An Implementation Process for a Revised Document Management System
Mika Maaranen · Theseus (Ammattikorkeakoulujen) · 2017
This thesis focuses on creating a revision and implementation process for M-Files Document Management System (DMS). The M-Files DMS was in poor condition in the case company. Its content was unorganized, the system was difficult to use and many had lost their belief in the benefits of document management because of that. Resources were wasted and therefore this problem needed to be corrected. This thesis is based on the case study research approach. It collected data for the current state analysis through group interviews. Existing knowledge was researched to build a conceptual framework that could be used in solution building that followed. Solution building was co-created in workshops where CSA and CF results were combined to build a solution. Finally, the proposed solution was tested in a pilot project. This study revealed that, although the M-Files DMS was in a poor state, it was possible to be re-organize it into a clear structure by using the implementation process created in this thesis. Difficulties from using the system were removed and the employee commitment to use the M-Files DMS was increased in the case organization. Prior to this thesis, the case organization had problems with its DMS that reduced the benefits of using the DMS significantly. This challenge was mitigated by revising the DMS and implementing it to the organization. The revised M-Files DMS is now being used in the pilot department. The project continues to implement the process in the other departments as well and is expected to be finalized by Q2/2017.