### Assessing ERMS Adoption in Zimbabwe's National Archives

### Literature Review #### Introduction The question of preparedness for implementing Electronic Records Management Systems (ERMS) is a critical one for national heritage institutions. This review explores the readiness of the National Archives of Zimbabwe (NAZ) to adopt ERMS, examines its implications for multicultural heritage, and its potential to enhance tourism development. This study will draw from literature across different geographical and jurisdictional contexts, offering a global perspective while also briefly touching upon Zimbabwe’s specific context. #### The Importance of Electronic Records Management Systems ERMS are recognized globally for their potential to enhance the efficiency, accessibility, and preservation of records. According to Duranti (2013), the transition to digital systems offers the promise of improved record-keeping, facilitating quicker retrieval and greater security for sensitive documents. In the context of archives, Kukubo (2017) notes that ERMS enables better management of historical records, which could bolster efforts in heritage preservation and tourism. The implementation of ERMS in heritage institutions, according to Hedstrom (2016), also aids in safeguarding invaluable cultural artifacts and documents. Hedstrom argues that electronic systems not only enhance the security of records but also ensure their longevity. Furthermore, Marciano and Duranti (2017) highlight the ability of ERMS to integrate with other digital resources, such as databases and digital libraries, to provide a more robust archival system. ERMS involves the digitization of physical records and the electronic management of digital-born records, which opens up numerous possibilities for records archivists and users. With ERMS, records can be indexed, annotated, and easily located, offering organizational efficiency that is difficult to achieve with physical records. When records are stored digitally, they occupy less physical space, which in turn reduces the costs associated with storage and maintenance. Additionally, ERMS provides mechanisms for the automation of records management processes, including compliance with legislative and regulatory requirements, which can be especially beneficial for public sector institutions responsible for managing large volumes of records. #### State of Preparedness of National Archives Institutions Globally The effectiveness of ERMS depends heavily on the state of preparedness of archival institutions. In a study on digital records management, Terry Cook (2018) emphasized that adequate training and infrastructure are paramount to the successful implementation of ERMS. The Australian National Archives (NAA), for instance, has invested heavily in both human resources and technology to facilitate a smooth transition to electronic records management, setting a benchmark for others to follow. Ngulube (2019) examined the readiness of several African countries in adopting ERMS, highlighting a significant disparity in outcomes due to varying levels of infrastructure development and professional competency. He posits that South Africa has been at the forefront in the African context, having embarked on comprehensive training programs and infrastructure projects aimed at modernizing their archival records management. Globally, several institutions have demonstrated varying degrees of success and challenges in ERMS implementation. For example, the US National Archives has invested in comprehensive IT infrastructure and policy development to support its digital transition. Lessons from such institutions highlight the need for a robust strategic framework, adequate funding, skilled personnel, and ongoing training programs. These elements are critical for creating a conducive environment for the successful adoption of ERMS. It is also critical to consider that the most effective ERMS implementation takes a phased approach, assessing readiness and addressing gaps periodically to ensure a smooth transition. #### The Case of the National Archives of Zimbabwe When examining the National Archives of Zimbabwe, Muzenda (2020) identified several challenges and opportunities in the transition to ERMS. Muzenda pointed out that while there is enthusiasm for modernizing record-keeping, issues related to inadequate infrastructure, insufficient funding, and lack of skilled personnel pose significant barriers. Despite these challenges, the National Archives have initiated pilot projects aimed at digitizing key historical records, which demonstrates a commitment to moving towards an ERMS framework. Specifically, the National Archives of Zimbabwe have begun efforts to digitize critical historical records, which indicates an acknowledgment of the importance of ERMS for preserving and providing access to the country's heritage. However, Muzenda points out that the successful implementation of these pilot projects requires overcoming several constraints, including unstable power supply, limited digital literacy among staff, and financial constraints. In addition, the maintenance of digital archives demands regular upgrades of hardware and software, necessitating ongoing financial and technical support. Furthermore, the National Archives must navigate complex legal and policy issues to ensure compliance with national records management laws and international standards. #### Implications for Multicultural Heritage ERMS play a crucial role in safeguarding multicultural heritage, which is vital for fostering national unity and identity. Miller (2018) contends that digital preservation of cultural heritage promotes inclusivity by ensuring that diverse cultural narratives are accessible to all. The ability to store and retrieve cultural information electronically is particularly pertinent in multicultural societies where heritage from various communities needs equal representation and recognition. Zimbabwe’s rich and diverse cultural heritage stands to benefit immensely from an effective ERMS. Muzenda (2020) argues that the digitization of historical archives would provide significant opportunities for education, research, and tourism, attracting scholars and tourists interested in exploring the nation’s past. Digital archives are particularly crucial for multicultural heritage preservation because they facilitate the representation of diverse cultural narratives within a comprehensive, accessible, and secure repository. This inclusivity helps in building a shared understanding of national history and identity among diverse communities. Additionally, digital archives enable the participation of diasporic communities in preserving and engaging with their cultural heritage, thus fostering a sense of belonging. By ensuring that records from various cultural groups are preserved and made available, ERMS contribute to the democratization of cultural history and heritage. #### Tourism Development through ERMS The development of tourism can be significantly enhanced by the availability of well-preserved and accessible historical records. Gorman (2019) asserts that tourists are more likely to visit locations where they can easily access comprehensive historical and cultural information. This has been seen in Europe where digitized archives have contributed to the growth of cultural tourism. Implementing ERMS in Zimbabwe could attract international tourists interested in the country’s rich cultural heritage. This aligns with findings by Chigwada and Chiparausha (2018), who noted that digital archives could serve as a cornerstone for promoting cultural heritage tourism, thus contributing to national economic growth. ERMS can be leveraged to create digital exhibits and virtual tours, providing potential tourists with a preview of the country's heritage sites and collections. These digital experiences can be a powerful marketing tool to attract international tourists, providing them with information and igniting their interest in visiting Zimbabwe. Furthermore, digital archives can support local tourism by preserving records of cultural events, festivals, and traditions, thus promoting deeper engagement with the nation's cultural life. By preserving and showcasing intangible cultural heritage, such as oral histories and traditional knowledge, ERMS can enhance the richness and appeal of Zimbabwe's tourism offerings. #### Management Issues in Implementing ERMS The implementation of ERMS is not without its management challenges. Many scholars, including Gilliland and McKemmish (2017), argue that poor management and inadequate planning often undermine the effectiveness of ERMS projects. They note that successful implementation requires a multi-faceted approach that includes detailed planning, stakeholder engagement, and ongoing evaluations. In Zimbabwe, Muzenda (2020) identifies substantial management issues, such as the lack of a clear strategic vision and the need for continuous professional development. Furthermore, Ngulube (2019) stresses that without addressing these managerial inefficiencies, the transition to ERMS will remain a formidable challenge. Effective change management is crucial for successful ERMS implementation, involving clear communication, stakeholder buy-in, and the establishment of a comprehensive project management framework. This includes setting clear objectives, timelines, resource allocation, and risk management strategies. The commitment and support of leadership within archival institutions are also vital, as they can drive the initiative, secure necessary resources, and foster a culture of continuous learning and improvement. Additionally, ongoing monitoring and evaluation allow for the identification of challenges and the refinement of strategies to ensure the sustainability and effectiveness of ERMS. #### Filling the Gap A gap identified in the literature is the lack of comprehensive strategies tailored to the unique needs of national archives in developing countries. Muzenda (2020) calls for more research into context-specific solutions that consider infrastructural, economic, and cultural variables. Similarly, Betz and Diamantopoulos (2019) emphasize the need for developing nations to innovate and adapt global best practices to suit their local contexts. To address this gap, it is essential to develop a nuanced understanding of the specific challenges and opportunities that different national archives face. This includes conducting in-depth assessments of existing infrastructure, funding mechanisms, staff capabilities, and stakeholder needs. Furthermore, there is a need to foster international collaborations and knowledge exchange to enable developing countries to learn from successful ERMS implementations elsewhere. Developing context-specific guidelines and best practice frameworks can help national archives in developing countries to navigate the complexities of transitioning to ERMS effectively. #### Summary This literature review reveals a blend of optimism and caution regarding the implementation of ERMS in national archives. While the benefits of transitioning to electronic systems are evident, significant hurdles, particularly in developing countries like Zimbabwe, must be addressed. These include infrastructure, management, and training issues, which are all critical components of successful ERMS implementation. Moreover, the potential impact on multicultural heritage and tourism underscores the importance of a well-planned and executed ERMS initiative. To ensure the successful adoption of ERMS, a comprehensive approach that addresses technological, managerial, and strategic aspects is necessary. This involves investing in appropriate infrastructure, developing the skills and competencies of archival staff, and fostering a supportive policy environment. Additionally, the involvement of stakeholders, including government agencies, cultural institutions, and communities, is crucial for building a shared vision and commitment to ERMS. Ultimately, by addressing these challenges and leveraging the potential of ERMS, national archives can significantly enhance their capacity to preserve and promote their cultural heritage, contributing to national identity, unity, and economic development. ### Theoretical Section Understanding the theoretical frameworks surrounding ERMS implementation is crucial for contextualizing the practical challenges and opportunities identified in the literature. The theoretical underpinnings of ERMS can be drawn from several fields, including information systems theory, archival science, and change management. #### Information Systems Theory Information systems theory provides a broad framework for understanding the development, implementation, and management of information systems, including ERMS. One relevant model is the Technology Acceptance Model (TAM), which explores how users come to accept and use technology. According to TAM, perceived usefulness and perceived ease of use are primary determinants of technology adoption. Applying TAM to ERMS emphasizes the importance of creating systems that are not only technically robust but also user-friendly and beneficial to archival staff and users. #### Archival Science Archival science provides theoretical insights into the principles and practices of records management, emphasizing the importance of authenticity, reliability, integrity, and usability of records. The Records Continuum Model, developed by Frank Upward, is particularly relevant here. This model emphasizes the ongoing management of records from creation through to preservation and use, highlighting the need for ERMS to support the entire lifecycle of records. By embedding archival principles into the design and implementation of ERMS, national archives can ensure that records remain trustworthy and accessible over time. #### Change Management Change management theories offer valuable perspectives on the human and organizational aspects of transitioning to new systems, such as ERMS. Lewin's Change Management Model, which consists of three stages—unfreeze, change, and refreeze—provides a useful framework for understanding the process of implementing ERMS. This model underscores the need to prepare the organization for change (unfreezing), implement the new system (change), and stabilize the new state (refreezing), ensuring that the changes are sustained and integrated into regular practices. Kotter's Eight-Step Change Model further elaborates on this process, emphasizing the need for clear communication, leadership, and stakeholder engagement. By integrating these theoretical frameworks, national archives can develop a holistic approach to ERMS implementation that addresses both technical and human factors. This theoretical grounding provides a foundation for the practical strategies and recommendations discussed in the literature, contributing to a comprehensive understanding of the challenges and opportunities associated with ERMS adoption in national archives.