A Web-based Laboratory Document Governance System for Secure Digital Management

Abstract

This study addresses inefficiencies, security vulnerabilities, and data redundancy in conventional laboratory document management by developing a web-based document governance system named TakeDoLaSi. The system integrates ISO 15489 records management principles with abb) to support secure, accountable, and traceable digital document governance. The development process adopted the Waterfall System Development Life Cycle (SDLC) methodology, including planning, requirement analysis, database design, implementation, testing, and maintenance. The system was developed using the Python-Flask framework and SQL Alchemy for database management. Data collection and evaluation were conducted through Focus Group Discussions (FGD) and User Acceptance Testing (UAT) involving 15 laboratory personnel selected purposively based on their direct involvement in document management activities. The evaluation assessed operational dimensions including role-based accessibility, document upload and retrieval efficiency, workflow compatibility, interface usability, activity logging, and notification functionality. User satisfaction and system usability were analyzed qualitatively through direct interaction, operational observation, and participant feedback. The scoring criteria were based on the conformity between expected and actual system performance, categorized as "Success" when functional requirements were achieved. The results indicate that all evaluated system functions successfully met the established acceptance criteria. Participants confirmed that the RBAC mechanism effectively controlled access permissions, while document management and monitoring features improved operational efficiency, transparency, and accountability. The findings demonstrate that the proposed system achieved satisfactory usability and user acceptance for governance-oriented laboratory document management.