Strategic Approaches to Address the Challenges Faced in using Electronic Document Management System A Case of Staff Of Kebbi State University of Science and Technology Aliero, Nigeria

ABSTRACT

This study was to establish the challenges faced by the Staff of KSUSTA while using electronic document management system with the view of coming up with strategic approaches to address the challenges. The following objectives guided the study: i) to establish the challenges faced by the Staff of KSUSTA in using EDMS; ii) to propose strategic approaches to address the challenges faced by the Staff of KSUSTA in using EDMS; and iii) to examine the effect of the strategic approaches on the use of EDMS amongst the Staff of KSUSTA after a period of 4months. Descriptive survey design was used in this study. The study population of this study was 2108 employees of KSUSTA and the target population was 575 participants from records department, ICT department, Computer department, Library and Engineering department (i.e. administrators, lecturers and technical non-teaching staff). The sample size of 236 was determined by Slovene’s formula. Data analysis was done using frequency and percentage tables. Mean and Standard deviations were also used. Regression analysis was used as well. The study revealed that the overall assessment of the challenges affecting the use of EDMS in KSUSTA, was Moderate (overall average mean=3.19, Std=1.050). The study revealed that strategic approaches adopted to address the challenges of using EDMS at KSUSTA was assessed by the respondents as satisfactory (overall average mean=3.71, Std=1.005). The study revealed that after adopting the strategic approaches, there was a significant effect on the use of EDMS at KSUSTA (Adjusted R2 =0.164, p=0.000). The study concluded that the D&M model is effective in measuring the challenges affecting the use of an information system in terms of system quality, information quality and service quality. Furthermore, the use of appropriate strategic approaches can be able to influence the use of an information system if properly adhered to. The study made the following recommendations: the formulation of a written policy guideline for the effective management of EDMS; the adoption of a standard procedure that shall be outlined in a policy document that will serve as a guide to the electronic document managers in the effective management of EDMS; the training and retraining of the staff in order to enable them cope with some of the challenges posed by the rapid development in the area of ICTs; and the urgent need for alternative power supply.

TABLE OF CONTENTS

DECLARATION ............................................................................................................................ ii

APPROVAL ..................................................................................................................................iii

DEDICATION............................................................................................................................... iv

ACKNOWLEDGEMENTS............................................................................................................ v

LIST OF ABBREVIATIONS AND ACRONYMS ...................................................................... vi

LIST OF TABLES.......................................................................................................................... x

LIST OF FIGURE.......................................................................................................................... xi

ABSTRACT.................................................................................................................................. xii

CHAPTER ONE ........................................................................................................................... 1

INTRODUCTION......................................................................................................................... 1

1.0 Introduction............................................................................................................................... 1

1.1 Background of the Study .......................................................................................................... 1

1.1.1 Historical Perspective ............................................................................................................ 1

1.1.2 Theoretical Perspective.......................................................................................................... 4

1.1.3 Conceptual Perspective.......................................................................................................... 5

1.1.4 Contextual Perspective........................................................................................................... 6

1.2 Problem Statement.................................................................................................................... 8

1.3 Purpose of the Study ................................................................................................................. 8

1.4 Objectives of the Study............................................................................................................. 9

1.5 Research Questions................................................................................................................... 9

1.6 Scope of the Study ...................................................................................................... 9

1.6.1 Geographical Scope ............................................................................................................... 9

1.6.2 Theoretical Scope................................................................................................................... 9

1.6.3 Content Scope ........................................................................................................................ 9

1.6.4 Time Scope .......................................................................................................................... 10

1.7 Significance of the Study........................................................................................................ 10

1.8 Operational Definition of Key Terms..................................................................................... 11

CHAPTER TWO ........................................................................................................................ 12

LITERATURE REVIEW .......................................................................................................... 12

2.0 Introduction............................................................................................................................. 12

2.1 Theoretical Review ................................................................................................................. 12

2.1.1 Technology Acceptance Model (TAM)............................................................................... 12

2.1.2 The Delone and Mclean (D&M) Information (IS) Success Model ..................................... 13

2.2 Conceptual Framework........................................................................................................... 19

2.3 Related Studies........................................................................................................................ 20

2.3.1 Electronic Document Management System......................................................................... 20

2.3.2 Challenges Affecting the Use of EDMS.............................................................................. 22

2.3.2.1 System Quality.................................................................................................................. 22

2.3.2.2 Information Quality .......................................................................................................... 25

2.3.2.3 Service Quality.................................................................................................................. 29

2.3.3 Strategic Approaches to Address the Challenges of Using EDMS ..................................... 32

2.3.4 The Effect of Strategic Approaches to the Use of Electronic Document Management System...................................................... 39

2.4 Gap in the Literature ............................................................................................................... 41

CHAPTER THREE.................................................................................................................... 42

METHODOLOGY ..................................................................................................................... 42

3.1 Introduction............................................................................................................................. 42

3.2 Research Design...................................................................................................................... 42

3.3 Study Population..................................................................................................................... 42

3.4 Sample Size............................................................................................................................. 42

3.5 Sample Techniques................................................................................................................. 43

3.6 Data Sources ........................................................................................................................... 44

3.6.1 Primary Data Source ............................................................................................................ 44

3.6.2 Secondary Data Source ........................................................................................................ 44

3.7 Method of Data Collection...................................................................................................... 44

3.8 Research Instrument................................................................................................................ 44

3.8.1 Questionnaire ....................................................................................................................... 44

3.8.2 Document Review................................................................................................................ 45

3.9 Validity and Reliability........................................................................................................... 45

3.9.1 Validity ................................................................................................................................ 45

3.9.2 Reliability............................................................................................................................. 46

3.10 Data Collection Procedure .................................................................................................... 47

3.11 Data Analysis........................................................................................................................ 48

3.12 Ethical Consideration............................................................................................................ 49

3.13 Limitation of the Study ......................................................................................................... 49

CHAPTER FOUR....................................................................................................................... 50

PRESENTATION, ANALYSIS AND INTERPRETATION OF FINDINGS ...................... 50

4.0 Introduction............................................................................................................................. 50

4.1 Response Rate......................................................................................................................... 50

4.2 Demographic Characteristics of the Respondents .................................................................. 50

4.3 The Challenges Faced By the Staff of KSUSTA in Using EDMS......................................... 52

4.4 Strategic Approach to Address the Challenges Faced By the Staff of KSUSTA in Using EDMS ................................................... 56

4.5 The Effect of the Strategic Approach on the Use of EDMS Amongst the Staff of KSUSTA

After A Period Of 4months........................................................................................................... 59

CHAPTER FIVE ........................................................................................................................ 61

DISCUSSION, CONCLUSIONS AND RECOMMENDATIONS ......................................... 61

5.0 Introduction............................................................................................................................. 61

5.1 Discussion of the Findings...................................................................................................... 61

5.1.1 The Challenges Faced By the Staff of KSUSTA in Using EDMS...................................... 61

5.1.2 Strategic Approach to Address the Challenges Faced By the Staff of KSUSTA in Using EDMS.............................................................. 63

5.1.3 The Effect of the Strategic Approach on the Use of EDMS Amongst the Staff of KSUSTA After A Period Of 4months.................................... 66

5.2 Conclusion .............................................................................................................................. 67

5.3 Recommendations................................................................................................................... 68

5.4 Contribution to New Knowledge ............................................................................................ 69

5.5 Areas for Further Research ..................................................................................................... 70

References..................................................................................................................................... 71

APPENDIX I: INTRODUCTION LETTER ................................................................................ 91

APPENDIX II: CONSENT FORM .............................................................................................. 92

APPEND III: QUESTIONNAIRE................................................................................................ 93