As you sow, so you will reap: implementing ERMS

Abstract

PurposeThe purpose of this paper is to present the findings of research conducted during the period 2001‐2005 in eight organizations in Iceland on the implementation of four Electronic Records Management Systems (ERMS).Methodology/approachQualitative methodology was used, involving open‐ended interviews and participant observations. The participants were 38 employees of the eight organizations and six experts employed at six software providers.FindingsThe research identified the most important implementation factors for a successful outcome, exemplified in the implementation of the ERMS meeting expectations with a high proportion of the expected users actually using the system. These factors were managerial support, co‐operation of the records management and IT functions in the system development, and in the training of the users in both records management and the system. The users should participate in the implementation process and have a say in adapting the functional classification system to the ERMS.Practical implicationsThe findings should aid the implementation of ERMS in other organizations in Iceland and abroad. These findings may, therefore, be of direct value for middle sized organizations in Western Europe, North America and Australia as the organizational culture regarding work, co‐operation and competition is similar in these parts of the world.Originality/valueNo research has been conducted in Iceland on this topic before, and only a few descriptive accounts have recently become available on the implementation of ERMS in other countries.

Electronic records management – a state of the art review

“…These include upper management support, an open communication culture that encouraged staff involvement and clear, well-documented business and information technology strategies. Similar findings regarding ERM success factors were reported by Gunnlaugsdottir (2008), Hase and Galt (2011) and Haug (2012).…”

“…-Implementation planning: Akussah and Asamoah (2015), Chigariro and Khumalo (2018), Dawes (2008), Gunnlaugsdottir (2008), Hase andGalt (2011), Haug (2012), Henriksen andAndersen (2008), Jaakonmäki et al (2018), Katuu (2016), Külcü and Çakmak (2010) 1) indicates that the most research efforts were placed in ERM strategy, followed by processes, tools and people in this order. Furthermore, 2008 was the year with the highest volume of publications (10 articles), while 2018, 2015 and 2012 are tied for the least articles with 4 each.…”

Registering and searching for records in electronic records management systems

“…It examines how employees enter records into ERMS and subsequently how they search for these records. There was a strong relationship between the important implementation factors and the level of use (Gunnlaugsdottir, 2008). This paper does not discuss the implementation.…”

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

“…The previous works concerning various case studies evaluated the efficiency of ERMS in terms of the support to RM and system adoption. Among these, a case study conducted in Iceland revealed that managerial support, cooperation between RM and ICT functions, user training in RM and system usage, and optimism toward change were the key factors resulting in higher productivity through the adoption of ERMS (Gunnlaugsdottir, 2008). Another case study conducted in Yemen tested the factors, namely, IT infrastructure, top management support, financial support, training and policy for the readiness of adoption and staff acceptance of ERMS (Mukred et al , 2016).…”