both public and private organisations rely heavily on information systems in

whatever they do to survive in business for unforeseeable future. They need operations to be
reported timely and make relevant decisions quickly enough in the interest of all
stakeholders. Managers in different companies, they talk about increasing efficiency in
production and service delivery between organisations and its stakeholders through
information technology systems. It is in this regard; the organisations are in the race to invest
in sophisticated software as a companion in recording, storing, retrieving, tracing and sharing
their electronic records. However, most of these information systems are developed and
supplied by external people who are not familiar with core business and processes. At
specific point, the organisations employees need to take over and manage them on daily
basis. It is very important to analyze motivation of organisations to acquire electronic
document management information system and how adequate and efficient they plan and
implement this information system purposely to reduce and eliminate paper work to
overcome bureaucracy and simplifies operations.

eliminate paper system completely and still they have to operate in less paper systems where
they have to start transactions by scanning papers.
(Gable, 2015) points out that motivation behind the acquisition of electronic document
management software may be triggered either by internal or external forces. The author
highlighted that companies may buy electronic document management software because of
external factors like complying with specific regulation and appearance to outsiders.
According to him, the software is useful from designing and processing of documents and
tracking what is available for users.
(Kojima & Iwata, 2012) describe also the significance of digitalizing documents, which
include easy access and tracking in the right time. They mention also that exchanging
documents from one location to another between different people may lead to loss
documents. Keeping records in physical documents is also expensive in terms of paper, time
to access them, space rent, maintenance and security costs. They conclude that the use of
information system in management of documents bring a sustainable solution and increase
business efficiency.
The importance of information technology for improving organizations efficiencies from one
level to higher level was also analyzed in a study conducted by (Puksta & Laurins, 2012).
In this study, authors highlighted advantages of complying with information technology
national and international regulations in improving efficiency of organizations business
operations. The electronic document management system which is mostly to be supplied by
outsiders of the business need to be aligned to the business core processes. To produce the
best results from the systems, assessment need to be conducted to ensure the right quality of
data is used. Users of the system must be conversant with it. The survival of organizations
against competition and stand strong in the market, information systems need to be protected
from loss and theft of data. As information technology is advancing, there many possibilities
to acquire information systems. organizations regardless their size can invest in suitable

information technology in consideration of their available resources (Puksta & Laurins,

2012).
(Davis, Hadley & Davis, 2015) point also out that firms that implement paperless strategies
are likely to obtain more clients compared to others. Reason behind this statement is that
many clients are excited to obtain and access services in digital environment like processing
bills, etc.
All these can motivate any organization to immigrate from paper work to electronic
document tracking management information system.
(Ptracu, 2014) author defines seven scenarios users of electronic document management
system can manipulate documents and collaborate between themselves. These are verification
of document, creation, accessing pages, modification of contents and features, saving,
archiving and deletion of document.
(Scanlan & Howard, 2012) talk about the various challenges of reading electronic documents
in the information systems. They highlighted and explained the following challenges as
follows:
Files formats
Electronic documents are written and kept in different formats such Microsoft excel, word,
power point, excel among others. Some files need to be imported from one format to another
before reading it. This depends on the software strength of the end users gadgets. There is a
risk of losing genuine quality display of document during conversion (Scanlan & Howard,
2012).
(Gardner, 2012) mentioned also that the quality of images viewed through applications like
optical character recognition from stored papers depend on the original scanned pages.
Document size
(Scanlan & Howard, 2012) show that the size of document also poses a challenge to view it
electronically. This happens specifically on portable devices like mobile phones, etc.
However, this can be benefited in case the system allows the user to open the first page while

the remaining part is downloading. The user can decide whether to wait or cancel it and this
increases productivity (Scanlan & Howard, 2012).
Browsing compatibility and mobile viewing
(& Howard, 2012).
of data from existing system to the new one is very important to avoid any manipulation and
For monitoring the status of work items and work steps a web-based tool called Business
Administration Monitor (BAM) is used. Various reports can be generated in BAM; include:

Incoming mails tracker; displays a report of all incoming mails in the institution for a

selected period of time, by department

Due incoming mails tracker; displays all the documents that were not processed
before the set deadline

Synthesis

A successful electronic document management information system simplifies and accelerates

operations compared to the traditional way of recording and searching from physical files. It
requires organizations are needs of users and how to satisfactorily accommodate them in the
system? Systems must be updated or replaced to make easy for viewers of electronic records.
Organizations must start by commitment in developing the electronic document strategy,
assessment of their
and policies. All people connected to the businesses online services should be responsible to
protect the technological handsets devic