Copyright © 2018 Authors. This is an open access article distributed under the Creative Commons Attribution License, which permits unrestricted use, distribution, and reproduction in any medium, provided the original work is properly cited. International Journal of Engineering & Technology, 7 (3.7) (2018) 270-273 International Journal of Engineering & Technology Website: www.sciencepubco.com/index.php/IJET Research paper Employing Qualitative Methods in Developing Functional Requirements for Electronic Records Management Research *Nurussobah Hussin, Saidatul Akmar Ismail, Saiful Farik Mat Yatin, Mohd Nazir Ahmad and Mohd Shamsul Mohd Shoid 1 Faculty of Information Management, Universiti Teknologi MARA, Malaysia *Corresponding author: * Nurussobah Hussin: Faculty of Information Management, Universiti Teknologi MARA, Malaysia E-mail:drnurussobah@gmail.com Abstract This paper explores the justification of using a qualitative research method under the participatory paradigm. In order to develop the functional requirements of electronic court records management system in Malaysian Judiciary, the case study approach was chosen. The discussion begins by presenting the descriptions of methodology and methods employed, followed by the authors’ philosophical stance and the rationale for choosing a qualitative approach. Besides analysing the philosophical stance, the analysis of methods used in previ- ous studies also provided insightful findings that helped ascertained the appropriate research method of the study. The development of twelve stages in developing the functional requirements specification based on the analysis of seven previous studies could be a reference material for other researchers. It is hoped that the knowledge that emerged when the functional requirements were developed could bene- fit readers and enhance their ability to apply as closely as possible to other studies or to make modifications for further research. Keywords: Qualitative, participatory paradigm, functional requirements, electronic court records management system 1. Introduction Various framework and models such as Business-Driven Record- keeping Model [1], Model of High Level Functional Requirements for ERM [2], Trusted Electronic Records Management Framework [3] and Records Management Framework [4] suggests that the systematic recordkeeping functional requirements are necessary to be complied by all organizations in order to manage the electronic records effectively. This view is supported by several studies which revealed that one of the significant approaches for guaran- teeing the trustworthiness of electronic records in the organization is by embedding recordkeeping requirements [5-7]. Thus, it is necessary to identify the relevant methods and theoretical stages underpinning the research design. Cohen, Manion and Morrison [8] describe methods as being those sets of techniques and procedures, which can be harnessed in the data-gathering process and be used as a touchstone for references and interpretations, for explanations and predictions. Yin [9] on the other hand suggest that methods are the tools whereby data and information pertaining to the problem under investigation are gathered and analyzed, whereas, [10] illustrates the examples of methods used in qualitative research are observations, personal interviews, readings, personal documents and participants’ obser- vations. Guercini [11] portrayed that research methodology is particularly remarkable in that it has significant effects on the possibilities for communication between researchers and business policy makers, in both collecting data and disseminating results. He stated that the contribution of qualitative methodologies is fun- damental to fixing the knowledge of organization decision makers. Based on his study, he depicted that example of research method- ology in qualitative such as in-depth interviewing, case-based re- search, focus group interviewing, observation studies, ethnography and grounded theory and action learning. The work on developing electronic records management system requirements, such as by NCSC [12], IRMT [13], Walker [14], NARA [15], Goh [16], National Archieve of Australia [17], Du- ranti [18] have guided the authors in carrying out this study. How- ever, what strategy and methodology were appropriate for this study? The following discussion helps provide the answers 2. Philosophical Paradigm Kreger and Neuman [19], Pickard [20], Smith and Mileer [21], Creswell [22] highlight various approaches of research paradigm such as positivism, postpositivism, interpretivism, critical theory, feminism, hermeneutics, advocacy/participatory, postmodernisms and pragmatism. However, the philosophical paradigms underly- ing this research originate from the participatory approach. The participatory approach, according to Creswell [22] occurred during the1980s and 1990s from individuals who felt that the postpositivist assumptions imposed structural laws and theories that did not fit marginalized individuals in their society. This par- adigm is typically seen with qualitative research, but it could be a basis for quantitative research as well. Participatory approach evolved as an alternative system of knowledge production by challenging the principle of convention- al social science research methodology. The philosophical principles of the participatory paradigm neces- sitate the authors to engage in research with people rather than in doing research on people. Besides, the participatory paradigm determines a completely different awareness of the authors’ role and impacts of the research process and outcomes. In describing