Libraries at University of Nebraska-Lincoln

 

Abstract

This study aims to review the implementation of functional requirements of electronic records management systems (ERMS) at the best Indonesian academic archive (LKPT), from the perspective of archivists and ERMS developers. This instrumental case study was conducted at three of the best academic archives in Indonesia using a checklist; the resulting data were examined and presented qualitatively. The findings show that the ERMS developed by LKPTs do not meet international functional standards, due to LKPTs and internal units are unprepared to implement the ERMS provided by the national archives. On the other hand, archivists and system developers demonstrate an acute awareness of the importance of functional requirements in building an ERMS, provided that the archivists can adapt to the organization’s business processes and are user oriented. In other words, for implementing the functional requirements must first consider following factors: legal frameworks, readiness of resources, and user friendliness. Archivists and developers are also concerned with establishing effective records management by reviewing the underlying regulations. The results accurately reflect the application (or lack thereof) of functional requirements in academic archives in Indonesia. Therefore, this study establishes parameters for the development of an ideal ERMS that will be relevant to academic archive organizations’ business. There is a suggestion for the National Archive of Indonesia in particular, and potentially other institutions if applied generally, should implement international standards for the internal environment of an archival institution to elaborate on the need to achieve effective record management and accurate administrative business.

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