The implementation of electronic recordkeeping systems. An exploratory study of socio-technical issues
| Published date | 20 March 2017 |
| Date | 20 March 2017 |
| DOI | https://doi.org/10.1108/RMJ-04-2016-0014 |
| Pages | 84-98 |
| Author | Weimei Pan |
| Subject Matter | Information & knowledge management,Information management & governance |
The implementation of electronic
recordkeeping systems
An exploratory study of socio-technical issues
Weimei Pan
School of Library, Archival and Information Studies,
University of British Columbia, Vancouver, Canada
Abstract
Purpose –This study aims to present the ndings of the rst phase of a project entitled Putting the “Fun”
Back in “Functional”, which has been investigating the socio-technical issues surrounding users’ interaction
with electronic recordkeeping systems. The ultimate goal of the project is to improve that interaction by
positively inuencing the way in which individuals perceive their work practices and the tools they use to
accomplish them. In its rst phase, the project considered the implementation of such systems for the purpose
of gaining a better understanding of the factors and processes that contribute to its success.
Design/methodology/approach –Semi-structured interviews were conducted with 17 public
employees from a large provincial government and a large city government in Canada about two information
systems (ISs) – a meeting management system and an Electronic Documents and Records Management
System.
Findings –Several salient themes emerged from the research data, including the value accorded to
information and records, the implementation of electronic recordkeeping systems as a complex process, the
appropriation of electronic recordkeeping systems, understanding users, ease of use and information/records
specialists as part of the solution. Analysis of these themes shows that many of them can be explained through
theories developed in the IS eld.
Research limitations/implications –The results show that many themes are common across the
records management and IS elds. Further, the results indicate the applicability of theories in the IS eld to
explain and predict the implementation of electronic recordkeeping systems.
Originality/value –This study is one of few that explicitly draw on IS theories to understand the
implementation of electronic recordkeeping systems. The results of this study open up many opportunities for
future research on electronic recordkeeping systems.
Keywords Information systems, Implementation, Electronic recordkeeping systems
Paper type Research paper
Introduction
An electronic recordkeeping system (ERKS) is “an electronic information system (IS) that
meets an agency’s recordkeeping needs” (USA National Archives and Records
The author gratefully acknowledges the nancial support from the InterPARES Trust Project in
undertaking the Putting the “Fun” Back in “Functional” project. The author greatly appreciates Fiorella
Foscarini, Gillian Oliver, Jim Suderman and Lisa Daulby who have been supervising this project and
provided invaluable help in revising an earlier version of this paper. The author would like to thank
Rachel de Brouwer, Katie Ferrante, Paige Hohmann and Jennifer Vanderuit who worked as research
assistants for this project and helped with literature review, transcription and data analysis. The author
would also like to thank the 17 research participants, without whose participation it would be
impossible to gain this insight about the implementation of electronic recordkeeping systems. The
author is also grateful for the valuable comments from an anonymous reviewer on an earlier version of
this manuscript.
The current issue and full text archive of this journal is available on Emerald Insight at:
www.emeraldinsight.com/0956-5698.htm
RMJ
27,1
84
Received 28 April 2016
Revised 30 July 2016
Accepted 26 August 2016
RecordsManagement Journal
Vol.27 No. 1, 2017
pp.84-98
©Emerald Publishing Limited
0956-5698
DOI 10.1108/RMJ-04-2016-0014
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