Development of a Cloud‑Based Document Management System for Universities: A Case Study of Federal College of Education, Kontagora, Kontagora LGA
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Background of the Study
Effective document management is essential for the smooth operation of academic institutions, particularly in handling vast amounts of administrative and academic data. At Federal College of Education, Kontagora, Kontagora LGA, the development of a cloud‑based document management system is proposed to modernize and streamline the storage, retrieval, and sharing of institutional documents. Traditional document management practices, which are often paper‑based and decentralized, pose challenges such as data redundancy, misplacement, and delayed access to critical information. The cloud‑based system leverages remote servers, data encryption, and advanced search algorithms to offer a centralized and secure repository for all academic and administrative documents (Okafor, 2023; Adeyemi, 2024). This digital platform facilitates real‑time updates, automated backups, and multi‑user access, ensuring that documents are readily available to authorized personnel regardless of geographical location. The system’s design includes features such as version control, collaborative editing, and role‑based access control, thereby enhancing both security and efficiency. Additionally, the use of cloud computing reduces the need for physical storage infrastructure and lowers overall operational costs. Despite these advantages, challenges related to data migration, system integration with existing legacy systems, and ensuring compliance with data protection regulations remain. Pilot implementations in similar institutions have demonstrated that cloud‑based document management systems can significantly improve operational efficiency and reduce administrative burdens (Chinwe, 2024). This study aims to evaluate the technical performance and user acceptance of the cloud‑based document management system, identify integration challenges, and propose recommendations to optimize document security and accessibility.
Statement of the Problem
Federal College of Education currently utilizes traditional document management practices that are inefficient, prone to errors, and vulnerable to data loss. The decentralized storage and manual processing of documents result in difficulties in retrieval, version control issues, and increased administrative workload. Although the adoption of a cloud‑based document management system promises improved efficiency and data security through centralized storage and automated processes, its implementation faces several challenges. These include technical issues such as data migration from legacy systems, ensuring continuous system uptime, and integrating the new platform with existing administrative processes. In addition, concerns over data privacy and compliance with regulatory standards pose significant barriers to widespread adoption. There is also resistance from staff who are accustomed to traditional methods and uncertain about the reliability of cloud technologies. This study seeks to address these challenges by evaluating the performance of a cloud‑based document management system at Federal College of Education, identifying key obstacles in integration and data security, and proposing strategic interventions to enhance system performance and user acceptance. The research aims to provide a framework that not only improves document accessibility and management efficiency but also ensures robust data protection and regulatory compliance (Adeyemi, 2024).
Objectives of the Study
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To develop and implement a cloud‑based document management system for centralized data storage.
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To evaluate the system’s performance in terms of accessibility, security, and integration.
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To propose strategies for improving data migration and user adoption.
Research Questions
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How does the cloud‑based system improve document accessibility compared to traditional methods?
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What are the main technical challenges in integrating the new system with legacy processes?
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Which measures can enhance data security and user satisfaction?
Significance of the Study
This study is significant as it explores the potential of cloud‑based solutions to transform document management at Federal College of Education. By centralizing data storage and automating administrative processes, the system aims to improve efficiency, reduce errors, and ensure data security. The findings will guide institutional strategies for digital transformation in document management and support best practices for integration and compliance (Okafor, 2023).
Scope and Limitations of the Study
This study is limited to the development and evaluation of a cloud‑based document management system at Federal College of Education, Kontagora, Kontagora LGA.
Definitions of Terms
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Document Management System: A digital platform for storing, retrieving, and managing documents.
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Cloud Computing: The use of remote servers to store and process data.
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Data Migration: The process of transferring data from one system to another.
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