Design and Evaluation of an Automated Document Management System in Office Technology

Thesis Abstract

The effective management and retrieval of documents are critical to enhancing operational efficiency and productivity within modern office environments, yet many organizations continue to rely on manual or semi-automated systems that are prone to errors, delays, and security breaches. This study addresses the pervasive challenges associated with traditional document handling processes by designing, implementing, and evaluating an automated document management system (ADMS) tailored for office technology applications. The primary aim is to develop a comprehensive solution that optimizes document storage, retrieval, sharing, and archival while ensuring data security and user accessibility. Specific objectives include identifying the functional requirements of office-based document workflows, creating a prototype of the ADMS utilizing modular web-based architecture, and evaluating its usability, efficiency, and security through empirical testing. The research adopts a mixed-methods approach, combining qualitative and quantitative techniques. A descriptive research design guides the development and evaluation phases. The study population comprises administrative staff, office managers, and IT personnel from twenty medium-sized organizations in the manufacturing sector, totaling approximately 200 potential users. A stratified random sampling technique selects 100 active users to participate in detailed usability testing and feedback surveys. Data collection instruments include structured questionnaires, semi-structured interviews, system usability scales, and system performance logs. To ascertain the validity and reliability of these instruments, a pilot study is conducted with 20 participants, and Cronbach’s alpha coefficients exceeding 0.85 are obtained for survey tools. Data analysis involves both statistical and thematic techniques. Quantitative data from usability surveys and system logs are analyzed using descriptive statistics, paired t-tests, and regression analysis to measure improvements in task efficiency and user satisfaction pre- and post-implementation. Qualitative data obtained from interviews and open-ended survey responses are subjected to thematic analysis, guided by the Technology Acceptance Model (TAM) and Information Processing Theory, to explore user perceptions of system usability, perceived ease of use, and trustworthiness. The system prototype is evaluated through heuristic evaluation by UX experts and field testing for security vulnerabilities, response times, and error rates. Expected findings suggest that the ADMS significantly reduces document retrieval time by approximately 40%, increases data security via role-based access controls, and improves user satisfaction compared to traditional systems. The study anticipates identifying critical success factors for system adoption, including ease of use, perceived usefulness, and organizational support. Furthermore, the evaluation is expected to reveal specific technical and user interface enhancements necessary for broader deployment. The research contributes novel insights into the integration of information systems design principles with practical office workflows, demonstrating that automated document management solutions can enhance productivity and security in organizational settings. It extends existing theoretical frameworks by empirically validating the applicability of TAM and Information Processing Theory within office technology contexts, especially concerning document handling. The comprehensive system prototype provides a blueprint for organizations aiming to transition from manual to digital document management, emphasizing scalability and customization. The study concludes that well-designed ADMS can address key operational bottlenecks, reduce administrative overhead, and foster organizational efficiency. Recommendations include rigorous user training, continuous system evaluation, and stakeholder engagement during implementation phases. Future research is suggested to explore the integration of artificial intelligence features, such as automated tagging and natural language processing, to further enhance system intelligence and functionality. Overall, this study affirms that strategic deployment of automated document management systems aligns with organizational goals for digital transformation and offers scalable solutions for diverse office settings.