C S S R 0 8’ 0 9 14 - 15 March 2009

C O N F E R E N C E ON S C I E N T I F I C & S O C I A L R E S E A R C H

ADAPTING ENTERPRISE DOCUMENT MANAGEMENT SYSTEM

(EDMS) ARCHITECTURE INTO DOCUMENT RETRIEVAL SYSTEM
(DRS) IN PEJABAT SETIAUSAHA KERAJAAN NEGERI PERLIS

Nur Nazihah Ahmad, Nadia Abdul Wahab and Norfiza Ibrahim

Faculty of Information Technology, Universiti Teknologi MARA, Perlis, MALAYSIA

nadiawahab@perlis.uitm.edu.my

ABSTRACT

Managing files is the art of knowledge and behavior. The fundamentals of managing paper-based files
and digital files are different. Every document is layered into its files for better retrieval and tidiness.
Without a proper management of the files, it might results in misplace the files, file missing, and
delays the time to retrieve the files for usage. File indexing also important to manage, locate, retrieve,
search, and to record the files. This research studies on how people manage the large numbers of files
in a large organization. The researchers also had done several observations on how the files have been
recorded, borrowed and returned from its location. Adapting the Enterprise Document Management
System (EDMS) Architecture, a Document Retrieval System (DRS) is developed for Pejabat
Setiausaha Kerajaan (SUK) Perlis to help the File Searchers and administrative staffs in their daily
tasks.

Keywords: Document Retrieval System, Enterprise Document System

1. INTRODUCTION

The purpose of this research is to adapt Enterprise Document Management System (EDMS) Architecture
into the development of Document Retrieval System for Pejabat Setiausaha Kerajaan (SUK) Negeri Perlis.
The system will allow all new and existing files to be added to the system so that it can be coded for faster
and easier retrieval. This code is then used by the search engine to respond to user queries and return files
that are relevant to the search request. Related keywords other than file codes can also be used to search
the files.
Document Retrieval System (DRS) also supports the digital copies of the document (e.g. in PDF
format). Users will be able to retrieve the digital copies of the documents. If users already have digital
copies of the document, they will also able to upload the digital copies into the system.
Another important part of the DRS is the role of administrator. There are many files that are borrowed
by the staffs every day. All the files that are coming in and out of the File Room should be recorded. This
is due to prevent the files from missing or fall into untrustworthy person. So, the DRS provide a function
where the File Searcher as an administrator to record the files ingoing and outgoing files. As an
administrator, he is responsible to locate the files at the right place so that the files can be retrieved easily.
This research also study on how to integrate the proposed system with the previous manual system so
that the users do not face any problems or difficulties using this system.

2. LITERATURE REVIEW

According to Sutton, 1996, a document can be defined and described in many different ways. Generic
document types can be illustrated by certain enterprise informational objects (i.e., things that represent
organized packages of data within an enterprise). Examples of these objects may be briefing notes,
correspondence, E-mail messages, memorandums, spreadsheets, studies, and so on. A document does not

Paper number: 9095329

C S S R 0 8’ 0 9 14 - 15 March 2009
C O N F E R E N C E ON S C I E N T I F I C & S O C I A L R E S E A R C H

have to be defined by its paper version or equivalent. It could be a digital representation of data tightly
coupled for human use—for example, a purchase order, a personnel change request, or a check.
A document retrieval system is one which retains in some store or mass memory a large collection of
indexed documents. When a user of the system submits a query or request to the system, the system
responds by retrieving all documents (or accession numbers of documents) which somehow appear able to
satisfy the user. (Chien and Mark 1974)
One of the advantages of electronic document collections over paper is that the former can use
hypermedia links to provide immediate access between documents. Supporting evidence, related
documents, and cited documents, to name just a few examples, can all be just a mouse click away.
However, a problem with the electronic publication of documents is the fundamental volatility of the
medium. Changes can be made within a very short time, and many document owners do exactly this—
they change or move documents, often without preserving the old document. Sometimes documents are
deleted, or the domain name of the document collection changes or perhaps the directory structure of
documents is altered. (Ashman 2000)
Search engines are tools for finding the documents in a collection that are good matches to user
queries. Typical kinds of document collection include Web pages, newspaper articles, academic
publications, company reports, research grant applications, manual pages, encyclopedias, parliamentary
proceedings, bibliographies, historical records, electronic mail, and court transcripts. (Zobel and Moffat
2006).

3. RESEARCH MODEL

3.1 Research Model

The researchers has developed the research model for the Document Retrieval System (Figure 1) based on
the Enterprise Document Management System (EDMS) architecture by Michael J.D Sutton.
Adapting to EDMS architecture, this research model consists of three layers which are Conceptual
Layer, Logical Layer and Physical Layer. The information is gathered by interviewing Information Officer
and File Searcher in SUK Perlis in order to complete the Conceptual Layer. During the Logical Layer, the
researchers has done direct observation in the File Unit and File Room, retrieving file’s documentation
from SUK Perlis and reviewing previous researches on DRS to gather the information. In completing the
Physical Layer, the researchers has conducted an interview with Information System Officer and
retrieving network diagram for SUK Perlis.

Logical
Layer
• Interview with IT • Interview with IT
Officer and File • Direct observation Officer in SUK
Searcher in SUK • Documentation from Perlis
Perlis SUK Perlis • Documentation from
• Research on previous SUK Perlis
Conceptual Layer DRS
Physical Layer

Figure 1: Research Model of the Document Retrieval System in SUK Perlis.

3.1 Conceptual Layer

An interview with File Searcher of SUK Perlis was conducted in order to understand the conceptual layer
of the system (Figure 2). The conceptual layer describes the scope and context of the Document Retrieval
System (DRS). It relates why DRS is needed to the SUK Perlis and used for conveying a general context
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C O N F E R E N C E ON S C I E N T I F I C & S O C I A L R E S E A R C H

for the end users. The conceptual layer reduces the complexity of an DRS to an easily understood visual
structure.
In this organization, all the documents are stored in files. There are two types of file which are
General File and Personal File. General File includes Department File, Exam/Courses File, Association
File, General File, Finance File, and Tourism File. Personal File is the file that stores documents about the
workers in government department in Perlis.

File Room

Cabinet

Drawer

File

Document

Figure 2: The Conceptual Layer of the Document Retrieval System in SUK Perlis.

3.2 Logical Layer

The logical model is based on the functions that concern the document objects and the users. Another
interview with the Information System Officer and File Searcher in SUK was conducted to understand the
logical layer of the DRS. Form the interview, the researchers found that there are six areas to be included
in the system. They are Documentbase Manager, Database Manager, Textbase Manager, Adminbase
Manager, Securitybase Manager and Hyperbase Manager.
i) Documentbase Manager
- Represents the raw document object and stores it in document repository. The sub
processes look after check-in and check-out.
ii) Database Manager
- Maintains all the metadata about a document object and stores them in a database
repository. Indexes are maintained for important attributes associated with an object
(i.e. date created, subject, keywords, title and so on). The database engine is usually a
robust, enterprise-oriented, SQL-based engine such as MySQL.
i) Textbase Manager
- Preserves all the pointers that track the occurrence of words and clauses within the
native document object. Indexes are built from local document objects that have been
filtered to eliminate control characters in their file structure and stop words
(irrelevant terms) that have been identified by an administrator.
ii) Adminbase Manager
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C O N F E R E N C E ON S C I E N T I F I C & S O C I A L R E S E A R C H

- Maintains the administration controls that back up, recover, customize, shut down,
rebuild and restart the different application managers. It also is being used by the
administrator to update the system.
iii) Securitybase Manager
- Administers the security controls. These controls limit access by group and user.
iv) Hyperbase Manager
- Administers the hypermedia links within and between documents.

3.3 Physical Layer

According to Sutton 1996, the physical approach is based on the implementation configuration of the
hardware, software, and network for an enterprise. The model used here is based on a client/server
operating model that includes the repository of document objects sitting on a particular server platform
and the user interface sitting at a distinct client workstation.
In this research, the physical layer describe on how is the system will be implemented in the SUK
Perlis. The physical approach is based on the implementation configuration of the hardware, software, and
network for SUK Perlis. The model used here is based on the network diagram of SUK Perlis.
The physical implementation relies on a client/server application model for interaction between the
user and the document repository. Any transmission of data across the client/server channel is controlled
to make use of the transmission of bandwidth as efficient as possible.
In SUK Perlis, the speed of the data transmission is 512 kbps. They use CISCO as the router and two
types of switch which are 3Com and H3C switch. To filter the traffic in the network, they use hardware
firewall and Intrusion Detection System (IDS) from PRISMA MAMPU as the alarm whenever intruders
compromise the system. Other than that, they apply Proxy for content filtering, Domain Name Server
(DNS), DNS for e-mail, web server, anti-spam and anti-virus to protect the network from malicious
program, virus, spyware and malware program.

4. SYSTEM DEVELOPMENT

Document Retrieval System in SUK Perlis is a web-based system. It was developed using PHP language
and MySQL version 2.10.0.2 as its database platform. The researchers also use Javascript to create some
functions in the system such as error checking. HTML language is used to create the interface of the
system. The system supports three types of user which are the administrator, file searcher and guest.
There are two types of file involved in this system which are General File and Personal File. General
File includes Department File, Exam/Courses File, Association File, General File, Finance File, and
Tourism File. Personal File is the file that stores documents about the workers in government department
in Perlis.

4.1 Screen-shots of the DRS

All users of this system are required to log in first before accessing the system. Figure 3 shows the main
page of Document Retrieval System when the administrator login the system.

Paper number: 9095329

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C O N F E R E N C E ON S C I E N T I F I C & S O C I A L R E S E A R C H

Figure 3: Main Menu for Admin

Figure 4 shows the menu for searching record of General File. There are three options for user to
search the record by file code, file title, or type of file code. While Figure 5 shows the menu for searching
record of Personal File. There are five options to search a staff record. Users can search record by File
Code, Staff Name, Old I.C Number, New I.C Number, and position.

Figure 4: Menu to Search General File Record

Figure 4.16: Menu to Search Personal File Record

In this DRS, the administrator will record incoming and outgoing files from the File Room in a form.
User can use this menu to check the status and location of the file (Figure 6). While figure 7 shows the
form to edit the registration of the file whenever there is a mistake or to add the date of returning the files.
Figure 8 shows the list of locations that locate the files in its location.

Figure 6: Form to Register File In and Out of the File Room

Paper number: 9095329
C S S R 0 8’ 0 9 14 - 15 March 2009
C O N F E R E N C E ON S C I E N T I F I C & S O C I A L R E S E A R C H

Figure 7: Form to Edit Registration of File

Figure 8: List of File Location

4. RESULTS AND DISCUSSIONS

4.1 The User Acceptance Test

The researchers have decided to evaluate the system by using User Acceptance Test after completing the
development of the Document Retrieval System. The purpose of this test is to verify the system or
changes meet their original needs. It emphasized on evaluating the system via normal business
circumstances, but in a controlled testing environment. The other importance of acceptance testing is to
measure the user's satisfaction towards the system (Brach, 2000).
The researcher has conducted a User Acceptance Test to the three level of the end-user. There are four
testing modules prepared by the researcher to test the system. The researcher was selected five persons
from SUK Perlis that is possible to use DRS system. For every module, two persons were tested, but only
one person has been tested as an Admin user. The person that was tested as an Admin was the File
Searcher from File Unit in SUK Perlis.
The assistant of File Searcher and the clerk in the Administration Unit were tested as a User. In
module for Guest, the Information System Officer and Pegawai Tadbir Kanan have been tested. Before
the researcher starts the testing, the users were trained by the researcher on how to use the system. At the
end of the testing, the users have been asked about their opinion on the use of Document Retrieval System
in their daily tasks.

4.1.1 The User Acceptance Test for ADMIN

The first module is ADMIN where administrator logs into the system to test the system’s functions. The
criteria that was tested by the researcher is the functionality of the system which are log into the system,
inserting new file record, search and retrieve file record, update existing record, delete file’s record and
also to print file’s record from the database. As an Admin, he also been tested to do the task in the system,
and have been tested to other criteria. The additional criteria as an Admin is to add new user of the system,
record files that was borrowed and returned by the borrower and to add new location of files.
From the researchers’ point of view, the user did not face much problem on completing this first task.
From the test, the user has suggested that the fonts should be enlarged so that it can be clearly viewed by
the user.
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C O N F E R E N C E ON S C I E N T I F I C & S O C I A L R E S E A R C H

On the second module, the user was asked to login, add record and search a file. The user responses
that the buttons and links are easily navigated and the terms used are simple and understandable. The
Administrator responses that the Document Retrieval System can help them to reduce the time taken for
searching file. He also thought that this system will be able to help the staffs to perform their daily tasks
efficiently.

4.1.1 The User Acceptance Test for USER

During the third module, the researchers wanted to know the user expectation and response about the error
checking functions in this system. From the test, the researcher found that the users are satisfied with the
error checking that is well-functioned. The User agreed that the Document Retrieval System will ease
their tasks on retrieving files from the File Room with the digital copies of the documents in a file
provided.

4.1.1 The User Acceptance Test for GUEST

Using the fourth module, the researcher wanted to test whether the Guest will be able to update a record or
not. This is because as a Guest, he is not given the authority to update any records from the database. So,
the researcher wants to ensure that the Guest cannot do the function.
At the end of the testing session, the user agreed that this system is an effective way to manage the
files in SUK Perlis. As a Guest, he thinks that this system will reduce their time in retrieving the
documents in the organization. He also agreed to accept this system to be fully implemented and used in
SUK Perlis.

5. CONCLUSIONS

The process of managing files includes recording new documents and files, codes the file, locate the files
on its location and also recording the files borrowed and returned by the borrower to the File Room. The
files need to be managed properly to prevent from loss, misplace or fraud.
This study had focused on adapting Enterprise Document Management System (EDMS) into
Document Retrieval System (DRS) for SUK. During the research study, the researcher has outlined three
layers of the research model. There are Conceptual Layer, Physical Layer and Logical Layer. The
researcher has used this research model to develop the DRS.
From the testing, the researchers found that the system had functioned well and the user satisfied with
the Document Retrieval System that was developed for SUK Perlis. From the users’ point of view, they
believe that this system will help them on reducing time taken in file retrieval, registering new files and
file log. In the future, DRS can be improved by integrating the system with fax machine and scanners so
that all the documents received is scanned and save in the database automatically.

REFERENCES

Ashman, H. (2000). Electronic Document Addressing: Dealing with Change. ACM Computing Surveys,
32(3): 201–212.

Branch, I. M. (2000). User Acceptance Test Standards. Retrieved 1st April 2008, 2008, from
http://www.cs.odu.edu/~brunelle/cs411/cs411s08/test_plan_example.htm.

Chien, R. T. and E. A. Mark (1974). A Document Storage Method Based on Polarized Distance. Journal
of the Association for Computing Machinery, 21(3): 233-245.

Sutton, M. J. D. (1996). Document Management for the Enterprise: Principles, Techniques, and
Applications, John Wiley & Sons.

Paper number: 9095329