Development of document management system (DMSys): A step forward to a paperless office
List of Authors
  • Nurul Khairisha Afza Khairuddin , Rafizah Mohd Hanifa

Keyword
  • online system, paperless environment, document management, green metric

Abstract
  • Rapid technological advancements have transformed how businesses and organizations manage documents. The traditional approach of maintaining physical paper documents has proven time-consuming, costly, and inefficient. In response to these challenges, the Development of Document Management System (DMSys) has emerged as a progressive solution, providing a step towards achieving a paperless office. The study also examines the impact of DMSys on environmental sustainability. The reduction in paper consumption not only conserves natural resources but also minimizes waste generation, contributing to a greener and eco-conscious workspace. The primary goal of DMSys is to enhance cost and time efficiency in information dissemination, improve overall efficiency, facilitate information distribution, and streamline file management at the Centre for Diploma Studies (CeDS). The system ensures effective communication and access to essential information for administrative and academic staff. The system's core functionalities include creating, reading, updating, deleting, and editing documents. The development process of DMSys followed the Waterfall Model, a systematic approach that eased the system's creation. In gauging the effectiveness of DMSys, surveys were conducted to gather feedback from respondents regarding the system's efficiency. The results indicated that most respondents agreed that implementing DMSys has significantly increased efficiency by reducing time and costs associated with photocopying and paper usage, thereby contributing to UTHM's U.I. Green Metric World University Ranking.

Reference
  • 1. Document Advantage Corporation, DocuVantage. (2022). [Online] Tampa, Florida. Available: https://www.docuvantage.com/.

    2. e-digg.com. (n.d.). SDLC Phases. Retrieved from http://www.e-digg.com/services/software/sdlc-life-cycle.html.

    3. Folderit Ltd, FolderIt (n.d). [Online]. Available: https://www.folderit.com/, 2022.

    4. Idris, A.R., & Ahmad, M.F. “Pembangunan Sistem Pengurusan Pembelajaran (LMS) bagi E-Pembelajaran”, 2011. Journal of Science and Mathematics Education, pp. 1-8.

    5. International Business Machine (IBM). (n.d). What is Document Management? Available: https://www.ibm.com/my-en/topics/document-management [Accessed 5 March 2023]

    6. Martin, M. (2022). What is the Waterfall Model in SDLC? Advantages and Disadvantages. 17 September 2022. [Online]. Available: https://www.guru99.com/what-is-sdlc-or-waterfall-model.html [Accessed 8 May 2022].

    7. McCandless, K. Visual Studio vs Sublime Text: Which Editor Should You Choose? CodeAcademy. 25 March 2022 [Online]. Available https://www. codecademy.com/ resources/blog/visual-studio-code-sublime-text/ [Accessed 25 August 2022]

    8. McLeod, S. (2023). "Likert Scale Definition, Examples, and Analysis". Available at: https://www.simplypsychology.org/likert-scale.html [Accessed 13 June 2023].

    9. Mir, H.S.Q. (2021). Using Apache Xampp and PHP on Windows. Open Source For You. 6 February 2021.[Online]. Available: https://www.opensourceforu.com/2021/02/using-apache-xampp-and-php-on-windows/ [Accessed 25 August 2022].

    10. Taylor, D.P. (2022). 4 Benefits of an Electronic Document and Record Management System (EDRMS). The Ascent. 5 August 2022. [online]. Available: https://www.fool.com/the-ascent/small-business/document management/articles/edrms/ [Accessed 25 August 2022].

    11. Xiong, E. The Sustainable Impact of a Paperless Office. Forbes. 11 May 2021. [Online]Available:https://www.forbes.com/sites/forbestechcouncil/2021/05/11/the-sustainable-impact-of-a-paperless-office/?sh=2ec646bf1095 [Accessed 10 March 2023]