The Development of a System for Searching Documents and Tracking Document Status via Web Application and Line BOT

Abstract

The Faculty of Engineering, Naresuan University, is one of the units involved in document management. The University has implemented an electronic document management and storage system for use by its internal units, known as NU e-Document. However, the system still has limitations in specifying search terms, resulting in less specific search results. Consequently, users may require more time to locate documents that meet their needs. This research aimed to develop a document search and tracking system to reduce the number of steps and the time required for document tracking and registration. A purposive sample of 60 participants was selected, consisting of 30 support personnel and 30 academic personnel. The research instrument was a document search and tracking system in the form of a Web Application and Line BOT. The statistics used in the study were mean and standard deviation. The results showed that the developed system reduced the number of steps required for document tracking from 5 to 3 steps and for document registration from 10 to 8 steps. In addition, the time required for document tracking was reduced from 30 minutes to 4 minutes, a reduction of 26 minutes or 86.7%, while the time required for document registration was reduced from 65 minutes to 28 minutes, a reduction of 37 minutes or 56.9%. The overall user satisfaction with the document search and tracking system in the form of a Web Application and Line BOT was at the highest level (x-bar = 4.57, S.D. = 0.60). In conclusion, the developed system can reduce the number of steps and the time required for document tracking and registration, and users reported the highest level of satisfaction with the system.