The Adoption of Electronic Records Management System in an Organization: A Systematic Literature Review Approach

Authors

  • Muhammad Karfa Bizi College of Computing, Informatics and Mathematics, Universiti Teknologi MARA Selangor, 40150 Puncak Perdana, Selangor Malaysia
  • Asmadi Mohammed Ghazali College of Computing, Informatics and Mathematics, Universiti Teknologi MARA Kedah, 08400 Songai Petani, Kedah, Malaysia
  • Mohd Nizam Yunus College of Computing, Informatics and Mathematics, Universiti Teknologi MARA Selangor, 40150 Puncak Perdana, Selangor Malaysia

DOI:

https://doi.org/10.24191/jikm.v15iSI2.8299

Keywords:

Electronic Records Management Systems (ERMS), TOE framework, Task-Technology Fit (TTF) theory, Systematic literature review, Technology adoption

Abstract

This study investigates the key factors influencing the adoption of Electronic Records Management Systems (ERMS) in organizations, with a particular focus on developing countries. Through a systematic literature review (SLR) of 16 high-quality studies, this research identifies 12 critical factors driving ERMS adoption, including relative advantage, compatibility, management support, and government policies. By integrating the Technology-Organization-Environment (TOE) framework and Task-Technology Fit (TTF) theory, this study presents a novel, holistic framework for understanding ERMS adoption. The findings highlight the importance of organizational readiness, management support, and training in ensuring successful ERMS adoption. Policymakers, IT vendors, and organizations can leverage these insights to address technical, managerial, and environmental challenges, accelerating ERMS adoption and enhancing operational efficiency.

References

Abdullah, A. L., Mohammad Yusof, Z., & Mokhtar, U. A. (2020). Factors influencing the implementation of electronic records and information management: A case study in military service in Malaysia. Records Management Journal, 30(1), 81–99. https://doi.org/10.1108/RMJ-10-2018-0043

Adeshina, S. A., & Ojo, A. (2020). Factors for e-voting adoption - analysis of general elections in Nigeria. Government Information Quarterly, 37(3), 101257. https://doi.org/10.1016/j.giq.2017.09.006

Al-Emran, M., Mezhuyev, V., & Kamaludin, A. (2018). Technology Acceptance Model in M-learning context: A systematic review. Computers and Education, 125(August 2017), 389–412. https://doi.org/10.1016/j.compedu.2018.06.008

Al-Emran, M., Mezhuyev, V., & Kamaludin, A. (2020). Towards a conceptual model for examining the impact of knowledge management factors on mobile learning acceptance. Technology in Society, 61(February), 101247. https://doi.org/10.1016/j.techsoc.2020.101247

AlBar, A. M., & Hoque, M. R. (2019). Factors affecting cloud ERP adoption in Saudi Arabia: An empirical study. Information Development, 35(1), 150–164.

Amodu, O. S. (2021). National Archives Ibadan and Archival Management in Nigeria : Challenges and. Kashere Journal of Humanities, Management and Social Sciences, 3(2).

Asogwa, B. E., Ezeani, C. N., & Asogwa, M. N. (2021). Status of electronic records management (e-RM) in African university libraries: experience from Nigerian universities. Library Management, 42(8–9), 515–530. https://doi.org/10.1108/LM-04-2021-0036

Awa, H. O., Ojiabo, O. U., & Orokor, L. E. (2017). Integrated technology-organization-environment (T-O-E) taxonomies for technology adoption. Journal of Enterprise Information Management, 30(6), 893–921. https://doi.org/10.1108/JEIM-03-2016-0079

Ayaz, A., & Yanartaş, M. (2020). An analysis on the unified theory of acceptance and use of technology theory (UTAUT): Acceptance of electronic document management system (EDMS). Computers in Human Behavior Reports, 2(October). https://doi.org/10.1016/j.chbr.2020.100032

Davidson, E., Baird, A., & Prince, K. (2018). Opening the envelope of health care information systems research. Information and Organization, 28(3), 140–151. https://doi.org/https://doi.org/10.1016/j.infoandorg.2018.07.001

Fu, C. J., Silalahi, A. D. K., Yang, L. W., & Eunike, I. J. (2024). Advancing SME performance: a novel application of the technological-organizational-environment framework in social media marketing adoption. Cogent Business and Management, 11(1). https://doi.org/10.1080/23311975.2024.2360509

Gangwar, H., Hema, D., & Ramaswamy, R. (2015). Journal of Enterprise Information Management Understanding determinants of cloud computing adoption using an integrated TAM-TOE model. Journal of Enterprise Information Management, 28(1), 107–130.

Giannakos, M. N., Mikalef, P., & Pappas, I. O. (2022). Systematic Literature Review of E-Learning Capabilities to Enhance Organizational Learning. Information Systems Frontiers, 24(2), 619–635. https://doi.org/10.1007/s10796-020-10097-2

Goodhue, D. L., & Thompson, R. L. (1995). Task-technology fit and individual performance. MIS Quarterly: Management Information Systems, 19(2), 213–233. https://doi.org/10.2307/249689

Hansen, S., & Baroody, A. J. (2023). Beyond the boundaries of care: Electronic health records and the changing practices of healthcare. Information and Organization, 33(3), 100477. https://doi.org/10.1016/j.infoandorg.2023.100477

Hansen, S., & James Baroody, A. (2020). Electronic health records and the logics of care: Complementarity and conflict in the U.S. Healthcare system. Information Systems Research, 31(1), 57–75. https://doi.org/10.1287/ISRE.2019.0875

Hawash, B., Mokhtar, U. A., Yusof, Z. M., & Mukred, M. (2020). The adoption of electronic records management system (ERMS) in the Yemeni oil and gas sector: Influencing factors. Records Management Journal, 30(1), 1 – 22. https://doi.org/10.1108/RMJ-03-2019-0010

Hiran, K. K., & Henten, A. (2020). An integrated TOE--DoI framework for cloud computing adoption in the higher education sector: case study of Sub-Saharan Africa, Ethiopia. International Journal of System Assurance Engineering and Management, 11, 441–449.

Howard, M. C., & Hair, J. F. (2023). Integrating the Expanded Task-technology Fit Theory and the Technology Acceptance Model: A Multi-wave Empirical Analysis. AIS Transactions on Human-Computer Interaction, 15(1), 83–110. https://doi.org/10.17705/1thci.00184

Howard, M. C., & Rose, J. C. (2019). Refining and extending task–technology fit theory: Creation of two task–technology fit scales and empirical clarification of the construct. Information and Management, 56(6), 103134. https://doi.org/10.1016/j.im.2018.12.002

Joshua, D., & King, L. (2020). The Utilization of e-resources at Modibbo Adama University of Technology ( MAUTech ), Yola , Adamawa State , Nigeria. International Journal of Knowledge Content Development & Technology, 10(1), 47–70.

Juntunen, M., & Lehenkari, M. (2021). A narrative literature review process for an academic business research thesis. Studies in Higher Education, 46(2), 330–342.

Kabukye, J. K., de Keizer, N., & Cornet, R. (2020). Assessment of organizational readiness to implement an electronic health record system in a low-resource settings cancer hospital: A cross-sectional survey. PLoS ONE, 15(6), 1–11. https://doi.org/10.1371/journal.pone.0234711

Khan, M. J., Hussain, D., & Mehmood, W. (2016). Why do firms adopt enterprise risk management (ERM)? Empirical evidence from France. Management Decision, 54(8), 1886–1907. https://doi.org/10.1108/MD-09-2015-0400

Khayer, A., Talukder, M. S., Bao, Y., & Hossain, M. N. (2020). Cloud computing adoption and its impact on SMEs’ performance for cloud supported operations: A dual-stage analytical approach. Technology in Society, 60(December 2019), 101225. https://doi.org/10.1016/j.techsoc.2019.101225

Kruger, S., & Steyn, A. A. (2024). Navigating the fourth industrial revolution: a systematic review of technology adoption model trends. Journal of Science and Technology Policy Management. https://doi.org/10.1108/JSTPM-11-2022-0188

Li, J. C. F. (2020). Roles of individual perception in technology adoption at organization level: Behavioral model versus toe framework. Journal of System and Management Sciences, 10(3), 97–118. https://doi.org/10.33168/JSMS.2020.0308

Luft, J. A., Jeong, S., Idsardi, R., & Gardner, G. (2022). Literature Reviews, Theoretical Frameworks, and Conceptual Frameworks: An Introduction for New Biology Education Researchers. CBE Life Sciences Education, 21(3), rm33. https://doi.org/10.1187/cbe.21-05-0134

Madaki, A. S., Ahmad, K., Singh, D., & Abdullah, A. A. R. A. (2023). Unleashing the Impact of IT Integration Implementation in Public Sector Organizations Through the Lens of TOE: A Review. 2023 International Conference on Electrical Engineering and Informatics (ICEEI), 1–6. https://doi.org/10.1109/ICEEI59426.2023.10346696

Manz, F. (2019). Determinants of non-performing loans: What do we know? A systematic review and avenues for future research. Management Review Quarterly, 69(4), 351–389.

Matlala, M. E., & Ncube, T. R. (2024). Electronic records management amidst the seismic shift in the dynamic infosphere. Records Management Journal. https://doi.org/10.1108/RMJ-04-2023-0022

Moher, D., Liberati, A., Tetzlaff, J., & Altman, D. G. (2009). Preferred Reporting Items for Systematic Reviews and Metanalysis. PLoS Med, 6(7), 1–6. https://doi.org/https://doi.org/10.1371/journal.pmed.1000097

Muchenje, G., & Seppänen, M. (2023). Unpacking task-technology fit to explore the business value of big data analytics. International Journal of Information Management, 69(July 2022). https://doi.org/10.1016/j.ijinfomgt.2022.102619

Mukred, M., & Yusof, Z. M. (2018). The performance of educational institutions through the electronic records management systems: Factors influencing electronic records management system adoption. International Journal of Information Technology Project Management, 9(3), 34 – 51. https://doi.org/10.4018/IJITPM.2018070103

Mukred, M., Yusof, Z. M., Al-Moallemi, W. A., Mokhtar, U. A., & Hawash, B. (2021). Electronic records management systems and the competency of educational institutions: Evidence from Yemen. Information Development, 38(1), 125–148. https://doi.org/10.1177/0266666920980829

Mukred, M., Yusof, Z. M., Alotaibi, F. M., Mokhtar, U. A., & Fauzi, F. (2019). The Key Factors in Adopting an Electronic Records Management System (ERMS) in the Educational Sector: A UTAUT-Based Framework. IEEE Access, 7, 35963 – 35980. https://doi.org/10.1109/ACCESS.2019.2904617

Mukred, M., Yusof, Z. M., Asma’ Mokhtar, U., Sadiq, A. S., Hawash, B., & Ahmed, W. A. (2021). Improving the decision-making process in the higher learning institutions via electronic records management system adoption. KSII Transactions on Internet and Information Systems, 15(1), 90 – 113. https://doi.org/10.3837/TIIS.2021.01.006

Mukred, M., Yusof, Z. M., Mokhtar, U. A., & Fauzi, F. (2019a). A framework for electronic records management system adoption in the higher professional education: Individual, technological and environmental factors. Advances in Intelligent Systems and Computing, 843, 840–849. https://doi.org/10.1007/978-3-319-99007-1_78

Mukred, M., Yusof, Z. M., Mokhtar, U. A., & Fauzi, F. (2019b). Taxonomic framework for factors influencing ERMS adoption in organisations of higher professional education. Journal of Information Science, 45(2), 139 – 155. https://doi.org/10.1177/0165551518783133

Mukred, M., Yusof, Z. M., Mokhtar, U. A., & Manap, N. A. (2016). Electronic records management system adoption readiness framework for higher professional education institutions in Yemen. International Journal on Advanced Science, Engineering and Information Technology, 6(6), 804 – 811. https://doi.org/10.18517/ijaseit.6.6.1369

Nguyen, T. H., Le, X. C., & Vu, T. H. L. (2022). An Extended Technology-Organization-Environment (TOE) Framework for Online Retailing Utilization in Digital Transformation: Empirical Evidence from Vietnam. Journal of Open Innovation: Technology, Market, and Complexity, 8(4), 200. https://doi.org/10.3390/joitmc8040200

Omotayo, F. O., & Haliru, A. R. (2020). Perception of task-technology fit of digital library among undergraduates in selected universities in Nigeria. Journal of Academic Librarianship, 46(1), 102097. https://doi.org/10.1016/j.acalib.2019.102097

Paul, J., Khatri, P., & Kaur Duggal, H. (2023). Frameworks for developing impactful systematic literature reviews and theory building: What, Why and How? Journal of Decision Systems, 33(4), 537–550. https://doi.org/10.1080/12460125.2023.2197700

Prasad Agrawal, K. (2024). Towards Adoption of Generative AI in Organizational Settings. Journal of Computer Information Systems, 64(5), 636–651. https://doi.org/10.1080/08874417.2023.2240744

Rahi, S., Khan, M. M., & Alghizzawi, M. (2021). Extension of technology continuance theory (TCT) with task technology fit (TTF) in the context of Internet banking user continuance intention. International Journal of Quality and Reliability Management, 38(4), 986–1004. https://doi.org/10.1108/IJQRM-03-2020-0074

Rahurkar, S., Jonnalagadda, P., Tutt, J. K., Dixon, B. E., & Menachemi, N. (2023). Policies and incentives for adoption: toward broader use. In Health Information Exchange (pp. 57–86). Elsevier.

Renukappa, S., Mudiyi, P., Suresh, S., Abdalla, W., & Subbarao, C. (2022). Evaluation of challenges for adoption of smart healthcare strategies.

Smart Health, 26(October), 100330. https://doi.org/10.1016/j.smhl.2022.100330

Salisu, I., Bin Mohd Sappri, M., & Bin Omar, M. F. (2021). The adoption of business intelligence systems in small and medium enterprises in the healthcare sector: A systematic literature review. Cogent Business and Management, 8(1). https://doi.org/10.1080/23311975.2021.1935663

Semantha, F. H., Azam, S., Shanmugam, B., Yeo, K. C., & Beeravolu, A. R. (2021). A Conceptual Framework to Ensure Privacy in Patient Record Management System. IEEE Access, 9, 165667–165689. https://doi.org/10.1109/ACCESS.2021.3134873

Shonhe, L., & Grand, B. (2020). Implementation of electronic records management systems: Lessons learned from Tlokweng land Board-Botswana. Records Management Journal, 30(1), 43–62. https://doi.org/10.1108/RMJ-03-2019-0013

Soltanizadeh, S., Abdul Rasid, S. Z., Mottaghi Golshan, N., & Wan Ismail, W. K. (2016). Business strategy, enterprise risk management and organizational performance. Management Research Review, 39(9), 1016–1033. https://doi.org/10.1108/MRR-05-2015-0107

Spies, R., Grobbelaar, S., & Botha, A. (2020). A Scoping Review of the Application of the Task-Technology Fit Theory. Lecture Notes in Computer Science (Including Subseries Lecture Notes in Artificial Intelligence and Lecture Notes in Bioinformatics), 12066 LNCS, 397–408. https://doi.org/10.1007/978-3-030-44999-5_33

Triandini, E., Wijaya, I. G. N. S., Suniantara, I. K. P., Sugiarto, & Setyohadi, D. B. (2022). Adoption Technology at MSME: A Conceptual Model with TOE. 2022 Seventh International Conference on Informatics and Computing (ICIC), 1–5. https://doi.org/10.1109/ICIC56845.2022.10006990

Xiao, Y., & Watson, M. (2019). Guidance on conducting a systematic literature review. Journal of Planning Education and Research, 39(1), 93–112.

Yakubu, M. N., Dasuki, S. I., Abubakar, A. M., & Kah, M. M. O. (2020). Determinants of learning management systems adoption in Nigeria: A hybrid SEM and artificial neural network approach. Education and Information Technologies, 25, 3515–3539.

Yang, Q., Du, Y., & Shi, L. (2020). Exploring the mechanisms for records management’s digital transformation: a case study from China. Records Management Journal, 31(1), 34–47. https://doi.org/10.1108/RMJ-10-2019-0064

Downloads

Published

01-08-2025

How to Cite

Bizi, M. K., Mohammed Ghazali, A., & Yunus, M. N. (2025). The Adoption of Electronic Records Management System in an Organization: A Systematic Literature Review Approach. Journal of Information and Knowledge Management, 15(SI2), 280–292. https://doi.org/10.24191/jikm.v15iSI2.8299

Issue

Vol. 15 No. SI2 (2025): Special Issue 2: International Conference of Information Science (ICIS) 2025

Section

The 6th International Conference of Information Science

Categories

License

Copyright (c) 2025 Muhammad Karfa Bizi, Asmadi Mohammed Ghazali, Mohd Nizam Yunus

Creative Commons License

This work is licensed under a Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International License.

Copyright of articles that appear in the journal belongs exclusively to Faculty of Information Science, Universiti Teknologi MARA (Publisher). This copyright covers the rights to reproduce the article, including reprints, electronic reproductions or any other reproductions of similar nature.