Electronic Document and Records Management System (EDRMS) Implementation in a Developing World Context

2014 ◽  
pp. 235-252 ◽  
Author(s):  
Mosweu Olefhile ◽  
Mutshewa Athulang ◽  
Kelvin Joseph Bwalya
Keyword(s):  
Public Sector ◽  
Management System ◽  
Information Access ◽  
Records Management ◽  
Extensive Literature ◽  
Electronic Document ◽  
The Public ◽  
Depth Analysis ◽  
Government Development

This chapter presents a case study of back-end information system implementation geared towards encouraging e-Government development in Botswana. The case is an in depth analysis of the implementation of the Electronic Document and Records Management System (EDRMS) at the Ministry of Trade and Industry (MTI). The focus of this chapter is two-fold: 1) it highlights the factors that influence the adoption and usage of EDRMS by Action Officers and Records Officers at MTI and correspondingly outline EDRMS' facilitatation of information access in the realm of e-Government; and 2) aims to understand the initiatives that have been implemented to facilitate robust e-Government development in the public sector of Botswana. This chapter culminates from a pilot that was done prior to an on-going study hinged on unison objectives. The indicative list of factors explaining the adoption of EDRMS might explain the global perception of ICTs in the public sector in Botswana. The limitation of the study is that its sample space may not be representative of the actual situation in Botswana's public sector given the heterogeneity in different line ministries and departments. Therefore, the results from this study might not guarantee statistical generalizations. The chapter is hinged on extensive literature reviews compounded by anecdotal evidence. This focus is novel because it aims to understand adoption and usage of ICT platforms by employees. Other research endeavours have probed citizens' and businesses' adoption of ICTs before considering institutional and employees' readiness hence investigating macro factors influencing technology adoption.

Electronic Document and Records Management System (EDRMS) Implementation in a Developing World Context

2018 ◽  
pp. 389-407 ◽  
Author(s):  
Mosweu Olefhile ◽  
Mutshewa Athulang ◽  
Kelvin Joseph Bwalya
Keyword(s):  
Public Sector ◽  
Management System ◽  
Information Access ◽  
Records Management ◽  
Extensive Literature ◽  
Electronic Document ◽  
The Public ◽  
Depth Analysis ◽  
Government Development

This chapter presents a case study of back-end information system implementation geared towards encouraging e-Government development in Botswana. The case is an in depth analysis of the implementation of the Electronic Document and Records Management System (EDRMS) at the Ministry of Trade and Industry (MTI). The focus of this chapter is two-fold: 1) it highlights the factors that influence the adoption and usage of EDRMS by Action Officers and Records Officers at MTI and correspondingly outline EDRMS' facilitatation of information access in the realm of e-Government; and 2) aims to understand the initiatives that have been implemented to facilitate robust e-Government development in the public sector of Botswana. This chapter culminates from a pilot that was done prior to an on-going study hinged on unison objectives. The indicative list of factors explaining the adoption of EDRMS might explain the global perception of ICTs in the public sector in Botswana. The limitation of the study is that its sample space may not be representative of the actual situation in Botswana's public sector given the heterogeneity in different line ministries and departments. Therefore, the results from this study might not guarantee statistical generalizations. The chapter is hinged on extensive literature reviews compounded by anecdotal evidence. This focus is novel because it aims to understand adoption and usage of ICT platforms by employees. Other research endeavours have probed citizens' and businesses' adoption of ICTs before considering institutional and employees' readiness hence investigating macro factors influencing technology adoption.

Adoption of the Electronic Document Records Management System within the Public Sector in Namibia: Exploring the Challenges and Opportunities

2020 ◽  
Vol 1 (1) ◽  
pp. 7-18
Author(s):  
Stewart Kaupa ◽  
Ken Chisa
Keyword(s):  
Public Sector ◽  
Information And Communication Technologies ◽  
Management System ◽  
Prime Minister ◽  
Electronic Records ◽  
Research Approach ◽  
Records Management ◽  
Electronic Document ◽  
The Public ◽  
Electronic Records Management

The concept of records management aided by information and communication technologies (ICTs) has recently been embraced by many institutions across the globe. For example, organisations that have implemented the Electronic Document and Records Management System (EDRMS are deemed to be better equipped to handle both internally and externally generated records. These organisations are said to operate at higher level in terms of efficiency and effectiveness than those that still rely on manual filing. However, despite the well documented benefits that come With the adoption of ICTs for records management, some departments within the public sector in Namibia, such as the Ministry of Home Affairs, Homeland and Security as well as the Office of the Prime Minister are still heavily reliant on manual filing of documents. It is against this background that this study explored factors hindering the adoption of EDRMS in the Office of the Prime Minister (OPM). The study adopted a qualitative research approach to collect, analyse, and interpret data. The data collecting instruments included open-ended questionnaires, face-to-face interviews and observation of the study respondents. Data was analysed using the Atlas.ti tool. The study found that insufficient training of staff on electronic records management, lack of user needs analysis and lack of user involvement before the introduction of the system all contributed to resistance of the EDRMS adoption in the OPM. The study recommends that the OPM must provide adequate training to its employees on electronic records management and on the EDRMS in particular. The OPM should also make provision for the adoption of a change management strategy plan in order to get user buy-in for the new electronic system to be embraced.

Designing a maturity model for analyzing information and knowledge management in the public sector

2020 ◽  
Vol ahead-of-print (ahead-of-print) ◽  
Author(s):  
Aki Jääskeläinen ◽  
Virpi Sillanpää ◽  
Nina Helander ◽  
Riikka-Leena Leskelä ◽  
Ira Haavisto ◽  
...  
Keyword(s):  
Knowledge Management ◽  
Public Sector ◽  
Organizational Performance ◽  
Management Practices ◽  
Extensive Literature ◽  
Maturity Model ◽  
Content Type ◽  
The Public ◽  
Depth Analysis ◽  
Information And Knowledge Management

Purpose This study aims to report the design and testing of a maturity model for information and knowledge management in the public sector, intended for use in frequent monitoring, trend analysis and in-depth analysis of the contemporary information and knowledge management practices of an organization. Design/methodology/approach A design science approach was used to develop the proposed model. Creation of the model was based on an extensive literature review. Testing of the model was implemented as a survey receiving 37 responses from nine organizations organizing and purchasing public services. Findings The study presents four alternative profiles for an organization’s status, novice, experimenter, facilitator and advanced exploiter, and investigates the differences between these profiles on the basis of the empirical data gathered. The model was found to be both a valid and practical way to determine the state of an organization’s information and knowledge management and identify development needs. Research limitations/implications Testing was conducted in the Finnish public sector and further studies applying the model could be implemented in other countries. The model presented was designed specifically for the public sector and more research is needed to test its applicability in the private sector. Originality/value Maturity models are useful when evaluating information and knowledge management status in an organization, and beneficial for improving organizational performance. The proposed maturity model combines the fields of knowledge management and information management and contributes to the literature with an overarching maturity model that includes a dimension of satisfaction with the organizational maturity level. While many earlier models originate from the consultancy business, the model presented here was also designed for research purposes and tested in practice.

Citizen Relationship and Grievance Management System (CiR&GMS) through Multi-Channel Access for e-Government Services

2015 ◽  
Vol 7 (2) ◽  
pp. 43-67
Author(s):  
Velamala Ranga Rao
Keyword(s):  
Public Sector ◽  
Management System ◽  
Local Level ◽  
Policy Makers ◽  
Single View ◽  
Face To Face ◽  
The Public ◽  
Initial Stage ◽  
State And Local

Citizens are demanding greater access to interaction with government through their preferred channels or devices. The private sector uses different channels for their services, citizens except same level of services from the public sector. Therefore public sector needs to focus on creating multiple delivery channels (Traditional such as face to face, Telephone and Modern channels such as Website, E-mail, SMS), so that citizens can have ‘channels of choice', depending on specific needs, demands and preferences in order to increase citizens' participation and satisfaction. For this reason, the paper's purpose is 1) To understand multi-channel architecture, Integration, Management and its Strengths & Weakness 2) To develop a frame work for Citizen Relationship and Grievance Management System (CiR&GMS) for a single view 3) By applying proposed framework, To identify what types of channels are providing to access public services at National, State and Local level governments in India as a case study 4) To find out challenges and issues in implementation of multi-channel service delivery. The key findings of the case study are: a) There is no declining in providing traditional channels after introducing modern channels b) Many departments are offering mixed channels c) Usage of Mobile/SMS, Social media and Wi-Fi hotspots based channels are in initial stage d) t-Government channel is not yet initiated in any department e) Multi-channel integration and management is not yet initiated by many departments, these departments are managed channels as separate silos. The proposed framework may provide some guidance to the decision and policy makers in the public sector. However, such initiatives have many challenges to the developing countries like India.

Knowledge Management and Electronic Records Management in the Realm of E-Government

2015 ◽  
pp. 166-188 ◽  
Author(s):  
Kelvin Joseph Bwalya ◽  
Saul F. C. Zulu ◽  
Peter Mazebe II Mothataesi Sebina
Keyword(s):  
Knowledge Management ◽  
Public Sector ◽  
Electronic Records ◽  
Records Management ◽  
Extensive Literature ◽  
Full Potential ◽  
Public And Private ◽  
The Public ◽  
Emerging Trends ◽  
Management Approaches

The recent past has seen many interventions aimed at merging traditional records management approaches with emerging trends such as electronic records (e-Records), electronic government (e-Government) and Knowledge Management (KM). This has largely cascaded from the belief that appropriate records management practices may positively contribute to transparency, accountability, efficiency and increased productivity both in the public and private sector business value chains. However, realization of the full potential of records management in the realm of e-Government cannot be achieved if multi-disciplinary factors impacting on records management are ignored when drawing implementation strategies and roadmaps. This chapter utilizes extensive literature reviews to probe the best ways of implementing records management with KM in the public sector in the context of e-Government. The chapter posits that the application of KM is still in its infancy as the concept had yet to take root in the public sector.

The challenges presented to records management by open government data in the public sector in England

2017 ◽  
Vol 27 (2) ◽  
pp. 149-158 ◽  
Author(s):  
Katherine Mary Chorley
Keyword(s):  
Public Sector ◽  
Open Government ◽  
Published Data ◽  
Records Management ◽  
Content Type ◽  
The Public ◽  
Hospital Trust ◽  
Open Government Data ◽  
Government Data

Purpose The purpose of this paper is to explore the challenges that open government data initiatives present to records management within the public sector in England and to identify areas of practice and policy that will need to be developed to ensure compliance with such environments. Design/methodology/approach A review of current literature underpins the analysis of data collected through an anonymised case study of a National Health Service (NHS) hospital trust. Data were collected through a qualitative research in the form of semi-structured interviews with information professionals at the case study site. Additionally, a short descriptive online survey was distributed to the members of a specialist interest group, the Health Archives and Records Group. Findings Open government data presents a series of interconnected practical challenges to records management at a local level as the open government data environment continues to develop. These practical challenges overshadow a number of technical challenges, such as ensuring the accuracy and integrity of proactively published data. Research limitations/implications The main limitation of this research is the small number of interviews conducted during data collection, which limits its capacity to present more generalised findings. Originality/value The case study of an individual NHS hospital trust allows for a specific insight into the challenges that open government data presents to records management within a single operational unit.

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