Electronic records management research in ESARBICA: a bibliometric study

Records Management Journal

ISSN : 0956-5698

Article publication date: 28 June 2018

Issue publication date: 6 August 2018

This 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/approach

This 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.

The 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/implications

A 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 implications

The 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/value

A number of bibliometric studies have been conducted; however, none has been conducted to establish e-records management research trends in the ESRABICA region.

  • Records management
  • Researchers
  • Electronic records management
  • Bibliometric

Chigariro, D. and Khumalo, N.B. (2018), "Electronic records management research in ESARBICA: a bibliometric study", Records Management Journal , Vol. 28 No. 2, pp. 159-174. https://doi.org/10.1108/RMJ-12-2016-0045

Emerald Publishing Limited

Copyright © 2018, Dickson Chigariro and Njabulo Bruce Khumalo.

Published by Emerald Publishing Limited. This article is published under the Creative Commons Attribution (CC BY 4.0) licence. Anyone may reproduce, distribute, translate and create derivative works of this article (for both commercial and non-commercial purposes), subject to full attribution to the original publication and authors. The full terms of this licence may be seen at http://creativecommons.org/licences/by/4.0/legalcode

Introduction

Electronic records management has become a game changer in the records and archives management field. Traditional records and archives management work procedures, work methods, theories and principles have been questioned and new schools of thought, paradigms and philosophies birthed. Researchers and scholars in the records and archives management field have also pursued research on e-records management and such research has been varied and been different. Research interests and output show the developments within a country and or region and thus an analysis of such research output in the Eastern and Southern African Regional Branch of the International Council on Archives (ESARBICA) region goes a long way in reflecting on its advances. Wamukoya and Mutula (2005a , 2005b , p. 72) highlighted that the management of e-records is acknowledged by both governments and records management professionals as a global problem. The research seeks to investigate into problems being faced by communities and thus, e-records management research in the ESARBICA region apprises of what problems have been identified and investigated by researchers in the region. Kemoni (2009) highlighted that from South Africa, most countries in the ESARBICA region face various problems in managing e-records and to enhance the management of e-records in the region, there is need for governments and directors of National Archives within the ESARBICA region to implement the recommendations proposed by various records and archives management researchers/scholars and practitioners. As countries in the ESARBICA region seek to develop e-records management, there is a need for capacity building which will ultimately be informed by research findings and recommendations. The International Records ManagemenTrust (IRMT) (2004) pointed out that as e-government services are delivered using new Information and Communication Technologys, the intended benefits will be compromised unless the issue of capacity building is addressed.

An analysis of research trends in e-records management in the ESARBICA region will show the problems facing the region in this subject area. Furthermore, such an analysis is important in showing which research areas are over/under-researched. Technology is dynamic and ever-changing, and thus, research trends can show whether researchers and scholars are investigating pertinent issues which are in line with developments in technology. Research also has the capacity to show whether there is sufficient capacity and training to articulate e-records issues. Kalusopa (2011) noted that there is no well-articulated guidance and input to policymakers and planners from records and information managers, and national archivists in the ESARBICA . Furthermore, Katuu (2004) indicated that various individual countries seem to be struggling with the same issues in e-records management, in their local environments, but little seems to be done in terms of regional or international consultation or cooperation to avoid reinventing the wheel. This is all happening at a time when many records managers in sub-Saharan African do not have the necessary professional capability to deal with electronic records and weak institutional capacity and the absence of comprehensive records management policies, guidelines and practical standards has aggravated the situation ( Ngulube and Tafor , 2006a, 2006b , p. 58).

Research is triggered by problems faced by communities and the quest to solve these problems. Records management in general and e-records management in particular, in the ESARBICA region, is severely under resourced resulting in inadequate capacity and skill gaps ( Mulaudzi et al. , 2012 ). The preservation of electronic records created by knowledge workers is of great risk if standards for the creation, management and preservation of electronic records are not available in the organisation ( Millar, 2004 , p. 9). Furthermore, the nature of these records adds an extra level of complexity to the activity of record keeping, ensuring that appropriate, authentic and reliable records are created and captured whilst their integrity is maintained ( McLeod et al. , 2004 ).

E-records management research in the ESARBICA region

Some scholars have commented on the level of research in Africa generally and the ESARBICA region. Kemoni (2009 , p. 196) noted that few studies had been conducted on the uses of computers in electronic records management in the region. Kalusopa (2011) recommended the need for the ESARBICA region to step up research on the management of electronic records through collaborative efforts. Keakopa (2010 , p. 67) in a critical appraisal of the management of electronic records in the ESARBICA highlighted the persistent “limitations of research conducted in the region in providing appropriate solutions for the management of this new format of records”. The problem is that a lot of writers on records and archives management in Africa have revealed a terrible state of records and archives underdevelopment on the continent, but very few have carried an in-depth study or discussion on the impacts of information technology on electronic records ( Asogwa, 2012 ).

Digital best practices have been identified as other research areas and avenues which need to be pursued in the ESARBICA region. There is need for quick action if the loss of ESARBICA’s electronic memory is to be averted and governments and research councils should initiate and support research into digital best practices as the developed world has done ( Ngulube and Tafor , 2006a, 2006b ). Furthermore, reports produced by national archival institutions in the region will show the areas of interest in the records and archives management in the region. Ngulube and Tafor (2006a , 2006b , p. 69) highlighted that in the ESARBICA region, electronic records management did not feature prominently in the annual reports of most archival institutions in the ESARBICA region. Ngulube and Tafor (2006a , 2006b , p. 69) further highlighted that the tendency of the reports has been to concentrate on automation initiatives while ignoring the implications of digital formats for staff competencies needed to manage them, and long-term access to, and availability, of the digital heritage.

Strategies need to be put in place to map the way forward for e-records management in the region. Without strategies in complex environments, governments will invest in e-records management systems which will fail to meet the reasons for which they were created for as records and archives management personnel and national archival institutions will deal with such records in a haphazard and clumsy way. Kalusopa (2011 , p. 117) highlighted that although most countries in ESARBICA have attempted to put in place some programmes to manage records in general, there are no known clear strategies initiated either to manage electronic records or have e-records readiness assessments rigorously carried out.

E-records management research gaps in the ESARBICA region

Some scholars have also identified e-records management research gaps in the region ( Mnjama and Wamukoya, 2007 ; International Records ManagemenTrust (IRMT), 2004; Kemoni, 2009 ; Kamutula, 2010 ; Mazikana, 1998 ). Research into e-records readiness of countries has been noted as a weak point in e-records management research. The International Records ManagemenTrust (IRMT), (2004) noted that governments should conduct high-level assessments of key areas of e-records readiness in relation to other aspects of e-government, and determine whether or not the records and information management infrastructure is capable of supporting e-government initiatives [International Records ManagemenTrust (IRMT), 2004]. The lack of studies focusing on the e-records readiness in the region was identified by Mnjama and Wamukoya (2007) . E-records readiness assessments will go a long way in assisting organisations to be informed of existing challenges, risks and strengths, as well as potential opportunities in as far as e-records management is concerned ( Mnjama and Wamukoya, 2007 ).

E-government has been a hot subject globally and it has cast the spotlight on e-records. Kemoni (2009) noted that further research should be conducted to establish the current state of electronic records management within the framework of e-government and public service delivery initiatives within the ESARBICA member states. Glower et al. (2006) highlighted that Freedom of Information (FOI) rights have been a major driving force in enabling the development of electronic documents and records management systems and sustainable solutions for the long-term storage and preservation of digital records. Thus, more research is also required to establish how the current state of electronic records management will affect the proposed FOI legislation initiatives in ESARBICA member states ( Kemoni, 2009 ).

Researchers in the region need to also investigate skills gaps in e-records management as Kamutula (2010) asserted that unlike paper-based records, many archivists and records managers are not conversant enough with issues concerning the creation, preservation, security, access and dissemination of e-records. Furthermore, archival institutions and archivists have also missed opportunities arising in e-records management as Mazikana (1998) lamented that there is a missed opportunity by the archival community in Africa in the management of electronic records.

Researchers are key as their research findings paint a picture of how things are being done, how they are supposed to be done and why they must be done in a way they are being done. Policymakers and other decision makers have to be informed by research and thus the weaknesses of archival legislation in the ESARBICA region, especially in e-records management, points to yet another area which needs thorough research and recommendations. Mnjama and Wamukoya (2007) further highlighted that the laws, policies and procures that are necessary for successful implementation of an e-records programme that supports e-government must be critically examined.

Purpose of the study

This study sought to find out how the e-records management subject has been researched and tackled by researchers in the ESARBICA. Furthermore, this study sought to reflect on e-records management research trends and areas of focus in the ESRABICA region.

Objectives of the study

to determine the level of e-records management research output in the ESARBICA region;

to identify the prominent researchers on e-records management in the ESARBICA region; and

to determine research designs (empirical, conceptual studies, literature reviews and case studies) applied by highly cited e-records management researchers in the ESARBICA region.

Limitations

A 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 documents may entail some being left out in analysis within 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 trustworthiness; 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 the difficulties of having to rely on third-party software for analysing its indexed content that are mostly inaccurate and or ambiguous.

Scope of the study

This study covered e-records management studies in the ESARBICA region. According to the International Council on Archives (2008) , ESARBICA is one of the regional branches of the ICA, which aims to further the aims of ICA and strengthen co-operation within the eastern and southern African region. The ESARBICA’s mission is the advancement of archives through regional cooperation ( ESARBICA) (2005) . ESARBICA is responsible for carrying out the policy and programmes of ICA in the region, where these are relevant to ESARBICA members. ESARBICA is made up of 12 countries, namely Botswana, Kenya, Lesotho, Malawi, Mozambique, Namibia, South Africa, Swaziland, Tanzania, Zambia, Zimbabwe and Zanzibar ( ESARBICA, 2005 ).

Research methodology

This study used bibliometric and citation analysis techniques to analyse the publications and research designs applied in electronic records management research in the ESARBICA region. Bibliometric analysis is a common technique used for quantitative analysis of literature. To explore research outputs over given time, access to relevant data is obtainable from reputable databases. Data for this study were produced from Scopus. The Scopus database was searched to retrieve the indexed research output on electronic records management publications between 2000 and 2016. Scopus is hosted by Elsevier and is one of the largest databases of peer-reviewed literature; scientific journals, books and conference proceedings. The database provides different searching and browsing options that offer the ability to measure research outputs by affiliation, author, country, etc., which were used in this study ( Archambault, et al. , 2009 , p. 1322). Only primary articles listed in the Scopus database were considered for the study. Secondary documents were sifted through to identify materials not indexed in the Scopus database but authored by authors from the ESARBICA region. Secondary documents are documents not available in Scopus database, but are extracted from reference lists in Scopus documents. The data contain many inaccuracies and a single article may be referenced differently and wrongly in different articles, thus, it may be presented as different articles. This limitation of secondary data called for thorough manual analysis for their inclusion in the research data. ESARBICA is a multilingual region with English and Portuguese being the dominant languages used by authors. The search was inclusive of all languages. The research study included and analysed only published journal articles, conference papers, book chapters, thesis and reviews.

The key words “electronic records management”, “electronic records” and “digital records” were used to perform searches in the title field of articles in Scopus. The data were analysed both manually and using the Scopus inbuilt data analysis tools. The tools offer the researcher option to analyse data on citation count, affiliation, country and subject and document type. The retrieved data on articles were exported in a comma-separated value file and were downloaded for manual analysis.

Subsequent sections present and discuss findings of the study under different headings.

Scopus research results

The researchers used “electronic records management”, “electronic records” and “digital records” as search phrases to retrieve data from the Scopus database. The search query used was “electronic records management” OR “electronic records” OR “digital records” with the search limited to the title, indexed keywords and abstract fields of the indexed documents across all subject areas of the database. A total of 2,979 documents’ results of various authors from across the world, ranging from 2000 to 2016 were retrieved; with 60 documents from ESARBICA countries ( Figure 1 ). A total of 417 documents were from undefined countries. After manual analysis of the 417 documents from the undefined countries, an article was identified by an author affiliated to the University of South Africa, which added the tally of retrieved documents under the used search query to 48 documents. A citation count analysis was done on the retrieved information to identify the productivity and the total citations received on the articles that indicate their impact, prestige or influence ( Chadegani, et al. , 2013 , p. 18). The citation analysis was to identify the stand-out articles that have been referenced more by other authors and to analyse their research design in the field of electronic records management. Understanding the context and relationship of the ESARBICA research output to the world output, on the subject matter under study a pictorial presentation of world publication data is imperative. This assists in understanding the impact of ESARBICA region research dynamics as compared to the global dynamics. The vice versa is also valid. Figure 1 presents a graphical representation of the amount of research publications produced over for the period from 2000 to 2016. The chart depicts that the peak periods of publishing were from 2013 to 2016 when huge volumes of documents were produced.

The data show a steady increase in the number of articles produced annually worldwide on the subject of electronic records management for the periods 2000- 2004, which were 474 articles, 663 for 2004 to 2008 and 1,018 for 2008-2012 with the period 2012-2016 producing 1,331 documents.

Publication count in ESARBICA region

This section presents and discusses data on the documents count of published materials by authors from the ESARBICA region. The chart shows the number of articles published annually, with 2014 and 2016 having the highest number of articles published over the 16-year period. As depicted in Figure 2 , the research output from the ESARBICA region has been lamentably constant for the period of the early 2000-2011, with a steep increase from 2012 to 2016. Although the comparisons in scientific output in specific subject areas are difficult due to a number of factors that include scarcity of resources, the number of core researchers in electronic records management and engagement in longitudinal studies that limit the publication capabilities of researchers over time, the figures are less impressive. The smaller numbers of publications maybe due to the Scopus database not indexing research repositories and journals of most countries in the ESARBICA region.

Publication country per country in ESARBICA region

ESARBICA region is composed of 12 countries that have different e-records management publication count. To better analyse the contributions of the region in building the body of knowledge in electronic records management, an analysis of individual member country publishing count is essential. Figure 3 is a graphical representation of the retrieved documents by country published and indexed by Scopus.

South Africa has the leading figures in producing publications in the ESARBICA region, 29 publications, followed by Kenya with 10, Botswana and Namibia following distantly with 8 and 4 publications, respectively. The results pose a worrying and bleak picture in terms of the academic outputs from the professionals and scholars in electronic records management.

Published document types in ESARBICA region, 2000-2016

Figure 4 below presents the different document types that constituted the total 60 indexed documents retrieved from the Scopus database published from ESARBICA region. Academic published articles and conference papers contributed the huge volumes of materials indexed in the database. Different permutations can be derived from the data that may be related to low funding for the professionals interested in the subject matter to undertake more research and publish materials. For the period under review, the data show that on average, two research articles were being published every year in the region.

Leading researchers in the subject area

A number of researchers in the ESARBICA have made significant contributions to the electronic records management body of knowledge. In as much as the contribution is proportional, they have made significant strides to stimulate and drive academic and professional discourse in electronic records management. The research findings show that Katuu, S; Kemoni, H; Ngulube, P; Ngoepe, M; Mujama, N; Wamukoya, N; Nengomasha, CT; Keakopa, S; and Mostert-Phipps are the leading producers of documents that are indexed by the Scopus database in the ESARBICA region. Not only are their publications many, but have also been highly cited Table I presents the authors’ names, titles of articles, year of publication, source title and the journal in which the articles were published; cited by indicates the number of times the articles have been referenced or acknowledged by other authors and the document type identifies the form of the authored documents. Only articles with the highest citation index were included in Table I , with 12 citations being the highest citation count when data were being analysed during authorship of this paper. The least cited paper to be included in the table had a citation count of five, which was the average high of the articles published in the region under the review period.

Analysis of research designs of articles with the high citation index

Citation implies the relationship between a part or whole of the cited document and a part of the whole of the citing documents ( Smith, 1981 , p. 83).A high citation index for an article is believed to be underlined by assumptions that include citation of a document implying use of that document by the citing author for reasons that may include paying homage to pioneers, correcting or criticising previous work, authenticating data or classes of fats, substantiating claims, citation of a document reflecting the merit of that document, author, journal, etc. ( Garfield, 1965 , p. 85). The articles presented below all have high citation indexes as compared to other articles that have been included in this research study.

Table I presents a synopsis of the highly cited publications in the region. The table shows an equal use of both literature review and empirical research methods as main source of information and data for the research publications that have been highly cited in the region. There is need to improve and increase on empirical-based research methods that are evidence based, as these will entail that studies can be empirically inspectable and confirmable.

Wamukoya and Mutula (2005a , 2005b ) conducted a study titled “E-records management and governance in East and Southern Africa”. The study sought to review the status of e-records management in east and southern Africa and it examined the e-records readiness in institutions with statutory responsibility for records and the implications of e-records management for governance. The problem under study was that the region faces major challenges with regard to the management of records and archives due to historical, political, cultural, managerial and technological factors. The study also highlighted that the statutory institutions with responsibility for archives in the east and southern African region fall short of the e-readiness standards of the IRMT benchmarks. The study also highlighted that the general e-readiness assessments that have been undertaken by SADC E-readiness Task Force in 2002 revealed that staff competencies, skills and tools needed to manage e-business processes and e-information in a shared work environment have not been adequately developed in many public sector organizations in east and southern African region. The study also highlighted that among the records and information managers and national archivists, there was insufficient capacity and training to articulate e-records issues and provide guidance and input to policymakers and planners.

The study highlighted that at policy level, senior officials and legislators are often unaware of the requirement to manage electronic records over time. At the planning and operational level, systems designers and IT specialists tend to focus primarily on current information needs resulting in inadequate attention being paid to long-term preservation requirements [International Records ManagemenTrust (IRMT), 2003]. There were no systematic strategies, that being implemented for making the transition from paper-based systems to electronic means where this is possible. The study carried out by Mutiti (2001) also highlighted that in the east and southern African region, limited progress had been made in the area of managing electronic records created by public institutions. The study also highlighted that most countries had no specific legal or administrative framework within which to operate an electronic records management programme, and had neither begun to address the broader issues involved nor did their staff have the skills to do so. Similarly, the national archives were not playing a role in the introduction of electronic government, and electronic records issues were not being addressed systematically. Furthermore, problems facing the east and Southern African region included lack of digitization projects; general lack of prioritization of automation functions and services; lack of standards, practices and procedures for the management of electronic records; records creating agencies tended to overlook long-term preservation of electronic records; electronic records were being created in public institutions and some were being mismanaged and lost; and inability to determine appropriate hardware and software.

Kemoni in 2009 conducted a review of empirical studies titled “Management of electronic records Review of empirical studies from the Eastern, Southern Africa Regional Branch of the International Council on Archives (ESARBICA) region”. The purpose of the paper was to present empirical research findings regarding the management of electronic records in selected ESARBICA member countries. The paper also presented background information about ESARBICA and the state of electronic records management in the region. The paper presented challenges posed by electronic records as reported in the literature and the capacity-building initiatives and guidelines developed by archival institutions, professional organizations and universities for effective management of electronic records. It proposed suggestions for further research. The paper was based on a review of literature on electronic records and empirical studies dealing with management of electronic records in the ESARBICA region. The findings of the study indicated that most countries in the ESARBICA region lacked capacity and faced numerous challenges in managing electronic records. These relate to lack of policy and legislation, standardization, authenticity, capacity building, physical infrastructure and lack of awareness among recordkeeping professionals and government authorities on electronic records management issues, data, security of data, lack of computer skills on the part of registry staff and users and lack of electronic records policy. The empirical research findings reported in the paper revealed that apart from South Africa, most countries in the ESARBICA region face various problems in managing electronic records. To enhance the management of electronic records in the ESARBICA region, there was need for governments and directors of National Archives within the ESARBICA region to implement the recommendations proposed by various records and archives management researchers/scholars and practitioners.

Wamukoya and Mutula in 2005 conducted a study titled “Capacity-building requirements for e-records management. The case in East and Southern Africa”. The study aimed at examining capacity-building requirements for e-records management in east and southern Africa. The study pointed to the fact that e-records management problems and challenges include, but are not limited to, lack of skills and competencies, inadequate resources, lack of awareness among government authorities and records professionals, fragility of media and the need for specialized storage. The study was a literature review in general and desk research based on professional consultation and the experiences of the authors within the region. The findings of the study generally indicated that there was a dearth of e-records management skills and inadequate capacity in the ESARBICA member countries. The study also established that within ESARBICA, staff competencies, skills and tools needed to manage records in general and e-records, in particular, had not been adequately developed in many public sector organizations. The study also highlighted that at policy level, senior officials and legislators are often unaware of the requirement to manage electronic records over time so that the evidence base of government will be secure and accessible when needed by authorized users. Wamukoya and Mutula (2005a , 2005b ) also established that records management in general and e-records management in particular in the ESARBICA region was severely under resourced resulting in inadequate capacity and skill gaps. The study was limited to ESARBICA member countries, whereas it would have been more inclusive if all the countries of east and southern Africa were involved. The researchers therefore recommended that more research was therefore needed to cover the rest of the region.

Ngulube and Tafor (2006a , 2006b ) conducted a study titled “The Management of Public Records and Archives in the Member Countries of ESARBICA”. The aim of the study was to investigate the challenges faced by national archival institutions in the ESARBICA, and depending on the results of the survey, recommend a programme of action to improve the management of public records and archives in the region. This article discussed the findings of a cross-sectional study conducted between 2004 and 2005 to determine the extent to which archival institutions within ESARBICA managed public records and archives. Data for the research were obtained through interviews, content analysis of documents and self-administered questionnaires that were mailed to the 13 member states that comprised ESARBICA. These countries included Angola, Botswana, Kenya, Lesotho, Malawi, Mozambique, Namibia, Tanzania, South Africa, Swaziland, Zambia, Zanzibar and Zimbabwe. The findings of the study reflected that national archives within ESARBICA had limited resources for records management functions. Furthermore, the study noted that records management processes were neither governed by standards nor guided by a professional code of ethics. The study findings also showed that records management staff were not adequately trained, electronic records were in danger of being lost due to benign neglect and legislation that mandated archival institutions to manage records through their life-cycle was not comprehensive in certain instances. The study also established that strategies used for public programming activities were rather limited and not clearly targeted at some archival institutions.

Asogwa in 2012 conducted a study titled “The challenge of managing electronic records in developing countries Implications for records managers in sub-Saharan Africa”. The paper highlighted that electronic records management was new to most records officers and archivists in contemporary sub-Saharan Africa. The study also highlighted that e-records management transformed the traditional mode of recordkeeping and brought with it some constraints which records managers had to contend with if they were to remain relevant in the information society. The purpose of the study was therefore to examine the background of the problems brought about by e-records management, as well as the strategies for e-records management in Africa. The study reviewed relevant literature on archives development in Africa, electronic records, information technology and records management. The findings of the study pointed to the fact that the major problems of e-records management in Africa were administrative and the technically induced challenge and the benefits of managing hybrid records in Africa could only be realized if appropriate infrastructures, workable legislation and regulatory frameworks, adequate finance and competent ICT personnel are available. The study findings also highlighted that in the electronic age, records managers in Africa were facing challenges such as working in a digital environment, with new tools and different work approach. The study lamented that experience and training of archivists and records managers in the sub-Saharan Africa were at most inadequate to face the challenges, which included weak legislation, absence of organizational frameworks, inadequate ICT skills and competencies, colonial legacy, corruption and political instability, inter alia. The study recommended that the most important step to curtail these changes is for record managers in developing countries to get more closely involved with the other professionals in electronic information ventures.

Katuu (2012) conducted a study titled “Enterprise Content Management Implementation: An Overview of Phases, Standards and Best Practice Guidelines.” The study highlighted that discussions on the application systems used to manage digital records and other digital content have often used different terminology, frequently interchangeably, with little regard to nuanced differences. Katuu also illumined that a number of standards and best practice guidelines have been developed in different countries to address the challenges of assessing and implementing these applications. While it may look like a lot of resources are available to records professionals as they tackle the challenges of implementing software applications, there is need to clarify terminology and identify implementation phases, as well as the appropriate standards and best practice guidelines. The study reviewed literature and suggested a definitional clarity and connectedness of different terms used for enterprise content management (ECM) applications. The literature review identified the various phases of implementation of ECM applications and it offered an overview of standards and best practice guidelines. The study also assessed the connection between phases of implementation in relation to standards and best practice guidelines, providing a gap analysis while also suggesting ways of addressing the variance. The financial resources and human effort invested in the implementation process of ECMs, however, do not always bear fruit and there have been a considerable number of projects that have failed.

The findings of the study demonstrated that, at a practical level, records professionals were getting assistance in the areas of greatest weakness, which was the post-installation phase. The study recommended that there was a need for a more detailed crosswalk of the standards and best practice guidelines. Katuu highlighted that scholars had conducted crosswalks on different kinds of metadata standards, but were yet to be conducted with ECM implementation. The study also highlighted the need to conduct empirical research on how standards and best practice guidelines have been used for purposes of ECM implementation because these will reveal, in greater detail, where the weaknesses exist.

Nengomasha (2009) also conducted a PhD study titled “A study of electronic records management in the Namibian Public Service in the context of e-government”. The study aimed at answering the research question: “How can the electronic records environment be strengthened to support e-government in Namibia?” The study applied existing records management models, and attempted to establish whether or not the Public Service of Namibia has the capacity to create, manage, share and use electronic records to support e-government. This capacity is referred to as e-records readiness. The study was a multi-case study of seven Ministries, two Local Authorities and two Regional Councils. The methodology used was a qualitative approach which made use of interviews, document search and observation to collect data. The data were analysed manually using content analysis and presented in descriptive narrative with some illustrative tables and figures. The study findings showed that e-government in the Public Service of Namibia were in the initial phase of implementation, and led to an increase in the creation of electronic records.

The study further highlighted that the status of records management in the Public Service of Namibia was very poor. Nengomasha highlighted that there was lack of understanding of what records were and the importance of records management; inadequate legal and regulatory environment; failure to follow laid down procedures and standards; absence of a records management disaster plan, including digital preservation strategy; and inadequate resources, which included the lack of staff and skills to manage records in general and in particular, electronic records. The study also highlighted that the Public Service of Namibia’s score of 55 out of 120 in an e-records readiness assessment carried out as part of the study, signified high risk, which meant that government’s e- records were at risk of misuse and loss. The study concluded that Namibia’s e-government initiatives were not supported by a strong records management programme.

The study recommended among other things, an integrated records management programme for the Public Service of Namibia to promote records management awareness, determine resource requirements, review the legal and regulatory framework, review records management standards and procedures, implement an electronic records management system and ensure the sustainability of the programme through staff training and regular monitoring and evaluation. The study also recommended the adoption of ECM, and further investigation into the electronic information systems running in the Public Service and the possibilities for their integration with an electronic records management system, which the Office of the Prime Minister planned to roll out to the entire Public Service.

Conclusions and recommendations

The research data display a lamentable outlook in the contribution to the electronic records management body of knowledge from the ESARBICA region. Few research papers from professionals in the records and archives management are being published in scholarly journals. 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 study 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. These may be due to a number of factors that will need to be researched further to understand the correlation between research outputs, funding, number of practicing academics and the information management schools in institutions of learning in this region. The researchers, therefore, recommend the promotion of empirical studies on e-records management research in the ESARBICA region. Such studies can go a long way in analysing e-records management systems which have been implemented by different governments and organisations. Results from such studies can go a long way in providing valuable lessons for other countries and organisations in the region, which are yet to implement e-records management systems. Furthermore, researchers also recommend that conferences and journal publications be dedicated to the presentation and publication of e-records management research findings in the ESARBICA region.

thesis electronic records management

World publication count 2000-2016

thesis electronic records management

Documents published in the ESARBICA region 2000-2016

thesis electronic records management

Publications count per country

thesis electronic records management

Document types of research output in the ESARBICA region between 2000 and 2016

Highly cited articles

Source: Scopus database (2016)

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Implementation of Electronic Records Management Systems: Potential and Challenges a Case Study of the Water and Power Development Authority (WAPDA) in Pakistan

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thesis electronic records management

  • Sidra Azmat Butt 12 ,
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The state of record-keeping in the majority of local government organizations in Pakistan remains outdated where conventional systems are still followed for daily processes due to the vast amount of legacy systems and red-tapism. This research conducts a case study to understand the current state of record-keeping in a local government organization and the challenges in implementing an electronic records management system (ERMS) to promote the concept of good governance with the aid of transparency and accountability. A government department in Pakistan, i.e., the Water and Power Development Authority (WAPDA), is the selected case study; qualitative data were collected from expert interviews and employee questionnaires, which have been analyzed with tool-based thematic analysis. The proposed state of processes is displayed through a To-Be model by a visual representation of the advantages that an ERMS system can provide for a proper flow of steps and timely delivery of services.

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Pappel, I., Butt, S. A., & Draheim, D. (2020). On the specific role of electronic document and records management systems in enterprise integration. In Proceedings of ICICT 2020—the 5th International Congress on Information and Communication Technology . Springer.

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Butt, S.A., Pappel, I., Oolu, K. (2021). Implementation of Electronic Records Management Systems: Potential and Challenges a Case Study of the Water and Power Development Authority (WAPDA) in Pakistan. In: Fong, S., Dey, N., Joshi, A. (eds) ICT Analysis and Applications. Lecture Notes in Networks and Systems, vol 154. Springer, Singapore. https://doi.org/10.1007/978-981-15-8354-4_63

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Manikas, Konstantinos. "Records Management and Electronic Records Management Opportunities and Limitations : A case study in Greek companies." Thesis, Linnéuniversitetet, Institutionen för informatik (IK), 2015. http://urn.kb.se/resolve?urn=urn:nbn:se:lnu:diva-45536.

Kwatsha, Ntombizandile. "Factors affecting the implementation of an electronic document and records management system." Thesis, Stellenbosch : University of Stellenbosch, 2010. http://hdl.handle.net/10019.1/5152.

Wilson, Welma. "Document management system in owner companies during project execution / W. Wilson." Thesis, North-West University, 2010. http://hdl.handle.net/10394/4146.

Johansson, Martin, and Simon Konstantinovic. "Dokumenthantering inom företag." Thesis, Tekniska Högskolan, Högskolan i Jönköping, JTH, Data- och elektroteknik, 2015. http://urn.kb.se/resolve?urn=urn:nbn:se:hj:diva-27980.

Lales, Efstratios. "The effects of introducing the Electronic Document and Record Management Information System “Irida” in the public sector of Greece. A case study." Thesis, Linnéuniversitetet, Institutionen för informatik (IK), 2021. http://urn.kb.se/resolve?urn=urn:nbn:se:lnu:diva-105648.

Kandur, Hamza. "The management of electronic records." Thesis, University College London (University of London), 1992. http://ethos.bl.uk/OrderDetails.do?uin=uk.bl.ethos.281917.

Wong, Wai Lin. "Cross-context transfer of electronic title documents." Thesis, University of Macau, 2011. http://umaclib3.umac.mo/record=b2492830.

Mohamud, Koshin. "Electronic health records in Trinidad and Tobago." Thesis, Saint Mary's University of Minnesota, 2015. http://pqdtopen.proquest.com/#viewpdf?dispub=3739555.

Hay-Gibson, Naomi V. "Risk and records management : investigating risk and risk management in the context of records and information management in the electronic environment." Thesis, Northumbria University, 2011. http://nrl.northumbria.ac.uk/3308/.

Sonico, Eric A. "Implementation and utilization of electronic medical records| An analysis." Thesis, California State University, Long Beach, 2013. http://pqdtopen.proquest.com/#viewpdf?dispub=1522655.

This master's thesis will present a literature review and analysis ofthe implementation and use of Electronic Medical Records (EMR). The literature review will discuss reasons that support implementation of EMRs, factors that are necessary for successful implementation and barriers that impede implementation. Also, real-world examples of implementation for medical billing in healthcare organizations will be discussed, as well as the disparity in implementation rates between larger and smaller healthcare organizations.

The analysis portion of this thesis will include data from the 2009 National Ambulatory Medical Survey (NAMCS) EMR Supplement and, through the application of the Chi-Square statistical test using SPSS, will assess whether size of the medical practice in terms of number of physicians is significantly associated with EMR implementation and functionality, the latter of which includes clinical reminders and prescription ordering. It will be shown that physician size is indeed significantly associated with implementation and functionality.

Lindqvist, Maria. "Keeping or Discarding Records : A Comparison and a Practical Use of Standards for Electronic Records Management." Thesis, Linköpings universitet, Institutionen för datavetenskap, 2012. http://urn.kb.se/resolve?urn=urn:nbn:se:liu:diva-79290.

Becker, M. Y. W. Y. "CASSANDRA : flexible trust management and its application to electronic health records." Thesis, University of Cambridge, 2005. http://ethos.bl.uk/OrderDetails.do?uin=uk.bl.ethos.596509.

Warren, Richard Alton. "Exploring Strategies for Successful Implementation of Electronic Health Records." ScholarWorks, 2017. https://scholarworks.waldenu.edu/dissertations/4261.

Adeyeye, Adebisi. "Health care professionals' perceptions of the use of electronic medical records." Thesis, University of Phoenix, 2016. http://pqdtopen.proquest.com/#viewpdf?dispub=10011612.

Chen, Su. "Document layout analysis using recursive morphological transforms /." Thesis, Connect to this title online; UW restricted, 1995. http://hdl.handle.net/1773/5869.

Bevilacqua, Gabriel Moore Forell. "Bancos de dados e informatização de arquivos: pressupostos teóricos e aplicações técnicas." Universidade de São Paulo, 2010. http://www.teses.usp.br/teses/disponiveis/8/8138/tde-26042010-162134/.

Wenzel, Virginia. "Use of electronic health records to aid in pediatric obesity diagnosis." Thesis, Weill Medical College of Cornell University, 2015. http://pqdtopen.proquest.com/#viewpdf?dispub=1601009.

Background: Obesity has recently been classified by the American Medical Association (AMA) as a disease which, if unrecognized and unaddressed in childhood, causes multiple medical and psychological complications that can impact both personal and population health. Unprecedented funding is being invested in electronic health records to improve quality, safety, and delivery of healthcare and reduce healthcare costs. Scant literature has evaluated the use of aids in the electronic health record (EHR) to identify obesity.

Objectives: The purpose of this study was to determine to what extent the tools available in an EHR for automatic Body Mass Index (BMI) calculation based on height and weight documentation are used by pediatricians to correctly identify obesity in children. Secondary objectives were to evaluate quality of data input (discrete vs. free text) and see if there is any variation in rates of identification among patients of different socio-demographic characteristics and trainees of different levels.

Methods: We conducted a retrospective chart review for patients aged 2–18 years seen for a well-child visit at New York Presbyterian Hospital between January 2011 and January 2014, where it is standard practice at these visits to take height and weight measurements. The EHR automatically populates these values onto growth curves, converting them into BMI with percentiles. Standardized definitions from the Centers for Disease Control and Prevention (CDC) 2010 were used to qualify overweight and obese based on BMI. We determined the percentage of patients who were overweight or obese (based on CDC percentiles) that had the diagnosis identified by the pediatrician, and then assessed the quality of data input. We assessed laboratory follow up and referrals for all patients, and assessed for demographic differences among patients properly and not properly documented by providers as obese or overweight.

Results: We reviewed 700 charts in total. Inclusion criteria were all of the patients who had a BMI between 85–95% (these were grouped as overweight) and a BMI over 95% (obese). 209 patients were overweight or obese and therefore eligible for inclusion. Of the 209 clinically overweight/obese children, 72.2% had some form of documentation of this diagnosis, although the diagnosis was documented more often in the obese vs. overweight child. The diagnosis was most often captured electronically in the free text progress note. Over half of clinically overweight/obese children aged ≥8 years did not receive follow-up standard laboratory testing, and only about one-quarter of clinically overweight/obese children had documented in-office nutrition guidance. Diagnosis of overweight was higher in females, but it was almost twice as likely that an obese male would be documented as such. Results showed no identification variation based on age or race/ethnicity. There was no difference in recognition of obesity/overweight based on postgraduate year (PGY) or nurse practitioner (NP) status.

Conclusion: Despite its importance as a public health priority for children, automatic calculation of BMI by use of an EHR led to documentation by a provider as a child being overweight/obese only three quarters of the time. This study suggests that despite increasing focus on using EHRs to improve individual and population health, including for obesity, clinical decision support remains underutilized.

Tourille, Julien. "Extracting Clinical Event Timelines : Temporal Information Extraction and Coreference Resolution in Electronic Health Records." Thesis, Université Paris-Saclay (ComUE), 2018. http://www.theses.fr/2018SACLS603/document.

Chipfumbu, Colletor Tendeukai. "Engendering the meaningful use of electronic medical records: a South African perspective." Thesis, Nelson Mandela Metropolitan University, 2016. http://hdl.handle.net/10948/18420.

Johare, Rusnah. "Education and training in electronic records management (ERM): The need for partnership building." School of Communication & Information, Nanyang Technological University, 2006. http://hdl.handle.net/10150/106014.

Johare, Rusnah. "The development of a model for education and training in electronic records management." Thesis, Northumbria University, 2006. http://nrl.northumbria.ac.uk/2868/.

Thomas, Maurice A. "Evaluating Electronic Health Records Interoperability Symbiotic Relationship to Information Management Governance Security Risks." Thesis, Northcentral University, 2019. http://pqdtopen.proquest.com/#viewpdf?dispub=13808526.

A major initiative in the U.S. healthcare care industry is to establish a nationwide health information network securing the sharing of information between all involved U.S. healthcare stakeholders. However, implementing an interoperability solution is a massive, complex, and enduring effort with significant challenges such as inconsistent technology and data standards, as well as complex privacy and security issues. The purpose of this qualitative, case study is to examine the impacts of interoperability initiatives involving the U.S. government and to provide an understanding of the information governance and security risk as standards that are vendor-neutral and trustworthy. This qualitative case study was conducted using federal participants who are health information management (HIM) and health information technology (HIT) professionals working in the Washington DC metropolitan area. The participants' interview data revealed nine major themes; patient identification matching, payment claims and auditing, information sharing, data stewardship, regulatory compliance, technology enhancements, training and certification, standards optimization, and value-based care. The implication of the study's themes showed interoperability is beneficial to the healthcare industry, but there is a greater need for technology and data standardization, information governance, data stewardship, and a greater understanding of federal and state data privacy and security laws. Future recommendation for practices discussed; policy and regulatory adjustments to enhance auditing and compliance, establish a healthcare data ecosystem to improve data and information governance, and technology alternatives such as master data management and white space data. Recommendation for further research included expanding the sample population to compare other federal organizations or the United Kingdom's HIT interoperability project initiative.

Wong, Sze-nga, and 王絲雅. "The impact of electronic health record on diabetes management : a systematic review." Thesis, The University of Hong Kong (Pokfulam, Hong Kong), 2013. http://hdl.handle.net/10722/193850.

Ashfaq, Awais. "Predicting clinical outcomes via machine learning on electronic health records." Licentiate thesis, Högskolan i Halmstad, CAISR Centrum för tillämpade intelligenta system (IS-lab), 2019. http://urn.kb.se/resolve?urn=urn:nbn:se:hh:diva-39309.

Baron, Karen. "Incorporating Personal Health Records into the Disease Management of Rural Heart Failure Patients." NSUWorks, 2012. http://nsuworks.nova.edu/gscis_etd/85.

Drill, Valerie Gerene. "A Multisite Hospital's Transition to an Interoperable Electronic Health Records System." ScholarWorks, 2016. https://scholarworks.waldenu.edu/dissertations/3293.

Keakopa, Segomotso Masegonyana. "The management of electronic records in Botswana, Namibia and South Africa : opportunities and challenges." Thesis, University College London (University of London), 2007. http://discovery.ucl.ac.uk/1445627/.

Munetsi, Ndakasharwa. "Investigation into the state of digital records management in the provincial government of Eastern Cape: a case study of the office of the premier." Thesis, University of Fort Hare, 2011. http://hdl.handle.net/10353/496.

Perumal, Palani. "Business model and strategy analysis for radiologists to use electronic health records (EHR)." Thesis, Massachusetts Institute of Technology, 2012. http://hdl.handle.net/1721.1/76928.

Swanson, Abby Jo. "Electronic Medical Records in Acute Care Hospitals: Correlates, Efficiency, and Quality." VCU Scholars Compass, 2006. https://scholarscompass.vcu.edu/etd/871.

Eller, James D. "Correlation of electronic health records use and reduced prevalence of diabetes co-morbidities." Thesis, University of Phoenix, 2013. http://pqdtopen.proquest.com/#viewpdf?dispub=3570767.

The general problem is Native American tribes have high prevalence rates of diabetes. The specific problem is the failure of IHS sites to adopt EHR may cause health care providers to miss critical opportunities to improve screening and triage processes that result in quality improvement. The purpose of the quantitative correlational study was to explore a possible correlation between electronic health record use and reductions in diabetes co-morbidities. The study involved examining over 10 years of ex post facto data, with over one million patient encounters, from the Resource and Patient Management System database. Electronic health records containing key components such as clinical decision support with clinical reminders, evidence-based guidelines, template-driven protocols, and algorithmic modeling changes clinical provider behavior resulting in quality improvement. The study identifies the theoretical constructs from over 50 years of literature that converge to support quality improvement using electronic health records. Quality improvement theory and the unified theory of acceptance and use of technology were examined to explore relationships between process changes and behavioral modification. Results revealed a significant positive correlation between total blood pressure control screenings and the diagnosis of hypertension for fiscal years 2005 – 2009 r (4) = .947, p = .007. A significant positive correlation also existed between blood pressure control screenings with values >130/80 and diagnosis of hypertension for fiscal years 2005 – 2009 r (4) = .909, p = .016. The study concludes with a rejection of the posited null hypotheses, revealing a statistically significant correlation between use of a comprehensive electronic health record and health care quality improvement.

Odom, Stephen A. "Electronic health records| Overcoming obstacles to improve acceptance and utilization for mental health clinicians." Thesis, Capella University, 2017. http://pqdtopen.proquest.com/#viewpdf?dispub=10257030.

The dynamics and progress of the integration of the electronic health record (EHR) into health-care disciplines have been described and examined using theories related to technology adoption. Previous studies have examined health-care clinician resistance to the EHR in primary care, hospital, and urgent care medical settings, but few studies have been completed that pertain specifically to behavioral health-care clinicians. The study purpose was to examine the relationships that may exist between behavioral health-care clinician perceptions of usefulness and ease of use and demographic variables on adoption of the EHR. Regression analyses were performed to test the relationship between behavioral health-care clinician personal characteristics, their perceived ease of use and usefulness of EHR, and their attitudes toward adoption of the EHR. The study utilized licensed marriage and family therapists as participants. The Physician’s Survey Questionnaire Form was adapted to the needs of this study and utilized as the survey instrument. The study was embedded within the frame of Roger’s diffusion of innovations theory and the technology acceptance model. The findings of the study suggest that older clinicians are less likely to perceive the EHR as useful in their professional practice. The results also demonstrate that behavioral health clinician perceived ease of use and usefulness of EHR is positively associated with attitude toward adoption of the EHR. The findings indicate that to improve the adoption of the EHR for behavioral health clinicians, the EHR needs to be viewed as useful. Interpretation of the results and suggestions for future research are offered.

Benjamin, Jennifer Claudette. "Incorporating ADA Best Practice Guidelines in Electronic Medical Records to Improve Glycemic Management in Hospitals." ScholarWorks, 2015. https://scholarworks.waldenu.edu/dissertations/318.

Adu, Ebenezer Siaw. "Organizational Complexity and Hospitals' Adoption of Electronic Medical Records for Closed-loop Medication Therapy Management." ScholarWorks, 2017. https://scholarworks.waldenu.edu/dissertations/3652.

Chava, Nalini. "Administrative reporting for a hospital document scanning system." Virtual Press, 1996. http://liblink.bsu.edu/uhtbin/catkey/1014839.

Chen, Rong. "Towards interoperable and knowledge-based electronic health records using archetype methodology /." Linköping : Department of Biomedical Engineering, Linköpings universitet, 2009. http://www.bibl.liu.se/liupubl/disp/disp2009/tek1280s.htm.

Richard, Joseph Stéphan. "Design of a trusted electronic document management system." Thesis, National Library of Canada = Bibliothèque nationale du Canada, 1999. http://www.collectionscanada.ca/obj/s4/f2/dsk1/tape8/PQDD_0006/MQ44857.pdf.

Inagaki, Masatomi 1960. "An integrated electronic/paper document lifecycle." Thesis, Massachusetts Institute of Technology, 1999. http://hdl.handle.net/1721.1/80221.

Liu, Hanjun. "Financial incentives and the type of specialty practices impact on the physician use of electronic medical records." Thesis, California State University, Long Beach, 2014. http://pqdtopen.proquest.com/#viewpdf?dispub=1527725.

Electronic Medical Records (EMRs) are increasingly being used in healthcare organizations. However, there are few factors influencing the physician adoption rate of EMRs. The purpose of this paper is to investigate the meaningful use incentives, and the type of specialty practices in relationship to the physician use of EMRs. Data from the National Ambulatory Medical Care Survey (NAMCS) were analyzed to how meaningful use incentives and the type of physician practices affect the physician use of EMRs. The Chi-Square test and ANOVA test have been use to examine the hypothesis, and the association was found to be statistically significant.

Griffin, Brian Maxwell 1969. "Digital image processing in a high volume document environment." Monash University, Gippsland School of Engineering, 1997. http://arrow.monash.edu.au/hdl/1959.1/8680.

Litwin, Adam Seth. "Information technology and the employment relationship : an examination of the adoption and use of electronic health records." Thesis, Massachusetts Institute of Technology, 2008. http://hdl.handle.net/1721.1/45152.

West, Christopher E. "Technical limitations of electronic health records in community health centers: Implications on ambulatory care quality." Diss., Search in ProQuest Dissertations & Theses. UC Only, 2010. http://gateway.proquest.com/openurl?url_ver=Z39.88-2004&rft_val_fmt=info:ofi/fmt:kev:mtx:dissertation&res_dat=xri:pqdiss&rft_dat=xri:pqdiss:3398890.

Cunningham, Scott. "My diabetes my way : an electronic personal health record for NHS Scotland." Thesis, University of Dundee, 2014. https://discovery.dundee.ac.uk/en/studentTheses/24b55130-8e8a-4316-8681-b9f4d8513631.

Löwnertz, Kurt. "Change and exchange : electronic document management in building design." Licentiate thesis, KTH, Real Estate and Construction Management, 1998. http://urn.kb.se/resolve?urn=urn:nbn:se:kth:diva-867.

Producing documents using computer supported methods hasbecome common practice in the construction industry, but themanagement of documents is still to a large degree done withmanual methods. Some pioneering users in design, constructionand facility management respectively have applied electronicdocument management (EDM) within their organisations or forprojects. However, the introduction has hitherto beennoticeably slow.

This thesis discusses the benefits of the new documentmanagement techniques to the construction and facilitymanagement process, with focus on building design, as well asthe obstacles when implementing these techniques. Theconstruction sector process has some particular properties,differing from other industry sectors, in that a projectorganisation is formed anew for each project and involves anumber of specialists with varying requirements for theircompanyinternal production and management of documents. Themain themes for EDM in building design are therefore how tomanage the change of information and the exchange or sharing ofinformation between the different organisations.

The thesis contains a state-of-the-art description ofdocument management in building design, including reviews ofcommercial applications, standards and current best practice.Basic techniques on a scale from file-hierarchy-based toproduct-model-based systems are classified and analysed from abuilding design perspective.

Five cases of document management in practice have beenstudied. The companies studied are active within differentdesign disciplines and have chosen to introduce and use EDM indifferent ways, with respect to technology as well as theinformation content that is managed. It is concluded that thedifferent requirements can not be met by uniform methods fordocument management, but that the exchange of documents andtheir meta-data has to be supported by information standardswhich need to cover a number of levels from hardware toconstruction-specific classification. As a starting-point forfurther development a conceptual schema for document meta-datasuited for building design is discussed.

The overall result of the research provides requirements forspecifying applications, standards and implementationprocedures for electronic document management suited to theactivities of building design and the interfaces to longterminformation management concerning buildings.

Keywords: construction, building design, electronicdocument management, requirements, meta-data, standardisation,state-of-the-art, case studies

Mullin, Jim. "Prototype system for document management." Thesis, Kansas State University, 1985. http://hdl.handle.net/2097/9868.

Turchi, Paola. "The influence of physician payor mix in Electronic Health Records adoption and the effects of Medicare and Medicaid incentives." Thesis, California State University, Long Beach, 2014. http://pqdtopen.proquest.com/#viewpdf?dispub=1526965.

This study analyzes the effect of payor mix in the adoption of Electronic Health Records (EHR) among physicians in the United States and whether or not this adoption has been incentivized by the Medicare and Medicaid incentive programs. The study predicted that payor mix influenced adoption and that practices with higher percentage of patient care revenue coming from Medicare and Medicaid would present higher levels of adoption. It also predicted that physicians planning to apply for Medicare and Medicaid incentive programs are more likely to adopt this technology. The Statistical Package for Social Services was utilized to analyze the 2010 National Ambulatory Medical Care Survey data using Chi Square statistics. The results of this study showed a significant relationship between payor mix and EHR adoption and incentive payments and EHR adoption. The findings of this study are valuable for medical practices, EHR vendors, hospitals and government entities to strategize on additional incentives and financial assistance programs that foster meaningful adoption and improve healthcare outcomes.

Gibbs, Edward. "A business plan to launch a document management product in the United Kingdom." Thesis, Stellenbosch : University of Stellenbosch, 2009. http://hdl.handle.net/10019.1/4958.

Fagan, Katrina. "Prevalence and Perceptions of Electronic Health Records in Veterinary Practice: A Statewide Survey of Ohio Registered Veterinary Technicians." The Ohio State University, 2014. http://rave.ohiolink.edu/etdc/view?acc_num=osu1416583738.

Alexander, Jason. "Understanding and Improving Navigation Within Electronic Documents." Thesis, University of Canterbury. Department of Computer Science and Software Engineering, 2009. http://hdl.handle.net/10092/3438.

Mahmood, Ashrafullah Khalid. "Information Security Management of Healthcare System." Thesis, Blekinge Tekniska Högskola, Sektionen för datavetenskap och kommunikation, 2010. http://urn.kb.se/resolve?urn=urn:nbn:se:bth-4353.

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Records Management Practices in Nigerian Public Universities: The Challenges

Profile image of Muhammed Saidu Jika

Related Papers

Linda Okoh , Jocelyn OKOH

Tertiary institutions are strategic to society’s life. They innovate learning processes, foster training, research and social re-engineering. Records generated are valuable resource for planning purposes and their management is of vital importance to institutional success. Records represent the tangible product of the work of staff and to recreate them in the event of a total loss would cost millions. It is thus critical to work towards harmonization and standardization of record management practices. This study surveyed records management practices in two institutions; The Polytechnic Ibadan and Lead City University Ibadan, using formulated research questions with a view to finding answers to the questions by way of the total enumeration sampling technique. Resulting data was analyzed using the SPSS software version 25.0.1. Findings revealed that a records management policy exists in both institutions, with an 85% policy implementation rate at the Polytechnic, Ibadan, while Lead Ci...

thesis electronic records management

Library Philosophy and Practice

Atulomah Bola

Information is needed to develop, deliver and assess the effectiveness of organizational policies, make informed choices between alternative courses of action, provide the basis for openness and accountability, protect individual rights and enforce legal obligations. The general disposition of people, and especially office personnel, to have little regard for records has contributed to the poor state of records today in all of the nation's institutions of higher learning. The aim of this study was to investigate perceived record management practices and administrative decision-making among University administrators in Nigeria and to make appropriate recommendations to strengthen efficiency and effectiveness in the university sector. The study was an ex post facto in which the researcher used a semi-structured questionnaire to obtain information about perceived records management and administrative decision making from 795 senate members enrolled by stratified random sampling of universities within Nigeria. The results showed that respondents were federal universities 521 (65.5%), State 224 (28-2%) and Private 50(6.3%). The median age of respondents was 41-50 years and 543(68-3%) males and 226(28.4%) females. Regarding awareness of Record management practice, 133(16.7%) respondents reported not being aware of any organized system of records management programme. Further, respondents' perceived records management practice and their decision -making process showed a significant relationship with a correlation coefficient (r) of 0.840 (p<0.0001). Testing for variations in records management (F=147.3; p<0.0001), and administrative decision-making process (F= 142.91; p<0.0001) among respondents in the categories of universities surveyed revealed that a significant difference thus exist suggesting that they perceive and processed their records differently for decision-making. The findings in this study suggest that respondents sampled from the three categories of universities demonstrated perceived records management practice to be contingent in administrative decision-making process. Recommendations made includes; the establishment of a comprehensive functional Records Management Programme in all Nigerian universities and a university Archive, also that the National University Commission (NUC) should make as a matter of policy the establishment of a functional Records Management Programme and University Archives as a benchmark for accreditation.

Joseph Attiah

The study seeks to create and enhance awareness and also sensitize the staff of University for Development Studies (UDS) of the fundamental role played by effective records management in fulfilling the Institution's mandate. The primary aim is to explore and find out whether records management as a valuable resource of the institution receives the desired attention. The research design approach was adopted for this study. The primary data was collected through the use of questionnaires whiles the secondary data was gathered from books, publications, public records and Archives Administration Act 1997 (Act 535). The researchers used the University for Development Studies, Tamale Campus especially staff of the Central Administration, School of Graduate Studies, School of Medicine and Health Sciences, School of Allied Health Sciences and the Faculty of Education as a case study to be able to do an in-depth investigation. Two sampling methods were used, to select the respondents one probability and the other non-probability namely, simple random sampling and quota sampling respectively. The simple random sampling is the purest and the most straightforward probability sampling strategy. The logic behind simple random sampling is that it removes bias from the selection procedure and should result in representative samples. The quota sample is a non-probability sampling approach in which units are selected into the sample on the basis of pre-specified characteristics, so that the total sample will have the same distribution of characteristics assumed to exist in the population being studied. The unit of analysis was the selected respondents at the various Departments/Sections/Units at Tamale Campus as records management is a cross-departmental collective responsibility. To ensure fair representativeness, respondents were selected from different categories, that is, junior staff, senior staff and senior members who serve as administrative staff. The data was analyzed using Statistical Package for the Social Scientists (SPSS) 17.0 and Microsoft Excel Office 2007 Packages. The study revealed that records management is decentralized and are managed manually through filing of hard copies in folders and kept in metal cabinets based on individual ability and knowledge at the various departments/sections/units and the faculties and schools. It was further affirmed that only the Academic Affairs Section and the Finance Department that have well developed soft ware's to store and retrieve information. It is therefore recommended records management function should be incorporated into the University-wide strategic planning initiative to ensure that there is a standard approach to storing and retrieving information.

Afua Frempong-Kore

This study was conducted to ascertain records management practices at the Ghana Communications Technology University (formerly Ghana Technology University College) a mid-sized Ghanaian public university located in Accra. All the staff at the Admissions and Records departments participated in the study. This comprised two (2) heads of department and seven (7) senior staff from both departments. The face-to-face interviews were employed as a data collection instrument for this study. The findings indicated that the University has neither a policy to regulate the management of students&#39; records nor a professional archivist to manage records. However, the head of the Records office was given a three-day training on the assumption of office. It was revealed that the head of admissions, as well as all the staff of the two departments, had never been given any training. There were some challenges impeding records management in the Admissions and Records offices– among them are; lack of...

Mediterranean Journal of Social Sciences

Julie Udensi

Elizabeth oyewo

This study examined records keeping and students’ management in the University of Lagos. Relevant research questions and hypotheses were tested in the study with appropriate objective stated. The descriptive survey research design was used to conduct the research because it involved the collection of data from a large number of participants. The research instrument used for the research was primary and secondary data. The primary source of data involved the use of research questionnaire while the secondary source of data include relevant textbooks, journals and online publications for this research study. The total of (50) fifty participants were used as samples for the study which represent the entire population of the study. The data were collected and analyzed using percentages and frequency while the hypotheses were tested with chi-square(x2) statistical tool to ascertain their acceptability or otherwise. The result of the study shows among others that: There is significant relationship between students’ records and Academic management; there is a significant relationship between students’ records and health management .Based on the findings above ,it was recommended that :There should be adequate information storage equipment; Records should be properly kept electronically on computers, microfilms, removable memories such as diskette, compact disc (CD) and flash drives, tapes/films and Training of administrative staff on proper record management could help in effective record management.

mary katoba

International Journal for Innovation Education and Research (IJIER)

ANGELA EWHONNE NWAOMAH, PhD

Records information management is regarded as one of the pillars of any organization because organization's activities are based on access to information contained in records. This article evaluates the practice of effective records management at Valley View University in Ghana. The targeted population for the research was centered on employees who handle students' academic records in Valley View University. The university has a total of thirty-two (32) personnel who deals with students records on a daily basis. A simple random technique was used to select a sample size of 25 records officers. Data was collected with a self-structured questionnaire. A total of 24 copies of the questionnaire were validly completed and returned making it 96% return rate. Percentage frequency tables and simple pie chart and bar graph were used to present the data from the field. The key findings of the study revealed that there is a positive level (64%) of effective students' records information management practices in the university. The study also revealed that only 43.75 percentage of the records officers have professional qualifications and in-service training relating to information and records management. There were some challenges that hinder the records managers from an excellent achievement of records information management effectiveness. The paper concluded with some recommendations that will help the university management and the records officers deal with those challenges. ABSTRACT Records information management is regarded as one of the pillars of any organization because organization's activities are based on access to information contained in records. This article evaluates the practice of effective records management at Valley View University in Ghana. The targeted population for the research was centered on employees who handle students' academic records in Valley View University. The university has a total of thirty-two (32) personnel who deals with students records on a daily basis. A simple random technique was used to select a sample size of 25 records officers. Data was collected with a self-structured questionnaire. A total of 24 copies of the questionnaire were validly completed and returned making it 96% return rate. Percentage frequency tables and simple pie chart and bar graph were used to present the data from the field. The key findings of the study revealed that there is a positive level (64%) of effective students' records information management practices in the university. The study also revealed that only 43.75 percentage of the records officers have professional qualifications and in-service training relating to information and records management. There were some challenges that hinder the records managers from an excellent achievement of records information management effectiveness. The paper concluded with some recommendations that will help the university management and the records officers deal with those challenges.

khali solomon

Covenant Journal of Library & Information Science (CJLIS) Vol. 2 No 2

Innocent Idakwo

This study was conducted to examine the policy guidelines for records management in Nigerian university libraries with a case study of libraries of federal universities in North Western States of Nigeria. The study aimed to identify the impact of policy guidelines on staff records management practices towards effective information resource management, the policies guiding the management of staff records and the challenges in the management of staff records of the libraries under study. The study population included seven staff records officers in the libraries studied. Face-to-face interview was the main instrument for data collection with the aid of semi-structured interview schedules with accompanying checklist. Data collected were analyzed using thematic analysis. The study found out that policy guideline in records management in the libraries under study has a positive impact on effective information management. It also revealed that there are policies guiding the management of records which partly included that records are only to be handled by designated officers, records are not to be destroyed, rather, they are to be kept in the archives, and there should be separation of non-current 1

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COMMENTS

  1. Adoption and application of electronic records systems in higher

    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.

  2. PDF A Framework for Management of Electronic Records in Support of E

    1.1.2.1 Benefits Of Records Management 9 1.2 ELECTRONIC RECORDS 11 1.2.1 Distinguishing Management of Electronic Records (MER) and Electronic Records Management (ERM) 13 1.3 E-GOVERNMENT 15 1.4 BACKGROUND TO THE STATEMENT OF THE PROBLEM 19 1.5 STATEMENT OF THE PROBLEM 23 1.6 RESEARCH PURPOSE 25 1.7 OBJECTIVES OF THE STUDY 25

  3. Electronic records management research in ESARBICA: a bibliometric

    The management of electronic records in Botswana, Namibia and South Africa: Opportunities and challenges: 2006: 6: Thesis: Nengomasha C.T. A Study of Electronic Records Management in the Namibian Public Service in the Context of E-Government: 2009: 6: Thesis: Asogwa, B.E.

  4. Electronic records management systems and the competency of educational

    Her research interests are electronic records management, function-based classification, and information policy. Her papers have been published in international and national journals including the International Journal of Information Management and Records Management Journal. Currently, she is the co-researcher of InterPARES Trust project for ...

  5. PDF Records Management and Electronic Records Management

    Abstract. This Master thesis focuses on the concept of Records Management (RM) and Electronic Records Management (ERM) and how the adoption of an Electronic Document Records Management System (EDRMS) affects a business setting. The research focuses on the factors of perceived efficiency and on the costs that exist in a company.

  6. (PDF) DESIGNING AN EFFECTIVE RECORDS MANAGEMENT SYSTEM A ...

    Thesis for: Bachelors of Records and Archives Management ... The findings show that the center mainly used a hybrid records management system which involves both manual and electronic records ...

  7. Records Management and Electronic Records Management ...

    This Master thesis focuses on the concept of Records Management (RM) and Electronic Records Management (ERM) and how the adoption of an Electronic Document Records Management System (EDRMS) affects a business setting. The research focuses on the factors of perceived efficiency and on the costs that exist in a company. More specifically, this Master thesis is a qualitative exploratory case ...

  8. Electronic records management : a literature review

    10 headline findings from a three-year multidisciplinary project on electronic records management highlight the complexity of the ERM challenge, the interrelationship of people, processes and systems/technology, and the predominant and powerful role of people in accelerating positive change, or not. Expand. 39. PDF.

  9. Implementation of Electronic Records Management Systems ...

    Implementation of Electronic Document and Records Management System in the Public Sector: A Case Study of the Ministry Higher Education Science and Technology. Master's thesis, University of Nairobi, Nairobi. Google Scholar Pollitt, C. (2000). Institutional amnesia: A paradox of the 'information age'? Prometheus, 18, 5-16.

  10. Dissertations / Theses: 'Electronic Records Management'

    Abstract: This Master thesis focuses on the concept of Records Management (RM) and Electronic Records Management (ERM) and how the adoption of an Electronic Document Records Management System (EDRMS) affects a business setting. The research focuses on the factors of perceived efficiency and on the costs that exist in a company.

  11. PDF Assessment of The Electronic Records Management Readiness at Kenya

    of ideal mechanisms that ensure the readiness in the management of e-records for effective and efficient service delivery. Keywords: Electronic records, readiness, Records Management, Kenyan National Archives Documentation Services. 1. INTRODUCTION In recent times majority of government services have moved to providing pertinent information

  12. PDF Electronic Document Management System (EDMS) Implementation

    It is possible to see and scan paper records. Users may use this component to outline the data in a number of strategies and look for a basis that isn't explicitly addressed elsewhere in the program, among other things. Patient's current medical records are often criticized. Specifically, according to Burnum (1989), "long faulty patient records ...

  13. PDF Factors affecting the implementation of an electronic document and

    electronic document and records management system by Ntombizandile Kwatsha Thesis presented in fulfilment of the requirements for the degree of Master of Philosophy (Information and Knowledge Management) at the University of Stellenbosch Supervisor: Mr. Daniel F Botha Faculty of Arts and Social Sciences Department of Information Science

  14. PDF University Electronic Records Management System for Northwest Samar

    Thus, the researcher identified and collected the benchmark information from the respondents needed to specifically improve the design and development of the University Electronic Records ...

  15. (PDF) EFFECTIVENESS OF RECORDS MANAGEMENT PRACTICES IN ...

    Thesis for: Records and Archives Management; Advisor: Mrs Tapfuma; Authors: ... (TLB) implemented its electronic records management program using Kotter's model and awareness, desire, knowledge ...

  16. PDF COLLINS JUMA MUTIMBA

    Most organizations in the public sector with an overarching electronic document and records management system in place handle with ease all their internally and externally generated information hence operate at a more superior level in terms of efficiency and effectiveness in service delivery as compared to those organisations that ...

  17. Dissertations / Theses: 'Electronic document and records management

    Video (online) Consult the top 50 dissertations / theses for your research on the topic 'Electronic document and records management.'. Next to every source in the list of references, there is an 'Add to bibliography' button. Press on it, and we will generate automatically the bibliographic reference to the chosen work in the citation style you ...

  18. i A STUDY OF ELECTRONIC RECORDS MANAGEMENT IN THE NAMIBIAN PUBLIC

    This is a thesis for a Degree of Masters in Archives and Records Management (MARM). The study sought to assess e-records readiness at the Ministry of Labour and Home Affairs (MLHA) Headquarters within the purview of the implementation of the National Archives and Records Management System (NARMS).

  19. (PDF) The effect of an electronic data capture and records management

    This research focused on bringing to light the use and benefits of an electronic school management system, or rather an electronic data capture and record management systems (EDCRMS). There have been a lot of legistration in country, Zambia, towards the implementation of ICTs and e-governance, but none of it seems to focus on e-systems for ...

  20. (Doc) an Assessment of The Effectiveness of Records Management

    2.2 Definitions of Records Management Records management, according to Miller, Roger and Steward (1999:19) is: "The area of general administrative management concerned with achieving economy and efficiency in the creation, maintenance, use and disposal of the records of an organization throughout their entire life cycle and in making the ...

  21. PDF Records Management in Support of Service Delivery in The Public By

    2.8. Electronic records management 37 2.8.1. Electronic records management in the public sector 41 2.8.2. Electronic document management and paper-based records management 42 2.8.3. E-health and records management 43 2.9. Records management education and training 47 2.10. Legislative framework governing medical records

  22. Records Management Practices in Nigerian Public Universities: The

    "Perceived records management practices and decision making among university administrators in Nigeria".Library Philosophy and Practice, 1(1), Pp.7-13. Bantin, P. (2012). Electronic Records: A Review of a Decade and a Reflection of Future Directions. In: Kent A. And Hall, C (Eds.).Encyclopedia of Library and Information Science Vol. 74.

  23. PDF Implementation of Records Management System of Cotabato Regional

    Maintains all health records in accordance with principles of health record management. Provides health information certificates and records upon request. Generates and prepares statistical reports. Reviews patient health records for completeness and accuracy. Safeguards the confidentiality of the health record.