A research on the effective use of Electronic Document Management System: An example of a public institution

EDMS, a software that we can describe as the most accurate answer to the needs of the world that is globalizing day by day, full name Electronic Document Management System, will provide document order and will provide a significant solution to one of the biggest problems of business life, irregular follow-up and paper waste. EDMS is a software system that allows the progress of all documentation processes by moving to the electronic environment, and will serve all the document management needs of the age without any problems. "Speed", which becomes more meaningful with the constantly developing technology, will provide the document flow with EDMS in a much "SPEED" way compared to expectations. Considering the possibilities provided by the system, it is primarily that it saves employees from the usual daily office circulation and the individual enjoys working in a more comfortable and adaptable environment. EDMS can also be used for signing documents that need to be approved with electronic signature and mobile signature, ensuring verification of documents with QR code, downloading the EDMS application adapted to the phone and tracking documents 24/7 without requiring a remote connection, and documents that need to be approved via the system. It provides important advantages in terms of sending and informing the person via e-mail. In addition to the advantages listed, EDMS will save companies, institutions and organizations from unnecessary waste of paperwork, and furthermore, it is necessary to emphasize the advantages it provides by minimizing the energy savings and man / hour work rate it provides to the country. In this research, it is aimed to reveal the evaluations of the individuals who work in a specified public institution in Istanbul on the use of EDMS. Survey method, one of the descriptive research models, was used in the research. The universe of the research consists of individuals working in a specified public institution in Istanbul and using EDMS. The sample of the study consists of 258 participants working in a public institution in Istanbul. Questionnaire form was used as data collection technique in the study. The questionnaire form used in the study consists of three parts. In the first part of the questionnaire, in order to determine the demographic characteristics of the participants, age, gender, education level, working time in the institution, working time in the sector and the duration of using EDMS were asked. In the second part of the questionnaire, for the general evaluation of the participants' EDMS, the 5-point Likert type EDMS general evaluation scale was used. In the third part of the questionnaire, in order to determine the opinions of the participants about the use and benefits of EDMS, a five-point likert scale of EDMS benefits and usage, consisting of 18 questions, was used. The data obtained in the study were analyzed by SPSS 24.0 program and Lisrel 8.7 program. Validity and reliability analyzes were conducted in order to test the measurement properties of the scales used in the study. As a result of the normal distribution of the data, the independent sample t-test was used for pairwise comparison of the hypotheses, and the one-way Anova test was used for comparisons between more than two groups. As a result of the research, it was determined that the participants did not differ significantly in terms of gender and education level. On the other hand, it has been concluded that the users aged 41 and over who have less than 1 year of institutional experience, and the users with less than 1 year of experience have higher EDMS evaluations. In addition, there are moderately positive and significant relationships between EDMS evaluations, benefits and thoughts on effective use.