Evaluating the Implementation of a Document Management System: an analysis of user experience, efficiency, and adoption challenges

Abstract

In my thesis I write about the implementation of the document management system (DMS) M-Files at Inficon Åland AB. The background and purpose of this study are to evaluate how the new DMS addresses the limitations of the previous DMS, Centuri, particularly in terms of security, efficiency, and usability. My research question is: "How has the implementation of the new DMS impacted workflow efficiency, user satisfaction, and security at Inficon?" Theories I am using include digital transformation frameworks and user adaptation models, which help explain the challenges and benefits of transitioning to new technologies. My method is a mixed approach, combining survey responses from employees with my own observations as a project resource during the implementation process. My results indicate that while the new DMS has improved document security and modernized workflows, challenges remain, particularly in usability and training. My conclusion is that the success of the new DMS depends on iterative improvements and balancing security measures with user convenience.