Going paperless: the strengths and limitations of electronic research ethics information management system in a health training institution in Tanzania.

Background: Over the years, the processing of research proposals for ethical approvals have been done manually through a review of hard copies. Longer turn-around-time, increased financial costs to researchers and cumbersome submission processes are few of the challenges inherent to paper-based review of research proposals. This has necessitated the shift to electronic management of research proposals, Research Ethics Information Management Systems (REIMS). Still, the advantages of going paperless and inherent drawbacks remain unsubstantiated, hence the aim of this study.

Methods: We adopted a pre and post evaluation design using a qualitative approach, where 16 faculty members of the Muhimbili University of Health and Allied Sciences were interviewed. Participants were purposefully recruited to include only those who had been exposed to both the paper-based research ethics review system and REIMS. The faculty were stratified into two groups: researchers and research ethics committee members. Thematic analysis using inductive approach was used to develop and analyze gathered information.

Results: The study unveiled the strengths and limitations of REIMS as two important themes. The strengths included convenience in the use of the system and improved records management. The limitations included demand for reliable ICT resources and limited reviewer-researcher interaction.

Conclusion: The findings of this study underscore the strengths and limitations of going paperless and employment of REIMS. Institutions aspiring to adapt the system can learn from this experience and devise ways to overcome the limitations. We recommend system automation, strengthening the institutional capacity and further studies to be conducted on the adoptability of REIMS especially in resource limited settings.