MITS4001 Business Information Systems: Case Study Report Analysis

This report analyzes a business information system case study based on Liverpool Direct's transition to a paperless office. It investigates the limitations of paper-based systems, such as environmental concerns, document errors, security risks, delays in processes, and the need for physical storage. The report explores the importance of document management systems (DMS) in small to medium enterprises (SMEs), highlighting their benefits in reducing paper dependency, simplifying document management, speeding up handling processes, enhancing data accessibility, improving information security, and offering cost-effectiveness. The report also discusses the likelihood of a paperless office, the impact of business information systems on organizational accuracy, performance, data security, and environmental sustainability, and identifies key success factors such as effective document handling, improved customer satisfaction, and enhanced operational efficiency. The report concludes by emphasizing the benefits of a paperless office in improving services and saving the environment.

Running head: REPORT ON BUSINESS INFORMATION SYSTEM
REPORT
ON
BUSINESS INFORMATION SYSTEM
Name of the Student
Name of the University
Author note:

1Business Information System
Introduction:
The aim of this report is to analyze a business case with it based on the topic of
paperless office with the purpose to investigate the importance saving paper. In order to
support the above statement the case scenario of Liverpool Direct, hence after analyzing the
case scenario of Liverpool it has been noticed that this company has significantly expressed
their interest towards developing a paperless office. Followed by this objective it has been
also noticed that back in the previous year the nominated organization has suffered from
services of paper based offices related to the delay in the offices services and in the internal
operations of the offices as well. Considering this aspect the company has expressed their
interest towards developing a paperless organization which will hold the capabilities to
enhance the services of the organization by making it paperless by replacing the paper based
infrastructure. In order to establish the approached the organization infrastructure this paper
will thoroughly investigate the possible features and the functionalities of a paperless offices.
[1] Followed by these aspects, this paper will consist a detail investigation on the limitation
of the paper based system and how the application of paperless system will address those
identified limitation. Along with this it will discuss about the effectiveness of the document
management system and the how this will impact the information management system will
increase the likelihood of the development of paperless offices. Followed by this it will then
summarize the application of business information system in which it will mention the key
success factors which leads the organization towards its success.
Importance of the replacing the traditional business service with business
information system:
After analyzing the case scenario it has been noticed that in this organizational
infrastructure there are several conflicts present in the company operations since, the
infrastructure of Liverpool is paper based. Followed by this aspect after a thorough
investigation the identified limitations are listed below:
 One of the most significant limitation is related to the environmental concern as in
order to produce paper the percentage of trees are becoming less which is not at all
good for the betterment of the environment.
 After analyzing the business infrastructure of Liverpool there is a huge change of
document error since, it is based on the feature of paper based system.

2Business Information System
 Followed by this aspect it has been also noticed that the organization has faced several
problem due to application of paper based system related to the security of the
documents as physical documents can be destroyed or can be stolen easily.[2]
 Along with this it has been also noticed that in case of any procedure related to
application form or any other activities within the organization there is significant
delay in every work due to the application of paper based system.
 Apart from the above mentioned limitations it has been also noticed that in the paper
based operation it needs a large physical storage in order to store those documents.
 Followed by this aspect due to the application of paper based system reduces the
effectiveness of the organizational services.[3]
After analyzing the above limitations it has been identified that there is huge impact of
effective technologies with the purpose to enhance the services of the organization as well as
to reduce the usage of paper which will positively affect the environment.
Importance of Document Management system in SME:
A document management system (DMS) is a software which offers several features to
the small medium enterprises that allows the development of digital documents, manages the
documents, protects, retrieves as well as stores the organizational data. Along with the above
mentioned services it has been also noticed that rather than using the cloud storage it opts for
storing the data in a more effective framework by which it offers effective services to the
users.[4]
Considering the above mentioned functionalities it has been noticed that in this
organizational scenario there is huge necessity to implement a document management system
into the organization’s infrastructure. Followed by this analysis the identified benefits of the
incorporation of document management system is listed below:
 One of the major significance of the application of document management system is to
reduce the dependency on paper for any sort of official activities, which will surely help
to reduce the usage of paper that will definitely improve the environment.
 Followed by the above mentioned benefits it will help to reduce the complexity in
managing the official documents as the document management system offers the features
of file management, storing data and many more.[5]
 Along with the above feature it will also help to enhance the services of the organization
by speeding up the document handling process.

3Business Information System
 Followed by the above benefits document management system helps to enhance the data
accessibility of the organization which will surely invoke the performances of Liverpool.
 Along with the above features the approach of paperless work by utilizing the document
management system offers more security to the information as well as due to the scalable
nature it will efficiently store large set of document in case of the increment of users.
 Followed by this the application of document management system into the organizational
framework is highly cost effective as compared to the paper based system and the
working accuracy of the document management system is also high as compared to the
paper based infrastructure.
Likelihood of paperless office:
However, followed by the above discussion it has been noticed that the incorporation
of the document management system will help to enhance the services of the organization
there are still some conflicts present in the approached system.[6] In order to implement an
entirely paperless office there are several stages which needs to be addressed as it is very
difficult to convert a paper based infrastructure into a digital one in just one step. While
discussion the possibilities of developing a paperless office it has been noticed that it is first
required to implement effective electronic system. Followed by this Liverpool needs to
arrange meeting to spread awareness to the employs. After implementing the above
mentioned approaches it can be stated that the assumption of developing a paperless office
will surely get the success.
Impact of Business Information System:
Followed by the above mentioned discussion it has been noticed that there are several
benefits which has been accounted due to the incorporation of document management system
that has impacted the business services of Liverpool. Those identified impacts are listed
below:
 It enhances the accuracy and the performance of the organization which has
significantly impact on the growth of the nominated business.[7]
 Along with this it also improves the data security by converting the documents into
the digital format, which has increases the customer satisfaction. [8]
 Followed by this it has been noticed that the application of document management
system reduces the physical storage as in the digital form of document it does not
requires any physical storage.

4Business Information System
 Along with this it has been noticed that the incorporation of DMS will offer effective
solution to data backup and disaster recovery, which will surely enhance the security
and the appropriateness of the nominated business. [9]
 Followed by this it has significantly impacted the environment by making it paperless
which has reduces the usage and the cost of paper that has impacted the growth of the
nominated business.
Key success factors:
According to the above discussion it has been noticed that there are several key
success factors which has invoked the approach of paperless office-
 Effective document handling process.
 Improvement in customer satisfaction.
 Development of paperless office.
 Elimination of the complexity to handle the organizational documents.[10]
 Enhancement in the organizational operations.
 Improvement in the document security.
Conclusion:
After the above discussion it can be concluded that in the industrial operations there is
a huge impact of paperless office with the purpose to enhance the services of the organization
and in order to save the environment. Followed by this aspect in the case study it has been
noticed that the organization has faced several conflicts due to its paper based infrastructure.
Hence, this paper has focused on the implementation of document management system. In
order to implement the above mentioned system this paper consists a detail elaboration on the
limitation of the paper based organization. Followed by this it has also discussed about the
how DMS can be applied to mitigate those problems. Along with this, it has also focused on
the impact of DMS in the business growth and lastly it has also described the possibilities of
the achieving the paperless office. Hence, it can be stated that this report has effectively
discussed all of the possible aspects that is present in replacing the paper based office with
the paperless office.
Reference:

5Business Information System
[1] M. Habib and S. Yesmin, 2015. A pilot study of prevalence and distributions of
musculoskeletal symptoms (MSS) among paper based office workers in
Bangladesh. Work, 50(3), pp.371-378.
[2] C. Kwong, 2016. Young lawyers: The benefits of running a paperless office. Bulletin
(Law Society of South Australia), 38(5), p.38.
[3] A.C. Marques, L. Santos, M.N. Costa, J.M. Dantas, P. Duarte, A. Gonçalves, R. Martins,
C.A. Salgueiro and E. Fortunato, 2015. Office paper platform for bioelectrochromic detection
of electrochemically active bacteria using tungsten trioxide nanoprobes. Scientific reports, 5,
p.9910.
[4] S. Mavin 2017. Developmental Partnerships—Newcastle Business School and Newcastle
City Council. In The Changing Patterns of Human Resource Management (pp. 88-103).
Routledge.
[5] A.R. Mendoza, H.M. Castillo, C. Alvarez, M. Manongsong and A. Santiago 2019.
ELECTRONIC DOCUMENT MANAGEMENT SYSTEM IMPLEMENTING I THINGS
(IOT) INTERNET OF. International Journal of Advanced Research in Computer
Science, 10(2). p.10.
[6] A.R. Mendoza, H.M. Castillo, C. Alvarez, M. Manongsong and A. Santiago 2019.
ELECTRONIC DOCUMENT MANAGEMENT SYSTEM IMPLEMENTING I THINGS
(IOT) INTERNET OF. International Journal of Advanced Research in Computer
Science, 10(2).
[7] S.D. Orantes-Jimenez, A. Zavala-Galindo and G. Vazquez-Alvarez, 2015. Paperless
Office: a new proposal for organizations. Systemics, Cybernetics and Informatics, 13(3),
pp.47-55.
[8] H. Su, P. Zhu, L. Zhang, F. Zhou, G. Li, T. Li, Q. Wang, R. Sun and C. Wong 2017.
Waste to wealth: A sustainable and flexible supercapacitor based on office waste paper
electrodes. Journal of Electroanalytical Chemistry, 786, pp.28-34.
[9] M.K. Ugale, S.J. Patil and V.B. Musande, 2017, October. Document management system:
A notion towards paperless office. In 2017 1st International Conference on Intelligent
Systems and Information Management (ICISIM) (pp. 217-224). IEEE.

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[10] K. Worwa, M. Kiedrowicz, T. Nowicki and R. Waszkowski, 2017, August. Evaluating
the impact of testing document management system with RFID tags software on the level of
its reliability. In 2017 Fourth International Conference on Mathematics and Computers in
Sciences and in Industry (MCSI) (pp. 252-258). IEEE.