EDMS Use in Local E-Government: Extent of Use and Overall Performance Mediated by Routinization and Infusion

This study analyzes the effects of several post-adoption behaviors (extent of use, routinization and infusion) on overall performance in using an Electronic Document Management System (EDMS). Furthermore, we test whether the routinization and infusion variables mediate the influence of the extent of use on overall performance. This research collects data from a survey answered by 2,175 employees (EDMS users) of Portuguese municipalities. The Partial Least Squares technique is applied to test the model. The results showed that routinization is directly predicted by the extent of use, whereas infusion is directly affected by the extent of use and also by routinization. Consequently, such post-adoptive behaviors are interrelated not only in a sequential process, but also in parallel. In addition, overall performance is directly influenced by routinization and infusion. Finally, an indirect effects analysis shows that routinization and infusion mediate the relationship between extent of use and overall performance

The moderator role of Gender in the Unified Theory of Acceptance and Use of Technology (UTAUT): A study on users of Electronic Document Management Systems

Venkatesh et al. [1] tried to integrate predictability capabilities from the different existing models of technology acceptance. This produced the Unified Theory of Acceptance and Use of Technology (UTAUT). This comprehensive model resulted in the identification of common aspects. It proposed several constructs with a greater explanatory power and analyzed moderating drivers, such as age, Gender, experience and voluntariness of use. By doing so, UTAUT identifies three major drivers of behavioral intention: performance expectancy, effort expectancy and social influence. On the other hand, facilitating conditions and behavioral intention were identified as determinant factors of actual use [1]. In addition to previous considerations about UTAUT, empirical research has scarcely analyzed the moderating role of Gender [2]. This is why this paper particularly aims to fill this gap. Hofstede [3] describes strength, competitiveness and guidance for material success as social roles linked to male values, whilst modesty, tenderness, sensitivity and concern for the quality of life are values associated with women. With respect to UTAUT, existing studies have shown that performance expectancy positively influences behavioral intention more strongly for men (cf. [4], [5], [6] and [7]). Moreover, it has been observed that effort expectancy positively influences behavioral intention more strongly for women (cf. [4], [5] and [6]), while social influence positively affects behavioral intention more strongly for women (cf. [5], [7] and [8]). In our research, with the aim of testing the moderating effects of Gender, a sample of 2,175 users of Electronic Document Management Systems (EDMS) in Portuguese municipalities was used. Taking into account that Gender is a categorical variable, we have adopted a multi-group or multi-sample analysis [9] -dividing the sample into two groups (male = 748; female = 1,427) and estimating each group of observations separately. Before comparing the groups, an analysis of the measurement invariance was carried out to make sure that the construct measures were invariant between both groups [10]. Once the metric invariance had been assessed, we carried out a set of multi-group analyses –interpreting statistically-significant differences in path coefficients as moderating effects. On the one hand, the parametric approach considering both equal variances and different variances has been used [11, 12]. On the other hand, we have applied non-parametric approaches exemplified by the permutation test [13], and Henseler’s PLS multi-group analysis [10, 12, 14]. This study notes slight differences in the results of the aforementioned methods. As a result, the moderating effect of Gender on the relation between performance expectancy and behavioral intention showed that this relationship is stronger among men than women. Finally, a discussion on the implications of Gender as a moderator for the UTAUT model is included

Adoptability of electronic document management system in Ilorin businesses

Electronic Document Management System (EDMS) is an automated solution that improves organization workflow and competitiveness. Despite the enormous benefits derived from its implementation, some organizations have not exploited the opportunities. This study examines the factors that affect adoption and non-adoption of EDMS. An interpretive research approach was employed through an in-depth interview of IT officers and record managers at some public and private organizations within Ilorin metropolis using purposive sampling technique. The result of the data analysis using deductive coding frame of Atlas revealed some themes that were crosstabulated or mapped with some information systems models. It was revealed that search functionality, reliability, accessibility, and security of EDMS, are the major reasons for adoption, while reasons for non-adoption include vulnerability to attack, high cost of implementation and digital illiteracy of staff members. It was recommended that open source development of the system be encouraged to ensure exclusive adoption by organizations.Keywords: Electronic_Document_ Management _System, EDMS, ICT in Business, Ilorin Businesses, Document Managemen

Assessing the efficacy of electronic document management system in records management at Sokoine University of Agriculture

This study was conducted at Sokoine University of Agriculture (SUA) in the year 2022. The objective of this study was to assess the efficacy of EDMS in accessibility and use of records at Sokoine University of Agriculture. Specifically, the study was geared to find out the way EDMS is used in accessing and using documents at Sokoine University of Agriculture. The study used a cross section research design where by the data were collected at one time based on two approaches which are qualitative and quantitative. The study used a sample size of 100 respondents who were all SUA staff. 100 respondents were selected by using purposive sampling techniques, simple random and systematic random sampling from a population of 1300 SUA staff who. Results indicate that the use of SUA – EDMS is not difficult because majority of them (100%) reported that they are using EDMS. The study revealed that only leave of absence was a major document accessed using EDMS followed by annual leave and maternity leave. It was therefore concluded that the adoption of EDMS has to some extent reduced paper work in managing records at SUA. However, respondents were of the opinion that EDMS should improve on accessing other documents in the system like paternity leave, study leave and imprest forms. Moreover, EDMS should be improved to ensure EDMS is stable and available all the time, improving internet bandwidth speed, stability of power supply as well as find other alternatives for power supply. The EDMS should allow users to recover their own passwords instead of depending on system administrator to assign passwords all the time. But also regular training should be provided on how to use EDMS and change management

Prioritizing implementation factors of electronic document management system (EDMS) using topsis method: a case study in Iraqi government organizations

Taking into consideration a complexity of EDMS implementation process which involves a combination of technological, organizational and users factors, this study explores how EDMS implementation factors can be ranked through these dimensions. This paper begins with an examination of the literature on EDMS implementation studies where a conceptual framework has been derived. The study then adopts the TOPSIS method as the analytical tool that tackles the issue in prioritizing the most desirable factors influencing EDMS implementation project. From the results, the top management support, budgetary, strategic planning, staff training, awareness, resistance to change, IT implementation team, ICT infrastructure, security and privacy/trust, and collaboration are the top-ten important factors for Iraqi government organizations to implement EDMS applications. This paper draws on the research results for implications of IT managerial practice, and then suggests some empirical tactics in order to enhance in managing the EDMS implementation process in government

The Implementation Guidelines of Digital Document Management System for Malaysia Public Sector: Expert Review

Digital Document Management System (DDMS) is a system adopted by the Malaysian Public sector for managing documents and records. Despite giving many benefits, the adoption of the system is still below satisfaction. A guideline should be in place to accelerate the adoption rate of such a system. Accordingly, a guideline for DDMS implementation is proposed as was suggested in a previous study involving 439 DDMS users by the same authors. The proposed guidelines consist of 6 main factors which are: system capability; implementation policy; security, training; awareness programs, and top management/team members (colleague) supports. This paper aims to verify the content of the proposed guidelines in order to seek for its suitability in the Malaysian public sector context. Data was collected via a face-to-face interview with four panels of experts (practitioners) who have vast experience in DDMS implementation. The finding thence confirmed and verified the content of the proposed guidelines. The proposed guidelines is expected to assist the DDMS implementation team especially the three leading agencies such as the Malaysian Administrative Modernization and Management Planning Unit (MAMPU), Chief Government Security Office (CGSO) and the National Archives of Malaysia (NAM) in coordinating and planning for the implementation of DDMS initiative at the agencies level vis-a-vis increase the level of user adoption. This guideline also can be used as a reference to develop a detailed DDMS implementation policy by the committee and the project team

Yönetsel amaçla kurulmuş whatsApp gruplarının akademisyenler tarafından değerlendirilmesine yönelik bir durum çalışması

Technological developments have enabled the traditional nature of communication to evolve into group messaging. These developments gained momentum amid the COVID-19 process and brought instant messaging and social media communication to the forefront. WhatsApp, one of the most commonly used instant messaging applications for informal communication, has also started being favored more for formal communication in organizational management. WhatsApp has become a powerful professional communication tool that organizational administrators preferred, has become to serve organizational purposes as an alternative to formal information and document sharing platforms. This study aims to investigate whether WhatsApp messaging effectively serves organizational purposes in higher education, and evaluates how it is perceived and utilized by academicians. This case study is a type of qualitative research where the data collected from the workgroup are analyzed by descriptive analysis to obtain findings. Five main themes are derived from the analysis; namely group structure and characteristics, communication, cooperation, psycho-social impact, negative opinions, and related ten sub-themes were detected. According to the results derived from the study, the participants expressed mostly positive and some negative perceptions regarding the communication made through the WhatsApp groups established for administrative purposes.Teknolojik gelişmeler iletişimin geleneksel doğasının sayısal mesajlaşmaya doğru evrilmesini sağlamıştır. Bu gelişmeler COVID-19 sürecinde ivme kazanarak anlık mesajlaşma ve sosyal medya iletişimini ön plana çıkarmıştır. Anlık mesajlaşma uygulamalarından biri olan WhatsApp, biçimsel olmayan iletişimin yanı sıra biçimsel olarak da yönetim amaçlı kullanılmaya başlanmıştır. Örgütlerde yöneticilerin sıklıkla tercih etmeye başladığı güçlü bir iletişim aracı haline gelen WhatsApp’ın resmi bilgi ve belge paylaşımı platformlarının yerini alarak örgütsel amaca hizmet edecek şekilde kullanımı yaygınlaşmıştır. Yönetici akademisyenlerin konuya ilişkin yaklaşımları uygulamanın etkin kullanımı ve sürdürülebilirliği açısından önemlidir. Mesajlaşma uygulamalarının bu şekilde resmi bir niteliğe büründürülmesinin örgütsel amaca hizmet edip etmediğinin ve çalışanlar tarafından nasıl algılandığının araştırılması çalışmanın temel amacını oluşturmaktadır. Bu araştırma nitel bir araştırma yöntemi kullanılarak açıklayıcı/tanımlayıcı durum çalışması türünde desenlenmiş ve çalışma grubundan toplanan veriler betimsel analiz yapılarak bulgulara ulaşılmıştır. Yapılan analiz sonucunda; grup yapısı ve özellikleri, iletişim, iş birliği, psiko-sosyal etki, olumsuz görüşler olarak beş ana tema ve on alt tema belirlenmiştir. Çalışmadan elde edilen sonuçlara göre yönetsel amaçla kurulan WhatsApp gruplarından yapılan paylaşımlarla ilgili olarak çoğu katılımcı olumlu bazıları ise olumsuz görüş bildirmişlerdir

Usage of Learning Management System (Moodle) among Postgraduate Students: UTAUT Model

The application of a learning management system (LMS) Moodle is learning and teaching platform in Universiti Utara Malaysia.To examine the level of acceptance of this technology, the UTAUT (Unified theory of acceptance and use of technology) Model is used to infer individual students’ technology acceptance by explaining the variants in Behavior Intention (BI).This study is conducted on 65 postgraduate students pursuing their study at UUM. The students are all studying the same course and they are exposed to the application of LMS known as ‘Moodle UUM Learning Zone’.A set of questionnaire, in the UTAUT Model which is developed by Venkatesh et al. (2003), is used to collect data which is then descriptively analyzed by using IBM SPSS Statistics Version 20 and SmartPLS 2.0. The findings of the study found that Performance Expectancy (PE) (β=0.418, p<0.01), Social Influence (SI) (β=0.238, p<0.01) and Facilitating Conditions (FC) (β=0.120, p<0.01) have positive influence towards ‘Behavioral Intention’ (BI).The value R2 = 0.520 showed that 52.0% of the variants in the application of Learning zone can be explained by Behavioral Intention (BI).Consequently, the result related to moderator influence in terms of gender showed that all the four UTAUT Model constructs failed to reject HO5.The results also showed that moderator influence in terms of gender with PE, EE, SI and FC does not have significant positive influence towards BI. The findings of this study which are hoped to help encourage instructors and students to use this technology in their learning and teaching processes, have proven that LMS ‘Moodle’ is beneficial and effective for learning and teaching processes