The Impact of Electronic Records Management Systems on Reducing Paperwork in Higher Learning Institutions at Mbeya University of Science and Technology (MUST)

Abstract

The study assessed the impact of electronic records management systems on reducing paper work in higher learning institutions using the case of Mbeya University of Science and Technology (MUST). The study adopted three specific objectives: examining electronic records management systems for reduced paper work at MUST, determining the need for paper records in conducting government business at MUST, and establishing challenges associated with utilizing e-systems on public records management at MUST. The study used a descriptive research design where data were collected using interviews and focus group discussions with a sample of 30 respondents which were purposively and conveniently selected. The findings of the study indicate that, MUST use e-office as an electronic system for managing its records. Also, the study reveals that paper records are still created, used, and managed by the institution. Despite the adoption of e-office MUST experiences challenges like; low knowledge of records custodian on using ICT facilities, low network limiting continuation of works, power cut off leading to accumulation of pending works, inadequate ICT facilities such as printer, scanner and Uninterruptible Power Supply (UPS). The study recommends; the provision of basic knowledge of ICT to records custodians, increasing the supply of ICT facilities and infrastructures, and updating legal frameworks to accommodate the current technological changes.