A SYSTEMATIC REVIEW OF THE INFLUENCE OF INFORMATION SYSTEM IMPLEMENTATION ON THE EFFECTIVENESS OF KNOWLEDGE RETRIEVAL IN THE ARCHIVAL CONTEXT

Authors

  • Ade Maya Azkiyati Universitas Indonesia
  • Muhamad Prabu Wibowo Universitas Indonesia
  • Tamara Adriani Salim Universitas Indonesia
  • Mad Khir Johari Abdullah Sani Universiti Teknologi Mara, Malaysia

DOI:

https://doi.org/10.30829/jipi.v11i1.28683

Keywords:

Information system, knowledge retrieval, archives

Abstract

In the era of digital transformation, archival institutions increasingly rely on information systems to ensure sustainable access to organizational knowledge. The effectiveness of knowledge retrieval in archival systems has become increasingly critical in the digital era. However, existing studies remain fragmented, with limited integrative analysis of technological, organizational, and user-related factors. This study addresses this gap by systematically reviewing the influence of information system implementation on knowledge retrieval effectiveness in archival contexts. A Systematic Literature Review (SLR) was conducted on 28 peer-reviewed articles indexed in Scopus and Taylor & Francis, published between 2015 and 2025. The selected studies were analyzed using a structured classification approach to identify key variables, measurement indicators, and implementation challenges. The findings reveal that knowledge retrieval effectiveness is shaped by five interconnected dimensions: digital infrastructure transformation, metadata standardization, system interoperability, retrieval system integration, and cross-professional collaboration. Effectiveness is commonly assessed using retrieval performance metrics, metadata quality, user interface, user experience, and data accessibility. Despite these advancements, persistent challenges continue to hinder optimal system performance. This study contributes to the literature by proposing an integrative analytical perspective that links technological, organizational, and user-centered dimensions in evaluating archival knowledge retrieval, thereby addressing the lack of synthesis in prior research. The results highlight that successful implementation depends not only on technological capability but also on alignment with governance structures and user readiness. These findings have practical implications for archival institutions and policymakers in designing adaptive, interoperable, and user-oriented information systems to enhance sustainable access to knowledge

References

Agrifoglio, R. (n.d.). Rocco Agrifoglio.

Al-emran, M., Mezhuyev, V., Kamaludin, A., & Shaalan, K. (2018). International Journal of Information Management The impact of knowledge management processes on information systems : A systematic review. International Journal of Information Management, 43(October 2017), 173–187. https://doi.org/10.1016/j.ijinfomgt.2018.08.001

Boutsi, A., Ioannidis, C., & Soile, S. (2019). An Integrated Approach to 3D Web Visualization of Cultural Heritage Heterogeneous Datasets.

Bunn, J. (2016). The Journal of the Archives and Records Association Archival description and automation : a brief history of going digital digital. Archives and Records, 7962, 1–14. https://doi.org/10.1080/23257962.2016.1145577

Burke, M., Zavalina, O. L., Phillips, M. E., Chelliah, S., Burke, M., Zavalina, O. L., Phillips, M. E., Chelliah, S., Burke, M., Zavalina, O. L., Phillips, M. E., & Chelliah, S. (2021). Organization of Knowledge and Information in Digital Archives of Language Materials Organization of Knowledge and Information in Digital Archives of Language Materials. Journal of Library Metadata, 20(4), 185–217. https://doi.org/10.1080/19386389.2020.1908651

Capurro, C., Provatorova, V., & Kanoulas, E. (2023). Experimenting with Training a Neural Network in Transkribus to Recognise Text in a Multilingual and Multi-Authored Manuscript Collection. 7482–7494.

Danley, M. H. (2023). Problems and Possibilities for NACO Armed Forces Access Points : The Cases of Serbia and Yugoslavia Problems and Possibilities for NACO Armed Forces. Cataloging & Classification Quarterly, 61(2), 119–188. https://doi.org/10.1080/01639374.2023.2189897

Delve, J., Wilson, A., Anderson, D., Delve, J., Wilson, A., & Anderson, D. (2015). E-ARK : Harmony of Social / Cultural Records Across Europe E-ARK : Harmony of Social / Cultural Records Across Europe. New Review of Information Networking, 20(1–2), 90–96. https://doi.org/10.1080/13614576.2015.1113051

Dong, L., Ilieva, P., & Medeiros, A. (2018). Data dreams : planning for the future of historical medical documents. 547–551.

Guha, A., Alahmadi, A., & Alahmadi, A. H. (2022). A Multi-Modal Approach to Digital Document Stream Segmentation for Title Insurance Domain. IEEE Access, 10, 11341–11353. https://doi.org/10.1109/ACCESS.2022.3144185

Henninger, M. (2016). Australian public sector information : a case study into information practices information practices. Australian Academic & Research Libraries, 47(1), 13–30. https://doi.org/10.1080/00048623.2016.1152529

Huvila, I. (2016). Awkwardness of becoming a boundary object : Mangle and materialities of reports , documentation data , and the archaeological work. The Information Society, 32(4), 280–297. https://doi.org/10.1080/01972243.2016.1177763

Kolaneci, E. (2023). Transitional justice research in the digital age : Western Balkans results. 6(4), 89–96. https://doi.org/10.32518/sals4.2023.89

Lenkart, J. (2016). Slavic & East European Information Resources Current Trends in Research Resources from Russia , Eastern Europe , and Eurasia : Implications for Reference Services and Resource Sharing Current Trends in Research Resources from Russia , Eastern and Resource. Slavic & East European Information Resources, 17(4), 215–225. https://doi.org/10.1080/15228886.2016.1246303

Lymn, J., & Jones, T. (2020). Radical Holdings ? Student Newspaper Collections in Australian University Libraries and Archives Radical Holdings ? Student Newspaper Collections in Australian University Libraries and Archives. Journal of the Australian Library and Information Association, 69(3), 331–345. https://doi.org/10.1080/24750158.2020.1760529

Ma, X. (2022). Key Information Extraction Algorithm of Different Types of Digital Archives for Cultural Operation and Management. 2022. https://doi.org/10.1155/2022/3459605

Macleod, K., Dahl, S., Reiche, I., Macleod, K., Dahl, S., & Reiche, I. (2025). Inching Forward in the Face of Hegemonic Factors : Examining Metadata Contradictions Across University Indigenous Collections Inching Forward in the Face of Hegemonic Factors : Examining Metadata Contradictions Across University Indigenous Collections. Journal of Library Metadata, 25(4), 291–311. https://doi.org/10.1080/19386389.2025.2547151

Mukherjee, S., & Das, R. (2020). Integration of Domain-Specific Metadata Schema for Cultural Heritage Resources to DSpace : A Prototype Design Integration of Domain-Specific Metadata Schema for Cultural Heritage Resources to DSpace : A Prototype Design. Journal of Library Metadata, 20(2–3), 155–178. https://doi.org/10.1080/19386389.2020.1834093

Sabharwal, A. (2017). Digital humanities and the emerging framework for digital curation. College & Undergraduate Libraries, 24(2--4), 238–256. https://doi.org/10.1080/10691316.2017.1336953

Sabharwal, A. (2021). Institutional repository engagement framework : Harnessing resources , structure , and process for strategic plan support in higher education Institutional repository engagement framework : Harnessing. Journal of Electronic Resources Librarianship, 33(3), 137–155. https://doi.org/10.1080/1941126X.2021.1949150

Sandy, H. M., Corrado, E. M., & Sandy, H. M. (2018). Bringing Content into the Picture : Proposing a Tri- Partite Model for Digital Preservation Bringing Content into the Picture : Proposing a Tri-Partite Model for Digital Preservation. Journal of Library Administration, 58(1), 1–17. https://doi.org/10.1080/01930826.2017.1385988

Sarkar, M., & Biswas, S. (2020). Exploring Archives Space : An Open Source Solution for Digital Archiving. 40(5), 272–276.

Satish, R., Manjunath, C., Muhsnhasan, M., & Rao, G. S. (2025). Temporal Query Modeling in Evolving News Archives. 15(3), 201–211.

Sensuse, D. I. (n.d.). Knowledge Management Systems Development and Implementation : A systematic Literature Review.

Steiner, E., & Koch, C. (2015). A Digital Archive of Cultural Heritage Objects : Standardized Metadata and Annotation Categories A Digital Archive of Cultural Heritage Objects : Standardized Metadata and Annotation. New Review of Information Networking, 20(1–2), 255–260. https://doi.org/10.1080/13614576.2015.1112171

Torabi, M., Emdad, A., & Pashootanizadeh, M. (2025). From Captions to Catalogues : A Systematic Review of GenAI Models for Image Captioning and Their Role in Image Cataloguing From Captions to Catalogues : A Systematic Review of GenAI Models for Image Captioning and Their Role in Image Cataloguing. Cataloging & Classification Quarterly, 63(6–7), 436–474. https://doi.org/10.1080/01639374.2025.2539792

Tsabedze, V. (2023). Managing Records in the Age of Artificial Intelligence : How Prepared Are Archives and Records Management Professionals in Eswatini ? Managing Records in the Age of Artificial Intelligence : How Prepared Are Archives and Records Management. Internet Reference Services Quarterly, 0(0), 1–19. https://doi.org/10.1080/10875301.2023.2284898

Urberg, M. (2018). Pasts and Futures of Digital Humanities in Musicology : Moving Towards a “ Bigger Tent ” Pasts and Futures of Digital Humanities in Musicology : Moving Towards a “ Bigger Tent .” Music Reference Services Quarterly, 20(3–4), 134–150. https://doi.org/10.1080/10588167.2017.1404301

Yan, C. (2024). Application and Effectiveness of Improving Retrieval Systems Based on User Understanding in Smart Archive Management Systems. 15(9), 131–141.

Zhao, Y., & Du, W. (2022). Construction and Optimization of Distributed Electronic Archives System Merging Control Messages. 2022. https://doi.org/10.1155/2022/8403720

Zhu, L., Xu, A., Deng, S., Heng, G., & Li, X. (2023). Entity Management Using Wikidata for Cultural Heritage Information Entity Management Using Wikidata for Cultural. Cataloging & Classification Quarterly, 61(1), 20–46. https://doi.org/10.1080/01639374.2023.2188338

Downloads

Published

2026-05-22

Issue

Vol. 11 No. 1 (2026)

Section

Research Articles

License

COPYRIGHT

Authors who publish with this journal agree to the following terms:

  1. Authors retain copyright and grant the journal right of first publication with the work simultaneously licensed under a Creative Commons Attribution-ShareAlike 4.0 International License that allows others to share the work with an acknowledgment of the work's authorship and initial publication in this journal.
  2. Authors are able to enter into separate, additional contractual arrangements for the non-exclusive distribution of the journal's published version of the work (e.g., post it to an institutional repository or publish it in a book), with an acknowledgment of its initial publication in this journal.
  3. Authors are permitted and encouraged to post their work online (e.g., in institutional repositories or on their website) prior to and during the submission process, as it can lead to productive exchanges, as well as earlier and greater citation of published work (See The Effect of Open Access).
LICENSE

JIPI: Jurnal Ilmu Perpustakaan dan Informasi is published under the terms of the Creative Commons Attribution-ShareAlike 4.0 International License

This work is licensed under a Creative Commons Attribution-ShareAlike 4.0 International License.