University Assignment: Business Information Systems Case Study Report

This case study report analyzes the implementation of paperless technology within business information systems, using Liverpool Direct as a primary example. The report explores the significance of transitioning from traditional paper-based methods to digital systems, highlighting the benefits of document and workflow management systems. It examines the challenges faced by Liverpool Direct in revenue collection and benefit payments and how a paperless approach improved efficiency. The report discusses the likelihood of achieving a paperless office, the expected changes in business procedures after deploying workflow management systems, and the drivers for ensuring success. The analysis covers the importance of locating relevant information, enhancing security, reducing storage space, and improving data retrieval and collaboration. The report concludes with a summary of the benefits of business information systems and the impact of adopting paperless technology for any organization.

Running head: BUSINESS INFORMATION SYSTEMS
Business Information Systems: Case Study of Paperless Technology
Name of the Student
Name of the University
Author’s Note:

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Table of Contents
1. Introduction............................................................................................................................2
2. Discussion..............................................................................................................................2
2.1 Significance of Striping Away of Old Methods for Working while Introduction of
Systems like in Hyde and Liverpool Direct...........................................................................2
2.2 Locating Relevant Information for a Simplified Document Management System and its
Major Usefulness in a Department of a Larger Company or any Smaller Business..............3
2.3 Likelihood of Achievement of Paperless Office in a Business........................................3
2.4 Expected Changes in the Business Procedurees after deploying Work flow
Management System and its Drivers for ensuring Success...................................................4
3. Conclusion..............................................................................................................................5
References..................................................................................................................................6

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1. Introduction
Business information systems or BIS can be mentioned as the collection of different
inter linked procedures with the help of an IT infrastructure within any specific business
enterprise for the core purpose of generating and even disseminating every expected data.
Such distinctive systems are being designed for better support to the decision making process
by individuals, related with the company for attaining these objectives [7]. A business
information system eventually takes the sensitive data or another vital source of the IT
infrastructures as subsequent inputs from its environment, before processing them properly
for satisfying the information requirement of various entities, related to business enterprise.
This report provides a short-term description over the case scenario for cutting out of paper or
becoming paperless to speed up the entire procedure with relevant details.
2. Discussion
2.1 Significance of Striping Away of Old Methods for Working while Introduction of
Systems like in Hyde and Liverpool Direct
The CEO of this company, Liverpool Direct has made an observation that the
respective services were being deemed in becoming a failure. Thus, it is extremely vital for
the organization to change or alter the specific systems. Liverpool Direct mainly provides
services of benefit payment as well as collection of revenues [3]. When average time is being
checked to turn around the benefit claim, it was noted as one hundred and forty days and thus
over 50000 cases were backlogged. Moreover, observation was also made that the backlog
occurred for excess usage of paper.
As a result, the company of Liverpool Direct undertook the significant decision for
involving complete paperless technology within their business. For this purpose, they have
eventually set up few contact centres to handle various queries and visits of customers for 1
stop shop and also opted for another new version. Striping away of the old methods were
extremely vital for them to ensure extra profit in their business and also making the existing
processes much more efficient [10]. Moreover, these processes were needed to be executed in
the most effective manner to ensure that every existing challenge is eradicated. Hyde has
made their entire recruitment process computer based to eradicate excess usage of almost
fifty eight thousand paper sheets within 1 year. Recruitment applications are being built over
databases to manage the confidential information for HR department from Northgate Human

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Resources. As a result, the expenses of paper usage are also reduced to a high level and Hyde
has been profited.
2.2 Locating Relevant Information for a Simplified Document Management System and
its Major Usefulness in a Department of a Larger Company or any Smaller Business
A significant document management system could be referred to as a significant
system, which is needed to track, manage and store documents for the core purpose to reduce
usage of paper. Such distinct system comprises of the major ability of keeping proper records
of different version, which is needed to be formed and also altered or modified by several
users [11]. This kind of confidential information could be promptly located or the location
can be tracked with the respective system for managing documents. It is extremely important
for ensuring that these electronic images as well as documents are well captured with a
document scanner. The most popular example of the system would be Scan Soft’s Paper Port
Office. This can use the in-built system for recognizing optical characters to create several
files for searchable PDFs. This specific software can allow these scanned documents to
separate the individual page even before getting reassembled to the newer PDF file [5]. The
major and the most relevant benefits of this particular system of document management
within any particular department of smaller or larger organization are provided in the
following paragraphs:
i) Enhancing Overall Security: Document management system has the higher scope
for enhancing the overall security to a high level and thus could be used by all types of
businesses.
ii) Reducing Total Space of Storage: This type of system can easily reduce the total
space of storage and hence it allows to maintain information database.
iii) Easier Data Retrieval: This particular system even allows easier data retrieval,
thus reducing complexities and time involvement of data retrieval [9].
iv) Excellent Information Collaboration: It is extremely helpful in collaborating the
confidential information and also ensuring that the management of business is done
efficaciously [1].
2.3 Likelihood of Achievement of Paperless Office in a Business
A completely paperless office could be termed as the working environment, in which
an effective usage of paper getting eradicated or reduced to a high level. This can only be

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achieved after successfully converting the respective document in the digital format and the
entire procedure is referred to as digitization. Such distinct approach is responsible for saving
up of money, making proper documentations, easier information sharing, boosting overall
production, keeping confidential data absolutely secured and safe, saving up of organizational
space and even helping out to maintain the total work based environment effective [8]. Going
paperless can even extend to the communications outside organization. Speech synthesis and
speech recognition could be easily and promptly used to facilitate the overall digitalized
information storage.
Paper gets quite difficult for searching ad even arranging in various sort arrangements
as well as paper data getting stored within different locations for easier up gradation and
tracking. The subsequent likelihood that this paperless office or approach can be successfully
achieved is quite high in comparison to others. The important advantages of being absolutely
paperless office would be that it is helpful in saving of organizational expenses. As the entire
concept helps in keeping data stored in the digital form, it becomes quite cheap to print and
store paper. Paperless office also eliminates costs for shredding services of paper work. As a
result, information accessibility even becomes easy and quick and the respective business
owner, employee and consumer could access these data efficiently [4]. Thus, providing high
scope for finding location of the data in the most effective and easiest manner.
2.4 Expected Changes in the Business Procedurees after deploying Work flow
Management System and its Drivers for ensuring Success
A work flow management system could be referred to a specific software tools, which
is eventually designed for successful streamlining of different business process and also
obtaining optimal effectiveness. This type of system even involves creating significant
formation of the main data purpose after following the process properly, so that it gets
processed properly [6]. Work flow management system could automatically route these data
to pre determined tasks. Few of the most important benefits, which could easily and promptly
bring out such distinct changes within the business procedures. Every expected change in the
business procedure after perfect deployment of work flow management system is provided
below:
i) Automating the Repetitive Procedures: The first change, which is possible within
their business procedures when work flow management system would be deployed in the
business is automating the repetitive procedures. For automating these repetitive business

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procedures, a major complexity in management of business operations will be extremely low
and it could even provide proper knowledge regarding management of processes [12].
ii) Following Incomplete Tasks: Following up of all types of incomplete tasks can be
done by undertaking this particular system. It helps in better task completion effectively and
thus ensuring business operations getting executed.
Major drivers for making this work flow management system extremely successful
would be strategy, customer responsiveness, leadership, balanced technologies and operation
leaning. Strategy is needed to deploy work flow management system and subsequent
customer responsiveness can keep quite focused for changing of needs. Leadership helps in
effective deployment of the software to ensure that strategy is getting followed properly.
Balanced technology is required to deliver better empowerment and quality improvement [2].
Moreover, the operation leaning ensures analysis and mapping of different business
procedures in a specific method to resolve complexities.
3. Conclusion
Hence, conclusion could be drawn that a BIS eventually consists of few of the major
and significant characteristics and merits for any particular organization. A significant
analysis and proper organization of every business associated information after successful
incorporation of every distinct technology application. A perfect designing, evaluation and
even building of the business information systems are extremely important for ensuring any
type of change in the procedure. This report has properly demonstrated the subsequent
discussion on complete paperless technology in Liverpool Direct. They have decided to
implement paperless technology in their business and various details are being demonstrated
here.

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References
[1] S.D. Orantes-Jimenez, A. Zavala-Galindo and G. Vazquez-Alvarez. Paperless Office: a
new proposal for organizations. Systemics, Cybernetics and Informatics, 13(3), pp.47-55.
2015.
[2] M.K. Ugale, S.J. Patil and V.B. Musande. Document management system: A notion
towards paperless office. In 2017 1st International Conference on Intelligent Systems and
Information Management (ICISIM) (pp. 217-224). IEEE. 2017, October.
[3] M.A. Obeidat. Empirical analysis for the factors affecting realization of paperless
office. International Journal of Economics, Commerce and Management, 3(6), pp.773-792.
2015.
[4] M.E. Civelek, N. Uca and M. Çemberci. eUCP and electronic commerce investments: e-
signature and paperless foreign trade. Eurasian Academy of Sciences, Eurasian Business &
Economics Journal, 3. 2015.
[5] M.W. Flamm. “Going Paperless”: The Case for Electronic Submission of Student
Work. College Teaching, 62(1), pp.1-2. 2014.
[6] C. Chao. Implementing a Paperless System for Small and Medium-Sized Businesses
(SMBs). 2016.
[7] A.Z. Jidin, N.M. Yusof and T. Sutikno. Arduino based paperless queue management
system. TELKOMNIKA (Telecommunication Computing Electronics and Control), 14(3),
pp.839-845. 2016.
[8] N. Shaw. Computerization and going paperless in Canadian primary care. CRC Press.
2018.
[9] J. Kissell. Take control of your paperless office. Take Control Books. 2017.
[10] U. Tiwari, T.D. Diwan and N. Sahu. Save Green, Go Green Through
Paperless. International Journal of Recent Trends in Engineering & Research
(IJRTER), 3(1). 2016.
[11] S. Gupta. Paperless Society-From Vision to Fulfillment. Global Journal of Enterprise
Information System, 7(1). 2015.

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[12] M. Peterson. Five Reasons to Go Paperless This Tax Season. The CPA Journal, 84(4),
p.12. 2014.