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研究生:範春梅
研究生(外文):Pham Xuan Mai
論文名稱:Evaluate the Effectiveness of Applying Document Management Software at Nam Dinh Department of Information and Communications, Viet Nam
論文名稱(外文):Evaluate the Effectiveness of Applying Document Management Software at Nam Dinh Department of Information and Communications, Viet Nam
指導教授:張鐸張鐸引用關係
學位類別:碩士
校院名稱:樹德科技大學
系所名稱:資訊管理系碩士班
學門:電算機學門
學類:電算機一般學類
論文出版年:2011
畢業學年度:99
語文別:英文
論文頁數:89
中文關鍵詞:Document management systemsinformation management systemsoffice automationorganization efficiency
外文關鍵詞:Document management systemsinformation management systemsoffice automationorganization efficiency
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Nowadays, information technology has been applied widely in all fields, which has contributed to the development and transformation of economy and has helped to change basically people’s methods of managing, studying and working. Much of traditional management was computerized. It included the application of information technology to manage documents and job dossiers. Managing documents and job dossiers (DMS) is a system designed to support the management of dossiers and documents, tasks, task procedures, exchanging information and directing online on computer network. The use of DMS aims at increasing effectiveness and decreasing expenses of agencies, offices and economic and social organizations. In addition, this is also a solution to standardize the procedure of managing documents and working procedures in the offices as well as with other organizations.
With Vietnam, in the time of developing the economy and integrating with the global economy, state agencies must enhance the use of information technology, Internet and DMS to guarantee the development of the country.
It is a fact that, in the past few years, many state agencies in Vietnam generally speaking and in Namdinh in particular have used DMS and got certain results. Nevertheless, the process of using in Namdinh as well as other provinces is in trouble. For example, the software is not suitable for the real management; it lacks money, human resources and experiences to deploy DMS. Besides, there are limitations on leaders and officers’ knowledge in the nature, features and applying benefits of DMS. Also, the habits of using paper documents and directing in person have been big obstacles to deploy DMS at Namdinh state agencies in the past time.
For the above reasons, I decided to choose the topic “"Evaluate the Effectiveness of Applying Document Management Software (DMS) at Nam Dinh Department of Information and Communications, Viet Nam”. The purposes are to explain clearly about the effectiveness as well as the impacts on constructing financial plans and managing human resources plans when DMS is used. Via that, Namdinh Department of Information and Communications can draw experience before applying it widely in Namdinh province after nearly two years of using DMS at the department.

Nowadays, information technology has been applied widely in all fields, which has contributed to the development and transformation of economy and has helped to change basically people’s methods of managing, studying and working. Much of traditional management was computerized. It included the application of information technology to manage documents and job dossiers. Managing documents and job dossiers (DMS) is a system designed to support the management of dossiers and documents, tasks, task procedures, exchanging information and directing online on computer network. The use of DMS aims at increasing effectiveness and decreasing expenses of agencies, offices and economic and social organizations. In addition, this is also a solution to standardize the procedure of managing documents and working procedures in the offices as well as with other organizations.
With Vietnam, in the time of developing the economy and integrating with the global economy, state agencies must enhance the use of information technology, Internet and DMS to guarantee the development of the country.
It is a fact that, in the past few years, many state agencies in Vietnam generally speaking and in Namdinh in particular have used DMS and got certain results. Nevertheless, the process of using in Namdinh as well as other provinces is in trouble. For example, the software is not suitable for the real management; it lacks money, human resources and experiences to deploy DMS. Besides, there are limitations on leaders and officers’ knowledge in the nature, features and applying benefits of DMS. Also, the habits of using paper documents and directing in person have been big obstacles to deploy DMS at Namdinh state agencies in the past time.
For the above reasons, I decided to choose the topic “"Evaluate the Effectiveness of Applying Document Management Software (DMS) at Nam Dinh Department of Information and Communications, Viet Nam”. The purposes are to explain clearly about the effectiveness as well as the impacts on constructing financial plans and managing human resources plans when DMS is used. Via that, Namdinh Department of Information and Communications can draw experience before applying it widely in Namdinh province after nearly two years of using DMS at the department.

ABSTRACT i
ACKNOWLEDGEMENTS iii
Table of Contents iv
List of Tables vi
List of Figures vii
Chapter 1 Introduction 1
1.1 Research Overview 1
1.1.1 What is e-Government? Why is DMS a part of e-Government? 1
1.1.2 What is DMS? 5
1.1.3 The importance of DMS 6
1.2 Research Motivation 7
1.2.1 Why is the application of DMS an important issure in Vietnam? 7
1.2.2 Reasons to apply DMS in The DIC of Nam Dinh, Vietnam. 11
1.2.3 Disadvantages of applying DMS. 13
1.3 Research Purpose 13
1.4 Research Procedure 14
Chapter 2 Literature Review 15
2.1 The history of DMS development 15
2.1.1 History of DMS development in the world. 15
2.1.2 The development of DMS in Vietnam & Nam Dinh Province. 17
2.2 The DMS system 20
2.3 Related research on application of DMS at government agents. 22
2.3.1 Some researchers evaluated DMS in Vietnam. 22
2.3.2 Some researchers evaluated on application of DMS in Nam Dinh province. 26
Chapter 3 Research Method 28
3.1 Case study 28
3.1.1 Introduction of Nam Dinh DIC, Viet Nam. 28
3.1.2 Reasons for a research on evaluating the effectiveness of applying DMS . 31
3.1.3 Reason for choosing qualitative method. 32
3.2 Research Method 33
3.2.1 Research design. 33
3.2.2 Design of Standard Operation Procedure (SOP) for DMS. 35
3.3 Research collection 38
3.3.1 Design of interview. 38
3.3.2 Describe persons who will be interviewed. 38
3.3.3 Describe how to collect research data. 39
Chapter 4 Research Results 40
4.1 The situation of managing documents before developing DMS system 40
4.2 Benefits and Finance analysis before applying DMS system. 43
4.3 Process of deploying DMS system. 45
4.4 Benefits and implications after deploying DMS system. 46
4.5 Make an overall evaluation on deploying DMS system 63
Chapter 5 Conclusions 66
5.1 Finding and Contribution 66
5.2 Limitation 67
5.3 Implication 68
References 70
Appendix A Research Questionnaire in English74
Appendix A Research Questionnaire in Vietnamese76

[1]Kaylor, C., Deshazo, R. and Van Eck, D. “Gauging e-government: A report on implementing services among American cities”. Government Information Quarterly, Vol. 18, Number 4, pp. 293-307, December 2001.
[2]Deloitte Research – Public Sector Institute At the Dawn of e-Government: The Citizen as Customer, June 2000.
[3]Mc Lean, M. & J, Tawfik, “The role of Information and Communication Technology in the modernizantion of e-Government”, pp. 237-245, 2003.
[4]e-Government, National Institute of Posts and Telematics Strategies, Post Office Publishing House, Hanoi, 2006.
[5]OECD. The e-government imperative: main findings, Policy Brief, Public Affairs Division, Public Affairs and Communications Directorate, OECD, 2003.
[6]Ho Duc Viet, Do Trung Ta, "Information Technology and Telecommunication in the nation''s industrialization and modernization", Post Office Publishing House, Hanoi, 2006.
[7]Mai Anh, "E-Government", Science Activities Online Magazine, Ministry of Science and Technology, 2001, www.tchdkh.org.vn/tchitiet.asp?code=1095.
[8] The Governmental Instruction 58-CT/TW, 2006.
[9]Decision No. 246/2005/QD-TTg, October 6th, 2005, by the Prime Minister.
[10]Decision 112/2001/QD-TTg “The project of computerization in State Administration period 2001 – 2005”, 2001.
[11]Plan period 2011 - 2015, Dr. Nguyen Thanh Phuc, Director of Applied Information Technology, Ministry of Information and Telecommunication.
[12]“Document management system”, The Computer Language Company Inc, 2010.
[13]John Mancini, “8 Things that Changed the History of Document Management”, AIIM, 2009.
[14]Susan Fenner (ed.), Complete Office Handbook: The Definitive Reference for Today''s Electronic Office, 2nd edition. Random House, 1996.
[15] Hoai Phuong, “Electronic Document Management and Online Administration”, Banking IT magazine, December 2007.
[16]Report on IT applications 2008 – 2009, Bureau of IT application – Ministry of Information and Communications, March 2010.
[17]Material describing document and working profile management solution software eDocman Light Solution, Computer-mediated communication CMC company, 2007.
[18]Shown in report of IT application in People’s Committee, Duy Tien district, Ha Nam province, Vietnam, 2009.
[19]Report on IT implementation and electronic document sending/receipt activity at People’s Committee Bac Giang province, August 2009.
[20]Hoang Phạm, “Thuan An: IT application in managing administrative documents has brought good effects”, People’s Committee Binh Duong province, December 2009.
[21]Le Thi Hoa, “Ba Ria – Vung Tau with overall eOffice deployment, Report of Department of Information and Telecommunication, Ba Ria – Vung Tau province, March 2009.
[22]IT applications in leading and executing in Ninh Binh city, News on State administrative innovation, Scientific Institute of State Organizations, Ministry of Home Affairs, June 2009.
[23]Pham Quoc Ban, “IT Application at Organizations in Hanoi: The reasons for not high effectiveness?” Report 2009 of Department of Information and Communications Hanoi, Viet Nam.
[24]Report on ISO Online implementation, Department of Science and Technology, Nam Dinh province, 2009.
[25]ISO IEC 9126-4 - Software engineering - Product quality - Part 4 – Quality in Use metrics. ISO/IEC JTC1 /SC7.
[26]ISO IEC 9126-1 - Software engineering - Product quality - Part 1 – Quality model. ISO/IEC JTC1 /SC7.
[27]TCVN XX-XX: 2010 Criteria for Software evaluation.
[28]Settlement of financial resources of Information and Communications Department in 2008, 2009,2010.
[29]Report of using stationery in 2008 – Namdinh Department of Information and Communications.
[30]Statistics of the Clerical, Nam Dinh Department of Information and Communications, the use paper consumption has reduced by 1 gram per person per 10 months, 2010.
[31]Consumer price index in the first 10 months of 2010, Report in October, Chamber of Commerce and Industry of Vietnam.

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