Organising electronic documents: the user perspective

Abstract

PurposeThe purpose of this paper is to explore whether user needs and preferences in organising electronic information are properly identified by records managers when implementing folder structures in electronic document and records management systems (EDRMS). The intention is also to find out to what extent user needs and preferences correspond to records management best practices.Design/methodology/approachThe research was designed as a case study of a specific team at the European Central Bank. In order to look at the user needs and preferences, the research is based on the qualitative analysis of data obtained via semi‐structured interviews and direct observation.FindingsThe case study shows that users' objectives are very similar to records management objectives. Moreover, their needs and preferences stem from a number of factors that can be identified and categorised.Research limitations/implicationsThe research was subject to severe limitations in terms of resources, in particular the time and tools available. Similar studies should be conducted involving diverse teams at different organisations in order to fine‐tune the proposed principles and test their general applicability. Further studies could benefit from the use of IT tools to observe user behaviours.Practical implicationsBased on the findings, guidance principles are proposed in order to improve user acceptance of folder structures.Originality/valueThe paper aims to raise awareness in the records management world of the necessity of prioritising user needs as the best way to achieve records management objectives. Records managers should also work closely with IT experts in the design of EDRMS.