Proposal for the Implementation of a DMF Approach for Document Management at Cooperativa JEP

Abstract

Introduction: Effective document management constitutes a central element in the functioning of any organization, and JEP Ltda. is no exception. In the current context, where information is regarded as a strategic asset, the ability to access, store, and manage documents efficiently becomes a determinant for organizational performance. Objective: To evaluate a Modern Document Management Approach (DMF) in Cooperativa JEP to enhance efficiency in document handling, optimizing access, organization, and security. Methodology: The study was characterized by a quantitative approach, employing a survey adapted from Caspi and Porras (2015); and Manrique and García (2023), directed at 137 employees and managers, out of a total population of 250 individuals in the cooperative. Results: The survey analysis reveals a positive attitude towards the adoption of advanced technologies in document management, with 67.9% expecting time savings. There is strong support for the implementation of a document management system (97% agreement), and document retrieval is mostly quick, although there is room for improvement. The integration of digital platforms is moderate, and cybersecurity is highly valued, with 69.2% considering it very important. Conclusión: The analysis of document management in Cooperativa JEP identified several challenges, including information disorganization, inefficiency in document retrieval, and lack of technological integration, suggesting the need to enhance search efficiency through team training and the appropriate application of digital technological tools.