CREATION OF ELECTRONIC DOCUMENT MANAGEMENT

CREATION OF ELECTRONIC DOCUMENT

MANAGEMENT SYSTEMS:

A RESEARCH ON PRODUCTIVITY IN PUBLIC

INSTITUTIONS

KENAN, ABACI

PhD THESIS

NICOSIA

2020

NEAR EAST UNIVERSITY

GRADUATE SCHOOL OF SOCIAL SCIENCES

BUSINESS ADMINISTRATION PROGRAM

CREATION OF ELECTRONIC DOCUMENT

MANAGEMENT SYSTEMS:

A RESEARCH ON PRODUCTIVITY IN PUBLIC

INSTITUTIONS

KENAN ABACI

PhD THESIS

THESIS SUPERVISOR

Assoc. Prof. Dr. İhsan Tolga MEDENİ

NICOSIA

2020

NEAR EAST UNIVERSITY GRADUATE SCHOOL OF SOCIAL SCIENCES

BUSINESS ADMINISTRATION PROGRAM

ACCEPTANCE AND APPROVAL

We as the jury members certify the ‘Creation Of Electronic Document

Management Systems: A Research On Productivity In Public

Institutions’ prepared by the Kenan ABACI defended on 25/12/2020 has

been found satisfactory for the award of degree of Phd.

MEMBERS OF JURY

Assoc. Prof. Dr. İhsan Tolga MEDENİ (Supervisor)

Ankara Yildirim Beyazit University, Department of Management

Information Systems

Prof. Dr. Mustafa SAĞSAN

Near East University, Information and Department Management

Prof. Dr. Mustafa SAĞSAN

Graduate School of Social Sciences

Director

Assoc. Prof. Dr. Behiye Tüzel ÇAVUŞOĞLU

Near East University, Department of Economics

Prof. Dr. Şerife Zihni EYÜPOĞLU

Near East University, Department of Business Administration

Assoc. Prof. Dr. Tunç Durmuş MEDENİ (Head of Jury)

Ankara Yildirim Beyazit University, Department of Management

Information Systems

I Kenan ABACI, hereby declare that this dissertation entitled ‘Assoc. Prof. Dr.

İhsan Tolga MEDENİ (Supervisor)’ has been prepared myself under the

guidance and supervision of ‘Creation Of Electronic Document Management

Systems: A Research On Productivity’ In Public Institutions’ in partial fulfilment

of the Near East University, Graduate School of Social Sciences regulations

and does not to the best of my knowledge breach and Law of Copyrights and

has been tested for plagiarism and a copy of the result can be found in the

Thesis.

o The full extent of my Thesis can be accesible from anywhere.

o My Thesis can only be accesible from Near East University.

o My Thesis cannot be accesible for two(2) years. If I do not apply for

extention at the end of this period, the full extent of my Thesis will be

accesible from anywhere.

Date

Signature

Kenan ABACI

DECLARATION

iii

ACKNOWLEDGEMENT

I would like to express my deepest and heartfelt appreciation to my esteemed

supervisor Assoc. Prof. Dr. İhsan Tolga MEDENİ, who convincingly guided me

for the emergence of this study during the process of doctoral program, to the

Dean of School of Business Administration at Near East University Prof. Dr.

Şerife EYÜPOĞLU and Director of Social Sciences Institute Prof. Dr. Mustafa

SAĞSAN who supported me from scientific aspect with their constructive

criticisms in the thesis monitoring committees,

and I also wish to acknowledge the support and great love of my mother

Sevdiye ABACI and my father Mahmut ABACI,

and my dear wife Sibel ABACI, who has always been supportive, helpful,

understanding and patient during this process of my life which was as much

difficult as it is enjoying,

my children, Ece ABACI and Mehmet ABACI, who are the meaning of my life

and have always been a source of motivation and joy for me,

my dear friend Bünyamin KARAGÖZ, Electronic Document Management

Branch Director at the Department of Information Processing, Ministry of

Science, Industry and Technology, who has always been supportive of me

during my studies.

ÖZ

CREATION OF ELECTRONIC DOCUMENT MANAGEMENT

SYSTEMS: A RESEARCH ON PRODUCTIVITY IN PUBLIC

INSTITUTIONS

Bu çalışmanın amacı, elektronik belge yönetim sisteminin (EBYS) yönetsel

kontrol, verimlilik, iş memnuniyeti, etkinlik ve güvenliği sağlamada ne kadar

etkin olduğunun saptanmasıdır. Bu araştırma bakanlık tarafından kullanılan

elektronik belge yönetim sisteminin yönetsel kontrol, verimlilik, iş memnuniyeti,

etkinlik ve güvenliği sağlamada ne kadar etkin olduğunun saptanması,

Türkiye’de kamu kurumlarına EBYS kullanımının avantaj ve dezavantajları

hakkında bilgi ve geliştirilmesi adına öneriler sunulması açısından önemlidir.

Çalışmanın evrenini Bilim, Sanayi ve Teknoloji Bakanlığı’nda merkez ve

taşrada çalışan personel oluşturmaktadır. Araştırmanın örneklemini 880

çalışan oluşturmaktadır. Veri toplama aracı olarak anket formu kullanılmıştır.

Anket formu toplamda 53 sorudan oluşmaktadır. 10 adet kişisel bilgilere ilişkin

soru, 42 adet EBYS ve verimliliğe ilişkin soru ve 1 adet açık uçlu soru yer

almaktadır. EBYS uygulamalarına ilişkin 42 adet soru 5’li likert formunda

ölçektir. Ölçeğin geçerlilik ve güvenilirlik çalışması pilot çalışma ile

sağlanmıştır. Araştırma sonucunda EBYS uygulamalarına yönelik yönetsel

kontrol, etkinlik ve verimlilik algılarının yüksek olmasının, çalışanların iş

memnuniyetini arttırdığı ve buna bağlı olarak kurumun verimliliğinin arttığı

tespit edilmiştir.

Anahtar Kelimeler: Belge Yönetimi, EBYS, İş Memnuniyeti, Verimlilik, Kamu

Kurumları.

ABSTRACT

CREATION OF ELECTRONIC DOCUMENT MANAGEMENT

SYSTEMS: A RESEARCH ON PRODUCTIVITY IN PUBLIC

INSTITUTIONS

The aim of this study is to determine how effective the electronic document

management system is in terms of managerial control, efficiency, job

satisfaction, efficiency and safety. This research is important in terms of

presenting suggestions for the knowledge and development of advantages

and disadvantages of using EDMS in public institutions in Turkey in

determining the effectiveness of electronic document management system

used by the ministry in managerial control, productivity, job satisfaction,

effectiveness and safety. The universe of the work is the staff working in the

central and provincial offices of the Ministry of Science, Industry and

Technology. The sample of the study is composed of 880 employees. Survey

form was used as data collection tool. The questionnaire consists of 53

questions in total. 10 personal information questions, 42 EDMS and

productivity questions, and 1 open ended question. 42 questions about EDMS

applications are measured in 5-point Likert form. The validity and reliability

study of the scale was provided by pilot study. As a result of the research, it

has been determined that managerial control, efficiency and productivity

perceptions for EDMS applications increase, employees' job satisfaction

increases and accordingly the efficiency of the institution increases.

Key Words: Document Management, EDMS, Job Satisfaction, Productivity,

Public Institutions.

vi 
 
TABLE OF CONTENTS 
ACCEPTANCE AND APPROVAL ................................................................ 3 
ACKNOWLEDGEMENT ............................................................................... iii 
LIST OF TABLES ......................................................................................... ix 
LIST OF FIGURES ....................................................................................... xi 
ABBREVIATIONS ....................................................................................... xii 
INTRODUCTION ........................................................................................... 1 
Subject of the Thesis ............................................................................... 1 
Significance of the Thesis ....................................................................... 3 
Purpose of the Thesis .............................................................................. 4 
Order of the Thesis .................................................................................. 4 
1. CHAPTER.................................................................................................. 6 
INFORMATION AND DOCUMENT MANAGEMENT SYSTEMS .................. 6 
1.1. About Information ............................................................................. 6 
1.1.1. Definition of Information ............................................................ 6 
1.1.1.1. Data Concept ........................................................................ 7 
1.1.1.2. Information Concept ............................................................ 8 
1.1.1.3. Knowledge Concept ............................................................. 9 
1.1.2. Types of Information ................................................................ 13 
1.1.3. Information Society .................................................................. 27 
1.2. Information Management Systems ................................................ 32 
1.2.1. Data Management ..................................................................... 32 
1.2.2. Data Systems ............................................................................ 36 
1.2.3. Definition and Characteristics of Data Technologies ............ 39 
1.2.3.1 Fundamental Tools in Data Technologies ........................ 40 
1.2.3.2. Main Components of Data Technologies ......................... 42 
1.2.3.3. Data Systems in Data Technologies ................................. 43 
1.3. Enterprise Resource Planning ....................................................... 45 
1.3.1. Definition of Enterprise Resource Planning ........................... 46 

vii 
 
3.2. Fundamental Qualities of Enterprise Resource Planning ..... 48 
3.3. Critical Drivers of Success in Enterprise Resource Planning
 .................................................................................................... 50 
4. Document Management Systems .................................................. 51 
4.1. Document Management ........................................................... 52 
4.2. Main Components of Document Management System ......... 53 
4.3. Advantages of Electronic Document Management ................ 54 
4.4. Electronic Document Management Systems ......................... 55 
4.5. Classification of Electronic Documents ................................. 58 
4.6. Information Security Management Systems .......................... 60 
4.7. Qualifications that Electronic Document Management Systems 
Must Meet .................................................................................. 65 
5. EDMS and Legal Grounds of EDMS in Turkey .............................. 66 
5.1. Right to Information Act ........................................................... 67 
5.2.  Regulation  on Procedures and  Principles  to  be  Applied for 
Official Correspondence .......................................................... 68 
5.3. Electronic Signatures and Electronic Signature Law, no 5070
 .................................................................................................... 69 
5.4. Regulation on Procedures and Principles to be Observed in 
Provision of Public Services .................................................... 71 
5.5. Electronic Standards ................................................................ 72 
5.6.  Principles  of  Interoperability  in  Government  Information 
Systems ..................................................................................... 75 
5.7. State Organization Central Registration System – SOCRS ... 77 
5.8. Registered Electronic Mail (REM) ............................................ 78 
5.9. Electronic Correspondence Platform ...................................... 79 
6.  Productivity  Concept  and  Impact  of  EDMS  on  Productivity  in 
Public Institutions .................................................................................. 80 
6.1. Definition of Productivity ......................................................... 80 
6.2. Importance of Productivity ...................................................... 80 
6.3 EDMS Domains .......................................................................... 81 
6.4. Advantages of Electronic Document Management System .. 83 
6.5. EDMS Applications Across the World .................................... 84 
6.6. EDMS Applications in Turkey .................................................. 86 
6.7. Positive and Negative Impacts on Employees ....................... 88 
6.8. Positive and Negative Impacts on the Institution .................. 88 

viii 
 
1.6.9. EDMS and Productivity in Public Institutions ........................ 90 
1.6.1. EDMS Preparations in the Ministry of Science, Industry and 
Technology ................................................................................ 90 
2. CHAPTER................................................................................................ 93 
METHODS ................................................................................................... 93 
2.1. Research Model ............................................................................... 93 
2.2. Research Design and Hypotheses ................................................. 93 
2.3. Studies Conducted on the Problem ............................................... 99 
2.4. Universe and Sampling ................................................................. 103 
2.5. Data Collection Tool ...................................................................... 104 
2.6. Pilot Study Findings ...................................................................... 104 
2.7. Data Analysis ................................................................................. 110 
3.  CHAPTER ............................................................................................. 112 
FINDINGS .................................................................................................. 112 
3.1. Results on the Demographic Variables ....................................... 112 
3.2. Results to EDMS Applications ..................................................... 113 
3.3. Findings on Perception of EDMS ................................................. 115 
3.4. Perception of EDMS by Demographic Aspects .......................... 122 
3.5. Analysis of the Relation among Sub-dimensions of EDMS ....... 129 
3.6. Opinions on EDMS Applications .................................................. 130 
CONCLUSION ........................................................................................... 134 
ANNEXES.................................................................................................. 154 
RESUME ................................................................................................... 160 
ETHICS COMMITEE APPROVAL ............................................................. 162 
 

ix 
 
LIST OF TABLES 
Table 1: Differences Among Knowledge, Information and Data. ........... 12 
Table 2: Economic, Social, Technological and Political Comparison of 
Industrial Society and Information Society. ................................ 31 
Table 3: Components Making Up the Hardware. ..................................... 41 
Table 4: The Research Questions, Hypotheses and Academic Ground.
 ........................................................................................................ 99 
Table 5: Studies Conducted on the Problem ......................................... 103 
Table 6: Results of Factor Analysis. ...................................................... 108 
Table 7: Results of Item Analysis. .......................................................... 109 
Table 8: Cronbach’s Alpha Coefficient. ................................................. 110 
Table 9: Demographic Variables. ............................................................ 113 
Table 10: Most Important Expectations from the EDMS Applications in 
the Organisation. ......................................................................... 113 
Table 11: Services Provided Electronically in the Organisation. ......... 114 
Table 12: Obstacles to EDMS Applications. .......................................... 115 
Table 13: Findings elated to Management Control in EDMS 
Applications. ................................................................................ 116 
Table 14: Findings Related to Effectiveness of Productivity in EDMS 
Applications. ................................................................................ 118 
Table 15: Findings Related to the Effect of EDMS Applications on Job 
Satisfaction. ................................................................................. 119 
Table 16: Findings Related to Effectiveness of EDMS Implementations.
 ...................................................................................................... 120 
Table 17: Findings on Security Perception in EDMS Applications. ..... 121 
Table 18: Results of the Kolmogorov–Smirnov Test. ........................... 122 
Table 19: Mann–Whitney U Test for the Perception of EDMS Based on 
Gender. ......................................................................................... 124 
Table 20: Kruskal–Wallis H Test for the Perception of EDMS Based on 
Age. .............................................................................................. 125 
Table 21: Kruskal–Wallis H Test for the Perception of EDMS Based on 
Educational Background. ........................................................... 126 
Table 22: Kruskal–Wallis H Test for the Perception of EDMS Based on 
The Department of Graduation................................................... 127 

x 
 
Table 23: Kruskal–Wallis H Test for the Perception of EDMS Based on 
the Number of Years Worked in Organisation. ......................... 129 
Table 24: Analysis of Relationship Between EDMS Sub-dimensions 
Spearman Test. ........................................................................... 130 
Table 25: Control of Hypothesis. ............................................................ 135 
 
 

xi 
 
LIST OF FIGURES 
Figure 1: Knowledge Hierarchy. ............................................................... 12 
Figure 2: Enterprise Information Systems. .............................................. 15 
Figure 3: Functioning in Data Processing Systems. .............................. 16 
Figure 4: Functioning of Office Automation Systems. ........................... 16 
Figure 5: General Structure of Specialist System. .................................. 18 
Figure 6: Functioning of Decision Support System. ............................... 20 
Figure 7: Functioning of Management Information System. .................. 22 
Figure 8: Senior Management Support Systems. ................................... 23 
Figure 9: Document Management System. .............................................. 55 
Figure 10: Terms Involved in the Definition of Information Security. ... 62 
Figure 11: PDCA cycle in ISMC. ................................................................ 65 
Figure 12: EDMS Domains in Public Institutions. ................................... 82 
Figure 13: Research Model. ...................................................................... 96 
 
 
 

xii

ABBREVIATIONS

EU European Union

USA United States of America

Inc. Incorporated Company

R&D Research Development

ISMS Information Security Management System

ICD Information Community Department

BS British Standards

CD Compact Disc

CPU Central Processing Unit

SOCRS State Organization Central Registration System

SPO State Planning Organization

DVD Digital Versatile Disc

EDMS Electronics Document Management System

ERP Enterprise Resource Planning

ISO International Organization for Standardization

IT Information Technology

REM Registered Electronic Mail

PSC Public Certification Centre

MERNİS Central Population System Project

B.C. Before Christ

MSIT Ministry of Science, Industry and Technology

PACTM Plan-Apply-Control-Take Measure

UDP User Datagram Protocol-

T.R. Republic of Turkey

TCP Transmission Control Protocol

xiii

TUANA Turkey's National Information Infrastructure Master Plan

TUBITAK Scientific and Technological Research Council of Turkey

TS Turkish Standard

TOA Tax Office Automation

TOFAP Tax Office Full Automation Project

INTRODUCTION

Subject of the Thesis

Today, knowledge is the most important asset that the institutions should have

in their possession in order to catch up with the competition environment and

sustain their existence. Active efforts of all the institutions and corporations for

the growing of nations is necessary, as well as the capability to compete with

the global markets. This is applicable also for the public institutions. The

effectiveness and productivity of public institutions increases the service

provided to the society, while at the same time leads to a more effective state

and ensures competitive advantage over the other countries (Bircan, 2002).

In today's world, information is the most important capital in all institutions and

organisations. Accordingly, it is important for organisations to access

information as soon as possible to facilitate better decision making.

Organisations should provide information and documents in the most effective

way (Odabaş, 2009). In institutions and organisations, information and

document resources are used widely as tools for decision support, business

process management, structured communication, auditing and verification.

Many institutions have recognized the importance of Electronic Document

Management System, which is one of the integrated software of Corporate

Source Planning and therefore has campaigned for creating EDMS together

with a robust information infrastructure. The effective management of these

resources also plays a key role in improving corporate success. Public

institutions and organisations must produce and accept documents, then store

and reuse these documents that are evidence of their actions to carry out

activities, perform management actions and fulfil their legal obligations

(Gülenç, 2011). Electronic information and document management systems

provide institutions and organisations with the opportunity to use their stored

information and documents in an effective and efficient way. In this context,

institutions have rapidly configured these systems within their structures. As

mentioned in a past study, information and document management systems

can be influential in the success of business processes and can be used as

tools and methods in managing people, capital, natural resources, services

and products (Külcü, 2012). Moreover, the use of electronic information and

document management systems, which manage documents comprising

organisational information sources, ensures the continuity of transactions in

state of emergency or disasters and strengthens the institutional structure

(Yeşil, 2006). Attempts to establish and develop electronic document

management systems (EDMS) have increased since the use of information

technologies (IT) and the spread of e-state applications country-wide in public

institutions and regulations (e.g. electronic signature law and related

regulations), ensuring the validity of the documents created, kept, stored and

transmitted in information systems (Yıldız, 2010). Today's Information Age has

necessitated the management of these documents in an electronic

environment. Therefore, necessary regulations have been implemented with

regards the use of EDMS in public institutions and organisations. After that,

public institutions have begun to quickly integrate these systems into their

organisations (Özdemirci, 2007). Within the framework of the 2015–2018

Information Society Strategy and Action Plan published by the Turkish Ministry

of Development, the importance of electronic information management

systems in terms of development and employment has also been emphasised.

It has been claimed that information society strategies have become

necessary tools in ensuring the development and sustainable employment in

the country. The information sector is expected to promote an increase in

employment and economic growth within the scope of information society

strategies by ensuring a strong and competitive structure. In turn, such a move

increases the influence of EDMS on other sectors and creates an ecosystem

that is suitable for the development of Internet-related initiatives. The

importance of electronic information management systems can obviously be

seen in the context of user-centred design and efficiency in the fields of IT,

technology infrastructure, information and communication technology support

solutions, information security, user security and public services (Ministry Of

Development Of The Republic Of Turkey, 2014).

Many public institutions in Turkey have started to use the EDMS or have been

experiencing the transition process. The vision of the Republic of Turkey's

Ministry of Science, Industry and Technology (MSIT) is stated as follows:

“Our vision is to be a leader and make Turkey one of the world’s ten most

developed countries with its knowledge-based and competitive economic

structure, which is based on entrepreneurship, innovation, scientific

development and high-value-added technology production”.

In accordance with the vision mentioned above, it will be important for the MSIT

to lead in promoting effective EDMS and determining the requirements of the

system to be used in its own institution. After that, the MSIT should promote

this to all public and private institutions and organisations. As stated by Turkish

Ministry of Development in the 2015–2018 Information Society Strategy and

Action Plan, promoting the use of EDMS, in both public and private institutions

and organisations, is a necessary component in carrying out the country's

information society strategy. In this regard, the MSIT undertakes an important

vision in the promotion of these technologies. As the MSIT is obliged to act

differently from other ministries, it is considered as a subject in the present

research. The basic vision of the Mist, on behalf of Turkey being one of the

world's 10 developed countries, is to support entrepreneurship, innovation,

and scientific development and to the economy based on high value-added

manufacturing technology In this context, it has adopted to carry out studies to

guide enterprises and institutions both in public and private sectors in terms of

technology, innovation, entrepreneurship and competition.

Significance of the Thesis

If EDMS are used in all public institutions, such institutions can take advantage

of its many great benefits. In addition to the cost, labour force, time and space

advantages, those systems also offer benefits related to security and

archiving. Considering the benefits for civil service, it can be claimed that

working hours can be changed for the better. Operations can be performed

during the evenings, lunch breaks or in weekend shifts, as needed. If the

process of distributing the documents and records is managed by mailing them

out, another type of cost can be reduced. More importantly, the

correspondences can be exchanged directly. Reduced workload offers the

advantage of efficiency in resource utilisation. Unlike the previous filing

systems, it is now possible to access the files or information more quickly. All

of these factors will significantly increase productivity and will continue to

increase.

The thesis is significant in that it determines the level of the effectiveness of

electronic document management system used by the Ministry in ensuring

administrative control, productivity, job satisfaction, effectiveness and security

and provides knowledge about the advantages and disadvantages of EDMS

usage in Turkey by public institutions and offers proposals for development in

this field.

Purpose of the Thesis

The purpose of this study is to identify to which extent the electronic document

management system is effective in ensuring administrative control,

productivity, job satisfaction, effectiveness and security.

In addition, the research was designed to “present a good practice example”

for other organisations in Turkey that plan to use EDMS in the future.

Order of the Thesis

The thesis consists of three chapters. The first chapter includes knowledge

about the information management and electronic document management

systems. The general concept in the field such as concept of knowledge and

knowledge community have been covered to make introduction to the

knowledge management systems. A literature review has been provided on

information systems, information technologies, fundamental tools of

information technologies, main components of IT and corporate resource

planning and proceeded with information management systems. Information

has been provided about the main components, benefits of document

management systems, archiving methods, classification and recognition

systems and information security. Within EDMS and the legal grounds of

EDMS in Turkey; information has been provided about electronic signature,

electronic standards, State Organization Central Registration System

(SOCRS), Registered E-Mail (REM) and electronic correspondence program.

The final chapter of the literature review dwells on the impact of EDMS on

productivity. The EDMS applications in Turkey and across the world has been

covered and EDMS and productivity in terms of employees, corporations and

public institutions have been examined. The second chapter of the study

provides information about the method. It includes model of the study,

research questions and hypotheses, universe and sample, data collection tool

and pilot study findings. In the last chapter the findings obtained and the

proposals regarding the study have been specified.

1. CHAPTER

INFORMATION AND DOCUMENT MANAGEMENT SYSTEMS

1.1. About Information

After the concept of information and the relevant concepts are explained within

the chapter on information management systems, the information types,

information society, information management, information systems,

information technologies and the specifications of such technologies as well

as the corporate source planning shall be covered.

1.1.1. Definition of Information

Since there are as much as four different English counterparts for Turkish word

“knowledge” it is necessitated that we choose these notions diligently and use

them with more care. For these four different English words, “data-information-

knowledge-wisdom”, Turkish words, “veri-enformasyon/haber-bilgi-bilgelik-

kehanet”, could be applied as their counterparts, in accordance. In short, it is

known that these notions for Turkish word “knowledge” are not the same and

depend on circumstances, time and people (Medeni and Aktaş, 2010).

It will be beneficial to understand the meaning of concepts similar to the

information concept to comprehend information from a conceptual perspective.

Specification of the differing aspects of concepts similar to the concept of

information is crucial for constructing a definition of information.

Information first of all is produced personally and reaches to the organizational

level. Information is described as the most fundamental input of all kinds of

organizational activity. Information consists of the total of dynamics which

render possible the realization of any kinds of organizational activity and

occurring both inside the organization and around the organization (Sağsan,

2007).

1.1.1.1. Data Concept

The concepts of data, knowledge and information are usually confused with

each other. The concept of data refers to the "raw facts" in its basic sense

(Drucker, 1994). The concept of data is also referred as the source where the

information obtained as a result of the examinations made on the factuality

(Gökçen, 2002). In this respect, so that the data can have a meaning for the

users, they have to pass through a certain process and the data must be taken

under evaluation.

Today, the fact that information society has gained importance carries the

concepts of information and informatics to different dimensions. In this regard,

making proper discrimination of the concepts of data, knowledge and

information come across as a necessity in the globalizing world. Today,

information placed in the root of every component inevitably exists also in the

electronic environment. Therefore, it will be crucial to understand the

difference among the concepts of data, information and knowledge and rest

the infrastructure on such understanding.

Explanation of knowledge and data differences has great importance for two

aspects. One of them is that the administrative layer desires to know the data-

based requirements and the information-based requirements during the

establishment of information systems. The second is that provision of

information is ensured for the managers who feel more need for information

than data. In this regard for the companies, data refers to the records which

are preserved at certain forms related to the activities carried out (Özden,

2015). Our age is the age of Technology. This situation ensures that data is

now stored in computer systems. Existing of data in the computers highlights

the concept of speed and its quick storing and quick recall components gain

importance. Therefore, new fields of expertise related to data emerge. All

these circumstances lead the companies to do more investment on data

systems.

It is possible to produce information from data. For that reason, the institutions

conduct some researches to obtain data and access to information from such

data. Interpretation of data indeed is a kind of information provision. Therefore,

the enterprises and institutions organize polls and studies to reach certain

statistics and try to access some data. The obtained data are converted into

the form of information through certain statistical or different methods.

Based on what has been explained so far, we can say that data serve as a

source in the formation of information. Provision of information from data in

structural aspect is possible also through the evaluation of data.

1.1.1.2. Information Concept

Another concept confused with the concept of knowledge is information. It is

the equivalent of the word "Information" in English, settling to Turkish as

"Enformasyon". Information is generally referred as message which can be

heard, seen or found in written form. There are two directions of the message

given under the scope of information. While one of them is the party sending

the message, the other is the party receiving the message. The sender of the

message aims to create awareness in the attitudes, behaviours, decisions or

ideas of the receiving party. Such case causes information to be a flow of

message which structures, shapes and changes the knowledge (Seçgin,

2010).

Information refers to the orderly data which is in available form. Therefore, they

are found as processed data with a value, which the enterprises can use in

making their decisions. For instance, the figures and letters on a telephone

feature as data alone. However, when such figures or letters are sequences in

a certain order, they become a telephone number or a name, thereby creating

information. In this respect, it is possible to state that information causes

certain change (Türk, 2003). Data creates information and information creates

knowledge.

The capability to process and differentiate the data and information expands

their areas of usage, it also facilitates the increase of current knowledge

accumulation. In this sense, science and technology develops and new areas

emerge every passing day. The number of usable and available components

increase day by day with the proliferation of information. Information is

significant to generating new knowledge from data and information. At the core

of the current advancement lies the ability to generate new knowledge from

the information. Structurally, information comes into being as a quality which

enables putting one brick over another.

1.1.1.3. Knowledge Concept

Knowledge originated with the first existence of the human being. The

importance of knowledge has exponentially increased within the period so far.

In the historical process, the concept of knowledge was first evaluated in 7th

Century B.C. In this process, since the Greek Civilization began to do

philosophy, the concept of knowledge started to be focused on. The word

Information was derived from the word "Information" in Latin and its meaning

is giving from. In English, the word information was derived from the word

"Information". This word in English means information and knowledge (Turaç,

2011).

For a human being to survive in nature, he or she must do certain actions and

must have some knowledge to be able to do such actions. In the old periods,

knowledge would be obtained from the 3rd persons, and in some situations

from direct experiences. However, the information obtained through

experience were transferred to the new generations by the people of that

period and thus, information was gradually proliferated. This reveals that

knowledge is a transferable phenomenon. New requirements emerged along

with the development enabled by knowledge, and it has become necessary to

reveal new information. In this respect, knowledge has functioned as a

resource for generation of new knowledge.

Knowledge is a structure emerging as a result of examination of experiences

from a structural view and of information, values and expertise opinions

focusing on a target in combination with the new data, information and

experiences. The experts create knowledge in their consciousness and put the

created knowledge into implementation. Furthermore, knowledge in

companies are revealed not in the stores and documents, but mostly in

processes, routine works, norms and practices (Davenport and Prusak, 2001).

Usage of certain types of knowledge by individuals on a continuous basis

reveals the expertise. In addition, the people who have specialization in their

own fields can use their experiences to produce new knowledge in the light of

their current knowledge. Within this scope, it becomes possible to create the

processes and functioning. Therefore, knowledge has reached a position

where it manifests itself in the actions and activities.

The data are found in the records and transactions; while information in the

messages. On the other hand, knowledge is obtained from the individuals or

the group of knowers or in some situations from the usual activities of the

institution. It is transferred through the printed and electronic sources of

information such as the books and documents, through conversations and

individual communication ways stretching out to master-apprentice relations

(Davenport and Prusak, 2001).

Knowledge is a concept which might bear both concrete and abstract features

in terms of structure. In addition, it is possible to ascribe some functions to the

knowledge. Knowledge has existed since the moment when the humanity

came into being and it found place in much more spheres every passing day.

This has gradually enhanced the importance of knowledge within the historical

process. In the past owning an army, nobility, possessing land and economic

power would be regarded as components of power, while today having

knowledge is considered as an element of power. Today, those who use

knowledge for the purpose of specific strategies and then produce certain

technologies out of it can achieve competitive advantage over the other

companies (Özdemirci, 2012).

That the concepts of information, data and knowledge interact with each other

causes these concepts to be confused with each other. To prevent the

confusion, the difference among these concepts have been indicated in Table

Data

Information

Knowledge

They are the uninterpreted

symbols.

They are processed data.

They are usable information.

They are fundamental

observations and indicate

the current case.

They transmit very simple

facts.

They allow us to establish

cause and effect relation and

make predictions.

They can be encoded or

structured.

They are simple, clear and

structured.

They are semi-structured and

complex.

They can be explained in

qualitative, quantitative and

written form.

They can be easily explained

in written form.

They are difficult to be

explained in sentences.

They are the records kept in

certain forms in relation to

the transactions conducted.

They are obtained as a result

of certain calculations.

Whether they are true or not

can be identified by

combining and calculating the

data.

They are obtained from

experiences, communication,

solution finding attempts and

comparison skills.

The data has no specific

owner.

The information has no

specific owner.

Knowledge has an owner. It is

based on ownership.

It is stored in different

technological systems.

It is evaluated in information

systems.

It needs topics which do not

have any form.

They cannot be a solution

alone to any problem.

They serve as resource in

conferring meaning regarding

a general situation.

They serve as the

fundamental resource in

making plan, making

estimation and taking

decision.

They are formed in the

documents and books as a

result of the research.

They are obtained from the

evaluation of data. They are

They are formed and shared

with collective consciousness

formed in the documents and

books.

and developped through

experience.

They can be processed and

decomposed.

They can be inserted one

another and used again.

Generally, it emerges in the

consciousness of people

through experience.

Table 1: Differences Among Knowledge, Information and Data.

(Tiwana, 2001)

As it is seen in table 1, although the concepts of data, information and

knowledge differ from each other in many aspects, it is not possible to separate

them. In terms of their functioning, they exist together and act in line with each

other.

Figure 1: Knowledge Hierarchy.

(Jay Leibowitz, The Knowledge Management Handbook, CRC Press LLC, 1999)

WISDOM

Using the

knowledge in

action

KNOWLEDGE

Values and experiences

affiliated with a

message

INFORMATION

Messages trying to change the

perception

DATA

Detached and objective phenomena about an

action

Conceptualization

Classification

Calculation

Correction

Intensification

Comparison

Conclusion

Association

Discussion

Focus on action

Measuring productivity

Making decisions

wisely

1.1.2. Types of Information

The fact that the information has different types makes it difficult to divide

information into types. That the information systems are at the forefront in

relation to the subject makes it necessary to investigate all information

systems. Along with the changes in technology, economy, communication and

social life, different desires emerged and this started to manifest itself also in

information needs. The differentiation of information needs gave rise to the

necessity to provide diversity in information systems. Existence of special

needs in operational, strategic and tactical level caused the designing of

special information systems. The companies began to benefit from information

systems to increase the quality of service or product, reduce the costs and

implementation periods and to take right decisions. The types of information

systems are divided into categories depending on their liability level and

implementation areas. The companies do not have any obligation to categorize

the information systems they use. The reason is that the main purpose of the

information systems is to meet the needs. However, division of information

system types into categories is very significant for understanding their

interaction (Aktan et al., 2005).

There is need for some information-based systems for the enterprises and

institutions to fulfil their liabilities, conduct their activities and most importantly

to maintain their existence. For an enterprise to be able to produce service or

product, it should depend on certain systems. It is possible to categorize the

types of liability-based information systems as follows (Karakuş, 2015):

a) Transaction based systems: They provide support related to the

transactions and activities to the managers dealing with material

purchase, sales and wages. The main goal of such information systems

is to provide support to the solution of some problems encountered daily

in the institution. Such information systems usually address to the man

activities.

b) Information Based Systems: They provide information and data to the

company personnel. Their aim is to determine the activities to be carried

out in the institution and ensure that they are carried out in a coordinated

way, provide new information flow to the company and assist the

institution in monitoring such flow.

c) Strategy Based Systems: They are the systems which provide

information to the management about the strategic matters on the inside

and outside of the enterprise and long-term applications. Such system

addresses to the matters such as labour force change considered by

the management, using new technology and product development.

d) Management Based Systems: They are the systems used to support

the middle level managers as regards with the administrative activities.

They use information on matters such as cash flows, production

resources, annual financial statements and short-term plans.

The institutions and enterprises require certain systems for being able to do

their daily routines and realize daily service or good production. These

requirements are met by transaction-based systems. And information-based

systems are required to act in line with the general activities and goals. For the

company to advance and develop itself, it has to carry out certain works under

specific structure. This can be enabled by strategy-based systems. For this

purpose, it is possible to benefit from management-based systems for

managers to take decisions.

There are also computer bases system types at the enterprises, other than the

liability-based information system types. This system type is divided into six

branches as data processing systems, office automation systems, specialist

systems, decision support systems, management information systems and

senior management support systems. The enterprise information systems

have been indicated in Figure 1.

Figure 2: Enterprise Information Systems.

(Hoşcan et al., 2008)

The data processing systems under the computer-based information systems

focus on the execution of activities and recording of activities. Beside a solid

programming system, it produces information according to the requirements of

enterprise staff and presents such information subject to the enterprise

functions. Such structure cannot generate results related to decision making.

The main reason is that it runs as focused only on converting the data to

information. Such system requires the employees to enter data (Bensghir,

1996). Data processing processes mainly consist of three phases. These

phases are as follows (Lucey, 1987):

 Processing of daily transactions: It refers to the recording of

transactions such as payments, purchases, sales, orders and invoices.

 Report processing: It refers to the preparation of reports covering the

lending, purchasing and staff activities and prepared according a

specific system.

 Enquity processing: It refers to the processing of results such as

browsing and stock inspection.

Senior Management Support

Systems

Management Information

Systems

Decision Support Systems

Specialist Systems

Office Automation Systems

Data Processing Systems

Productio

Marketing

Finance

Accountin

Personne

Figure 3: Functioning in Data Processing Systems.

(Kul, 2009)

Another system taking place under the computer-based information systems

is office automation system. They are information systems used for the

purpose of enhancing the productivity of office workers. In office automation

systems, computers and electronic devices are heavily used. They ensure

acceleration of information and data transmission at the enterprises and

facilitates communication. Thus, the productivity of institutions increases (Kul,

2009). Figure 3 indicates the functioning of office automation system.

Figure 4: Functioning of Office Automation Systems.

(Kul, 2009)

Office automation systems are the systems which are installed for purposes of

information transfer at the institutions. In this respect, all the devices used at

INPUT

Data or Work

Productivity

* Source Documents,

* Manual data entry,

* Semi-automatic data

entry,

* Full-automatic data entry,

PROCESS

Data Processing System

Programs

*Examples, Summaries,

Sequencing, updating and

consolidation

OUTPUT

Data Processing

Systems Data

* Summary reports and

counts

* Inputs to other infmation

systems,

* Feedback to the

customers or system

operator.

INPUT

* Document

* Time Schedule

* Data

PROCESS

Office Automation

System Programs

*Examples, storing,

consolidation, calculation,

transfer

Office Automation

System Database

OUTPUT

* Message

* Report

* Time Schedule

the institutions such as telephone, fax, modem, photocopy machine and

computers can be considered within such system. Today, in parallel with the

development of computer technology, that these devices can interact with

each other have provided a great many advantages to the corporate staff

(Karakuş, 2015). To be able to develop office automation systems, the sub-

systems under such system must be designed appropriately. Such systems

are document access systems, database management system, graphic

system and text editing system (Öğüt, 2012).

Certain degree of information infrastructure is necessary for the use of office

tools and equipment. Especially with the disseminating advanced technologies

of today, the content of devices become more and more complex. Such case

requires also more advancing of information infrastructure related to the

devices. In this respect, office automation systems are important in terms of

ensuring that the devices and tools in the enterprises can be used and the

problems encountered by the employees regarding such tools can be

eliminated.

Another system under the computer-based information system types are the

specialist systems. They the systems providing information according to the

specialty areas of employees. The specialist systems are developped by use

of information technologies by persons with certain specialty and used again

by specialist persons. They are produced in the format of computer software

(Öğüt, 2012). The specialist systems which assume supportive role in solving

the problems can diagnose the problem and are based on the techniques of

logic benefitted for producing solution (Bayraktaroğlu, 2002). Figure 4

demonstrates the general structure of specialist systems.

Figure 5: General Structure of Specialist System.

(Aktan et al., 2005)

The specialist systems can be a guideway for the enterprises and enterprise

managers. Furthermore, with the specialist systems which enable mutual

interaction, it is possible to perform criminology studies, determine the

employee wages, conduct medical researches, banking transactions and

studies in areas such as meteorology. Other than these areas, the services

such as scanning, cataloguing and reference can be carried out in the

information sciences and librarianship areas (Aktan et al., 2005).

That the specialist systems allow for working in coordination accelerated the

development with the help of the various areas. Today, along with the

increasing usage of the same information in different areas, it has been

possible to achieve results including different components from the same

information in information technologies. Other than the development of

information in fundamental usage areas via the specialist systems, it is

possible to use information in combination with the secondary areas. Thus,

multiple usage of information and information technologies have become

easier thanks to the usage of specialist systems.

The decision support systems are another branch under the computer-based

information systems. Such systems are the structures which serve as

Specialist

knowledge, skill

and thinking

Software

Enquiry

Database

Rules

Models

Methods

Formulation

Output and

Deduction

User

Problem

Problem Solution

and Decision

guideway under the decision-making processes (Öğüt, 2012). They are

information systems designed to help the managers in their decision-making

process for the incidents occurring out of the ordinary functioning. Decision

support systems do not include artificial intelligence. Such systems facilitate

only decision making (Kul, 2009). Therefore, the decision support systems

help the employees to use their own skill, in case that they do not know how

to execute an activity.

The enterprises' taking certain decisions and creating certain policies is

significant so that they can regulate their activities and maintain their

existence. Although the decision support systems do not take such decisions

and create such policies by themselves, they facilitate the decisions of

managers with the options they present. Considering that the existence of

enterprises is dependent on making decisions and putting such decisions into

implementation, it will be understood how important these systems are.

Decision support systems assume supportive role before the middle or senior

managements take any decision regarding any situations they encounter at

that moment, or regarding the situations which have never been experienced

before (Hoşcan et al., 2008). Three types of decisions can be taken in the

enterprises with the help of decision support systems. These decision types

are as follows (Aktan et al., 2005):

 Structured decision: It refers to the type of decision which can be taken

according to the operating rules and the characteristics of the emerging

problem depending on the policies, plans and applications determined

by the enterprise. In this sense, they are decisions with identified

procedure to ensure decision processes complying a certain order. The

decisions structured in line with the experiences generally are used by

the lower stage managers.

 Semi-structured decision: It composes the decisions related to some

sections of the emerging problem. Such decision allows the managers

to do assessment regarding some aspects of the problem.

 Structured Decision: They encompass the decisions taken by the senior

managers of institutions. Such decisions are used for the purpose of

doing strategic planning. They are the decisions taken regarding the

issues which cannot be solved within certain method due to the existing

probabilities. Therefore, they are not suitable for planning and strategy

development. The institutions do not have the relevant experience or

knowledge regarding such decisions.

Four main pillars of decision support systems are as follows (Yozgat, 1998):

1) Decision support systems are used to provide support in making of

structured or semi-structured decisions.

2) Decision making other than for the automatized decisions helps with

solution of the problems.

3) They can quickly meet the changing requirements of decision makers.

4) It elevates the productivity and effectiveness of decision making.

Figure 6 indicates the functioning of decision support systems.

Figure 6: Functioning of Decision Support System.

(Kul, 2009)

Another system taking place under the computer-based information systems

is management information system. Such information systems convert into

information the data obtained from inside and outside the enterprise and help

the managers in making effective decisions on inspection, planning and similar

executive activities within the scope of their duty and present such information

INPUT

* Data

* Model

* Changing data through

data input

PROCESS

Decision Support

System Programs

* Examples, analogy,

optimization, forecast

Decision Support

System Data

Decision Support

System Model

OUTPUT

* Graphic report

* Text reports

* Feedback on System

Operating

to the managers. In this respect, manager information systems are the

systems that have been designed for the purpose of revealing information

together with the supplied internal and external news. Thus, the decision

makers can base their decisions by having certain information (Anameriç,

2003). Apart from this, the management information systems can also provide

information about the correct success level of the institution (Kul, 2009).

The institutions execute their operations through certain decisions and

planning performed under such decisions. The inspection process must be

maintained to determine whether the operating or functioning is proper. Such

cases are usually addressed under the roof of management. Therefore,

management systems are important to provide information which can be

processed and differentiated based on the internal and external data. Thus, it

is possible to create different information. As the information creating

capabilities of management systems increase, it will be easier for the institution

to make decisions regarding the management processes.

Management information systems can be implemented in all corporations,

whether profit or non-profit. The purpose of such systems is to provide the

information required by the management levels (Anameriç, 2003). They aim to

provide such information by creating some differences in business processes

of the enterprise leveraging the computer systems (Kul, 2009). Figure 6

indicates the functioning of management information system.

INPUT

* Data processing

* System data

* Other internal data

* Information Request

PROCESS

Management

Information System

Program

*Examples, summary,

consolidation

Management

Information System Data

OUTPUT

* Periodical reports

* Customized Reports

* Extraordinary reports

* Feedback on System

Operator

Figure 7: Functioning of Management Information System.

(Kul, 2009)

Management information systems continuously reveal the information which

are necessary for sustainability of the enterprise and deliver such information

to the relevant places. They are the systems which contribute to the solution

of emerging problems and at the same time help the managers in decision

making processes. Management information systems ensure formation of

enterprise integrity/unity and that each employee works in line with the

common goals (Öğüt, 2012).

Private enterprises use information management systems to increase their

profitability. However, today, public institutions also resort to the usage of

information management systems in order to enhance the public welfare. The

public institutions where the hierarchy is intense and therefore the corporate

functioning is slowly started to use information management systems to meet

as quickly as possible the requirements of citizens. In this respect, usage of

information management systems gives a more flexible structure to the public

institutions and enable quick solutions to the problem of citizens. Thus, it

becomes possible to enhance productivity in public institutions.

The final of computer-based information systems is the senior management

support systems. This system provides the important information needed by

senior managers in the desired form, at the desired time from inside or outside

the company. They are the systems designed for the purpose of shaping the

unstructured decisions of senior managers with the contributions of

communication and graphic technologies (Öğüt, 2012). The senior

management support systems were produced as a result of designing of

decision support systems as more dedicated to the managers. The senior

management support systems have been developped for the personnel who

determine the corporate goals, plans, mission and vision such as the members

of executive board and general manager or CEO.

It may not be very possible for the senior management staff to be

knowledgeable about the special circumstances at the enterprise. However, it

is critical that the senior management of the enterprise knows whether or not

the other staff is committed to the determined mission, vision and goals. Senior

management support systems provide information to the senior managers

regarding the overall functioning of the enterprise.

Figure 8: Senior Management Support Systems.

(Kul, 2009)

Senior management support systems assist senior managers in the following

matters (Aktan et al., 2005).

 Career planning,

 New product development,

 Labour force change,

 Marketing strategies,

 Technology change,

As it is obvious, senior management support systems provide information to

top managers in relation to many fields such as human resources, production,

marketing and R&D. Thus, it facilitates for the senior management staff to take

decisions that will ensure the implementation of the corporate goals,

objectives, mission and vision. However, one aspect that should not be

overlooked here is that the senior management support systems are not in a

decision-maker position. Top managers have to make some decisions by

INPUT

* Internal data

* Management Information

System (MIS), Data

Processing System (DPS)

and other databases

* External data

* Information Request

PROCESS

Senior Management

Information System

Software

* Summarized Graphical

Information Presentation

Senior Management

Information System Data

OUTPUT

* Summary Reports

* Tendency Analyses

* Simulation

* Feedback on System

Operator

interpreting the information they receive from these systems. Although these

systems related to information technologies provide great benefits, they are

not currently in a decision maker position.

In addition to responsibility-based and computer-based information systems,

institutions also benefit from some basic business information systems. In this

regard, basic business information systems can be expressed as follows

(Karakuş, 2015):

 Production information systems,

 Marketing information systems,

 Finance information systems,

 Accounting information systems,

 Personnel information systems,

Basic business information systems represent a structure constituted by

systems that provide structural and internal information to the managers and

stakeholders of institutions (Hoşcan et al., 2008).

Production information systems, which is one of the basic business information

systems, provides data related to planning, operation, supervision and

regulation in the production process. The production information systems

reveal some differences in terms of the input-output tools with the data they

offer as they use the information systems used to perform different functions

(Bengsghir, 1996). Provision of raw materials and production factors

constitutes a significant branch of production information systems. Apart from

this, production productivity, proper use of resources, elimination of problems

in production, determination of the appropriate labour force for production are

under the responsibility of production information systems.

Marketing information system, which is another basic business information

system, shows how the manufactured goods and services are transferred from

the manufacturers to the customer and also examines some issues after the

transfer. In this sense, it provides information about new product development,

market research, after-sales services, pricing, advertising and promotion,

customer satisfaction and sales analysis (Karakuş, 2015). Production or

service alone will not make any sense. Marketing activities are important in

terms of introducing them to the target audience and directing them to the

target audience. However, it is important that marketing be carried out within

the scope of certain strategies and plans. Marketing information systems, by

arranging these strategies and plans, not only ensure customer satisfaction,

but also increase the profitability of the business.

Finance information systems, on the other hand, appear as systems that

provide financial managers with information about the costs, resources, areas

where resources should be used, and the control of resources. It primarily

focuses on monetary resources and the provision of these resources. As a

result of the information provided within the scope of financial reporting,

financial planning and financial auditing, the company can take decisions on

growth, contraction and investment. This information is obtained through the

financial information system (Hoşcan et al., 2008). If businesses cannot

manage their financial matters well, it is not possible for them to make any

profit or to continue their existence. Financial information systems enable a

business to sustain its existence and also gain profit, by rendering the

management of costs and revenues possible. Furthermore, the fact that profit

is considered at secondary relevance in public institutions brings to the

forefront the issue on continuing to exist as an institution. In this regard,

financial information systems are extremely important in terms of covering the

costs in public institutions.

Accounting information systems are the systems that collect the data and

information necessary for the purpose of controlling and planning the activities

of the institution. Accounting information systems perform some processes to

reveal the information that the users need. These processes can be listed as

follows (Hoşcan et al., 2008):

1. To collect data related to the mentioned applications through the

applications which are structurally of financial nature and to record such

data to the accounting system

2. Processing of data,

3. Accumulating data for use over time,

4. Providing reports created in line with the needs of information users or

revealing the data collected in the accounting system,

5. Controlling the integrity of the processing to produce reliable information

within the system.

Accounting systems perform tasks such as indicating the current financial

structure of institutions and enterprises, supervising the financial structure

when necessary, providing information to partners, and informing individuals

who will invest in the institution. This situation requires existence of certain

standards and regulations in accounting. Apart from the legislative regulations,

the existence of some in-house accounting systems has importance in terms

of the facilitation of the accounting process. Facilitation of the performing of

actions addressed to within the scope of accounting principles is ensured

under the accounting information systems.

Personnel information systems provide information to the managers in relation

to the evaluation of employees with different characteristics. The matters such

as the evaluation of the working personnel, employment of personnel to be

recruited, performing job analyses, training of employees, planning of

employee payments, determination of salaries are conducted based on the

information provided by the personnel information system. In addition, the

information systems provide very much support to the inspection of employees

(Bensghir, 1996).

The fact that the corporations are established on human labour is an issue

requiring the corporations to invest in labour. Therefore, the corporations

should display activities which give value to the labour force and places the

institution to the hearth of the employee with affection, rather than regarding

labour force as a machine. The department of human resources is a unit taking

care of the employees and providing their positions in the working life. On the

other hand, personnel information systems assume duty in terms of evaluation

of the employees and presenting information related to such evaluation. Under

such systems, the wishes and expectations of the employees are learnt and

the corporate policies are determined accordingly.

1.1.3. Information Society

Since the time they existed, the human beings evaluated information in

different manners and attributed different meanings to it. In the early ages of

humanity, information was important in understanding which animals were

dangerous and which plants were detrimental to health. The humanity began

to benefit from information in making of tools and utensils as they have

developped with information. The process gradually evolved and the human

being used nature for its own benefit (İnce, 2001). We are witnessing the

development towards a “information society” not just on country level but on a

global scale. Thus, it is a necessitation to have a definition for “information

society” that almost everyone can agree upon. At this point, we come across

with three notions, particularly used by people in data and IT disciplines: data,

information and knowledge. As a matter of fact, it would not be wrong to say

that the notion for “knowledge” coming all the way through the inception of

recorded history, evolves towards these three to four different notions in

consequence of rapid progression and advancement of internet especially

since the nineteen-nineties (Medeni and Aktaş, 2010).

With the proliferation of computers, communication technologies and their

gainings, we can describe the information society as a society oriented

towards utilization of basic information and communication technologies, in

simplest terms. In another terms, it can be described as a society which people

can access to necessary information in essential time with necessary accuracy

through necessary convenience and cost, for their active decision-making

needs. In relation to such a definition, examples of structures that utilize

today’s most extensively used extension “e-” could be aligned, e.g., e-Trade,

e-Library, e-Education, e-Governance, and at this point e-Society, e-State,

maybe relating us the most. (Medeni and Aktaş, 2010).

In history, in years around 1600, along with the advances in direction and

mapping knowledge, people increasingly migrated to new regions and such

case have offered new opportunities to the states in line with the economic

targets. Especially, during this period, discovery of the Far East Indian Sea

Route and the American Continent revealed such advances clearly. In this

respect, as it can be understood, knowledge has taken place in different forms

in each period of humanity history. Today, knowledge has become so

important as it has never been within the historical process (Berberler, 2010).

Knowledge has functioned as a tool in meeting the accommodation, food and

drink and safety needs of the people within the historical process. After

information was used to meet such fundamental needs, new requirements

have emerged and new information was produced accordingly. This process

exponentially grew itself. This situation paves the way for the process of using

information in parallel with the needs of human beings.

Until it has attained the information age as today, the humanity passed through

different economic and social structures. Until the end of the primitive era, the

humanity tried to survive with simple tools and encountered a great many

challenging factors within this process. Among the main problems of the

people in the primitive age was accommodation and safety difficulties. With

the commencement of agricultural era, the people started to be addressed in

two categories as "civil" and "primitive". The segment which is referred to as

"civil" were those who have agricultural knowledge and thereby know how to

cultivate the soil, while the primitive segment was those who could not cultivate

the soil only because they did not know agriculture. Permanent settlement

began with agriculture. In addition, the humanity started to step towards civil

society in parallel with agriculture (Tutar, 2010). In this sense, discrepancies

have emerged in the manner by which the civil society and primitive society

processes information. During the primitive periods, having knowledge only on

matters such as hunting and sheltering was sufficient, whereas in civil

societies, along with the transition from nomadic life to settled life, advanced

in architecture, agriculture and animal husbandry. For this reason, the civil

society increasingly processed information over time. From this perspective,

the production speed of information grew day by day in parallel with the civil

society's progress.

The process of industrial revolution gained momentum with the development

of steam technology. Along with the industrial revolution, diversifications

emerged in the economic and social structure. Upon the proliferation of

produced goods, the manufacturers sought for selling them in other countries.

Furthermore, the democracy perception evolved within the process, whereby

people having differing frame of mind and mentality became influential in the

ruling of countries. Thus, the traditional social structure which existed in the

past began to be replaced by the new communal structure. As a consequence

of the Industrial Revolution brought about by the new communal structure,

such social structure was named as the industrial society (Yalçınkaya, 2014).

On the other side, the social structure following the agricultural and industrial

society has been the information society. One of the most substantial

qualifications of the information society is that the speed of change in

information society is much higher than the preceding community types (Türk,

2003).

One of the fields which has importance within the scope of knowledge

accumulation has been the technological development. In the advance of

technology, the scientifically produced information has been influential. In this

regard, the industrial revolution faces us as a process which accelerated the

scientific and technological advancement. Development of steam technology

within the scope of industrial revolution started to manifest itself initially in the

fields of production and transportation. The expansion coming into being in

production started to manifest itself with the designing of unprecedented

products. Besides, in parallel with the developments in transportation, the

communication services enhanced. Thus, as information started to be used

increasingly to lay the foundation of technology, it has been possible to invent

technologies in various areas. Every new information has given birth to new

information.

Along with the emergence of information society, different production forms,

different occupations, new social structure and class formation originated and

such formations have reshaped the economic system. In this regard, with the

emergence of the information society, the information society has come to the

forefront, the technological development has accelerated, information

technologies have accumulated and the concept of human capital have

become of increasingly more importance. Such developments have enabled

exponential growth of the advances in the industrial society (Berberler, 2010).

Existence of information society have carried the functioning of information to

an unmatched dimension. In this process, it has been possible to add almost

every second layers of information inside the existing information. On the other

hand, it has become easier for people to access information facilitated by the

development of computer and Internet technologies. However, what is

important here is being aware of how to use the real information, rather than

the ability to access information.

Table 2 presents the economic, social, technological and political comparison

of industrial society and information society.

Structure

Industrial Society

Information Society

Economic Structure

National Economics

Global Economics

Economy based on physical

capital

Economy based on human capital

and information capital

Industrial organizations

Organizations established based

on information

Symbolic superiority of paper

currency

Superiority of digital currency (or

cryptocurrency)

Social Structure

Nuclear family structure

Different forms of individual-

oriented family

Institutionalizations providing

assurance

Institutionalizations boosting

personal skills

Values such as social class,

compatibility and being

privileged

Values such as participation,

individuality and equality

Mass seasonal education

Individualized life-long learning

Technological

structure

Mechanical technological

revolution

Information technological

revolution

Machines replacing labour

force

Computers enhancing brain

capacity

Production system installed on

the assembly line

Production system based on

management and information

technologies

Communication structure

based on written and visual

means of broadcasting

Communication structure based

on digital technologies and the

Internet

Political structure

Polarization and National

conflict

International harmony with the

global political integration

Centralization

Reinforcement of local

administrations

Nation-state

Regional and global organizations

Administration for security

Citizen-focused administration

Table 2: Economic, Social, Technological and Political Comparison of Industrial Society and

Information Society.

(Gümüştekin, 2004)

Today, even though the overall characteristics of agricultural and industrial

societies have fell behind, some characteristics of them still survive.

Nevertheless, it is the information society which is overwhelmingly applicable

in today's conditions. In this sense, the fundamental input of production today

is not the physical capital, but the information capital. Apart from this, it is the

concept of "organized scientific information" which have enabled high growth

of production. In the information society, production and dissemination of

information gains momentum along with the developments in technology and

communication. The information society not only uses information for

production, but also it produces information. And this causes a continuous

development (Çukurçayır and Çelebi, 2009). Such functioning continuing

within the scope of information society paves the way for the emergence of

new industrial branches, new economic structures, new occupations, new

scientific fields and many other new branches. And these newly originating

branches continue to produce information at a fast pace within themselves.

These, in turn, prepares the ground for the formation of other new fields. So,

the accumulation of information extends almost forever.

1.2. Information Management Systems

The rapid increase of information and its practically uncontrollable expansion

requires certain functioning structures. Hence, it will be possible to proliferate

and control information within the framework of a certain system. In this

respect, this chapter will dwell on the information systems functioning in the

management of information.

1.2.1. Data Management

Data has evolved in quality and quantity, whereby influencing the data systems

enabling access to qualified and accurate information during our life-time. In

this regard, the data which was previously found in physical form now are being

preserved in large mechanical memories. One of the most significant

contributions of the technological developments is that they allow quicker

access to data. On the one hand data and on the other hand the information

technologies have had impact on the discipline of data and document

management, which organize data and enable access to data. The fact that

the enterprises desire to control their activities in digital environment have

smoothed the way of ERP– Enterprise Resource Planning systems. Recording

of all input and output transactions in the enterprises have given rise to the

utilization of ERP systems for creation of a certain standard and influenced the

Electronic Document Management Systems. Enterprise Resource Planning is

an integrated web of systems which collect under the same roof and ensure

management and control of all operation units such as human resources,

document management system, accounting-finance, stock management,

procurement and marketing, etc. Rapid development has enabled digitalization

across the globe, and consequentially further growth of work data and content.

Today, the enterprises produce large quantities of documents, contracts,

proposals, sales advertisings, marketing tools and training documents for

instance on Human resources. The uncontrollable data cannot be used at a

fast pace and in proper manner to serve for the enterprise, customers or the

other stakeholders. The document management systems taking place in

Enterprise Resource Planning have been developed. Thus, all the documents

coming into being through the modules such as on Human Resources, Stock

and Accounting may be included to the process, stored in the system and

monitored as integrated with the system records without any need for further

action. To the extent that the workflow is supported by the other applications,

the circulation processes will speed up. If we are to consider a payment

transaction, only one payment letter is viewed within the Electronic Document

Management System under normal conditions. With this application, it will be

possible to monitor also the payment order document, mobile transaction bill,

purchasing processes and initial request data.

In view of the general corporate structures, it can be argued that the

corporations execute their functions by leveraging the data systems (such as

web content, e-mail management, document management and human

resources) which address to the different work processes. Despite usage of

different tools, the data systems are developped and specialized in line with

the corporate structure, culture and identity; and they can be used over an

integrated platform by means of the software of enterprise resource planning

and content management (Çakmak, 2011). It can be suggested that the

enterprise or corporate data systems are tools for efficient usage of internal

and external data sources of enterprises and involve a software strategy where

a wholistic approach is adopted. As in the private sector, also the public

institutions are divided into different operation units within their own body and

works and transactions connected to each other are carried out among such

operation units. It is observed that some institutions develop their own

systems, and other institutions use different systems they have procured

through outsourcing to be able to realize such works and transactions As

these systems might cover the works and transactions of only one operation

unit, they might also cover the works and operations of multiple interconnected

units.

The evolving technologies of current time reveal their impact on management

systems more compared to the other structures. The management process

which entails the fulfilment of an operation as a result of the interaction of

physical resources and human resources at the institutions incorporates to the

structure the people equipped with a specific expertise, knowledge and skill

level. The change occurring in data technologies causes the organizations to

restructure and increases the flexibility of boundaries of organizations which

could not be noticed completely in the past and allows fulfilment of enterprise

and institution functions in different forms (Şahin and Örselli, 2003). The

specializations which emerged within the scope of certain areas in the past,

now have been replaced by specializations in a great diversity of areas.

Emergence of different specializations have at the same time led to the

emergence of a highly complicated structure. No matter how the enterprises

and institutions have attained a flexible structure today, the existence of

different areas has made the management of them difficult. Here, the concept

of data management has come to the forefront.

Data Management is a field of science which puts into implementation the

operations for identification, expression and controlling of all the sources of

information which have been recorded or not recorded as a result of the

transfer of learning, experience and education/training to the organizational

functioning. The enterprises might have a great variety of resources. However,

the resources which will give upper hand in competition to the enterprises are

characterized mainly with their uniqueness, inimitable nature and valuable

assets. Data is such a valuable asset. The enterprises which create data,

obtain data and direct and disseminate it across the whole corporate body are

the successful ones (Turgut and Beğenirbaş, 2016). Data management has

taken on a new significance as a discipline which has built up its effectiveness

across the world day by day and is tried to be implemented at all enterprises.

Data Management also refers to upholding the values of enterprises in

affiliation with their targets, catching up with the competition, combining the

internal and external information with the production processes and thus

making contribution to the productivity. The most significant goal of data

management is to identify the sources of information which already exist in the

enterprise or are possible to emerge and then engaging such information to

the operations. Furthermore, another goal of data management is to ensure

that new information emerge, by allowing the transactors to access the data

(Anameriç, 2005). Data management enables to provide information to

facilitate the corporate operations with the support of information systems

technologies and to execute the processes, goals and purposes on the desired

level. In other words, data management is essentially the production of

beneficial information, development and then dissemination of such

information. Today, management at the enterprises and institutions is

conducted over the information management. Data management is expressed

as the ability of the enterprise to have human capital, to keep it under control,

and to benefit from it as a value (Tutar, 2010).

When looked at from a closer perspective, it is seen that the information

management systems have circular qualities. Information systems enable the

production of information, control it and deliver it to the required areas, and

provide new information within the scope of the information provided. It

ensures the control of the reproduced information, transmits it to the required

fields and ensures the production of new information again.

Data management is a form of management that allows employees, units and

the entire organization to use information and produce information within a

certain system in order to achieve corporate goals in the best possible way.

This form of management; covers employees, units and the entire institution.

In this structure, it is important to produce information, engage data into the

processes and share data (Barutçugil, 2006). In this regard, the existence of

the human factor is very important in the production of information. The

information is produced, processed and distributed over the human factor,

especially in institutions. However, it should not be forgotten that today,

information can also be produced over information technologies. On the other

hand, it should not be overlooked that the information produced cannot be

interpreted and used without human factor.

The main objectives in data management can be expressed as follows

(Gümüştekin, 2004):

 Accelerating the learning processes of employees,

 Ensuring acceleration of improvement,

 Ensuring new information production in the institution,

 Ensuring that the accessed information is used in line with the decisions

taken,

 Ensuring that reliable information is transmitted to the right employees

at the time it needs to be reached,

 Speeding up the transformation process,

 Ensuring that the data which benefits the surrounding institution is

earned to the institution,

 Encouraging the development of knowledge by using factors and social

culture,

 Ensuring that corporate data is presented with data, documents,

records and databases,

 Making it possible tha the data created in corporate departments or

different departments are conveyed across the departments,

 Increasing the value of corporate data and ensuring that such data is

converted to intellectual capital and making it possible that such data is

leveraged through information management.

Today, the information technologies which are very frequently used can be

utilized for taking efficient decisions in management positions of institutions. In

other words, data management, as being one of the organizational functions

provides advantages in reaching different strategic targets and in decision

making processes with the help of information technologies (Öğüt, 2012). It is

the data management which allows for carrying out the operation and

functioning based on information and for such functioning to generate new

information within a certain order. In this sense, data management ensures

that te existing data is expanded under a certain order, thereby preventing

possible chaos.

1.2.2. Data Systems

The enterprises and institutions leverage data in order to eliminate the

uncertainties and to minimize the risks. The purpose of the data systems is to

ensure acquisition of knowledge on a level which will allow for making decision

under risk and uncertainty circumstances. In this respect, data systems are the

systems which allow the institutions to improve their productivity, become

knowledgeable about the internal and external events and enhance the service

quality (Anameriç, 2003). The data workers benefit from the data systems.

Although such workers are not at the managerial or executive positions at the

institution, they might determine which way the institution will move towards by

virtue of their studies and researches. In relation to this, a physician who

monitors the pregnancy process through an ultrasound device, an engineer

who determines the structure of product in a manufacturing process and an

architect who ascertains the construction aspects of a building can be shown

as examples. In addition, it will be proper to express the information systems

used by such professionals as data system (Kul, 2009).

As the data development continues, it plays a critical role in elimination of the

existing uncertainties and risks. Today, the enterprises and institutions have to

harness the existing conditions efficiently and eliminate the existing risks to be

able to survive. Data systems engage here by providing information to the

enterprises and institutions to eliminate such risks and uncertainties and thus,

guarantee their sustainability.

There are data which play critical role for the in-house departments and

external departments. Solution of the problems, making decisions, provision of

new goods and services are the main areas where information systems are

utilized. Such components are inputs, outputs and transactions. The inputs

refer to combining the immature information which are inside or outside the

institution. The transactions function as contributing meaning to the immature

information, while the outputs refer to transferring the processed data to those

who will potentially benefit from such data. Other than these components,

there is also the feedback component allowing for controlling the inputs in the

institution under the information systems (Karahoca and Karahoca, 1998). In

this respect, such process initiated with the discovery of information continues

with the interpretation of information for the purposes of certain goals and

objectives and with dispatching of interpreted information to the relevant units.

Here, the process is completed with the detection of problem, identification of

the components of problem, ensuring that the identified components have

certain meaning and the interpreted components are delivered to the

necessary points.

It will be to the point to explain the concept of information systems, along with

the data systems. Information systems come across as the systems meeting

the information requirements of enterprises in line with the changes in

communication, technology, social and economic life and with the needs

emerging with such changes. Along with the gradual diversification of need for

data, so the information systems also have passed through diversification. In

this sense, there has emerged the necessity for the enterprises to have

information systems unique to the departments which meet the operational

and strategic needs of each department. The departments leverage these

information systems for purposes such as scaling up the quality, diminishing

the costs, taking effective decisions and ensuring time saving. Generally, the

information systems are divided into categories by their accountability level

and implementation areas. The reason is that the main purpose of the

information systems in enterprises is meeting the needs (Aktan et al., 2005).

The existence of information systems contributes to the acceleration of data

processing. The enterprises can produce information at a more rapid pace

thanks to the information systems and can interpret data more quickly and

transfer to the relevant units more quickly. This situation allows increasing of

productivity in data systems and hence, across the enterprises and institutions.

The information systems focused on the requirements makes it possible for

enterprises to utilize data in line with their needs and gives them flexible

movement capability.

The benefits to be achieved by enterprise managements from the information

systems can be enumerated as follows (Tekin, Güleş and Öğüt, 2003):

 As the management will easily access all the information related to the

enterprise, it will be able to obtain any information it needs any time and

thus take decision more easily.

 They will be able to obtain what they want through quick calculation skill,

central data bank and thanks to the existence of program which can

handle the other transactions.

 The success possibility of the managers' future estimates and plans will

increase.

 The enterprises leveraging information technologies will become more

influential on the market compared to the other enterprises and thus,

will gain competitive advantage.

 It will be possible for the enterprise to quickly track the needs of the

employees and thus, there will be reduction in the cost of employees.

 By virtue of quick data transmission through the information systems,

there will be saving from time and thus, the decision makers will be

allowed to deal with different management activities.

The information systems accelerate the overall processing time of data and

saves time for making new decisions. In this respect, it is possible to produce

new information in different areas. In parallel with this, the time saving made

possible by the information systems will allow for making arrangements for the

possible future situations and take some security measures.

1.2.3. Definition and Characteristics of Data Technologies

Technology development continues based on data. In this regard, data is

required for technology development. Provision, recording, processing, storing

and transmission of data through utilization of technology is referred to as

"Data Technologies". To elaborate in more detail, data technology is the

entirety of electronic devices and the methods encompassing them used in

collection, processing, recording, transmission and controlling of data that are

in different forms and generated in communication and electronic data

processing systems (i.e., computer) and allows people to interact with each

other and access to information (Emrealp, 1993):

Today, ubiquitous existence of electronic components ensures gradual

expansion of data technology usage. In parallel with this, strengthening of the

current potential of data each passing day renders it necessary to execute the

information processing over the electronic environment. From such

perspective, the data technologies make it possible to easily carry the existing

data load and facilitates data production, while also leads to the increase of

data load. For such reason, the dependency of individuals on data

technologies is constantly rising up for being able to use the data.

Different definitions regarding data technologies can be made. In one of such

definitions, data technologies has been expressed as the technology which

allows for performing the transactions such as recording and storing of data

and information, putting data and information into certain processes and

reproducing them, accessing and transferring such reproduced information

(Heskett et al., 1990). According to such definitions, the specifications of data

technologies emerge. And these are as follows (Bensghir, 1996):

 Provision and collection of data

 Processing of data,

 Storing and stocking of data,

 Ensuring easy access to data,

 Ensuring that the data can be transferred,

The data technologies are structures producing data, while they are also the

components which differentiate the data, store data to be used later and

transfer data to the relevant individuals and units. In today's world where

electronic technologies are ubiquitous, it has become virtually impossible not

to benefit from data technologies.

1.2.3.1 Fundamental Tools in Data Technologies

One of the most prominent representatives of current data technologies is

computers. Computers are the primary technological tools used since 1950s.

Aside from this, today's system engineering, circuits, Internet technologies,

smart phones, multimedia, communication technologies, marketing and

production technologies, etc. are addressed to within the scope of data or

information technology (Bilgin, 2016).

It is possible to describe the fundamental tools used in data technologies as

follows (Yavuz, 2016):

 Hardware,

 Software.

and physical parts of computers and other devices used in data technologies

are called "hardware". Computer hardware consist of four units. Such four units

are indicated in Table 3.

Unit

Specifications

Hardware Samples

Input units

They are the equipment

providing data and entry of data

to the computer.

They refer to the equipment such

as digital camera, keyboard,

mouse and scanner.

Transaction units

They are the units executing the

data processing. They refer to

the case and the electronic

components inside the case of a

computer.

They are the hardware ensuring

connection between the equipment

installed on the computer case and

the other device mounted to the

computer.

Microprocessor (CPU - Central

Processing Unit) and Main

MeMory (RAM) are the most

important units of function in the

computer.

Output units

They refer to the devices

allowing for seeing the outputs

generated as a result of

processing the data in the

computer.

Heatset, printer, loud speaker and

screen are some examples.

Storing units

They are the devices ensuring

storage of programs, data and

information.

The disc driver, DVD driver, CD

driver and hard disk are some

examples to such devices.

Table 3: Components Making Up the Hardware.

(Yavuz, 2016)

Hardware in computer generally consist of the sections which make it possible

to enter data and obtain data. Also, the devices where the data are processed

and stored are handled in the hardware section.

Another objective of the data technologies is to create software. Software

refers to the programs composed of some instructions and created for the

purpose of controlling the functioning at the units of input, transaction, output

and storage in order to compile together the desired components. The

software is treated under three groups among themselves. These groups can

be referred as follows (Hunton, Byrant and Bagranoff, 2004):

 System software: it is referred as a component necessary for executing

all the functions related to the computer system. The system software

ensures establishing connection between the applications and the

hardware. System software is required so that the computers can

operate. Such systems ensure main functions such as that the

transactions are performed, the programs can run smoothly

interactively, and the commands can be fulfilled.

 Application software: it refers to the programs used for the purpose of

performing special operations of the computer users. The programs

such as Paint and Microsoft Office can be shown as example.

 The auxiliary software: they are the programs used for the purpose of

enhancing the impacts of applications and system software.

1.2.3.2. Main Components of Data Technologies

The main components of data technologies are generally dependent on

information systems. However, data technologies at the same time support the

data management of institutions. Such main components are such as

communication, data processing and storing (Becarra-Fernandez, Gonzales

and Sabherwal, 2004). Four main functions are provided with data

technologies. These four main functions can be described as follows (Evans

and Wurster, 1999):

 Access: Data technologies facilitate access to data. The concept of

access is referred as network. Advanced network structure accelerates

access to data and enhances productivity. There are the components

called as switching devices in the network structure. These devices are

divided into two as periphery switching and backbone switching.

 Depth: It is related to the smooth and fast being of the information

transfer. The transfer pace can be expressed as the bandwidth. As the

bandwidth increases, the depth function also increases. The in-house

transfers can be expressed as internal band, while the transfers from

outside the institution as external band. The most substantial factor

explaining the depth function is the protocols. Without the protocols, no

communication can be possible between the data technologies. The

globally recognized protocols are Transmission Control Protocol (TCP)

and User Datagram Protocol (UDP). TCP protocol is safer, but slower

than UDP.

 Diversity: It refers to the data diversity in the network. It can be in written,

audio and visual forms. Along with the development of technology,

diversity gradually increases.

 Integration: It refers to ensuring an integrity with the processing and

synthesizing of data. Data technologies serve to reach such goal.

Leveraging on the main functions of data technologies, the individuals and

enterprises can execute many different functions together. Access to the

existing information, ability to establish quick communication and provide

information, obtain data with different features and synthesise different kinds

of data and ensuring that different information can be produced are the main

qualifications of data technologies. Given the main components of the data

technologies, it is obvious that they show similarity with the data systems and

data management. Such case also enables supporting of data technologies

with data systems and data management processes.

1.2.3.3. Data Systems in Data Technologies

The need for data is a critical driver for provision of data, development of data

and orientation of data. In this respect, data technologies is an important tool

for meeting the need for data and for fulfilling the other functions. Today,

execution of the functioning of economic structure over the institutions and

enterprises necessitate that data is used by such institutions and enterprises.

The data technologies are used for facilitating the access of institutions and

enterprises to data. Furthermore, to be able to access to large amount of data

through the data technologies, certain structures are needed for management

of data. In such case, the data systems engage in.

The data technologies are important structures which determine the

productivity and performances of institutions or enterprises. Such technologies

consist of the parts used to provide the most reliable data and to use such data

in the most efficient way possible. Data system has emerged as a result of

detection, processing, usage and transfer of data in raw form. In organizations,

data systems can be expressed as the systems which supply from the smallest

unit or overall the institution the data and information needed by the

management, and then summarizes and reports such data and information to

the relevant units and managers (Soyuer, 2000).

Along with the rapid advancement in data technologies as of 1980s, the data

systems have come to the forefront. Until such period, the phenomena such

as personal skills and interpersonal skills were used as conventional methods.

Beginning of production process based on data have pioneered the

development of technologies and such case have created the need for data

technologies (Becarra-Fernandez, Gonzales and Sabherwal, 2004). Such

requirements were observed initially in areas such as accounting and finance

and such case caused the data technologies and data systems to be used

firstly in such fields. In the succeeding processes, with the gradual growth of

enterprises, the data systems were started to be used also in different

departments of the enterprises. Especially, dissemination of the use of

computer have proliferated the usage of data systems (Soyuer, 2000).

It is possible to note the purposes of data systems benefitting from data

technologies as follows:

 Ensuring that the data technologies consisting of hardware and

software can accord with the enterprise. And in such harmonization

process, the goals of the enterprise and a system-compatible

functioning should be determined. The fact that data technologies are

products encompassing the cutting-edge technology and compatibility

of such products with the enterprise is more important.

 Being able to reach the required information in time and accurately.

 Providing the required information in decision making processes.

 Being able to do data analysis regarding the past incidents and the

circumstances which might be encountered in the future.

 Ensuring that the service quality is elevated through usage of

comparative data.

 Reducing the work load of employees by effectively benefitting from the

human resources.

Each corporation or enterprise have their own unique qualifications. In this

respect, regulation of the data technologies to be used in the enterprise in a

manner appealing to the features of the enterprise is highly important. Such

case will also pave the way for acceleration of the decision-making processes

of the enterprise and obtaining data more quickly. The enterprises move from

short term activities to long term activities. In this respect, thanks to the data

which the enterprise has obtained within the scope of the researches it carries

out based on the previous incidents it experiences allows to make estimation

regarding the situations which might come up in the long term. Aside from this,

it is possible for the enterprise to develop itself my performing benchmark study

with the obtained information and therefore increase its service quality.

1.3. Enterprise Resource Planning

With the development of technology, the information technologies have started

to manifest in all spheres of human life and corporate life. In societies where

information technologies are realized a major change has occurred and

therefore some human circles have been influenced by the developments to a

great extent. With the impact of the globalization, information technologies

were needed in order to acquire access to new markets. And this in turn have

given priority to advertising. Another way of acquiring competitive advantage

is to use the information technologies in the most efficient way on the part of

the enterprises. The data conversions in information technologies are

continuously used in daily functioning of the enterprises (Amrit, 2003). Though

ERP provide great advantages, it is also a costly system. It is costly on account

of the cost of hardware and software, the training costs, data transformations

and other work processes changing and improving costs.

1.3.1. Definition of Enterprise Resource Planning

In line with the emerging concept of globalization, the multi-national

enterprises which have factories in many countries and regions have felt the

need to integrate all their sub-units (Tanyaş and Baskak, 2013). The

integrated information system emerging from the need of multi-national

companies to integrate their sub-units has been called as enterprise resource

planning (ERP). ERP is an integrated software system which accommodated

the functions required for the meeting of client/citizen demands in the most

efficient manner in line with the strategic goals and targets of the corporations,

for the effective and efficient planning and controlling of the supply, production

and distribution resources. For the managers ERP is a comprehensive

software providing support to the decisions, planning and control activities

(Vollman, Berry, Whybark and Jacobs, 2005).

For data technologies department, ERP is the software system which

integrates the other functions of the company such as finance, production,

supply, sales and marketing, human resources management and document

management (Vollman et al, 2005).

There are many definitions related to Enterprise Resource Planning.

Enterprise Resource Planning (ERP) software is an information system which

integrates the work process (human resources, document management,

inventory management, customer relations management, project

management, etc.) under single database, and ensures that all units and

departments incorporate the most updated and accurate data to the process,

regardless of the size and dimension of the public institution, company or

enterprise (Aktaş, 2009). ERP Software eliminates the necessity to use a great

number of interfaces as they perform all the work processes over the same

software, and it creates a natural integration among all these processes, and

ensures that the valuable information obtained from each process is used in

another process, whereby allowing for avoidance of errors and time saving.

Thus, the information collected under the same roof can be presented to the

right person at the right time and at the right cost (Tevatiroğlu, 2007).

According to another definition emphasizing the core characteristics of ERP,

the ERP systems which are based on the enterprise units sharing

communication and information with each other, ensures that the enterprises

are collected under the same roof by integrating their processes such as

finance, production, purchasing, sales, logistics and human resources, etc.

(Keçek and Yıldırım, 2002).

ERP Software eliminates the necessity to use a great number of interfaces as

they perform all the work processes over the same software, and it creates a

natural integration among all these processes, and ensures that the valuable

information obtained from each process is used in another process, whereby

allowing for avoidance of errors and time saving. Thus, information gathered

under the single umbrella is presented to the right person, at the right time and

at the right cost (Güroğlu, 2006).

ERP systems are the configurable information system packages which

combine the information and data inside the functional areas in an organization

(Kumar and Van Hillsgersberg, 2000).

ERP has become one of the indispensable systems for today's enterprises,

considering its centrally located data integration base, modular structure and

its applications supported by software (Laudon and Laudon,2010).

Furthermore, the essence of the ERP systems allows for the existing

infrastructure to operate for the sustainability and quality of information thanks

to the existence of integrated systems along with the integration and

standardization and enables the flexibility system in such integrated processes

run efficiently (Jacobs and Bendoly, 2003). Therefore, ERP systems is not a

software package with the means and capabilities they have, but at the same

time, a management approach providing the most important change and

transformation for the enterprise.

1.3.2. Fundamental Qualities of Enterprise Resource Planning

Thanks to the ERP systems, all the documents as to the production of good

and service are can be evidenced and produced in the electronic environment

along with the historical records and within the framework of the existing

operating policies (Memiş and Tüm, 2011).

At this most recent point arrived by the ERP systems and with the technological

advancement, it is highly critical that the information is not only produced

simultaneously, but also is reliable. It is the action taken as a result of the

decisions based on qualified information so that the enterprises can gain

competitive advantage. Therefore, today emerged the need for the successful

performance of such activities and more efficient management of information

owned in the execution of the applications. Therefore, with the increase of the

prominence of Electronic Document Management Systems, the information is

required to be revealed and used in a systematic way and serving for the

purposes.

Currently, the most significant component forming the infrastructure of the

information systems is the technological infrastructure. Both the hardware

used and the computer software are the indispensable components of today's

information systems. One of the most outstanding integrated applications used

to efficiently management the information processes in enterprises is the

software called as Enterprise Resource Planning (ERP) applications.

Fundamental Qualities of Enterprise Resource Planning have been indicated

below.

The features of ERP systems may vary by the structure of the companies, but

here are their fundamental qualities:

• Rather than a database management software or an operating system, ERP

is an application software.

• It offers proposals of solutions for fundamental business processes.

• It is an integrated database keeping both the main data and the data

belonging to the business processes.

• The fundamental ERP product package targets not only specific industries,

but all the industries by virtue of its functionality sufficient to enable usage at

global scale.

• As it aims to support miscellaneous corporate functions, it has a highly

functional structure.

• ERP provides access to the suppliers, customers and if any, to the

information systems of the partners.

• ERP systems are costly systems.

• They might offer correct information to the customers about the completion

and delivery time of an order. • It offers the companies using it the opportunity

to do customization/adjustment related to the program.

• ERP has a structure encompassing all the units of an enterprise.

• It enables quicker and easier access to information (Çakır and Bedük, 2013).

• ERP offers a flexible organization structure. The companies from a large

spectrum of function and alternative business processes can apply the

modules that they need. The system flexibility gives companies the opportunity

to turn change into their favour (Tandoğan, 2007).

Behind the establishment of ERP systems lies an approach placing information

to the forefront. Because, the main point intended to be arrived at with the

establishment of ERP systems is to be able to obtain the data forming the basis

of the decisions and processing such data (Al-Mashari, 2002).

1.3.3. Critical Drivers of Success in Enterprise Resource Planning

ERP and electronic document management system software require utmost

attention and diligence during the stage of instalment, as well as in the

competition race in terms of the data they have created after the instalment for

in-house usage, and from the selection to the instalment state of software and

from the usage stage through the maintenance stage.

The Electronic Document Management developped by the Ministry of Science,

Industry and Technology and used by the central and rural organization of the

ministry is also one of such systems.

Critical Drivers of Success are as follows:

Infrastructure of Information Technology: It constitutes the information

management and communication platforms of the enterprise. A strong data

management infrastructure is stated in literature as a prerequisite of any data

system and especially of the success of the ERP system (Karagül, 2006).

Support of Senior Management: The senior management plays a very

critical role in the installation of ERP systems and successful operating of the

installed system. Active participation and vision of the management to the

project and their directing the junior administrative officers will provide the

motivation required for sustainability of the project (Karagül, 2006).

Project Management: A successful ERP system installation requires a project

management practiced effectively. Project Management involves critical points

such as clearly setting and description of the goals, development of operation

plans and recovery plans, project follow-up and communication (Karagül,

2006).

Change Management: The organizational structure of enterprise may not be

fully compatible with the structure and tools of the system to be installed and

with the types of information to be generated. Therefore, it might be necessary

to reconfigure the fundamental processes for the targeted goals and/or

develop new processes. It is necessary to plan, organize, coordinate and

control the change beginning from the first stage of the project until making

sure that it runs in the intended manner (Karagül, 2006).

Culture: In fact, the cultural component which can take place within the

change management substantially influence the operating ways of enterprises,

and therefore is regarded as a distinctive critical success factor. The installed

system transforms the organization structure and this influences the working

forms of employees and their interaction with each other. Therefore, the

transformation must be relied on a strong strategy and well-defined installation

methods and also the employees must be briefed about the changes that the

new system will create at the enterprise and the targets the enterprise desires

to achieve as a result of such changes (Karagül, 2006).

Risk Management: The factors causing the installation of ERP systems to fail

are called as risk factors in ERP literature. The factors which are referred as

critical success factors are indeed potential risk factors for ERP systems. The

senior management must identify the potential risks at the enterprise and take

the necessary measures so that such potential risks do not prevent the

success of project (Karagül, 2006).

Expectation Management: Successful system installations are closely

related with the successful management of user's expectations. With the

expectation management, which is an essential component of change

management, the benefits of a successful system for an enterprise and the

roles of employees in ensuring such success are explained to the employees.

The critical success factors which are highly important to active success in

such systems take place in all stages from the originating of system through

the system valuation.

1.4. Document Management Systems

The enterprises benefit from the documents in order to record their activities

and functioning. Such documents are very crucial as they can be inspected,

evidenced, examined, evaluated and used again when it becomes necessary.

That the enterprises execute many activities collectively, causes a great

number of documents to be produced. Such situation requires the documents

to be kept under certain control. Here the document management systems

come into play.

In this section, firstly the document management will be explained and then

the electronic document management systems will be mentioned within the

document management systems. Furthermore, after mentioning about the

electronic document management systems, finally the specifications that the

electronic management systems must have will be explained.

1.4.1. Document Management

The institutions need to preserve their document within the scope of their

corporate duties and responsibilities. The preserved documents are at the

same time the evidence of executed activities. In addition, such documents

make accountability possible in relation to the executed transactions (Johere,

2008). The documents are indispensable for the managements. In this regard,

the management process can be formed through the controlling of all

enterprises which provide or produce service and use resources. Recording

the transactions and actions conducted at the enterprises and carrying them

over the next periods are practices which have been applied for a very long

time. Document management is a quality function which the enterprises must

have no matter what the format is (Kandur, 2011). Document management is

one of the processes also for recording and archiving the documents of

enterprises. The enterprises can sustain their activities more efficiently through

document management technologies (Sağsan, 2006).

The enterprises record the activities they perform, whereby they both ensure

demonstrability, and can evaluate such activities in the upcoming periods.

Keeping the documents related to the enterprise under record is critical for the

execution of planning process.

Document management encompasses the management of document

revealed by the companies or enterprise in relation to their functions. The

documents can be converted to written form, regardless of the conditions

where they are created and stored. In this respect, the documents are included

to the scope of evidences on the functioning of company, while they also

support the daily routines (Christine, 1998). Document management can be

expressed as a system allowing to keep under control, access, file, distribute

and destroy the documents which the enterprises and institutions created while

they maintain their activities or provide from outside (Odabaş, 2009).

The enterprises need documents in order to stay in conformity with the

legislative regulations. The documents qualify as substantial proof in terms of

demonstrating that the conducted activities have been performed in conformity

with the legislative regulations. Aside from this, the documents serve as a

means for proof within the scope of the inspections performed by external

institutions. Such case reveals the fact that the enterprises document

management systems in order to both maintain their activities and protect

themselves.

1.4.2. Main Components of Document Management System

Document management is a process starting with the preparation and creation

of the documents. Then the transactions such as the usage, storing, access

and destruction of the documents compose the structure of these systems.

Therefore, it is possible to enumerate the main components of document

management system as follows (Odabaş, 2009).

 Composition of documents

 Benefitting from and protection of documents,

 Elimination of documents.

While the document management systems based on paper were prevalent in

the past, now the electronic document management systems are prevalent. In

addition, such electronic document management systems allow for printing the

documents on paper and store them in paper format. However, being able to

store the documents in electronic environment is important in terms of

minimizing the costs arising due to the archives. While in the past the

separation of documents from the physical archive rooms for elimination

purposes caused big time loss for the enterprises, now it is sufficient to spare

only a few minutes for the classification of documents in the electronic

environment. This provides big time saving and cost advantage for the

enterprises and institutions with the use of electronic document systems.

1.4.3. Advantages of Electronic Document Management

It is possible to list the advantages offered by electronic document

management (Kandur, 2011; Güler, 2013):

 Storing and archiving the documents,

 Providing access to documents,

 Offering opportunity to use the documents whenever they are needed

and in timely manner

 Enabling to know which documents should be eliminated and when.

Document management provides also indirect benefits, other than the

aforementioned fundamental advantages. Operating is easier at a company

which preserve its documents effectively through document management and

this reflects positively to the company's overall productivity. At an institution

where the documents can be easily accessed, it is simpler to make new

productions by leveraging the documents and this becomes very helpful for an

institution to develop itself. Furthermore, document management allows for

time management and helps the enterprise be engaged in many more

activities. Apart from this, document management helps eliminating the

outdated and obsolete documents, whereby opening space for the new

documents and preventing confusion of documents at the enterprise. Those

working in the electronic document management systems can access to the

related documents within seconds and minutes. Also, while the enterprises

and institutions and/or individuals used to do the official correspondence over

the postal services, they incurred a great loss of time in the operations.

However, today in correspondences made over the electronic document

systems, the interaction among the institutions and between the institutions

and the individual is swifter and this accelerates the corporate operating. It is

also possible to increase the customer satisfaction along with the ability to

rapidly meet the requirements of individuals who are outside the enterprise.

Electronic document management systems undertake critical roles in the

increasing of productivity and effectiveness and in the improvement of service

quality.

According to the explanations so far, it is possible to summarize the attributes

of electronic document management systems as indicated in Figure 8.

Figure 9: Document Management System.

(Odabaş, 2009)

1.4.4. Electronic Document Management Systems

Record or document management systems date back to the initial

documentation systems of the early 1970s, when computers were held as

recording and storing devices of documents in organizations. Over time, their

importance and use had increased, and document management was defined

as organizing and maintaining documentation about specific tasks and

processes. With the emergence of information technologies, developments of

document management systems have changed the way of documentation,

Generation

and

Provision

Document

Usage and

Disseminati

Filing and

Storing

Elimination-

Destruction

and

Transfer

Arrangement

in Archieves

and electronic document management systems (EDMS) have gained a strong

position with the extensive use of computers in organizations. In addition,

digitizing documents within the content of e-transformation is one of the major

operations in many organizations, especially in government agencies (Medeni

at al., 2013).

At the present time, the documents created in any condition in the companies

and enterprises should be treated and addressed to in electronic sense, in line

with the innovations in data technologies. In this respect, electronic document

means any kinds of document which is generated as a result of the business

activities and then stored, accessed to, transferred and eliminated in the

electronic environment by use of electronic means and computers. The

documents coming into being as a result of transfer of paper form documents

to the electronic environment also are electronic documents. However, so that

the paper documents subjected to such transformation can be counted as

electronic documents, they must be relying on a legal regulation and marked

with a time stamp stating that the document is prohibited from being altered

during the transformation into electronic format. This electronic documentation

process can be conducted during the process of conversion or the addition of

the digital certificate time stamp. As a result, the document can be considered

a reliable document (Aydın and Özdemirci, 2011).

After the transfer of on-paper documents to the computer environment, it is

critical to take some precautions to ensure safety. In this sense, electronic

stamping and putting time statements to the electronic documents is important

for protecting the integrity of enterprise/institution. Apart from this, these

methods are important for preventing that the documents are altered in the

electronic environment to earn illegal profit. Therefore, the methods providing

safety of electronic documents not only helps protecting the enterprise, but

also the public institution.

Electronic document management is a document management system which

has been developped subject to the advances in technology and is

incorporated to the companies and institutions in parallel with such advances.

In harmony with the progress in computer technologies, the companies now

create their documents in the computer environment and transfer in the

computer environment (Aydın, 2005). Although electronic document and

electronic certificate is used to refer to the same meaning, these concepts are

different from each other. Electronic document acquires the quality of

electronic certificate when they are used in the operations of companies and

enterprises and stored as a proof of such operations. In comparison, electronic

records cannot be changed due to the presence of official qualifications on

these documents. However, such an obligation does not exist for electronic

documents (Aydın and Özdemirci, 2011).

That the enterprises and institutions are bound to legal obligations make it

necessary for them to keep electronic documents. However, the enterprises

are entitled to create electronic documents about their own development and

how the in-house activities are progressing and to use these documents to be

able to do some estimations. Within this framework, as a consequence of the

proliferation of electronic researches and studies, there has been an increase

in the volume of electronic documents. It will be possible to benefit from the

electronic document systems to scrutinize and control the coverage of

documents. It should be noted that such documents do not bear any official

quality. In this respect, it is not possible to legally benefit from such documents.

The emergence of such difference is due to the fact that the electronic

documents can be altered, whereas the electronic certificates cannot be

altered.

Electronic certificate management is in a broader sense, referred as a

structure managing the records under a certain medium electronically. In

comparison, the EDMS is explained as a system allowing an enterprise or

organisation to manage some documents by using computer programs (Güler,

2013). In other words, it is possible to describe all audit activities as EDM with

the electronic management forming some steps, such as using, assessing,

distributing and storing a document, a record or similar written or visual items,

generated within an organisation's workflow or operation (Külcü, 2012).

An enterprise or public institution requires certain finance to be able to develop

a program, though it has obtained specific approval. For such finance and

approval to be given, the enterprise or institution managers must understand

why the program needs to exist. There is so much need for the approval of

corporate managers so that the electronic document management systems

can be operated effectively. Other than that, it is recommended to conduct a

research inside the enterprise or institution so that the in-house requirements

are tackled and solutions are found accordingly. In order to ensure an efficient

electronic document management, it is necessary to lay the grounds for a

document management ensuring sustainability of documents, records and

sheet either in paper or electronic form. It is also noteworthy to explain the

potential adversities and the benefits (Arden, 2009).

From this point forward, it is obvious that the electronic document systems and

electronic certificate systems are critical at the enterprises and institutions for

the establishment of a certain informational infrastructure and easy access to,

storage, transfer and when necessary, elimination of such informational

infrastructure. In addition, whereas these functions could be fulfilled in the past

by spending hours and days, now they can be fulfilled within just minutes

thanks to the electronical transformation.

1.4.5. Classification of Electronic Documents

It is a well known fact that the enterprises and institutions must have written

documents as well as electronic documents. It is highly important to classify

the documents so that the corporate employees can comfortably access the

electronic or paper documents. With the classification, it becomes possible to

easily access the documents and also, they can be sorted to their kinds,

stored, managed and eliminated or discharged. For these reasons, it is

necessary to establish a robust classification system. The qualifications that

an efficient classification system must have can be described as follows (Goh

et al., 2009):

1. An efficient system supports the corporate or business-related

requirements.

 It lends assistance to the decisions, future activities and services of

the enterprise or institution.

 It provides the requirements of system users.

 It keeps the costs at a suitable level.

 It provided an optimum level of employees and fund.

 There will not be dependency on outside for operational needs.

2. It becomes easier to understand the electronic document system

though the classification system.

 The employees and users comprehend the electronic documents

more easily.

 Dependency on human memory disappears.

 It is used more easily.

 It ensures the users to feel self-confidence.

3. The system sensitivity will increase with classification.

 There will be much less suspicion on whereabouts of the documents

and records.

 It enables quick definition and provision of documents.

4. The documenting system becomes more comprehensive with

classification.

 It is ensured that all the documents that are required to be inside the

system are located in their files.

 It is enabled that all documents to be created in succeeding periods

are involved to the system.

 With its flexible structure, the system can be narrowed down,

expanded or rectified.

5. The documents can be backed up according to the classification system

and the relevant training tools.

 The documents are stored in a more transparent and detailed

manner.

 The content, usage and monitoring of the system is expressed more

easily.

 With the completed samples, all the main copies are provided.

 It can be supported with training programs.

 It can be supported with guidance and professional assistance

options.

6. It is possible to easily digitalize the classification system.

 It enables easy convertibility of documents for use in electronic

recording systems.

1.4.6. Information Security Management Systems

Information security ensures that information is protected from unauthorized

access, kept confidential, information integrity and accuracy is preserved and

information can be accessed any time (Isaca, 2017).

The following components come to the forefront from the perspective of

information security (Gülmüş, 2010: 16):

 Confidentiality of Information This concept refers to giving permission

to access to information only to the persons who have authorization to

do so.

 Integrity of Information It refers to information staying in raw form

without its content being distorted.

 Availability or accessibility of information: It refers to being able to

access and use information when it is required or desired.

To ensure information security, it will be proper to take some various security

measures. All of the information which a company or institution possesses or

obtains to offer value, earn profit, safeguard its continuity and achieve

competitive advantage can be expressed as the information asset of such

company or institution. For such information to be protected in physical and

electronic environment, physical security and electronic security must be

established.

The literature involves some definitions about information security. In one of

such definitions, the information security has been expressed as prevention of

information from getting damaged or distorted, facilitating the qualified

technology for benevolent goals and prevention of information from being

seized by unwelcome individuals (Canbek and Sağıroğlu, 2006: 69). According

to another definition, information security is the process of preventing potential

attacks such as unauthorized access, usage, alteration, disclosure, distortion

or deletion.

Information security has been defined as assuring that only the authorized

individuals can access the information, ensuring that the information is

accurate and safeguarding that the officials or authorized persons can access

the information when necessary (Iso, 2005). In a different definition,

information identity has been expressed as ensuring that the resources of

enterprise information technologies can be protected from the threats against

confidentiality, accessibility and integrity. British Standards (BS) 7779 have

set forth the information security as protection of information from

miscellaneous threats for providing business continuity, keeping the business

damages at the lowest level, maximizing the business opportunities and

investment returns (Aygün, 2010).

There are some terms involved in the definition of information security. These

terms have been presented in Figure 10.

Figure 10: Terms Involved in the Definition of Information Security.

(Gülmüş, 2010)

A significant step is taken for information security in the environments where

access to information is enabled by identity detection. However, it is critical for

ensuring information security that not only the documents, but also the

individuals to access the documents are recorded. Such conditions also

ensure nonrepudiation. Restricting the confidential information only with the

use by certain individuals is important for information security. Nevertheless,

existence of a definite information security system is significant also for

ensuring reliability of the system. Having similar security measures in place for

all documents ensures integrity thereby boosting the feeling of trust in the

system.

Some studies have been carried out in order to establish the standards in

relation to the information security. The first one of these studies in the

information security management system called BS 7799 designed by the

British in year 1995. Then, BS 7799-1 and BS 7799-2 were introduced. This

INFORMATION

SECURITY

Confidentiality

Integrity

Accessibility

Recording

Identity

Detection

Reliability

Nonrepudiat

ion

Entry

Control

process was followed by ISO 17799 Standard issued by ISO. Towards the end

of year 2005, ISO 27001 Standard was put into effect. ISO 27002 was

published as implementation guide. ISO 27005 was put into force as Risk

Management guideline. However, information security management system is

executed in accordance with ISO 27001 (Calder, 2006).

The Information Security Management System (ISMS) can be regarded as the

integral part of management systems existing depending on the risk

management approach to ensure, as well as to design, plan, execute, follow-

up, control and sustain the information security (Iso, 2005). The benefits that

ISMS can provide to the enterprises and institutions can be outlined as follows

(Calder, 2006):

 Ensuring that the information and documents are protected in

accordance with the requirements,

 Ensuring that the information is protected for business continuity,

 Ensuring that the risks and threats are determined and so risk

management conditions are created,

 Protecting the reputation of the enterprise or institution,

 Understanding by the international community that the enterprise or

institution cares about information security,

 Inspection of access to information resources,

 Setting forth the risks which might derive from the studies conducted on

behalf of third persons,

 Company's contributing to the risk perception,

 Raising of the awareness of employees, employers and the managers

regarding the security and briefing of them about the critical security

matters.

 Ensuring the confidentiality, integrity and accurateness of the

information in one's possession.

 Preventing malignant usages of information systems by employees

while they are addressing to the liabilities of users and customers,

 Preventing that the employees are accused of due to the abuses and

misuses done by others,

 Ensuring that the laws, legislations and conditions of agreement are

obeyed,

 Earning competitive advantage to the enterprise,

 Contributing to the enterprise image,

 Engaging the improvement system to prevent any breakdown in

computer networks, hardware or software which might occur due to the

reasons on the part of the individuals using the information systems

such as deliberate abuse, indeliberate misuse and negligence.

Determination of the scope in terms of the ISMS, identification of inspection

processes, determination of risk management methodology, creation of

preventive and corrective action policies, deciding on the inspection system

are necessary. From this point onwards, it is possible to describe the scope of

ISMS as follows (Landoll, 2006):

 All of the information systems owned by the enterprise,

 Some part of the information systems owned,

 Information systems in a certain area of settlement (such as campus,

general directorate, headquarters, etc.),

 An information system focused on (network, web server, computers,

server computer, etc.)

Subject to ISO 27001 standards, ISMS focus on Plan-Do-Check-Act (PDCA)

cycle. PDCA cycle has been addressed to in Figure 11.

Figure 11: PDCA cycle in ISMC.

(Gülmüş, 2010: 69)

The cycle is completed with the fulfilment of each of the stages taking place in

PDCA cycle under the ISMS. With the provision of this cycle, a robust structure

of ISMS will be established.

1.4.7. Qualifications that Electronic Document Management Systems

Must Meet

It is possible to outline the qualifications that Electronic Document

Management Systems must meet as follows (Küçükönder, 2006: 53-59):

 Open architecture The Electronic Document Management System

(EDMS) must have the qualifications which can be adapted to the new

technologies in terms of the software and database that it has. In today's

world where especially the information technologies show rapid

development, this faces us as an obligation.

 Lucidity: It is important that the EDMSs are easy to understand on the

part of the users so that they can use then with ease. And lesser time

needs to be spent for the training of a system which is easy to

understand.

Plan

Establishment

of ISMS

Fulfillment

and

development

Check

Monitoring

and revision

Act

Maintenance

and

improvement

 Scalability: The document volumes of enterprises and institutions

increase day by day. Such situation requires that the EDMSs are

scaled.

 Integration of applications: It is highly important that the used

applications can be integrated on account of the document

management systems. It is necessary to ensure integration in the e-

mail, table and word processing systems.

 Business oriented structure: EDMS needs to be arranged in such a way

to meet the requirements of the users placed in two different poles. In

this respect, it should accommodate functions which can be used by the

users from the lowest level to the highest levels.

 Remote access to documents: The corporate information should be

accessible not only to the employees working inside the office, but also

to the employees working outside the office. Apart from this, the

traveling employees must have the functions of document management

from their laptops.

 Electronic Document Management Software: Though EDMS generally

seems like a structure embodying the file indexing programs, it

leverages the core database engine within the scope of management

of information located on the network.

 Group software: These programs create a structure over the server for

purposes of managing the electronic information centrally. The users

creating their documents in their individual computers have the

opportunity to use the documents with the other users. At the same

time, the employees can work on a project collaboratively thanks to

such software.

1.5. EDMS and Legal Grounds of EDMS in Turkey

The applications of electronic document management systems today have

started to be prevalent in all areas. Implementation of such systems in the

public sector is important especially for the acceleration of the system due to

red-tape. It is important to impose some rules for the recording, transmission,

safety and elimination of documents created in electronic conditions (Sayıştay,

2006). Therefore, in Turkey, Marmara University and State Archieves General

Directorate has issued the "Electronic Document Management System Criteria

Reference Model". Such study was accepted in year 2007 as TS 13298

Information and Documentation Electronic Document Management Standard.

In Turkey, a great deal of electronic document management software is

produced in private and public enterprises. Particularly, a big portion of such

software are produced under the scope of projects subsidized by the

government. It has become a necessity to create certain standards and set the

legislative infrastructure on such matter which is investigated with studies

heavily. Therefore, it will be appropriate to address the EDMS applications and

the components within the electronic government applications under the

following sub-titles.

1.5.1. Right to Information Act

The Right to Information Act, no 4982, which allows the citizens and

enterprises to acquire information, entered into force on the date of

09.10.2003. In pursuant to the Act, the citizens and enterprises are entitled to

acquire information subject to the principles of clarity, equality and neutrality

as a requirement of transparent and democratic management.

While it is possible to use any kinds of written, visual and audio document

within the scope of right to information, the electronic documents can also be

used within the scope of right to information. While it is possible to give one

copy of the document within the scope of right to information, in cases where

this is not possible, it is permitted to look at the document content or take note

about the document. However, everybody is entitled to obtain information

under the Right to Information Act. Nevertheless, the information requested by

the foreigners residing in Turkey and the legal persons displaying activity in

Turkey must be relevant to themselves or their own scope of activities.

On the other hand, the submission of any kinds of documents to the persons

or enterprises within the framework of the Right to Information Act might cause

slowdown in the in-house functioning. As the process of finding the documents

and submitting them to the persons and enterprises may slow down the in-

house functioning, submitting the electronic documents will ensure fast

functioning. Such case has been encouraging the usage of electronic

documents.

1.5.2. Regulation on Procedures and Principles to be Applied for Official

Correspondence

The institutionalization processes assume a significant role in terms of

ensuring continuity of EDMSs. It is especially very important to ensure

continuity and carry out the correspondence in electronic environments within

the framework of certain standards and rules. The companies and enterprises

are established and display activity subject to specific rules. Such case has to

manifest itself also in official correspondence.

The information included in the documents are significant for being able to

access and archive the documents and to do the correspondences. The

components which the documents must embody within the scope of official

correspondences can be enumerated as follows (Özdemirci and Odabaş,

2009):

 The name and address of the company producing the document, the

name of the enterprise or unit where the document has been produced,

 The date of writing, recording and producing the document,

 Record number of official letters, enterprise, department, sub-units

where the document has been produced, the code designated for

conveying the document,

 General explanation about the scope of letter and the subject matter of

the letter,

 The references revealing whether or not the letter is related to any

previous letter,

 The name of relevant individuals, place and institution doing the

correspondence, significant events/cases and content of the letter,

 Names of the person(s) appending signature or approving in the

approval and signature section,

 Documents and annexes supplementing the correspondence,

 Names of enterprises or institutions to which the document is sent for

distribution purposes,

 Address of the institution or enterprise where the correspondence has

been produced.

The procedures and principles related to the official correspondence in Turkey

were put into force in year 2004 under the "Regulation on Procedures and

Principles Applicable for Official Correspondences" Such regulation is highly

important in that it specifies the rules to be observed within the scope of the

official correspondences. Furthermore, it illuminates the document

management and archive transactions. However, such regulation was

annulled by the New Regulation on Official Correspondence, which was

published in the Official Journal, dated February 2nd 2015 and numbered

29255. This regulation covers the correspondence rules specified in the

preceding regulation and it involves further arrangements with regard to the

official correspondence to be made in the electronic environment.

Under the scope of New Regulation on Official Correspondence, the definitions

such as "secure electronic signature", "EDMS", and "electronic approval" have

been set forth. With these definitions, it has been stated how the

correspondences will be carried out in the electronic environment. Though

there is a new arrangement in the regulation as to the conventional

correspondences, it also provided detailed information regarding the

correspondences to be done under the EDMS applications.

1.5.3. Electronic Signatures and Electronic Signature Law, no 5070

For the electronic documents to qualify as legal, they have to bear electronic

signature (e-signature). In this respect, it is not possible for an electronic

document to have any legal validity, if it does not bear electronic signature.

The concept of electronic signature is defined in different ways across the

literature. In one of such definitions, electronic signature has been stated as

electronic data which is created subject to the document to be signed under

the electronic conditions and is stored by being attached to the document

(Bensghir and Topcan, 2010). In another definition, electronic document has

been explained under three requirements. The first of these three

requirements is that electronic signature must have a character which is

distinctive from the electronic documents and is attached in the electronic

environment. The second requirement is that the electronic signature must

establish a logical interaction with the document to which it is attached, and

the third requirement is that it must have a logical relation with the document

and also it must be created for the purpose of identity verification (Orta, 2005).

So that the documents can gain legal status, it is crucial that they are not

altered. It is also important to identify which person and enterprise the

document belongs to. Electronic signature is highly important to reveal all such

aspects for the electronic documents. Electronic signature is very critical for

electronic documents to qualify as official. In addition, with the electronic

signature, the fact that which enterprise or institution owns the electronic

document is also officially verified.

The concept of electronic signature has been addressed in Turkey under the

Law, no 5070 on Electronic Signature. In this Law, electronic signature has

been defined as follows: "Electronic data added to another electronic data or

have logical relation with the electronic data or used for purposes of identity

verification" (article 3 of Law, no 5070). Another component relevant to the

electronic signature is the concept of electronic certificate. Electronic certificate

is explained as an element assuming the task of matching the identity

information of the person who signs the document with electronic signature

(Article 1(ı) of Law, no 5070). In Turkey, in order to provide electronic

certificate, one must file application to the Public Certification Centre (KSM)

affiliated with the National Electronic and Cryptology Research Institute and

Scientific and Technological Research Council of Turkey (TÜBİTAK).

A significant phenomenon related to electronic signature is that it should be

determined when the electronic document has been signed. For determining

such phenomenon, the concept called as "time stamp" is used. Under the law,

the time stamp has been described as follows: "the record of an electronic data

verified by e-signature of an electronic certificate service provider for the

purpose of identifying the time when an electronic data is produced, changed,

sent, received and/or recorded (Article 3(h) of the Law, no 5070). Time stamp

gains the following features to the electronic documents:

 It gives the electronic document the feature to be a proof,

 It adds the electronic signature the time component,

 It enables to determine the date of electronic certificate.

While the time concept is important in the documents for not exceeding the

restricted periods to execute the activities, it is also significant for

determination of how long such documents can be legally used. The official

documents must be archived for certain periods due to legal requirements,

despite they are not used. Time stamp is of utmost importance to meet such

requirements within the scope of electronic documents.

Electronic signature and time stamp are important by virtue of the fact that they

offer the same features of written documents in the electronic environment.

With such components, the documents preserve their legal validity in the

electronic environment and thus remain available.

1.5.4. Regulation on Procedures and Principles to be Observed in

Provision of Public Services

The Regulation on Procedures and Principles to be Observed in Provision of

Public Services, no 2009/15169 aims to provide an accountable public service.

Apart from that, it also has specific goals such as ensuring that the public

services are transparent, quicker, more efficient and high quality, and

facilitating that the services are of lower cost. Furthermore, it is also intended

to provide the public services to the citizens from the first stage. In this respect,

it is aimed to engage multiple mechanisms of approval and decision-making in

the process.

The regulation numbered 2009/15169 intends to ensure tht the government

services are provided in the electronic environment. Article 4 of such regulation

includes to the following arrangements:

1. Transferring of written and printed documents to the databases through

electronic environments and sharing of the same with the other

administrations,

2. It must be ensured that the administration can receive the applications

in the electronic environment, the applicants can follow up their

applications in the electronic environment, and the result is

communicated to the relevant person or body in the electronic

environment. In this respect, the administration must provide that its

services are in compliance with the e-Government Gateway.

One of the important problems in government services is that the citizens have

to wait for hours in public institutions to be able to benefit from such services.

However, in parallel with the moving of government services to the electronic

environments, the citizens no longer have to spend much time waiting in the

public institutions. This both enables public institutions to operate efficiently

and the citizens to save time. Moreover, the prestige of public institutions and

the state as perceived by the citizens enhances.

1.5.5. Electronic Standards

Standardization of archiving applications through document management is

frequently encountered situation in business life. In this regard, the standards

with determine the scope and content of many documents are the components

or requirements which exist and continue to be used in almost every country

(Cabero, Martin-Pozuelo and Zazo, 2011). Within the framework of the

standards, it is possible to maintain the operations under a certain order and

with more ease.

Electronic document management systems are, too, created and managed

within the scope of specific standards and regulations. Therefore, international

and national regulations have been published in relation to this matter. The

first recognized standard in Turkey is the Turkish Standard (TS) ISO 15489 for

Information and Documentation-Document Management. In addition, ISO

15489-1 which qualifies as international standard and the following ISO TR

15489-2 standard have provided a standard structure (Mcleod, 2003: 70). One

of such standards ISO 15489-1 includes arrangements as to the composition

of documents and recording and management of such documents by the

enterprise managements. In addition, the components and functions required

for management of the documents and certificates explained in TS 15489 have

been addressed in ISO/TR 15489-2 standard.

ISO 15489 standard has some structural qualifications. Such qualifications can

be outlined as follows (White-Dollman, 2004):

 It is an international standard.

 It provides a common fund in international structure with the

requirement to implement a single system.

 Under this standard, the document management approach is process

oriented.

 It has the qualifications which support the other ISO standards adopted

by the companies.

 These standards have been clearly established by the IT specialists in

languages and matters the readers may understand.

The fact that ISO 15489 standard has been designed in conformity with the

international structure contributes also to Turkey's European Union (EU)

harmonization process. Such case is important also in terms of the

development of Turkey's international relations. Moreover, not only in the

government, but also in the private organizations, adoption of such standard

allows easier functioning and operation.

One of the other standards used in Turkey is TS 13298 Information and

Documentation-Electronic Document Management Standard issued by

General Directorate of State Archives. This standard forms the basis of

EDMSs. It has been arranged in three chapters. There are sections under the

three chapters covering the infrastructures required to be able to use such

standard. The chapters involved in TS 13298 standard can be expressed as

follows (TS 13298, 2009):

 The chapter describing the system criteria, the components required for

an electronic structure to be treated as electronic document system and

how such system must be designed.

 The chapter elaborating on the numerical imaging systems, document

criteria, features of electronic documents, management of documents

found in the physical environment and conversion of such documents

to electronic documents.

 And the chapter setting forth the metadata requirements related to the

electronic document management system.

TS 13298 standard stipulates that the public institutions must establish the

conditions for EDMSs under the scope of Prime Ministry Circular Note,

numbered 2008/16. Consequently, it is obligatory that all the electronic

document management systems planned to be used or used in public

institutions and enterprises must be accredited with TS 13298 standard

certificate. TS 13298 standard is important to settle a robust electronic

document management system in public institutions. Furthermore, considering

that the public institutions are in interaction with each other, existence of a

specific structure in such functioning will significantly facilitate such interaction

among the public institutions. High quality usage of electronic document

management systems in public institutions also guides the private enterprises.

Apart from these, existence of a specific structure in public institutions is

important also for providing productivity in such institutions.

Archiving is an activity which requires a detailed effort it and of itself. However,

the archive related regulations of TS 13298 standard which has been made

obligatory to use for EDMS in public institutions and enterprises is not

sufficient. Therefore, the storage procedures, times and elimination practices

related to E-archive have been stated, but the other elements regarding this

matter have been neglected (TS 13298, 2009). In this respect, it is important

to develop a standard addressing the details related to archiving so that it can

be determined how archiving needs to be performed.

1.5.6. Principles of Interoperability in Government Information Systems

The Principles of Interoperability in Government Information Systems have

been put into implementation with the Prime Ministry Circular Note, no 2009/4.

Such circular note as guideline has been prepared in three chapters. The first

chapter explains the general principles related to the operability policy. The

second chapter dwells on the technical standards related to the transfer,

presentation, integration and amendment of information. The third chapter

covers the components which supplement the guideline considered to be used

in the upcoming periods.

The Turkish Standards section of this guideline has set forth the standards and

principles related to 6 subject matters. These 6 subject matters are as follows

(Principles of Interoperability in Government Information Systems, 2012):

1. File submission and amendment,

2. Interconnection,

3. Data integration and content management,

4. Security,

5. Geographical information systems,

6. Development and management of information systems.

The subjects found in the guideline are prominent for rendering possible the

interoperability of public institutions and agencies during the provision of

electronic government services. In addition, it facilitates the provision of back

office integration, thereby reinforcing the productivity of e-Government

Gateway.

One of the topics focused on by such Circular Note is the interoperability policy.

Interoperability is expressed as the skill of a structure or process to use the

functions and/or information of another structure or process. The goal of

activities aimed to provide interoperability carried out within e-Government is

to ensure information sharing across the government departments and units,

assume regulatory duty, provide integrated government service to the citizens,

enable return of investments made in information technologies and to raise the

user satisfaction. The two main targets are intended to be achieved through

the usage of communication and information technologies. The first one is to

ensure that the citizens are provided with government service according to

their requirements and the other is to ensure the establishment of advanced

decision support processes. (Principles of Interoperability in Government

Information Systems, 2012).

The interoperability requirements can be addressed in three dimensions as

semantical, technical and organizational. Semantical interoperability

dimension aims that the data are analysed appropriately by the institutions

other than those who produce the data. Technical dimension focuses on the

technologies which make information sharing possible across miscellaneous

applications. Organizational dimension is interested in the aspects such as

object-oriented software engineering and modelling languages (Principles of

Interoperability in Government Information Systems, 2012).

The first subject addressed in the standards section is the file submission and

amendment. Such standards focus on settling the standards related to the

submission of information to the users in the electronic environment in e-

government applications. Furthermore, the formats as to the official

correspondence made in electronic environment between the public

institutions and agencies are regulated in this chapter. This issue is handled in

e-Correspondence Project format.

It is required that the institutions express unequivocally and clearly the

information that they need and have for sharing information with each other.

From this perspective, data integration and content management must be

realized to make such process possible and sustainable.

Another issue relevant for settling the standards across the public institutions

is security. Security is crucial for guaranteeing of secure conditions during the

transmission and sharing of information among the institutions. To this end, it

is important to determine the security standards for the security of both the

institutions themselves and the citizens. The Information Security

Management System (ISMS) has been established to serve for such purposes.

Moreover, the components as electronic signature and cryptography should

also be mentioned.

Another issue dwelled on within the scope of Circular Note of Interoperability

in Government Information Systems is the geographical information systems.

Geographical information systems allow for obtaining, storing, processing of

graphical and non-graphical information and making such information

available to users for the purpose of supporting the users in decision making

processes and, in their works, based on location or space.

1.5.7. State Organization Central Registration System – SOCRS

The State Organization Central Registration System – SOCRS, which is one

of the sub applications of Electronic Government Information Management

System (EGIMS (in Turkish KAYSİS)) is an e-government database which

identifies the Registered Electronic Mail (REM), electronic organization

structure and communication data of the institutions and agencies doing

correspondence in official format in Turkey, and then converting them to the

codes in unalterable format (KAYSİS, 2017). The units which are within the

body of all institutions included to the coverage of SOCRS are assigned an

unchangeable code which is similar to the Turkish Republic Identity Number.

The State Organization Central Registration System was formed initially under

the Prime Ministry Circular Note, no 1991/17 and then it remained in effect

along with the Circular Note, no 2011/1. Such system was created for the

purpose of ensuring that the organization structures in electronic document

management systems are treated according to certain functioning scope.

SOCRS allowed the institutions to do the official correspondence more easily.

Apart from that, SOCRS can directly regulate the changes emerging in public

institutions and agencies and can prevent the uncontrolled changes which are

not in line with the requirements, but are made only as desired. Furthermore,

it enables that the units executing the similar or the same activity are placed in

a similar hierarchy.

1.5.8. Registered Electronic Mail (REM)

The electronic e-mails have today become the most frequently used

communication tools. Therefore, the electronic mails can be described as a

means of communication which allows for production, storing, transmission

and achieving of information by and between the persons, communities and

institutions in the electronic environment (Benghsir, 1996). Today, the

electronic mails which have become used by almost every person on earth are

also used by the institutions and enterprises. In this respect, the electronic

mails are now used also in official transactions. Registered Electronic Mail

(REM) system has been created to add official quality to the electronic mails

used by miscellaneous institutions and enterprises and to ensure security of

such mails. This system entails the dispatch, transmission and receiving of

electronic information and reveals provision of legal proof related to the same

(Regulation on Procedures and Principles for Registered Electronic Mail

System, article 4(i)).

The documents conveyed under the scope of Registered Electronic Mail

(REM) are conveyed with electronic signature. Thus, these documents also

bear time stamp. Other than that, the sender and receiver individual or

institution information are found in such electronic mails and the accuracy of

such information is confirmed. REM also ensures confidentiality of the

documents. Furthermore, REM prevents any undesired messages and thus

provides that the communication among the institutions is more reliable and

cost-efficient (Akyelek at al, 2011).

REM system is very often used for notifications. The notifications are used for

purposes of informing the relevant individuals of the legal practices and are

created upon the announcement of authorized bodies or in written form

(Tüzüner, 2011). The procedures and principles for electronic notifications

have been determined under the Electronic Notification Regulation published

on the Official Journal, dated 19.01.2013 and numbered 28533.

The Registered Electronic Mail system is considered as an envelope of

electronic mails within the scope of Electronic Document Management

Systems. In this sense, REM has assumed duty for provision of information

security.

1.5.9. Electronic Correspondence Platform

Electronic correspondence platform is important for institutions and enterprises

maintaining their official correspondence in a safe manner. The initiatives of

creating an electronic correspondence platform in Turkey started in year 2011

by the Ministry of Development. The Ministry published the "e-Correspondence

Technical Guideline" which covers the procedures and information which must

be involved in the electronic correspondence across the institutions. This

guideline includes the creation of structure to serve for the transmission of

letters sent among the public institutions and agencies and the components

for confidentiality and encoding of such structure.

For the purpose of identifying the principles on Electronic Correspondence

Platform, the Ministry negotiated with e-Correspondence Project and software

companies, TÜRKSAT A.Ş. (Turksat Satellite Communications and Cable Tv

Operations Company), General Directorate for State Archieves and tried to

determine the content of the electronic correspondence package in line with

the company needs. As a result of such initiatives, e-correspondence package

was created (e-Correspondence Technical Guideline, 2011). According to

such package, the electronic documents created in electronic document

management systems are signed with electronic signature and encoded with

metadata with the format they have. Then, the receiver institution opens the

package and can do transaction over it in the electronic environment. With

such package, the qualifications of the electronic documents can be preserved

in a reliable manner.

1.6. Productivity Concept and Impact of EDMS on Productivity in Public

Institutions

1.6.1. Definition of Productivity

Productivity refers to the interaction among the inputs used for the purpose of

creating the relevant phenomenon affiliated with the goods produced or

services provided as a result of an activity or business system or whether or

not the production factors are leveraged efficiently. With a different evaluation,

productivity describes the efficient usage of production factors for purposes of

providing service or producing goods (Karakuş, 2015).

Productivity means avoidance of resource wasting and using the resources in

the best way possible. Furthermore, productivity allows for increasing the

quality of service or good produced, protecting the nature, developing the

working conditions, enabling employee satisfaction and increasing the quantity

of production per input (Uslu at al, 2013).

Productivity refers to the processes such as utilizing the produced resources

in the most optimum way and obtaining the most ideal resources, by leveraging

the whole of phenomenon such as the existing improvement techniques for

high quality service and good production and distribution, creative thinking

activities, and research and development methods to this end (Ramsay, 2008:

18). Productivity means achieving the highest production level possible with

the highest level of employee and customer satisfaction, highest level of

quality, within the shortest time and at the lowest cost possible. Hence,

productivity is not merely a material component, but is a concept which has a

personal and social aspect (National Productivity Centre, 2004).

1.6.2. Importance of Productivity

The increasingly challenging competition conditions today have caused the

market conditions even more challenging. In this respect, the companies and

institutions have to improve their qualities, act more quickly and use their

resources better. In addition, the institutions have to boost their productivity to

gain competitive advantage. The reason for this is that productivity plays a

crucial role in determination of revenue and investment policies and in

identification of the changes emerging in the production factors utilized within

the scope of production inputs and in taking the relevant measures (Mirze,

2010).

There are numerous benefits that productivity offers to the institutions. At top

of them are the components such as easy handling of the works, reducing of

costs, rising of quality, increasing of production, operation of quick decision-

making mechanisms and providing input and energy saving. Based on such

components, one can speak about productivity on differing market conditions

(Mirze, 2010). Therefore, the institutions and enterprises have to leverage the

components which will continuously increase their productivity.

1.6.3 EDMS Domains

There are four main domains within the scope of activities carried out over the

electronic document management systems in public institutions. These can be

outlined as follows (Baştan and Gökbunar, 2012):

 Public institution - citizen interaction,

 Public institution - company interaction,

 Public institution - public institution interaction,

 Public institution - employee interaction.

Figure 12 demonstrates the electronic domains of public institutions.

Figure 12: EDMS Domains in Public Institutions.

(Erdal, 2004)

Public institutions are composed of units offering service to the citizens. These

units have to offer citizen-oriented service. All the citizens have interaction with

the government in relation to certain transactions. That the transactions of

citizens are similar to each other and the number of citizens filing application

is very high leads to the rise of costs and loss of great time, if such transactions

are performed on paper. In this respect, EDMS systems enable the

transactions of citizens to be performed more quickly and easily, thereby

providing saving from cost and time (Arifoğlu, 2004).

Public institutions can collaborate in their operations and activities and can

request information from each other regarding the transactions they will carry

out. While in the past the correspondences made over paper would require

longer periods for information requesting or information presenting, today, the

electronic correspondence and electronic mails within EDMSs and the

transactions between/among the public institutions through electronic mails

can be made within just minutes. It is possible to quickly obtain submit and

receive petitions, notifications, approvals and announcements over the EDMS

systems (Erdal, 2004). These explained components have features similar to

Public

Institutio

Citizen

Public

Institutio

Governm

ent

employe

Enterpris

the interaction domains established between the public institutions and

enterprises.

The interaction domain between the public institutions and government

employees functions to perform the transactions easily and quickly, such as

the production, storing, transmission and retrieval of documents facilitated by

transition to the electronic environment through the EDMS. Thus, the

employees have more time to develop themselves.

1.6.4. Advantages of Electronic Document Management System

With the advancement of technology and spread of the Internet usage, the

information technologies have become indispensable for the individuals,

governments and institutions. Today, being able to communicate fast and at

low cost thanks to the Internet has enabled to take a step further the

advantages brought by information technologies.

Information technologies and the EDMS structures which are commonly used

today has eliminated the complications emerging in the government

management due to the overwhelming volume of information and enabled the

government, state, citizens and companies to have easier and quicker access

to information. Such case has allowed for increase of effectiveness and

productivity. Thanks to the EDMS systems, it has been possible for public

institutions to provide service to the citizens more easily. In addition, such

systems have increased access to public institutions and played role in

provision of transparency in public institutions (Yıldırım, 2007). EDMS

applications in public institutions allows also for preventing misconduct and

corruption, reducing the authoritarian structure and enables citizens to obtain

more information. Thus, the tie between the government and the citizen gets

reinforced and the citizen comes closer to the government (Balcı, 2003). With

EDMSs, positive practices emerge, making it possible to experience ease,

standardization, speed, productivity in government activities and ensure

resource procurement and confidentiality.

It is possible to list the advantages offered by EDMS applications in public

institutions as follows (Yıldırım, 2007):

 Diminishing of numerical gap: Gradual reduction of unfair elements in

access to information technologies and thus, citizens' benefitting from

such components more easily.

 Achieving cost productivity within the scope of services: That the

government services can now be provided over the digital platforms

have minimized the different expenses such as the stationery. Such

situation enables cost productivity.

 Ensuring transparency in government sector: Recording of data and

information electronically makes it possible to easily access and easily

inspect such information. Thus, transparency in government

transactions increases.

 Reinforcement of participatory democracy: It is possible for citizens to

seek their rights and share and convey their opinions in decision

mechanisms more quickly. Consequently, a more democratic service

approach is ensured.

 Public institutions' maintaining their activities fast and efficiently: EDMS

systems also enables quicker production, transmission, storage of and

access to information, and hence more efficient functioning.

 Increase of corporate and individual welfare: It is possible to make

investment in different areas in the public by virtue of efficient resource

usage and reduction of costs. Furthermore, such case reflecting

positively to the government is also experienced positively by the

citizens and enables individual welfare to rise up.

1.6.5. EDMS Applications Across the World

There are different EDMS applications across the world. For example, it is

possible to summarize some developments related to such applications in

Singapore (Demirel, 2006; Uçkan, 2003):

 In year 1981, Singapore government put into implementation the

Government Services Computerization Program. This project aims to

develop the technology and communication infrastructure. In addition,

with the program, the structures such as Trade Network, Medicine

Network, School links, Wholistic Land Utilization System started to be

used.

 In year 1992, the goal was to become the distributer of the Far East in

the field of communication and information with "Smart Island Vision"

within the scope of "IT 2000" plan. Accordingly, the government

services and individuals and institutions were desired to in interaction

with the networks.

 The e-citizen application in Singapore was especially outstanding. This

application ensures administrative services to be handled in a single

portal.

It is possible to suggest that the far eastern countries have great influence in

the world's transition to the electronic system. Among such countries,

especially Japan has made breakthroughs in information technologies. The

movement of advancement in information technologies with the influence of

Japan gradually spread to the whole world.

In the United Stated of America (USA) different applications were introduced

in the government for the purpose of promoting e-government approach.

Especially in 2001 and 2002 period, the government focused on the electronic

information management systems allowing for citizens to access to the federal

and central public institutions. In this scope, the topics such as democratic

accountability, easy access to information were focused on (Oğurlu, 2010: 41).

Here are some studies conducted in the USA for the development of electronic

information management systems (Güreler, 2011):

 On the date of 03.10.2003, "E-Government Strategy Report" was

published for the purpose of ensuring that the institutions can provide

service to the citizens and the public institutions can work together with

them. Within the scope of such report, the interaction domains of public

institutions were addressed.

 The "USA.gov" portal used to access the services provided by public

institutions has been created for citizens to receive easy service and

information. Though such portal is frequently updated according to the

needs, it also offers video and audio service.

 There are also system providing federal level service. The "on-line

store" structures established by USA Ministry of Defence offers the

buyers of defence devices the opportunity to do trading from a single

point.

The initiatives on electronic document systems started in French public

institutions in year 1998. For the relevant systems to be used in public

institutions the units called DIRE and MTIC were put into operation. Under

such operations, it was aimed to provide information to the public institutions,

citizens and companies. Other than that, a domain as www.service-public.fr

which is accessible to the citizens, companies and varying public institutions

was created for the execution of government services. Furthermore, a program

called ADELE Programme (Administration Electronique) was engaged so that

the citizens can remotely access all the components related to the government

services (Güreler, 2011).

1.6.6. EDMS Applications in Turkey

In Turkey, various studies were conducted to develop the EDMS applications

and e-government applications. One of these studies is Turkey's National

Information Infrastructure Master Plan (TUENA) which was adopted by the

Ministry of Transportation on July 1999. Then, in early 2000s, on June 15th-

16th, 2001, during the European Union Leaders Summit, Turkey appended

signature on "e-Europe+" project and within this scope started "e-Turkey"

initiatives. In year 2003, with "e-Transformation Turkey Project", all the studies

related to such transformation was tried to be gathered under the single

structure. The Prime Ministry Circular Note dated 27.02.2003 and numbered

2003/12 notified the goals and purposes of such project to all public

institutions. Furthermore, with the circular note it has been decided to establish

a Department of Information Community (BTDB) to sustain the eDTR Project

under the State Planning Organization (DPT) (Balcı, 2008).

The steps taken by Turkey in electronic information management systems

started to manifest early in public institutions and agencies. Such case

accelerated with the spreading of such systems gradually in different areas.

One of the important changes Turkey made related to the electronic

information management systems is the e-government applications. Such

applications cover certain services which can be summarized as follows

(Güreler, 2011):

1. E-Taxation system

 Tax Administration Full Automation Project (VEDOP; VEDOP I,

VEDOP II, VEDOP III): E-Declaration, Client Server Based Tax

Administration Automation (VDO), Web Based Tax Administration

Automation (e-VDO), Tax Warehouse Project (VERIA), Internet Tax

Administration, Electronic Invoice (E-Invoice) and Electronic Invoice

Registry System (EFKS), Tax Inspectors Automation System

(VEDOS), Electronic Bank Collections Processing System (EBTİS),

Customs Consultancy Connection System (GÜMBS), Electronic

Accounting Record Archiving System (EMKAS), E-Confiscation.

2. E-Audit: Cost Inspection Board Tax Administrations Audit System (MT

VEDEBİS), Cost Inspection Board Accountancies Audit Information

System (MTK SADEBİS) and Web Based Accountancy Automation

Project (Say2000i), Financial Inspection Board National Real Estate

Audit Information System (MTK MİDEBİS) and National Real Estate

Automation Project (MEOP), Financial Inspection Board Audit

Information System (DEBİS)

3. Some important other applications

 Central Population System Project (MERNİS),

 Identity Sharing System,

 National Justice Network Project (UYAP)

 Electronic Signature

 E-health.

1.6.7. Positive and Negative Impacts on Employees

It is possible to suggest that the EDMS structures increase the motivation

levels and job satisfactions of government employees. The reason is that the

employees have lesser work load and more opportunity to develop themselves

as a result of doing their more quickly and efficiently. Furthermore, the

employees using the EDMS structures can follows the technology more

closely. Apart from this, with EDMS structures, the employees can have higher

access to information. That the employees can access more information

through EDMS may positively influence their sense of belonging. The rising of

employees' sense of belonging positively supports their perception of

satisfaction for their job and may increase their productivity.

EDMS is highly beneficial for increasing the work performances and

productivity of employees. However, this situation might also involve some

particularities which are detrimental to the health of employees. Now, the

employees handle all their works on the desk and so spend all their worktime

with no movement. Such case may negatively influence the health of

employees. Especially, back pain and dorsalgia may occur due to sitting

without moving for the whole day, and eye problems due to looking to the

computer screen for the whole day. Apart from this, the employees who cannot

catch up with the work load accelerating due to EDMS structures can start

experiencing social problems (Öztoprak, 2001).

1.6.8. Positive and Negative Impacts on the Institution

EDMS systems enhance very much the productivity and effectiveness of public

institutions. These structures at the same time ensure that the public

institutions get into close interaction with the other companies and government

institutions and thus enable quick information flow. In this respect, it becomes

possible to take quick decisions and start the implementations fast. This

reflects positively to the services. Thus, the prestige of public institutions in the

eye of the citizens increase.

EDMS systems require certain investment cost initially, while they help

reducing the operating costs. Such case requires to bear a certain level of cost

in usage of these structures. Apart from this, the hardware and software which

are used under such structures must be renewed in line with the technological

developments and they must be subjected to maintenance at certain regular

intervals. This causes additional costs. Moreover, any breakdown or problem

occurring in the main systems of such structures will cause disruption of the

whole functioning. To remedy such breakdown and disruptions, persons who

will stay the institution all the time must be employed. This causes additional

costs. To be able to use the EDMS systems properly, the employees must be

trained at certain periods. The employee trainings will return as additional cost

to the public institutions (Öztoprak, 2001).

İn light of experiences in the sector, the significant problems that are probably

faced and need to be addressed during the implementation process of EDMS

in public institutions can be listed as follows :

• Personnel resistance (personnel do not want to give up their usual way of

doing business, using paper). This problem is considered one of the most

important problems.

• Computer anxiety and the low rate of computer literacy in public institutions.

• Lack of complete support of top/senior management (for some reason, senior

managers do not want to use EDMS, and they ask for some exceptions to work

on paper).

• Undefined and/or nonstandardized records management processes

• Role conflict (role conflicts occur during the implementation process of EDMS

because of the duties and responsibilities that had not been clarified).

• Software problems (EDMS technology runs slowly, causes errors often, and

is not user friendly. This problem is considered as one of the most important

problems as well).

• Increased work load (procedures related to records are done both in the

electronic environment and the physical environment).

• Lack of experience (the institution and/or the firm personnel who implement

EDMS in public institutions are inexperienced).

In conclusion, the acceptance and adoption of EDMS is an important and

timely aspect of transformation at the institutional and country levels in Turkey.

Accordingly, the road ahead is not a short and straight but a long (Medeni at

al., 2013).

1.6.9. EDMS and Productivity in Public Institutions

Public Institutions are the areas where structurally there is so much

bureaucracy. In public institutions, correspondence, notification, petition

transactions are performed very heavily. This case causes a huge volume of

document usage in public institutions. EDMS systems allow on paper

transactions to be handled in the electronic environment and therefore, they

enable the transactions to be performed more quickly and easily. Therefore,

the production, transmission, storing and archiving of documents are

concluded over the computers with no loss of time (Özbek, 2007).

With transition to EDMS systems in public institutions, their skills have

improved. With EDMS, a service-oriented approach is adopted in public

institutions. The government's operating as a whole and the citizens' receiving

the service they need in the best possible way can be realized only through an

electronic system. Enabling communication between the citizens and the

government sector gains importance to ensure that the citizens feel trust in the

government services (Pappel, 2014).

Considering that in the past the information request among the institutions

could be replied after weeks, it is possible to understand the extent of quick

transfer allowed by EDMS structures such as in hours. Thus, the public

institutions may perform a lot of work within a short time. Such case means

that the public institutions can reach a lot more citizens (Uzay, 2005).

1.6.1. EDMS Preparations in the Ministry of Science, Industry and

Technology

In terms of information processing, infrastructure preparations, servers,

computers and so on technical materials have been provided. The Ministry's

network infrastructure was strengthened and 10 Mbs data lines were placed

between the units. Work flow processes were established. Pilot training was

given before pilot use.

 These trainings are;

 Superuser training: These are trainings given to the staff who manage

and define the processes belonging to the application in that unit and

implement the processes smoothly.

 Unit recruitment training; This training is the training given to the user in

that unit, which handles all the records of the documents received and

enables them to be carried out in electronic environment.

 End user training: these users include all staff working in that unit.



Problems and deficiencies encountered during the pilot trial process

were eliminated, trainings were given all the staff training in the ministry before

live use.

In the Live Use Transition Process of the Application;

 Whether there are deficiencies in the "Standard File Plan" which

constitutes the sub-structure of the EDMS application,

 According to the standard File Plan subject codes and each group of

grades, whether folders are automatically opened in units,

 Whether or not there are any deficiencies in the "Administrative Identity

Codes" in the State Organization Data Base belonging to public

institutions and organizations,

 It was checked whether the electronic document record, the scanning

application that composes the entrance part, and the scanners were

installed in the document services of our units.

 The necessary information and announcements were made to the

ministry units regarding the subject and it was requested to inform the

deficiencies,

 The business processes belonging to the ministry units were re-

examined and the final tests were carried out on the application and the

practice of passing the application of the phantasy was completed.

EDMS was opened on 05/03/2013 by the Computer Centre Directorate

and on 12/03/2013 by the Ministry's headquarters and 81 provincial

directorates.

2. CHAPTER

METHODS

2.1. Research Model

Although different methods have been used in the literature, the right method

used to obtain quantitative data is the questionnaire study. Many studies have

been conducted to determine the efficiency of EDMS by using the

questionnaire study. This study was also be carried out by evaluating the

results of the questionnaire survey in relation to the productivity of EDMS in

the MSIT.

2.2. Research Design and Hypotheses

Reference point of this study is to determine the effectiveness of EDMS

application of the Ministry, concerning the managerial control, productivity, job

satisfaction, efficiency and safety provision topics throughout the process

management and the assumption of it would be effective. This study is based

on the hypothesis that the administration of electronic document management

systems applications through process management approach, positively

contributes to EDMS management process and sustainability.

Systematic control of the electronic document management system cannot be

performed in EDMS applications that are not yet associated and unmanaged

in terms of how effective they are in managerial control, productivity, job

satisfaction, efficiency and safety provision topics. For this reason, problems

that occur during the processes cannot be detected on time thus

improvements either cannot be made on time or cannot be made at all,

therefore delays/slowdowns occur in the transactions and works that carried

out in the system and the system sustainability cannot be accomplished. In

this study it is attempted to answer the following questions in line with this

problem:

In this context the following are the designed research problems:

1. Can the management bodies of institutions carry out inspections

effectively through EDMS?

2. Does EDMS save time and provide extra speed for moving and saving

the documents in the institution?

3. Does EDMS reduce the workload thanks to effective document

management?

4. Does EDMS enable inspection in the institution and creation of

institutional memory?

5. Does EDMS enhance the service quality in the institution?

6. Does EDMS provide user safety?

Perception levels, the problems experienced and expectations are determined.

Technical and legal framework was examined and what needs to be done was

presented as recommendations.

 H

: EDMS ensures managerial control.

 H

: EDMS ensures productivity of work.

 H

EDMS ensures job satisfaction.

 H

: EDMS ensures efficiency.

 H

: The personal information security of the employee's computer is

safeguarded by using the EDMS.

The research model is as follows.

Figure 13: Research Model.

Research Questions

Academic Ground

Hypothesis

1. Can the

management bodies

of institutions take

the healthiest

decision through

inspection and

verification feature of

EDMS?

2. Can the

management bodies

of institutions realize

inspection efficiently

through EDMS?

Gülenç (2011) suggested in a study that

EDMS allowed institutions to better

operate their inspection and verification

channels and such case enables the

decision-making process more reliable.

Alır (2008) states in a study that the

inspection productivity of the

management increased with EDMS.

Howard (2001) indicated in a study that

e-application systems led to change in

the managements and increased the

effective controlling mechanisms of

managements.

: EDMS ensures

managerial/executive

control.

3. Does EDMS

encourage

collaboration in the

institution?

4. Does EDMS enable

gaining time and

speed in the delivery

and recording of

documents in an

institution?

5. Is is possible to

work independently

of time and space via

EMDS?

6. Does EDMS

prevent repetitive

performance of any

task?

Özdemirci (2013) stated in a study that

the document management systems

enable to gain time in production,

receiving, preserving and storage of the

documents.

Chowdhury and Satter (2013) stated in

their studies that EDMS provides

productivity to the institutions in

accessing to the documents and in

practice.

Fang (2002) stated in a study that

electronic document management

systems enable institutions to gain

speed in proper recording, transfer and

storing of the documents.

Zantout and Marir (1999) pointed out in

their studies that document

management systems speeded up the

work flow and so improved the

productivity.

Kandur (2011) suggested in a study that

the costs in storing and arrangement of

: EDMS ensures

business

productivity.

7. Does EDMS

reduce complication

in accessing and

recording the

documents and

provide ease of use

with its technical

infrastructure

adequacy and

software up-to-

dateness.

8. Does EDMS

shorten the

reporting,

initialling/signature

periods?

documents were eliminated thanks to

EDMS.

Özdemirci (2013) stated that the costs

were reduced upon transfer of the

services and activities to the electronic

environment.

Sallam (2006) stated in a study that the

document management systems

eliminated the need for physical storage

of documents reducing the space costs.

Altay et al. (2013) stated in their studies

that the document management

systems reduced the complication in

documents and gained speed to the

employees.

Titinen, Lyytikainen, Paivarinta,

Salminen (2000) detected in their

studies that the document management

systems contributed standardization on

the documents and increased the ease

of use.

Abeysingher (2001) stated in a study

that the e-documents have given facility

in access to the document.

9. Does EDMS

reduce the work load

by virtue of efficient

document

management?

10. Does EDMS

increase the

motivation, sense of

belonging and

success?

Özden (2015) stated as follows in a

study: "as the employees can perform

their tasks in a much more efficient and

effective way through certain

opportunities offered by the modern

conditions, they have the opportunity to

actualize and develop themselves."

Singh and Sharma (2009) pointed out

that the employee satisfaction increased

in the institutions where e-initiatives are

applied.

Javadi-Etebarian stated in their study

that the e-application systems

diminished the work load of employees.

: EDMS improves

job satisfaction

Stuurman (2013) indicated in a study

that the e-document systems eliminated

the file load of employees.

11. Does EDMS help

supplying of needed

information and

documents?

12. Does EDMS help

in performing

inspection and

creating corporate

memory in an

institution?

13. Does EDMS

increase the service

quality in an

institution?

14. Does EDMS

assist in catching up

with the changing

conditions?

Klischewski (2003) found that it a study

he conducted in Germany that the e-

document systems ensure efficient

usage of information and documents

and boost service quality of an

institution.

Panayiotou, Gayialis and Tatsiopoulos

(2004) determined that usage of e-

tender system in procurement

processes increased the service quality

on Greek government.

Wang (2014) noted in a study that the

document management systems

facilitated the inspection thanks to the

determination of application rules.

Manikas (2015) stated in a study that

recording of documents and reaching

them quickly created corporate memory.

Yalçınkaya (2014) underlined in a study

that document management systems

ensured proper storage of documents

and fulfilled the principles of uniqueness

for the documents.

Carvalho and Ferreira (2001) stated that

generally the information management

tools are important to combine the

information together, organize the

information, group the information and

activate the information when they are

needed.

: EDMS provides

productivity.

15. Is EDMS a

reliable system in

access to the

system, backing up

and document

record?

Abeysingher (2001) stated that e-

document systems enabled protection

of documents.

Munetsi (2011) noted that digital

document registry systems have been

efficient in protection of the documents.

: It provided

personal data safety

in the computer of

the officer using the

EDMS.

16. Does EDMS

provide user

security?

Abri (2009) stated in a study that the e-

initiative applications were effective on

e-confidentiality.

Table 4: The Research Questions, Hypotheses and Academic Ground.

2.3. Studies Conducted on the Problem

The studies which were previously conducted regarding the research problem

have been presented in the following table. The reasons for conducting the

previous studies and the used methods are also presented.

Author

Date

Reason for the Article/Thesis Study

Method

Used

Björk B.

2002

The study aimed to assess the usefulness of

Electronic Document Management Systems in the

Construction Sector.

Survey

Analysis

Hielt M., Björk

2006

The study aimed to reveal the differences offered

by EDMS compared to the methods used in the

past in the construction sector.

Literature

Review

Gabrielaitis L.

Banšys R.

2006

The managing the digital design data including the

drawing, technical features and other technical

data becomes a big issue for the companies doing

building design, especially when it is a

requirement for the design structure. The main

difficulty of such information management is to be

able know how the digital design data can most

effectively combined together, archived and

presented. The phenomenon focused by the study

is to be able to standardize the design data

definitions.

Literature

Review

Rezgui Y.,

Cooper G.,

Bjöerk B.,

Escudie J.

1995

This study was conducted for the purpose of

researching the productivity of Consistent Project

Document Approach, which is an extension of

EDMS in European Esprit Condor Project.

Literature

Review

Carvalho R. B.,

Ferreira M. A.

2001

Generally, the information management tools are

important to combine the information together,

organize the information, group the information

Literature

Review

100

and activate the information when they are

needed. Considering the abundance of existing

information, the software under the information

management might be confusing. Therefore, the

reason for conducting the study is to reveal the

benefits offered by the usage of information

system for supporting of information

transformation processes.

Allen B. A.,

Juillet L.,

Paquet G., Roy

2001

They dwelled on Canadian e-management and e-

government issues. The articles aimed to

understand to what extent the Canadian

government is dependent on the information

technologies and in alignment with today's digital

world's changing circumstances.

Literature

Review

Singh A. K.,

Sharma V.

2009

The reason for conducting this study is to identify

the satisfaction levels of those using the e-

initiatives in India. In this respect, the e-

government initiatives in India and China were

focused on in the study.

Statistical

Analysis

Pablo Z. D.,

Pan S. L.

2002

The reason for conducting the study is to

understand the electronic management (e-

management) and electronic government (e-

government) components.

Literature

Review

Kashem M. A.,

Akhtar N.,

Rahman A.

2014

The reason for conducting the study is to develop

an e-management system for Bangladesh. This

system was called as "Digital Bangladesh."

Literature

Review

Saparniene D.

The reason for conducting the study is to reveal

the characteristics of transition from E-government

systems to E-governance systems in Europe.

Statistical

Analysis

Chowdhury M.

M. H., Satter

A.K.M. Z.

2013

The reason for conducting the study is to evaluate

how a model similar to the e-governance models

in developing countries can be implemented in

Bangladesh.

Survey

Study

Howard M.

2001

The reason for conducting the study is to reveal

how the increasing globalization of e-management

system can change the "e" system managements.

Literature

Review

Fang Z.

2002

The reason for conducting the study is to

investigate the e-government system from a

Literature

Review

101

conceptual, implementation and developmental

aspect.

Javadi S.,

Etebarian A.

2014

The reason for conducting the study is to

determine the impact demographic features of

citizens on the e-management systems.

Statistical

Analysis

Klischewski R.

2003

The reason for conducting the study is to ensure

that e-document system is efficiently used in

government management in Germany.

Literature

Review

Panayiotou, N.

A., Gayialis, S.

P.,

Tatsiopoulos, I.

2004

The reason for conducting the study is to analyze

how the Trade General Secretary, which is an

integral part of Ministry of Development, identifies

the procurement processes of Greek government

on e-tender system.

Literature

Review

Anderson, D.

2004

The reason for conducting the study is to

determine how the Berkeley Open Infrastructure

for Network Computing (BOINC) system can be

used in the projects.

Literature

Review

Zantout, H.,

Marir, F.

1999

The reason for conducting the study is to reveal

the contributions of document management

systems in work flow management.

Literature

Review

Titinen, P.,

Lyytikainen, V.,

Paivarinta, T.,

Salminen, A.

2000

The reason for conducting the study is to ensure

that Finnish language is included to the e-

document system and standardization is achieved

in Finnish documents.

Literature

Review

Abeysingher R.

2001

The reason for conducting the study is to enable

that systems are created to provide easy access

to the electronic documents when they are

needed and to be able to create the systems for

protection of e-documents.

Program

Investigatio

Munetsi N.

2011

The reason for conducting the study is to reveal

the features of Digital Registry System in

Provincial Public Administrations.

Survey

Study

Kwatsha N.

2010

The reason for conducting the study is to

determine the factors influencing the electronic

document and registry management systems.

Literature

Review

Katani M.

2014

The reason for conducting the study is to

determine the difficulties encountered in the usage

of Electronic Document Management systems in a

broad range of health institutions.

Survey

Study

102

Manikas K.

2015

The reason for conducting the study is to

determine the limitations and capabilities of

Registry Management and Electronic Registry

Management.

Interview

technique

Uys J.W.

2010

The reason for conducting the study is to reveal

whether or not the electronic documentation

undertakes a supportive role in innovation

processes.

Literature

Review

Akashah P.A.,

Rizal R. S.,

Jusoff K.,

Christon E.

2011

The reason for conducting the study is to outline a

framework as regards with the usage of Electronic

Document Management System (EDMS) under

the Supply Chain Management.

Literature

Review

Ubogu F. N.

2003

The reason for conducting the study is to reveal

how the document management is shaped in the

period of transition from DATAD system to ETD

system.

Literature

Review

Edminster J.

2003

The reason for conducting the study is to reveal

the resistance against the ETD systems in the

academic field and that the innovative approach

gradually became widespread in the field of ETDs.

Literature

Review

Sallam S. A.

2006

The reason for conducting the study is to outline

the framework of a new system encompassing the

paper and digital documents related to the

document management system.

Literature

Review

Stuurman P.

2013

The reason for conducting the study is to reveal

the impacts of e-government system usage in

Employee Self-Service system on the government

management.

Survey

Analysis

Under the

Quantitative

Research

Guragain K. K.

2010

The reason for conducting the study is to reveal

how the document management and production

systems can be used for special documents.

Literature

Review

Pellet-Lastra E.

2003

The reason for conducting the study is to

determine whether or not the system configuration

can be made within the scope of e-government

structuring in Argentina.

Literature

Review

Zuena O. A.

2010

The reason for conducting the study is to

determine whether or not the selected five African

Literature

Review

103

countries can leverage the e-government systems

in the most efficient way.

Abri D. S. S. A.

2009

The reason for conducting the study is to

determine the impacts of e-government and e-

services usage on e-confidentiality and whether or

not such usages cause any risk regarding the

private information of citizens.

Survey

Study

Hıtz O.

2005

The reason for conducting the study is to be able

to outline a framework related to the Interactive

Document Identification systems.

Literature

Review

Po-hung L.

2006

The reason for conducting the study is to reveal

the case of e-government application in Hong

Kong.

Literature

Review

Wang X.

2014

The reason for conducting the study is to

determine implementation rules of ETDs

structures and the reveal the functioning and

responsibilities in such structure.

Literature

Review

Table 5: Studies Conducted on the Problem

2.4. Universe and Sampling

The study population consisted of employees working in the central and

provincial offices of the MSIT. With the official approval number 164 and dated

26/09/2016 from the MSIT, a survey work permit was obtained. The universe

of the workforce is composed of staff working in the central and provincial

offices of the Ministry of Science, Industry and Technology as of

09/03/2017.Number of staff working at the centre; 1421 (43.75%) and the

number of personnel working in the provinces; 1827 (56,25%), 3248

employees in total.

Stratified sampling method was used in the sample calculation. Stratified

sampling is used in cases where there are substrates or subunit groups in a

defined universe. Person was selected from each layer according to its ratio in

the universe. (Yıldırım and Şimşek, 2005).

In the current study, strata consisted of units, and the population size was

3,248. According to Yazıcıoğlu and Erdoğan (2004), the sample size is

104

calculated as at least 340 at the sampling error of 5% and as at least 800 at

the sampling error of 3% in the research population of 3,428 people. In the

present research, a survey study was carried out with 880 people to ensure

the reliability of the sample. Even though 1500 people were asked to fill in the

questionnaires via Google Drive, 880 people participated in the research.

2.5. Data Collection Tool

The questionnaire form, which had a total number of 53 questions, was used

as a data collection tool. There were 10 personal information questions, 42

questions related to EDMS and productivity and 1 open ended question on the

questionnaire form. The 42 questions about EDMS were constructed using a

5-point Likert-type scale consisting of 5 subscales: Managerial Control,

Efficiency, Job Satisfaction, Productivity and Security.

The questionnaire forms were developed by the researcher with the help of

studies conducted by Kashem et al. (2014), Chowdhury and Satter (2013),

Javadi and Etebarian (2014) and Manikas (2015). The questions regarding the

effects of EDMS applications on job satisfaction, managerial control, efficiency,

productivity and security were also designed using a 5-point Likert-type scale.

2.6. Pilot Study Findings

Validity and reliability study was conducted in relation to the pilot study. The

factor analysis as to the validity study has been presented below.

Factor Load

Factor 1

Factor 2

Factor 3

Factor 4

Factor 5

MANAGEMENT CONTROL

1. Electronic document management

systems are used to control business

processes

0,754

105

2. Electronic document management

systems provide business processes

with follow-up.

0,797

3. Electronic Document Management

Systems provide employee supervision.

0,791

4. Electronic Document Management

Systems increase controllability as

more documents are accessed faster.

0,790

5. Electronic Document Management

Systems facilitate the follow-up of the

business calendar.

0,786

6. Electronic Document Management

Systems increase the work

performance.

0,845

7. Electronic Document Management

Systems increase the efficiency of

management activities.

0,859

8. Electronic Document Management

Systems; accurate, effective and fast

decision making.

0,812

9. Electronic Document Management

Systems increase the influence of

management on employees.

0,824

PRODUCTIVITY

1. Electronic Document Management

Systems save time.

0,765

2. Electronic Document Management

Systems will do more work in a shorter

time.

0,793

3. Electronic Document Management

Systems facilitate business department

and organization.

0,723

4. Electronic Document Management

Systems provide the cooperation of

personnel.

0,754

5. Use of Electronic Document

Management Systems; increase

productivity in our institution.

0,744

106

6. Electronic Document Management

Systems provide convenient access to

past information and documents.

0,682

7. Electronic Document Management

Systems and information and

documents are regularly classified and

stored according to the relevant Kan /

Regulations.

0,699

8. Electronic Document Management

Systems provide quick access to

information and documents.

0,712

9. With Electronic Document Management

Systems, it provides the opportunity to

work outside the institution, ie time and

space independent.

0,710

10. Electronic Document Management

Systems enable more than one person

to access the same information and

document and work on the same

document.

0,693

11. After the software update in the

electronic document management

systems, the system is working hard.

0,725

12. All transactions made with Electronic

Document Management Systems are

recorded.

0,698

13. Electronic document management

systems prevent duplicate work.

0,757

14. Electronic Document Management

Systems prevent errors related to filing.

0,763

15. Since the number of prints required at

each stage of the Electronic Document

Management System is reduced, paper

is saved.

0,676

16. Electronic Document Management

System reduces the courier and mail

costs.

0,670

107

17. With Electronic Document Management

System, the physical archive is

decreasing.

0,655

18. Electronic Document Management

Systems provide personnel savings due

to the availability of labour productivity.

0,762

JOB SATISFACTION

1. With the Electronic Document

Management System, my motivation to

work is increasing.

0,853

2. Thanks to the Electronic Document

Management System, I work in an

environment full of files.

0,882

3. Thanks to Electronic Document

Management System, I am doing my

job lovingly and willingly.

0,855

4. The Electronic Document Management

System increases the sense of

belonging to the people.

0,874

5. The Electronic Document Management

System has reduced the liability for

work.

0,883

6. The Electronic Document Management

System ensures that corporate control

mechanisms work more efficiently.

0,765

ACTIVITY

1. Electronic Document Management

System creates corporate memory.

0,849

2. Electronic Document Management

Systems are easy to use.

0,859

3. In Electronic Document Management

System, information and documents are

completely correct.

0,894

4. In Electronic Document Management

Systems, reporting is working properly.

0,881

5. I think that paraph / signature processes

are shortened in Electronic Document

Management Systems.

0,841

SECURITY

108

1. The Electronic Document Management

System is more secure as it gives each

user a separate password in the system

and allows only concerned persons to

0,794

2. Electronic Document Management

Systems and electronic backups are

taken.

0,793

3. My documents are secured in the

Electronic Document Management

System.

0,781

4. In Electronic Document Management

Systems, while writing in the draft; the

loss of the text and its attachments in

the draft due to the fact that the

electricity is cut off or ejected from the

system negatively affects me.

0,695

KMO:0,906

Barlett’s Test p:0,000

Table 6: Results of Factor Analysis.

Five factors were obtained as a result of factor analysis. The factors meet the

hypotheses.

As a result of the factor analysis, the factor loads of 3 problems remained under

0.500, so they could not be involved in any dimension and they were excluded.

The 3 questions are as follows:

 Technical infrastructure for Electronic Document Management Systems

is sufficient.

 I believe that the Electronic Document Management Systems will not

be used after a certain period (the old system will start to be used again)

 I know all the features of Electronic Document Management Systems

which are necessary for my use.

109

Item analysis was made upon omitting the subtracting the 3 questions from the

survey. Item analysis is an analysis conducted to monitor the validity of tests

and items, determine their fitness for the purpose, inspects their reliability,

difficulty level, quality and discrimination power and whether or not the

distractor questions run well (Yıldırım and Şimşek, 2005). The results of item

analysis is presented below.

The results as to the reliability analysis is presented below.

Question

Total Correlation

Question

Total Correlation

0.607

Q22

0.709

0.648

Q23

0.763

0.656

Q24

0.695

0.630

Q25

0.684

Q25

0.624

Q26

0.699

0.634

Q27

0.723

0.603

Q28

0.760

0.684

Q29

0.642

0.634

Q30

0.635

Q10

0.770

Q31

0.690

Q11

0.752

Q32

0.610

Q12

0.711

Q33

0.620

Q13

0.659

Q34

0.658

Q14

0.783

Q35

0.671

Q15

0.739

Q36

0.660

Q16

0.762

Q37

0.659

Q17

0.768

Q38

0.647

Q18

0.632

Q39

0.652

Q19

0.768

Q40

0.684

Q20

0.680

Q41

0.625

Q21

0.748

Q42

0.608

Table 7: Results of Item Analysis.

According to the results of item analysis, the total correlation coefficient of all

questions is above 0.600. This case indicates that the test and the items are

reliable and valid.

110

Scale Types

Cronbach’s Alpha

Managerial Control

0.857

Productivity

0.868

Job Satisfaction

0.857

Effectiveness

0.852

Security

0.821

Scale Total

0.866

Table 8: Cronbach’s Alpha Coefficient.

According to the results of reliability analysis, Cronbach’s Alpha coefficient is

above 0.80. The reliability and validity of the scale has been achieved.

2.7. Data Analysis

Data analysis was conducted via the SPSS 16 package programme. After the

pilot scheme, factor analysis and item analysis were conducted to test the

reliability and validity. Cronbach's alpha values of the sub-dimensions were

also investigated. We used descriptive statistics and indifference tests in the

analysis of the actual application data. The frequency, percentage, mean and

standard deviation were used as descriptive statistics in the study. The mean

values represent the total scores collected from the subscales related to the

EDMS scale. In addition, the standard deviation refers to the mean standard

deviation values used to indicate the range, in which scores from subdivisions

varied.

The question of whether indifference tests would be a parametric or

nonparametric test was solved based on the result of the Kolmogorov–Smirnov

Test. This was done to determine whether the sub-dimensions could meet the

normal distribution conditions by considering the Kolmogorov–Smirnov Test

results, 'Normal Distribution Z' and 'p' statistics. According to the test results,

given that 'p' values were at the 5% significance level, the sub-dimensions did

not meet the normal distribution conditions, indicating that the parametric tests

could not reveal the statistically significant results. Therefore, the

111

nonparametric tests, namely, Mann–Whitney U Test and Kruskal–Wallis H

tests, were applied.

Mann-Whitney U test is used to detect the median differences of two groups

and its significance is measured according to the “Z Normal Distribution”

statistic. The Kruskal Wallis H test is used to detect the median differences of

three and more groups and to this end, the “X

” distribution is used.

To determine which group was seen to have statistically significant differences

at the 5% significance level according to Kruskal–Wallis H test results, the Ben

Horn test was used as a post hoc test.

112

3. CHAPTER

FINDINGS

3.1. Results on the Demographic Variables

The research results are presented in this chapter.

Gender

Frequency

Female

178

20.2

Male

702

79.8

Total

880

100.0

Age

Frequency

25 and younger

3.8

26-35

288

32.7

34-45

311

35.3

46-55

189

21.5

56 and older

6.7

Total

880

100.0

Educational background

Frequency

High-school

7.9

Associate degree

9.9

Bachelor's degree

536

60.9

Master's degree

171

19.4

PhD and higher degree

1.9

Total

880

100.0

The departments from where the graduation

degree were obtained

Frequency

Natural-Physical Sciences

3.9

Engineering

415

47.2

Social Sciences-Law

243

27.6

Others

188

21.3

Total

880

100.0

The number of years worked in the organisation

Frequency

Less than 5 years

10.0

6-10 years

172

19.5

11-15 years

260

29.5

16-20 years

185

21.0

113

21-25 years

102

11.6

More than 26 years

8.4

Total

880

100.0

Table 9: Demographic Variables.

As presented in Table 9, 79.8% of the participants were male, 35.3% were

male, 34 and 45 years of age, 60.9% were undergraduate, 47.2% were

engineering graduates and 29.5% were employed in the organization for 11-

15 years.

3.2. Results to EDMS Applications

Expectations (Question 8)

Frequency

Improved service

360

40.9

Quality and rich information communication

231

26.2

Decrease in costs

102

11.6

Equal access for everyone

11.0

Efficiency and productivity increase

4.7

Speed of service delivery

3.6

Transparency in public administration

1.9

Did Not Answer

0.1

Total

880

100.0

Table 10: Most Important Expectations from the EDMS Applications in the Organisation.

As presented in Table 10, When the most important expectations regarding

EDMS applications in the organisation were reviewed, only 1.9% of the

participants expected transparent public administration via EDMS. The most

important expectations of the participants from EDMS applications are

improved service (40.9%) and quality and rich information communication

114

(26.2%). There is no transparent public provision among participants'

expectations from EDMS implementations. The most important expectations

of the participants from EDMS applications are improved service

understanding, quality and rich information communication.

Services Provided in the Institution in

Electronic Environment

Frequency

Services offered for providing/giving information

714

81.3

Electronic document management system

618

70.2

Services offered in the form of inquiry and answer

358

40.7

Services offered as online transactions

384

43.6

General document management and archiving

service

0.7

No service

0.6

Note: More than one option is marked by a participant.

Table 11: Services Provided Electronically in the Organisation.

As presented in Table 11, When the findings related to the services provided

in the electronic environment in the institution are examined, 81.3 % of the

participants stated that they are for providing / giving information.

115

Obstacles to EDMS

Applications

Minimum

Maximum

Mean

Standard

Deviation

Order of

Obstacle

Technical infrastructure

inadequacy

6,16

2,136

1st

Inability to give up old

Abandonment of resident

bureaucratic habits

5,77

2,08

2nd

Employing qualified

technical staff

5,76

2,205

3rd

Security and hackers

problems

4,75

2,328

4th

The pressure of higher

priority issues

4,36

2,123

5 th

Public administrators

should not look at the

EDMS system warmly

(lack of leadership

support)

4,09

2,401

6 th

Lack of legal regulations

3,96

2,115

7 th

Inability of appropriation

3,74

2,362

8 th

Table 12: Obstacles to EDMS Applications.

As presented in Table 12, when the questions are given to the participant, it

was asked to score from 1 to 8 which is 1 is representing minimum score and

8 is representing maximum score. Each participant scored the questions

based on their own perceptions. The higher the score, the more important it is

for them. When the obstacles to EDMS applications were reviewed, it can be

seen that “technical infrastructure deficiency” the first place.

3.3. Findings on Perception of EDMS

Survey Questions

Minimum

Maximum

Mean

Standard

Deviation

116

1. Electronic document management systems provide

business processes with follow-up.

4,07

0,84

2. Electronic document management systems are used to

control business processes.

4,06

0,874

3. Electronic Document Management Systems increase

controllability as more documents are accessed faster.

4,03

0,903

4. Electronic Document Management Systems facilitate

the follow-up of the business calendar.

3,98

0,94

5. Electronic Document Management Systems increase

the work performance.

3,95

0,994

6. Electronic Document Management Systems increase

the efficiency of management activities.

3,94

0,929

7. Electronic Document Management Systems provide

employee supervision.

3,85

0,99

8. Electronic Document Management Systems; accurate,

effective and fast decision making.

3,81

0,984

9. Electronic Document Management Systems increase

the influence of management on employees.

3,78

0,979

Total

35,47

Table 13: Findings elated to Management Control in EDMS Applications.

When the questions are answered, it is asked to score from 1 to 5. Each

participant scored points from 1 to 5 according to his own thinking. The

minimum score is 1 and the maximum score is 5. The higher the score, the

more important it is for them. 5 point represents the most important value, while

1 point represents the most worthless one.

When the findings related to management control in EDMS applications are

examined, it is seen that the averages for the items are bigger than 3. This

suggests that there is a positive attitude towards management control in EDMS

applications. With EDMS, activities such as control of work processes, follow-

up, employee supervision, controllability, workforce performance and decision

making are realized more effectively. The total scores of all questions were

117

given on the management control sub-dimension. According to this, it is

understood from the values of minimum (9 questions * 1 point = 9) and

maximum (9 questions * 5 points = 45) that the employees have given the

answers "strongly disagree" and "strongly agree" This shows that some

employees are very satisfied with the sense of managerial control and some

employees are not satisfied at all. However, when the mean value (35,47 ±

7,30) is examined, it is seen that the majority of the participants are satisfied.

Survey Questions

Minimum

Maximum

Mean

Standard

Deviation

1. All transactions made with Electronic Document

Management Systems are recorded.

4,15

0,959

2. Electronic Document Management Systems and

information and documents are regularly classified and

stored according to the relevant Kan / Regulations.

4,14

1,011

3. Electronic Document Management System reduces the

courier and mail costs.

4,11

1,078

4. Electronic Document Management Systems save time.

4,09

0,991

5. Electronic Document Management Systems provide

convenient access to past information and documents.

4,08

1,071

6. Electronic Document Management Systems provide

quick access to information and documents.

4,06

1,081

7. Use of Electronic Document Management Systems;

increase productivity in our institution.

4,03

1,035

8. Electronic Document Management Systems enable

more than one person to access the same information and

document and work on the same document.

4,02

1,024

9. Electronic Document Management Systems will do more

work in a shorter time.

3,98

1,112

10. Since the number of prints required at each stage of

the Electronic Document Management System is reduced,

paper is saved.

3,96

1,211

118

11. With Electronic Document Management System, the

physical archive is decreasing.

3,91

1,217

12. Electronic Document Management Systems facilitate

business department and organization.

3,89

1,069

13. Electronic Document Management Systems prevent

errors related to filing.

3,89

1,077

14. Electronic document management systems prevent

duplicate work.

3,69

1,166

15. With Electronic Document Management Systems, it

provides the opportunity to work outside the institution, ie

time and space independent.

3,67

1,299

16. Electronic Document Management Systems provide

the cooperation of personnel.

3,66

1,202

17. Electronic Document Management Systems provide

personnel savings due to the availability of labour

productivity.

3,66

1,25

18. After the software update in the electronic document

management systems, the system is working hard.

3,43

1,334

Total

70,42

Table 14: Findings Related to Effectiveness of Productivity in EDMS Applications.

When the findings on productivity are examined in EDMS applications, it is

seen that the average of the items is bigger than 3 in all. This suggests that

productivity in EDMS applications is on the positive side. With EDMS, time

saving is provided, cooperation between personnel is increased, documents

are provided quickly, working is possible without time and space, and all

transactions can be recorded. The total scores of all the questions were given

over the productivity sub-dimension. According to this, in terms of productivity,

it is understood from the minimum (18 questions * 1 point = 18) and maximum

(18 questions * 5 = 90) that the employees are the ones who give the answers

"strongly disagree" and "strongly agree" to each question. This shows that

some employees are very satisfied with the productivity and some employees

119

are not satisfied at all. However, when the mean value (70,42 ± 16,21) is

examined, it is seen that the majority of the participants are satisfied.

Survey Questions

Minimum

Maximum

Mean

Standard

Deviation

1. With the Electronic Document Management System, my

motivation to work is increasing.

3,61

1,208

2. The Electronic Document Management System ensures

that corporate control mechanisms work more efficiently.

3,47

1,131

3. Thanks to the Electronic Document Management

System, I work in an environment full of files.

3,4

1,188

4. Thanks to Electronic Document Management System, I

am doing my job lovingly and willingly.

3,33

1,181

5. The Electronic Document Management System has

reduced the liability for work.

3,32

1,228

6. The Electronic Document Management System

increases the sense of belonging to the people.

3,25

1,237

Total

20,38

Table 15: Findings Related to the Effect of EDMS Applications on Job Satisfaction.

When the effect of EDMS applications on job satisfaction is examined, the

highest average is motivation perception with 3.61. Participants think that

working with EDMS generally increases motivation. However, all the averages

are over 3. It is possible to say that EDMS applications have positive effects

on job satisfaction in general. The total scores of all the questions were given

on the job satisfaction sub-dimension. According to this, it is understood from

120

the values of minimum (6 questions * 1 point = 30) and maximum (6 questions

* 5 points = 30) that the employees have given the answers "strongly disagree"

and "strongly agree" This shows that some employees have a high level of job

satisfaction and some employees have a low level of job satisfaction. However,

when the mean value (20,38 ± 6,12) is examined, it is seen that the majority of

the participants are satisfied.

Survey Questions

Minimum

Maximum

Mean

Standard

Deviation

1. In Electronic Document Management System,

information and documents are completely correct.

3,99

1,01

2. Electronic Document Management Systems are

easy to use.

3,97

1,069

3. I think that paraph / signature processes are

shortened in Electronic Document Management

Systems.

3,83

1,077

4. In Electronic Document Management Systems,

reporting is working properly.

3,8

1,117

5. Electronic Document Management System creates

corporate memory.

3,6

1,133

Total

19,19

Table 16: Findings Related to Effectiveness of EDMS Implementations.

When the effect of EDMS applications on effectiveness is examined, it has

ease of use with the highest average of 3.97. However, all the averages are

over 3. It is possible to say that EDMS applications generally have positive

effects on efficiency. Personnel involved in the survey indicate that EMS

applications create institutional memory, facilitate ease of use, allow for proper

reporting, and shorten paraph / signature processes. In addition, he thinks that

information and documents are correct in EDMS. Total scores of all the

questions were given on the activity sub-dimension. According to this, it is

121

understood from the values of minimum (5 questions * 1 point = 5) and

maximum (5 questions * 5 points = 25) that the employees have given the

answers "strongly disagree" and "strongly agree" This shows that some

employees have a high perception of activity and some employees have a low

performance. However, when the mean value (19,19 ± 4,42) is examined, it is

seen that the majority of the participants are satisfied.

Survey Questions

Minimum

Maximum

Mean

Standard

Deviation

1. The Electronic Document Management System is

more secure as it gives each user a separate password

in the system and allows only concerned persons to

3,88

1,033

2. In Electronic Document Management Systems, while

writing in the draft; the loss of the text and its

attachments in the draft due to the fact that the electricity

is cut off or ejected from the system negatively affects

me.

3,26

1,308

3. Electronic Document Management Systems and

electronic backups are taken.

2,79

1,183

4. My documents are secured in the Electronic

Document Management System.

2,47

1,312

Table 17: Findings on Security Perception in EDMS Applications.

When the findings related to security perception are examined in EDMS

applications, participants have negative perception about EMS and electronic

backups and document security. The averages of the items regarding the

electronic backup and the security of the documents are below 3. The total

scores of all questions were given on the security sub-dimension. According

to the security dimension, it is understood from the values of minimum (4

122

questions * 1 point = 4) and maximum (4 questions * 5 points = 20) that the

employees have given the answers "strongly disagree" and "strongly agree" to

each question. This suggests that some employees have high security

perceptions and some employees are low. However, when the mean value

(12,40 ± 3,59) is examined, it is shown that participants have negative attitudes

towards safety in general.

3.4. Perception of EDMS by Demographic Aspects

Dimensions

The

Mean

Standard

Deviation

Normal

Distribution

‘Z’

Managerial Control

35,45

7,3

5,36

Productivity

70,42

16,21

3,371

Job Satisfaction

20,45

6,21

4,1

Efficiency

19,22

4,42

3,891

Security

12,4

3,59

2,708

Table 18: Results of the Kolmogorov–Smirnov Test.

As presented in Table 18, the Kolmogorov–Smirnov Test was used to test the

normal distribution in the study. According to the results of the Kolmogorov–

Smirnov test, the sub-dimensions of managerial control, productivity, job

satisfaction, efficiency and security sub-dimensions failed to meet normal

distribution conditions (p < 0.05). In this case, the Mann–Whitney U Test and

the Kruskal–Wallis H Test were used as parametric or nonparametric tests.

The H

hypothesis was accepted in the study. When the mean value (35,45 ±

7,30) is examined, it is seen that the majority of the participants are satisfied.

With EDMS, activities such as control of work processes, follow-up, employee

supervision, controllability, workforce performance and decision making are

realized more effectively.

123

The H

hypothesis was accepted in the study. When the mean value (70,42 ±

16,21) is examined, it is seen that the majority of the participants are satisfied.

EMS shows that productivity is positive in terms of productivity. With EDMS,

time saving is provided, cooperation between personnel is increased,

documents are provided quickly, working is possible without time and space,

and all transactions can be recorded.

The H

hypothesis was accepted in the study. When the mean value (20,45 ±

6,21) is examined, it is seen that the majority of the participants are satisfied.

Personnel involved in the survey indicate that EDMS applications create

institutional memory, facilitate ease of use, allow for proper reporting, and

shorten paraph / signature processes. In addition, it is thought that information

and documents are correct in EDYS.

The H

hypothesis was accepted in the study. When the mean value (19.22 ±

4.42) is examined, it is seen that the majority of the participants were satisfied.

It can be said that EDMS applications generally have positive effects on

efficiency. Personnel involved in the survey indicate that EDMS applications

create institutional memory, facilitate ease of use, allow for proper reporting,

and shorten paraph / signature processes.

The H

hypothesis was rejected in the study. When the mean value (12,40 ±

3,59) is examined, it shows that participants have negative attitudes towards

safety in general. When the findings related to security perception are

examined in EDMS applications, participants have negative perception about

EDMS and electronic backups and document security.

Dimensions

Gender

The

Mean ±

Managerial Control

Female

37,336

± 6,70

3,595

Male

34,97 ±

7,38

124

Productivity

Female

73,35 ±

13,68

1,932

0,053

Male

69,67 ±

16,72

Job Satisfaction

Female

20,88 ±

6,86

1,537

0,124

Male

20,33 ±

6,04

Efficiency

Female

20,08 ±

3,58

1,937

0,053

Male

19,00 ±

4,58

Security

Female

13,10 ±

3,88

2,333

0,02

Male

12,23 ±

3,49

Table 19: Mann–Whitney U Test for the Perception of EDMS Based on Gender.

As presented in Table 19, When the perception of the EDMS based on gender

was reviewed, there was no significant difference in the scores for efficiency,

job satisfaction and productivity sub-dimensions between different gender

groups (p > 0.05). However, there was a statistically significant difference in

scores for managerial control and security (p < 0.05). In the managerial control

(37.336 ± 6.70) and the security (13.10 ± 3.88) sub-dimensions, women

obtained higher scores of perception than men.

Dimensions

Age

The Mean ± SD

Managerial Control

25 and younger

32,60 ± 8,10

17,215

26–35

34,78 ± 7,67

34–45

35,08 ± 8,11

46–55

36,02 ± 4,82

56 and older

38,44 ± 5,98

Productivity

25 and younger

65,60 ± 14,39

20,578

26–35

69,11 ± 15,61

34–45

71,04 ± 16,29

125

46–55

72,83 ± 13,86

56 and older

73,49 ± 23,95

Job Satisfaction

25 and younger

17,09 ± 5,50

15,147

26–35

18,92 ± 6,16

34–45

20,99 ± 6,47

46–55

22,49 ± 4,37

56 and older

22,53 ± 7,87

Efficiency

25 and younger

16,54 ± 5,29

18,009

26–35

18,12 ± 5,26

34–45

19,79 ± 3,76

46–55

20,23 ± 3,11

56 and older

20,77 ± 4,64

Security

25 and younger

10,45 ± 3,01

20,835

26–35

11,77 ± 3,42

34–45

12,32 ± 3,82

46–55

12,62 ± 3,00

56 and older

13,84 ± 3,99

Table 20: Kruskal–Wallis H Test for the Perception of EDMS Based on Age.

When the perception of EDMS based on age is reviewed, we can see a

significant difference between age groups in terms of the managerial control,

productivity, job satisfaction, efficiency and safety sub-dimensions (p<0.05).

According to the Bonferroni test results, the perception scores of individuals

from the age group of 25 and younger and those of individuals from the age

group of 46 years and over differ in all the subscales. Younger individuals'

perception scores for the EDMS in managerial control, productivity, job

satisfaction, efficiency and security are lower than those from the older age

groups.

Dimensions

Educational background

The Mean ± SD

Managerial Control

High-school

36,08 ± 6,67

1,159

0,763

Associate

35,66 ± 3,20

126

Bachelor's

35,44 ± 7,48

Master's

35,16 ± 8,76

PhD and higher

35,29 ± 1,95

Productivity

High-school

73,05 ± 13,63

4,995

0,172

Associate

73,49 ± 11,95

Bachelor's

70,43 ± 16,43

Master's

68,30 ± 17,93

PhD and higher

64,94 ± 16,72

Job Satisfaction

High-school

20,73 ± 5,85

6,226

0,092

Associate

22,22 ± 3,79

Bachelor's

20,37 ± 6,60

Master's

19,63 ± 6,19

PhD and higher

20,82 ± 3,02

Efficiency

High-school

19,18 ± 4,00

5,375

0,146

Associate

20,35 ± 2,93

Bachelor's

19,23 ± 4,56

Master's

18,70 ± 4,81

PhD and higher

18,29 ± 2,64

Security

High-school

11,71 ± 3,86

5,742

0,125

Associate

12,83 ± 2,35

Bachelor's

12,48 ± 3,68

Master's

12,38 ± 3,81

PhD and higher

10,64 ± 3,59

Table 21: Kruskal–Wallis H Test for the Perception of EDMS Based on Educational

Background.

As presented in Table 21, when the perception of EDMS based on educational

background was reviewed, we found no significant difference between the

groups with different educational backgrounds in the managerial control,

productivity, job satisfaction, efficiency and security sub-dimensions (p>0.05).

127

The scores for the EDMS perception of the employees did not vary by

educational background.

Dimensions

The Department of Graduation

The Mean ± SD

Managerial

Control

Natural-Physical Sciences

36,12 ± 6,12

3,694

0,158

Engineering

35,68 ± 3,63

Social Sciences-Law

35,72 ± 7,85

Others

35,35 ± 8,71

Productivity

Natural-Physical Sciences

72,52 ± 11,22

2,963

0,227

Engineering

70,48 ± 16,52

Social Sciences-Law

68,27 ± 17,82

Others

68,52 ± 16,93

Job Satisfaction

Natural-Physical Sciences

22,18 ± 3,63

2,705

0,259

Engineering

20,42 ± 6,72

Social Sciences-Law

19,58 ± 6,22

Others

21,92 ± 3,82

Efficiency

Natural-Physical Sciences

20,22 ± 2,92

3,074

0,215

Engineering

19,58 ± 4,45

Social Sciences-Law

18,96 ± 4,85

Others

18,52 ± 2,14

Security

Natural-Physical Sciences

11,85 ± 2,62

4,4

0,111

Engineering

11,27 ± 3,52

Social Sciences-Law

12,42 ± 3,73

Others

10,81 ± 3,14

Table 22: Kruskal–Wallis H Test for the Perception of EDMS Based on The Department of

Graduation.

As presented in Table 22, When the perception of EDMS based on the

department of graduation degree was reviewed, we found no significant

difference between the groups graduated from different departments in the

managerial control, productivity, job satisfaction, efficiency and security sub-

dimensions (p>0.05). The scores for EDMS perception of the employees did

not vary by the department of graduation degree. It is thought that the

perception of the EDMS may vary depending on the educational situation, as

128

the tendency of individuals to access information and to use the information

effectively increases as the educational status of the individuals increases.

However, when the results are analysed, it is determined that the EDMS

perception does not vary according to the educational status.

Dimensions

Number of Years Worked in

Organisation

The Mean ±

Managerial Control

Less than 5 years

32,59 ± 8,12

20,521

6–10 years

34,77 ± 7,58

11–15 years

36,08 ± 8,22

16–20 years

36,21 ± 8,82

21–25 years

37,52 ± 6,51

More than 26 years

38,42 ± 6,84

Productivity

Less than 5 years

65,68 ± 8,63

22,563

6–10 years

66,52 ± 8,51

11–15 years

67,39 ± 5,74

16–20 years

70,52 ± 8,32

21–25 years

71,84 ± 7,63

More than 26 years

72,20 ± 8,23

Job Satisfaction

Less than 5 years

17,20 ± 3,68

21,583

6–10 years

18,81 ± 4,52

11–15 years

20,98 ± 5,21

16–20 years

21,15 ± 6,27

21–25 years

21,62 ± 8,41

More than 26 years

22,84 ± 6,18

Efficiency

Less than 5 years

16,55 ± 6,24

23,541

6–10 years

18,12 ± 5,61

129

11–15 years

19,77 ± 3,52

16–20 years

20,28 ± 3,54

21–25 years

20,77 ± 6,52

More than 26 years

21,79 ± 4,31

Security

Less than 5 years

10,43 ± 2,52

23,621

6–10 years

11,72 ± 3,41

11–15 years

12,38 ± 2,69

16–20 years

12,39 ± 5,21

21–25 years

12,85 ± 6,52

More than 26 years

13,80 ± 8,12

Table 23: Kruskal–Wallis H Test for the Perception of EDMS Based on the Number of Years

Worked in Organisation.

When the perception of EDMS based on the number of years worked in

organisation was reviewed, we find a significant difference between the groups

which worked for different number of years worked in the organisation in the

managerial control, productivity, job satisfaction, efficiency and security sub-

dimensions (p<0.05). According to the Bonferroni test results, in all sub-

dimensions, the perception scores of individuals who worked in the

organisation for less than 5 years were different from those of individuals who

worked in the organisation for 21 years and over. Those who worked in the

organisation for a short time have lower scores of EDMS perception than those

who worked in the organisation for a long time in the managerial control,

productivity, job satisfaction, efficiency and security sub-dimensions.

3.5. Analysis of the Relation among Sub-dimensions of EDMS

Dimensions

Managerial

Control

Productivity

Job

Satisfaction

Efficiency

Security

130

Managerial

Control

880

Productivity

0,564

880

Job Satisfaction

0,369

0,616

880

Efficiency

0,417

0,508

0,535

880

Security

0,253

0,341

0,465

0,517

880

Table 24: Analysis of Relationship Between EDMS Sub-dimensions Spearman Test.

The relationship between subscales of EDMS was examined by Sperman test

and it was determined that all sub-dimensions were related to each other (p

<0,05). There is a statistically significant and positive relationship between

managerial control, productivity, job satisfaction, efficiency and security sub-

dimensions. Administrative control, productivity, job satisfaction, efficiency and

security perceptions affect each other positively. All "r" coefficients are

positive. This indicates that all sub-dimensions are influencing each other

positively.

3.6. Opinions on EDMS Applications

Within the scope of the study, the personnel working at the Ministry of Science,

Industry and Technology were requested to state their opinions regarding

EDMS. Some employees expressed various opinions regarding EDMS. Such

opinions have been presented below.

The technical problems were expressed in the context of EDMS. The technical

problems about the running and usage of EDMS applications have negative

impacts on productivity. Some technical problems experienced in EDMS was

explained as follows by an employee:

131

Technical Opinions: "-Some browsers terminated their agreements with Java,

and considering the fact that e-signature process with Java support is an

indispensable part of EDMS, the problems occur due to inability to engage

Java.

- Likewise, there are certain problems which are assumed to stem from the

browsers and prevent adding file to the system and so far, no solution has

been found to these problems (Again browser or java related)."

Personal Opinions:

"-Furthermore, it is observed that the system gained speed with the

engagement of quick and efficient servers.

-Also, it is thought that the system is control oriented. Therefore, it is mandatory

that the control-oriented interfaces are developed. Likewise, even currently,

some paper enquires do not yield any reply."

Infrastructure insufficiency of EDMS and not running efficiently has caused it

to be evaluated as a weak and slow system by some employees.

Opinions on Technical Problems:

"EDMS used by the Ministry of Science, Industry and Technology has a

weaker and slower infrastructure than the EDMSs of other institutions that we

have seen. Its reporting is so inadequate, its enquiries are so slow and

insufficient and it is not possible to customize it in a practical manner. Instead

o designing a new program for EDMS, it would be much better if a common

program to be used by all the official institutions could use. The institutions

could have special modules. Unfortunately, EDMS used by our Institution is

not enough to meet the requirements."

"After any update in Electronic Document Management Systems, it should be

inspected whether each employee have the same level of command of system.

132

Otherwise, the disproportionate level of information about the system among

the personnel causes unnecessary occupation of the entire personnel

regarding the issue.

Another employee expressed the need for training as follows:

"To be able to use this system efficiently, I believe that a good training is

necessary."

A lot of problems can be encountered within the scope of EDMS applications.

Such case sometimes increases the workload of the institution and adversely

affect the productivity. Various problems experienced in EDMS applications

from the perspective of personnel opinions have been presented below:

"All the staff can see every document in the Electronic Document Management

System used by our Ministry. In addition, when an employee performing the

document registration enters the personnel filing code wrong, it appears wrong

in all archives. It is possible to reply back over a document which was

responded and closed and this may cause repetition of the same transaction

"The most significant problem regarding EDMS in corporate sense is that it

takes a very long time to reach a document. To access a document, only the

parameters belonging to the relevant document must be entered and the

system remains weak in terms of speed.

"In current situation, we cannot use the Electronic Document Management

System very efficiently. We are having difficulty especially in finding the past

dated correspondence. Therefore, we feel ourselves obliged to physical

archive keeping. In addition, I believe that all the staff including myself do not

have enough knowledge accumulation on EDMS.

"I am an Officer for Measurements and Adjustments. The document

transferred to me does not have enough coding at the stage of recording.1. It

should be stated whether it is a stamp removing minutes or a declaration. The

stamp removing minutes must be closed within 3 months. 2. Repetitive entries

were made to the sender's index during the registry of incoming document.

133

There are tens of person and institution information with the same name. They

have to be cleaned. 3. While the documents are searched, entries specific to

the topic titles should be allowed. Such as the examination request,

government marker request, complaint examination.... etc. 4. The computer

software given for remote access to EDMS and the capabilities of wifi modem

Ethernet should be revised. They cannot be used for months, despite their

costs were already paid.5. The importance of the system must be explained

again to the paper recorders. 6. The Provincial Directorates and Branch

Directorates should be expected more than being merely a paper dispatcher,

but should be made a stakeholder of the working group. 7. The system should

actively follow whether or not the incoming document has been closed. 8. The

scenario in rural areas from the entry of document until the closing of document

must be monitored on-site, and improvements must be made, if necessary.

More efficient running of EDMS applications will boost the productivity of

institution. Within this framework, some recommendations have been

developed for efficient running of EDMS applications. Such recommendations

can be enumerated as follows based on the opinions of staff:

"Gathering all EDMS Systems of all public institutions under the same roof will

be beneficial both for security and saving.

EDMS software system should be accessible from everywhere.

EDMS software should run as integrated with the e-government project.

"For the realization of expectations related to the "Electronic Document

Management System, it should be supported with an active portal inside the

institution and integrity and unity should be ensured."

"EDMS is a necessity for our country. Returning to the old system is an

outdated thought. All the institutions should pass to this system. Regular

trainings should be delivered on EDMS. System should be updated. It should

be integrated with the other systems, and with Pardus or Office system."

134

CONCLUSION

The information and communication technologies has become a part of daily

life in parallel with the advancing technologies. In public institutions, quick and

efficient enterprise resource planning projects are implemented thanks to the

increase of business productivity. Today, with EDMS, which is one of such

projects, the processes related to document management have been moved

to the electronic environment. Thanks to the EDMS projects, the information

is sent or received in different formats both from inside and outside the

institution, and they are converted into documents to qualify as legal evidence

and then archived or destroyed in accordance with specific regulations. The

most significant problem of EDMS in Turkey is that not enough people who

graduated from the departments of information and document management

are not employed at the units and therefore there is lack of specialist

personnel. It is observed that in public institutions and agencies there are

deficiencies in employment of information and document specialists who

studied EDMS applications. With the efficient usage of electronic document

management system in public institution, productivity increase is achieved.

This study scales the knowledge and opinions about EDMS of the central and

rural personnel of the Ministry of Science, Industry and Technology for the

purpose of determining the impact of EDMS on productivity in public

institutions. In the light of the findings of study, some conclusions and

recommendations have been set forth for the development of EDMSs and

identifying and evaluating their competence and their impact on productivity

135

Araştırma Soruları

Akademik Dayanak

Hipotez

Tablo

İspatlanma

durumu

1.EBYS ile kurumların

yönetim organları etkin bir

şekilde denetim

gerçekleştirebilmekte

midir?

Gülenç (2011) çalışmasında EBYS ile kurumların denetim ve doğrulama kanallarının iyi bir

şekilde işlediğini ve bu durumun yönetimin karar verme eylemini saha sağlıklı şekilde

yapabilmesini sağladığını belirtmiştir.

Alır (2008) çalışmasında EBYS ile yönetimin denetim etkinliğinin arttığını belirtmiştir.

Howard (2001) çalışmasında e-uygulama sistemlerinin yönetimlerde değişime sebep

olduğunu ve yönetimlerin etkin kontrol verme mekanizmalarının etkinliğinin arttığını

belirtmişlerdir.

: EBYS

yönetsel kontrol

sağlamaktadır.

Tablo 13 ve

Hipotez

ispatlanmıştır.

2. EBYS kurumda belgeler

ulaşımda ve belgelerin

kaydında zaman ve hız

kazandırmakta mıdır?

Özdemirci (2013) çalışmasında belge yönetim sistemlerinin belgelerin üretilmesi, alınması,

korunması ve saklanmasında zaman kazandırdığını belirtmiştir

: EBYS iş

verimliliği

sağlamaktadır.

Tablo 14 ve

Hipotez

ispatlanmıştır.

3.EBYS etkin belge

yönetimi sayesinde iş

yükünü azalmakta mıdır?

Özden (2015) çalışmasında “iş görenin, modern koşulların sunmuş olduğu bir takım

olanaklarla işlerini çok daha etkin ve efektif bir şekilde yerine getirmeleri sayesinde kendilerini

gerçekleştirme ve geliştirme fırsatları da ortaya çıkmış olur.” şeklinde belirtmiştir.

Singh ve Sharma (2009) çalışmalarında e-girişimleri uygulandığı kurumlarda çalışan

tatmininin arttığını belirtmişlerdir.

Javadi ve Etebarian (2014) çalışmalarında e-uygulama sistemlerinin çalışanların iş yükünü

azalttığını belirtmiştir.

Stuurman (2013) çalışmasında e-belge sistemlerinin çalışanların dosya yükünü ortadan

kaldırdığını belirtmiştir.

EBYS iş

memnuniyeti

sağlamaktadır.

Tablo 15 ve

Hipotez

ispatlanmıştır.

4. EBYS kurumda denetim

yapılmasını ve kurumsal

hafıza yaratılmasını

sağlamakta mıdır?

5. EBYS kurumda hizmet

kalitesini arttırmakta

mıdır?

Wang (2014) çalışmasında belge yönetim sistemlerinin uygulama kurallarının belirlenmesiyle

denetim yapılmasını kolaylaştırdığını belirtmiştir.

Manikas (2015) çalışmasında belgelerin kayıt altına alınmasını ve hızlı bir şekilde ulaşılmasını

kurumsal hafızayı yarattığını belirtmiştir.

Yalçınkaya (2014) çalışmasında belge yönetim sistemlerinin belgelerin doğru şekilde

saklanmasını sağlayarak belgede özgünlük ilkelerinin yerine getirtildiğini belirtmiştir.

: EBYS ile

etkinlik

sağlanmaktadır.

Tablo 16 ve

Hipotez

ispatlanmıştır.

6. EBYS kullanıcı

güvenliği sağlamakta

mıdır?

Abeysingher (2001) e-doküman sistemlerinin dokümanların korunmasını sağladığını

belirtmiştir.

Munetsi (2011) çalışmasında dijital belge kayıt sistemlerinin belgelerin korunmasında etkin

olduğunu belirtmiştir.

Abri (2009) çalışmasında e-girişim uygulamalarının e-gizlilik üzerine etkili olduğunu

belirtmiştir.

: EBYS’yi

kullanan

memurun

bilgisayarında

kişisel bilgi

güvenliği

sağlanmaktadır.

Tablo 17 ve

Hipotez

ispatlanamamıştır.

Table 25: Control of Hypothesis.

136

The EDMSs which contain institutional information sources, provide the

necessary information and documents to institution management for decision-

making processes and institutional management activities. Therefore,

electronic document management is of vital importance for institution

management. The institutionalized research among EDMSs carried out in the

Ministry, is an implementation which has features that can guide EDMSs both

in development or to be developed in the future.

The foremost aim of this study is to determine how much effective the EDM

application of the ministry in the context of managerial control, productivity, job

satisfaction, efficiency and safety provision topics is and to prove that it has

positive effects. For this purpose, many resources related to subject were

utilized and processes, survey results and workflow associated with EDMS

were examined. As a result of researches and examinations made; it has been

determined that the EDMS application provides efficiency in managerial

control, productivity, job satisfaction topics but it was not able to provide EDMS

user safety to full extent. In this direction, it is expected that reviewing process

management will contribute to development and sustainability of EDMS.

In brief, the factors hampering the sustainability and implementation of EDMS

in the ministry, are the problems that related to training, hardware and

software.

Based on the results obtained from evaluation of electronic document

management systems in the ministry, the recommendations presented are as

follows:

1. First thing should be done in the Ministry, is to establish a dedicated unit

for document management processes to carry these tasks out, and have

information and document management department graduates employed in

this unit.

137

2. Supplementary documents associated with electronic document

management systems should be made available and it should be ensured that

these documents are delivered to all EDMS users.

3. As a result of evaluations, it is revealed that the Ministry carried out

other inter-institutional correspondences via mail. It has been concluded that

electronic document management systems have an integration problem with

other systems within the institution. As a result, it is certain that some work will

be disrupted. In order for document management processes to be carried out

more accurately, systems such as KEP8 and DETSİS9 included in legal

regulations, should be integrated as user friendly. For documents that cannot

be send out via KEP, necessary warning systems should be developed in case

the user forgets.

4. In order to enable inter-institutional interoperability of EDMSs, the

Ministry firstly should begin working on to ensure coordination between its own

units.

5. The Ministry, should make sure that all EDMS users are given adequate

training and necessary technical support. In addition, users should be made

more aware of interoperability and security issues.

6. The issue of integration of documents incoming via KEP with other

documents should be worked on and the Ministry should employ specialist

personnel in document management agency who will attend to KEP.

7. Having two counters for incoming and outgoing documents reduces the

speed and efficiency of document searches in the system. There should be a

single counter and incoming – outgoing documents, approval date and number

should be given over this counter. Therefore, more efficient and rapid

searching procedures could be established.

8. Date and number counter module should be in Directorate of State

Archives. Because, in order to have a legal characteristic, the document must

have a date and a number. The date and the number of documents whose

process cannot be completed in time for some reason, can sometimes

changed with a requested date and number. In order to prevent these

inappropriate cases, the system should be in the Ministry and the document

counter module should be in the Directorate of State Archives.

138

9. Electronic signature should only be obtained for users who have final

signatory roles. It will increase the efficiency and will be more cost effective.

Obtaining electronic signatures for all personnel in the Ministry has increased

both the workload on the system and the cost.

Based on the collected results of the implemented survey, the possible

recommendation has been derived for the EDMS applications:

1- Results revealed that the technological infrastructure and technical

qualities are insufficient within the scope of the EDMS applications. Thus,

improving the technological infrastructure is important to ensure the efficient

operation of the system and the conduct of the necessary R & D activities. The

technical infrastructure of the institution should be reviewed and updated if

needed. Document and archival processes and workflows should be

organised.

2- Some of the mistakes in the use of EDMS are caused by the human

factor. To avoid mistakes arising from the personal preferences of employees,

authorities should minimise the situations where personal preferences can be

made. To solve this, standard templates can be created at the system inputs.

3- Security is one of the most important concerns of employees regarding

EDMS. Organisations with similar administrative structures should be

established to ensure information security. Responsibilities for the destruction

of permanently erased data in the electronic environment should be

determined, along with responsibilities for ensuring that information security

would be shared among the units. While planning the measures to be taken,

they should also be evaluated along with the technical and administrative

aspects. While investments are made to ensure information security in

organisations, it is important to consider user awareness. To overcome the

legal weaknesses of information security, developing policies and organising

awareness trainings on those policies should be considered.

To reinforce the security level, the document must be encrypted during the

archiving and transferring. Security tests must be implemented on EDMS and

EMDS infrastructure and if any, the deficiencies must be eliminated.

139

The level of seeing the content of documents must be regulated according to

the authorization level.

4- A unit related to electronic document management should be

established within the Institution, and the authorities should be extended on

the implementation and control of specific standards. In the aforementioned

units, a knowledge manager specialist should be employed and this person

must be able to work in coordination with other related units in carrying out

document management activities.

5- In-service training should be organised to ensure that employees work

in accordance with regulations in the EDMS applications. Trainings must be

delivered to the EDMS users in compatible with their roles and such trainings

must be repeated at certain intervals.

6- For the system to be more effective and efficient, it must be possible to

append signature on every platform without needing "Java", whether in web-

based or desktop application. Within this scope, it must be ensured that

Registered Electronic Mail (REM) application is integrated to the new system.

140

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ANNEXES

SURVEY FORM

Dear Participator

This interview form .... has been prepared to be used in the thesis study

titled as "Creation of Electronic Document Management Systems: A Research

on Productivity in Public Institutions". The data obtained as a result of the

survey will be used only for purposes of scientific research. I would like to thank

you for your attention and contribution.

NAME AND SURNAME

Doctoral Student

Appendix-A: Questionnaire

1) Your gender:

( ) Woman () man

2) Your age:

() 25 and below

() 26-35

() 36-45

() 46-55

() 56 and above

3) Your Status of Education:

() Primary education

( ) High school

() Associate Degree

() License

() Graduate

() Doctorate and above

4) Last Graduated Area:

() Natural Sciences- () Engineering () Social Sciences- Law

() Other (Please specify) .................................................

5) Working at this institution:

() Less than 5 years () 6-10 years () 11-15 years () 16-20 years () 21- 25 () More than 26 years

6) Your title: ..................

7) Unit you work in: ...................

8) Select the most important expectation of your institution from the application of EDMS?

() Improved service

155

() Equal access for everyone

() Transparency in public administration

() Quality and rich information communication

() Decrease in costs

() Efficiency and productivity increase

() Speed of service delivery

9) What are your services provided by your organization in electronic environment?

() Services provided for providing / giving information

() Services offered in the form of inquiry and answer

() Services offered as online transactions

() Other (Please specify): ..................................

10) Do you number the obstacles in front of the EDMS applications from 1 in order of

importance? (1 = least important obstacle 8 = most important obstacle)

() Inability of appropriation

() Security and hackers problem

() The pressure of higher priority issues

() Employing qualified technical staff

() Abandonment of resident bureaucratic habits

() Public administrators should not look at the EDMS system warmly (lack of leadership support)

() Lack of legal regulations

() Technical infrastructure inadequacy

11) On the basis of the EMS studies carried out at your institution, mark on the scale how much you

participate in the following statements?

I never agree

I do not agree

Undecided

I agree

I totally agree

MANAGEMENT CONTROL

1. Electronic document management systems are used

to control business processes

2. Electronic document management systems provide

business processes with follow-up.

3. Electronic Document Management Systems provide

employee supervision.

4. Electronic Document Management Systems increase

controllability as more documents are accessed

faster.

5. Electronic Document Management Systems facilitate

the follow-up of the business calendar.

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6. Electronic Document Management Systems increase

the work performance.

7. Electronic Document Management Systems increase

the efficiency of management activities.

8. Electronic Document Management Systems;

accurate, effective and fast decision making.

9. Electronic Document Management Systems increase

the influence of management on employees.

PRODUCTIVITY

10. Electronic Document Management Systems save

time.

11. Electronic Document Management Systems will do

more work in a shorter time.

12. Electronic Document Management Systems facilitate

business department and organization.

13. Electronic Document Management Systems provide

the cooperation of personnel.

14. Use of Electronic Document Management Systems;

increase productivity in our institution.

15. Electronic Document Management Systems provide

convenient access to past information and

documents.

16. Electronic Document Management Systems and

information and documents are regularly classified

and stored according to the relevant Kan /

Regulations.

17. Electronic Document Management Systems provide

quick access to information and documents.

18. With Electronic Document Management Systems, it

provides the opportunity to work outside the

institution, i.e. time and space independent.

19. Electronic Document Management Systems enable

more than one person to access the same information

and document and work on the same document.

20. After the software update in the electronic document

management systems, the system is working hard.

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21. All transactions made with Electronic Document

Management Systems are recorded.

22. Electronic document management systems prevent

duplicate work.

23. Electronic Document Management Systems prevent

errors related to filing.

24. Since the number of prints required at each stage of

the Electronic Document Management System is

reduced, paper is saved.

25. Electronic Document Management System reduces

the courier and mail costs.

26. With Electronic Document Management System, the

physical archive is decreasing.

27. Electronic Document Management Systems provide

personnel savings due to the availability of labour

productivity.

JOB SATISFACTION

28. With the Electronic Document Management System,

my motivation to work is increasing.

29. Thanks to the Electronic Document Management

System, I work in an environment full of files.

30. Thanks to Electronic Document Management

System, I am doing my job lovingly and willingly.

31. The Electronic Document Management System

increases the sense of belonging to the people.

32. The Electronic Document Management System has

reduced the liability for work.

33. The Electronic Document Management System

ensures that corporate control mechanisms work

more efficiently.

ACTIVITY

34. Electronic Document Management System creates

corporate memory.

35. Electronic Document Management Systems are easy

to use.

36. In Electronic Document Management System,

information and documents are completely correct.

37. In Electronic Document Management Systems,

reporting is working properly.

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38. 39- I think that paraph / signature processes are

shortened in Electronic Document Management

Systems.

SECURITY

39. The Electronic Document Management System is

more secure as it gives each user a separate password

in the system and allows only concerned persons to

40. Electronic Document Management Systems and

electronic backups are taken.

41. My documents are secured in the Electronic

Document Management System.

42. In Electronic Document Management Systems, while

writing in the draft; the loss of the text and its

attachments in the draft due to the fact that the

electricity is cut off or ejected from the system

negatively affects me.

If you have any opinion you would like to add, please state below.

…………………………………………………………………………………………

………………

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Annex-2: Permission Letter

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RESUME

I was born on August 15, 1972 in Ankara. I completed my primary education

at Atatürk Primary School. I completed my high school education at Güven

High School. In 1995, I graduated from Gazi University, Faculty of Business

Administration. In 2014, I graduated from the management and organization

department of Ahmet Yesevi University. I worked Turkey Halk Bank for three

years. I am branch manager in the Republic Of Turkey Ministry of Industry and

Technologyas. In 2016, I started my PhD studies at Near East University.

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PLAGIARISM REPORT

162

ETHICS COMMITEE APPROVAL