Business Information Systems

This document discusses the challenges of re-engineering paper-based systems and the benefits of digitizing processes. It also explores document management systems and their role in reducing paper usage. The case studies of Liverpool Direct and The Hyde Group highlight the successful implementation of digital workflows.

Running head: BUSINESS INFORMATION SYSTEMS
BUSINESS INFORMATION SYSTEMS
Name of the Student
Name of the Organization
Author Note

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BUSINESS INFORMATION SYSTEMS
Answer to Question 1
It has been well known that one of the huge challenges whenever a specific system
based upon paper is re-engineered is the minimization of the disruption. It is also to be
remembered that there are some interruption as well which has been inevitable. It is
particularly all of those systems where no one will be able to run various things in a parallel
way. All the systems have been totally turned off for a period of six weeks and several
buildings have been closed totally involving all the 15 post rooms. One specific post room
has been retained for scanning all the different correspondence which have been incoming.
Stripping away all the various older ways of performing or working is considered to be very
much essential for the various benefits of the project. All the procedures are to be well known
and then there will be a challenge against them for making all of them very much efficient.
Stripping away all the different older working ways is essential paper has been holding up
everything of the Liverpool Direct where 20000 pieces of mail have been arriving each week
at the specific benefit office. The mails have been stamped and then totally filtered through
various teams based upon what will be the actual information that it will be holding till it
reaches a file. Then it is sent to a number of people for an assessment which will be done
manually. There is also a great delay in the paperwork which has been occurred by the
bottlenecks and several files are buried upon the desks whenever they have been required the
most. Before the digitalization of the procedure of the recruitment, several candidates will
have been receiving a pack of information as well as the form of application within the post.
They fill in and then finally returned the specific form and all the various copies have been
sent to that of the manager of recruitment. Then that manager of the recruitment will be
filling out several forms continuing the interview and then finally return back them to all the
various human resources which will then be sending a particular letter of decision to that of
the candidate. It is really very much important to totally rid the office of papers. This will be
definitely reducing the average waiting time or rather several significant delays. Hence, it can
be well said here that removing away all the several older ways of working is really very
much important and this will be greatly beneficial for Liverpool Direct.
Answer to Question 2
A document management system is particularly a kind of system which has been
based upon some computer programs while managing various digital documents [1]. It is
basically utilised for tracking, managing as well as storing several documents and thereby

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paper will be reduced to a great extent. Most of them possess with the capability of keeping a
specific record of several versions which have been both created as well as modified by
several users. It is basically observed to be a component of the systems of ECM or Enterprise
Content Management. It is greatly related to the management of digital asset, imaging of
document and recording of various systems of management [2]. The Scansoft’s Paper Port
Office is such an example of the commercial management software of the documents. It is
specially utilised for particularly working with all the various documents which have been
scanned. Based upon the specific version, the Scansoft’s paper Port Office can specifically
utilise the optical recognition of the character which will be built in for the creation of various
files in the PDF which will be searchable [3]. The particular text within such files is actually
indexed and can be easily searched for with proper software like that of the Windows Search
of Microsoft. All the various older versions of the Paper Port are known to be well utilising
the OmniPage of Nuance for providing such a kind of function. It will be providing various
tools of the editing of image for all of such files [5]. This PaperPort is actually capable of
allowing various documents for being separated into various individual pages and then finally
again assembled properly into fully new files of PDF [6]. It has been seen that PaperPort will
be creating several files in the particular file format of .MAX but all the later versions will be
actually utilising PDF. PaperPort is capable of supporting Windows and a program which
will be open-sourced known as Paperman will be actually providing the basic kind of specific
functionality for the Linux.
Answer to Question 3
There rises a question that “How much paper will such projects will be really getting
rid of?”. It has been noticed that none of such organizations have been paperless yet. The
Liverpool Direct has actually greatly achieved the huge success by stripping nearly about
70% of the papers. Even though a total office which will be paperless may not at all be
plausible and removing even this amount of paper out of the entire system can possess a
number of various positive effects [7]. This specific company has been reluctant of getting rid
of all the various tenancy agreements which have been based upon paper and will be keeping
all of them stored in the specific off-site locations for a number of various purposes which
will be legal [8]. In the reality, the office which will be totally paperless may considered to be
much far off as the newsagent which will be paperless, but all the various organizations can
be going ahead a much longer way towards the reduction of whatever they will be utilising
and increment the working efficiency along the specific way [9].

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BUSINESS INFORMATION SYSTEMS
Answer to Question 4
The Hyde Group has been observed to be totally computerising the procedure of
recruitment by stripping off a number of various paper sheets a full year out of the specific
system. Just before the process of recruitment has been digitised, all the various workings
have seen observed to be done manually. The management of workflow which has been
observed in this case have greatly digitised all the several processes of the organization [10].
All the various details have been observed to be upon the website. There is the presence of
the online form of application which has been logged within a database and then sent to the
manager of the recruitment who will then be forwarding it electronically to that of the panel
of interview. Once, it has been observed that the decision has been well reported to all the
various resources of the human, the candidate will be finally receiving an e-mail. The
application of the recruitment is actually built upon a kind of database from that of the
Northgate HR which has been bought in by the company in the year 2001 for the basic
purpose being the management of some information of human resources. Then ePeople have
been finally purchased which is basically a human resources form of application from that of
the Northgate which will be actually enabling the company in providing a kind of front end of
the self-service to that of the database. All the various developers have built a number of
various rules of the workflow into the specific kind of system which will be actually
coordinating all such communications by an electronic way. The applications of the
recruitment is known to be joining all the expense claims which will be totally paperless that
will be already deployed.
The specific kind of system which is electronic is capable of handling all of the
various communications in a digital way and therefore all the staffs are known to be entering
all of their claims of expense directly within the computer. The group of Hyde has actually
refined the processes of the expense by directly making it entirely possible in the system for
requesting that some other person will be signing a kind of document if there is the absence
of the manager’s initial choice. It has been observed that both the projects of Hyde as well as
the Liverpool Direct possess a kind of similar challenge in directly getting all the people to
alter in such a way they are actually working. It has been found that all the various documents
which have been signed electronically are very much counterintuitive for a number of staffs.
Sometimes, it even happens that people become very much nervous by introducing a number
of efficiencies as they will be observing it as a threat to the job.

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References
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8,699,073, 2014.
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management. U.S. Patent 9,348,802, 2016.
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modelling and workforce centric tuning measures. arXiv preprint arXiv:1403.3131, 2014.
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devices management. U.S. Patent 8,863,107, 2015.
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workflow management. U.S. Patent Application 14/861,270, 2016.
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system. U.S. Patent 8,627,490, 2014.
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Kala, S.J. Oakley, and N.N Santhanam, Amazon Technologies Inc. Document management
and collaboration system. U.S. Patent Application 14/077,204, 2015.
[9] J. Li, Hnatow, T. Meier and S.P. Deloge Hand Held Products Inc. System and method for
document processing. U.S. Patent 9,530,040, 2016.

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[10] G. Jakobson, Zebedo. Collaborative web browsing system having document object
model element interaction detection. U.S. Patent 8,769,017, 2014.