Electronic Records Management Systems: A Literature Review

Abstract

The increasing reliance on digital infrastructures has positioned electronic records management systems (ERMS) as critical mechanisms for supporting organisational governance, accountability, transparency, and effective service delivery. This study presents a structured qualitative literature review examining ERMS implementation across developed and developing institutional contexts to identify key determinants, recurring implementation challenges, and contextual variations in adoption patterns. Drawing on studies published between 2012 and 2026, the review adopts a socio-technical analytical framework that categorises implementation determinants into environmental, technological, and organisational dimensions, specifically: governance and policy alignment; technological infrastructure readiness; interoperability and system integration; and human re-source capacity and organisational culture. The findings indicate that successful ERMS implementation depends on the alignment and interaction of governance frameworks, technological capabilities, and organisational readiness. The analysis further demonstrates that these determinants are highly interdependent and vary according to levels of institutional and digital maturity. In developing contexts, implementation is primarily constrained by inadequate infrastructure, financial limitations, weak policy enforcement, and shortages of skilled personnel. In contrast, digitally mature environments increasingly focus on interoperability, metadata standardisation, usability optimisation, and long-term digital preservation. This study contributes to the literature by synthesising fragmented empirical findings into an integrated socio-technical framework, thereby advancing a more structured understanding of ERMS implementation across diverse governance environments. The review also identifies major methodological limitations within the existing literature, including limited empirical validation, weak longitudinal analysis, language bias, and the predominance of single-institution case study designs. The findings provide practical implications for policymakers, information managers, and institutions seeking to strengthen electronic records management and information governance practices. Future research should prioritise longitudinal, comparative, and cross-national studies to further advance theoretical and empirical understanding of ERMS implementation.