IMPLEMENTATION OF ELECTRONIC DOCUMENT AND RECORD MANAGEMENT SYSTEM THE COUNTY PENSION FUND FINANCIAL SERVICES IN KENYA

Abstract

ABSTRACT The County Pension Fund (CPF) Financial Services is a retirement fund established in Kenya under the Retirement Benefits Authority (RBA) Act No. 01305 of 27th July, 2013. It is registered with the Retirement Benefits Authority for the staff of county governments with headquarters in Nairobi. This study investigated the implementation of Electronic Document and Record Management System (EDRMS) at the CPF with a view of proposing possible solutions to the challenges for successful implementation of EDRMS at CPF.The objectives were to: examine the functionality of EDRMS implemented at the CPF; establish the factors that influence the successful implementation of EDRMS; and establish the challenges of implementing the EDRMS at the CPF. The study was informed by the Records Continuum Model. This study adopted a case study design using a qualitative research approach. A sample of twenty six (26) out of a population of sixty four (64) were drawn from departmental heads, records management officers, ICT personnel and a focus group discussion with clerical officers were picked using purposive sampling. Data was collected using face-to-face interviews with the respondents. The thematic analysis was done using the ATLAS.ti software. Findings of the study established that the EDRMS was functioning effectively with increased multi-sharing of records and documents. However, implementation was faced with challenges such as high cost of maintenance, lack of a records retention and disposal software module and technophobia. This study concludes that EDRMS has improved the quality and consistency of CPF records management processes. The study recommended amongst others, investment on staff training specifically those dealing with EDRMS and change management, embracing new technology such as cloud computing to enhance records storage, installation of Optical Character Recognition (OCR) software which will enhance search capability of content and development of a records retention and disposal software module. The implementation process of EDRMS is a resource-intensive and complex with many challenges. This study provides practical implications on solutions and guidance on implementation of EDRMS.