Electronic Document Management Research Articles

ОРГАНІЗАЦІЙНО-ПЕДАГОГІЧНІ ЗАСАДИ ВПРОВАДЖЕННЯ ЕЛЕКТРОННОГО ДОКУМЕНТООБІГУ В НАУКОВИХ УСТАНОВАХ

Розглядається проблема впровадження системи електронного документообігу (СЕД) в наукових установах як чинник електронного урядування в Україні. Висвітлено особливості впровадження СЕД в держаних наукових установах. Виокремлено два аспекти впровадження: впровадження електронного документообігу як інформаційної системи та формування готовності користувачів до впровадження як педагогічний процес, організований на рівні неформальної освіти дорослих. Описано організаційно-педагогічні засади впровадження у вигляді організаційного забезпечення та організаційно-педагогічних умов готовності користувачів до впровадження. Подано розроблену автором організаційно-педагогічну модель впровадження СЕД. Типову модель життєвого циклу СЕД доповнено організаційно-педагогічною моделлю впровадження.

A Model of Electronic Document Management System for Limited Partnership

Both types of documents, electronic and non-electronic are a major component supporting activities. In addition to the documents, communications capabilities to employees and managers effectively with other stakeholders are one of the important key achievements of organizational goals. LP. XYZ is one of the Consultants in the field of Information Technology, but the storage and management of electronic documents and archives themselves carried on a server without a management information system, so that records and electronic documents have not been properly managed. This study makes modeling system includes document management of process models, data models and interface models to suit the needs of the LP. XYZ administration in organizing activities, such as enterprise document management, web content management, project management and communication management of work, so the management information system may be supporting the business activities and operations of LP. XYZ.

Electronic document management systems: benefits and pitfalls

Electronic Document Management System (EDMS) is a system that enables patients’ clinical paper notes to be scanned onto an electronic document allowing access by an authorised user on a hospital computer. EDMS was adopted by St Helens & Knowsley Teaching Hospitals in October 2008. It was the first hospital trust in the UK to shift from paper to online patient records. Over the years the benefits and pitfalls of the system have become more apparent and in this article the authors wish to discuss our experience and suggest some improvements.

Document Discourse for Managing Construction Project Documents

Several important aspects characterize construction project documents. Large numbers of documents are produced in construction projects. The majority of the documents are unstructured textual documents. The production of documents is a gradual process that extends over the duration of the project. Documents, as information carriers, are an important repository of project knowledge. Project information is recorded, disputed, revised, and reiterated in various successive documents producing links between these documents and creating groups of semantically related documents within the project corpus. Despite the difficulties imposed on document management efforts by these characteristics, an electronic document management (EDM) approach must take into account these features in order to successfully manage project documents. In this study, a prototype electronic document management system (EDMS) that capitalizes on the various aspects that characterize project documents is presented. The system is based on the document discourse concept, which recognizes the semantic relations between groups of documents. The system also employs a text analysis feature which was evaluated for accuracy of classification based on document discourse and produced satisfactory results. The prototype system was evaluated using expert review. The main finding of the review recommends implementation of document discourse management as a module of an integrated project management system to achieve the best and most practical application.

DA SIMPLES ARQUIVÍSTICA À MODERNIDADE DIGITAL

Neste trabalho se propõe estudar a trajetória da arquivística dentro da profissão de secretariado, abordando desde as primeiras formas de arquivamento até as formas de arquivamento eletrônico. Para este estudo, os principais embasamentos teóricos utilizados foram as obras: Arquivo: teoria e prática, de Paes (2002), Secretariado: do escriba ao web writer, de Sabino e Rocha (2004), e Paula (1995), Como elaborar a tabela de temporalidade documental: racionalização de custos de armazenagem e administração de arquivos empresariais, que expõem, além das técnicas básicas de arquivamento, as novas e modernas técnicas a serviço dos arquivos. O estudo pode ser classificado como exploratório, sendo que o levantamento dos dados foi realizado a partir da pesquisa bibliográfica. Dos resultados encontrados, destacou-se que um arquivo bem organizado oferece agilidade e praticidade ao profissional de secretariado - condições importantes para o suporte às tomadas de decisão - a melhoria do espaço físico de um escritório, através da destinação dos documentos gerados, também é de fundamental relevância. Com a Tabela de Temporalidade Documental posta em prática, é possível implantar o Gerenciamento Eletrônico de Documentos e melhorar constantemente o processo de arquivamento.

An Empirical Study on Performances of Web-based Globlal Electronic Documents Management System of a Korean Firm

An Empirical Study on Performances of Web-based Globlal Electronic Documents Management System of a Korean Firm

Head movements during two computer work tasks assessed by accelerometry

We investigated whether potential differences in head inclinations and accelerations for two highly similar computer work tasks could be detected using (1) a triaxial accelerometer and (2) a simulated uniaxial accelerometer. Ten subjects’ head movements were registered with a triaxial accelerometer system for two similar document-management tasks at their work place: a fully electronic document-management task and one also involving paper documents. In situations where head movements were small, a triaxial accelerometer was able to discriminate between the different degrees of static work of the neck in terms of range of head inclinations and accelerations. A difference in head acceleration was also found by using a simulated uniaxial accelerometer. Thus, in terms of head movement and for work similar to this office work, potential dynamic differences in observationally similar work tasks can be investigated by using a triaxial accelerometer. For acceleration alone, a uniaxial accelerometer can also be used.

Study on a Model for Electronic Document Management in Electronic Case Filing - Focusing on the management of the original copy, authentic copy and certified copy of electronic documents for electronic case filings -

Study on a Model for Electronic Document Management in Electronic Case Filing - Focusing on the management of the original copy, authentic copy and certified copy of electronic documents for electronic case filings -

A Study on Web-based Global Electronic Documents Management System of a Korean Firm

A Study on Web-based Global Electronic Documents Management System of a Korean Firm

The Implementation of an Electronic Document Management System at a Drug Information Center

Objective: To describe a method for creating an electronic document management (EDM) system at a drug information (DI) center based at an academic medical center to improve efficiency and provide increased availability through remote access. Summary: At DI centers, written materials not available electronically are often stored in file cabinets and retrieved by an individual when required. This process can be time-consuming and inefficient. Various EDM programs were evaluated and compared based on capabilities, cost of implementation and maintenance, and efficiency. Following program selection, documents were scanned onto a dedicated personal computer (PC) and organized according to a predetermined hierarchy of folders. Specialists then performed optical character recognition (OCR) and entered authors, titles, and assigned key words for each new electronic file. Results: It was determined that Adobe Acrobat software fulfilled all requirements at minimal expense. A specialist is able to scan and electronically file 72 documents (496 pages) per hour, perform OCR on 40 documents per hour, and attach titles, authors, and key words to newly scanned documents at a rate of 10 articles per hour. This EDM system is capable of storing in excess of 70,000 documents on a PC with 250 GB of hard disk space and 4 GB of random access memory, which can be accessed remotely from any computer through a secure virtual private network connection. Conclusions: Adobe Acrobat software, when combined with a high-resolution scanner, provides an inexpensive method for EDM that allows for immediate document retrieval, expansion of operations, and remote access.

A study on the impact of Organisational Learning to the effectiveness of Electronic Document Management Systems

Recent studies on Organisational Learning (OL) drive us a re-visit to its impact on system effectiveness. With a strong OL culture, a company can face the challenges of the ever changing environments. The company may also have a better utilisation of an information system. With a survey on 500 companies using an Electronic Document Management System (EDMS) in Hong Kong, our results, with 230 valid respondents, proved that the learning orientation of a company does affect the satisfaction of employees using an EDMS and has positive impact on the performance of employees after using the system.

A Robust Methodological Approach for Replacing Global Electronic Document Management

A new solution is needed to manage documents and submissions for the approval and maintenance of drug products at Merck Serono. As is often the case in merging pharmaceutical companies, new technology, harmonized processes, and process efficiency across the integrated departments are driving the change. This article describes the vision, approach, and methodology used to select new vendors and prepare for implementation of the new environment. Mergers pose problems as the staff and tools are integrated from two previous companies. The selection of future systems must take into account the heritage from each and help form these companies into a new unit that can leverage the best of both worlds. In this case, the existing tools for electronic document management (EDM) and submission management (SUBM) were not found to be sufficient for the new business. It was going to be important for key departmental representatives to unite in the choice of a new way forward and contribute significantly to successful implementation across the enterprise spectrum. It would not carry the necessary impact to the company if any one organization were perceived to be the privileged owner of the new tools. Therefore, a dedicated team reporting to the CEO’s office was put in place for the specific purpose of selecting and implementing the systems. We used many different methods to bridge the gaps and get consensus in the choices before the team, including a request for information, proof of concept, and a request for proposal. Over 12,100 data points were collected in the analysis. Members of the project team and other participants from the business were educated in the features and functionality that are evident in the commercially available state-of-the-art solutions. Consensus for the selection of new tools for EDM and SUBM has been built through experience using the tools in a scripted, evaluative way. Many positive messages have been communicated as part of the process and the critical business stakeholders are supportive. The process has been very successful. It has been accomplished on schedule and slightly below budget. The organization has been involved and user communities have had input to the process and the results. We are now ready to begin the implementation phase.

Deploying electronic document management to improve access to hospital medical records

There are major problems with the content, structure and management of paper health records. Electronic document management (EDM) has the potential to reduce the costs and risks associated with paper records management. Portsmouth Hospitals NHS Trust has a programme to introduce an EDM solution for health records. The solution has so far been introduced into the ophthalmology and disablement services departments, both of which held separate sets of patient records independent of those in the main records library. This paper discusses the background to the programme and presents the early results, issues and lessons learned so far. The implementation of EDM highlights and magnifies the many problems of historically overstretched records management. Fundamentally, the unsolved question is whether a historical record can be tidied, sorted and indexed sufficiently to make it as usable as the paper record for clinicians in high-volume services. Finding the balance of affordable levels of file preparation to achieve acceptable clinical utility remains a challenge to be resolved.

The Cost-Effective Implementation of an Electronic Document Management System at a Poison Information Center to Improve Preparedness for a Terrorism Incident

Access to evidence-based literature in a timely and efficient manner is critical in a situation involving a terrorism incident. The purpose of this project was to develop a method that provides rapid access to key biological, chemical, and radiological terrorism literature for poison information specialists, working in either the poison center or as remote agents, during a terrorism incident.Various electronic document management systems were evaluated and compared based on the cost of implementation and maintenance, ease of use, capabilities, and efficiency. After a thorough evaluation of these systems, it was determined that Adobe Acrobat Professional software met the needs of the center, with minimal expense. The implementation process involved scanning selected biological, chemical, and radiological terrorism literature via an HP Digital Sender 9250c scanner. The Adobe Acrobat Professional software was used to enter the author, title, and assigned keywords for searching.Total cost of implementation was approximately $4,500. The full software version was necessary for a minimal number of users, while the searching component for specialists in poison information was available through Adobe Acrobat Reader. A majority of the staff was satisfied with the new system and felt it was user friendly.The described system allows specialists rapid access to key papers, whether they are working in the center or remotely. This improves efficiency when surge capacity is compromised, which can occur during a terrorism incident.

A study of the effectiveness of electronic document management systems

With the emerging importance of Organisational Learning (OL) in an organisation, we attempt to study its impact on system effectiveness. It is hypothesised that an organisation with a good learning orientation would facilitate the implementation and usage of an information system such as the Electronic Document Management System (EDMS). Our study serves two objectives: to extend the theoretical framework of system effectiveness and to evaluate the effectiveness of EDMSs. A survey was conducted among those firms implementing EDMSs. It is found that management support is still the most important factor and may improve an organisation's performance in different ways. Other than that, OL impacts the performance of employees and their satisfaction with EDMS implementation. Its influence on EDMS effectiveness is more on employees rather than on the organisation.

End-User Attitudes toward EDM Use in Construction Project Work: Case Study

This paper reports on a cross-sectional case study of a large construction project in which electronic document management (EDM) was used. Attitudes toward EDM from the perspective of individual end-users were investigated. Responses from a survey were combined with data from system usage log files to obtain an overview of attitudes prevalent in different user segments of the total population of 334 users. The survey was followed by semistructured interviews with representative users. A strong majority of users from all segments of the project group considered EDM as a valuable aid in their work processes, despite certain functional limitations of the system used and the complexity of the information mass. Based on the study a model describing the key factors affecting end-user EDM adoption is proposed. The model draws on insight from earlier studies of EDM enabled projects and theoretical frameworks on technology acceptance and success of information systems, as well as the insights gained from the case study.

Electronic document management in temporary project organisations

PurposeThe aim of this paper is to study the use of internet‐based document management systems in a project‐based industry (construction).Design/methodology/approachThe paper is based on a number of empirical studies in which the author has been involved, conducted over a long period in Sweden and Finland.FindingsThe central problems in putting electronic document management (EDM) systems into practical use are not technical, but relate to psychological and management issues. Issues discussed in the paper include very complex metadata and folder structures, the use of parallel paper distribution even after EDM has been introduced, the difficulty of measuring the benefits of system introduction and the split of users into document uploaders and downloaders.Originality/valueThe paper provides useful advice on factors to consider for project teams planning the use of EDM systems in their projects. It summarises the results of a number of studies which have used a variety of research techniques.

The commercial connection

The increasing dependence of commercial organizations on trading knowledge, and the ability of such organizations to exploit the power of information and communications technologies (ICTs) to shrink and globalize the world, offer considerable opportunities for librarians and information professionals to build successful careers in this field. This article outlines the basic features of the commercial information landscape relevant to librarians and information professionals, including: information supply; partnerships; and information architecture. These major components of the information landscape are considered in terms of some of the short-term challenges involved, including outsourcing and the high expectation of employers. The authors find that librarians and information professionals can find ways to base their careers on the needs of commercial organizations as long as they are able to muster the right mix of skills. Recent research has identified a number of key information skills required for work in the knowledge economy and a large number of specialized roles for librarians and information professionals working in the teams involved, including: chief knowledge officer; content manager; contracts/supply manager; data modellers; Electronic Records and Document Management (EDRM) manager; information architect; internal communications officer; and portal manager. The multi-disciplinary nature and virtual structures involved in such information teams typically require a mix of specialist information and ICT skills, plus expertise in organizational design and human resources, training and development. The article concludes that, if librarians and information professionals can develop the transferable and business skills required to match their professional skills, they are well placed to maximize the opportunities that the commercial sector offers.

A human–computer system for collaborative design (HCSCD)

This research paper presents a human–computer system for collaborative design (HCSCD). The developed system provides users with a flexible virtual collaborative environment for product design and development. An effective collaborative design requires sharing information and resources between different people and organisations; therefore, it needs not only groupware but also a highly interactive integrated human–computer interface. Hence, these solutions need to expand beyond the currently existing and relatively restrictive tools to a fully integrated and flexible interface based on human aspects. HCSCD encompasses a marketing information system (MIS), a human resource management (HRM) system, a communication system, and an integrated product development solid modelling system. The integrated product development solid modelling system comprised of a computer aided design (CAD) module, an electronic document management (EDM) module, and a database module. The developed HCSCD system was validated using a case study.

순차패턴에 기반한 XML 문서 클러스터링

As the use of internet is growing, the amount of information is increasing rapidly and XML that is a standard of the web data has the property of flexibility of data representation. Therefore electronic document systems based on web, such as EDMS (Electronic Document Management System), ebXML (e-business extensible Markup Language), have been adopting XML as the method for exchange and standard of documents. So research on the method which can manage and search structural XML documents in an effective wav is required. In this paper we propose the clustering method based on structural similarity among the many XML documents, using typical structures extracted from each document by sequential pattern mining in pre-clustering process. The proposed algorithm improves the accuracy of clustering by computing cost considering cluster cohesion and inter-cluster similarity.