Managing electronic records across organizational boundaries: The experience of the Belgian federal government in automating investigation processes

Electronic records management in Tanzanian courts

Conventional records management systems are mostly used to support court operations and service delivery in Tanzania despite the substantial development of ICTs. The objectives of this study were to: examine types of e-records managed, explore staff perceptions of the usefulness of e-records management, and analyse factors limiting electronic records management in selected courts. A survey design comprising qualitative and quantitative research approaches was employed to meet these objectives. Standardised questionnaires, followed by semi-structured interviews and observation were used to collect data. The findings of the study suggest that e-records management is still in its infancy stage in the courts studied, since the majority of records are still managed using manual systems. The findings further inform that even though the adoption of e-records is ineffective, staff positively perceive the approach. According to the study, ineffectiveness of e-records management is a result of inadequate qualified staff and training on e-records management, shortage of technical staff to support the use of e-records management systems, inadequate funds, ineffective e-records management legal frameworks, and poor implementation strategies. As such, the study recommends diversification of funding sources, capacity building through training and retraining, formulation of e-records management policies and standards, and motivation of court staff.

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

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

Exploring the mechanisms for records management’s digital transformation: a case study from China

Purpose

The purpose of this study is to explore the mechanisms underlying the transformation of records management (RM) to digital processes in the context of electronic records management systems (ERMS). The aim is to facilitate the evaluation of the long-term performance of ERMS and the effectiveness of the current standards.

Design/methodology/approach

Qualitative methods, such as participant observation and the constructivist grounded theory, were applied on a case of ERMS implementation in the Chinese public sector.

Findings

The results revealed that the application of transition-oriented ERMS would stimulate restructuring in the RM pattern and expectation on the functions of ERMS, with information quality underlying as a key challenging factor. The above-stated factors together drive the digital transformation of RM. A model for this mechanism is provided in the present study.

Research limitations/implications

The selected case serves as an example for the cases that are not conditional on enforcing the electronic documents and RMS. As preliminary research, only one case has been studied here. However, it is possible to conduct other case studies to develop a further understanding of the transformation process.

Originality/value

The novelty of the present study is that it draws attention to the challenges encountered in moving RM towards digital transformation, by providing a theoretical foundation for developing sustainable evaluations of the ERMS and the associated current standards.

Factors influencing the implementation of electronic records and information management

Purpose

The purpose of this paper is to explore, identify and gain insight into factors related to electronic records and information management (e-RIM) issues and their influence on the implementation of e-RIM initiative in military service in Malaysia. This exploration was conducted via a literature review and case study.

Design/methodology/approach

This study adopted a qualitative approach and used a case study involving two army departments in Malaysia. Interviews triangulated by document content analysis and observations were used for data collection. The data were analysed using a directional content analysis approach.

Findings

This study reveals that people, organizations, technology and processes are the interrelated contexts underlying e-RIM issues which inevitably influence the implementation of e-RIM initiatives. Competency and leadership, governance structure, culture and strategic planning, technology development and record-keeping process are the main factors impacting such efforts, in turn forming potential obstacles for organizations implementing such initiatives.

Research limitations/implications

The research approach and design adopted and the sample size were insufficient for generalization of the findings.

Practical implications

This study shows that e-RIM initiatives pose greater challenges related to various issues that cause difficulties in improving and implementing the initiative. Thus, it is crucial for organizations to ascertain and comprehend the factors that influence e-RIM initiatives prior to formulating strategies and approaches in addressing those factors, which would in turn affect the implementation of e-RIM initiatives.

Originality/value

This study provides insights into the fundamental factors embracing the e-RIM issues which influence the initiatives, and thereby fosters further discussion and research in the subject matter in Malaysia.

Balancing information governance obligations when accessing social care data for collaborative research

Purpose

There is significant national interest in tackling issues surrounding the needs of vulnerable children and adults. This paper aims to argue that much value can be gained from the application of new data-analytic approaches to assist with the care provided to vulnerable children. This paper highlights the ethical and information governance issues raised in the development of a research project that sought to access and analyse children’s social care data.

Design/methodology/approach

The paper documents the process involved in identifying, accessing and using data held in Birmingham City Council’s social care system for collaborative research with a partner organisation. This includes identifying the data, its structure and format; understanding the Data Protection Act 1998 and 2018 (DPA) exemptions that are relevant to ensure that legal obligations are met; data security and access management; the ethical and governance approval process.

Findings

The findings will include approaches to understanding the data, its structure and accessibility tasks involved in addressing ethical and legal obligations and requirements of the ethical and governance processes.

Originality/value

The aim of this research is to highlight the potential use of use new data-analytic techniques to examine the flow of children’s social care data from referral, through the assessment process, to the resulting service provision. Data held by Birmingham City Council are used throughout, and this paper highlights key ethical and information governance issues which were addressed in preparing and conducting the research. The findings provide insight for other data-led studies of a similar nature.