FACTORS AFFECTING THE ADOPTION LEVELS OF ELECTRONIC DOCUMENT MANAGEMENT SYSTEMS IN PROPERTY DEVELOPMENT FIRMS IN KENYA: A CASE STUDY OF THE SURAYA PROPERTY GROUP LIMITED, NAIROBI.

Abstract

Most organizational valuable information exists in the form of documents, be it correspondence, memos, policy documents, contractual agreements and reports. Crucial business processes are not only based on but also driven to a great extent by document flows. The purpose of this study was to determine how organizational, technological and human resource factors could affect the adoption levels of Electronic Document Management Systems in Kenya based on the promise of productivity and performance improvement of Electronic Document Management Systems to organizations. This study examined empirical studies conducted on Information Technology (IT) adoptions at the organizational level and with respect to Electronic Document Management Systems. Electronic Document Management Systems adoptions has been analyzed mainly using the Unified Theory of Acceptance and Use of Technology (UTAUT) and the Technology Organization and Environment (TOE) theories. This study adopted a descriptive research design and the population under study was the staff of Suraya Property Group Limited at its headquarters in Spring Valley, Westlands and its 2 main branch offices at Yaya Branch Center along Tigoni Road and Fourways Junction along Kiambu Road. From these locations a total of 30 staff members formed the sample randomly selected from a population of 119 using stratified sampling method the final proportions of the sample studied in each of the departments was picked. The study relied on a structured questionnaire as its primary source of data and the Statistical Package for Social Sciences (SPSS) was used to analyze the data collected. The results of chi-square test of independence revealed that there was evidences against the null hypotheses, leading to their rejection and hence conclusions that organizational factors, technological factors and human resource factors affected adoption levels of Electronic Document Management Systems in Suraya Property Group Limited. Regression analysis results showed that 69.2% of the variations in adoption levels of Electronic Document Management Systems was explained jointly by technological, organizational and human resource factors. Further, unit changes in organizational, technological and human resource factors holding other factors constant would change the adoption levels of Electronic Document Management Systems by 0.585, 0.322 and 0.534 respectively. The study further recommends to the top management of Property Development Firms in Kenya to review their policies or directives pertaining the Electronic Document Management Systems they utilize. Further, it is recommended that management of Suraya Property Group Limited should immediately organize and commence training of its entire staff on using Electronic Document Management Systems.