Trust in Electronic Records-keeping Systems among selected Botswana Parastatals

Mogogi Thabakgolo; Zawedde Nsibirwa

doi:10.25159/2663-659X/12982

Authors

Mogogi Thabakgolo University of Botswana https://orcid.org/0000-0003-1593-8651
Zawedde Nsibirwa University of KwaZulu-Natal https://orcid.org/0000-0001-8527-1560

DOI:

https://doi.org/10.25159/2663-659X/12982

Keywords:

trust, electronic records, records-keeping systems, parastatals, information culture

Abstract

Electronic records are essential for efficacy in organisational services. Therefore, it is crucial to ensure that employees’ behaviour regarding trust in a records-keeping system is sustained. Trust in electronic records-keeping systems is essential to guarantee the utilisation of the system used by the organisation. This is because a lack of trust in the systems can be detrimental to organisational records-keeping practices. This study examined the extent of employees’ trust in electronic records-keeping systems used by selected parastatals in Botswana using the Information Culture Assessment Framework. The study adopted a mixed-method approach. The target population comprised 139 respondents and 106 employees from the three parastatals that participated. For sampling, the study adopted a list-based random sampling technique that was employed to select participants for the online questionnaire. A questionnaire link was sent to 133 randomly selected participants, of whom 101 responded to the survey, yielding a 76% response rate. Five interviews out of the six targeted respondents were conducted with records managers’ and chief executive officers’ representatives. The study findings elicited differing sentiments concerning trust in electronic records-keeping management systems. However, the study’s main finding was that there was generally a lack of trust in electronic records-keeping management systems. Furthermore, the findings revealed a lack of satisfaction with the records-keeping systems in the selected parastatals.

Metrics

Metrics Loading ...

References

Alzubi, K. 2015. “Implementing Electronic Documentation Management System.” Journal of Theoretical and Applied Information Technology 77 (1): 52–61. Accessed July 28, 2019. http://www.jatit.org/volumes/Vol77No1/6Vol77No1.pdf.

Botswana Government. 2011. “E-government Strategy Stakeholders Final Report.” Accessed June 12, 2019. http://www.gov.bw/globalassets/portal-team/egovt-stakeholders-conference-proceedings_final-report-without-annexes.pdf.

Botswana Qualifications Authority Act 2013. Chapter 58:04. https://www.botswanalaws.com/consolidated-statutes/principle-legislation/botswana-qualifications-authority.

Botswana Unified Revenue Service Act of 2004. https://www.botswanalaws.com/consolidated-statutes/principle-legislation/botswana-unified-revenue-service.

Duranti, L., and C. Rogers. 2012. “Trust in Digital Records: An Increasingly Cloudy Legal Area.” Computer Law and Security Review 28 (5): 522–531. https://doi.org/10.1016/j.clsr.2012.07.009. DOI: https://doi.org/10.1016/j.clsr.2012.07.009

Franks, P. C. 2013. Records and Information Management. Chicago: American Library Association.

Fricker, R. D. 2016. “Sampling Methods for Online Surveys.” In The Sage handbook of Online Research Methods. London: Sage Publication. DOI: https://doi.org/10.4135/9781473957992.n10

Johare, R. 2001. Electronic Records Management in Malaysia: The Need for an Organisational and Legal Framework. Records Management Journal 11 (2): 97–109. https://doi.org/10.1108/EUM0000000007269. DOI: https://doi.org/10.1108/EUM0000000007269

Karlos, A. N., and C. T. Nengomasha. 2018. “Change Management: A Critical Factor for Successful Implementation of an Electronic Document and Records Management System (EDRMS): A Namibian Case Study.” Journal for Studies in Humanities and Social Sciences, 085–105.

Keakopa, S. M. 2013. Implementation of a Records Management Strategy at the Botswana Unified Revenue Service. Journal of the South African Society of Archivists 46: 37–45.

Lewellen, M. J. 2015. The Impact of the Perceived Value of Records on the Use of Electronic Recordkeeping Systems. PhD thesis, University of Wellington.

McDonald, J. 2020. “The Quality of Data, Statistics and Records Used to Measure Progress towards Achieving the SDGs: A Fictional Situation Analysis.” In A Matter of Trust: Building Integrity Into Data, Statistics and Records to Support the Achievement of the Sustainable Development Goals, edited by A. Thurston, 211–242. London: University of London Press.

Mooketsi, B., and M. Leonard. 2013. “Factors Influencing the Usage of the Tribal Land Information Management System for Land Management and Administration: The Case of Mogoditshane Subordinate Land‐Board.” The Electronic Journal of Information Systems in Developing Countries 59 (1): 1–17. https://doi.org/10.1002/j.1681. https://doi.org/10.1002/j.1681-4835.2013.tb00419.x. DOI: https://doi.org/10.1002/j.1681-4835.2013.tb00419.x

Mosweu, O., K. Bwalya, and A. Mutshewa. 2016. “Examining Factors Affecting the Adoption and Usage of Document Workflow Management System (DWMS) Using the UTAUT Model: Case of Botswana.” Records Management Journal 26 (1): 38–67. https://doi.org/10.1108/RMJ-03-2015-0012. DOI: https://doi.org/10.1108/RMJ-03-2015-0012

Mothasedi, N. 2012. “Management of E-records at Botswana Training Authority.” Master’s dissertation, University of Botswana.

Muchaonyerwa, N., and F. Khayundi. 2014. “The Management of Digital Records in the Office of the Premier of the Eastern Cape Province, South Africa.” African Journal of Library, Archives & Information Science 24 (1): 41–52. Accessed October 11, 2018. http://search.ebscohost.com/login.aspx?direct=true&db=aph&AN=95740570&site=eds-live.

Mukred, M., Z. M. Yusof, and F. M. Alotaibi. 2019. “Ensuring the Productivity of Higher Learning Institutions through Electronic Records Management System (ERMS). IEEE Access, 7, 97343-97364. Accessed August 16, 2018. https://doi.org/10.1109/ACCESS.2019.2927614. DOI: https://doi.org/10.1109/ACCESS.2019.2927614

Oliver, G. 2008. “Information Culture: Exploration of Differing Values and Attitudes to Information in Organisations.” Journal of Documentation 64 (3): 363–385. https://doi.org/10.1108/00220410810867588. DOI: https://doi.org/10.1108/00220410810867588

Oliver, G. 2017. “Understanding Information Culture: Conceptual and Implementation Issues.” Journal of Information Science Theory and Practice 5 (1): 6–14. https://doi.org/10.1633/JISTaP.2017.5.1.1.

Oliver, G., and F. Foscarini. 2014. Records Management and Information Culture: Tackling the People Problem. London: Facet Publishing.

Porogo, K. M., and T. Kalusopa. 2021. “A strategic framework for digital preservation in the context of e-government in Botswana public service.” Journal of the South African Society of Archivists 54: 83–101. https://doi.org/10.4314/jsasa.v54i1.7. DOI: https://doi.org/10.4314/jsasa.v54i1.7

Svärd, P. 2014. “Information and Records Management Systems and the Impact of Information Culture on the Management of Public Information.” PhD thesis, University of Amsterdam. https://doi.org/10.1108/RMJ-04-2013-0007. DOI: https://doi.org/10.1108/RMJ-04-2013-0007

Upward, F., B. Reed, G. Oliver, and J. Evans. 2013. “Record-keeping Informatics: Re-figuring a Discipline in Crisis with a Single-minded Approach.” Records Management Journal 23 (1): 37–50. https://doi.org/10.1108/09565691311325013. DOI: https://doi.org/10.1108/09565691311325013

Wamukoya, J. 2014. “Records Management and Governance in Africa in the Digital Age.” In Integrity in Government Through Records Management: Essays in Honour of Anne Thurston, edited by J. Lowry and J. Wamukoya, 183–195. England: Ashgate Publishing Limited.

Water Utilities Corporation Act of 1970. https://www.botswanalaws.com/consolidated-statutes/principle-legislation/water-utilities-corporation.