Electronic records management system risk elements and training in institutions and organizations: Çankırı Karatekin University example

This study examines the risk management in Electronic Records Management System (ERMS) in institutions and organizations in Turkey. The main purpose of the study is to develop a training material to identify, analyze and reduce risks in electronic records management systems and processes. For this purpose, a draft training material was first created from sources in the literature (guides, standards, academic studies, etc.). Then, interviews were conducted with eight experts/academics working in the field of records management, ERMS representatives working in thirteen institutions and organizations selected as a sample, and three companies developing ERMS software. In this process, where the semi-structured interview technique was used, the data obtained from the participants were evaluated through MaxQDA software. As a result of the evaluations, a training material that will contribute to the management of risks was developed. This material was applied to correspondence personnel (secretaries) working at Çankırı Karatekin University within the framework of an experimental model. A test was applied before and after the training to measure the effectiveness and success of the training. The 36.8% general score increase of the participants in the post-test is statistically significant. In the evaluation made at the level of subjects regarding the ERMS risk element, the success scores in the post-test are statistically significant. It was understood that demographic characteristics did not cause a difference in this score increase after the training, but only the service period was significant. It was concluded that the developed training material could be applied and improved in different institutions.