THE DEVELOPMENT OF THE SYSTEM FOR RECEIVING AND SUBMITTING ELECTRONIC ARCHIVES OF RESEARCH AND DEVELOPMENT INSTITUTE, PHRANAKHON RAJABHAT UNIVERSITY

Abstract

This research aims to: (1) study the general condition of document management and correspondence handling, (2) develop an efficient document management and correspondence handling system for the Institute of Research and Development at Phranakhon Rajabhat University, and (3) evaluate user satisfaction with the electronic correspondence log system of the Institute of Research and Development at Phranakhon Rajabhat University. The research will be conducted from July 2023 to July 2024, involving a population of 16 individuals, including staff, officials, and administrators at the Institute. Data collection tools include in-depth interviews and a satisfaction survey.

The results are summarized as follows:

1. The general process of document exchange in administrative correspondence utilized a logbook, which included sections for registration number, date, sender, recipient, subject, action taken, and remarks. After redesign, only minimal additional data entry was required, specifically for document number, document date, sender, recipient, subject, and document handler. The registration number is now automatically generated by the system. Notifications are triggered and sent via the Line Notify system as part of this newly designed process.


2. The document exchange system at the Research and Development Institute was developed to replace the traditional document handling method. The tools used for development included Google Form (for data input), Google Sheet (for database management), Apps Script (for execution commands), Looker Studio (for visualization and reporting), and Line Notify (for notification alerts). This newly developed system effectively supports document logging and notifications through the Line Notify system, improving overall efficiency.


3. An evaluation of user satisfaction with the electronic correspondence log system’s effectiveness was conducted with the 16 participants. Overall, user satisfaction was rated at the highest level, with an average score of 4.60. Satisfaction levels by criteria were as follows: Functional Requirements scored an average of 4.69, Usability scored 4.65, Security scored 4.60, Functional Performance scored 4.59, and Performance scored 4.42, respectively.