Integration of records management systems at a South African water utility company
Global Knowledge, Memory and Communication
ISSN: 2514-9342
Article publication date: 8 February 2021
Issue publication date: 16 November 2021
Abstract
Purpose
Digital records are either stored in an enterprise resource planning (ERP) or an electronic content management (ECM) system or managed without the benefit of either. To achieve high productivity, integration of these systems is required. However, the utilisation of either an ERP or ECM system is absent in many organisations. The purpose of this paper is to explore the development of a framework that may support the integration of an ERP into an ECM system at Rand Water.
Design/methodology/approach
This qualitative study used a case design with 14 interviewees from different levels in the organisation and diverse business units using ERP and ECM to perform their operational deliverables. Purposive sampling was used to select the interviewees in line with their area of work, role and level of operation.
Findings
This study established that the water utility company has implemented an ERP system (SAP) since 2004 and ECM systems since 1991 (Papertrail and later IBM FileNet) with only the information flow module integrated. This study suggested that to integrate ERP into ECM, human and non-human actors need to collaborate to ensure large-scale integration.
Originality/value
This study presents a framework for integrating ERP into ECM. It is suggested that an integration module for ERPs called extended ECM, be considered. A further study of the transfer of digital records in ECM into archival custody is recommended.
Keywords
Citation
Ngoepe, M. and Mello, V. (2021), "Integration of records management systems at a South African water utility company", Global Knowledge, Memory and Communication, Vol. 70 No. 8/9, pp. 801-816. https://doi.org/10.1108/GKMC-08-2020-0125
Publisher
:Emerald Publishing Limited
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