The effects of introducing the Electronic Document and Record Management Information System “Irida” in the public sector of Greece. A case study

Abstract: The aim of this study was to explore and understand how employees of a specific municipality perceive this technology and how, in what ways, the EDRMS could affect organizational processes. Emphasis was also given on evaluating the factors affecting the successful introduction and implementation of the EDRMS.   This master thesis focuses on employees’ perception of the newly introduced Electronic Document and Record Management System (EDRMS) “Irida” and how this affects organizational processes and working practices.  The data collection was conducted among employees that work in the Finance and Procurement Unit of the Municipality of Drama in Northern Greece. The empirical material was collected through conducting five semi-structured interviews. At the next phase, a questionnaire was developed based on the qualitative findings and was administered via email to all the Municipality of Drama employees that use the system. The data gathered during the qualitative and quantitative phase were analyzed and discussed, and the research findings were produced. It was found that the introduction of “Irida” had a positive effect on working efficiency, reduced contact and interaction among employees, and facilitated remote working. Training, flexibility of the system and employee participation was identified as factors that influence the successful implementation of an EDRMS.  The employees said they were satisfied with "Irida”, found it easy to use, and intended to keep using it. Most of them had varying degrees of stress during the initial implementation phase. It was also shown that employees who find "Irida” user-friendly are more likely to be satisfied and intend to keep using it and that employees who find "Irida” easy to use have a positive predisposition towards the system and do not mind that their work becomes more visible.