Enhancing university accreditation readiness through a tag-based document management and analysis system: development and usability evaluation

Abstract

Accreditation is a voluntary process aimed at ensuring that universities meet specific criteria and standards set by recognized accrediting organizations. However, preparing the necessary documents for accreditation can present complex challenges for universities. The process of gathering, consolidating, sorting, and organizing documents can be time-consuming and resource-intensive. To address the various accreditation-related issues, the researchers have developed a document management system that incorporates automatic tagging for efficient sorting and organization of documents. The system integrates different features such as dashboards, file upload functionality, document tags, and a calendar to cater to the needs of users. The developed system underwent evaluation using the ISO 25010 software quality standard to assess its functionality, efficiency, portability, and security. Additionally, it was evaluated by intended users, including Quality and Assurance Management (QAM) staff, faculty, deans, and local accreditors, using the System Usability Scale (SUS) to measure its usability. The results of the evaluations indicated high scores, affirming that the developed system is a functional and reliable tool that facilitates accreditation processes while enhancing document management efficiency and security. By utilizing document tagging, the repetitive task of sorting and arranging documents based on benchmark statements listed in the survey instrument can be eliminated.