Document traceability

Mihalić, Danko. (2017). Document traceability. BSc thesis. Filozofski fakultet u Zagrebu, Department of Information Science. [mentor Kocijan, Kristina].

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Abstract

In this day and age, data is considered as high valued resource. On one hand, it is necessary to collect it and to know how to get most out of it in a certain situation, but also the process of collecting and organizing data is of critical importance. One of key elements in those processes is document (data) traceability, complete oversight of channels in which documents go around. It is hard to make sense of organizing something but in the same time not know where it is. By digitalizing the document traceability system, we speed up the whole document administration process and set up easier oversight. With the ability of knowing the whole cycle of a certain document, from when it was created trough it’s moving around different departments (e.g. department secretary, dean’s office etc.), up to finalization of it’s case, it is also possible to monitor and evaluate the work and work load of a certain department as well as establishing a certain degree of automation, where possible. In this paper, such a document traceability system is designed, described and programmed within the institution of Faculty of Philosophy and its existing procedures. Beside the increase in document flow, a possibility of losing or damaging documents is reduced to a minimum (which in case of printed documents is not hard to imagine). Also, there is an ecological aspect – reducing the number of printed documents saves paper, electricity and printer toners which, in a society that tends to sustainability and in a large institution such as Faculty of Philosophy, is certainly not negligible.

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