Electronic Records Management in National Development: A Case Study in Ghana Immigration Service

The increasing use of ICT in government operations has given impetus to the generation of e- records, vital to the functions of public sector institutions. There exists much interest in industry in using technology-based systems to support records management processes but the application of such systems has shown to be problematic. This research  is an investigation into electronic records management systems at the public sector organisation in Ghana . The purpose of the study was to identify the contributions of electronic records management systems to growth and development, and also areas for improvement to bolster electronic records management of the public sector in Ghana. This investigation has been performed through literature review and by performing a case study in a public sector organisations.  It was shown that electronic records management systems provide good results for achieving the records management goals of GIS.  A more robust, technology-based system of records management will be required to sustain the progress made by GIS. Keywords:(AIIM) Association for Information and Image Management, (ARMA )Association of Records Management and Administration, (CRMP) Computerized Records Management Project, (DFID)Department for International Development, (EDRMS)Electronic Document and Records Managements, (ERMS)Electronic Records Management System , (ISO)International Standards Organization , (IRMT)International Records Management Trust , (MIS)Management Information System, (MRZ) Machine Recordable Zone, (NIRMA) Nuclear Information and Records Management Association, (PRAAD) Public Records and Archives Administration Department, (RMAA) Records Management Association of Australasia (RMS)   Records Management Society, (RIM)Records and Information Management, (GIS) Ghana Immigration Service.

Electronic Discovery- Sedona Canada is Inadequate on Records Management - Here\u27s Sedona Canada in Amended Form

A paper record can exist without its records system; an electronic record cannot. To use, corrupt, or destroy a paper record, one needs physical access to the records system wherein it is stored. But to use, corrupt, or destroy an electronic record one merely needs electronic access to its records system, from anywhere. Therefore any set of rules or principles for controlling the use of electronic records for any purpose, including electronic discovery, should incorporate the established policies and practices of electronic records management. As to cost, rules of electronic discovery are needed with which to punish par- ties with “sanctions” for not maintaining their electronic records systems in compliance with authoritative standards of electronic records management — to sanction when inadequate records management interferes with electronic discovery or otherwise damages parties’ interests. Such compliance greatly reduces the cost of, and increases the effectiveness and fairness of doing anything that can be done with electronic records. Therefore, by thus incorporating records management into the law of electronic discovery, discovery is made more effective and is better equipped to control its costs

On being part of the solution, not the problem: taking a proportionate approach to managing records

Purpose – This article seeks to provide a perspective on a future pathway for records management that is based on taking a proportionate approach rather than striving for perfection. This approach requires a re-interpretation of traditional principles and their application in practice and recognition of the predominance of people in successful information and records management in the digital domain. Design/methodology/approach – The views are the author's based on the headline findings of a major research project (AC+erm) which investigated issues and practical strategies for accelerating positive change in electronic records management. They incorporate views on contextual developments since the project, in particular the characteristics of today's hybrid and increasingly mobile office environment such as the use of recognition technologies. Findings – The ten headline findings of the AC+erm project are shared. Two strategic findings are highlighted, namely, articulating a vision of successful electronic records management and the approach to applying records management principles in order to realise that vision of success. The article then focuses on two of the other findings, about the need for information and records professionals to adopt proportionate and risk based approaches and to ensure they (the records professionals) are an essential part of the solution not the problem. Post the project, views on these and tactics for addressing them are discussed with reference to real examples and potential future research and development. Research limitations/implications – The research that provides the context for the article was qualitative and therefore its findings transferrable rather than generalisable. The views expressed about tactics for moving forward are intended to contribute to the debate about approaches to managing records in the democratic, digital domain. Practical implications – A proportionate approach to managing records by definition implies a risk-based approach. This may prove challenging in organizational, societal and cultural contexts that are risk averse. Originality/value – The research which underpins this article was the first on the subject to be conducted in the UK and adopted a unique evidence-based approach. Undertaken in the context of the “promise” of electronic document and records management systems, its findings are relevant in the broader systems solutions. They provide a context for this perspective on current and potential tactics for addressing strategic issues for managing records in the digital domain. This provides a significant contribution to knowledge and debate in this field

Electronic Discovery- Sedona Canada is Inadequate on Records Management - Here\u27s Sedona Canada in Amended Form

A paper record can exist without its records system; an electronic record cannot. To use, corrupt, or destroy a paper record, one needs physical access to the records system wherein it is stored. But to use, corrupt, or destroy an electronic record one merely needs electronic access to its records system, from anywhere. Therefore any set of rules or principles for controlling the use of electronic records for any purpose, including electronic discovery, should incorporate the established policies and practices of electronic records management. As to cost, rules of electronic discovery are needed with which to punish par- ties with “sanctions” for not maintaining their electronic records systems in compliance with authoritative standards of electronic records management — to sanction when inadequate records management interferes with electronic discovery or otherwise damages parties’ interests. Such compliance greatly reduces the cost of, and increases the effectiveness and fairness of doing anything that can be done with electronic records. Therefore, by thus incorporating records management into the law of electronic discovery, discovery is made more effective and is better equipped to control its costs

Patient Access to Electronic Health Records: Strengths, weaknesses and what’s needed to move forward

Electronic health records (EHRs) are desired by both physicians and patients, but the transition to and acceptance of sensitive health information online has been slow. This paper reviews the current literature on EHR adoption and outlines barriers, advantages and explicit steps for moving toward the EHR ubiquity. Potential benefits of EHRs to patients and physicians include reduced costs for patients, hospitals and insurance providers, patient empowerment, less errors in records and better health outcomes, but security and privacy concerns, cost of implementation and poor electronic records management system design have proved barriers to adoption

Electronic Records Management Implementation: Factors Affecting Organizational Readiness

This paper discussed the factors affecting the readiness in implementing electronic .records management by organizations. The concept of records examined, and records were regarded as important resources that helped to support and provide evidence of transaction in an organization. Similarly, electronic readiness and electronic records management were looked at in the paper. Electronic records management was viewed as involving the use of Information and Communication Technology in planning, directing, controlling and other managerial activities related to the creation, maintenance, use and disposition of records. The theory of organizational readiness for change was also captured. The paper concluded by examining various factors that could affect the readiness of organizations in implementing electronic records management. Key words: E-readiness, E-records, Electronic records Management and Organizations. DOI: 10.7176/IKM/9-6-04 Publication date:June 30th 201

The Implementation of Electronic Records Management System: A Case Study in Malaysian Judiciary

The implementation of electronic court records management systems in different countries is faced with a number oforganizational, technical and procedural issues. The management of these records is further subjected to the legal frameworkthat governs the lifecycle of records management. This paper presents the case for research into records management inMalaysian judiciary. It emphasize the issues and challenges posed to records management in Civil as well as Shariah courtsin Malaysia and highlights the major electronic records and documents management initiatives taken by the judiciary. Thepaper, thus, presents a preliminary framework for electronic court records management

Study on Implementation of Electronic Records Management System in Yogyakarta City Government Office

This study aims to determine: 1) agencies within the Government of Yogyakarta City are implementing electronic records management; 2) electronic records management system is implemented; 3) facilities used in the implementation of electronic records management in the Office of Government of Yogyakarta City. The research method used is a survey method. From the perspective of the nature of the analysis, this research categorized as a descriptive exploratory study. This research subject is an employee in charge of managing records in a government office in Yogyakarta City. The number of units of work that is the subject of much research as 13. The respondent is the source of data on each unit of work is one people, so that the number of respondents in this study as many as 13 people. The conclusion of this study were: 1) there are two agencies in the government of Yogyakarta City implementing electronic records management, namely the Licensing Agency and the Population and Civil Registry Agency; 2) electronic records management system implemented at Licensing Agency and the Population and Civil Registry Agency is the same, which is composed of a system of document scanning and electronic records management software system; 3) the facilities used to implement electronic records management system in the Government of Yogyakarta City as: computers, scanners, printers, compact discs, and electronic records management software. Keywords: implementation, systems, electronic records management, Yogyakarta

The Role of Electronic Records Management in Promoting the Delivery of Justice in Tanzania: Perspectives from Dar es Salaam Commercial Court.

This article discusses the role of electronic records management in promoting the delivery of justice in Tanzania. It addresses the existing relationships between electronic records management and delivery of justice. Data were collected through semi-structured interview and supplemented by docomentary review methods. A sample of 55 respondents was randomly and purposively selected. The findings noted that there was a positive relationships between electronic records management and delivery of justice in the court. Moreover, it was revealed that electronic records management promoted fast retrieval of court records, enhanced fast and informed decision making, reduced unnecessary delays, among others. However, the findings further revealed that, the absence of effective electronic records management infrastructures affected the delivery of justice in the commercial court. The article also establishes that inadequacy storage facilities, staffing levels hindered delivery of justice in the court. The article recommends that the Dar es Salaam Commercial Court should urgently develop and implement a records management policy, seek top management support at the highest level possible, build the capacity of the records staff, and launch a records management sensitisation programme for the entire court staff. Keywords: Electronic records, records management, delivery of justice, commercial court

Records management capacity and compliance toolkits : a critical assessment.

This article seeks to present the results of a project that critically evaluated a series of toolkits for assessing records management capacity and/or compliance. These toolkits have been developed in different countries and sectors within the context of the e-environment and provide evidence of good corporate and information governance. Design/methodology/approach - A desk-based investigation of the tools was followed by an electronic Delphi with toolkit developers and performance measurement experts to develop a set of evaluation criteria. Different stakeholders then evaluated the toolkits against the criteria using cognitive walkthroughs and expert heuristic reviews. The results and the research process were reviewed via electronic discussion. Findings - Developed by recognised and highly respected organisations, three of the toolkits are software tools, whilst the fourth is a methodology. They are all underpinned by relevant national/international records management legislation, standards and good practice including, either implicitly or explicitly, ISO 15489. They all have strengths, complementing rather than competing with one another. They enable the involvement of other staff, thereby providing an opportunity for raising awareness of the importance of effective records management. Practical implications - These toolkits are potentially very powerful, flexible and of real value to organisations in managing their records. They can be used for a "quick and dirty" assessment of records management capacity or compliance as well as in-depth analysis. The most important criterion for selecting the appropriate one is to match the toolkit with the scenario. Originality/value - This paper aims to raise awareness of the range and nature of records management toolkits and their potential for varied use in practice to support more effective management of records