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© Proceedings of the Ruhuna Quality Assurance Sessions 2021 (RUQAS 2021)
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21 September 2021

program accreditation and program and institutional reviews. In addition, updating the university web,
preparation of newsletters, leaflets, promotional videos also may use this information. A good example

to show the need for such information is the preparation of the evidence for the recent program

reviews and the institutional reviews.

Currently, there is no proper system in place to record management or to record and archive the
information related to the events held at the Faculty of Agriculture. Further, this could be the case of

most of the faculties of the university. An Electronic Record Management (ERM) system can easily be
incorporated into the existing MIS with many advanced functions to accomplish this task. ERM is

capable of providing required information to the management as and when it is needed (AIIM, 2021).

This paper proposes an interim solution to record and archive the information using free online tools
offered by Google. In addition, a strategy to encourage voluntary data entry is also proposed. This

system is currently being tested and validated at the Faculty of Agriculture.

Methodology

Main Requirements

The software system should be secure, reliable, and easily accessible for the users. There should be a

mechanism in place to encourage the users (event organizers) to voluntarily fill the information to the
system. A designated system manager is necessary to monitor the progress, handle issues and

encourage users to fill the information. Hence, the proposed system is best suited at the faculty level

where its management is relatively simple.

Software Platform

Any software platform that provides a substantial amount of cloud storage and integrated facility to
create online forms with file upload capabilities can be used for this activity e.g. Google, n.d.,

Microsoft, n.d. The present system uses the Google workspace subscription available for the Faculty of

Agriculture, University of Ruhuna. This system provides ample cloud storage and online forms with
exceptional reliability and security. The users can access the system via popular web browsers.

Microsoft subscriptions including one drive and forms can also be used for this purpose. Individual
Google accounts can also be used if there is no subscription required for the services at the institutional

level. In addition, if there is a functional intranet or MIS and expertise available, the tailormade
interfaces and databases could be developed with advanced features for data collection and

management.

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