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

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.