Recommendation on Employee Document Management System Selection at the Case Company
Yan, Yujia (2025)
2025
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Julkaisun pysyvä osoite on
https://urn.fi/URN:NBN:fi:amk-2025051512226
https://urn.fi/URN:NBN:fi:amk-2025051512226
Tiivistelmä
This thesis focuses on evaluating, selecting, and recommending a centralized Employee Document Management System (EDMS) for the HR department of a global manufacturing company. The objective is to address key challenges in the current manual and decentralized employee document handling practices by identifying a suitable EDMS for the case company.
The study utilizes applied action research and qualitative research methods. The data for this study was collected from interviews, meetings, participate observations, vendor demonstrations, and analysis of internal documents.
This study revealed major issues in the current employee document management practices that can be addressed by implementing an EDMS. Utilization of the Multi-Criterial Decision Analysis (MCDA) evaluation approach found that Kainos outperforms Folderit in critical features such as retention management, compliance, and system integration. Based on the MCDA evaluation, discussions and validation with stakeholders, Kainos was recommended as the more suitable EDMS solution that best aligns with the case company’s business needs and stakeholders’ expectations.
The outcome of this study supports key decision-makers in the case company in evaluating and selecting a centralized EDMS solution. The successful selection of Kainos, based on defined requirements and MCDA evaluation, is expected to improve the efficiency, security, and compliance of employee document management across the HR function, with long-term impact on HR operations throughout the system’s lifecycle.
The study utilizes applied action research and qualitative research methods. The data for this study was collected from interviews, meetings, participate observations, vendor demonstrations, and analysis of internal documents.
This study revealed major issues in the current employee document management practices that can be addressed by implementing an EDMS. Utilization of the Multi-Criterial Decision Analysis (MCDA) evaluation approach found that Kainos outperforms Folderit in critical features such as retention management, compliance, and system integration. Based on the MCDA evaluation, discussions and validation with stakeholders, Kainos was recommended as the more suitable EDMS solution that best aligns with the case company’s business needs and stakeholders’ expectations.
The outcome of this study supports key decision-makers in the case company in evaluating and selecting a centralized EDMS solution. The successful selection of Kainos, based on defined requirements and MCDA evaluation, is expected to improve the efficiency, security, and compliance of employee document management across the HR function, with long-term impact on HR operations throughout the system’s lifecycle.