MITS4001 Business Information Systems Case Study on Paperless Systems

This case study examines Liverpool Direct's initiative to implement a paperless system, prompted by issues in their existing paper-based infrastructure. The assignment explores the limitations of the paper-based system, including document errors, security concerns, and delays, while also highlighting the benefits of a paperless system. It introduces the concept of a Document Management System (DMS) as a key component and discusses its advantages such as reduced paper usage, improved document handling, faster operations, enhanced data accessibility, and increased security. The study further analyzes the likelihood of achieving a paperless office, considering the need for a gradual transition and highlighting key success factors such as effective document handling, improved customer satisfaction, and enhanced organizational operations. The case study concludes by emphasizing the positive impacts of the paperless system on Liverpool's growth, information security, cost-effectiveness, customer satisfaction, and environmental sustainability.

Business Information
System
An approach towards developing Paperless Industry

Liverpool has expressed their interest towards developing an paperless
industry after facing several problems which has been caused by the
adopting of paper based infrastructure.
This holds a significant impact on the improvement of organizational
services of Liverpool direct.

Limitation of Paper based infrastructure:
 Increases the documentation errors.
 Significant security issues on the organizational document.
 Delay in organizational services.
 Required large physical storage.
 Reduces the customer satisfaction.
 Impacts on the organizational services.
 Significantly impacts the services of the organization.

Paperless System:
This system helps to reduce the identified limitation which has been
accounted by the implementation of paper based system. A paper less
infrastructure can be adopted into the organizational structure by
incorporating efficient technologies which holds the ability to extract
enhancement in the document handling as well as other organizational
activities.

Document Management System:
Document management system is a software o a system which offer the
features to convert the organizational data into digital format. Followed by
which it effectively enhances the process of document management, sorting,
as well as other organizational operations.

Benefits of DMS:
 Reduces the paper dependency and the usage of paper.
 Reduces the organizational complexity of document handling.
 Reduces the required time for organizational operations.
 Offers effective data accessibility.
 Increases security of the documents.
 Highly scalable.
 Enhances the accuracy of the organizational services.
 Great application towards paperless office.

Likelihood of paperless office:
The application of document management system helps to enhance the services of
Liverpool direct. However, there are several limitations present in the
organizational structure while developing paperless infrastructure. Hence, it is
identified from the investigation that the organization needs to move forward
gradually in order to develop the paperless infrastructure. Considering this aspect it
can be stated that there is huge chance of achieving the approached organizational
structure, however it needs to follow the above mentioned strategy.

Key Success Factor:
 Development of paperless office.
 Effective document handling process.
 Reduces the complexity to handle the organizational documents.
 Enhancement in the organizational operations.
 Improvement in customer satisfaction.
 Improvement in the document security.

Impact in business:
 Enhances the growth of the organization Liverpool.
 Improves the information security.
 Reduces physical storage.
 Cost effective.
 Enhances customer satisfaction.
 Offers disaster recovery.
 Improves environments.

Thank You 