Creating a maturity model for a document management system
Simolin, Klaus (2021)
2021
Tietojohtamisen DI-ohjelma - Master's Programme in Information and Knowledge Management
Johtamisen ja talouden tiedekunta - Faculty of Management and Business
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Hyväksymispäivämäärä
2021-06-10
Julkaisun pysyvä osoite on
https://urn.fi/URN:NBN:fi:tuni-202106095781
https://urn.fi/URN:NBN:fi:tuni-202106095781
Tiivistelmä
The purpose of this study was to find how maturity models could be used to evaluate the current state of a document management system, in use in order to better understand custom-er’s situation and ways to improve their satisfaction. The study consisted of three theoretical fields: document management systems, system life cycle and total cost of ownership and ma-turity model. The focus was to introduce these subject fields, so empirical portion could be built on it.
As the number of documents at companies increase, the need of document management systems has increased. Document management systems (DMS). The main goals of a docu-ment management systems are to increase the findability of documents through the use of properties or metadata, provide a framework to enhance document life cycles for better trans-parency and provide actionable and valid data on documents for decision making. To make the best DMS possible, the system life cycle and costs have to be considered. Life cycle can be categorized into initiation, system development, deployment, usage, further development and shutdown. The total cost of ownership consists of all the cost accumulated during the life cy-cle. Maturity model depict the current state that the system in use is. The model consists of maturity levels and chosen process areas.
Based on the theoretical and the twelve interviews held, a maturity model for document management systems was created. The model is based on the Capability Maturity Model Inte-grated (CMMI). It consists of the process areas users, system usage, maintenance and im-provement, vault structure and cooperation model. The maturity five maturity levels chosen were not identified, identified, defined, managed and optimization.
As the number of documents at companies increase, the need of document management systems has increased. Document management systems (DMS). The main goals of a docu-ment management systems are to increase the findability of documents through the use of properties or metadata, provide a framework to enhance document life cycles for better trans-parency and provide actionable and valid data on documents for decision making. To make the best DMS possible, the system life cycle and costs have to be considered. Life cycle can be categorized into initiation, system development, deployment, usage, further development and shutdown. The total cost of ownership consists of all the cost accumulated during the life cy-cle. Maturity model depict the current state that the system in use is. The model consists of maturity levels and chosen process areas.
Based on the theoretical and the twelve interviews held, a maturity model for document management systems was created. The model is based on the Capability Maturity Model Inte-grated (CMMI). It consists of the process areas users, system usage, maintenance and im-provement, vault structure and cooperation model. The maturity five maturity levels chosen were not identified, identified, defined, managed and optimization.