Challenges of Conversion from Document Management System to Data Management System

Abstract

Issues that emerged from the use of the document management system and the desire to change to a database management system (DBMS) by many organizations is the driving force behind the ideas from this thesis. Draga AS identified the challenges arising from this shift and provided the basis for this work. The goal is to present a review of the relevant bibliographical material that illustrates those critical factors that both affect and are affected by this change. This study reviews seven different challenges that need to be considered when shifting to DBMS: The first challenge is to examine the role played by human psychology in relation to change. The second challenge focuses on DBMS-specific challenges in relation to today’s requirements. Next challenge discusses the elements that ensure that the work process receive the benefits that emanate from the application of the system. The fourth challenge reviewed looks at the risks associated with the transition. The fifth challenge reviewed discusses the importance of the various resources required. The sixth challenge reveals the crucial parts that need to be taken into account in the planning and implementation procedure. The final challenge reviewed discusses how to successfully manage the legacy data and information. Research showed that the best way to manage employees’ resistance for the new system is to develop a change management tool. This is comprised of a number of key elements, namely, the performance management process, ensuring that the necessary skills are applied. It is also important to provide adequate training as well as a plan of effective communication and positive reinforcement to ensure that the obstacle of resistance is transcended. In addition, today’s requirements demand from the DBMS professionals that they fully understand the transition to a multi-application database platform. Database design and software development must be applied in a manner that will ensure the work process continues to function smoothly. A necessary prerequisite for this transition to be successful is that the organisation must address the obstacle(s) which risks entail. This is carried out through the development of a risk strategy that meets the organization's requirements and strengths security controls on a continuous basis. The project cycle framework is a useful tool that provides an integrated, cost-effective and timely planning and implement procedure. Finally, with respect to managing legacy data, what needs to be considered is developing a data migration strategy that requires a set of technical applications and people with skills, supported by all the appropriate tools. The overall results lead to the recommendation for a scenario-based approach to strategic planning that would include all challenges in a series of activities.