Intellectual Capital and Scientific Collaboration

Saturday, November 2, 2013, 1:30pm

Perspectives on Electronic Archiving and Records Management Systems:  A Case Study

Jean-Pierre Booto Ekionea and Gérard Fillion 


Electronic archiving and records management systems describes a computerized method for organizing and managing information captured on paper and electronic documents within an organization. It primarily seeks to implement systems for acquiring, classifying, storing, indexing, and consulting. It is usually also capable of keeping track of the different versions modified by different users (history tracking). (Wikipedia, consulted from Web this August, 13 2013).

It is a form of managing inseparable capital information of written and unwritten knowledge that highlights. It relies for this on a number of technical tools but also on human management. By cross-cutting issue, it is part of a comprehensive approach to organizational strategy and integrates information systems that improve performance.

Indeed, the Congolese government just got out of more than a decade of war and out of structural cooperation. This has led not only to the erosion of human, but modern management tool records of administrative documents, financial, and accounting deficit.

At present, it has been found that the expenditure chain installed in 2003 within the Ministry of Finance, has increased significantly the number of records to be kept in all the parking spots. Yet this Ministry is responsible in particular for carrying out financial transactions on the one hand, and manages the general treasury account on other hand. It is experiencing difficulties due to the lack of an electronic filing system for paperwork, finance, and accounting. Electronic archiving and records management systems can enable them to provide better traceability of operations over time. While the role of such a system is in the strategic management of financial information to the extent that it is a living memory of the financial administration.

Especially when there are real advantages to digital information, including the sharing of information, it takes up little space, the use of search tools and ease of consulting documents by all employees and partners at the same time.

It is for these reasons that the public administrations, as well as private organizations need to capture, preserve, process, store, and use the knowledge contained in the archived documents and on the experiences and past lessons to meet their current and future needs (Rubenstein & Geisler, 2005). To achieve this, these organizations need to develop specific organizational capabilities in this area.

This is what justifies the appropriateness of applying a maturity model of these specific capabilities. The integrated three-dimensional maturity model has helped to make a diagnosis of specific organizational capabilities for managing and archiving paper and electronic documents.

Thus, its application in the Ministry of Finance showed that the ministry is either in the first or second level of the five levels of the maturity model. Specific recommendations were made and suggested to the ministry.

© 2013. All rights reserved.