Search behaviour in electronic document and records management systems: An exploratory investigation and model

Introduction. Organisations implement records management programmes and invest in electronic document and records management systems so that information can be accessed by the right person, at the right time, with the least amount of effort and cost. One of the key factors that predicts the effectiveness of these systems relates to the degree to which users successfully identify the records they wish to retrieve. In this paper we offer a deeper insight into how knowledge workers employ these systems to address their information needs. Method. Four records managers were interviewed to determine how records management principles were applied in their systems. Interviews were also conducted with ten users from each organisation to map their search behaviour. Additionally, protocol analysis was used to observe how participants verbalised their thought processes and actions when they conducted their simple and difficult searches in the systems. Results. A comprehensive model of search behaviour when using electronic document and records management systems was developed from the study. Seven key search stages were identified, illustrating the different ways in which searchers approach their information problem. Conclusions. The study highlights some key differences between users of these systems and other forms of information search behaviour, including different methods of addressing simple or difficult search needs, and user approaches around identifying search strategies. The particular challenges that arise in retrieving information from these systems are also explored

Integrated management systems and workflow-based electronic document management: an empirical stud

Purpose: Many global organizations have aligned their strategy and operation via the ISO-based framework of integrated management system (IMS) that allows them to merge quality, environment, health and safety management systems. In such context, having a robust electronic document management system (EDMS) is essential, especially at global enterprises where a large amount of documents generated by processes flows through different work cultures. However, there is no "one-size-fits-all" design for EDMS because it depends on organizations' needs, size and resource allocation. This article discusses the interrelation between EDMS and IMS in order to suggest a best practice. Design/methodology/approach: This article methodologically based upon a qualitative, interpretivistic, longitudinal empirical study in a wind turbine factory. Findings and Originality/value: IMS improvement and effectiveness has been overlooking EDMS as a key factor in establishing appropriate technological support of the IMS processes. Rightful application of EDMS can further contribute to organizational learning, precision of documentation and cross-organisational collaboration. Research limitations/implications: Theorising on IMS needs a stronger perspective of the technological limitations and potentials of basing IMS on EDMS. Practical implications: IMS are complex systems involving a large number of administrative functions. EDMS provides a formal representation with automation potentials both heightening and securing document trustworthiness. Social implications: IMS has a tendency to stay with professionals, e.g. line managers and QA/QC/QMS professionals. The EDMS line of discussion suggests a broader inclusion. Originality/value: Researching IMS as a technological implementation is giving a better platform of aligning the IMS with other business processes and is bringing IMS closer to the operational activities within the enterprise.Peer Reviewe

The Reality of the Application of e-DMS in Governmental Institutions - an Empirical Study on the PPA

The research aims to identify the status of the application of electronic document management system in governmental institutions – the study was applied on the Palestinian Pension Agency. The population of this study is composed of all employees in the Palestinian Pension Agency. In order to achieve the objectives of the study, the researchers used the descriptive and analytical approach, through which try to describe the phenomenon of the subject of the study, analyze the data and the relationship between the components and the views put around it. Census method was used due to the small size of the study population and ease of access to the target group. (108) questionnaires were distributed to all members of the study population, were (65) employees in the Gaza Strip and (43) employees in the West Bank. All questionnaires were recovered. The study found the following results: There were no statistically significant differences in the members of the population in response to differences in the study about the reality of the application of electronic document management system in governmental institutions - case study on the Palestinian Pension Authority due to the age. There are no statistically significant differences in population members in response to the reality of the application of electronic document management system in governmental institutions - case Study on the Palestinian Pension Authority due to the variable nature of the job. As well as there are no statistically significant differences in the members of the population in response to the study about the reality of the application of electronic document management system in governmental institutions - case study on the Palestinian Pension Authority due to the variable of specialization. There are statistically significant differences in the study about the reality of the application of electronic document management system in governmental institutions - case study on the Palestinian Pension Authority due to Qualification variable for the benefit of members of the population study who are holding a Bachelor degree. There are statistically significant differences in the study about the reality of the application of electronic document management system in governmental institutions – case study on the Palestinian Pension Authority due to the variable number of years of experience for the benefit of members of the study population who have experience between 11-15 years. The study found a group of recommendations, including: the need to focus on the establishment of a general management of electronic documents in the organization structure that takes care of all the technical processes in it an contains scientifically qualified persons in the field of electronic document management. The need is for the attention in developing strategic plans, policies and mechanisms of action commensurate with the electronic document management system

Electronic Resources and Academic Libraries, 1980-2000: A Historical Perspective

published or submitted for publicatio

Reducing Document Rejection Rate In Electronic Document Management System Workflow By E-Certification And Verification Stage

A study is conducted at a paperless ISO9001:2015 certified semiconductor manufacturing plant to improve document approval workflow. Interlinked floor automation systems run the manufacturing line. Online systems such as manufacturing execution system, statistical process control and recipe management systems have parameters and settings extracted from data in electronic document management system (DMS) automatically upon document update. To ensure that products are delivered to customers on time, changes to specifications must be done and approved promptly. Rejected documents during approval workflow require documents to be revised and resubmitted for approval. This rework activity may prolong a document approval process. One of the factors that affect document rejection rate is wrongly written process parameters which cause failure in data extraction.This resulted in many processes on the manufacturing floor to be placed on hold, hence delaying committed delivery to customers. The objectives of this study are to identify factors that influence rejection of documents in the approval workflow, propose solutions to reduce number of documents rejected in the approval process and evaluate the effectiveness of these proposals. Scope of this study covers internal and external documents registered in the company which include policies, job descriptions, organization charts, specifications, technical reports and records. Two proposals to reduce document rejection rate are creating an online application called E-Cert and the introduction of verification step before the document approval workflow. In the first proposal, E-Cert, a 3-level electronic certification process for specification writers has been introduced to ensure that only certified writers could revise or edit any specifications. The new certification process was successfully implemented and the data has been closely monitored for the period of 6 months. In the second proposal, a verification stage is added prior to document revision submission in DMS to filter out any incorrectly written tool parameters and process settings. This verification stage is done for two types of documents: process related and statistical process control related. Data monitored after implementation showed document rejection rate based on wrongly written process parameters was reduced significantly. Document rejection rate for process category document reduced from 48.8% to 6.5% while for statistical process control category the rejection rate improved from 40.5% to 4.2%. Results obtained from both improvements done to DMS have reduced the document rejection rate in the approval process

Knowledge Management Practice at a Bulgarian Bank: A Case Study

This paper reports on knowledge management (KM) practices in the customer service and lending departments of one of Bulgaria's top retail banks and investigates how KM processes can be further improved. The Bank's KM activities have been studied using observations, interviews and informal discussions for data collection. Findings were compared and contrasted with existing literature in similar contexts. Although rudiments of knowledge sharing are evident from the KM activities in different departments of the bank, the limitations such as resistance to change of the implemented KM systems are impeding the effectiveness of the knowledge management process. More training and incentives are needed to increase knowledge creation and sharing. Moreover, a clearly articulated KM strategy along with success criteria and commitment and support from senior management is needed. There is a severe lack of knowledge management studies in Bulgarian context in general and Bulgarian banking sector in particular. The authors' findings will potentially help in improving knowledge sharing practice as well as provide a valuable insight into knowledge management related issues in the Bulgarian context. The findings from this research can be useful to companies from Eastern Europe and other regions in improving their knowledge sharing practice

Analysing B2B electronic procurement benefits – Information systems perspective

This paper presents electronic procurement benefits identified in four case companies. The benefits achieved in the case companies were classified according to taxonomies from the Information Systems discipline. Existing taxonomies were combined into a new taxonomy which allows evaluation of the complex e-procurement impact. Traditional financial-based methods failed to capture the nature of e-procurement benefits. In the new taxonomy, eprocurement benefits are classified using scorecard dimensions (strategic, tactical and operational), which allows the identification of areas of e-procurement impact, in addition the benefits characteristic is captured (tangible, intangible, financial and non-financial)

The significance of logistics in servicing growing volumes of e-commerce

Purpose: The article highlights the multi-task nature and prospects of the development of the transit potential of warehouse logistics systems, reveals the theoretical and methodological foundations of logistics in the storage and cargo handling system, indicates and confirms the importance of warehousing logistics in the context of servicing the growing volumes of electronic commerce. Design/Methodology/Approach: For the purposes of developing logistics in the storage and cargo handling system we study the technical and technological support and design developments that have significant potential for increasing the efficiency of logistics processes, and to study consumer behavior in the warehouse services market and transport market trends - warehouse activities. Findings: Automation significantly simplifies logistics processes, information exchange, remote control and management, optimizes costs by combining various market entities and objects, target groups and parameters of logistics processes on electronic platforms. Integration in modern logistics allows synchronizing the complex information component of electronic services and platforms and activating the formation of a system interface that is common for all elements of the logistics system of warehousing, cargo processing and inventory management. Practical implications: The results of the study can be implemented in the activities of Russian companies in order to develop the transit potential of warehouse logistics systems. Originality/value: The significance of this study lies in shifting the emphasis to the need to switch to improved customer service systems taking into account the needs and development of online retail and fulfillment of logistics operators (full-cycle operator: taking goods from the customer’s warehouse, responsible storage, packaging, delivery, work with returns), tied to the development of infrastructure, as the foundation for increasing the efficiency, speed and quality of logistics processes.peer-reviewe

Patients, Professionals and the Internet: Renegotiating the Healthcare Encounter

The aim of this research was to examine how patient use of internet information impinges on the utilisation of healthcare services. The research had the following objectives: + to quantify the extent, and patterns, of patients use of the internet as a health information resource and identify the factors leading to variations in behaviour. + to identify the search strategies employed by patients in accessing internet health information internet and the evaluative approaches used in assessing information quality. + to analyse the content and dynamics of virtual health communities and how participation in such communities is integrated into engagement with health services. + to document the evolving nature of patient-professional interaction arising from patient access to health information and the subsequent format of the healthcare encounter. + to assess the effect of changing patient access to information and changes in the healthcare encounter on patterns of patient decision making and health behaviours