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140
International Journal of Advance Scientific Research
(ISSN
–
2750-1396)
VOLUME
04
ISSUE
03
Pages:
140-148
SJIF
I
MPACT
FACTOR
(2022:
5.636
)
(2023:
6.741
)
(2024:
7.874
)
OCLC
–
1368736135
A
BSTRACT
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.
K
EYWORDS
Journal
Website:
http://sciencebring.co
m/index.php/ijasr
Copyright:
Original
content from this work
may be used under the
terms of the creative
commons
attributes
4.0 licence.
Research Article
DEVELOPING AN ELECTRONIC DOCUMENT MANAGEMENT
SOLUTION TAILORED FOR LOCAL AREA NETWORK (LAN)
DEPENDENT ORGANIZATIONS
Submission Date:
March 20,
2024,
Accepted Date:
March 25, 2024,
Published Date:
March 30, 2024
Crossref doi:
https://doi.org/10.37547/ijasr-04-03-26
Sunbula Muminova
Tashkent University Of Information Technologies Named After Muhammad Al-Khwarizmi Tashkent,
Uzbekistan
Qurbonova Kabira Erkinovna
Tashkent State Technical University Named After Islam Karimov Tashkent, Uzbekistan
Tashmatova Shaxnoza Sobirovna
Tashkent State Technical University Named After Islam Karimov Tashkent, Uzbekistan
Ismatov Abduxalil Abdusamatovich
Tashkent State Technical University Named After Islam Karimov Tashkent, Uzbekistan
Volume 04 Issue 03-2024
141
International Journal of Advance Scientific Research
(ISSN
–
2750-1396)
VOLUME
04
ISSUE
03
Pages:
140-148
SJIF
I
MPACT
FACTOR
(2022:
5.636
)
(2023:
6.741
)
(2024:
7.874
)
OCLC
–
1368736135
confidentiality; authorization; accountability; integrity; authenticity; reliability; Document management;
E-governance; Sustainability.
I
NTRODUCTION
In today's digital age, organizations require swift
and precise dissemination of information to their
stakeholders. With the prevalent use of
computers, documents are predominantly
created electronically, and duplicates are made
for distribution. However, reproducing large
quantities of documents can significantly inflate
operational expenses [1]. Enter the Electronic
Document Management System (EDMS), a
remedy to this dilemma. EDMS facilitates the
creation, uploading, and sharing of documents
among various users [2], [3]. Its adoption across
sectors like universities [4], government [5],
municipalities
[6],
and
businesses
has
demonstrated notable reductions in operational
costs, heightened workflow efficiency, and
enhanced collaboration among stakeholders.
Leveraging EDMS, documents become readily
accessible, searchable, and retrievable in real-
time, enabling multiple users to collaborate
simultaneously on shared documents, thereby
fostering
seamless
communication
and
coherence across various documents [7], [8]. The
incorporation of EDMS within an organization
holds the promise of transforming information
management and sharing practices [9].
The integration of Electronic Document
Management Systems within government
operations has yielded significant administrative
efficiencies. EDMS grants access to real-time
information through its document storage,
retrieval, workflow management, auditing,
search, and publishing functionalities [10].
Moreover, the adoption of EDMS has led to cost
reductions for organizations by curtailing
expenditures on paper documents and
minimizing the time overhead for generating and
distributing information. This transition towards
digital document management has instigated a
shift in organizational culture and contributed to
heightened revenue streams [11], [12].
Efficient document management is vital for any
organization, serving purposes such as record-
keeping, communication, and decision-making
[13], [14]. Despite the existence of electronic
document management systems, many lack
integration and fail to meet organizational
demands. In response, a novel office system has
been developed, offering practical and efficient
man-machine interfaces, integrated facilities,
effective database management techniques, and
support for various data types [15]. This system
provides robust and reliable services for
document creation, editing, deletion, and
searching, ensuring users can access and manage
their documents effortlessly [16].
Furthermore, implementing electronic document
management systems in educational institutions
has proven beneficial, particularly for students
and
faculty.
This
system
streamlines
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SJIF
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(2023:
6.741
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(2024:
7.874
)
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communication regarding theses, leading to more
efficient time usage. By saving time and
simplifying processes, students and faculty can
focus on other tasks, boosting overall
productivity [17].
A streamlined document management system is
essential for organizational efficiency. Research
focuses on designing and developing an
electronic document management system that
simplifies document preparation, sharing,
dissemination, and archiving. EDMS encompasses
capturing, storing, indexing, and retrieving
documents, enhancing user access and
information retrieval. It transforms paper
documents into digital records, stored in a
standardized structure, reducing paper waste and
improving document organization. Additionally,
the system facilitates secure information sharing
with stakeholders, ensuring compliance with
regulations. By providing real-time information
access, EDMS saves time and enhances user
efficiency, contributing to overall organizational
productivity.
M
ETHOD
The electronic document management system
was designed and developed using the rapid
application development (RAD) methodology, as
illustrated in Figure 1. This methodology
comprises four phases: requirements planning,
system design, construction, and cutover, all
executed in an agile and iterative manner [18],
[19]. Involving end-users in the development
process from the planning stage enabled effective
integration of their requirements and feedback
into the system, leading to a solution that met
their needs and expedited development [20],
[21]. The RAD methodology facilitated a user-
centered approach, ensuring efficient and
effective system development.
Figure 1. Rapid application development model
Analysis and quick design. The process flow of the
electronic document management system is
depicted in Figure 2. It commences with the
receipt of an internal document necessitating
distribution to all employees or offices. The
records office stamps and logs the document
before scanning it to generate a digital file.
Essential details like date, reference number, file
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(ISSN
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VOLUME
04
ISSUE
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Pages:
140-148
SJIF
I
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(2022:
5.636
)
(2023:
6.741
)
(2024:
7.874
)
OCLC
–
1368736135
number, confidentiality level, author, and
disposal date are recorded by the EDMS.
Subsequently, this information is stored, and the
digital file is uploaded onto the system for
dissemination to authorized users. Utilizing the
EDMS enables easy viewing and downloading of
the document by relevant users, thereby
streamlining the information dissemination
process.
Testing and implementation. Rigorous testing
was conducted on the electronic document
management system to evaluate its functionality,
user interface, and performance. These tests were
carried out in a simulated environment, providing
valuable insights into the system's strengths and
weaknesses. The test results confirmed that the
system fulfilled stakeholder requirements and
expectations, offering a swift, efficient, and secure
means to manage and distribute documents
within the organization. Following the successful
testing phase, the EDMS was implemented at a
university and has since become the standard tool
for document management within the institution.
Employees have embraced the system, leading to
enhanced work efficiency and reduced
operational costs associated with document
management and dissemination.
Start
Submit the document
Dipley Doc
End
Doc
receive
Back to
correction
Meet
confidentiality level &
distribution level
requirement
End
Distribute
Stamp &
secure copy
Record &
upload the
Doc
Store to Database
No
yes
No
yes
Figure 2. Process of the electronic document management system
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(ISSN
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SJIF
I
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FACTOR
(2022:
5.636
)
(2023:
6.741
)
(2024:
7.874
)
OCLC
–
1368736135
Figure 3 illustrates that the system operates
within a local area network (LAN) environment.
The EDMS application is installed on employees'
workstations for receiving and viewing
distributed documents, while the application
software is centrally stored on a file server for
easy updates. The database server acts as the
central repository for all digitally converted
documents, securely storing important records
and ensuring easy access for authorized users.
Implementing the EDMS significantly enhances
the efficiency of document management and
dissemination processes, resulting in increased
productivity and reduced operating costs.
Evaluation. The effectiveness of the developed
EDMS was evaluated through user acceptance
testing (UAT). This evaluation aimed to ascertain
whether the system met the requirements and
expectations of end users. The assessment
utilized the International Organization for
Standardization (ISO) 9126 software evaluation
questionnaire, a widely recognized standard for
measuring software quality in terms of
functionality, efficiency, reliability, and usability
[22], [23]. End users were asked to rate the
system using a Likert scale, as depicted in Table 1.
Pilot testing and trial runs were also conducted to
provide hands-on experience for respondents
and further assess the system's performance.
Network
Database server
File server
(eDMS.exe)
eDMS
eDMS
eDMS
eDMS
User-1
User-2
User-N
Records office
Figure 3. Network set-up for EDMS
MEAN VALUE
WEIGHT
VERBAL INTERPRETATION
1.00–1.50
1
Poor
1.51–2.50
2
Good
2.51–3.50
3
Satisfactory
3.51–4.50
4
Very satisfactory
4.51–5.00
5
Outstanding
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(ISSN
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VOLUME
04
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Pages:
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SJIF
I
MPACT
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(2022:
5.636
)
(2023:
6.741
)
(2024:
7.874
)
OCLC
–
1368736135
R
ESULTS AND DISCUSSION
The use-case diagram of the electronic document
management system depicted in Figure 4
illustrates the core functionalities and actors
within the system. These include the document
viewer, document distribution, and document
storage modules. The document viewer enables
users to perform actions such as viewing,
bookmarking, searching, and filtering documents,
facilitating quick access to required information.
The document distribution module empowers the
system administrator to manage document
distribution to employees and offices. This
includes tasks like creating, updating, deleting,
and disposing of document records. The
document storage module serves as a secure
repository for storing and saving scanned files
received from the records office. It acts as the
centralized hub for documents within the system.
Overall, this use-case diagram provides a
comprehensive overview of the EDMS, aiding
users in understanding its functionalities and the
benefits it offers.
User
Doc storage
Doc Distribution
Office doc viewer
Doc viewer
Admin
Figure 4. Use-case diagram of the EDMS
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140-148
SJIF
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5.636
)
(2023:
6.741
)
(2024:
7.874
)
OCLC
–
1368736135
C
ONCLUSION
This research outlined the design, development,
and deployment of an electronic document
management system tailored for LAN-based
organizations. The system's objective was to
streamline office workflow by electronically
capturing, indexing, storing, and retrieving
documents, consequently minimizing paper
waste. Additionally, the EDMS offered an effective
and secure method for sharing information with
various stakeholders, ensuring compliance with
standardized rules and regulations. Given the
successful
implementation
and
favorable
evaluation outcomes, the EDMS can serve as a
blueprint for organizations operating within
established local area networks seeking to
establish their own document management
systems.
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