How does a digital system for tracking paper files influence the way employees work in a university administration?

A first literature research has shown that there are numerous affordances in favor of paper (files) in different areas of society. In addition, there is a need for systems to track paper files. A combination of paper files and a digital system as a kind of “hybrid records” therefore promises many advantages. By addressing the research question, we can find out whether these advantages are reflected in practice. The knowledge gained can also be useful for a possible use of an e-file. It would be conceivable that instead of adding a digital component to the paper file, the e-file could be supplemented by a paper component to take advantage of the benefits of paper.

For an initial information gathering we plan to conduct a contextual inquiry with one or two employees from the administration of the University of Regensburg, who will work with PATrack in the future. If possible, shadowing will be used as a method in several departments during the rollout phase. In addition or alternatively, employees who work with PATrack in the administration should fill out a questionnaire on a regular basis.

We are planning a first functional test of the software as well as a first interview with one or two persons until the beginning of the Christmas holidays. Possibly necessary adjustments to the software should be made by the beginning of January. Subsequently, the study will be conducted until the beginning of February. Afterwards, we will evaluate the study and write down the results.