OFFLINE FILING AND TRANSFER OF ELECTRONIC RECORDS AT ABC AGENCY

The use of electronic records increases in the industrial revolution 4.0 and the implementation of WFH (Work from Home). Records management needs to be carried out on all media and types of records. Electronic records management needs to be carried out on filing and transferring records to maintain the authenticity, integrity, security, and safety of records. ABC agency already uses the Records Information System (SRIKANDI), but not all types of records can be managed using that information system. The information system cannot manage electronic records of types of photos, videos, and sound recordings. The records must be managed at ABC agency, so it is necessary to determine the filing and transferring the records offline. This research is qualitative research using data collection techniques: observations, interviews, and documents search. Interviews were conducted with three experts in records management, both manual and electronic. The analysis is carried out based on the stages contained in the five regulatory documents. The analysis results show that the filing stages consist of preparation, inspection, index determination, file code determination, registration/input of records information, inserting records into folders, cross-pointing (if any), labelling, and compiling a list of current records. Moreover, the transfer stage consists of preparation, selection of records, arranging semi-current records, creating a list of semi-current records to be moved, and creating a report of records transfer.

Electronic records management at the coal face: Testing a behaviour search model for EDRMS

<p>The main objective of this proposed research is to test the reliability and validity of the information search model presented by Joseph, Debowski & Goldschmidt (2013a) which relates to searching in EDRMS. In order to do this, the search behaviour of employees using the EDRMS eDOCS Hummingbird in a New Zealand local authority will be compared with the model. Another research objective is to gain information about current search behaviour in relationship to the design of the new EDRMS system Objective which will soon be installed in the test organisation. As the literature review shows, introducing an EDRMS to a workplace is difficult, requiring a major change to the way that employees have managed their information, (Maguire, 2005). The last objective is to gain insights from the search behaviour in regards to training for the new system.</p>

Electronic records management at the coal face: Testing a behaviour search model for EDRMS

<p>The main objective of this proposed research is to test the reliability and validity of the information search model presented by Joseph, Debowski & Goldschmidt (2013a) which relates to searching in EDRMS. In order to do this, the search behaviour of employees using the EDRMS eDOCS Hummingbird in a New Zealand local authority will be compared with the model. Another research objective is to gain information about current search behaviour in relationship to the design of the new EDRMS system Objective which will soon be installed in the test organisation. As the literature review shows, introducing an EDRMS to a workplace is difficult, requiring a major change to the way that employees have managed their information, (Maguire, 2005). The last objective is to gain insights from the search behaviour in regards to training for the new system.</p>

Factors influencing the adoption of free and open-source software for electronic records management by municipalities in Gauteng Province, South Africa

The South African cabinet adopted policy recommendations from the Government Information Technology Officer's Council pertaining to Free and Open-Source Software (FOSS). Even though the South African Cabinet has shown support for the use of FOSS through the enactment of a policy, the adoption of open source software in electronic records management seems to be slow. Proprietary software continues to be adopted and used by most public institutions, including local and provincial municipalities in South Africa. Therefore, this study aimed to investigate factors that may influence the adoption and use of FOSS for electronic records management by South African municipalities. The study adopted a qualitative research approach to collect data from 10 purposively selected municipalities in Gauteng. Data were analysed and presented thematically to address the research question. The findings of this study suggest that municipalities in Gauteng are not adopting FOSS for electronic records management as expected. This study established that top management support, reliability, affordability of the software, inadequate capability, contracts with proprietary software providers, organisational culture and organisational support are some of the factors that contributed to the low uptake when it comes to the adoption of Free and Open-Source Software by the municipalities.

A strategic framework for digital preservation in the context of e-government in Botswana public service

The purpose of the study was to assess the digital preservation capability maturity readiness in the context of e-government in Botswana Public Service with a view to developing a strategic framework that ensures digital continuity. The study adopted a pragmatic paradigm and case study which were deployed in each of the six selected ministries as a unit of analysis. The target population was 102 respondents from six key purposively sampled ministries. Seventy-nine questionnaires were distributed, of which 55 were completed and returned. Interviews were conducted with 21 staff being senior managers, managers for human resources and administration, heads of divisions for records management units, archives unit, ICT managers and senior records managers. Formal participatory observations of documents were conducted. The study’s findings showed that the Botswana public service has no unified national information systems to manage public sector records, which led to some ministries adopting their own electronic records management systems. Currently, few ministries have implemented the electronic records management system and most digital records are not preserved due to lack of preservation guidelines and strategies. In that regard, the study developed a strategic framework to safeguard digital continuity and make sure that e-government is sustained for the benefit of an open government and increased participatory citizenry.

Legality of electronic archive management in realizing Indonesia E-government

Purpose This paper aims to assess to which extent the legality of electronic archive management can realize Indonesia E-government. This aspect of legality can have a significant impact on the application ofe-government in a country. The legality focuses on the archival legislation of the Republic of Indonesia in discussion related to the management of electronic archives. Design/methodology/approach The method used in this research is content analysis with qualitative research approach. The data for this research was taken from the Undang-Undang Kearsipan Indonesia (Indonesia Archives Constitution) documents that is available on the official website of Arsip Nasional Republik Indonesia (ANRI) (National Archives of the Republic of Indonesia). To complete the discussion in this paper also conducted literature study using secondary literature sources. Findings From the aspect of legality, the management of electronic archives does not yet support the implementation of Indonesia E-government. From the aspect of legality, the laws governing the management of electronic archives has not yet existed, there is only the Regulation of the Head of the National Archives regarding the guidelines of general policy for electronic records management in 2012. Research limitations/implications This research is limited to the identification of comprehensive analysis on all documents of the ANRI on the management of electronic archives in the context of Indonesia E-government. From that, the gap between those aspects can be examined. Social implications This paper reveals the importance of legality in the form of regulation of electronic records management in Indonesia E-government. Findings from this research can be useful for the Indonesia E-government program. Originality/value Research with content analysis method on management of electronic archive on Law of Archiving in Republik Indonesia has never been done before. This also applies to the research on the relationship between the management of electronic archives with the application of Indonesia E-government.

Records management at the Council of Europe (2): the digital turn

The implementation of electronic records management at the Council of Europe was a crucial step in leading the intergovernmental human rights organization towards comprehensive corporate information management. The motivation for introducing records management was to improve access to information. Finding information proved to be difficult due to the fragmented information landscape, combined with a lack of governance for digital information. To amend this situation, corporate control and standardization were introduced along the whole information life cycle, involving the information producers as key players. The article describes this implementation, covering roughly the decade from 2008 to 2018, from its foundations and preparations to the deployment, awareness-raising and training activities. Special emphasis is put on the instruments that support a standardized records management approach, such as business classification scheme, retention and disposal schedules, and metadata. The success and failure points are briefly presented. It appears that records management can be a catalyst for corporate-wide information management.

Implementasi Aplikasi SIKS sebagai Electronic Records Management System (ERMS) di Arsip UGM

Pengelolaan arsip sangat penting untuk diperhatikan sebab dengan adanya arsip tersebut institusi dapat mengevaluasi kinerja dan memprediksi kemungkinan-kemungkinan yang akan terjadi di masa mendatang untuk melakukan perubahan. Pada era digital sekarang ini, arsip tidak hanya berupa kertas tetapi juga dalam format digital dan elektronik. Penanganan arsip dalam bentuk kertas dan elektronik berbeda. Arsip UGM memiliki ERMS (Electronic Records and Management System) yaitu sistem yang digunakan untuk mengelola arsip elektronik. Sistem tersebut diberi nama SIKS (Sistem Informasi Kearsipan Statis). Tulisan ini bertujuan untuk mengetahui penerapan SIKS sebagai ERMS, serta menguraikan kelebihan dan kekurangan SIKS sebagai ERMS dengan harapan dapat dijadikan bahan evaluasi di Arsip UGM untuk meningkatkan pelayanan kearsipan. Dari hasil analisis yang dilakukan oleh penulis beberapa temuan yang perlu dikembangkan dalam optimalisasi SIKS yaitu perlu dikembangkanya model pencarian tingkat lanjut misalnya pencarian dengan boolean operator. Selain itu, perlunya sinkronisasi data terutama setelah migrasi server, dan perlu ditambah sumber daya manusia khususnya SDM bidang IT.

Interoperability in electronic records managements systems: An evaluation of the universities in Ankara

In this study, it is aimed to evaluate the electronic records management systems (ERMS) used in universities in the context of interoperability from a technical and organizational perspective. For this purpose, a survey was applied to the administrative staff of universities in Ankara, Turkey and 104 people participated in the survey. In the light of the data obtained, it was concluded that the records management procedures in universities are carried out in a distributed manner and are not gathered under a single unit. Official correspondence between institutions in universities is mostly carried out by registered electronic mail (REM). It was determined that while there are not many legal and technical obstacles to the interoperability of electronic records management systems, there are more organizational and administrative problems. Within the scope of the results, some suggestions have been made to university administrators and system developers. The study may guide universities in the transition and development stages to ERMS.

University Electronic Records Management System for Northwest Samar State University, Calbayog City

Effective records management program is a major element of the governance of any organization. Based from the surveys, the Northwest Samar State University was not fully aware on how to do about the implementation of this act, National Archives of the Philippines Act of 2007 (R.A 9470). The university was still relying from the university code for the records management provisions. This study was undertaken to develop and validate the acceptability of the developed University Electronic Records Management System (UeRMS) for Northwest Samar State University as perceived by the computer experts, school officials, teaching personnel and non- teaching personnel. Thus, the idea and assessment of the respondents towards the design of the system is very critical. Upon validating the developed system, they observed that it was much faster to search records compared to manual process.