Comparative Analysis of Four Usability Assessment Techniques for Electronic Record Management Systems

In the modern world, the amount of information stored in modern technology has been exponentially increasing. Access to vast amounts of information has changed how governments, institutions, organizations, and individuals conduct their business and record keeping. The increased use of cloud computing in conjunction with information and communication technologies (ICT), office automation, and digitalization has altered how electronic records are generated. Organizations should embrace this emerging environment to ensure competent operations and regulatory compliance well into the future. The absence of framework makes it difficult to implement the Electronic Records Management System (ERMS). Thus, this study proposed a framework for ERMS implementation and identified the most critical factors that are related to the ERMS characteristics and cloud characteristics. The ERMS implementation will improve Yemeni public sector educational institution competency and such implementation will be facilitated by the proposed framework. The study uses the Technology Acceptance Model 3 (TAM3) to implement a cloud Electronic Records Management System (ERMS). In addition to that, the study used a quantitative approach method and distributed questionnaires to 350 academicians and managers in the Yemeni public education sector. Variable relationships were identified using Partial Least Square-Structural Equation Modelling (PLS-SEM) through a second-order analysis method. All the identified factors were found to be essential and have a significant relationship with the behavioral intention to implement ERMS. The findings also revealed that ERMS plays a substantial and vital role in the competency of educational organizations. In other words, the study results demonstrated the importance of ERMS and Cloud dimension to ERMS implementation as well as the significant effect of ERMS implementation on public sector educational competency. These findings of the study have the potential to assist in shaping the direction of theory and empirical studies concerning the ERMS, particularly in its implementation to support the competency of educational institutions.

Aim/Purpose: The use of digital technology, such as an electronic records management system (ERMS), has prompted widespread changes across organizations. The organization needs to support its operations with an automation system to improve production performance. This study investigates ERMS’s potentiality to enhance organizational performance in the oil and gas industry. Background: Oil and gas organizations generate enormous electronic records that lead to difficulties in managing them without any system or digitalization procedure. The need to use a system to manage big data and records affects information security and creates several problems. This study supports decision-makers in oil and gas organizations to use ERMS to enhance organizational performance. Methodology: We used a quantitative method by integrating the typical partial least squares (SEM-PLS) approach, including measurement items, respondents’ demographics, sampling and collection of data, and data analysis. The SEM-PLS approach uses a measurement and structural model assessment to analyze data. Contribution: This study contributes significantly to theory and practice by providing advancements in identity theory in the context of big data management and electronic records management. This study is a foundation for further research on the role of ERMS in operations performance and Big Data Management (BDM). This research makes a theoretical contribution by studying a theory-driven framework that may serve as an essential lens to evaluate the role of ERMS in performance and increase its potentiality in the future. This research also evaluated the combined impacts of general technology acceptance theory elements and identity theory in the context of ERMS to support data management. Findings: This study provides an empirically tested model that helps organizations to adopt ERMS based on the influence of big data management. The current study’s findings looked at the concerns of oil and gas organizations about integrating new technologies to support organizational performance. The results demonstrated that individual characteristics of users in oil and gas organizations, in conjunction with administrative features, are robust predictors of ERMS. The results show that ERMS potentiality significantly influences the organizational performance of oil and gas organizations. The research results fit the big ideas about how big data management and ERMS affect respondents to adopt new technologies. Recommendations for Practitioners: This study contributes significantly to the theory and practice of ERMS potentiality and BDM by developing and validating a new framework for adopting ERMS to support the performance and production of oil and gas organizations. The current study adds a new framework to identity theory in the context of ERMS and BDM. It increases the perceived benefits of using ERMS in protecting the credibility and authenticity of electronic records in oil and gas organizations. Recommendation for Researchers: This study serves as a foundation for future research into the function and influence of big data management on ERMS that support the organizational performance. Researchers can examine the framework of this study in other nations in the future, and they will be able to analyze this research framework to compare various results in other countries and expand ERMS generalizability and efficacy. Impact on Society: ERMS and its impact on BDM is still a developing field, and readers of this article can assist in gaining a better understanding of the literature’s dissemination of ERMS adoption in the oil and gas industry. This study presents an experimentally validated model of ERMS adoption with the effect of BDM in the oil and gas industry. Future Research: In the future, researchers may be able to examine the impact of BDM and user technology fit as critical factors in adopting ERMS by using different theories or locations. Furthermore, researchers may include the moderating impact of demographical parameters such as age, gender, wealth, and experience into this study model to make it even more robust and comprehensive. In addition, future research may examine the significant direct correlations between human traits, organizational features, and individual perceptions of BDM that are directly related to ERMS potentiality and operational performance in the future.

PurposeThe purpose of this paper is to present the findings of a research conducted in Iceland during the period 2001‐2005 and in 2008 on how employees view their use of Electronic Records Management Systems (ERMS).Design/methodology/approachQualitative methodology was used. Four organizations were studied in detail and another four provided a comparison. Open‐ended interviews and participant observations were the basic elements of the research. The research discovered the basic issues in the user‐friendliness of ERMS, the substitutes that employees turned to if they did not welcome ERMS, how confident employees were in their computer use and how they felt that their work could be shared and observed by others.FindingsEmployees seemed to regard ERMS as a groupware for constructive group work and not as an obtrusive part of a surveillance society. The research identified training as the most important factor in making employees confident in their use of ERMS. Participation in adapting the classification scheme to the ERMS changed the views that employees had regarding the user‐friendliness of the ERMS and their effectiveness as users.Originality/valueThis topic has not been studied as regards ERMS before. The research identifies the most important implementation factors and the issues that must be dealt with to make employees more content, confident and proficient users of ERMS.

While e-government is propelling and maturing steadily, advanced technological capabilities alone cannot guarantee agencies’ realizing the full benefits of the enabling computer-based systems. This study analyzes information systems in e-government settings by examining agencies’ satisfaction with an electronic record management system (ERMS). Specifically, we investigate key satisfaction determinants that include regulatory compliance, job relevance, and satisfaction with support services for using the ERMS. We test our model and the hypotheses in it, using a large-scale survey that involves a total of 1,652 government agencies in Taiwan. Our results show significant effects of regulatory compliance on job relevance and satisfaction with support services, which in turn determine government agencies’ satisfaction with an ERMS. Our data exhibit a reasonably good fit to our model, which can explain a significant portion of the variance in agencies’ satisfaction with an ERMS. Our findings have several important implications to research and practice, which are also discussed.

We investigated agency satisfaction with an electronic record management system (ERMS) that supports the electronic creation, archival, processing, transmittal, and sharing of records (documents) among autonomous government agencies. A factor model, explaining agency satisfaction with ERMS functionalities, offers hypotheses, which we tested empirically with a large‐scale survey that involved more than 1,600 government agencies in Taiwan. The data showed a good fit to our model and supported all the hypotheses. Overall, agency satisfaction with ERMS functionalities appears jointly determined by regulatory compliance, job relevance, and satisfaction with support services. Among the determinants we studied, agency satisfaction with support services seems the strongest predictor of agency satisfaction with ERMS functionalities. Regulatory compliance also has important influences on agency satisfaction with ERMS, through its influence on job relevance and satisfaction with support services. Further analyses showed that satisfaction with support services partially mediated the impact of regulatory compliance on satisfaction with ERMS functionalities, and job relevance partially mediated the influence of regulatory compliance on satisfaction with ERMS functionalities. Our findings have important implications for research and practice, which we also discuss.

This research investigates the implementation of Electronic Records Management Systems (ERMS) at specific Technical and Vocational Education and Training (TVET) colleges in Limpopo, particularly emphasising Capricorn TVET College. The research seeks to improve administrative efficiency by tackling the difficulties associated with good record management. Critical issues examined encompass barriers to ERMS implementation, its advantages, and the correlation between staff productivity and technological acceptability. A quantitative research methodology was employed, utilising a cross-sectional descriptive design. Data were gathered from 180 administrative personnel at Capricorn TVET College using standardised questionnaires. The research concentrated on identifying obstacles to ERMS implementation, advantages of the system, and its effect on work performance. Research demonstrates that ERMS markedly enhances administrative performance through improved efficiency, collaboration, and data security. The results indicate that ERMS promotes administrative efficiency, bolsters data security, and minimises errors. Nonetheless, insufficient training and reluctance to change were recognised as major obstacles to acceptance. The perceived utility and user-friendliness of the system were pivotal elements affecting employee adoption and performance enhancement.

This paper aims to explore how Electronic Records Management Systems (ERMS) can strengthen accountability in schools. We have three main objectives: analysing the role of ERMS in supporting school accountability, measuring the quality of ERMS based on user responses, and assessing the impact of ERMS use on archivist performance. Data were collected from 40 ERMS users and observations of 20 archivists. The results showed that ERMS has excellent quality in terms of reliability, information quality, service, objectivity, user satisfaction, and net benefits. Analysis of document availability based on eight national education standards revealed a high level of document availability and completeness, which supports school accountability. ERMS has been shown to improve the efficiency and accuracy of archivists’ work, where the majority of archivists are able to find documents in less than a minute. The study concluded that ERMS are a very valuable tool in supporting user tasks, strengthening accountability, and transparency in education management. The study also recommends that schools continue to adopt and optimize the use of ERMS to improve document management and accountability. Continuous training for archivists is needed so that they can utilize these systems optimally. In addition, periodic evaluation of system performance and user satisfaction is needed to identify areas for improvement. Further research is recommended to explore the long-term impact of ERMS use on school academic and operational performance, as well as the integration of these systems with other educational technologies

Although the Electronic Records Management System (ERMS) is necessary for organizations to enhance their performance, many organizations are yet to embark on its implementation, while some others attempt at implementing it without model, thus leading to an ineffective and erroneous implementation. On the other side, researchers have already started applying cloud computing in ERMS implementations of education sector for its benefits. Therefore, this paper aims to propose a model for cloud ERMS implementation in an attempt to improve the Yemeni public sector educational institutions competency, using Technology Acceptance Model 3 (TAM3). The study used the quantitative approach through questionnaire that was used as instrument to gather data from 350 respondents working in the education sector of Yemen. Partial Least Square-Structural Equation Modelling (PLS-SEM) was used to predict the relationship between the constructs. The findings revealed that both dimensions of ERMS and Cloud are important in implementation of ERMS. The results also showed that ERMS has a significant relationship with the competency of the public sector educational institutions. This has arises implication whereby the public sector needs to pay attention to the factors found in the model in order to promote a successful implementation.

Elektronik Belge Yönetim Sistemleri (EBYS), kurumsal hafızanın temel çıktıları olan belgelerinoluşturulması, düzenlenmesi, korunması, mekân ve zamandan bağımsız olarak yetkili kişilerinerişimine sunulması ve arşivlenmesi gibi işlevleriyle günümüzde birincil kurumsal ihtiyaç haline gelmiştir. Bir EBYS yazılımının sahip olması gereken özellikler ve işlevler, Türkiye’de TS 13298 standardında belirlenmiştir. Ancak bu standartta kullanılabilirlik ölçütleri gerekli oranda yer almamaktadır. Bu sistemler insanlar tarafından yönetilmekte ve kullanılmaktadır, bu nedenle kullanılabilirliğin göz ardı edilemeyecek derecede önemli olduğu bilinmeli, bu konu yazılım geliştirme süreçlerine en baştan dâhil edilmelidir. Ayrıca iş verimliliği açısından, EBYS’ lerin, geliştirme, satın alma, sertifikalandırma ve kullanım sürecinde kullanılabilirlik açısından belirli aralıklarla test edilmesi gerekmektedir. Bu araştırmanın amacı, “Sezgisel Değerlendirme” kullanılabilirlik test yönteminin EBYS üzerinde nasıl uygulanabileceğini, kullanılabilirliğe dair elde edilebilecek bilgi türlerini ve faydalarını açıklamaktır. Araştırmada literatür taraması sonucu elde edilen kullanılabilirlik ölçütleri listesi (sezgiseller) referans alınarak, Hacettepe Üniversitesi EBYS sistemi Sezgisel Değerlendirme yöntemi ile analiz edilmiştir. Bu araştırmada açıklanan yöntem yazılım geliştiriciler, kurumlar ve sertifika otoriteleri tarafından EBYS’ lerin kullanılabilirliğini etkileyen faktörleri tespit etme, sorunlu ara yüz öğelerini düzeltme ve satın alma kararlarına girdi sağlama amacıyla kullanılabilecektir.

Registering and searching for records in electronic records management systems

Electronic Records Management System (ERMS) is a computer program or set of applications that is utilized for keeping up to date records along with their storage. ERMS has been extensively utilized for enhancing the performance of academic institutions. The system assists in the planning and decision-making processes, which in turn enhances the competencies. However, although ERMS is significant in supporting the process of decision-making, the majority of organizations have failed to take an initiative to implement it, taking into account that are some implementing it without an appropriate framework, and thus resulted in the practice which does not meet the accepted standard. Therefore, this study identifies the factors influencing the adoption of ERMS among employees of HLI in Yemen and the role of such adoption in the decision-making process, using the Unified Theory of Acceptance and Use of Technology (UTAUT) along with Technology, Organization and Environment (TOE) as the underpinning theories. The study conducts a cross-sectional survey with a questionnaire as the technique for data collection, distributed to 364 participants in various Yemeni public Higher Learning Institutions (HLI). Using AMOS as a statistical method, the findings revealed there are significant and positive relationships between technology factors (effort expectancy, performance expectancy, IT infrastructure and security), organizational factors (top management support, financial support, training, and policy),environmental factors (competitiveness pressure, facilitating conditions and trust) and behavioral intention to adopt ERMS, which in return has a significant relationship with the process of decision-making in HLI. The study also presents a variety of theoretical and empirical contributions that enrich the body of knowledge in the field of technology adoption and the electronic record’s domain.

This study examined how organizational and national policies and regulations shape the operation of an Electronic Records Management System (ERMS) at the Workers Compensation Fund (WCF) in Tanzania. The study examined the effectiveness of the Electronic Records Management System (ERMS) in managing institutional records at the Workers Compensation Fund (WCF). The major goal was to examine the policies and laws that regulate the operation of ERMS on both at organizational and national level. Specifically, the study sought to analyze the existing policies and regulations that guide the implementation and use of e-records management system and proposed strategies for strengthening policies and regulations so as to enhance sustainable e-records management practices. The population included a total of 115 of workers’ compensation fund employees, in a sample size of 94 respondents which drawn from population. A descriptive study strategy, combining qualitative and quantitative research methods was used, whereby purposive and census sampling techniques were adopted. Data were collected using questionnaires, interviews, and observations. Both quantitative and qualitative data was performed using IBM SPSS Version 20 as well as Microsoft Word and Excel to assess the frequency and percentage of answers that corresponded to the research findings. The study revealed that Workers Compensation Fund follows various national rules and policies concerning ERMS. These include the Record and Archive Management Policy (2011), the ICT Policy (2005), and the Cybercrime Act (2015). Furthermore, the Access to Information Act of 2016, the Electronic Governance Act of 2019, and the Electronic Transactions Act of 2015 were deemed as extremely relevant and effective in guiding the management of ERMS. Overall, the rules and procedures in place at WCF were deemed very relevant and effective for controlling ERMS. Thus, the study suggested the compliance monitoring and accessibility of implementation of electronic records management system in terms of revise them time to time as well as provision of training and awareness on the integration and implementation of policies and regulations that are shaping e-records management system..

In the last twenty years, the organization of the administrative divisions of the Italian state has been deeply modified to improve the provision of services to citizens and companies. The process of computerization of the Italian public administration, called e-government, changed the ways and tools for the management of records. Paper records have been increasingly replaced by electronic ones, and tools for records management are electronic systems. Citizens and firms can write from their computer to the government and receive answers directly at their homes. In addition, the protocol register, one of the vital records of the government, which certifies the acquisition and production of records, has become a database connected with the records management system. The protocol register plays the important role of certification and identification of records in a digital environment. It is a reliable tool, which controls all the records and preserves the institutional memory, public or private. The aim of this chapter is to identify the elements that compose the electronic protocol register in an Electronic Records Management System (ERMS) that must be kept unaltered over time.

The growing volume of records in Oil and Gas corporations, especially in developing countries, is problematic because they are managed manually which causes the risk of losing information. Therefore, organizations should adopt electronic systems in order to avoid this problem. The success of Electronic Records Management System (ERMS) adoption by many organizations in developed and developing countries encourages its adoption in the Yemen Oil and Gas Corporation (YOGC) subsidiaries. This study intends to investigate the current practice of Records Management in YOGC subsidiaries including how YOGC manages records to meet the legislative requirements in the country while achieving their operational and strategic objectives. The study uses literature content analysis to identify the ERMS adoption challenges that similar organizations faced in developing countries. The data collected via phone interviews with twelve IT managers in the subsidiaries and in the Ministry of Oil and Minerals. Results show that YOGC Subsidiaries encounter substantial challenges when managing records including the capability to comply with government regulations and policies when creating records, difficult to identify records and the continuous need for storage space. This study concludes that ERMS should be adopted by the Subsidiaries to streamline and strengthen the system for management of records to remain competitive in the market.

This chapter examines the three main issues that will affect the design of your electronic records management system: requirements, metadata and policy. Before embarking on a general discussion of development of the requirements, it may be useful to describe the different systems that are available and which, for the purposes of this book, are described as ‘electronic records management systems’. For several years we have had electronic document management (EDM) systems. These help organizations to provide better access to information and in particular to support workflow arrangements typically undertaken by team working. They also enable organizations to exploit their information resources more effectively – it is difficult to imagine how we could have provided the same level of information with paper systems as we do now with such electronic systems. EDM generally supports immediate business needs and does not embrace all records management functions (e.g. disposal). It will usually only handle information at the document level. It typically provides for: • storage of records • version control • indexing • search and retrieval • access control • ability to archive offline • audit • interface with other systems such as workflow and document image processing. Electronic records management (ERM) systems add standard records management practices to EDM. These include a corporate filing structure and disposal scheduling. The requirements would typically include the following, in addition to those provided by an EDM system: • management of information as corporate information (including the ability to declare records corporate as and when required) • storage, indexing, search and retrieval of all types of records and documents • management of information in a way that maintains links between records • record level metadata describing contextual information • management of hybrid records • authentication of information • support for legal and regulatory requirements • appraisal and disposal of records • export of records for permanent preservation. Electronic document and records management (EDRM) systems are largely exactly what they say. EDM systems have been extending their functionality to include specialist packages that are common in ERM systems. The result is an integrated system.