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Critical Success Factors for Adopting Electronic Document Management Systems in Government Units

Ziemba Ewa, Papaj Tomasz, Descours Danuta

Annals of Computer Science and Information Systems

2022

Vol. 30

809--813

This study aims at proposing the framework of critical success factors (CSFs) for the adoption of electronic document management system (EDMS) in government units and identifying such factors for local government in Poland. The study was based on a literature review, interviews with 28 field experts, and a questionnaire survey. The results suggest a framework of 23 factors that were considered prerequisites for successful EDMS adoption. The factors are grouped into four categories to reflect economic, organizational, technological, and legal issues. Furthermore, nine CSFs for EDMS adoption in Polish local government units were identified. They include legislation imposing the obligation on EDMS adoption, technological readiness, quality of back-office software and its integration with front-office and ERP software, employees' awareness of EDMS adoption, front- and back-office software functionality and scope of its adoption, and information security. It is worth noticing that there are no economic factors in the set of the nine CSFs. The CSF framework proposed can be mainly useful for transition, emerging, and developing economies, especially in Central and East Europe. Government practitioners could find answers to an important question: which areas and activities of government units should be primarily focused on to achieve the most satisfying results of transforming traditional document management to electronic document management.