How to Fully Obtain the Potential Benefits of a Digital Document Management System – A Guide to Successful Implementation

Abstract

Background Technological advancements over the last decades have
resulted in an increased degree of digitalisation within as well
as in between companies around the world. As a result,
requirements on companies in general are growing and global
competition is steadily increasing. One area for which this is
highly relevant, and for which there is still a lot of potential for
improvement, is industrial document management.
In many industries, it has now become more or less a
mandatory requirement for companies to keep transparent
and comprehensive in-depth documentation on specific
company processes and operations. In order for companies to
comply with these requirements, they need functioning
document management systems (DMSs). A company’s DMS
defines its ability to create, store and manage documentation,
and if utilised properly the system also helps companies assure
a certain level of quality in their operations. As documentation
is closely related to quality management, the DMS
consequently affects the level of quality control and assurance
activities within the company as well. In turn, a wellfunctioning
DMS increases a company’s chances of obtaining
certain forms of certification (for example ISO).
The need for proper document management should not be
overlooked as a well-functioning DMS enables companies to
improve both effectiveness and efficiency of document
management-related processes. This consequently enables
improved financial as well as operational results, and thus also
improves a company’s performance in general. However, in
order for companies to survive in an environment in which
competition is steadily escalating, optimisation is crucial. For
companies to be able to achieve optimal results, increased
digitisation (i.e. the implementation of a digital DMS solution)
is inevitable.
Purpose The purpose of the Master Thesis project is to develop a
generic framework supporting the implementation of a digital
DMS. The aim of the framework is to provide guidelines that
facilitate the process of effectively and efficiently
implementing a digital DMS, and in turn enable companies to
fully obtain the potential benefits related to such a system.
Research Questions The research questions that the Master Theses aims to answer
are:
RQ1: What are the main issues related to manual DMSs?
RQ2: How does document management influence quality
assurance and quality control activities?
RQ3: What are the incentives for companies to develop effective
and efficient DMSs?
RQ4: What are the potential benefits of implementing a digital
DMS?
RQ5: What aspects should be considered when implementing a
digital DMS?
Delimitations This Master Thesis project was limited to investigating and
analysing document management processes within
manufacturing and service providing companies. The effects of
implementing a digital system for document management, i.e. a
digital DMS, have been studied and focus was set on
investigating how companies can achieve a successful
implementation. The Master Thesis was conducted with a
generic approach, and did therefore not aim to improve nor
develop any of the existing systems for document
management. Furthermore, it does not either go into detail or
provide complete descriptions regarding the technical features
of the existing digital solutions for document management.
The project was limited to conducting a single-case study at
the Norwegian software company CodeIT AS (CodeIT). Any
areas that are not covered are suggested for future research.
Methodology The Master Thesis has been conducted with a qualitative
approach since in-depth knowledge and understanding of the
problem had to be obtained. Since the research questions and
sources of data were not fixed in advance, a flexible research
process has been used throughout the project. The research
purpose is mainly descriptive and exploratory but also
partially improving, since the study aims to create a
framework that aims to facilitate (i.e. improve) the process of
implementing a digital DMS within companies. Furthermore,
the data analysis technique utilised throughout the project was
Grounded Theory.
This Master Thesis is based on an extensive literature review
and a qualitative case study regarding the software system
CodeIT eMRB at CodeIT. Empirical data was collected from the
case study, which was based on a series of open and semistructured
interviews with the CEO and founder of CodeIT,
Bjørnar Torsnes, as well as a set of business documents from
the company. The secondary data was collected from thorough
review of literature on areas relevant to the subject.
Conclusion The Master Thesis identified a number of issues related to nondigital
DMSs. The main issues that were identified are:
Difficulties with generating and processing large
volumes of documents.
Difficulties regarding processes for checking and
validating document content
Non-digital systems are prone to error
Inability to create, find, access and deliver relevant
information on time
Complicated tracking and tracing
During the project a number of incentives for developing
effective and efficient DMSs were identified. Some of these
incentives are presented below:
Potential improvements of quality assurance and
control activities.
Quality Management System (QMS) improvements.
Increased chances of obtaining certain forms of
certification (e.g. ISO certification) as well as the related
benefits.
Increased supply chain transparency, which enables
companies to address ethical and labour issues as well
as environmental challenges.
Furthermore, the Master Thesis project concluded that
digitisation of paper-based processes, within the area of
document management, is necessary in order for companies to
be able to compete and survive as competition steadily
increases. This is especially true for companies that are
handling complex products. Hence, the Master Thesis
identified a number of benefits related to the implementation
of a digital DMS solution. Some of these are:
• Elimination of time and resource consuming paperbased
processes.
Improved track and traceability.
Ability to automate processes.
Improved communication and collaboration with
supply chain partners.
Reduced need for ‘industrial tourism’ (i.e. the need for
staff to be onsite to control, document and evaluate
production).
Ability to leverage more advanced technological
capabilities.
Lastly, the Master Thesis project resulted in the creation of a
framework supporting the implementation of a digital DMS.
The framework that was created consists of four phases (Pre-
Installation, Installation, Post-Installation as well as Evaluation
and Corrective Action) and each phase was consequently
divided into a set of critical steps that companies should follow
in order to assure successful implementation results.

• author: Söderlund Carlborg, Axel
• supervisor: Bertil Nilsson
• organization: Production Management
• course: MIO920
• year: 2017
• type: M1 - University Diploma
• subject: Technology and Engineering
• keywords: Connected Manufacturing, Digitisation, Documentation, Document Management, Industry 4.0, Internet of Things, ISO, ISO 9000
• other publication id: 16/5563
• language: English
• id: 8903196
• date added to LUP: 2017-02-14 16:01:50
• date last changed: 2017-02-14 16:01:50