A utilização de sistemas de gerência de documentos e de sistemas de gerência de workflow vem crescendo de forma expressiva nos últimos anos, motivados pela expectativa de obter-se benefícios organizacionais importantes, como o maior compartilhamento da informação e o aumento da eficiência dos processos. Pelo fato de a maioria dos processos organizacionais envolver a manipulação de documentos, é necessário, em grande parte das vezes, que esses sistemas trabalhem em conjunto. No entanto, a maioria das integrações entre tais produtos são proprietárias, causando prejuízos como a redução da liberdade de escolha dos usuários, a maior dificuldade de integração com sistemas legados e o aumento da dependência em relação aos fornecedores dos produtos. Para solucionar esse problema, este trabalho propõe uma arquitetura aberta de integração entre sistemas de gerência de documentos e sistemas de gerência de workflow. O fundamento dessa arquitetura está na utilização de dois padrões emergentes da indústria: o padrão DMA, proposto pela AIIM, e o padrão WAPI, proposto pela WfMC. O padrão DMA consiste de uma API, a ser invocada pelos aplicativos clientes de documentos, de uma SPI, a ser implementada e oferecida pelos sistemas de gerência de documentos, e de um middleware, responsável pela conexão entre os clientes e servidores de documentos. O padrão WAPI consiste de uma linguagem padrão para a definição de processos e de uma API, a ser invocada pelo aplicativo cliente de workflow e implementada pelo sistema de gerência de workflow. A arquitetura proposta compõe-se de três elementos. Primeiramente, um mecanismo integrado para a modelagem de documentos e workflow. Assim, é possível definir quais documentos serão manipulados pelo processo, e que operações cada participante poderá executar sobre ele. Esse mecanismo baseia-se exclusivamente nos padrões oferecidos pela WAPI e pela DMA. Em segundo lugar, é definido e implementado, na linguagem Java, um módulo de software denominado camada de serviços, oferecendo serviços integrados de gerência de documentos e gerência de workflow. Os métodos dessa camada invocam os métodos WAPI e DMA necessários à sua execução. Assim, qualquer DMS aderente à DMA pode ser integrado a qualquer WFMS aderente à WAPI, de forma completamente transparente. Por final, é desenvolvido um aplicativo cliente, também em linguagem Java, que acessa os métodos da camada de serviços, oferecendo uma interface gráfica para o usuário. Os resultados demonstram a viabilidade de uma integração aberta entre sistemas de gerência de documentos e sistemas de gerência de workflow. Ainda, mostram a importância de uma modelagem integrada de documentos e workflow. / The document management systems and the workflow management systems areas have been facing an impressive growth in the last years, driven by the desire to achieve important organizational benefits, as an increased information sharing and more efficient processes. Since most business processes involve document manipulation, it is often needed that these systems work together. However, most products are integrated in a proprietary way, therefore reducing user's freedom of choice, increasing the difficulty of legacy systems integration and rising the dependency from product vendors. In order to overcome this problem, this work proposes an open architecture for document management systems and workflow management systems integration. The architecture's fundamentals is the usage of two emerging industry standards: DMA, proposed by AIIM, and WAPI, proposed by WfMC. DMA consists of an API, to be invoked by client document applications, of an SPI, to be implemented and offered by document management systems, and of a middleware, responsible for connecting clients to document servers. WAPI consists of a standard process definition language and of an API, to be invoked by workflow client applications and implemented by workflow management systems. The proposed architecture is composed by three elements. First, an integrated mechanism for document and workflow modeling is defined. Therefore, it is possible to define which documents will be used in the process, and which operations each workflow participant will be allowed to execute over them. This approach is based exclusively on DMA and WAPI standards. Second, it is defined an implemented a software module called services layer, offering integrated document management and workflow management services, using the Java language. This layer's methods invoke the WAPI's and DMA's methods necessary for their execution. Therefore, any DMAcompliant DMS can be integrated to any WAPI-compliant WFMS, in a totally transparent way. Finally, a client application to access services layer's methods and offer the user a graphical interface is developed, also using the Java language. The results demonstrate the viability of an open integration between document management systems and workflow management systems. They also show the importance of an integrated document and workflow modeling.

För många företag är hanteringen av dokument en stor del av vardagen. Dokumenten är viktiga och måste hanteras. Detta är viktigt för att säkerställa att dokument inom verksamheter är under kontroll och kan hanteras effektivt. Dokumenthantering kan utföras på olika sätt. Det finns den traditionella fysiska pappershanteringen och den digitala dokumenthanteringen som har blivit vanligt förekommande till följd av utvecklandet av effektiva digitala verktyg. Denna studie undersöker hur företag generellt hanterar dokument och hur de förhåller sig till elektronisk hantering av dokument jämfört med fysisk och varför. Om företag efterfrågar en förbättring av nuvarande dokumenthantering studeras även. Studien genomförs med djupintervjuer på olika utvalda företag. Från dessa djupintervjuer insamlas information om de utvalda företagens dokumenthantering. Informationen analyseras och jämförs. Resultatet av studien är att företagen förhåller sig positivt till digital dokumenthantering och att det är denna som används till största del. Den fysiska hanteringen föredras att behållas till en viss nivå av olika skäl. De intervjuade företagen upplever att det finns ett behov av förbättring av deras nuvarande dokumenthantering. Baserat på detta resultat ges en rekommendation för dokumenthantering på företag. / For many companies, the handling of records is a daily routine. The records are important and must be managed. It is important for ensuring that records within businesses is under control and can be managed efficiently. Records management can be done in different ways. The ways are traditional physical paper handling and the digital records management which has become more usual as a result of the development of efficient digital tools. This study investigates how companies generally are handling records and how they relate to electronic handling of records compared to physical and why. If companies request an enhancement of the current records management is investigated as well. The study is accomplished through in-depth interviews at selected companies. From these in-depth interviews, information about the selected companies records management is collected. This information is analyzed and compared. The result of the study is that the businesses relates positively to digital records management and that is what is mostly used. The physical handling of records is preferred to be kept to a certain level for various reasons. The interviewed businesses is experiencing that it exists a need of enhancing of their current records management. A recommendation for records management at companies is presented, based on the result.

Document management is a key issue to any modern organization. In order to efficiently cope with managing large document sets, many organizations employ Electronic Document Management (EDM) systems. Although many EDM software solutions currently exist, there are few alternatives based on Free Software, i.e., computer programs which can be freely used, shared, studied, modified and redistributed by their users. Moreover, most EDM systems do not take into account some rules and recommendations issued from archivistics, that is a science which concerns itself with managing the document life cycle inside any organization. In such context, this work aims to associate archival principles for document management with the advantages of Free Software, as an approach to develop an original and flexible EDM software, which can be easily adapted to what an organization needs. To achieve this goal, we performed a requirements analysis for archival document management systems and designed a software system named PlonArq, which provides users with fundamental instruments for document management. We implemented this software as an extension of Plone, a largely usedWeb content management system. In order to validate PlonArq functionalities, we conducted a software evaluation from a final user point of view. As a result of this work, we obtained an EDM software which can be enhanced and distributed as a Free Software product. Another result is a data model which complies to several archival rules and recommendations and could be a starting point for developing new EDM systems. / O gerenciamento eficiente de documentos constitui um diferencial estratégico em qualquer organização. A fim de agilizar o processo de gestão documental, muitas instituições empregam ferramentas de software para Gerenciamento Eletrônico de Documentos (GED). Embora exista atualmente uma grande oferta de ferramentas de GED, observa-se que há poucas alternativas baseadas no conceito de Software Livre, isto é, programas que possam ser livremente executados, compartilhados, estudados, modificados e aperfeiçoados por seus usuários. Além disso, grande parte das soluções não leva em conta recomendações e normas oriundas da Arquivologia, uma ciência que se preocupa com a gestão de todo o ciclo de vida dos documentos produzidos e recebidos pelas organizações. Neste contexto, este trabalho visa associar os princípios arquivísticos de gestão documental às vantagens do Software Livre, como uma abordagem para desenvolver-se uma ferramenta de GED original e flexível, que possa ser adaptada às necessidades das organizações. Para isso, realizou-se uma análise de requisitos para sistemas de Gerenciamento Eletrônico de Documentos Arquivísticos (GED/A) e projetou-se um software denominado PlonArq, capaz de prover instrumentos fundamentais de gestão documental. Esse software foi implementado como uma extensão da ferramenta Plone, que é amplamente utilizada para gestão de conteúdo em sistemas baseados na Web. O software PlonArq foi avaliado sob o ponto de vista de um usuário final, validando suas funcionalidades. Como resultado desse trabalho, obteve-se um software de GED que pode ser aprimorado e transformado em um produto distribuído como Software Livre. Obteve-se também um modelo de dados que contempla diversas normas e recomendações arquivísticas e que pode ser utilizado no desenvolvimento de novas ferramentas de GED.

Implementation of new systems in organizations are complex as new features that promises improvement of work processes are not given. In particular if the system does not include users' needs and requirements. This can instead create the opposite effect as previous research has shown. Implementation of new information systems requires technical, as well as human aspects prior to application of the systems, in order for it to be used accordingly. To understand this better, the authors have conducted a case study on a consultancy company called Combitech, which is in the process of implementing a new document management system. The study is based on finding different factors that affects the users when using the current documentation system. The results are thought to be useful guidance when Combitech implements a new system. The authors has applied the theoretical framework UTAUT, based on the user's perspective. The theory deals with four different aspects that enables to study the IT- uptake from a holistic perspective, which in turn makes it possible to counteract resistance. The different elements of the theory are described as performance expectancy, effort expectancyt, social influence and facilitating conditions. By using the theory as a framework, the study has enlightened users' thoughts about the technical aspect and how they perceive the social and organizational environment related to the current system. In order to complete this study, the authors used a qualitative approach. A total of six informants participated in telephone interviews. The gathered data was initially structured on the basis of the theoretical framework, thus being thematized based on characteristic found by the informants. / Implementering av nya system inom verksamheter är komplext då nya funktioner och egenskaper som utlovar förbättring av arbetsprocesser inte är givet. I synnerhet om systemet inte omfattar användarnas behov och krav som istället kan skapa motsatt effekt. Implementering av nya informationssystem kräver att man uppmärksammar tekniska såväl som mänskliga aspekter innan systemen tillämpas, för att det ska fungera enligt önskemålen. För att förstå detta bättre har författarna genomfört en fallstudie på konsultbolaget Combitech, som ska genomföra en implementering av ett nytt dokumenthanteringssystem inom en snar framtid. Studiens utgår från att studera faktorer som påverkar användarnas systemanvändning, detta utifrån det nuvarande system som Combitech arbetar på. Studiens resultat är tänkt att vara användbart underlag för Combitechs ledning vid den framtida systemimplementationen. För att studera detta har det teoretiska ramverket UTAUT tillämpats, med utgångspunkt från användarnas perspektiv. Teorin behandlar fyra olika aspekter som möjliggör att studera användarnas IT- upptagning utifrån ett helhetsperspektiv, som i sin tur gör det möjligt att motverka motstånd. Teorins olika element beskrivs som förväntad prestation, förväntad ansträngning, socialt inflytande och underlättande förutsättningar och förklaras mer ingående med hjälp av underliggande teorier. Genom att använda teorin som ramverk har studien belyst användarnas tankar kring den tekniska aspekten samt hur de upplever att den sociala och organisatoriska miljön förhåller sig till nuvarande system. För att genomföra denna studie utgick författarna utifrån en kvalitativ ansats med ett semi- strukturerat förhållningssätt. Totalt deltog sex informanter via telefonsamtal. Empirin strukturerades inledningsvis utifrån det teoretiska ramverket för att följaktligen tematiseras utifrån karakteristiska drag som belystes av informanterna, detta för att hitta mönster bland svaren.

The thesis is concerned with the implementation of a document management system (DMS) in a small firm where I've been working for almost 4 years as an information technician. The aim of the thesis is to implement the particular DMS product that is in this case an open system Alfresco. The project of the implementation itself is preceded by the firm analysis phase that includes a process analysis, an analysis of relevant documents as well as an economic analysis. Through this analysis series of inadequacies in work activities of individual employees were recognized and these are aimed to be minimized or eliminated with the help of the Alfresco system implementation. Within the scope of project stages description concerning the implementation of the Alfresco the thesis is focused especially on the analysis phases and solution design, the implementation, the customization and finally the operation. Throughout the above mentioned stages a new structure of some processes is suggested, including a change of the firm organization structure, furthermore basic functions of Alfresco system are described and a fundamental rules framework is defined to know how to use the Alfresco system in concrete cases. The end of the thesis contains an evaluation whether to apply the Alfresco system in a small firm or not and further a three-month's testing period and its influence on the firm is being discussed.

The diploma thesis focuses on the analysis of a document management system (DMS) pilot implementation in the environment of a Czech bank. The thesis is divided into three parts; the first part is theoretical and remaining two parts are practical (analytical). The theoretical part is devoted to summarization of basic theoretical knowledge in the field of DMS and in a pilot deployment of information systems. The second part describes the EMC xCP 2.1 platform and evaluates its advantages and disadvantages compared to competing products. The third part describes the technological implementation and deployment of a new DMS pilot solution in a bank. Further it analyzes and describes the follow-up activities and related projects that increase the DMS usability in a real business applications. The diploma thesis concurrently focuses on the business requirements analysis including constrains of a new solution deployment, as well as the DMS technological aspects description and the solution design. The author of this thesis has been working as an analyst in the IT company and has been in a long-term cooperation with the DMS team in the bank. The motivation for choosing this topic is to make a summary and clarification of knowledge gained on projects in the the bank and to take an advantage of it in the future cooperation.

This thesis solves the problem of a life cycle of a document and its management in a larger organization. It describes demands of companies on document management informating systems. It compares various tools for document desciption, analyzes the requirements and offers a project and implementation of the solution itself.

Detta är ett examensarbete som är utfört på kulturförvaltningen i Värnamo kommun och där syftet varit att under april-maj 2021 kartlägga hur deras dokumenthantering ser ut genom att ta reda på medarbetarnas upplevelse av den.   På grund av en ostrukturerad dokumenthantering fick vi i uppdrag att titta på det ur vår synvinkel. Hur ser kulturförvaltningens rutiner för dokumenthantering ut? Vad sparas på vilka ställen? Vilka problem finns? Detta är frågor som vi tagit upp och besvarar i denna rapport.    För att få veta vad medarbetarna själva tycker om dokumenthanteringen utformade vi en både kvalitativ och kvantitativ enkät som vi skickade ut. Vi utförde även semistrukturerade intervjuer med ett par nyckelpersoner. Detta valde vi för att få in alla deras åsikter.    Av enkäten och intervjuerna kunde vi konstatera att de flesta ändå tycker lika. Deras gemensamma server var ostrukturerad, och filarkivet i deras intranät Nettan kunde vara svårt att förstå sig på.    I rapporten har vi en sammanfattning av resultaten på intervjuerna och enkäten. Under resultatdiskussionen har vi med egna förslag på hur dokumenthanteringen kan förbättras i verksamheten.    I slutet av rapporten har vi med en slutsats där vi tagit med vårt syfte av studien, frågeställningen, det vi kommit fram till och fortsatt forskning inom området. / This is a master thesis which is performed at the cultural administration in Värnamo municipality and where the purpose been that under april-may 2021 map how their document management looks by finding out the employees own experience of it.    Because of a unstructured document management we were commissioned to look at it from our point of view. How does the routines for document management at the cultural administration look like? What is saved and where? What problems are there? These are questions that we have brought up and answer in this report.    To know what the employees think about the document management we designed a both qualitative and quantitative survey which we sent out. We also performed semi-structured interviews with a few selected employees. We chose this way because we wanted to get as many opinions as possible.    Of the survey and interviews we could draw the conclusion that most of them think alike. Their shared server was unstructured, and the file archive in their intranet Nettan is hard to understand.    In the report we have a result summary of the interviews and the survey. Under result discussion we have our own suggestions on how the document management can be improved in the business.    At the end of the report we have a conclusion where we have included our purpose of the study, the issues, what we have reached and continued research within the area. / <p>Examen i vårdadministration, YH-utbildning: 20 Yh-poäng</p>

The concept of digitalization has become more and more prevalent due to the unprecedented computational power of our current digital machines. Swedish healthcare has been focusing on digitalization in the form of e-health during the last decade and the amount of digital services is rapidly increasing. By using modern technology to create smarter and more efficient processes it is possible to improve quality for patients and users.There is a need for more reliable knowledge about digitalization and its potential for efficiency. This project seeks to investigate and discuss efficiency in digitalization. The purpose is to directly contribute with more data on the topic.This project implements a qualitative research method as well as a case-study to conduct efficiency tests and compare manual processes to digitalized ones.The research methodology consists of a literature study, the construction of a digitalized process, and two tests where each test involves executing a process both manually and digitally. The processes involve document generation and communication, within the healthcare sector.The test results show that digitalization achieves an overall efficiency increase of 333% when all results are summarized. Overall, it is clear from the results that digitalization leads to increased efficiency. The efficiency achieved varies from process to process. In the general case, an increase in efficiency is observed, but sometimes also a decrease. / Konceptet digitalisering har blivit allt mer utbrett på grund av den enorma datorkraft som finns i våra nuvarande digitala maskiner. Den svenska sjukvården har fokuserat på digitalisering i form av e-hälsa under det senaste decenniet och antalet digitala tjänster ökar snabbt. Genom att använda modern teknik för att skapa smartare och effektivare processer är det möjligt att förbättra kvaliteten för patienter och användare.Det finns ett behov av mer tillförlitlig kunskap om digitalisering och dess potential för effektivitet. Detta projekt har som mål att undersöka denna effektivitet. Syftet är att direkt bidra med mer data om ämnet digitalisering.Detta projekt bygger på en kvalitativ forskningsmetod samt en fallstudie för att genomföra effektivitetsprov och jämföra manuella med digitaliserade arbetsprocesser.Den använda forskningsmetodiken består av en litteraturstudie, konstruktion av en digitaliserad process, samt två tester där vardera test utvärderar både en manuell och digital process. Processerna innefattar dokumentgenerering och kommunikation, inom sjukvården.Testresultaten visar att digitalisering uppnår en total effektivitetsökning på 333% när alla resultat sammanställs. Överlag är det från resultaten uppenbart att digitalisering leder till ökad effektivitet. Effektiviteten som uppnås varierar från process till process. I det generella fallet observeras ökad effektivitet, men ibland även minskad.

Целью данной магистерской диссертации является проектирование и разработка элементов информационной системы для будущей внутрикорпоративной ИС компании ОАО «АПМ ГРАДАР», которая будет включать разработку требований к системе, основных принципов ее работы, схему данных и связей между ними. Научная новизна данной магистерской диссертации заключается в совершенствовании уже существующих информационных моделей организации внутрикорпоративных систем с целью создания новой системы, которая будет соответствовать принципам работы конкретного предприятия, его организационной структуре и подстраиваться под определенные нужды данной компании. Практическая значимость данного исследования состоит в применении результатов магистерской диссертации на предприятии ОАО «АПМ ГРАДАР», перед руководством которой стоит задача по частичному переходу с бумажного документооборота на электронный, а также в оптимизации бизнес процессов компании, разработанные конкретно под данную компанию модули информационной системы, могут послужить толчком к дальнейшим действиям и реализации. / The purpose of this master's thesis is the design and development of elements of an information system for the future intracorporate IP of the company APM GRADAR OJSC, which will include the development of requirements for the system, the basic principles of its operation, the data scheme and the relationships between them. The scientific novelty of this master's thesis is to improve existing information models for the organization of internal corporate systems in order to create a new system that will correspond to the principles of a particular enterprise, its organizational structure and adapt to the specific needs of this company. The practical significance of this study lies in the application of the results of a master's thesis at the enterprise, whose leadership is faced with the task of partially switching from paper workflow to electronic, as well as optimizing the company's business processes, information system modules developed specifically for this company can serve as an impetus for further actions and implementation.