Review Reports - Organizational Maturity and Sustainability Orientation Influence on DMS Life Cycle—Case Analysis

Round 1

Reviewer 1 Report

Overall, the article is quite interesting. Of course case-study has the limitations (shown from line no. 905) but that method helps “to find an in-depth understanding of a problem” (line no. 451). Because of that problem there is a need for an in-depth description of the issue based on the literature on the subject.

The analysis of the bibliography indicates many rather "old" items, especiialy when we are talking about digitization trends which are very fast. I suggest modifying the literature review stage in order to broaden the description of the current state of science in this topic. For example, using the EBS (EBSCO Discovery Service) metasearch engine showed many articles on the topics covered.

I used the following search criteria:

- only the last years 2020-2023 (due to the increased importance of the digitization trends from the beginning of Covid-19),

- only scientific journals,

- online full text only,

- English language,

- searching for articles only by “document management system” appearing in the titles of papers – there are 67 articles.

In lines 912-914 there is a sentence “In further research, we will extend the model with the critical success factors…”. At this point, possible future research in a given topic for scientists of various specializations, and not only for the authors of this article, should be indicated as a further stage of research.

Author Response

Dear reviewer,

thank you for the in-depth review of our article. We would like to inform you, that we have taken your comments into account when preparing the improved version of the article. The article is now more in-depth, has higher quality, is more understandable and we believe your comments have contributed to a much better quality of our paper.

The new version of the article, which includes your comments, is prepared with track-changes and we are also adding the explanations below. We hope that the amended version of the article achieves the criteria for the publication. If there should be anything else, which needs to be added/changed, we are happy to do so.

The analysis of the bibliography indicates many rather "old" items, especiialy when we are talking about digitization trends which are very fast. I suggest modifying the literature review stage in order to broaden the description of the current state of science in this topic.For example, using the EBS (EBSCO Discovery Service) metasearch engine showed many articles on the topics covered.

I used the following search criteria:

- only the last years 2020-2023 (due to the increased importance of the digitization trends from the beginning of Covid-19),

- only scientific journals,

- online full text only,

- English language,

- searching for articles only by “document management system” appearing in the titles of papers – there are 67 articles.

Thank you very much for your suggestion, we have added additional new literature from the years 2020-2023, to emphasize the importance of DMS and its fast development. Just to mention some articles and/or research:

Abbasova, V. S. Main Concepts of the Document Management System Required for Its Implementation in Enterprises. ScienceRise 2020, 1, 32-37.

Rolland, K. H., Hanseth, O. Managing path dependency in digital transformation processes: a longitudinal case study of an enterprise document management platform. Procedia Computer Science 2021, 181, 765-774.

Abacı, K., Medeni, I. T. Efficiency of electronic document management systems: a case study. Science, Education and Innovations in the context of modern problems 2022, 5(3), 75-86.

Sambetbayeva, M., Kuspanova, I., Yerimbetova, A., Serikbayeva, S., Bauyrzhanova, S. Development of Intelligent Electronic Document Management System Model Based on Machine Learning Methods. Eastern-European Journal of Enterprise Technologies 2022, 1(2), 115.

Farquhar, J., Michels, N., Robson, J. Triangulation in industrial qualitative case study research: Widening the scope. Industrial Marketing Management 2020, 87, 160–170. https://doi.org/10.1016/j.indmarman.2020.02.001

Brewster, D. I. A Qualitative Case Study on Achieving Operational Sustainability Within a Small Business in the Architectural and Engineering Industry. Available online: https://www.proquest.com/openview/96f454fc3bf1b7996bb107953922d84d/1?pq-origsite=gscholar&cbl=18750&diss=y (accessed on 17 February 2022).

Sharma, M., Choubey, A. Green banking initiatives: a qualitative study on Indian banking sector. Environment, Development and Sustainability 2022., 24(1), 293-319.

Muminova, S., Yuldasheva, N., Safoev, N. Aspects of information security in the electronic document management system (EDMS) for bank system. Research And Education 2022, 1(9), 331-340.

Ali, R. N., Abdullayev, V. H., Abbasova, V. S. (Analysis of main requirements for electronic document management systems. ScienceRise2020, 1, 28-31.

Ayaz, A., Yanartaş, M. An analysis on the unified theory of acceptance and use of technology theory (UTAUT): Acceptance of electronic document management system (EDMS). Computers in Human Behavior Reports 2020, 2, 1-7. DOI: 10.1016/j.chbr.2020.100032

Donmez-Turan, A. Does unified theory of acceptance and use of technology (UTAUT) reduce resistance and anxiety of individuals towards a new system? Kybernetes 2020, 49(5), 1381 – 1405. DOI: 10.1108/K-08-2018-0450.

Cagnin, C.H., Loveridge, D., Butler, J.B. Business Sustainability Maturity Model. 2005. Avaiable: https://www.crrconference.org/Previous_conferences/downloads/cagnin.pdf (aaccessed on 15 Februar 2023).

Vasquez, J., Aguirre, S., Puertas, E., Bruno, G., Priarone, P.C., Settineri, L. A sustainability maturity model for micro, small and medium-sized enterprises (MSMEs) based on a data analytics evaluation approach. Journal of Cleaner Production 2021, 311, 1-13.

KPMG, EASY SOFTWARE. 2019. When Data Drives Experience: Will the attitude "digitization to improve from good to better" be good enough in the future? Available online: https://microsite.easy-software.com/en/study-when-data-drives-experience (accessed on 15 February 2023).

Bitkom. 2019. Digital Office in Mittelstand 2019. Available online: https://www.bitkom.org/sites/default/files/2019-10/191021_studie_digital-office-im-mittelstand.pdf (accessed on 15 February 2023)

In addition, we have added the chapter Bibliometric Analysis, to emphasize the importance of analyzing the literature on DMS.

Thank you very much for your suggestion, we have followed your suggestion and added given topics from scientists of various specializations at the end of Conclusion section. We believe that this suggestion will add value to the content of the article as it shows how many further researches are still possible.

Kind regards,

Authors

Author Response File: Author Response.pdf

Reviewer 2 Report

1. At the beginning of the introduction, the author needs to show problems through industrial data that encourage the importance of research on the DMS life cycle.

2. This paper has not shown a clear research gap. In this regard, the authors need to explore the limitations of previous literature to update the views on the DMS life cycle.

3. In the literature review section, assumptions about the DMS life cycle need to be linked to successful examples in various countries based on records from previous literature.

4. This research conducts an empirical investigation through a qualitative case study. In this choice, the authors do not provide a strong justification for the method. An explanation of other successful examples of research using this method is also necessary to strengthen the reasons for choosing this method.

5. In the discussion section, the author explains the case by mentioning company x without a specific entity name. What is the reason? How does the author ensure the truth of the study on company x?

6. The results of the empirical investigation of company x should be presented briefly in tabular form for clarity.

7. Theoretical and managerial implications are not clear at the end of this paper. The author needs to explain these implications so that the public can read the contribution of this research to the academic world and industry.

Author Response

Dear reviewer,

thank you for the in-depth review of our article. We would like to inform you, that we have taken your comments into account, when preparing the improved version of the article. The article is now more in-depth, has higher quality, is more understandable and we believe your comments have contributed to a much better quality of our paper.

At the beginning of the introduction, the author needs to show problems through industrial data that encourage the importance of research on the DMS life cycle.

Thank you very much for your suggestion, we have followed your suggestion by adding industrial data into the Introduction and Conclusion section (research KPMG and Bitkom).

This paper has not shown a clear research gap. In this regard, the authors need to explore the limitations of previous literature to update the views on the DMS life cycle.

Thank you very much for your suggestion, we have added a clear gap in the research in the Introduction and Conclusion section, as well as our recommendations for further research.

In the literature review section, assumptions about the DMS life cycle need to be linked to successful examples in various countries based on records from previous literature.

Thank you very much for your suggestion, we have followed your suggestion and added some research on successfully implemented DMS in various countries.

This research conducts an empirical investigation through a qualitative case study. In this choice, the authors do not provide a strong justification for the method. An explanation of other successful examples of research using this method is also necessary to strengthen the reasons for choosing this method.

Thank you very much for your suggestion, as suggested we had added some successful examples in to the Introduction section (KPMG and Bitkom research) and added justification for the used method in the Conclusion section, elaborating also on the methods TAM and UTAT.

In the discussion section, the author explains the case by mentioning company x without a specific entity name. What is the reason? How does the author ensure the truth of the study on company x?

The Company X is a bank (Raiffeisen Bank – subsidiary in Slovenia), which has been sold to NKBM bank and is now a member of the group OTP. The reason why we name it Company X is that the bank is now a member of another Bank group and ownership. One of the authors was a part of the project implementation group and can ensure that the data used in the study is true.

The results of the empirical investigation of company x should be presented briefly in tabular form for clarity.

Thank you very much for your suggestion, as suggested we have added a tabular form of the main findings in the Results area, to make it clearer.

Theoretical and managerial implications are not clear at the end of this paper. The author needs to explain these implications so that the public can read the contribution of this research to the academic world and industry.

Thank you very much for your suggestion, in the Conclusion section we have added a more in-depth explanation of the theoretical and managerial implications. For the theoretical part, we have made two separate queries in Scopus, for the managerial implication we have described the importance of using DMS.

Kind regards,

Authors

Author Response File: Author Response.pdf

Reviewer 3 Report

This DMS article is interesting and comprehensive article. The model is very rigorously thought in terms of a DMS implementation and use. The idea of a case study approach offers some practice to the model although not always easy to follow where model is going. I think the results could be describe easier in a model that also ties stronger to the proposed model.

I also think the research could from the beginning have a stronger problematization, positioning and identifying the knowledge gap (see Huemann et al., 2022). Please also refer to in suggestion for further research how better problematization according to Huemann et al. could improve the understanding of the use of DMS systems.

Theory section uses a somewhat applied DMS literature. Having said that I believe anchoring in ACAP literature meaning that assimilating, acquiring, transforming and exploiting information is also a way of integrating new knowledge into renewed more sustainable products (see Dahlin et al., 2020). I believe this ACAP lens of implementing and using knowledge may also support understanding the role fo a DMS system.

Good luck!

Reference

Dahlin, P., Moilanen, M., Østbye, S. E., & Pesämaa, O. (2020). Absorptive capacity, co-creation, and innovation performance: A cross-country analysis of gazelle and nongazelle companies. Baltic journal of management, 15(1), 81-98.

Huemann, M., & Pesämaa, O. (2022). The first impression counts:: The essentials of writing a convincing introduction. International Journal of Project Management, 40(7). 827-830.

Author Response

Dear reviewer,

This DMS article is interesting and comprehensive article. The model is very rigorously thought in terms of a DMS implementation and use. The idea of a case study approach offers some practice to the model although not always easy to follow where model is going. I think the results could be describe easier in a model that also ties stronger to the proposed model. I also think the research could from the beginning have a stronger problematization, positioning and identifying the knowledge gap (see Huemann et al., 2022). Please also refer to in suggestion for further research how better problematization according to Huemann et al. could improve the understanding of the use of DMS systems.

Thank you very much for your suggestion, as suggested we have added to the Introduction section stronger argumentation for our research, added some additional already performed research and changed the flow of the Introduction section to make it clearer.

Theory section uses a somewhat applied DMS literature. Having said that I believe anchoring in ACAP literature meaning that assimilating, acquiring, transforming and exploiting information is also a way of integrating new knowledge into renewed more sustainable products (see Dahlin et al., 2020). I believe this ACAP lens of implementing and using knowledge may also support understanding the role fo a DMS system.

Thank you very much for your suggestion, we strongly believe that ACAP can support understanding the role of DMS and can be one of the further steps when implementing and using DMS.

Kind regards,

Authors

Author Response File: Author Response.pdf

Round 2

Reviewer 2 Report

The author has revised this paper based on our comments.

Author Response

Dear reviewer,

Thank you for your confirmation of the article. We believe that your previous suggestions have contributed to a much better quality of our article regarding content and style.

Kind regards,
Authors

Reviewer 3 Report

I think the beginning and discussion (results) improved. However, my comment on ACAP and putting the theoretical angle in a context of knowledge management is not fulfilled. I did not mean this is something that could be part of a future study but that your study could be improved by putting this into context. I believe much of your findings fit within the idea and definition of information following a process to acquire, assimilate, exploit and transform new knowledge (see Cenamor et al., 2019; Dahlin et al., 2020).

Reference

Cenamor, J., Parida, V., Oghazi, P., Pesämaa, O., & Wincent, J. (2019). Addressing dual embeddedness: The roles of absorptive capacity and appropriability mechanisms in subsidiary performance. Industrial Marketing Management, 78, 239-249.

Author Response

Dear reviewer,

Thank you for the in-depth review of our article. We are sorry for the misunderstanding. Now your comment, as well as references, were considered in the article.

We hope that the amended version of the article achieves the criteria for publication. If there should be anything else, which needs to be added/changed, we are happy to do so.

Reviewer:
1. I think the beginning and discussion (results) improved. However, my comment on ACAP and putting the theoretical angle in a context of knowledge management is not fulfilled. I did not mean this is something that could be part of a future study but that your study could be improved by putting this into context. I believe much of your findings fit within the idea and definition of information following a process to acquire, assimilate, exploit and transform new knowledge (see Cenamor et al., 2019; Dahlin et al., 2020).

Reference
Cenamor, J., Parida, V., Oghazi, P., Pesämaa, O., & Wincent, J. (2019). Addressing dual embeddedness: The roles of absorptive capacity and appropriability mechanisms in subsidiary performance. Industrial Marketing Management, 78, 239-249.
Dahlin, P., Moilanen, M., Østbye, S. E., & Pesämaa, O. (2020). Absorptive capacity, co-creation, and innovation performance: A cross-country analysis of gazelle and nongazelle companies. Baltic journal of management, 15(1), 81-98

Thank you for your comment; your suggestion and references were considered in the Conclusion section (see below).

Dalin et al. [90] point out that a successful implementation often depends on mastering the complete process. The importance of ACAP concept enables organizations to acquire, assimilate, transform, and exploit knowledge and transform it into innovation processes. ACAP requires organizations to identify the needed knowledge in the environment and transform it into internal knowledge [90]. This concept could also be applied when implementing DMS into the organization, as it would give the organization’s management a higher possibility to successfully implement new knowledge. According to Cenamor et al. [91], absorptive capacity to acquire knowledge has an indirect, positive impact on an organization’s performance, as employees are able to clearly identify which knowledge can be shared and which needs to be protected. A successful DMS implementation and use demands acquiring and assimilating specific knowledge (new processes, electronic signatures, electronic documentation, file-sharing, etc.) to be transformed and exploited (use and implement best practices acquired along the way) when implemented.

Best regards,
Authors