Abstract:

One of the main challenges which are faced by organizations and companies is the management of the documents, either related to the company, or documents related to its staff. Until recently the management of files was performed through physical files, leading to long search times of a file by employees, lost records, large consumption of paper and the need to have a space to store documents, every day with greater capacity

For solving these problems the Universidad Autónoma de Querétaro through the Laboratorio en Gestión de Tecnología e innovación developed E-Docs which is a web-based system which allows managing, monitoring and controlling electronic records. Some advantages that are characteristic of eDocs: Providing greater ease in searches, fast file query, time saving, space-saving physical file storage, decreasing storage costs and reducing the environmental impact of waste paper.

E-Docs consist of two parts: "E-Docs Viewer" and "eDocs-Loader" Both modules have specific characteristics which are detailed below:

"E-Docs -Loader" Is the module through which takes place the loading of the different documents that compose a file either of the staff or the company, these documents were previously scanned and loaded on the platform with the possibility of adding basic details of these. Also in this module the different documents can be classified, sorted or add stamps on them and may even add permissions of a document that the user of the system can have like read-only, occult, printing among others.

"E-Docs Viewer" is the module which allows you to search for documents either by specific document, or per person, this module has a powerful document viewer that allows different operations with documents, likewise is possible to compare documents and annotate them. Besides being able to view documents in formats such as gif, png, jpg is also possible to view pdf files and various audio and video formats such as mp3, mp4, wav among others.

First of all it was made a requirements analysis to delimit the scope that would have the system, in this first stage was carried out a detailed investigation to define the key elements and factors that could lead to the success of the system, at this point several companies were interested on the system, making easy identify the needs and factors. But even though the companies were interested in the system, had not the funds required to purchase or develop a system of this kind.

According to the National Development Plan 2007-2012 published on the website of the Presidency of the Mexican Republic and based on figures from INEGI (Instituto Nacional de Estadística Geografía e Informática in English National Institute of Statistics, Geography and Informatics) it is estimated that SMEs (Small and Medium Enterprises) make up 99 % of economic units in the country but the small and Medium Enterprises do not have the economic resources to get a informatics system to manage their resources

These are some reasons why the Labortorio en Gestión Tecnologica e Innovacion looks for the collaboration in triple helix scheme, so that benefit local companies, the university generates knowledge and benefit society by having more experienced graduate students.

The successful collaboration between the university, industry and government-funded projects through the Fundación Educación Superior Empresa (FESE) has enabled the development of this case of study.

Keywords:

Edocs, triple helix, technology managent, electronic personal documents, human resources