E-Document Management in Public Administration: A Case Study of Songkhla Provincial Military Recruitment Office
Keywords:
Electronic Document Management System, Public Administration, Document Management, Songkhla Provincial Military Recruitment OfficeAbstract
Background and Aims: In the digital era, the Electronic Document Management System (EDMS) has become a crucial tool for enhancing efficiency, transparency, and timeliness in public administration. The Songkhla Provincial Military Recruitment Office, as a key agency responsible for manpower administration and conscription, requires such a system to support its missions and public services effectively. The objectives of this research were: (1) to study the management of the EDMS at the Songkhla Provincial Military Recruitment Office, (2) to examine its implementation in organizational operations, and (3) to propose guidelines for improving the system’s use in accordance with the organizational context.
Methodology: This study employed a qualitative research design, focusing on the Songkhla Provincial Military Recruitment Office. The key informants consisted of 13 participants, including the provincial military registrar, district registrars, assistant registrars, and clerks. Purposive sampling was applied. The research instrument was a semi-structured interview, which was validated for content accuracy (IOC = 1.00 for all items). Data were analyzed using content analysis.
Results and Conclusion: The findings revealed that: (1) the EDMS management structure was hierarchical, with the provincial registrar playing a supervisory and approval role, while district registrars, assistants, and clerks performed operational tasks, ensuring accuracy and accountability; (2) the use of EDMS increased efficiency, transparency, and reduced paperwork burdens, but challenges remained, such as system instability, limited resources, and inadequate digital literacy among staff; and (3) improvement strategies included enhancing system stability and functionalities, providing continuous training and practical manuals, allocating sufficient technological resources, and implementing regular monitoring and evaluation.
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