Navigating Barriers to Successful Implementation of Digital Record Management System: A Case Study of Pakistani Public Sector Universities

Khuda Bux Brohi; Saifullah Memon; Khalid Hussain Shaikh

doi:10.52633/jemi.v5i3.346

Authors

Khuda Bux Brohi The HANDS Institute of Development Studies, Karachi, Pakistan. Author
Saifullah Memon Quaid-e-Awam University of Engineering, Science & Technology, Nawabshah, Pakistan. Author
Khalid Hussain Shaikh The HANDS Institute of Development Studies, Karachi, Pakistan. Author

DOI:

https://doi.org/10.52633/jemi.v5i3.346

Keywords:

Digital Record Management Systems, Digital Transformation, Challenges in deploying DRMS, Implementation issues of DRMS

Abstract

A wide range of challenges are present in the successful implementation of Digital Record Management Systems (DRMS) within the context of public sector universities in Pakistan. In response to the growing imperative for modernizing record-management practices, this research has explored the barriers encountered during the adoption and integration of DRMS. A sample of 60 employees was taken from three public sector universities for this study. Using a qualitative research design, data was collected through a questionnaire having 17 statements. The study identified various barriers to the successful implementation of DRMS, including technological, organizational, and cultural dimensions. Technological challenges include issues related to infrastructure limitations, integration with existing systems, and data security concerns. Organizational barriers manifest in resistance to switching from manual to computerized systems, inadequate training programs, and the absence of strong implementation strategies. Cultural barriers, including lack of confidence and computer literacy, rooted in established record-keeping practices, further contribute to the digitization of previous manual records. The findings underscored the critical importance of addressing these barriers for the successful implementation and sustained use of DRMS in Pakistani public sector universities. Moreover, to present a comprehensive analysis of challenges, the research provided actionable insights and recommendations, including a proper implementation plan, procuring required infrastructure, targeted capacity-building initiatives, and the proper training sessions for record-keepers on DRMS.

Author Biographies

Khuda Bux Brohi, The HANDS Institute of Development Studies, Karachi, Pakistan.

The HANDS Institute of Development Studies, Karachi, Pakistan.
Saifullah Memon, Quaid-e-Awam University of Engineering, Science & Technology, Nawabshah, Pakistan.

Department of Information Technology, Quaid-e-Awam University of Engineering, Science & Technology, Nawabshah, Pakistan.
Khalid Hussain Shaikh, The HANDS Institute of Development Studies, Karachi, Pakistan.

Professor and Dean, Faculty of Management & Development Sciences, The HANDS Institute of Development Studies, Karachi, Pakistan.

References

Albarghouthi, M., Qi, B., Wang, C., & Abbad, M. (2020). ERP Adoption and Acceptance in Saudi Arabia Higher Education: A Conceptual Model Development. International Journal of Emerging Technologies in Learning (iJET), 15(15), 110-120.

Andrianto, A. (2019). Impact of Enterprise Resource Planning (ERP) implementation on user performance: studies at the University of Jember. Journal of Physics: Conference Series, 1211(1), 012040. https://doi.org/10.1088/1742-6596/1211/1/012040

Ashari, T. N., & Pramusinto, H. (2018). Prototype Development of Interactive Multimedia Manual and Electronic Recordkeeping Simulator for E-Archive Learning. KnE Social Sciences, 1039–1051-1039–1051.

Bamufleh, D., Almalki, M. A., Almohammadi, R., & Alharbi, E. (2021). User Acceptance of Enterprise Resource Planning (ERP) Systems in Higher Education Institutions: A Conceptual Model. International Journal of Enterprise Information Systems (IJEIS), 17(1), 144-163. https://doi.org/10.4018/IJEIS.20210101.oa1

Brohi, K. B., Haq, M., Shaikh, K. H., Ramzan, A., & Hussain, U. (2023). Development and usability testing of Smart Record Management Solution in Higher Education Institutions in Sindh, Pakistan. Voyage Journal of Educational Studies, 3(4), 43-57.

Chofreh, A. G., Goni, F. A., & Klemeš, J. J. (2018). A roadmap for Sustainable Enterprise Resource Planning systems implementation (part III). Journal of Cleaner Production, 174, 1325-1337. https://doi.org/https://doi.org/10.1016/j.jclepro.2017.10.285

Chofreh, A. G., Goni, F. A., Klemeš, J. J., Malik, M. N., & Khan, H. H. (2020). Development of guidelines for the implementation of sustainable enterprise resource planning systems. Journal of Cleaner Production, 244, 118655. https://doi.org/https://doi.org/10.1016/j.jclepro.2019.118655

Chukwu Scholastica, A., Nkeiru, E., Nancy, E., & Obinna, N. (2018). Digitization at a Nigerian university of technology: Issues, challenges and the way forward. International Journal of Library and Information Science, 4(2), 6-12.

de Oliveira Pereira, D. I., de Lima, E. P., Machado, C. G., & da Costa, S. G. (2020). Assessing challenges, barriers, practices and capability towards digitalization. IIE Annual Conference. Proceedings,

ElFarmawi, W. (2019). Challenges affecting the implementation of Enterprise Resource Planning (ERP) system: An analysis. Journal of Systems Integration, 10(3), 35-43.

Hamouche, S. (2023). Human resource management and the COVID-19 crisis: Implications, challenges, opportunities, and future organizational directions. Journal of Management & Organization, 29(5), 799-814.

Husain, I., Qureshi, A. A., & Hussain, N. (2019). The economy of modern Sindh: opportunities lost and lessons for the future. Oxford University Press.

Janett, R. S., & Yeracaris, P. P. (2020). Electronic Medical Records in the American Health System: challenges and lessons learned. Ciência & Saúde Coletiva, 25.

Kirakowski, J. (1996). The software usability measurement inventory: background and usage. Usability evaluation in industry, 169-178.

Malekani, A. W. (2023). Examining the Efficacy of Electronic Document Management System and Employees’ Perceptions of its Usefulness at Sokoine University of Agriculture. University of Dar es Salaam Library Journal, 18(1), 112-133.

Marcon, É., Marcon, A., Le Dain, M.-A., Ayala, N. F., Frank, A. G., & Matthieu, J. (2019). Barriers for the digitalization of servitization. Procedia CIRP, 83, 254-259. https://doi.org/https://doi.org/10.1016/j.procir.2019.03.129

Memon, N. A., Shah, S., & Almani, A. S. (2023). The Determinants of Students’ Academic Performance: An Empirical Analysis of Secondary Schools in Sindh, Pakistan. Journal of Entrepreneurship, Management, and Innovation, 5(1), 20-37. https://doi.org/10.52633/jemi.v5i1.253

Nesterchuk, O. A., Grishin, O. E., & Chepurnaya, A. M. (2020). Digitalization as the “new normal” of higher education. Journal of Physics: Conference Series,

Nooruddin, U. M. (2021). An Analysis of Attitude towards Online Shopping in Pakistan Using the Technology Acceptance Model. Journal of Entrepreneurship, Management, and Innovation, 3(1), 27-56.

Pandey, A. K., Singh, R. K., Jayesh, G. S., Khare, N., & Gupta, S. K. (2022). Examining the Role of Enterprise Resource Planning (ERP) in Improving Business Operations in Companies. ECS Transactions, 107(1), 2681. https://doi.org/10.1149/10701.2681ecst

Rafiq, M., Ameen, K., & Jabeen, M. (2018). Barriers to digitization in university libraries of Pakistan: A developing country’s perspective. The Electronic Library, 36(3), 457-470.

Ramzan, M., Asif, M., & Ahmad, S. (2021). Librarians’ attitudes towards application of information technology in academic libraries in Pakistan. Information Research-An International Electronic Journal, 26(1).

Tavana, M., Hajipour, V., & Oveisi, S. (2020). IoT-based enterprise resource planning: Challenges, open issues, applications, architecture, and future research directions. Internet of Things, 11, 100262.

Yatin, S. F. M., Hamid, H., Shah, J., & Hassan, Z. (2018). Digital Era: New Trends in Information Agencies. International Journal of Academic Research in Progressive Education and Development, 7(3), 150-160.