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Centralizing Enterprise Documents at Transport Industry: User Acceptance and System Usability Evaluation on Electronic Document Management System
Abstract
Large organizations with geographically distributed offices depend on controlled documents such as standard operating procedures, work instructions, policies, and management decisions. When these documents are distributed through separate channels and stored in different locations, users may encounter duplicate files, outdated versions, unclear document status, and difficulty identifying the current document. This study evaluates the Electronic Document Management System, a web based electronic document management system developed to centralize organizational documents across the operations of an Indonesian state owned transport enterprise. The evaluation involved 65 DAMRI employees from Jakarta, Semarang, Surabaya, and Jayapura. The instrument consisted of 10 user acceptance items and 10 System Usability Scale items using a five point Likert scale, supported by open ended questions. The results show a user acceptance index of 86.31%, indicating very good acceptance, while the mean System Usability Scale score was 64.54, indicating that usability still requires improvement. Internal consistency was high for the user acceptance items with Cronbach's alpha of 0.967 and acceptable for the System Usability Scale with an alpha of 0.747. User acceptance and usability were positively associated, with r = 0.587, p < 0.001. Respondents particularly valued centralized document access, search functions, and access to current company policies. However, feedback also identified issues related to learning requirements, access control, approval workflows, branch level document management, system integration, and user training. The results indicate that DAMRI employees recognize the operational value of a centralized document repository, but further usability improvements are needed before wider implementation.
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DOI: https://doi.org/10.47738/jads.v7i4.1564
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