DIGITAL TRANSFORMATION OF ACADEMIC INSTITUTIONS: ELECTRONIC DOCUMENT MANAGEMENT AND TOOLS FOR ITS IMPLEMENTATION
DOI:
https://doi.org/10.32689/2523-4536/79-1Keywords:
electronic document management, digital transformation, academic institutions, EDMS/ECM-platforms, LMS/ERP integration, AI in document workflows, compliance, smart contractsAbstract
The article analyzes Electronic Document Management (EDM) as a strategic lever of digital transformation in academic institutions. It traces the evolution from traditional paper-based systems and early digital archives to advanced, cloud-based, AI-powered platforms increasingly integrated within the broader digital ecosystem of universities. Drawing on international and Ukrainian research, regulatory frameworks, and practical implementation cases, the study identifies key legal, technical, organizational, and infrastructural prerequisites for effective EDM deployment in higher education. A comparative review of EDM/ECM platforms—such as Microsoft 365, Google Workspace, M-Files, ASKOD, Megapolis.Docflow, and AS “Dekanat” – highlights their capabilities in document lifecycle management, version control, secure access, digital signatures, metadata indexing, workflow automation, analytics, and seamless integration with LMS, ERP systems, and national education registries. Adoption of these systems enhances institutional efficiency, transparency, cost-effectiveness, compliance assurance, and overall digital maturity. Electronic workflows support remote collaboration, streamline decision-making, and improve data security through structured access control and encryption technologies. Common barriers (integration complexity, limited budgets, resistance to change, cybersecurity threats, legal concerns) are analyzed, with mitigation strategies tailored to institutional scale, infrastructure, and staff readiness. Use-case scenarios (e.g., Microsoft 365 + Moodle/Canvas, ME.Doc + ERP, Megapolis.Docflow + registries) demonstrate flexible implementation models and automation opportunities. Future trends include AI-driven document classification, RPA for routine processes, smart contracts, adaptive interfaces, digital sovereignty, and resilient academic archives. EDM is positioned as a foundation for agile, transparent, and student-centered higher education governance in the digital era.
References
Khuda Bux Brohi, Saifullah Memon, Khalid Hussain Shaikh. Navigating Barriers to Successful Implementation of Digital Record Management System: A Case Study of Pakistani Public Sector Universities. Journal of Entrepreneurship, Management and Innovation. 2023. Vol. 5(3). P. 414-429.
Mayhew E. Implementing electronic management of assessment: four key barriers faced by higher education providers moving to online submission and feedback. Research in Learning Technology. 2018. Vol. 26. Pp.1-13.
Imeri F., Memeti A., Sadiki F., Idrizi F., Memeti E. Transforming document management: the integration of an automated system at the university of Tetova. Journal of Natural Sciences and Mathematics of UT-JNSM, 2024 Vol. 9. No. 17-18. Pp. 333 – 339.
Ayaz A., Yanartaş M.. An analysis on the unified theory of acceptance and use of technology theory (UTAUT): Acceptance of electronic document management system (EDMS). Computers in Human Behavior Reports. 2020. Vol. 2. 100032. DOI: https://doi.org/10.1016/j.chbr.2020.100032
Dian A., Kusworo A, Jatmiko S. Electronic document management systems implementation across industries: systematic analysis. Indonesian Journal of Electrical Engineering and Computer Science. 2024. Vol. 36. Pp. 264-273.
Setiawan H., Absar U., Fahmi R., Husein S. Hadirnya Manajemen Kearsipan sebagai Penunjang Efesiensi Administrasi di Dunia Pendidikan. El-Mujtama: Jurnal Pengabdian Masyarakat, 2025. Vol. 5(3). Pp. 460–466.
Magalhães J. C., Alves A., Costa N., Rodrigues A. R. Improving processes in a postgraduate office of a university through Lean office tools. International Journal for Quality Research. 2019. Vol. 13(4). Pp.797–810.
Paul Joseph Estrera. Electronic Document Management System for Higher Education Institution. International Journal of Innovative Science and Research Technology. 2017. Vol. 2. Issue 5. P. 549 – 556.
Bobadilla Q., José L., Rodriguez F., Jose J., Seminario C., Jorge L., Cabrera C., Saba A. Optimization of Document Management in Public Universities: Strategies and Technologies to Improve Administrative Processes. Nanotechnology Perceptions. 2024. Vol. 20. No. S15 P. 961-975.
Malekani A. Examining the efficacy of Electronic Document Management System and Employees’ Perceptions of its Usefulness at Sokoine University of Agriculture. University of Dar es Salaam Library Journal. 2023. Vol. 18. No 1. P. 112-133.
Pasichnyk M., Savchuk H., Strelbytska S., Tkach L., Patrytskyi V., Palekha Y. Technologies for Electronic Document Management in the Enterprise. In: Štarchoň, P., Fedushko, S., Gubíniová, K. (eds) Data-Centric Business and Applications. Lecture Notes on Data Engineering and Communications Technologies. 2024. Vol 213. Springer, Cham. https://doi.org/10.1007/978-3-031-62213-7_10
Гарбич-Мошора О. Електронний документообіг у закладі вищої освіти: тенденції та перспективи. Молодь і ринок. 2018. №9 (164). C. 80-84.
Craig R. The Filing Cabinet: A Vertical History of Information. Publisher Univ Of Minnesota, May 25, 2021, 280 pages.
Tyrväinen P., Päivärinta T., Salminen A., Iivari J. Characterizing the evolving research on enterprise content management. European Journal of Information Systems. 2006. Vol. 15:6. P. 627-634.
Smith H., McKeen J. Developments in practice VIII: Enterprise content management. Communications of the Association for Information Systems. 2003. Vol. 11. P. 647-659.
Laumer S., Beimborn D., Maier C. et al. Enterprise Content Management. Business & Information Systems Engineering. 2013. Vol. 5. P. 449–452.
Alalwan J.A., Weistroffer H.R. Enterprise content management research: a comprehensive review", Journal of Enterprise Information Management. 2012. Vol. 25 No. 5. Pp. 441-461.
Pandey M., Arora M., Arora S., Goyal C., Gera V. K., Yadav H. AI-based Integrated Approach for the Development of Intelligent Document Management System (IDMS). Procedia Computer Science. 2022. Vol. 230. P. 725-736.
Nagaraj Bhadurgatte Revanasiddappa. AI-driven document management systems: revolutionizing information retrieval and workflow automation. Engineering Technology Leader, Independent Researcher, USA. World Journal of Advanced Research and Reviews. 2021. Vol. 12(02). P. 680-691.
Khuda Bux Brohi, Saifullah Memon, Khalid Hussain Shaikh (2023). Navigating Barriers to Successful Implementation of Digital Record Management System: A Case Study of Pakistani Public Sector Universities. Journal of Entrepreneurship, Management and Innovation, vol. 5(3), p. 414-429.
Mayhew E. (2018). Implementing electronic management of assessment: four key barriers faced by higher education providers moving to online submission and feedback. Research in Learning Technology, vol. 26, pp.1-13.
Imeri F., Memeti A., Sadiki F., Idrizi F., Memeti E. (2024). Transforming document management: the integration of an automated system at the university of Tetova. Journal of Natural Sciences and Mathematics of UT-JNSM, vol. 9 | No. 17-18, pp. 333 – 339.
Ayaz A., Yanartaş M. (2020) An analysis on the unified theory of acceptance and use of technology theory (UTAUT): Acceptance of electronic document management system (EDMS). Computers in Human Behavior Reports, 2, 100032. https://doi.org/10.1016/j.chbr.2020.100032
Dian A., Kusworo A, Jatmiko S. (2024) Electronic document management systems implementation across industries: systematic analysis. Indonesian Journal of Electrical Engineering and Computer Science, vol. 36, pp. 264-273.
Setiawan H., Absar U., Fahmi R., Husein S. (2025) Hadirnya Manajemen Kearsipan sebagai Penunjang Efesiensi Administrasi di Dunia Pendidikan. El-Mujtama: Jurnal Pengabdian Masyarakat, vol. 5(3), pp. 460–466.
Magalhães J. C., Alves A., Costa N., Rodrigues A. R. (2019). Improving processes in a postgraduate office of a university through Lean office tools. International Journal for Quality Research, vol. 13(4), pp.797–810.
Paul Joseph Estrera (2017). Electronic Document Management System for Higher Education Institution. International Journal of Innovative Science and Research Technology, vol. 2, iss. 5, pp. 549 – 556.
Bobadilla Q., José L., Rodriguez F., Jose J., Seminario C., Jorge L., Cabrera C., Saba A. (2024). Optimization of Document Management in Public Universities: Strategies and Technologies to Improve Administrative Processes. Nanotechnology Perceptions, Vol. 20, No. S15, pp. 961-975.
Malekani A. (2023). Examining the efficacy of Electronic Document Management System and Employees’ Perceptions of its Usefulness at Sokoine University of Agriculture. University of Dar es Salaam Library Journal, vol. 18, no. 1, pp. 112-133.
Pasichnyk M., Savchuk H., Strelbytska S., Tkach L., Patrytskyi V., Palekha Y. (2024) Technologies for Electronic Document Management in the Enterprise. In: Štarchoň, P., Fedushko, S., Gubíniová, K. (eds) Data-Centric Business and Applications. Lecture Notes on Data Engineering and Communications Technologies, vol. 213. Springer, Cham. DOI: https://doi.org/10.1007/978-3-031-62213-7_10
Harbych-Moshora O. (2018) Elektronnyy dokumentobih u zakladi vyshchoyi osvity: tendentsiyi ta perspektyvy [Electronic Document Flow in Higher Education Institutions: Trends and Prospects]. Molod i rynok, no. 9 (164), pp. 80-84.
Craig R. (2021). The Filing Cabinet: A Vertical History of Information. Publisher Univ Of Minnesota, May 25, 280 p.
Tyrväinen P., Päivärinta T., Salminen A., Iivari J. (2006). Characterizing the evolving research on enterprise content management. European Journal of Information Systems, vol. 15:6, pp. 627-634.
Smith H., McKeen J. (2003). Developments in practice VIII: Enterprise content management. Communications of the Association for Information Systems, vol. 11, pp. 647-659.
Laumer S., Beimborn D., Maier C. (2013) Enterprise Content Management. Business & Information Systems Engineering, vol. 5, pp. 449–452.
Alalwan J.A., Weistroffer H.R. (2012). Enterprise content management research: a comprehensive review. Journal of Enterprise Information Management, vol. 25, no. 5, pp. 441-461.
Pandey M., Arora M., Arora S., Goyal C., Gera V. K., Yadav H. (2022). AI-based Integrated Approach for the Development of Intelligent Document Management System (IDMS). Procedia Computer Science, vol. 230, pp. 725-736.
Nagaraj Bhadurgatte Revanasiddappa (2021). AI-driven document management systems: revolutionizing information retrieval and workflow automation. Engineering Technology Leader, Independent Researcher, USA. World Journal of Advanced Research and Reviews, vol. 12(02), pp. 680-691.
