Strategic Approaches to Address the Challenges Faced in Using Electronic Document Management System: A Case of Staff of Kebbi State University of Science Ani) Technology Aliero, Nigeria.

ABSTRA CT 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, Stdl .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 R20. 164, pO.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. lurthermore, 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 .11

APPROVAL iii

DEDICATION iv

ACKNOWLEDGEMENTS v

LIST OF ABBREVIATIONS AND ACRONYMS vi

LIST OF TABLES x

LIST OF FIGURE xi

ABSTRACT Xii

CHAPTER ONE

INTROI)UCTION

1.0 Introduction 1

1.1 Background of the Study

1 .1 .1 Historical Perspective

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 II

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

vii

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 ANI) INTERPRETATIOI~ 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 l3y the Staff of KSUSTA in Using

EDMS 56

4.5 The Effect of the Strategic Approach on the Use o El)MS Amongst the Staff of KSUSTA

After A Period Of 4rnonths 59

CHAPTER FIVE 61

DISCUSSION, CONCLUSIONS ANI) 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 StaITofKSUSTA

After A Period Of 4rnonths 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