Accreditation Document Management System of Apayao State College, Conner Campus, Philippines

Abstract

The study focuses on the development and implementation of an Accreditation Document Management System (ADMS) for Apayao State College – Conner Campus to address inefficiencies in the existing manual accreditation records process. Currently, the college manually manages accreditation documents, leading to problems such as delayed access and unavailability of records when needed. The ADMS was designed to digitize and streamline the storage, retrieval, access, and monitoring of accreditation-related documents. Its goal is to support stakeholders such as faculty, program heads, the accreditation task force, and administrators in easily accessing and managing documents critical to accreditation processes. The system enables the electronic storage of files, including image formats, and improves information tracking and analysis while enhancing preservation and submission workflows. According to data collected on the manual process challenges, the new system effectively addresses identified issues, such as document misplacement and inefficient access. Evaluation based on ISO/IEC 25010 quality standards revealed that the system met user needs to a “very great extent,” particularly in terms of usability, reliability, and functionality. The conclusion highlights the system’s effectiveness in reducing challenges faced by the Quality Assurance Unit. Recommendations include full implementation across the college, ongoing testing and documentation to refine the system, regular monitoring to ensure consistent performance, and scheduled maintenance and upgrades in response to evolving user demands. Additionally, proper training for all involved personnel is emphasized to ensure optimal use of the system’s capabilities and long-term sustainability. This development represents a significant step toward modernizing the college’s accreditation management practices.