Factors affecting the implementation of an electronic document and records management system

Abstract

The past decade has seen a huge increase in the implementation and use of Electronic document and records management systems (EDRMS) in many public spheres.The South African government, in this case the Presidency, has now also adopted this system to comply with current legislation requiring government institutions to replace paper with electronic media as the preferred way of conducting their official business.In general, and as is evident from the available literature, it seems that Government organisations have been lagging behind in this regard.The failure to reap the expected benefits from this step by government institutions such as the Presidency forms the basis for this investigation, which examines the failures and successes in the implementation of an EDRMS and the factors affecting this process.The study used triangulation approach in order to arrive at a more reliable conclusion.Literature research has been used as a main data collection method for this study.It also serves as a basis for the approaches to subject matter that have been adopted.Data was also collected by conducting semi -structured interviews with government institutions, including the subject of this research, that have implemented EDRMS.The critical factors that have had an effect on the implementation of EDRMS were found to be of a strategic, social and technical nature.The study also found similarities in the factors affecting EDRMS implementation within government and identifies the need for further research focusing on how these factors differ between various types of organisations.http://scholar.sun.ac.zaOpsomming Die afgelope dekade was daar 'n ontsaglike toename in die instelling en toepassing van elektroniese dokument-en rekordbestuurstelsels (EDRMS) op talle openbare terreine.Die Suid-Afrikaanse regering, in hierdie geval die kantoor van die Staatspresident, het nou ook hierdie stelsel aangeneem om te voldoen aan huidige wetgewing wat staatsinstellings verplig om papier te vervang met elektroniese media as die aanbevole manier om hulle amptelike besigheid te bedryf.Oor die algemeen, en soos dit ook blyk uit die beskikbare bronne, lyk dit egter asof regeringsinstansies agter geraak het wat dit betref.Die feit dat die verwagte voordele van hierdie stap nie deur staatsinstansies soos die Presidensie benut is nie, vorm die grondslag vir hierdie ondersoek, wat die prestasies en weiering wat gepaard gaan met die instelling van `n EDRMS en die faktore wat hierdie proses affekteer van nader beskou.Navorsing van die literatuur is gebruik as die belangrikse datainsamelingmetode vir hierdie ondersoek.Dit dien ook as die basis vir die manier waarop die onderwerpmateriaal benader is.Data is ook ingesamel van staatsinstansies wat `n EDRMS ingestel het, soos die instansie wat hier bestudeer word.Die kritiese faktore wat 'n invloed gehad het op die instel van `n EDRMS het geblyk van `n strategiese, sosiale en tegnies aard te wees.Die ondersoek het ook ooreenkomste gevind in die faktore wat die instel van `n EDRMS in die regering affekteer en indentifiseer ook die behoefte aan verdere navorsing wat gerig is op hoe hierdie faktore van organisasie tot organisasie verskil.

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