Factors influencing effective information management using information technology systems in a public sector department

Abstract

The Public Sector encounters great challenges in its attempts to strengthen its public services. Public servants are in need of accurate and up-to-date information that can be readily accessible. They need information to be made available for effective and efficient decision-making. In order to improve service delivery, the Public Sector must aim to reach its objectives by increasing and improving accountability, transparency, efficiency, productivity and quality of services. This study focuses on factors, which influence information management in a Public Sector Department in an effective way to manage information properly. An extensive literature review was conducted of information, the role of information management, the possible critical failure and success factors of information management. This led to the discovery of four main categories for critical failure factors: (i) people; (ii) process; (iii) policy and; (iv) technology; and three categories for critical success factors: (i) organizational culture; (ii) top management support; and (iii) strategies. A conceptual model was then developed for these categories with seventeen factors. This model was subsequently tested in the empirical setting of the studied Public Sector Department in South Africa by utilising a qualitative approach through the case-study method. The findings suggest that the following factors would impact the successful implementation of an information management initiative for this Public Sector Department: information management; change management and communication strategies; culture; roles of responsibility for information; information lifecycle process; and information management policy. The intended audience for this study includes both academics and practitioners, as it introduces a conceptual model, as well as guidelines to implement these factors for information management in a Public Sector Department.