The contribution of knowledge sharing in the effective implementation of electronic document and records management systems in the Namibian public service

Thumbnail Image
Journal Title
Journal ISSN
Volume Title
University of Namibia
The study investigated the contribution of Knowledge Sharing (KS) to the successful implementation of the Electronic Document and Records Management System (EDRMS) in the Namibian public service. Various reasons to justify the poor success of EDRMS implementation have been identified across several studies but the role and contribution of KS as a key element towards the successful implementation of EDRMS has not been established. In this regard, the study adopted an interpretivist research paradigm, a qualitative research approach for the data collection and a multiple case study research design. The study targeted three (3) Offices/Ministries/Agencies out of the first nine Offices/Ministries/Agencies that implemented the EDRMS between 2009 and 2010. The sample size consisted of twenty-one (21) participants, whereby seven (7) were from the Office of the Prime Minister, nine (9) from the National Archives of Namibia, and five (5) from the National Planning Commission. Data were collected through document analysis, semi-structured interviews and participant observations. The study found that the reason for the poor success of EDRMS implementation in the Namibian public service points to a lack of and/or poor sharing of knowledge during the implementation stages of EDRMS. This was because both key users and end users of EDRMS in the three O/M/As did not have adequate knowledge sharing opportunities, other than training sessions on EDRMS operations. Based on this, the study recommends that KS ought to be prioritised as a key element of change management, particularly with the introduction of new work processes and procedures. KS should take place at every stage and/or level of EDRMS implementation among all staff members in an institution. Therefore, institutions should deliberately design and create opportunities that would engage all employees and lead to active KS throughout all the divisions and units of an institution. Areas for further studies could include investigating the impact of team building and employees interrelationships towards the successful implementation of EDRMS.
A thesis submitted in fulfilment of the requirements for the Degree of Master of Arts (Records and Archives Management)
Business Classification Schemes, Change Management, EDRMS Implementation, Information and Communication Technologies (ICT),, Knowledge Sharing