COSMITTO: Document Management System
DOI:
https://doi.org/10.55687/ste.v5i2.306Keywords:
system developmentAbstract
The developed COSMITTO: Document Management System is necessary due to the increasing quantity of digital documents and the challenges associated with inefficient, manual document handling in Cagayan State University – Aparri Campus. The general objective of this study was to design, implement, and assess COSMITTO System, particularly for the Office of the Campus Executive Officer of CSU-Aparri, to improve the efficiency and accessibility of document management. The study employed an Agile Development Methodology, utilizing PHP, MySQL, and JavaScript, with evaluation conducted by 23 faculty and personnel selected through purposive sampling. The primary tool for evaluation was the ISO 25010:2023 standard, focusing on functional suitability and performance efficiency. The results showed that end-users are satisfied with the COSMITTO System with both functional and non-functional parts, demonstrating significant improvements in processing time and user satisfaction compared to the existing manual system. It was concluded that COSMITTO is highly acceptable, reliable, and addresses the critical documentation bottlenecks. The primary recommendation is for the campus to adopt and integrate COSMITTO to establish a standardized, campus-wide digital document management, with mandatory user training to ensure system integration and adoption.
References
Ahmad, A., et al. (2017). Overcoming obstacles in implementing electronic document management systems in government agencies. International Journal of Public Administration, 40(5), 409-421.
Amanda. (2020). E-Government as Public Sector Innovation. Journal of Public Administration Studies. https://jpas.ub.ac.id/index.php/jpas/article/view/86
Angala, D. T., Casugay, B. C. O., Estillore, H. M. Q., Lebantino, J. B., Marcha, S. O., & Villanueva Jr., G. R. (2023). Development and implementation of document management system for Ilocos Sur Polytechnic State College, Tagudin Campus. Ilocos Sur Polytechnic State College-Tagudin Campus Journal, 3(Special Issue), June 2023. ISSN: 2961-3035. https://ispsc.edu.ph/e-dawa-hpcb6748
Aliazas, J. V., Dela Cruz, R., & Ilagan, N. (2024). Enhancing university operations: A study of the electronic document management systems (EDMS) of one higher education institution. TWIST, 19(3), 229–237. https://twistjournal.net/twist/article/view/337
Aládé, S. (2023). Design and Implementation of a Web-based Document Management System. International Journal of Information Technology and Computer Science, 15, 35-53. doi:10.5815/ijitcs.2023.02.04
Al-Okaily, M., Al-Kofahi, M., Shiyyab, F., & Al-Okaily, A. (2023). Determinants of user satisfaction with financial information systems in the digital transformation era: insights from emerging markets. Global Knowledge, Memory and Communication.
Alshibly, H. H. (2018). The impact of information technology on organizational performance: An empirical study. International Journal of Business Information Systems, 28(2), 178–196. https://doi.org/10.1504/IJBIS.2018.092932
Brown, A., Smith, C., & Davis, E. (2018). The challenges of manual document management in healthcare organizations. Journal of Healthcare Administration, 42(3), 112-126.
Brown, E., & Williams, L. (2020). Challenges and solutions in implementing document archiving systems: A qualitative study. Information Management Journal, 35(2), 78-91.
Caluza LJ (2019). Development of electronic document archive management system (EDAMS): A case study of a university registrar in the Philippines. International Journal of Digital Information and Wireless Communications, 8(3), 2095–2101.
Davis, F. D. (1989). Perceived usefulness, perceived ease of use, and user acceptance of information technology. MIS Quarterly, 13(3), 319–340.
Dres O. Rabut, B. (2025). eDOCS: A web-based file management system for efficient file organization. SciMatic, 6(1), 1–11.
Estrera, L. (2017). The benefits of document management systems in office environments: A case study. Journal of Office Management, 22(3), 112-125.
F. A. Gebremichael (2019), “Electronic Document Management System for St. Mary’s University,” Thesis, St. Mary’s University.
Franks, P. C. (2018). Records and information management (2nd ed.). American Library Association.
Gupta, R., & Patel, S. (2021). Enhancing user adoption of document archiving systems through user-centric design: A case study. Journal of Information Systems Management, 27(3), 156-168.
Hermosa K., Loteriña V.C, Sebuc J.A (2023), “Document Management System with Tracking and Monitoring in Manuel S. Enverga University Foundation-Candelaria Inc.”
ISO. (2023). ISO/IEC 25010:2011: Systems and software engineering – Systems and software Quality Requirements and Evaluation (SQuaRE) – System and software quality models. International Organization for Standardization.
Johnson, A., & Smith, B. (2018). The impact of electronic document archiving systems on organizational efficiency: A comparative study. Journal of Organizational Technology, 42(4), 220-235.
Jones, R. (2020). Exploring the use of manual document management systems in small businesses: A case study approach. Small Business Management Journal, 15(2), 78-91.
Laudon, K. C., & Laudon, J. P. (2020). Management information systems: Managing the digital firm (16th ed.). Pearson Education.
Lee, H., et al. (2019). Document archiving systems: A critical component of regulatory compliance and audit readiness. Journal of Regulatory Affairs, 17(1), 45-58.
Lomas, E. (2020). Information governance: Information management, records management, and digital preservation. Records Management Journal, 30(1), 1–16. https://doi.org/10.1108/RMJ-10-2019-0056
Mohammed et.al (2018). Challenges associated with records management in Sunyani Technical University. International Journal of Research in Business and Social Science (2147-4478), 7(4), 1–15. https://mpra.ub.uni-muenchen.de/89261/1/MPRA_paper_89261.pdf
Mosweu, O., Bwalya, K. J., & Mutshewa, A. (2018). A multivariate analysis of the determinants for adoption and use of the Document Workflow Management System in Botswana's public sector. South African Journal of Libraries and Information Science, 84(2), 10–22
Ngulube, P. (2022). Digital transformation of records management in the public sector. Journal of the South African Society of Archivists, 55, 45–60.
Nguyen, S. V., Nguyen, D. A., & Pham, L. S. Q. (2021). Digitalization of Administrative Documents A Digital Transformation Step in Practice. Journal of Science and Management, 1(1), 1-8. https://ieeexplore.ieee.org/document/9701547
O. S. Ajala (2015), “Design and Implementation of an Improved Electronic Document Management System (ENCODOC),” M.Sc Dissertation, National Open University of Nigeria.
Ritchi, H., Evayanti, N. F., & Sari, P. Y. (2020). A Study on Information Systems Success: Examining User Satisfaction of Accounting Information System:(A Study on whole City/Regency Governments of West Java Province). Bina Ekonomi, 24(2), 1-14.
Robbins, S. P., & Judge, T. A. (2019). Organizational behavior (18th ed.). Pearson Education.
Smallwood, R. F. (2019). Managing electronic records: Methods, best practices, and technologies (2nd ed.). Wiley.
Smith, J., & Johnson, L. (2019). Legal implications of manual document archiving in law firms. Legal Management Review, 25(4), 205-220.
Turel, O., Wajda, P., & Serenko, A. (2015). The role of habit in the post-adoption usage of information systems: Theoretical implications. Journal of the Association for Information Systems, 16(12), Article 6.
Venkatesh, V., Thong, J. Y. L., & Xu, X. (2012). Consumer acceptance and use of information technology: Extending the unified theory of acceptance and use of technology. MIS Quarterly, 36(1), 157–178.
Wahyuni, D., Hidayatullah, S., & Sisharini, N. (2023). The Influence of Information System Quality and Information Quality on User Satisfaction of Presence Application through Perceived Usefulness on Regional Secretariat of Malang District Government. International Journal of Social Science and Human Research, 6. doi:10.47191/ijsshr/v6-i10-66
Yatin, R., Ramli, M. S., et al. (2015). Electronic document management: The key to effective and efficient service delivery in government agencies. Government Information Quarterly, 32(2), 192-198.
Zeng, X. D. (2024). Document Management System. The Light Explorer. https://www.thelight-explorer.com/wp-content/uploads/2024/08/Art-480-Zeng-XiangDong_Edited_Luyunformated-by-angelo-Jan-2024.pdf
Zabukovsek S.S. Jordan S. Bobek S. (2023). Managing document management Systems’ life cycle in relation to an organization’s maturity for digital transformation. Sustainability, 15(21), 15212. https://doi.org/10.3390/su152115212
Downloads
Published
How to Cite
Issue
Section
License
Copyright (c) 2026 Studies in Technology and Education
This work is licensed under a Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International License.
License Terms
All articles published in Studies in Technology and Education (STE) are freely accessible under the Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International License.
This license grants users the right to read, download, copy, distribute, and link to the full texts for non-commercial purposes, provided that appropriate credit is given and that the original work remains unaltered and unchanged.
This article is made available in accordance with the Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International License.
