E-records Management Research Articles

Evolution of E-records Management Practices in E-government: A Malaysian Perspective

Evolution of E-records Management Practices in E-government: A Malaysian Perspective

Adoption and application of electronic records systems in higher learning institutions

Information and communication technology developments that continue to occur have changed the way records are managed. Due to these changes, higher learning institutions in developing countries are adopting different electronic records management systems to increase accountability and efficiency. However, despite the adoption of these systems, the majority of records retrieved in most of these institutions are paper-based. In other words, the e-records systems that have been adopted by these institutions are not effectively utilised to support e-records management, which is one of the things that have been noted by this study that sought to examine the adoption and application of electronic records systems in Tanzania's higher learning institutions. Specifically, the study has examined types of e-records systems and factors affecting the effective adoption and application of e-records systems. To achieve this, a descriptive research design was employed by integrating quantitative and qualitative approaches. Whereas quantitative data were analysed using Statistical Product Service Solution (SPSS), qualitative data were analyzed thematically. Generally, the study reveals that various e-records management systems are used by higher learning institutions in Tanzania for purposes that are generally similar across the institutions. Moreover, the findings suggest that e-records management systems are not effectively used to support records management due to various human, organizational, technological, and regulatory factors. Therefore, to realize an effective transformation of records management from being paper-based to being electronic-based, various concerted efforts are needed. More specifically, multi-actor efforts between institutional management and records management practitioners are the fulcrum needed for the effective application of e-records systems.

E-records management readiness for implementation of e-government in local authorities of Singida Municipal Council

This paper reports the findings of a study that explored the state of e-records management in supporting e-government in Tanzania Local Government Authorities with specific reference to the Singida Municipal Council (SMC). This qualitative study employed a case study design to collect data using interviews, observations, group discussions and documentary review. Qualitative data were subjected to thematic analysis. Thirty-two respondents were purposively selected to participate in the study. The study findings indicated that the state of e-records management readiness was not effective to enhance e-governance. This was because the SMC did not have an e-records management system, inadequate professional record personnel, information and communication technologies (ICT) policies, guidelines and procedures. E-readiness was affected by the low number of technical staff, inadequate resources and budget dedicated to the e-records management unit and lack of storage space and facilities to execute e-records management. Finally, the study established a framework for effective adoption of e-records management as a platform for implementing e-government in local authorities. The study recommends for the SMC to improve e-records management practices by bridging the knowledge gap among record staff, ICT staff and secretaries. In addition, the SMC should hire qualified staff, trained staff in house on e-records management, develop and implement ICT policies and prioritise records management by adequately budgeting for ICT infrastructures to kick-start the transformation process.

E-records management practices in public universities: a developing country perspective

PurposeThis study aims to investigate the management of electronic records (e-records) in public universities in Malawi.Design/methodology/approachThis study adopted a case study research design that made use of predominantly qualitative research methods. Data was collected at three study sites, namely, Mzuzu University, Malawi University of Science and Technology and the Malawi University of Business and Applied Sciences. A purposive sample of three officers per institution (and nine in total) comprising executive officers, deputy university registrar, records clerk, information and communication technology (ICT) directors and ICT manager was attained. The researcher personally conducted the interviews with the research subjects with the aid of interview guides. Observations were also done, whose findings were recorded in the observation protocols. The data collected was transcribed in MS Word, coded and analysed thematically.FindingsThis study concluded that e-records are at high risk in public universities in Malawi. Irrespective of this situation, this study found that there were some areas for e-records to potentially thrive in public universities in Malawi.Research limitations/implicationsThis study covers three of the six public universities in Malawi. Although public universities in Malawi have similar governance structures, there are some noticeable differences that distinguish one institution from the other. It is, therefore, possible that findings made in this study may not completely represent the prevailing situation in all public universities.Originality/valueStudies of this nature have not been done before in public universities in Malawi. It is, therefore, hoped that besides filling the existing knowledge gap, its findings will contribute to policy and practical interventions that will lead to efficiency of the universities involved.

Electronic records management in Tanzanian courts

Conventional records management systems are mostly used to support court operations and service delivery in Tanzania despite the substantial development of ICTs. The objectives of this study were to: examine types of e-records managed, explore staff perceptions of the usefulness of e-records management, and analyse factors limiting electronic records management in selected courts. A survey design comprising qualitative and quantitative research approaches was employed to meet these objectives. Standardised questionnaires, followed by semi-structured interviews and observation were used to collect data. The findings of the study suggest that e-records management is still in its infancy stage in the courts studied, since the majority of records are still managed using manual systems. The findings further inform that even though the adoption of e-records is ineffective, staff positively perceive the approach. According to the study, ineffectiveness of e-records management is a result of inadequate qualified staff and training on e-records management, shortage of technical staff to support the use of e-records management systems, inadequate funds, ineffective e-records management legal frameworks, and poor implementation strategies. As such, the study recommends diversification of funding sources, capacity building through training and retraining, formulation of e-records management policies and standards, and motivation of court staff.

Status of electronic records management (e-RM) in African university libraries: experience from Nigerian universities

PurposeThis study examined the state of digital records management in Nigerian university libraries. It investigated the extent university libraries have captured/created, utilized, planned, organized and developed the skills of librarians, etc. for effective management of electronic records.Design/methodology/approachDescriptive survey design was adopted. The area of the study was Nigeria. The population of the study was 231 academic librarians and senior technical and administrative staff drawn from 12 federal university libraries. Data were collected and analyzed using questionnaire, checklist and version 20 of Statistical Packages for Social Sciences (SPSS). Information obtained through oral interviews was analyzed qualitatively and incorporated in the discussions. The analytical framework was the Readiness Assessment Guide developed by the International Records Management Trust/World Bank in 2004. The criterion of judgment was that any item or statement of the research instruments that obtains a mean value of 2.50+ was rated high, and low if less than 2.50.FindingsThe results revealed that ICT facilities were available in Nigerian federal university libraries but the manner and extent of utilization, planning, organizing, re-skilling the staff, budgetary provisions and adoption of international best practices, etc. for e-records was low. Adequate funding, steady power supply, full internet services and adoption of global best practices for e-records management were some of the recommendations.Practical implicationsThis study has established that the status of ICT facilities and current digital records management in Nigerian university libraries have not been properly managed and therefore are likely to become vulnerable or inaccessible for future transactions.Originality/valueThe gap in the literature about the dart of empirical studies on the status of e-RM in Nigerian university libraries has been bridged.

Training and resources of e-records readiness at the Federal Ministry of finance in Nigeria

Purposee-records have become an important tool through which a government is held accountable for good governance, transparency and delivery of services to citizens. Therefore, this study aims to assess availability of training and resources in a records management environment, as a way of determining e-records readiness at the Federal Ministry of Finance, Nigeria (FMFN).Design/methodology/approachQuestionnaires and observation were used for data collection. Purposive and stratified sampling techniques were used. Quantitative data from the 250 usable questionnaires retrieved was analyzed using the Statistical Package for Social Sciences (SPSS), while qualitative data was analyzed manually.FindingsThe study findings revealed that FMFN has a records management unit with other resources such as a movable and lockable file cabinet, files, file holders, registers and computers. There is low budget allocation for records management activities. Training for records managers is infrequent. However, an orientation program for new staff exists. Employees prefer the following mode of training: seminars and workshops, internships and consultant-run training. In terms of kinds of training need, study participants noted that they require training on computer applications, e-records management and change management role of record management.Research limitations/implicationsThis study is limited to employees of the Federal Ministry of Finance (FMF) in Abuja. As a result, the findings may not be generalized to other ministries in Nigeria.Practical implicationsIt is hoped that the study would benefit the public sectors that are desirous to opt for e-records management and provide benchmarks for policymakers, particularly on how to maintain proper e-records readiness status through training and resources.Originality/valueTo the best of the authors’ knowledge, this is the first study to be conducted at FMFN on e-records readiness, more specifically on resources and training.

Preparedness of Nigerian University Libraries for the Acquisition and Management of Digital Records

Abstract This paper assessed the extent to which federal university libraries in Nigeria have prepared for management of their records in electronic format. Specifically it investigated the extent to which university libraries have provided ICT infrastructures for digital records, made institutional plans for e-records management, and enacted policies that guide e-records management, among other areas. Survey research design was used. The instruments for data collection were questionnaire, observation checklist, and oral interviews. The population of the study was 84 librarians drawn randomly from 18 federal university libraries in Nigeria. Data was analyzed using mean scores and simple percentages. The criterion of judgment was that if the mean value of any item of the research instruments scored 2.50+ and above, it was rated high; if otherwise, it was considered low. The study found that ICT facilities were available in all the libraries, but the state of preparedness for their utilization for e-records management was low. Inadequate funding, intermittent electricity supply, absence of e-records management policy, etc. were the major factors hindering preparedness for e-records management. Adequate budgetary provision, increasing power supply, and enactment of digital records management policy were among the recommendations made. With regards to practical implications, federal university libraries may not steadily use their e-records in a networked/connected environment. These records may become inaccessible over time. This study was the first to investigate extensively on the state of preparedness of Nigerian university libraries for digital records management.

Management of Electronic Records in Federal Universities in North Western States of Nigeria

This study examined the possibility of framework for effective management of e-records in the Universities in the North western states of Nigeria; it was undertaken through a detailed study of 5 Universities within the zone. The research adopted the narrative research design of the qualitative research methods where the focused-group interview was used in gathering data from a total 30 participants. The pieces of information gathered were analyzed, using narrative analysis. The study revealed the lack of a framework in the form of a policy document for the management of e-records, a lack of standardized and harmonized procedure among the staff for the management of e-records, the staff lack of requisite competencies expected of an e-records management staff as well as inadequate training and retraining for the personnel. Some of the challenges faced were that of external attack from hackers into their database as well as DDOS attack on their server, power supply, poor management and administrative commitment, etc. among the recommendations of the study are; the use of the Luxemburg Electronic Records Management workflow, the need for a written policy guideline for the effective management of e-records, harmonization of the procedures for the management of e-records in line with the policy document, skilled personnel with the necessary competencies should be employed in order to manage the e-records.

Framework for the Management of E-records in Higher Education Institutions

The management of electronic records in higher education institutions (HEIs) assists in the achievement of greater efficiency, effectiveness, and economy. Managing electronic records is essential for effective decision-making and control of management processes in an institution. This study sought to investigate e-records readiness at the Institute of Development Management (IDM) in Eswatini with the aim of developing a framework for the effective management of electronic records at the institute. The e-records readiness assessment tool was used as the analytical framework for this study. The study used mainly a qualitative approach but also a quantitative approach, and the data collected was triangulated. The study used a questionnaire, interviews, observations, and a document review to generate data. The participants comprised IDM’s campus management, information technology (IT) manager, records officer and action officers. The results of the study revealed that although IDM used computers as essential tools for managing information and communication in support of its business operations, the management of electronic records in the institution’s registration system was neglected. It was found that the factors contributing to this neglect included the lack of institutional policies and procedures to guide the management of electronic records and the lack of knowledge and skills to manage electronic records. The study recommended, among other things, the improvement of the e-records management policy framework and the regular training of records officers.

A framework for electronic records management in support of e-government in Kenya

PurposeThis paper is based on the doctoral study conducted in 2016 at the University of South Africa. The purpose of this study was to investigate how the current state of management of electronic records in Kenya facilitates or undermines implementation of e-government with a view to develop a best-practice framework for management of electronic records in support of e-government.Design/methodology/approachThe study used the interpretive research paradigm and adopted qualitative research methodology using phenomenological design. Maximum variation sampling was used to identify the research sample for the study.FindingsThe findings established that the general status of management of e-records (MER) in government ministries is inadequately positioned to support e-government; use of e-government in Kenya had grown significantly and more ministries were adopting e-government services; although some initiatives have been undertaken to enhance MER, the existing practices for MER require improvement to ensure they adequately support e-government.Research limitations/implicationsThe limitations were access to respondents and the challenge of self-reported data.Practical implicationsRecommendations and a best-practice framework for managing electronic records in support of e-government have been provided. A proposal for implementation of the recommendations on a priority basis has also been provided.Social implicationsThe study’s contribution to scholarly works and literature in the field resides in its findings and a framework that can be practically adopted for management of e-records in support of e-government. By establishing the nexus between management of e-records and e-government in Kenya, it is hoped that it will provide input to policymakers to consider records managers as key stakeholders in e-government.Originality/valueThe originality of this study stems from two aspects: original topic and understudied area.

A multivariate analysis of the determinants for adoption and use of the Document Workflow Management System in Botswana’s public sector

Governments in Africa are spending significant funds in their drive towards putting public business processes and services online. Although this drive has different names, such as electronic government (e-government), open government and open data, the motivation is hinged upon achieving overall efficiency and effectiveness in public services and is based on the notion of freedom of information. In Botswana’s public services, diverse interventions are being put in place to facilitate business automation and electronic records management. The then-Ministry of Trade and Industry (MTI), now Ministry of Investment, Trade and Industry (MITI), has joined the drive by implementing the Document Workflow Management System (DWMS) as an e-records management system. This study probes the determinant factors influencing meaningful adoption and usage of the DWMS for effective records and information management within MITI. Multivariate analysis is employed to understand which factors have the highest variance in adoption and use of the DWMS. The study utilises the adapted Unified Theory of Acceptance and Use of Technology (UTAUT) as the conceptual framework in its design. Quantitative data was collected from a population of sixty-one officers, from which fifty-three (86.9%) responses were received and included in the analysis. Effort expectancy, behavioural intention, social influences and facilitating conditions were the key determinants for adoption and use accounting for 55% of variance. The study identifies to what degree each of the potent factors contribute to adoption and use of the DWMS at MITI. The major limitation of this study is that it was impossible to identify all the factors influencing behaviour intention, as human behaviour is difficult to measure. Other unidentified factors account for 45% of variance not accounted for by the predictor factors. This is an indication that there is a need for an in-depth study, preferably a longitudinal study, that critically probes the factors of technology adoption in work processes by a large set of individuals in a developing world context.

Electronic records management research in ESARBICA: a bibliometric study

PurposeThis study aims to find out how the e-records management subject has been researched and tackled by researchers in the Eastern and Southern African Regional Branch of the International Council on Archives (ESARBICA).Design/methodology/approachThis research paper applied a bibliometric survey, where a quantitative survey of the literature pertaining to the study of e-records management in the ESARBICA region, covering the period from 2000 to 2016, was conducted applying bibliometric methods. The survey aimed at providing descriptive data that cast a spotlight on the features and development of the e-records management base literature in the ESARBICA region.FindingsThe research data display a lamentable outlook in the contribution to the electronic records management body of knowledge from the ESARBICA region. Few research articles from professionals in the records and archives management are being published. These figures call for increased investments in electronic records management research by institutions in ESARBICA, as management of electronic content has become the centre of political and socio-economic development. Follow-up studies need to be done to counter limitations placed on this research paper. The findings show that there is under production of research publications in the ESARBICA region. The region only contributed 2 per cent of the total world output in the period under review and in the study of electronic records management from journals indexed by Scopus.Research limitations/implicationsA bibliometric study places researchers at the mercy of analysing incomplete information due to limitations of resources. The variance in use of terminology (key words) by authors in published research articles may entail some being left out in an analysis of articles the same subject matter. As much as due diligence was placed on using Boolean search methods to counter such limitations they are unavoidable. An interpretation of bibliometric or citation analysis research is subjective as some analysts may label results incomplete or unreliable; hence, this paper finds itself in the same predicament. Inability to access the Thompson Reuters Web of Science database left the authors with Scopus as the only option, as Google Scholar was overlooked due to difficulties of having to rely on third-party software for analysing its indexed content that are mostly inaccurate and or ambiguous.Practical implicationsThe findings of this study help uncover areas in e-records management, which have been researched over the years, and identify the prominent e-records management researchers in the ESARBICA region.Originality/valueA number of bibliometric studies have been conducted; however, none has been conducted to establish e-records management research trends in the ESRABICA region.

E-records readiness at Karonga District Council in Malawi

This study assessed e-records readiness at Karonga District Council (KDC) as one of the local government authorities in Malawi. The study employed a descriptive survey design where a survey questionnaire was used to collect data. Altogether, 56 staff were sampled randomly and purposively. The staff comprised principal officers, records clerks, ICT personnel and other action officers. The study revealed that e-records readiness at KDC was low and evolving as evident by the presence of e-record products and technologies, which were largely inadequate and obsolete. The study also established that there was inadequate and poor adherence to policies, standards and procedures for e-records management practices. Furthermore, responsibilities for e-records management were not clear. There was no established records management programme. Therefore, the study recommends the development of e-records management policy; recruitment of more staff; regular training in e-records products and other emerging technologies; mobilization of more resources required for management of records; and increasing awareness of the role of records management. This should be supported by the top management at the District Council and the Ministry of Local Government at large.

Towards a framework for e-records readiness in support of e-government in eSwatini

This article is based on a study whose aim was to develop a framework for the effective management of e-records as a facilitating tool in support of e-government. The IRMT (2004) E-records Readiness Tool was adapted and used as the analytical framework for this study. This tool is designed to assist organizations to benchmark themselves and to determine where they stand with respect to the management of electronic records. The study mainly used the quantitative research approach, exploiting a survey that utilized a questionnaire as a data collection instrument. The quantitative approach was however complemented by the qualitative approach which utilized observation and interview techniques. Using both quantitative and qualitative approaches made it possible to triangulate and validate the findings. The unit of analysis was Eswatini government ministries, with a survey design involving all 18 the government ministries. The target study participants comprised the Directorate of Eswatini National Archives, the Directorate of Computer Services, the Directorate of E-government, Registry staff and the action officers. The results revealed that the level of e-records readiness in the government ministries is at an infant stage and that opportunities for increasing the depth of e-records readiness exist that require resolve. There was evidence of an irresponsive, weak, and disjointed legislative and policy framework on e-records; lack of contemporary records management skills; slow progress in the implementation of envisaged electronic document records management systems (EDRMS) and low capacity building among records management staff. Among other recommendations proffered is a useful e-record readiness framework that could enhance the management of e-records and spur the e-government drive Eswatini.

AN ASSESSMENT OF E-RECORDS READINESS AT THE MINISTRY OF LABOUR AND HOME AFFAIRS, GABORONE, BOTSWANA

This study sought to assess electronic records (e-records) readiness at the Ministry of Labour and Home Affairs (MLHA), Gaborone, Botswana, within the purview of the implementation of an e-records management solution – the National Archives and Records Management System (NARMS). The assessment was done using tenets derived from the existing International Records Management Trust (IRMT) E-records Readiness Tool. The assessment examined the national legal and policy framework, compliance with policies, standards, tools, procedures and responsibilities for records management, e-records management products and technologies, resource capacity and training for records management staff, internal awareness of records management programme and the level of management ownership on e-records management. The study largely adopted a qualitative approach, but used methodological triangulation of both qualitative and quantitative data collection methods, with a case study research design. Data was collected through semi-structured questionnaires, semi-structured interviews, and observations. Respondents comprised of records management staff, action officers (records users) and Information Technology (IT) Manager. The study findings revealed that the level of e-records readiness at the MLHA included: inadequate legal and regulatory framework; average adherence to records management procedures, tools and standards; low awareness among staff of the records management programme and, the national regulatory framework and on the NARMS pilot project; limited space for records management; slow progress in the implementation of NARMS and low capacity building as records management staff is rarely taken for training. The study also revealed that opportunities for increasing the depth of e-records readiness exist, such as: availability of financial resources for the NARMS pilot project; adequate Information Communication Technologies (ICT) infrastructure and high management commitment on the E-Records Management (NARMS pilot project). The study recommends: improvement of the national legal and policy framework by development of an e-records policy; development of a records management policy to provide an internal records management framework; regular training for records management staff, especially on e-records; regular internal records management awareness; and assigning senior management high-level responsibility for organisation-wide records and information management.

Management, Appraisal and Long Term Preservation of E-records: Role of Archivists and IT Professionals

In the process of creating records the role of IT professionals in present time increased, especially if we compare the role of IT professionals in record management and preservation of not born digital records. The author will try to define the role of archivists in the process of creating, managing, appraising and preserving e-records, as well as the role of IT professionals in the same process. Definition of both will be specified through analysing the processes in life of e-records and what professional and scientific approaches are necessary for long-term preservation of e-records. Through this analyse the author will try to specify what knowledge of both professions are actually necessary in the specific period in life of e-record and to emphasize the need of educating IT professionals in the field of basics of archival science to reach the goal of e-archives according to archival standards and principles.

The readiness of universities in managing electronic records

Purpose – The purpose of this study was to survey the level of readiness of three universities in Nigeria towards managing their digital records by assessing the e-records frameworks, infrastructures, and structural facilities that are available. Design/methodology/approach – The population of the study was 30 staff of the Registry Department in three Nigerian universities. Questionnaires, oral interviews, and check list were used during data collection. Data were analyzed using frequency tables, simple percentages, and bar charts. Findings – The paper found that universities in Nigeria are not ready to manage electronic records due to weak legislative and organizational frameworks. The paper recommends creation of awareness about e-records management, training of records personnel, adoption of hybrid records management and periodic auditing, provision of sustainable framework and infrastructure, among other things in Nigerian universities. Research limitations/implications – This study was carried out on only three out of more than 20 federal universities in Nigeria. Therefore, the sample size and geographical spread was inadequate for generalization of the findings. Practical implications – The paper demonstrates that, without proper planning and adoption of various international standards for records management, e-records created using modern technologies are likely to be inaccessible in Nigerian universities in future and consequently, the ability to remain accountable to the citizens will be compromised. Originality/value – The study exposed the simple tools and strategies for assessing a university's readiness before embarking on electronic records management in a digital age. The paper will serve as a catalyst to further discussion and research into e-records and archives management in Nigeria. It will lead to other records management initiatives in the library, archives and information management.

ERM Implementation and Future Directions at Ankara University

In the study, the matter how the records management systems will adapt to this new process in a rapid way in a period, in which the transformations of public institutions into e-Government has been accelerated, is evaluated with a development that can be a sample especially for the universities. “Modelling of Transition Process of Electronic Records Management and Archiving System in Universities Project (e-BEYAS)” is a project carried out in Ankara University. Through the “e-Records Management and Archiving System (e-BEYAS), which gave its name to the software in which the model is applied, communication within the institution, information/records share inter institutions, and archiving of electronic records can be realized in a reliable medium; integration to the applications on sharing information/records inter institutions on e-Government channels can be provided. For this purpose, system usage scenarios have been created in order to produce, register, preserve, archive, access and report the records and documents safely in an appropriate model for institutional structure in Ankara University. Thus, after completing the workouts, the system will be not only mobile signature (m-signature) supported with its substructure providing the adaptation to mobile life, but also they can support the e-mail, SMS, integration, audio and video applications that can access the system through smart devices.

E-records management and e-government in Southern Africa

E-government initiatives are often part of broader reforms to improve public sector performance in delivering services to citizens and to businesses and in increasing efficiency. This paper discusses electronic records management (ERM) as one of the important building blocks for e-government. The author discusses some of the e-government initiatives in southern Africa and the ERM implications of these, drawing on studies carried out in a number of countries in the region. It is suggested that a range of different problems hinder the effective implementation of e-government; these include poor data systems and technological infrastructure, inadequate legal and regulatory frameworks, lack of skills, a lack of commitment by leaders to push the e-government agenda forward, and a failure to address the management of electronic records. Without an effort to incorporate ERM components into e-government projects, the capture of evidence emanating from e-transactions is in jeopardy and accountability and transpare...