An Assessment of Government Efforts Towards the Implementation of an Integrated Electronic Records Management System in the Zambian Public Service
Main Article Content
Abstract
This paper assessed government efforts towards the implementation of an integrated electronic records management system (IERMS) in public service in Zambia. The study adopted a qualitative methodology, and a purposive sampling method was employed to draw a sample size of 11 key informants from key government ministries and units. Primary data was collected using semi-structured interviews and it was thematically analysed. The findings revealed that an IERMS has not been implemented, but the Government through the Smart Zambia Institute has begun to develop an IERMS. Further, the Government has provided a legal framework and server ICT infrastructure to support e-records management in public service in Zambia. However, no standards have been adopted to facilitate the implementation of an IERMS. The study has also identified challenges which include lack of funding, change management strategy, ICT skills among records officers, and end-user involvement in the project. Based on the findings above, the study recommends that the Government of Zambia expedite the development of an IERMS; adopt standards; train staff in e-records management; develop a change management strategy; and improve end-user ICT infrastructure.
Article Details
How to Cite
BWALYA, Tuesday; AKAKANDELWA, Akakandelwa.
An Assessment of Government Efforts Towards the Implementation of an Integrated Electronic Records Management System in the Zambian Public Service.
Zambia Journal of Library & Information Science (ZAJLIS ), ISSN: 2708-2695, [S.l.], v. 7, n. 2, p. 1-12, dec. 2023.
ISSN 2708-2695.
Available at: <https://zajlis.unza.zm/index.php/journal/article/view/121>. Date accessed: 27 july 2024.
Section
Records and Archives Management
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References
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Nengomasha, C. T., & Chikomba, A. (2018). A study of electronic records management in the Namibian public service in the context of e-government. Windhoek: University of Namibia.
Newa, J. R., & Mwantimwa, K. (2019). E-records management in Tanzania public service: determinants, perceived importance, and barriers. University of Dar es Salaam Library Journal, 116-133.
Ngoepe, M., & Shadrack, K. (2015). Managing Digital Records in a South African Public Sector Institution. e-Institutions – Openness, Accessibility, and Preservation, (pp. 135-141). Zagreb.
North Dakota State Government. (2017, September 24). North Dakota. Retrieved from Electronic Records Management Guidelines: https://www.nd.gov/itd/standards/electronic-records-management-guidelines
North Dakota State Government. (2017, September 24). North Dakota. Retrieved from Electronic Records Management Guidelines: https://www.nd.gov/itd/standards/electronic-records-management-guidelines
Nyampong, S. A. (2015). Electronic Records Management in National Development: A Case Study in Ghana Immigration Service. European Journal of Business and Management, 120-144.
Orkney Islands Council. (2019, September 24). Electronic Document and Records Management System. Retrieved from Orkney Islands Council: https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwiq66SNzIHsAhXQT8AKHSKEBpUQFjAAegQIARAB&url=http%3A%2F%2Fwww.orkney.gov.uk%2FFiles%2FCommittees-and-Agendas%2FPolicy-and-Resources%2FPR2019%2FPR19-02-2019%2FI13__EDRMS
Pappel, I., Pappel, I., & Saarmann, M. (2012). Digital records keeping to information governance in Estonia's local governments. Retrieved August 13, 2020, from www.https://www.researchgate.net/publication/261427119_Digital_records_keeping_to_information_governance_in_Estonia_local_governments
Public Service Management Division. (2012). Public Service Record Management Policy. Lusaka: Government printers.
Public Service Management Division. (2012). Public Service Records Management Policy. Lusaka: Government printers.
Republic of Zambia.Public Service Management Division. (2012). Public Service Records Management Policy. Luska: Government Printers.
Rose, M. (2004). Democratizing information and communication by implementing e-government in the Indonesian regional government. The International Information and Library Review(36), 219-226.
Sasmita, N., & Sutirman, S. (2017). Study on the implementation of electronic records management system in Yogyakarta city government office. Public Policy and Administrative Research, 7(4), 61 - 68.
Smallwood, R. F. (2013). Managing electronic records: Methods, best practices, and technologies. New Jersey: John Wiley & Sons, Inc.
The Republic of Zambia. Parliament. (2021). The Electronic Government Act, 2021. Lusaka: Government Printers.
The Republic of Zambia. Public Service Management Division. (2012). Public Service Records Management Policy. Luska: Government Printers.
The United Nations. (2020). E-Government Survey 2020. New York: UN.
United States Government Accountability Office. (2020, September 24). Records Management. Retrieved from HHS.gov: https://www.hhs.gov/open/2016-plan/records-management.html
Yaacob, R. A., & Sabai, R. M. (2011). Electronic Records Management in Malaysia: A Case Study in One Government Agency. Asia Pacific Conference Library & Information Education & Practice, 2011, pp. 420-433.
Abdulkareen, M. Y., Isah, A., Mnjama, N., & Sebina, P. M. (2020). Compliance of e-Records Readiness, a Trajectory of the Federal Ministry of Finance in Nigeria. OKADA Journal of Sociology, 176-187.
Abu-Shanab, E., & Bataineh, L. Q. (2016). Key Success Factors for E-governance Projects. International Journal of Information Technology Project Management, 32-46.
Ambira, C. M., Kemoni, H. N., & Nglude, P. (2019). A framework for electronic records management in support of e-government in Kenya. Retrieved August 13, 2020, from https://www.researchgate.net/publication/331790542_A_framework_for_electronic_records_management_in_support_of_e-government_in_Kenya
An, X. (2009). The Electronic Records Management in E-government Strategy: Case Studies and the Implications. 2009 International Conference on Networking and Digital Society. Guizhou.
Apleni, A., & Smuts, H. (2020, March 10). An e-Government Implementation Framework: A Developing Country Case Study. Responsible Design, Implementation, and Use of Information and Communication Technology.
Attaran, M. (2003). Information Technology and Business-Process Redesign. Business Process Management Journal, 9(4), 440 - 458.
Azad, A. (2008). Implementing electronic document and record management systems. New York: Auerbach Publications.
Buehring, S. (2021, July 29). The importance of change management. Retrieved from Knowledge Train: https://www.knowledgetrain.co.uk/change-management/change-management-courses/importance-of-change-management
Bwalya, J. K. (2011). E-Government adoption and synthesis in Zambia: Context, issues and challenges (PhD Thesis). Johannesburg: University of Johannesburg.
Bwalya, T. (2019). No smart Zambia without the implementation of electronic record management systems. Retrieved August 13, 2020, from Zambian Librarian: https://www.zambianlibrarian.com/post/no-smart-zambia-without-implementation-of-electronic-record-management-systems
Eichhorn, B. R. (2014). The Impact of User Involvement on Information System Projects. Cleveland: Cleveland State University.
EzeScan. (2019). EzeScan M-Files Brochure. Retrieved August 15, 2020, from https://www.ezescan.com.au/downloads/documentation-and-training/brochures/integration-brochures/ezescan-m-files-brochure
Frauholz, B., Nguyen, L. T., & Swatman, P. (2009). EDRMS implementation in the Australian public sector. Melbourne: ACIS.
Gupta, A., Suri, P. K., & Singh, R. K. (2018). Analyzing the Interaction of Barriers in E-Governance Implementation for Effective Service Quality: Interpretive. Business Perspectives and Research, 59-76.
Infratel. (2023). Our Data Centers. Retrieved from Infratel: https://infratel.co.zm/about/data-centers
International Records Management Trust. (1999). The Management of Public Sector Records: Principles and Context. London: International Records Management Trust.
IRMT. (2009). Training in electronic records management: Understanding the context. London: International Records Management Trust.
Keith, G. (2005). Implementing an electronic records management system: A public sector case study. Records Management Journal, 15(2), 80 - 85.
Kenpro. ( 2012, August 25). Sample Size Determination Using Krejcie and Morgan Table. Retrieved from Kenpro.org: http://www.kenpro.org/sample-size-determination-using-krejcie-and-morgan-table/
Kim, A., Viborg, H., & Zinner, H. (2008). Electronic records management systems implementation in the Pakistani local government. Records Management Journal, 18(1), 40 - 52.
Korpelainen, E. (2011). Theories of ICT System Implementation and Adoption - A Critical Review. Helsinki: Aalto Print.
Krabina, B., & Stoeckler, E. (2010). Factors, Electronic Document and Records Management Systems in Austria's Municipalities: Status and Success. eChallenges e-2010 Conference Proceedings (pp. 1-5). eChallenges e-2010 Conference Proceedings.
Lukičić, M., & Sruk, V. (2009). Electronic records management system requirements. Digital Resources and Knowledge Sharing, 66 -74.
Micheal, C. J. (2019). Electronic Records: Definition, Principles, and Applications. Retrieved June 20, 2020, from https://www.ewsolutions.com/electronic-records-definition-principles-and-applications/
Mukred, M., Yusof, Z. M., Alotaibi, F. M., Mokhtar, U. A., & Fauzi, F. (2019, March 3). The key factors in adopting an electronic records management system (ERMS) in the educational sector: A UTAUT-based framework. IEEE Access, pp. 35963 - 35980.
Mutimba, C. J. (2014). Implementation of Electronic Document and Records Management System in the Public Sector: A Case Study of the Ministry of Higher Education Science (Dissertation). Nairobi: University of Nairobi.
National Health Services, England. (2016, September 24). NHS. Retrieved from NHS Electronic records management system: https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwjV8cipyYHsAhUZhlwKHVXmD44QFjAAegQIBBAB&url=https%3A%2F%2Fcdn.ymaws.com%2Firms.org.uk%2Fresource%2Fcollection%2F2248C861-665E-4AB9-811B-787C5E76260E%2F20160317__NHS_En
Nengomasha, C. T., & Chikomba, A. (2018). A study of electronic records management in the Namibian public service in the context of e-government. Windhoek: University of Namibia.
Newa, J. R., & Mwantimwa, K. (2019). E-records management in Tanzania public service: determinants, perceived importance, and barriers. University of Dar es Salaam Library Journal, 116-133.
Ngoepe, M., & Shadrack, K. (2015). Managing Digital Records in a South African Public Sector Institution. e-Institutions – Openness, Accessibility, and Preservation, (pp. 135-141). Zagreb.
North Dakota State Government. (2017, September 24). North Dakota. Retrieved from Electronic Records Management Guidelines: https://www.nd.gov/itd/standards/electronic-records-management-guidelines
North Dakota State Government. (2017, September 24). North Dakota. Retrieved from Electronic Records Management Guidelines: https://www.nd.gov/itd/standards/electronic-records-management-guidelines
Nyampong, S. A. (2015). Electronic Records Management in National Development: A Case Study in Ghana Immigration Service. European Journal of Business and Management, 120-144.
Orkney Islands Council. (2019, September 24). Electronic Document and Records Management System. Retrieved from Orkney Islands Council: https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwiq66SNzIHsAhXQT8AKHSKEBpUQFjAAegQIARAB&url=http%3A%2F%2Fwww.orkney.gov.uk%2FFiles%2FCommittees-and-Agendas%2FPolicy-and-Resources%2FPR2019%2FPR19-02-2019%2FI13__EDRMS
Pappel, I., Pappel, I., & Saarmann, M. (2012). Digital records keeping to information governance in Estonia's local governments. Retrieved August 13, 2020, from www.https://www.researchgate.net/publication/261427119_Digital_records_keeping_to_information_governance_in_Estonia_local_governments
Public Service Management Division. (2012). Public Service Record Management Policy. Lusaka: Government printers.
Public Service Management Division. (2012). Public Service Records Management Policy. Lusaka: Government printers.
Republic of Zambia.Public Service Management Division. (2012). Public Service Records Management Policy. Luska: Government Printers.
Rose, M. (2004). Democratizing information and communication by implementing e-government in the Indonesian regional government. The International Information and Library Review(36), 219-226.
Sasmita, N., & Sutirman, S. (2017). Study on the implementation of electronic records management system in Yogyakarta city government office. Public Policy and Administrative Research, 7(4), 61 - 68.
Smallwood, R. F. (2013). Managing electronic records: Methods, best practices, and technologies. New Jersey: John Wiley & Sons, Inc.
The Republic of Zambia. Parliament. (2021). The Electronic Government Act, 2021. Lusaka: Government Printers.
The Republic of Zambia. Public Service Management Division. (2012). Public Service Records Management Policy. Luska: Government Printers.
The United Nations. (2020). E-Government Survey 2020. New York: UN.
United States Government Accountability Office. (2020, September 24). Records Management. Retrieved from HHS.gov: https://www.hhs.gov/open/2016-plan/records-management.html
Yaacob, R. A., & Sabai, R. M. (2011). Electronic Records Management in Malaysia: A Case Study in One Government Agency. Asia Pacific Conference Library & Information Education & Practice, 2011, pp. 420-433.