THE MEDIATING ROLE OF ADOPTION IN ELECTRONIC RECORDS MANAGEMENT PRACTICES: AN EMPIRICAL STUDY OF MALAYSIAN BUSINESS ORGANIZATIONS
DOI:
https://doi.org/10.35631/IJMOE.832010Keywords:
Electronic Records Management System (ERMS), ERMS Adoption, ERMS implementation, Mediation Analysis, Records Management PracticeAbstract
This study explores the adoption and implementation of electronic records management practices within business organizations in Malaysia, as well as the role of Electronic Records Management as a mediating variable between organizational, technological, and environmental factors and the successful implementation of electronic records systems. The study utilizes data collected from 307 professionals across various industries in Malaysia. Respondent profiles indicate that 56% were aged between 40 and 44, 30% held executive or managerial positions, 49.2% held a bachelor's degree, and 16.3% held a master's degree. The technology profile reveals a diverse digital landscape, with 31.3% of respondents using general-purpose spreadsheets and 30.9% using specialized electronic records systems (such as DGFLO or DDMS). The two largest industry groups were the banking sector and the essential services sector, accounting for 21% and 19% of the total, respectively. These characteristics reflect the diversity of organizational and technological contexts in electronic records management; however, they are presented primarily as environmental features rather than direct drivers of adoption. Conceptually, the study demonstrates that ERM adoption acts as a crucial link between organizational factors (such as top management support and organizational culture), technological factors (such as knowledge and IT infrastructure), and environmental factors (such as policies and vendor support for electronic records management system implementation). The findings emphasize that the mere availability of technology is insufficient to guarantee effective electronic records management. Instead, organizations must successfully implement, integrate, and embed electronic records management practices into their workflows before the technology can translate into actual implementation outcomes. This study contributes to the development of a process-oriented perspective on electronic records management within Malaysian business organizations by distinguishing between the adoption and implementation of electronic records management, and by introducing the adoption of electronic records management as a mediating variable.
Downloads
References
Aldossari, S., Mokhtar, U. A., & Abdul Ghani, A. T. (2023). Factor influencing the adoption of Big Data Analytics: A systematic literature and experts review. Sage Open, 13(4), 21582440231217902.
Aliazas, J. V., Cruz, R. D., & Ilagan, N. (2024). Enhancing university operations: A study of the electronic document management systems (EDMS) of one higher education institution. Twist, 19(3), 229-237.
Bibiana, R. P., Luju, E., Juru, P., & Masri, M. (2025). Financial Record-Keeping Practices and Literacy of Ikat Weaving Msmes in Kupang City: Challenges and Opportunities. SENTRALISASI, 14(3), 350-371.
Bizi, M. K., Ghazali, A. M., & Yunus, M. N. (2025). The adoption of electronic records management system in an organization: A systematic literature review approach. Journal of Information and Knowledge Management, 15(SI2), 280-292.
Crisan, E. L., & Mihaila, A. (2023). Health-care information systems adoption–a review of management practices. Vilakshan-XIMB Journal of Management, 20(1), 130-139.
Derecho, K. C., Cafino, R., Aquino-Cafino, S. L., Isla, A., Jr., Esencia, J. A., Lactuan, N. J., Maranda, J. A. G., & Velasco, L. C. P. (2024). Technology adoption of electronic medical records in developing economies: A systematic review on physicians' perspective. Digital Health, 10, 1–14.
Gani, D. H. A., Abd Kadir, I. K., Masrek, M. N., & Ab Rahman, A. (2024). An evaluation of electronic document management system functionalities and effectiveness in Malaysia.
European Proceedings of Social and Behavioural Sciences, 133, 605–620.
Hawash, B., Mokhtar, U. A., Yusof, Z. M., & Mukred, M. (2022). Enhancing business continuity in the oil and gas industry through electronic records management system usage to improve off-site working: A narrative review. Journal of Information Science Theory and Practice, 10(2), 30–44.
Hossain, M. K., Sutanto, J., Handayani, P. W., Haryanto, A. A., Bhowmik, J., & Frings-Hessami, V. (2025). An exploratory study of electronic medical record implementation and recordkeeping culture: the case of hospitals in Indonesia. BMC Health Services Research, 25(1), 249.
John, D. R. (2023). Factors Influencing the Adoption and Use of the Electronic Document and Records Management System in Saint Vincent and the Grenadines’ Public Sector Using the Technology Acceptance Model (Master's thesis, National Dong Hwa University).
Jonck, P., & Nwosu, L. (2022). The influence of demographic variables on financial record-keeping in small-and medium-sized enterprises in the South African informal sector. Journal of Economic and Financial Sciences, 15(1), 681.
Julaihi, A. K., Jamaludin, S. N., Chik, N. K., & Johare, R. (2024). Digital record-keeping practices: Electronic records and archives in the cloud. International Journal of Engineering Trends and Technology, 72(10), 267-281.
Juliansyah, E., & Lawanda, I. I. (2024). Analisis Penerimaan Aplikasi Naskah Dinas Elektronik (Nadine) Di Biro Umum Sekretariat Jenderal Kementerian Keuangan Menggunakan Technology Acceptance Model (TAM). Khazanah: Jurnal Pengembangan Kearsipan, 17(1), 22-37.
Kabakus, A. K., Bahcekapili, E., & Ayaz, A. (2025). The effect of digital literacy on technology acceptance: An evaluation on administrative staff in higher education. Journal of Information Science, 51(4), 930-941.
Micheal, P. P., Yunus, M. N., & Kadir, I. K. A. (2023). Effects of Electronic Records Management Best Practices and Records Professionals in Malaysia. Environment-Behaviour Proceedings Journal, 8(SI12), 95-101.
Mohamad, M., Thani, A., Rosely, N., & Sakarji, S. (2023). Evolution of E-records Management Practices in E-government: A Malaysian Perspective. International Journal of Academic Research in Business and Social Sciences.
Mukred, M., Hawash, B., Nofal, M. I., Mokhtar, U. A., & Yusof, Z. M. (2022). Big data and electronic records management systems for public sector organizations competency. In 2022 International Conference on Cyber Resilience (ICCR) (pp. 1-7). IEEE.
Nooney, L. K., Al Abri, J. Y., Al Shereiqi, R. M., Al Haji, A. A., Ali Al-Busaidi, N. M., & Al Kharusi, H. A. (2024). THE BENEFITS AND CHALLENGES OF RECORD KEEPING AMONG SME IN NIZWA. Journal of Commerce & Accounting Research, 13(4), 100.
Rodan, J. D., Fang-Ming, H., & Yuh-Jia, C. (2026). Electronic Records Management Systems: A Literature Review. Information, 17(7), 629.
Yusof, K. H., Mutalib, S. K. S. A., & Sawal, M. Z. H. M. (2025). Factors affecting the adoption of electronic record management system (ERMS) in the government sector. Journal of Contemporary Social Science and Education Studies (JOCSSES) E-ISSN-2785-8774, 5(1), 64-69.
