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Research on Electronic Document Management System Based on Cloud Computing

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Computers, Materials & Continua
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With the development of information technology, cloud computing technology has brought many conveniences to all aspects of work and life. With the continuous promotion, popularization and vigorous development of e-government and e-commerce, the number of documents in electronic form is getting larger and larger. Electronic document is an indispensable main tool and real record of e-government and business activities. How to scientifically and effectively manage electronic documents? This is an important issue faced by governments and enterprises in improving management efficiency, protecting state secrets or business secrets, and reducing management costs. This paper discusses the application of cloud computing technology in the construction of electronic file management system, proposes an architecture of electronic file management system based on cloud computing, and makes a more detailed discussion on key technologies and implementation. The electronic file management system is built on the cloud architecture to enable users to upload, download, share, set security roles, audit, and retrieve files based on multiple modes. An electronic file management system based on cloud computing can make full use of cloud storage, cloud security, and cloud computing technologies to achieve unified, reliable, and secure management of electronic files.
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Research on Electronic Document Management System Based on
Cloud Computing
Jin Han
1
, Cheng Wang
2
, Jie Miao
3
, Mingxin Lu
3
, Yingchun Wang
4
and Jin Shi
3
,*
1
Nanjing University of Information Science & Technology, Nanjing, 210044, China
2
Research Institute of State Grid Hunan Electric Power Company Limited, Changsha, 410007, China
3
Nanjing University, Nanjing, 210093, China
4
Waterford Institute of Technology, Waterford City, X91 K0EK, Ireland
Corresponding Author: Jin Shi. Email: shijin@nju.edu.cn
Received: 16 September 2020; Accepted: 08 October 2020
Abstract: With the development of information technology, cloud computing tech-
nology has brought many conveniences to all aspects of work and life. With the con-
tinuous promotion, popularization and vigorous development of e-government and
e-commerce, the number of documents in electronic form is getting larger and larger.
Electronic document is an indispensable main tool and real record of e-government
and business activities. How to scientically and effectively manage electronic docu-
ments? This is an important issue faced by governments and enterprises in improving
management efciency, protecting state secrets or business secrets, and reducing
management costs. This paper discusses the application of cloud computing technol-
ogy in the construction of electronic le management system, proposes an architec-
ture of electronic le management system based on cloud computing, and makes a
more detailed discussion on key technologies and implementation. The electronic le
management system is built on the cloud architecture to enable users to upload,
download, share, set security roles, audit, and retrieve les based on multiple modes.
An electronic le management system based on cloud computing can make full use
of cloud storage, cloud security, and cloud computing technologies to achieve uni-
ed, reliable, and secure management of electronic les.
Keywords: Cloud computing technology; electronic le management system;
cloud security
1 Preface
With the continuous promotion, popularization and vigorous development of e-government and
e-commerce in China, the number of documents in electronic form is increasing. Electronic documents
are the indispensable main tools and real records of e-government and business activities. To realize the
scientic management of electronic documents and avoid the huge losses caused by improper
management, strengthening the theoretical research and practice of electronic document management is
particularly urgent and important.
This work is licensed under a Creative Commons Attribution 4.0 International License, which
permits unrestricted use, distribution, and reproduction in any medium, provided the original
work is properly cited.
Computers, Materials & Continua
DOI:10.32604/cmc.2021.014371
Article
ech
T
PressScience
The electronic document management system is built on the cloud architecture, making full use of cloud
storage, cloud security, and cloud computing technologies to achieve unied, reliable, and secure
management of electronic les. Through the development of an electronic le management system based
on cloud computing, users can perform le uploading, downloading, sharing, security role setting,
auditing, and le retrieval based on multiple modes. Based on this, this paper proposes an electronic
document management system architecture based on cloud computing, discusses the corresponding key
technologies, and analyzes the advantages of cloud-based electronic le systems.
2 Cloud Computing Technology and Electronic File Management System Overview
At present, the academic circles have different opinions on the denition of cloud computing, and each
has its own merits. According to the denition of NIST of the National Institute of Standards and
Technology: Cloud computing is a kind of rapid provision and release, ubiquitous, convenient, on-
demand distribution with minimal management capabilities or interaction with service providers. Access
patterns to congurable computing resource shared pools such as networks, servers, storage, applications,
and services [1]. At the moment, cloud computing has been widely used [2,3].
In his doctoral thesis, Feng Huiling pointed out that electronic records (Electronic Records/Documents)
are the product of the development of computer technology, and have three characteristics: computer
generated and read, digital information recorded, and le requirements[4]. With the continuous
development of electronic documents, the number of documents is increasing, and the content of
documents is more and more extensive. In order to realize the scientic and effective management of
electronic documents, electronic document management systems have emerged. Establishing an inclusive
management system, receiving and storing electronic documents, and ensuring the authenticity, reliability,
integrity and availability of electronic documents is an important part of management [5,6]. Cloud
computing is a new direction in the development of information and communication technology, which is
bound to have an unprecedented impact on the development of electronic document management [7]. Liu
explained all the typical styles of document security management products [8]. Juris proposed NoSQL
Document-oriented database technology and its implementation in Enterprise Content Management area
[9]. Hsu implemented a Ubiquitous Location-based Service System (ULSS) who solved the problem that
cloud computing to inefcient development and a low potential reuse [10]. All of these make it possible
to manage electronic documents in cloud computing architecture.
The advantages of cloud computing for electronic le management are: unied management of
electronic les, cloud storage of electronic les, resolution of electronic le transfer and exchange, and
implementation of electronic le integration services [11]. Brent Gatewood pointed out that the research
focus of electronic les in the era of cloud computing should focus on how to apply le management
rules to cloud computing information storage solutions [12]. According to Tshepho, Lungile and Olefhile,
search engines are the guarantee of storage space, and unlimited space and semantic web search bring
great opportunities for future digital le and le management [1316].
3 Cloud-Based Electronic File Management System Architecture
3.1 Technical Architecture Design in Cloud Computing Platform
Cloud computing includes three service models, namely software as a service, platform as a service and
infrastructure as a service. Platform as a Service and Software as a Service can provide services to platform
users directly through SOA, or indirectly to end users as a support platform for software as a service model.
The cloud-based services for electronic le management are dened at the infrastructure-as-a-service
layer, and the physical environment includes the data center physical environment and the network
2646 CMC, 2021, vol.66, no.3
environment. Switches, routers, and load-balanced network infrastructure devices are set up in the network
cloud. In the storage pool, you can choose three mainstream storage solutions: SAN, NAS, and distributed
storage. In the computing pool, you can choose three main virtual server devices: PC server, blade server and
minicomputer. In the infrastructure-as-a-service platform, it includes interactive functions such as user
interfaces, automated services, resource scheduling, virtual computing, operations management, virtual
storage, process management, and virtual networks for virtualized applications.
Dedicated platforms and tools for supporting business applications are dened at the platform as a service
layer. It includes relational database, middleware, digital signature, layout curing, data encapsulation, data
management, directory services, etc., but also includes a variety of platform-based application support
engines, such as business collaboration processes, data capture, specication document generation,
information sharing, Search, etc. The various application databases supported by the electronic le data
management are also set up at the platform as a service layer, including electronic le databases, metadata
databases, long-term preservation databases, thematic databases, and search databases.
In the software-as-a-service layer, various applications for electronic document management are
provided, including an electronic document formation processing system, an electronic document
management system, an electronic document handover reception, and a long-term storage system. A key
issue in cloud computing systems is security, so in a cloud-based electronic le management system, a
secure cloud is built. The security cloud should conduct comprehensive security services from different
levels, including management, services, data, applications, services, networks, systems, physics and
external security management, as shown in Fig. 1.
PaaS
Service
Function engine mod ule
Data management module
Database m odule
Full-text indexing mod ule
IaaS
Environment
data center WAN line
IaaS
platform
User Interface
Resource Scheduling
Operation management
Virtual computing
Data monitoring
Virtual storage
PaaS
Software
Electronic file interface Software
Electronic file retrieval Software
Electronic seal Software
Electronic file exchange So ftware
SaaS
Application
ED Cloud Application
ED Management Cloud
ED Formation and Coordination Service
ED Transfer Acceptance Cloud Service
Electronic
Document(ED)
Management
switch
router
Load ba lanc ing
Network cloud
PC serv er
Blade
server
Minicomputer
Computing pool
SAN
storage
NAS
storage
Distributed
storage
Storage pool
Cloud
security
Management
security
Business
security
Data
security
Application
security
Service
security
Complete
network
System
security
Phys ical
security
External
security
ED Cloud application
service ED Cloud application service
Figure 1: Cloud platform electronic le management technology architecture
CMC, 2021, vol.66, no.3 2647
3.2 Electronic Document Management Application Architecture Design
Use the SOA architecture method to build an electronic le management related system, divide the
application function into ne-grained, stateless components, package the components into services, and
spread different instances of the same service to multiple instances to run, thereby improving the overall
service. Availability.
The electronic le management application architecture design includes a presentation layer, a business
application layer, a service plug-in support layer, an infrastructure layer, and a standard support layer. The
presentation layer is the business system involved in the application, including the document receiving
and dispatching system, the document circulation system, the document retrieval system, the unied
authentication, the single sign-on and other business systems; the business application layer is the
platform supporting various business applications of the project. Software, including le capture,
classication scheme, authentication processing, le retrieval, data storage, data management, rights
management, log management, system users, statistical reports, interface management, system
management, etc.; service plug-in layer is a variety of tools Software products are mainly software
support tools for securing system security for application systems. Including electronic ofcial seal,
identity authentication, layout curing, digital signature, data encapsulation, spreadsheet, copyright
protection, privilege role, tool support; infrastructure layer includes cloud computing IAAS equipment
and IAAS services; standard bearer layer lists the needed Industry standard specication, see Fig. 2 below.
3.3 Cloud-Based Electronic File Management System Deployment
Fig. 3 shows the overall deployment of the system. The system is composed of multiple electronic le
management subsystems. Each subsystem realizes the shared connection by means of the cloud platform
network. The upper system and the lower system can communicate in real time through the network,
realizing the logical concentration and physical distribution of electronic le management, and improving
the electronic Document management efciency, see Fig. 3 below.
3.4 Key Technologies of Electronic Document Management System
3.4.1 Data Processing and Storage Services
The most important module in electronic management is the data processing and storage of electronic
les. The electronic les have the characteristics of large amount of data and small les (less than 64M).
Electronic le data consists of entity data and metadata. Therefore, it is necessary to focus on solving the
electronic document entity data as the planning goal, and describe the relational data represented by
metadata as the starting point in the database construction scheme.
In the data storage construction, the whole cloud storage is mainly used, and an electronic le library and
an electronic le temporary library are separately established, and the stable electronic les and the electronic
les to be processed are respectively stored. Providing a secure and reliable data storage center in the cloud
computing mode, the data management platform performs unied resource allocation on all data storage
resources, load balancing, deploying software, and security management of the data therein. At the same
time, in terms of data sharing, policy management is performed according to different security rights, and
data security is guaranteed from the network level. When the data is stored in the terminal, it is marked
with the corresponding application system category and security level. When passing through the cloud
network, the security level of the data is checked by the network layer, and if the high security level data
is sent to the low security level. In the area, the discard operation is performed according to the security
policy and alarm processing is performed to ensure data security at the circulation level.
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3.4.2 Backup Management
Based on the importance and criticality of electronic documents, backup management of electronic les
is very important. The cloud computing system itself has a strong backup mechanism. For electronic le
service code and electronic le metadata, a full backup is performed each time a service is updated or a
new service is installed. For electronic document libraries, daily data updates are large, and full backups
are scheduled every other month or week. On this basis, incremental backups are made every other short
interval. It is also an essential part of managing the media that has already been backed up.
3.4.3 Operation and Maintenance of the System
In the implementation process of the system, it is necessary to prevent data loss, damage, tampering and
leakage to the greatest extent, improve the safety, reliability and stability of the system operation, and ensure
the safe operation of the system. It is necessary to monitor and manage the system, timely grasp the current
status and conguration information of the network information system resources, reect the availability and
Presentation
Layer
Document formation
Document retrieval
File storage management
Document transfer and
long term management
Single point of
management
Plug-in
support
layer
Electronic form
Tools support
Format rules
Permissions to
roles
Data encapsulation Copyright
protection
A digital signature
Electronic official seal
The identity
authentication
Business
application
layer
Classification scheme
component
Data management
component
System user
component
Data storage
module
System management
module
Business
applications
Permission management
component
Log management
component
Interface management
component
Infrastructure layer
Hardware devices System software Database Application server
Standard
layer
Generic metadata specification for
electronic files
XML electronic file encapsulation
specification
Specification for electronic filing
Electronic document management
system function requirements
Electronic file storage and exchange
format
Long-term storage format for
electronic documents
Figure 2: Electronic document management application architecture
CMC, 2021, vol.66, no.3 2649
health status of the information system resources, and create a controllable IT environment to ensure various
business application systems of the user information system. It can operate reliably, efciently, continuously
and safely.
3.5 Cloud Computing Security Service System
The cloud computing security service system consists of a series of cloud security services and is an
important technical means to achieve system security goals. According to their different levels, cloud
security services can be further divided into three levels: Secure cloud infrastructure services, cloud
security infrastructure services, and cloud security application services.
Cloud platform
network
Superior user
Electronic
document
formation and
processing
system
Electronic file
interchange
system
Electronic
document
interface
system
Electronic
document
management
system
Electronic
document
formation and
processing
system
Electronic file
interchange
system
Electronic
document
interface
system
Electronic
document
management
system
Electronic
document
formation and
processing
system
Electronic file
interchange
system
Electronic
document
interface
system
Electronic
document
management
system
Subordinate user Subordinate user
Figure 3: Cloud-based electronic le management system deployment
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3.5.1 Secure Cloud Infrastructure Services
Secure cloud infrastructure services provide secure data storage, computing and other services for upper-
layer cloud applications, and are the cornerstone of the entire cloud computing system security. The security
here includes two aspects: On the one hand, the cloud platform should analyze the security problems faced by
traditional computing platforms and adopt comprehensive and strict security measures. For example,
consider plant security at the physical layer, consider integrity and le/log management, data encryption,
backup, disaster recovery, etc. at the storage layer. Denial of service attacks, DNS security, network
reachability, and data transmission secrets should be considered at the network layer. The system layer
should cover security issues such as virtual machine security, patch management, system user identity
management, etc. The data layer includes database security, data privacy and access control, data backup
and cleaning, etc., and the application layer should consider the program integrity. Sex testing and
vulnerability management. On the other hand, the cloud platform should prove to users that they have
some level of data privacy protection. For example, the storage service proves that user data is stored in a
compact state, and the computing service proves that the user code is running in protected memory. Due
to differences in user security requirements, cloud platforms should have the ability to provide secure
cloud infrastructure services at different levels of security.
3.5.2 Cloud Security Basic Services
The cloud security basic service belongs to the cloud basic software service layer and provides common
information security services for various cloud applications. It is an important means to support cloud
applications to meet user security goals. The typical cloud security services include cloud user identity
management service. In the cloud environment, identity aggregation and single sign-on can support more
convenient sharing of user identity information and authentication services between partners in the cloud,
and reduce duplicate authentication zones. Operational overhead; cloud access control services, the
implementation of cloud access control services depends on how to properly implement traditional access
control models (such as role-based access control, attribute-based access control models, and mandatory/
autonomous access control models) and various authorization policy language standards (such as
XACML, SAML, etc.) are extended and ported into the cloud environment; cloud audit service, cloud
audit service must provide all the evidence to meet the list of audit events and the credibility of the
evidence. In addition, the cloud audit service is also an important way to ensure that cloud service
providers meet various compliance requirements; cloud password service, due to the widespread data
encryption and decryption computing requirements among cloud users, the emergence of cloud password
service is also very natural. In addition to the most typical encryption and decryption algorithm services,
key management and distribution, certicate management and distribution in cryptographic operations can
be regarded as the form of basic cloud-based security services. The cloud password service not only
simplies the design and implementation of the cryptographic module for the user, but also makes the use
of the cryptographic technology more centralized, standardized, and easier to manage.
3.5.3 Cloud Security Application Service
Cloud security application services are closely integrated with the needs of users. Typical examples are
DDOS attack protection cloud services, Botnet detection and monitoring cloud services, cloud web ltering
and antivirus applications, content security cloud services, security event monitoring and alert cloud services,
cloud spam ltering and prevention.
4 Implementation of Electronic File Management System Based on Cloud Computing
4.1 Prerequisites
The electronic le management system based on cloud computing is a comprehensive, wide-ranging and
high-tech system. In the implementation process of the system, establishing a sound organization and doing a
CMC, 2021, vol.66, no.3 2651
good job of personnel distribution management is the basis for the normal operation of the system. Before
implementing the system, it is necessary to improve the implementation environment of the system and
formulate an appropriate implementation plan.
The implementation environment of the system mainly includes the system specication. In addition to
the traditional specications that need to be directly congured in the system, it is also necessary to formulate
a cloud-based electronic document management process and a system of division of responsibilities, system
operation and maintenance, etc.; personnel distribution, including systems User manuals for different roles,
professionally trained personnel settings, etc.; Cloud-based systems require third-party software support,
which requires ensuring that the software can be installed and congured with the system software. The
implementation plan of the system should clearly dene all the information from the birth of the system
in advance to ensure the completeness of the system in practical applications.
4.2 Implementation Method
The implementation method of cloud-based electronic document management system has direct
replacement of traditional systems, simultaneous operation of new and old systems, replacement of
traditional systems in stages, pilot implementation, etc. The specic implementation methods depend on
the business needs of the organization, technical environment, project budget, and project. Cycle and the
impact of management culture. Generally speaking, under the premise of allowing, the gradual
implementation method of piloting and post-promotion should be considered as much as possible, so as
to give users time to accept and master new technologies and methods.
4.3 System Implementation
In the actual system implementation, it is preferred to congure the software to ensure that the system
can be used normally. Perform functional and integrity tests on the system, test the user interface, input and
output, and response and recovery time of the system to verify whether the system can be installed and
operated under normal or emergency conditions. Test to verify that the system can run the design
specication in normal or emergency situations. When applying cloud-based electronic document
management systems, organizations need to consider a comprehensive migration strategy, and output
legacy les from traditional systems to new systems at the right time to ensure the authenticity, integrity,
reliability and reliability of the les. The migration process and results should be fully documented.
5 Features and Advantages of Cloud-Based Electronic File System
5.1 Reduce Costs, Hardware and Software Become Resources
Cloud-based electronic le management abstracts both software and hardware resources and provides
them in the form of services over the network. In the traditional IT operation mode, each unit of the same
level needs to build its own hardware infrastructure, and also includes some related management
personnel to meet the needs of electronic le management. In the cloud computing mode, the application
unit only needs to use the hardware and software resources in the cloud computing to meet the electronic
le management requirements, without having to construct a data center separately, and reducing the
input cost of each application unit. The management of the same level of electronic les only needs to
build a cloud computing center and be uniformly maintained by the cloud computing center, which
greatly reduces the operation and maintenance burden and reduces the cost.
5.2 Realize Unied Management of Resources and Facilitate Business Integration
The electronic le management system based on cloud computing integrates electronic le resources on
the cloud platform to facilitate unied management of resources. The management unit congures the
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corresponding access rights according to the electronic le management requirements of each application
unit, reduces unnecessary links, and improves work efciency. In this way, when the business system and
the electronic le management system are docked and integrated, the unied implementation of the cloud
computing architecture standard can be implemented.
5.3 Electronic Files are Logically Concentrated and Physically Distributed
Cloud-based electronic le management, due to the uniformity and standardization of cloud computing,
can achieve physical distribution among users at different levels, but logically centralized and unied. In this
way, the requirements for unied management can be truly achieved, and the standardization of electronic
document management is greatly improved.
6 Conclusion
This paper analyzes the electronic le management system from the perspective of cloud computing, and
proposes an electronic le management system architecture based on cloud computing. This architecture has
both software and hardware as resources to reduce costs; unied management of resources to facilitate
business integration. To achieve the characteristics and advantages of electronic le logical concentration,
physical distribution, etc. At the same time, this paper discusses the key technologies and implementation
of electronic le management system based on cloud computing. The next step of this paper will be an
in-depth study of the key technologies and implementations of the system presented in this paper.
Funding Statement: This research is nancially supported by research Grants from the National Social
Science Foundation of China (Grant No. 18FTQ005). The author of the grant is Shi Jin. The URL of the
sponsor site is http://www.npopss-cn.gov.cn/.
Conicts of Interest: The authors declare that they have no conicts of interest to report regarding the
present study.
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... Thus, cloud computing is increasingly recognized as a game-changer for organizations hoping to maintain competitiveness in today's data-driven, fast-paced world. Even though the cloud computing providers claimed that their services could provide efficient and effective services to user communities and the market, with records and archives specifically, there are specific rules, regulations, conceptual foundations, and legal requirements that should be made known and understood by the cloud system developers and providers and the keepers of the records themselves (Han et al., 2021). Therefore, when contemplating records management within the context of cloud computing, it is imperative to acknowledge the substantial advantages for organizations and the capacity to mitigate risks effectively. ...
... The literature suggests that cloud services such as SaaS may include records and archival functions whereby many national governments, among others such as China, European countries, Japan, New Zealand, Thailand, the United Kingdom, United States and Vietnam and many others, have adopted SaaS for administrative and business transactions specifically (Omurgonulsen et al., 2021;Han et al., 2021). Table 3 shows eleven related records and archives management functions provided by SaaS, as listed by Hidalgo (2013). ...
... The model eliminates the need for local installations and frees up resources that can be redirected to other critical areas of organization operations. In the SaaS layer, various applications are provided for electronic document management, including systems for formation processing, management, handover reception, and long-term storage (Han et al., 2021). By leveraging SaaS, organizations can streamline their operations and improve their bottom line while enjoying scalability, flexibility, and real-time access to cutting-edge technology. ...
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... [5] [6] no proporcionaron datos disponibles sobre el impacto de implementación. Estos hallazgos resaltan la variabilidad en la efectividad de la implementación de sistemas de gestión documental, subrayando la importancia de considerar el contexto específico de cada estudio para una evaluación más precisa. ...
... Software usage statistics for companies with 101 to 1000 employees are presented in [23]. The trust of the users of the proposed IT solution is the result of efficient IT solutions based on many years of experience [24]. ...
... Software usage statistics for companies with 101 to 1000 employees are presented in [23]. The trust of the users of the proposed IT solution is the result of efficient IT solutions based on many years of experience [24]. Ukrainian Diya is a government application and web portal that makes its services available to users free of charge. ...
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... As evident from Han et al. [80] and Abramov [81], cloud computing technology can be much more complex for small construction projects in Pakistan. Similar indications are given by this research, in which complexity and compatibility act as major barriers, which further translate to a lack of technology awareness. ...
... Similar indications are given by this research, in which complexity and compatibility act as major barriers, which further translate to a lack of technology awareness. Moving further, it is a reality observed by Han et al. [80] and Jiang et al. [82], that operational support is not always present, which will likely result in the rejection of new technology in construction projects. ...
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This study examines the obstacles that impede the implementation of cloud computing (CC) in small-scale building projects. Based on a comprehensive analysis of relevant scholarly sources, this research paper aims to delineate the many obstacles that are often encountered during the implementation of CC. A comprehensive analysis is conducted based on the replies obtained from a survey of 217 stakeholders in the building sector. Using an exploratory factor analysis (EFA) methodology, this research assesses the interrelated obstacles associated with technological and operational restrictions, risk and privacy considerations, cultural dynamics, behavioural variables, unpredictability, and resource barriers. Furthermore, a model is developed using Structural Equation Modelling (SEM) in order to get a deeper comprehension of these hindrances. The results of the EFA emphasize the significant impact of risk and privacy barriers in impeding the adoption of CC. The present study offers valuable insights that may inform policymakers in their efforts to enhance the effectiveness of construction projects by addressing the issue of data fragmentation. Through the identification and addressing of these limitations, the research study makes a valuable contribution to the optimization of data fragmentation procedures. Furthermore, it promotes the sustainability of existing building projects by facilitating the more effective exploitation of cloud computing. This paper presents a novel methodology that establishes a foundation for identifying and tackling the many barriers that impede the broad adoption of cloud computing in the construction sector
... For example, compliance with the European Union's General Data Protection Regulation (GDPR) or the California Consumer Privacy Act (CCPA) is necessary. Policies and procedures for data protection should also be established to ensure the protection of individual privacy rights and intellectual property during data processing (Han et al. (2021)). ...
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The widespread application and rapid development of ChatGPT are disrupting traditional models across industries, bringing revolutionary changes to electronic records management. ChatGPT can be applied in the following scenarios within electronic records management: intelligent classification and archiving, automatic summarization and information extraction, knowledge-based question answering, information retrieval, and semantic analysis with association building. Meanwhile, attention should be given to the following risks and challenges: data privacy and security concerns, legal and ethical issues, and technical sustainability and reliability challenges. Looking forward, the application of ChatGPT in electronic records management is expected to trend toward focusing on core archival areas, innovating record management methods, strengthening regulatory compliance, and enhancing personnel’s data literacy.
... Впровадження технології хмарних обчислень також суттєво впливає на систему документообігу [3]. Застосування хмарних обчислень для керування електронними документами пропонує кілька переваг, зокрема можливість керувати зберіганням документів без потреби в спеціалізованому персоналі для зберігання, зменшуючи потребу у фізичному просторі для зберігання та підвищуючи гнучкість доступу [7]. Однак, незважаючи на ці переваги, підприємства мають знати про ризики, пов'язані з хмарними обчисленнями. ...
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... Another problem is the management of personnel electronic files, which is only centralised in the module on the Rizki Wahyudi 1 , ETJ Volume 09 Issue 06 June 2024 HR management information system of the Pekanbaru Army Hospital. Electronic files are the main tool and indispensable real record of e-government and business activities (Jin Han, 2021). The existing HR management system at the Pekanbaru Army Hospital can only upload files that have been made into electronic files. ...
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Pekanbaru Army Hospital as a health institution that has a strategic role in health services for military personnel and the people of Pekanbaru city still faces challenges in carrying out human resource management (HRM). This research aims to build a mobile-based medical HR management application using Flutter technology. This software development applies the Rapid Application Development (RAD) methodology which allows application development to be carried out in stages and iteratively, focusing on speed and flexibility, and for application testing using the black box testing method. This research produces a mobile-based HR management application with location-based online attendance features, medical performance monitoring for medical clusters, online leave applications, and e-file management. This application has been tested with Blackbox Test to ensure all functionality runs well and as expected. User Acceptable Test also shows that this application gets a satisfaction percentage of 84%, so it can be concluded that this application can be well received by users and is suitable for use.
... From the bibliometric analysis, it can also be concluded that few publications were devoted to the selection (e.g., see [12,84,85]), implementation (e.g., see [5,8,9,84,[86][87][88]), or use of DMSs (e.g., see [15,69,89,90]). The bibliometric analysis did not emphasize the DMS life cycle as a whole. ...
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Document management systems (DMS) have become an important topic regarding digital transformation in organizations because they enable paperless business, speed up processes, lower business costs, and support sustainability activities in organizations. DMSs should be considered as green technology and also as technology crucial for green digital transformation. Sustainability is becoming increasingly crucial for organizations and society, and DMSs, along with paperless business, can contribute to the sustainable orientation of organizations. However, the problem with DMS implementations is that they often fail and that DMS users often use DMSs at a basic level, which means that, among other things, they still prefer to print documents rather than use electronic documents. A framework that can contribute to a better implementation and a higher level of use of DMSs, which both lead to a more green digital transformation of the organization, represents an organization’s maturity. We used the Process and Enterprise Maturity Model (PEMM) to assess the organization’s maturity level concerning the DMS’ life cycle. Findings are presented from the research study. The research study was based on a questionnaire and collected data from DMS users. The research study showed that an organization’s maturity impacts the DMS’ life cycle. Organizations that manage the DMS’ life cycle will better cope with digital transformation and sustainability issues related to paperless business.
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Due to the lack of professional testing and evaluation system for cloud computing information security products, the basic security of cloud computing information security products cannot be guaranteed. The establishment of a test and evaluation system of cloud computing information security products is provided, and the system is used in the actual product testing, to further promote the development of cloud computing and information security.
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Background: Cloud-based services are increasingly used by organisations around the world and Africa is no exception. Literature has revealed that organisations adopt them as they offer efficient and cost-effective services. Notably, Africa is generally at an infant stage in the adoption of cloud-computing services in records management. Objectives: This article presents and deliberates on the implications of cloud-computing services in archives and records management in Africa and determines whether such services are challenged by the inherent weaknesses faced by Africa in the digital age. Method: This study adopted a qualitative research approach. It utilised content analysis of the reviewed literature related to cloud computing in records management. Results: Cloud computing offers good tools for organisations to conduct businesses efficiently and improve their records management practices. However, issues related to records storage, jurisdiction, privacy, security and the digital divide, to mention a few, are a challenge that need to be surmounted if Africa is to benefit fully from cloud-based records management services. Conclusion: Although cloud-computing services in records management promise huge benefits for Africa, the continent is not ready to fully embrace such technologies and benefit from them. Actually, cloud-based records management services are an Achilles heel for Africa.
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