Assessing the efficacy of electronic document management system in records management at Sokoine University of Agriculture
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Date
2022
Journal Title
Journal ISSN
Volume Title
Publisher
University of Nebraska - Lincoln
Abstract
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.
Description
Journal article
Keywords
Document management, Electronic records management, Records management, SUA, Electronic document management system