Resumen de Electronic document, information, and archive management systems in economic institutions: A descriptive study of the onbase system

Hayat Benmakhlouf, Abdelbasset Chouaou

• Objective: The study aims to familiarize readers with the Onbase system for electronic document management. To highlight its key features and operational methods,to elucidate its functionalities.

    Theoretical Framework: Data were meticulously collected through document and record searches related to the Onbase system by accessing Hyland's official website, the system's designer, and various online platforms that provide discussions about the system.

    Method: We employed the descriptive method based on analysis to elucidate the operational methods of the Onbase document management system and to accentuate its components and distinctive features.

    Results and Discussion: The study has conclusively demonstrated that the OnBase system facilitates: Efficient management of an extensive volume of documents, files, and archives, the system strategically supports the digitization of documents and archives, as well as the overall digitization of business processes; these capabilities ensure reliable document access within the institution and support remote work, thereby redefining modern business and administrative operations.

    Research Implications: The implementation of an Electronic Document Management (EDM) system is crucial for institutions aiming to advance their digital transformation. These systems render information instantly available, thereby facilitating the daily operations of employees through the use of an assortment of digital tools and methods for creating, digitizing, organizing, indexing, classifying, searching, and archiving documents. This structured approach to information management via the OnBase system contributes significantly to the efficiency of administration within institutions. In the study, we presented a successful experience of the Marine Studies Laboratory and the Algerian Total Company in adopting the OnBase system.

    Originality/Value: This study will contribute to the literature by enhancing our understanding of the use, key features, and functionality of document management, information management, and archival systems. This information will be valuable for individuals interested in improving document and information management systems in economic institutions. It may contribute to making better decisions and enhancing efficiency and effectiveness in document, information, and archival management.