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The role of EDM in information management within SME’s
Mid Sweden University, Faculty of Science, Technology and Media, Department of Information Technology and Media.ORCID iD: 0000-0002-2575-3653
Mid Sweden University, Faculty of Science, Technology and Media, Department of Information Technology and Media.
2007 (English)In: The Second International Conference on Digital Information Management (ICDIM'07), 2007, 31-36 p.Conference paper, (Refereed)
Abstract [en]

Electronic document management (EDM) is a new form of information management. EDM are described to have certain business values in organizations, but no researches have been found about EDM and Small and Medium sized Enterprises (SME). In this paper we present an ongoing investigation in two SMEs guided by the following research questions: How are electronic documents used in the SMEs? and What are the business needs of the SMEs, and how do they correspond with stated EDM business values?. The study was carried out as two qualitative case studies in two SMEs in the north of Sweden. The results show that the business need for an SME corresponds with the business values of EDM. Yet is management of electronic document too dependent on individuals competence, very complex when many systems are involved, and the context where the document is created is not preserved. There is also an emergent need for an organizationally specific classification schema to enable information sharing between systems.

Place, publisher, year, edition, pages
2007. 31-36 p.
Series
, ISSN 978-1-4244-1475-8
Keyword
Informatik, data- och systemvetenskap
National Category
Computer and Information Science
Identifiers
URN: urn:nbn:se:miun:diva-339Local ID: 5057OAI: oai:DiVA.org:miun-339DiVA: diva2:1950
Available from: 2008-12-16 Created: 2008-11-16 Last updated: 2008-12-16Bibliographically approved
In thesis
1. Design for Recordkeeping: Areas of Improvement
Open this publication in new window or tab >>Design for Recordkeeping: Areas of Improvement
2008 (English)Doctoral thesis, comprehensive summary (Other academic)
Abstract [en]

This thesis is about problems related to design of information systems in which records are born and managed. The proactive approach has been derived from new archival theories suited for electronic recordkeeping, and implies that electronic records must, at the time of creation fulfil their current and future requirements. Information systems where records are born and managed should, based upon a proactive approach, meet recordkeeping requirements. This thesis is based upon a four-year research effort and consists of seven research articles that present the results of the research. The objective is to contribute to knowledge of design recommendations for information systems, in which records are born and managed. The main result of this thesis is identification of five areas that can affect and improve the design of information systems in which records are born and managed. First: A set of empirically and theoretical grounded characteristics of records are presented. Those characteristics have to be complemented with organization-defined characteristics. Second: this research has contributed a conceptualization of use of records and users of records. The notion of known use/user, and unknown use/user has been introduced. Design becomes difficult because requirements of unknown users are difficult to conceptualize. Third: The Recordkeeping Quality Assessment model (RQAM) is presented. The model implies a holistic quality approach to recordkeeping, and intends to be used as a basis for quality assessment, and as a reference model in design situations to achieve high recordkeeping quality. Fourth: Two dominant different views on records are presented. Private organizations appraise records principally upon business values, and public organisations base their appraisal criteria upon accountability and legislative values. The two views on records should be brought into one view and form a risk management-like appraisal. Fifth: Proactivity is a way of thinking and should be applied on several levels in the recordkeeping environment: to the electronic record, to the information system where the electronic record is born and managed, to the organization, and to the user.

Abstract [sv]

Denna avhandling handlar om hur informationssystem skall designas, i vilka arkivinformation skapas och hanteras över tid. Modern arkivteori förordar en proaktiv ansats vid hantering av elektronisk arkivinformation. Proaktiviteten innebär att arkivinformationen senast vid sin tillkomst måste uppfylla arkivvetenskapliga krav. Det medför att design av informationssystem, i vilka arkivinformation skapas och hanteras måste uppfylla arkivvetenskapliga krav och följa en proaktiv ansats. Denna avhandling är ett resultat av fyra års forskning och består av sju vetenskapliga artiklar, vilka utgör avhandlingens resultat. Syftet med avhandlingen har att bidra med ny kunskap till hur informationssystem, i vilka arkivinformation skapas och hanteras över tid, skall designas. Avhandlingens huvudsakliga resultat är fem områden som alla kan påverka och förbättra design av sådana informationssystem. 1. Ett antal karaktäriska egenskaper hos arkivinformation har identifierats utifrån både teori och empiri. Dessa har visats sig behöva kompletteras med organisationsspecifika karaktäristiska egenskaper. 2. Begreppen användare av arkivinformation och användning av arkivinformation har konceptualiserats. Begreppet känd och okänd användare/användning av arkivinformation har introducerats. Design för okända användare är en svår utmaning, bland annat då krav från okända användare är svåra att fånga. 3. En kvalitetsmodell (RQAM) är presenterad som anger att kvalitet kring hantering av arkivinformation måste ske med en holistisk ansats. Modellen skall kunna användas som en hjälp vid kvalitetsmätning, men även som en referensmodell vid design av informationssystem. 4. Två dominerade värderingsperspektiv har identifierats avseende arkivinformation. Privata organisationer värderar arkivinformation mestadels utifrån ett verksamhetsvärde, medan offentliga organisationer värderar arkivinformationen mestadels baserat på legala krav och ansvarsspårbarhet. 5. Den proaktiva ansatsen skall ses som ett strategiskt angreppssätt på hantering av elektronisk arkivinformation. Den skall användas i flera nivåer av hantering av arkivinformation, på arkivinformationsnivå, informationssystemsnivå, organisationsnivå och på användarnivå.

Place, publisher, year, edition, pages
Sundsvall: Mid sweden Univ, 2008
Series
Mid Sweden University doctoral thesis, ISSN 1652-893X ; 52
Keyword
Design, Electronic records, Information systems, Proactivity, Recordkeeping
National Category
Computer and Information Science
Identifiers
urn:nbn:se:miun:diva-204 (URN)6077 (Local ID)978-91-85317-95-0 (ISBN)6077 (Archive number)6077 (OAI)
Public defence
2008-05-27, Olof Högbergsalen, Library, Universitetsbacken, Härnösand, 13:00 (English)
Opponent
Supervisors
Available from: 2008-04-28 Created: 2008-04-28 Last updated: 2009-07-30Bibliographically approved

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