Assessment of users’ skills in managing electronic records management system at Workers Compensation Fund (WCF) Dar Es Salaam, Tanzania

Abstract

This study assessed users' skill in operating the electronic records management system, specifically concerning the Workers Compensation Fund (WCF). The study specifically examined the training for the electronic records management system, encompassing the types of training offered, their frequency, and the relevance and effectiveness of the training delivered. The study population consisted of all employees at WCF. The study deployed a descriptive research design in conjunction with qualitative and quantitative methodologies. The sample size consisted of 115 respondents. Data were gathered by questionnaires, interviews, and observational methods. Additionally, qualitative data were quantitatively evaluated using IBM-SPSS version 20, along with Microsoft Word and Excel, to ascertain the frequency and percentage of respondents' replies in relation to the study findings. Findings indicated that WCF offers operational training for ERMS, while security and technical training for ERMS staff is conducted annually to enhance employees' abilities and expertise in administering ERMS.  The study indicates that the management of WCF should continue to empower the ICT team to provide comprehensive in-house support. Additionally, negotiate with EGA for a dedicated desk to address their technical difficulties.

Authors & affiliations

Bertha Maturo
Affiliation not supplied

Deposited references

Supplied references, not a list of publications citing this article.

DOI: 10.1108/RMJ-06-2019-0028

Alsharo, M., Gregg, D., & Ramirez, R. (2020). The role of information systems in enabling digital transformation. Information Systems Journal, 30(1), 1–6.

Ambira, C. M. (2019). Management of electronic records in Kenya: Challenges and prospects. Journal of Information Management, 10(2), 23–36.

DOI: 10.1016/j.ijinfomgt.2018.10.005

Buckingham, A., & Saunders, P. (2004). The survey methods workbook: From design to analysis. Polity Press.

DOI: 10.1080/07421222.2003.11045748

Dong, H., & Zhang, P. (2011). Gender differences in the adoption of information systems. Journal of Information Systems, 35(3), 46–60. https://doi.org/10.2308/jis.2011.35.3.46

Dong, H., & Zhang, P. (2018). Gender and age differences in the adoption of electronic records management systems. Journal of Information Systems, 32(4), 75–88. https://doi.org/10.2308/jis.2018.32.4.75

Hassan, M. (2015). Assessment of the effectiveness of electronic records management systems in selected courts of Tanzania [Master’s dissertation, University of Dar es Salaam, Tanzania]. University of Dar es Salaam Repository.

Issa, A. O. (2017). Proliferation of information and the shift from paper-based to electronic records management in public organizations. African Journal of Information Systems, 9(2), 45–59.

Johare, R., & Noorma, T. (2011). The impact of minimal education and training on archivists' skills in managing electronic records. Journal of Archival Education, 23(1), 55–67. https://doi.org/10.1108/00220411111166543

Johnson, K., & Bowen, G. (2005). Integration of user skills into records management education: A necessary approach. Records Management Journal, 15(2), 89–102. https://doi.org/10.1108/09565690510621857

DOI: 10.1108/09565690510632319

DOI: 10.25159/0027-2639/991

Kamatula, G. (2019). An assessment of e-records readiness as a pre-requisite for e-governance in Tanzania: A case of selected public offices. University of Dar es Salaam Library Journal, 14(1), 98–115.

DOI: 10.1016/j.ijinfomgt.2009.10.001

Kothari, C. R. (2004). Research methodology: Methods and techniques. New Age International.

Kothari, C. R. (2009). Research methodology (2nd ed.). New Age International.

Krishnaswami, K. N. (2003). Methodology of research in social sciences. Himalaya Publishing House.

Krishnaswamy, K. N., Kumar, A. I., & Mathirajan, M. (2006). Management research methodology. Pearson Education.

Lee, J., & Dineen, K. (2022). Blended learning approaches for ERMS training: Enhancing user competencies. International Journal of Records Management, 38(1), 45–58. https://doi.org/10.1080/0951192X.2022.2059124

Magigi, M. (2015). Research proposal development and report writing: A pathway for success in higher learning institutions. Safi Publishers and Trading.

DOI: 10.4314/udslj.v4i1.26602

Morris, M. G., & Venkatesh, V. (2000). Age differences in individual adoption and sustained usage of technology: A longitudinal study of the workplace. Journal of Applied Psychology, 85(1), 25–37. https://doi.org/10.1037/0021-9010.85.1.25

Mutsagondo, M., & Ngulube, P. (2018). Skills impact assessment of personnel managing electronic records in Zimbabwe’s public service. African Journal of Library, Archives and Information Science, 28(1), 37–50. https://doi.org/10.1080/00224545.2018.1552335

DOI: 10.25159/2663-659X/3283

Newa, J., & Mwantimwa, K. (2020). The impact of ICT skills on the adoption of electronic records management in public organizations in Tanzania. International Journal of Information Management, 52(4), 102–116.

Ngoepe, M., & Keakopa, S. M. (2011). Managing electronic records in a global environment: A South African perspective. Journal of the Society of Archivists, 32(2), 165–180.

DOI: 10.1108/09565691111152071

Ngulube, P. (2019). Exploring the effectiveness of electronic records management systems in East Africa: A study of Kenya. Journal of African Studies, 35(1), 67–81.

Ngulube, P. (2021). Evolving educational programs to include ERMS training: A critical review. Records Management Journal, 31(3), 112–127. https://doi.org/10.1108/RMJ-12-2020-0157

Rajab, M., & Abdul, N. (2023). Continuous professional development and ERMS competency: An empirical study. Journal of Organizational and Professional Records Management, 40(2), 78–92. https://doi.org/10.1016/j.jorm.2023.05.007

Saman, M. Z. M., & Haider, Z. (2012). Electronic records management systems: A review of their effectiveness in public sector organizations. International Journal of Public Administration, 35(3), 177–188.

DOI: 10.1002/9781118634646

Seddon, P. B., & Kiew, M. K. (2020). A partial test and development of the DeLone and McLean model of IS success. Australian Journal of Information Systems, 24(1), 65–85. https://doi.org/10.3127/ajis.v24i1.1017

DOI: 10.1007/s12528-019-09218-x

DOI: 10.1108/RMJ-03-2019-0013

Shonhe, T., & Grand, R. (2020). Implementation challenges of electronic records management systems: A case study of the Ministry of Lands and Housing. Journal of Records Management, 30(2), 149–166. https://doi.org/10.1108/JRM-12-2018-0134

Shonhe, T., & Grand, R. (2021). Implementation challenges of ERMS: Training and motivation issues. Journal of Records Management, 30(4), 233–248. https://doi.org/10.1108/JRM-01-2021-0013

Taherdoost, H. (2017). Determining sample size: How to calculate survey sample size. International Journal of Economics and Management Systems, 5(2), 37–41. https://www.researchgate.net/publication/322887480

DOI: 10.1002/job.1783

DOI: 10.1037/apl0000455

Vijayalakshimi, G., & Sivapragasam, C. (2008). Research methods: Tips and techniques. MJP Publisher.

DOI: 10.1108/09565690510614210

Wamukoya, J., & Mutula, S. M. (2005). E-records management and governance in East and Southern Africa. Malaysian Journal of Library and Information Science, 10(2), 67–83.

Zhang, P., & Sun, H. (2019). The DeLone and McLean Model of Information Systems Success: A meta-analytic review. Journal of Information Systems, 33(2), 133–152. https://doi.org/10.2308/isys-52240