Implementation of Electronic Document and Records Management System in the Public Sector: a Case Study of the Ministry of Higher Education Science and Technology

Abstract

This research aimed at investigating the implementation of Electronic Document and Records Management System at The Ministry of Education Science and Technology (MoHEST). The specific objectives were: To establish whether there is a policy set out for EDRMS in MoHEST; To find out whether user needs (MoHEST Staff) were met by the EDRMS; To find out the opportunities that exists by using EDRMS in MoHEST; To identify the challenges facing implementation of the EDRMS in MoHEST and lastly, to provide recommendations and a strategy to enhance proper implementation of EDRMS in the MoHEST. A case study research method was adopted to ensure greater reliability of data. Both qualitative and quantitative approaches were used to analyze, present and interpret data. To respond to the above objectives, data was collected using observation, questionnaires, documentary reviews, and interviews. The study focused at the Ministry of Higher Education Science and Technology in which 52 staff were selected to respond to research administered questionnaires. The finding were analyzed using Spss and Epi info data analysis tools and the research findings were presented in tables, and pie charts. Major findings of the study were that: MoHEST still uses the manual records management system despite the fact that an EDRMS was installed; MoHEST has a records management policy that is not known to everyone; there are inadequate documentation, inadequate finances and resistance to change by staff thus affecting the implementation of the EDRMS. Recommendations include: creating awareness of the records management policy to staff; investing on training staff on EDRMS and change management; adopting The Dirks Methodology framework to implement the EDRMS in MoHEST.