Implementation of the SharePoint Platform as a Record Management System in Universities

Implementation of the SharePoint Platform as a Record Management System in Universities

Nkholedzeni Sidney Netshakhuma (University of Mpumalanga, South Africa)
DOI: 10.4018/978-1-6684-3364-5.ch007
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This chapter assesses the advantages and disadvantages of implementation of the SharePoint platform as a records management system at South African universities. The research found that implementation of SharePoint platform as a records management system requires universities to assemble a records management team with skills and knowledge on archives management and information communication technologies. The National Archives of South Africa should also provide advisory role on universities to select appropriate information communication technology. Development and implementation of the SharePoint platform as a records management system require organisational culture and collaboration of divisions, departments, and units of universities.
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Research Objectives

The study was guided by the following research objectives:

  • Investigate implementation of SharePoint platform in South African universities

  • Describe the challenges and advantages of the SharePoint platform in South African universities


Research Methodology

This study used a qualitative research approach, consisting of a literature review was used to address the research objectives. The decision to use a qualitative approach was based on the nature of the data collected and analyzed by the researcher. A range of literature was synthesized to provide a perspective on the SharePoint development platform, as a means of identifying the implications of the adoption of records management systems. A literature review was used for a systematic analysis of previous studies on the adoption of SharePoint as a records management system. Such a review lead to identifying a gap in the implementation of records management systems by various universities.

The author explored recent studies on electronic records management systems and information security i.e 2005 - 2021. Furthermore, several initiatives and guidelines that address challenges faced by organizations considering the adoption of an electronic content management system were identified. SharePoint plays a role in the management of an organization’s electronic records management (Feng & Pan, 2016). This is so because electronic recordkeeping systems are an integral component of organizations in both the private and public sectors. This is alluded to by Ferguson- Boucher and Convery (2011) who indicated that collaboration tools in SharePoint facilitate shared access to information to internal and external stakeholders.

Key Terms in this Chapter

SharePoint: Is a formalized means of organizing and storing an organization's documents, and other content, that relates to the organization's processes. the content management solution that will enable and make it easy for Unisa staff to manage documents and records of all types and formats in a uniform and efficient manner, in terms of the following tasks and activities.

Electronic Records Management System: It is an electronic records management system developed to manage electronic records.

Archives: It is a record with enduring value preserved by an organization.

Records: It is recorded information regardless of form or format.

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