An online interactive document management system: a case study of Ssentoogo and Partners Architecture Company

Abstract

The study aimed at automating the process of document storage and retrieval at Ssentoogo and Partners Architectural Company through the design of an Online Interactive Document Management System (OIDMS). Storage of documents at Ssentoogo and Partners was done manually leading to time wastage and inefficiency. The user requirements of the designed system were gathered through conducting interviews, studying the existing documentation and administering questionnaires. The design tools used for the proposed system were Use Case diagrams, Entity Relationship Diagrams and Data Flow Diagrams. The findings indicated that the company stored its documents following a classification scheme whereby documents were classified based on the projects to which they belong through a hierarchy represented by a scheme. However this classification scheme required automation. When the employees of Ssentoogo and Partners were asked about the new system, OIDMS, 70% of the respondents accepted the system, 20% of the respondents opposed the system and 10% of the respondents didn’t know of the need of the system.