The adoption of electronic records management system (ERMS) in the Yemeni oil and gas sector. Influencing factors

Publication Date16 March 2020
DOIhttps://doi.org/10.1108/RMJ-03-2019-0010
Pages1-22
AuthorBurkan Hawash,Umi Asma’ Mokhtar,Zawiyah M. Yusof,Muaadh Mukred
SubjectInformation & knowledge management,Information management & governance
The adoption of electronic records
management system (ERMS) in
the Yemeni oil and gas sector
Influencing factors
Burkan Hawash and Umi AsmaMokhtar
Faculty of Information Science and Technology Bangi,
Universiti Kebangsaan Malaysia, Bangi, Malaysia
Zawiyah M. Yusof
Research Center for Software Technology and Management,
Universiti Kebangsaan Malaysia, Bangi, Malaysia, and
Muaadh Mukred
Faculty of Information Science and Technology,
Universiti Kebangsaan Malaysia, Bangi, Malaysia
Abstract
Purpose Identicationof factors for electronic records managementsystem (ERMS) adoption is important
as it allows organizationsto focus their efforts on these factors to ensure success. The purpose of this paperis
to identifythe factors that inuence ERMS adoption in the Yemeni oil and gas (O&G) sector.
Design/methodology/approach This paper conducts a systematicliterature review (SLR) to extract
the most commonfactors that could facilitate successfulERMS adoption. Information technology(IT) experts
were asked to rank the extracted factors via an e-mail questionnaire and to recommend specic critical
success factors that must be given extraattention to increasing the success of ERMS adoption. Essentially,
the proposedmethodology is technology-organization-environment(TOE) modeling to examine the important
factors inuencingdecision-makers in the Yemeni O&G sector regarding ERMS adoption.
Findings This paper identies factors inuencingERMS adoption based on SLR and an expert-ranking
survey. Thedata that were collected from IT experts were analyzedusing the statistical package for the social
sciences.The results showed that only 12 out of 20 factors were signicant.The experts then added three new
factors, resulting in 15 signicant factors classied into the three dimensions as follows: technology,
organizationand environment.
Originality/value Limited studies have been carried out in the context of the O&G sector, even among
developed countriessuch as Canada, the UK and Australia. These studies have focused on a limited number
of factors for ERMS adoption targetingbetter utilization of human resources, faster and more user-friendly
system responses and suitability for organizational ease. This paper explores the factors that may prove
useful in adoptingof ERMS in the O&G sector of developing countries, similar to Yemen.
Keywords Electronic records management system (ERMS), Decision making, Oil and gas sector,
Systematic literature review, Technology-organization-environment (TOE) model, Yemen
Paper type Research paper
This study was supported by the Cyber Security Department, Faculty of Information Science and
Technology, Universiti Kebangsaan, Malaysia, Grant Dcp-017-013/6.
The authors thank the editor and anonymous reviewers of this journal for their productive
comments to develop the paper.
Electronic
records
management
system
1
Received5 March 2019
Revised7 May 2019
18July 2019
2September 2019
22September 2019
Accepted10 November 2019
RecordsManagement Journal
Vol.30 No. 1, 2020
pp. 1-22
© Emerald Publishing Limited
0956-5698
DOI 10.1108/RMJ-03-2019-0010
The current issue and full text archive of this journal is available on Emerald Insight at:
https://www.emerald.com/insight/0956-5698.htm
Introduction
Organizations rely heavilyon information and communications technology (ICT) to conduct
business, resulting in the generationof e-records in large volumes. These records are key to
organizations in achieving their objectives and extracting knowledge for decision-making
and problem-solving. Therefore, these records should be retained to provide evidence of
what activities have been carried out (Katuu, 2012b). These records should be managed
systematically and effectively to avoid problems if organizations are involved in litigation
cases and to reduce the risk of fraud and corruption associated with the management of the
information created (de Mingo and Cerrillo-i-Martínez, 2018;Katuu and Ngoepe, 2015;
Mukred et al., 2019a). In some organizations,managing e-records is problematic because of
the lack of established policies, and the lack of support from qualied, experienced
personnel (Mosweu and Kenosi, 2018). One way of overcoming the problem is to adopt an
electronic system, a robust example of which in use is an electronic records management
system (ERMS) (Mukred and Yusof,2018).
An ERMS is a system that allows organizations to assign a particular life cycle to the
information created as records. It has the functionality to capture, receive, use, manage,
maintain and dispose of electronic records rather than having to manage paper-based and
analog records (Nguyen et al., 2007). The purpose of managing records is to provide
evidence of business activity when required. This is achieved by capturing contextual
information (metadata)about the records being created, linking records involved in the same
business activity, applying security controls to ensure the authenticity and integrity of the
records, and by imposing disposal requirements on the records held within the system
(Alalwan and Weistroffer, 2012;Sprehe,2004). For an ERMS to function properly within an
organization, records managers and information technology (IT) professionals must work
together to integrate the ERMS with other information content applications. An ERMS
accepts and manages the records that it imports from other sources within the initiative.
Usually, the ERMS can be integrated with an electronic documents management system
(EDMS) to provide a fully integratedsolution (Nguyen et al.,2007).
An ERMS supports managementdecisions by documenting and retrieving the recordsof
an organization and increasing the automation of business processes (Katuu, 2012a,2012b,
2016a;Smallwood, 2013). The key management functions of an ERMS are categorizing,
locating and identifying recordsdue for disposal. Further, an ERMS observes the principles
of records management as it includes features related to the capture, description,
management, storage and dissemination of records in electronic form (Nguyen et al.,2007;
Smallwood, 2013). In addition, an ERMS includes the retention and disposal schedule
(Franks, 2013). An ERMS enhances retrieval,as well as the disposal of the electronic records
in their saved location based on accepted principles.Some of the ERMSs in the market allow
integration with workow modules to provide the benets of automated workows
(Ambira, 2016). ERMS evolved from early automated techniques for managing hard-copy
records, while EDMS evolved from software designed to build concordances and then
became automated techniques for managing hybrid collections of largely similar types of
documents such as procedure manuals(Katuu, 2012a;Sprehe, 2005).
According to Nguyen et al. (2007), ERMS and EDMS perform both unique and common
functions. Both systems can retrieve,view and print documents or records. Documents can
be created, edited, modied, deleted or saved in an EDMS. Later, saved documents may be
declared as records, and copies of those documents may be exported into an ERMS, which
does not permit the editing, altering or deleting of records (Katuu, 2012a). Neither of these
systems completely satises the needfor the full life-cycle management of document-based
information. However, the complementary approach of using an EDMS and an ERMS
RMJ
30,1
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