A research on EDMS usability and accessibility: The example of Afyon Kocatepe University

In this study, the accessibility and usability of the Electronic Document Management System (EDMS) in public institutions were examined. Based on the findings, various recommendations were made to institutions to enhance the effectiveness of EDMS applications. The lack of a detailed analysis of EDMS in terms of accessibility and usability at Afyon Kocatepe University, as well as the need for improvements in user experience, made this study necessary.A mixed-method research design was adopted, combining both quantitative and qualitative data. The convergent parallel design was preferred within the mixed-methods approach. In the quantitative dimension, the usability scale and the accessibility principles from the KAMIS Public Internet Sites Guide were applied. In the qualitative dimension, users' opinions about the system were gathered. Users' experiences with EDMS were examined in-depth through open-ended questions. The results obtained from the usability scale indicated that usability was not at a high level. Regarding accessibility, since EDMS does not include audio and video elements, related criteria could not be assessed. In Level A principles, site design and alert mechanisms did not sufficiently consider disabled users. Most of the items in Level AA were rated as "Good Level." In general, items related to content were rated as "Poor Level." Most of the items in Level AAA were rated as "Good Level." Participants expressed that the explanations provided by the system were insufficient. The open-ended questions revealed the following user-reported issues: Finding the correct file code is difficult. Identifying the unit to which the document should be sent is challenging. There are inconsistencies when searching for documents. Users reported that the system is slow, they cannot find the necessary documents in the search section, they experience problems when adding documents, and creating tables is very difficult. Participants requested an explanatory menu, reported issues with mobile compatibility, and stated that the system is not user-friendly. Users also reported problems with updating the e-signature and refrained from updating it due to concerns about potential issues. One user stated that there was insufficient training. The users' suggested solutions included having an updated interface, increasing system speed, providing training, and assigning an operator.