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Establishing Policy for the Implementation of Electronic Document and Records Management System in Public Sector in Malaysia: The Influencing Factors

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Electronic document and records management system (EDRMS) is designed to enable organizations to manage their documents and records throughout their life cycle. This would help organizations particularly businesses protect their information, the valuable assets, effectively and efficiently according to the best current practice. Currently, public agencies in Malaysia are managing their documents and records using digital document management system (DDMS) as an instance of EDRMS. However, organizations face difficulties in implementing the DDMS as the initiative was not guided by appropriate guideline or policy. Thus, resulting in high rate of users rejecting the implementation of DDMS. Furthermore, factors influencing the implementation of DDMS has not been known. Therefore, this paper seeks to identify the factors influencing the implementation of EDRMS and investigate the appropriateness of the identified factors to establish the implementation policy for the Malaysia public sector. The study adopts a qualitative approach by means of literature review and interview involving experts from Malaysian Administrative Modernisation and Management Planning Unit (MAMPU) and National Archive of Malaysia (NAM). 17 factors have been discovered and categorized into three dimensions namely human, organization and technology.
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Keywords: Electronic Document and Records Management System; Factors; Implementation; Public Sector

Document Type: Research Article

Affiliations: Faculty of Information Science and Technology, Universiti Kebangsaan Malaysia, Bangi, Malaysia

Publication date: November 1, 2017

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