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IND-05 · Education and research

Document management for student files that survive four years and an accreditation visit

Universities, colleges and schools accumulate records across admissions, academic progression, finance, human resources and governance — most of them held by different offices with different conventions. EDMS by Sibasi gives the institution one governed repository while leaving each office in control of its own records.

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REF / RECORDS

What you hold

The file plan is built around these. Each record class gets its own metadata, permissions and retention position.

  • Admissions applications and supporting documents
  • Student academic and disciplinary files
  • Transcripts, certificates and verification requests
  • Senate, council and committee papers
  • Accreditation and quality assurance evidence
  • Staff records, contracts and promotion files
  • Research proposals, grants and ethics approvals
  • Procurement, estates and finance documentation

REF / OBLIGATIONS

What you are judged against

These are the rules the deployment is configured to satisfy — mapped onto retention schedules, access models and audit reporting during design, not asserted afterwards.

Compliance

Regulator accreditation requirements

Commission and council inspections require documented evidence of programmes, staffing, facilities and quality processes.

Compliance

Data Protection Act, 2019

Student records contain personal data, and in disciplinary and health matters, sensitive personal data.

Compliance

Public Archives Act (public institutions)

Public universities and colleges are subject to the same records and disposal regime as other public bodies.

Compliance

Grant and donor conditions

Research funding carries documentation and retention conditions that outlast the project itself.

Compliance is a property of your organisation rather than of software. What the platform provides is the technical control and the evidence — see security and compliance for how each control is implemented.

REF / BEFORE

What tends to be true today

  • Verification requests that take weeks

    An employer asks to verify a qualification and the file has to be found in a store room before anyone can answer.

  • Admissions volume as an annual crisis

    Thousands of applications with attachments arriving in a short window, handled largely by hand.

  • Governance papers circulated by email

    Council and senate documents distributed as attachments, with no version control and no record of who read what.

  • Research records scattered by design

    Project documentation held on individual researcher drives and lost when they move institution.

REF / AFTER

What the deployment changes

  • Verification answered the same day

    Student files retrievable by name, registration number or year, with permitted staff able to confirm records immediately.

  • Admissions processed as a workflow

    Applications captured, classified and routed automatically, with completeness checks before they reach a committee.

  • Governance with a record of circulation

    Papers issued from a controlled library, with version history and an access log for every recipient.

  • Institutional memory retained

    Research and project documentation held by the institution, under retention rules that match the funder requirement.

REF / RELATED

Other sectors

IND-01

Public sector

EDMS for registries that still run on a file movement book
IND-02

Financial services

EDMS for banks and SACCOs: files that are complete when the regulator asks
IND-03

Healthcare

Controlled clinical documents, and privacy that holds: EDMS for health institutions

REF / NEXT STEP

See EDMS by Sibasi configured for education

Bring one of your own record types and one process that currently takes too long. We will show you both running in under an hour.

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