由金檔獎實地評獎過程探討我國機關檔案資訊化之關鍵成功因素

The Critical Success Factors in Computerization of Records Management in Government Agencies-Some Observations From the Evaluation Process for Archives Management Quality Award

檔案管理資訊系統是機關在管理大量檔案之利器。本研究採用資訊系統成功模式與科技接受模式觀點，討論組織與個人在檔案管理資訊系統實施後之現象與關鍵成功因素。由金檔獎實地評獎過程發現：一、各機關之檔案管理資源差距很大，二、檔案管理部門大多非一級單位，三、檔案管理資訊系統都有客製化之情形，四、資訊系統之開發依機關性質或地理區域有群聚現象。獲獎機關之關鍵成功因素如下：（一）獲得主管的支持，採取標竿學習，參考其他獲獎機關之作法，建立完整制度，（二）建立完善之檔案管理資訊系統，設計高度使用者親和性之系統介面，提高使用者之使用意願，（三）簡化或合理化檔案管理之行政流程，以提高行政效率，（四）善加利用資訊系統，充分發揮資訊化之功能，（五）採用條碼等輔助措施使機關檔案便於控管，（六）檔管人員具備完整之檔案專業知識，（七）充分凸顯檔案典藏之特色。受評機關之檔案管理績效表現隨著金檔獎之實施逐年遞增，顯現檔案管理局整體推動策略之成功。

Electronic records management system (ERMS) is an excellent tool for managing government agencies records. From the viewpoints of information system success model and technology acceptance model, this study discusses the variation of organizations and individuals after introducing the ERMS. Some findings are concluded from the evaluation process for Archives Management Quality Award (AMQA): 1. It's quite different in the resources for archives management between government agencies. 2. Most departments responsible for archives management are not at the fist level in agencies. 3. Plenty of ERMS in government agencies are customized for need. 4. There exist same ERMS in the same clusters of government agencies in geographic area or administrative control. Moreover, critical success factors exist in AMQA -awarded government agencies: (1) Government agencies supported by high -level managers have learned lessons from their benchmarks. (2) Interfaces of ERMS are complete and user-friendly. (3) Processes of records management are simplified or rationalized in the computerization of ERMS. (4) Functions of ERMS are fully utilized in records management. (5) Auxiliary equipments, e.g. bar codes reader, etc., are used in some government agencies for better control. (6) Training for staffs on both records management and information technologies is required. (7) Digitalized archives show distinguishing features of agencies. Generally speaking, the performance in records management of government agencies has been improved from the establishment of Gold Archives Award. It reflects the strategy of National Archive Administration is quite successful.