are considered. A connection has been found between an artificial neural network and optical object recognition. To implement the recognition stage, it is proposed to use an artificial neural network.

Design and Implementation of a Web-based Document Management System

One area that has seen rapid growth and differing perspectives from many developers in recent years is document management. This idea has advanced beyond some of the steps where developers have made it simple for anyone to access papers in a matter of seconds. It is impossible to overstate the importance of document management systems as a necessity in the workplace environment of an organization. Interviews, scenario creation using participants' and stakeholders' first-hand accounts, and examination of current procedures and structures were all used to collect data. The development approach followed a software development methodology called Object-Oriented Hypermedia Design Methodology. With the help of Unified Modeling Language (UML) tools, a web-based electronic document management system (WBEDMS) was created. Its database was created using MySQL, and the system was constructed using web technologies including XAMPP, HTML, and PHP Programming language. The results of the system evaluation showed a successful outcome. After using the system that was created, respondents' satisfaction with it was 96.60%. This shows that the document system was regarded as adequate and excellent enough to achieve or meet the specified requirement when users (secretaries and departmental personnel) used it. Result showed that the system developed yielded an accuracy of 95% and usability of 99.20%. The report came to the conclusion that a suggested electronic document management system would improve user happiness, boost productivity, and guarantee time and data efficiency. It follows that well-known document management systems undoubtedly assist in holding and managing a substantial portion of the knowledge assets, which include documents and other associated items, of Organizations.

Adoption of Electronic Management in the Banking Sector a Case Study on Babel Bank in Iraq

Purpose: The aim of this study is to identify The Adoption of electronic management in the banking sector a case study on Babel Bank in Iraq.   Theoretical framework: Due to Rosa, A. T. R., Pustokhina, I. V., Lydia, E. L., Shankar, K., & Huda, M. (2019), Concept of Electronic Document Management System (EDMS) as an Efficient Tool for Storing Document. Abdullah, F. M., Mohammed, A. A., Maatuk, A. M., & Elberkawi, E. K. , (2019), Assessing Quality Standards in Electronic Gates of Educational Institutions: A Field Study. Faccia, A., Moşteanu, N. R., Cavaliere, L. P. L., & Mataruna-Dos-Santos, L. J. , (2020), Electronic Money Laundering, The Dark Side of Fintech: An Overview of the Most Recent Cases.   Design/methodology/approach: To achieve the study aims, the current study adopted a methodological approach in which statistical techniques were applied to evaluate the questionnaire survey data.   Findings: It was discovered that there is a high degree of adoption of electronic management in the banking industry in a case study that was conducted on Babel Bank in Iraq, where the mean value was 4.163 also the standard deviation was 0.735.   Research, practical and social implications: This study helps decision makers in banks to adopt electronic management in all banking activities to achieve the highest possible profit and with very high quality services, efficiency and effectiveness. The support of senior management is the main component of the success of this work.   Originality/value: The value of the study is e-Management extends well beyond the concept of automating work to the concept of data also information integration across multiple departments, as well as to directing the institution's work policies also procedures toward achieving its goals.

Digitalization of processes of transport enterprises as the basis of its strategic planning

Methods. To achieve the outlined goal, a set of general scientific and specific methods of cognition were used, namely: analysis and comparison, synthesis and theoretical generalization – to determine the essence and role of digitization, namely the introduction of electronic document management in the activities of a transport enterprise; abstract-logical – when determining the factors that prevent the enterprise from switching to electronic document management and the reasons for the need for the switch; grapho-analytical – for a visual presentation of the obtained research results. Results. The authors substantiated in the article that digitization processes are taking place in Ukraine, namely the introduction of electronic document management in the activities of a transport enterprise, which will make it possible to reduce the number of divisions of the enterprise that deal with documentation, save time and financial resources, as well as achieve success and further strategic development by improving the quality of management, which helps to create a complete electronic system. There are determined factors that prevent the enterprise from switching to electronic document management (EDM), namely: employees of the enterprise and counterparties do not want to introduce innovations related to EDM, there is a possibility of hacking of the EDM system by competitors or criminals, and they believe that an electronic document has no legal value. The reasons for the company's transition to electronic document management are substantiated, which will make it possible: to perform work for employees remotely from the office or to be out of office; optimize imperfect communication and establish interaction with those clients whose documents were lost or damaged, comply with regulatory requirements for document management, optimize enterprise costs and prevent cyber threats. The stages of optimization of the EDO implementation process at the transport enterprise are analyzed and examples of the introduction of EDO into the accounting system of the transport, namely logistics enterprise are given. There is summarized the experience of international companies and the results of the transition to EDO, the use of which will lead to the digitalization of all processes of the transport enterprise. Novelty. The authors justified the processes of digitalization, namely the introduction of electronic document management in the activities of a transport enterprise to improve its work and improve the quality of management, which will help create a complete electronic system. Practical value. The obtained results can be used in the further implementation of electronic document flow in the activities of enterprises of various directions, which will help to more effectively use the resources of the enterprise and engage in its strategic development.