Multi-Platform Electronic Document Management System for Samar State University Unit Document Controllers

Abstract

The study aims to develop an electronic document management system in support of data management that can be accessed through the user's terminal computer in the Local Area Network or Internet that will showcase document management features like version control, audit log, retrieval, storage, security and workflow. Since this was developmental, the study used Software Development Life Cycle (SDLC) (Kennaley, 2010) focusing on determining the existing process, designing and develop electronic document management system that can adapt to ISO 9001:2015 standard and lastly, evaluate the functionality, usability, reliability and security of developed system in terms of beta testing. The study identified the existing document management process of both Samar State University – Office of the University Registrar and Research & Extension based on the Quality Management System (QMS). An Electronic document management system was developed for Samar State University. It can give users ability to version control, workflow, storage, retrieval and security. Beta testing was conducted on both offices to come up with an evaluation on how efficient the system was. The identified existing document management processes adopted through the registered product manual of both offices helped the study on the design and development of the document management system to support the document approval and routing. The data revealed that the product conforms to the desired purposes of the study which was to have an electronic document management system. There must be an orientation to all users. Provide a pop-up notification for task/send for better monitoring and conduct of desired task.