Electronic Document Management System for Higher Education Institution


Authors : Paul Joseph M. Estrera

Volume/Issue : Volume 2 - 2017, Issue 5 - May

Google Scholar : https://goo.gl/GHePlV

Scribd : https://goo.gl/p0DRup

Thomson Reuters ResearcherID : https://goo.gl/3bkzwv

The study looked into the current document management problems in Higher Education Institution based on the QMS of ISO 9001. It found several discrepancies in terms of tracking, keeping and transferring of the memoranda and files from one office to another. These files were elicited from several circumstances such as loss of documents and redundancy, to name a few. Because of these problems, an Electronic Document Management System (EDMS) was introduced. The study used two methods such as the Spiral Model and the In house Development Program. The EDMS was completed and tested by the three colleges of Capitol University namely, Computer Studies, Business Administration, and Criminology. Moreover, the modules of EDMS were also evaluated by deans and secretaries of the same colleges. The evaluation phase found differences in terms of time spent for the documents that were covered and was further monetized to visualize cost-reduction measures as a tool for its implementation. As the result, EDMS is acceptable in terms of quality, time spent, and cost. It is recommended that the EDMS must be fully implemented in all colleges in the university. It is further recommended that there should be another study to upgrade the EDMS and to make it on-line for a centralized and efficient way of monitoring and tracking the documents.

Keywords : Electronic Document Management System, Inhouse Programming, Product Evaluation, Quality Management System.

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