DEVELOPMENT OF A UNIVERSITY DOCUMENT MANAGEMENT SYSTEM
Abstract
The development of a University Document Management System (UDMS) addresses the growing need for efficient, secure, and reliable handling of academic and administrative documents within higher education institutions. Traditional paper-based and fragmented digital systems often result in document loss, duplication, slow retrieval, and poor access control, thereby reducing institutional efficiency. This study focuses on the design and implementation of a computerized document management system tailored to university operations. The proposed system enables the creation, storage, indexing, retrieval, sharing, and archiving of documents such as student records, staff files, examination materials, memos, and policy documents through a centralized digital platform. The system incorporates role-based access control, document versioning, audit trails, and backup mechanisms to enhance security, accountability, and data integrity. A structured systems development methodology was adopted, involving requirements analysis, system design, implementation, and testing. The developed system significantly reduces processing time, minimizes operational costs, improves information accessibility, and enhances decision-making efficiency. The study concludes that the implementation of a University Document Management System can greatly improve administrative effectiveness and support the digital transformation agenda of universities.
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