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DOI: https://doi.org/10.34069/AI/2023.61.01.22
How to Cite:
Ridei, N., Tytova, N., Humeniuk, T., Ishchenko, S., & Sheremetieva, S. (2023). The main ways to solve the problems of document
management in higher education (the Ukrainian case). Amazonia Investiga, 12(61), 212-223.
https://doi.org/10.34069/AI/2023.61.01.22
The main ways to solve the problems of document management in
higher education (the Ukrainian case)
Las principales vías para resolver los problemas de la gestión de documentos en la
enseñanza superior (el caso Ucraniano)
Received: January 20, 2023 Accepted: February 25, 2023
Written by:
Nataliia Ridei90
https://orcid.org/0000-0002-5553-059X
Nataliia Tytova91
https://orcid.org/0000-0002-9415-4427
Tetiana Humeniuk92
https://orcid.org/0000-0003-2826-8079
Svetlana Ishchenko93
https://orcid.org/0000-0001-5791-803X
Svitlana Sheremetieva94
https://orcid.org/0000-0002-3179-5948
Abstract
The purpose of the research is to analyze the
problem of document management in the sphere
of higher education and to determine potential
ways to solve them using the example of the
Ukrainian experience. The content analysis of
modern pedagogical literature showed the
problems of the documentary support. On the
basis of the system method, document
management is considered as a dynamic system
that changes according to modern conditions.
Based on the prognostic method, possible
prospects for the development of the latest
documentation systems are highlighted. In
results it is shown, that the modern documentary
system completely deviates from the old
principles of the formation of the administrative
apparatus in several directions. Framework
recommendations have been formed for
determining the development vectors of
document and communication support, and they
can be extended to similar systems of formation,
90
Doctor of Pedagogical Sciences, Professor of Ecology, Professor Department for Adult Education, National Pedagogical
Drahomanov University St. Pyrogova, 9, Kyiv, Ukraine.
91
Doctor of Pedagogical Sciences, Professor, Head of the Department of theory and methodology of vocational training Department
of theory and methodology of vocational training National Pedagogical Drahomanov University St. Pyrogova, Kyiv, Ukraine.
92
Ph.D, specialty - Theory and teaching methods (technical disciplines), Associate Professor, Senior Specialist Accreditation
Department National Agency for Higher Education Quality Assurance (NAQA), Ukraine, St.Borysa Hrinchenka, Ukraine.
93
Ph.D., Doctor Philosophy 015 Professional education, Senior Lecturer Department of Industrial Engineering and Service National
Pedagogical Drahomanov University, St. Pyrogova, Kyiv, Ukraine.
94
Candidate of Pedagogical Sciences 13.00.02 Theory and Methods of Technologies Teaching, Docent Department of Theory and
Methods of Technological Education, Drawing and Computer Graphics, M.P. Drahomanov National Pedagogical University, St.
Pyrogova, Kyiv, Ukraine.
Ridei, N., Tytova, N., Humeniuk, T., Ishchenko, S., Sheremetieva, S. / Volume 12 - Issue 61: 212-223 / January, 2023
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support, and storage of documents of the
management (administrative) staff. The
conclusions established that the current system of
organizing documentary support in the
educational sphere of Ukraine actually contains
archaisms. It is proposed to integrate
Blockchain-technologies into the implemented
educational SEMDs, which will potentially
ensure inter-level communication channels of the
participants in the document creation process of
higher education of Ukraine.
Keywords: document management, higher
education of Ukraine, Blockchain, problems, and
prospects.
Introduction
The modern development of the information
society dictates updated requirements for
document management. Developed digital
technologies make it possible to update the
management of organizations, improve and
optimize the process of document management.
Education, as a separate branch of social activity,
is no exception, and the focus on the use of digital
orders, decrees, and other acts is inherent in it no
less than in business structures or administrative
and legal activities. These trends are also relevant
to the Ukrainian reality because in the context of
distance learning in higher education institutions
there is a need for fast and rapid response and
communication with students digitally.
Accordingly, the COVID-19 pandemic acted as a
certain catalyst for changes, including in the
management of document flows in universities,
the Ministry of Education and Science of
Ukraine, other structural and managerial
organizations that provide the educational
process (Ministry of Education and Science of
Ukraine, 2019).
At the same time, further development of
management strategies, which are based on
modern document management systems, require
further development and improvement.
Consequently, the coverage of the main problems
of document management and ways to overcome
them is a relevant topic for research, especially
given the large-scale digital innovations of the
educational industry.
Research Problem
As of today, the system of Ukrainian document
management in higher education aims to achieve
transparency of record keeping (through the
organization of manageable and accessible to
wide masses of stakeholders process of creation,
coordination, and approval in working order of
documents of different levels of legal weight),
avoidance of unnecessary links in instance
support of document formation (by
simplification of cumbersome systems of
coordination and cross-checking of creation,
maintenance and putting into effect The
transition to electronic document management
system remains a tangible problem for higher
education (in accordance with the current world
trends in the field under study, based on the
achievements and development of relevant
technologies).
Research Focus
The study focuses on modern methods of
document management in the field of education
and analysis of the main problems for their
implementation. The proposed problems are
investigated only partially because of the current
challenges associated with distance learning
during quarantine restrictions and, above all, the
ongoing military operations. Important and no
less pressing problems remain barriers to the
development of digital documentation in the
conditions of Ukrainian realities.
Research Aim
The study aims to analyze the problems of
document management in education and to
identify potential ways to solve them on the
example of the Ukrainian experience.
Literature Review
Modern systems of document management,
practiced in the world's well-known institutions,
were called DMS (Document Management
System) The study of DMS, as a holistic
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multifactor system that determines the
information and organizational influence on
other components of the executive system in the
general industry complex of apparatuses,
contributed to relevant research and relevant
publications of such author as Abaci & Tolga
(2022). This researcher identified the specifics of
organizational schemes and means of functioning
of the SMD in the realities of modern working
conditions, characterized the effectiveness of the
use of innovative methods of document flow
formation. At the same time, a team of authors
led by Jordan et al., (2022) characterized the
feasibility of introducing the DMS in all
industries, without exception, requiring
documentary support of work activities. Regla
and Marquez (2020) identified the main types of
SMD scheme interactions in organizational
systems involving cloud services. Alimjanovich
(2022) characterized the EDO/EMD (Electronic
document management) transformations of
SMDs using modern software-digital tools),
Jordan et al. (2022) described typical schemes
and means of transition of SMDs to digital
platforms of a document support organization.
These researchers also point out that the
educational sphere is one of the main reference
points in the DMS system since it explores the
established organizational patterns and forms the
basic concepts of the case, not only in individual
industries but also in the state as a whole.
Therefore, in order to identify effective
document management schemes directly in the
educational field, targeted research is conducted,
which is represented, in particular, by the works
of such authors as Chernyshenko &
Chernyshenko (2022). These experts have
highlighted the key principles of the optimization
of organizational schemes of LSMS (and SEMD)
on the example of a limited infrastructure of an
educational institution. Also, Chernyshenko &
Chernyshenko (2022) focused on the
organization and functional responsibilities of
each of the participants in the educational
process. The work of Arifin (2022) is devoted to
the analysis of SMD functioning in a medium-
level educational institution. The article by
Lvovich et al. (2021) is also devoted to the study
and formation of the main optimization solutions
to the expedient organization of the system of
institutional support of document management in
education. Raza & Hussain (2022) examined the
main problems on the way to digitalization of
education. Such problems were investigated by
Wojciech et al. (2021); Rakhimov &
Mukhamediev (2022).
The analysis of thematic works and publications
indicates that the problem of document
management in the pedagogical sphere is not
new. However, the use of modern innovative
methods of document management requires
further justification, primarily given the large-
scale digitalization of all social structures, which
takes place not only in Western European
countries but also in Ukraine.
A review of Ukrainian studies, in particular the
works of Asanova (2020), Batareina &
Korobchenko (2022), Bezliudnyi & Kirdan
(2020) demonstrates the importance of the digital
circulation of documents in Ukraine. Note that
Asanova (2020) points out the practical problems
occurring in document circulation in Ukraine in
different areas. In particular, she notes the need
to develop technological instructions and
schemes, which should highlight the key aspects
of the sequence of preparation of various
document projects, the system, and the procedure
for their approval, signing, or approval.
A content analysis of contemporary pedagogical
literature, primarily the works of Chernyshenko
& Chernyshenko (2022); Arifin (2022);
Alimjanovich (2022); Ayaz & Yanartaş, 2020;
Ferilli et al., 2022; Istratova & Sin, 2022;
generally, prove the effectiveness of digital
innovative document management. However,
these authors also note the practical problems of
its implementation. Thematic analysis of the
organization of DMSD (EDMS) in the target area
under study (education), indicates the existence
of the problem of organizing an effective system
of document management, excluding the
outdated methods of instance approval. The
focus of the Ukrainian educational sector is to
change the archaic approach to the processes of
creating and ordering documents, which were
formed under the influence of the Soviet-
Communist political foundations of the past and
take into account the modern achievements and
experiences of successful practices in the studied
area. Consequently, we believe that the main
debatable issues of document management are
the practical aspects of correlation of the path of
presentation and approval of the document,
coverage of the functioning of the current
educational CMD with the identification of
factors that have a key impact on the efficiency
of the functioning of the system of document
management under study.
Materials and Methods
The methodological approach used in this study
is based on the practice of analytical research and
correlative determination of the most appropriate
and effective solutions that have significant
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potential for implementation, taking into account
the local features of the functioning of the
education system in Ukraine.
Also, the work is formed based on the use of
general scientific methods of research: analysis
and synthesis. On the basis of content analysis of
modern pedagogical literature, the problems and
key discussion issues of the study are identified.
The work also used the prognostic, systemic,
structural method. Of particular importance was
the use of methods of concretization and
abstraction. At the same time, the
methodological approach applied in this study is
based on the practice of analytical search and
correlative determination of the most acceptable
and effective solutions that have significant
potential for implementation, taking into account
the local features of the educational system
functioning in Ukraine.
This study is a qualitative study of existing best
practices of document management system
construction. The qualitative research approach
is applied in the framework of retrospective-
structural analysis of existing sectoral norms of
document management organization in the field
of education, which accompanies the task of
modeling optimization solutions. The research
was conducted based on document management
systems in higher education in Ukraine.
On the basis of the analysis, the main subject of
the research (the problems of document
management in the field of education) was
divided into smaller elements (peculiarities of
higher school document management in Ukraine,
analysis of the instation document management
system, digital aspects of university document
management, analysis of main problems on the
way of document management implementation).
synthesis these elements were combined, and
own conclusions were formed. On the basis of
the system method, the phenomenon of
document management was considered as a
constant.
The study was implemented in several stages:
− study of the currently functioning system of
document management in the educational
industry with the establishment of
characteristic participants, communication
links, control vertical and instance
conciliation with the definition of the actual
aspects and factors affecting the
organizational and managerial functionality
of the investigated SMD;
− determination of prospective vector of
development of higher education in Ukraine
by identifying positive and optimal world
profile practices for the establishment of
modern systems of document management,
document support, execution of document
orders, and archival storage as the final stage
of document management.
The above tools of information-analytical search
proposed for use in this study are the most
appropriate to implement due to the potential
opportunity in the process of studying the
positive world-specific-industry experience to
obtain data that can be recombined and adapted
to local conditions and realities of production.
educational industry in Ukraine.
The main empirical basis for this study is
legislative material, in particular:
1. Orders of the Ministry of Justice of Ukraine
on the procedure for working with electronic
documents in record keeping and their
preparation for transfer to the archival
storage; Instructions on record keeping in
institutions of general secondary education,
etc. (Ministry of Education and Science of
Ukraine, 2018).
2. Resolutions of the Cabinet of Ministers of
Ukraine, in particular, the Model Instruction
on documenting management information in
electronic form and organization of work
with electronic documents in records
management, electronic interdepartmental
exchange. (Decree № 55, 2018).
3. Strategies of the development of higher
education in Ukraine. (Strategy for the
Development of Higher Education in
Ukraine for 2022-2023).
4. Also, the study is based on the analysis of the
National Standard of Ukraine (GOST)
Ukrainian Research Institute of Archival
Affairs and Records Management
(UNIIASD), 2020).
Results
Document management of the educational sector
in Ukraine is regulated by the relevant
Department under the Ministry of Education of
Ukraine, which is guided in its activities by the
requirements of the relevant regulatory and
legislative framework:
− the general provisions of document
organization are implemented in accordance
with the Rules as of 2015;
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− unitary systematized provisions and norms
of document preparation of various levels of
legal and administrative differentiation are
applied in accordance with DSTU
4163:2020
− general provisions regarding the
organization of document circulation in
electronic form are carried out in accordance
with Laws of Ukraine: No. 851-IV, 2022;
No. 2155-VIII, 2022 (On electronic
documents and electronic workflow, 2022;
On electronic trust services, 2022) and
standard instructions (Decree № 55, 2018).
It should be noted that the professional
regulations on the document management
organization in the field of education are applied
in accordance with the provisions of the
Instruction as of 2013, which is a general branch
instruction, in particular, for use in the internal
system of document support of the Ministry of
Education and Culture of the Ministry of
Education and Culture; Instructions as of 2018
for the use of existing accreditation levels in
educational institutions. According to the
regulatory and governing documentation
described above - which essentially forms the
DMS of the educational sector − the
organizational and management procedure
involves document creation. (See Fig. 1).
Figure 1. Documents of organizational and managerial nature generated in the DMS of the educational
industry. Author’s development
According to the provisions of DSTU 4163:2020
the structure of organizational and management,
and administrative documents, including those
formed in the educational sector, is defined by
the median generalized structure shown in Fig. 2.
Organizational and management
documentation
1-st Level.
Documentation defining the management structure and functional powers of individual participants in
the education system: charter, regulations, protocol, collective agreement, job descriptions, etc.
2-nd Level
Documentation that performs direct management functions and organizes interlevel communication:
orders, instructions, assignments, letters, minutes, memos, reports, memos, orders, acts, records
management instructions, etc.
3-rd Level
Documentation that performs the functions of inter-level communication and external system
communication open information flows: brief (analytical, informational), memo, letter, clarification,
report, protocol, act, etc.3/-rd
Last Level
Documentation to support the personnel movement of employees in education: application,
submission, order, instructions, protocol, certificate, etc.
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Figure 2. Generalized structure of organizational and administrative documents under the provisions of
DSTU 4163:2020
Adopted from Ukrainian Research Institute of Archival Affairs and Records Management. UNIIASD,
2020.
The system of instant approval and
implementation of management documentation
in the educational sector is formed based on the
provisions of the Rules as of 2015 and provides
for the implementation of an operational process
from the creation of an organizational and
management document (based on the emergence
of aspects and factors that require managerial
intervention and the corresponding document
arrangement) before the implementation of the
agreed project of the result of the document
arrangement. According to the provisions of the
Rules as of 2015, the scheme for creating guiding
documents in the educational sector of Ukraine
must go through the stages of formation,
approval, approval, and implementation. The
process of approval of organizational and
management documents has an algorithm of
external − in accordance with the provisions of
the Standard Instructions as of 2018 − and
internal organizational approval in accordance
with the approved norms of the Rules as of 2015
(Law No. 2155-VIII, 2022). After the approval
procedure, the document of an organizational and
management nature (administrative document) is
approved by the head of the organization (the
relevant official or a group of officials depending
on the management structure). Based on the
analysis of the instance support, approval, and
approval of the project of the organizational and
management document, there is a significant
layering of intermediate links in this
algorithmized scheme, which makes the latter
extremely linear, inflexible and cumbersome
(Asanova, 2020). The current document
management system (in particular, in the
educational sphere and in the state apparatus) is
a product of the communist past and contains
features characteristic of the former political
system. The above signs include:
− strict centralization with a clear management
vertical, which significantly politicizes the
process of document creation, turning
individual management orders into
documents that contain more signs of
political will than management decisions;
− inappropriate bureaucratization of the
document creation process, which is
accompanied by a significant layering of
intermediate and advisory links, which
increases the time for the administrative
document to pass from the management
apparatus to the executor and requires the
involvement of communicative and
intermediate documentary resources;
− an extensive administrative system
containing strict centralized requirements
for document organization (including the
order of document circulation and archival
storage of documents of an organizational
Generalized Structure of Organizational
Guidance and Administrative
Documents
Statement part
(preamble)
The statement part states the reason, justification, or purpose for issuing the
ordering document. This part may begin with the words "Execution", "For the
purpose of", etc. If the document is issued from another administrative
document, the memorandum part must contain the name of this document, its
author, date, number and title. A period is not put at the end of the
memorandum part. The stating part may be omitted if the stating part does not
need to be justified, for example, in personnel documents.
Disposal part
The order part begins with a verb (depending on the type of the ordering
document), which is typed on a new line in capital letters without indenting
the left margin and quotation marks, followed by a colon. The executive part
is divided into paragraphs and subparagraphs numbered in Arabic numerals.
Each paragraph should indicate the executors (structural subdivisions or
specific officials (officers)), specific tasks (assignments) and deadlines for
their implementation. The executors may also be named in generalized terms,
for example: "directors of central state archives", "heads of structural
subdivisions". It does not apply to write unspecific instructions containing the
words: expedite, improve, intensify, pay attention, etc. If necessary, the last
paragraph of the ordering part may contain a decision to assign to a structural
unit or official the functions of controlling the execution of the ordering
document.
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and management nature), which leads to
significant expenditure of time and
administrative resources to organize the
document system in accordance with the
requirements of a rather archaic systems
(Batareina & Korobchenko, 2022). Thus, the
key issue in the development of DMS is high
diffusion in the current document
management apparatus of the Ukrainian
document circulation system. An additional
complication is the archaic nature of the
inherited Soviet DMS, which is a
consequence of direct evolution in a closed
information space and artificial restraint of
development.
It should be noted that the Ministry of Education
of Ukraine, in an effort to harmonize document
management with EU requirements, is
conducting optimization measures to increase the
efficiency of document circulation and document
management. A vivid example is the
implementation of the Instruction as of 2015,
which regulates the procedure for document
management in general secondary education
institutions. Analysis of the specified document
of an organizational and managerial nature
showed its breakthrough nature. In particular, the
above-mentioned document completely deviates
from the communist principles of the formation
of the administrative apparatus in several
directions:
1. decentralization: reliance on the local
governing body (in this case ‒ the
pedagogical council headed by the director)
of wider powers, which allows not only to
approve its own algorithmized sequence of
organization of document arrangement
taking into account the local features of
educational activities for each of the
institutions (in the form of appropriate
instructions), as well as on the basis of the
list of necessary elements of the
administrative procedure proposed by the
Ministry of Education of Ukraine, to form
and approve in the working order its own list
of the necessary documentation, the creation
of which is necessary in the management of
each individual educational institution;
2. optimization of the paperwork system: the
Ministry of Education of Ukraine reviewed
and optimized the list of documentary
support elements (which is currently
becoming a recommendation), according to
which the paperwork burden for each
institution and education workers is reduced
since the new document provides for a
reduction in the number of documentary
cases formed (the previous mandatory
documentary the list was reduced by ‒ 20%,
which will, as a result, reduce the amount of
paperwork by 22% (Ministry of Education
and Science of Ukraine, 2018).
3. individualization of educational methods
and approaches that can be applied by
teachers who are not burdened by the need
to carry out strictly regulated documentary
support, which allocates time and motivation
for the formation of unique pedagogical
approaches and concepts, which as a result
contributes to the development of the
educational field.
However, the process of transition from a strict
regulatory policy to a more free one − taking into
account local characteristics and the formation of
individually unique educational programs and
methods − is currently ongoing and incomplete.
Currently, deep-diffusion elements of the past
outdated system of centralized management
organization dominate, requiring radical changes
and the application of modern best practices and
successful world experience.
A clear example is the current system of
document creation and the cycle of approval and
implementation of organizational and
management documentation, which, along with
the multi-element and multi-instance
organizational scheme of the formation of orders,
contains extremely confusing communication
channels and disorganized connections.
Researchers (Ayaz and Yanartaş, 2020; Kilańska
et al., 2022; Adam et al., 2022; Lappin, 2022)
determine the main vector of the development of
DMS both in the field of education and in other
areas that require documentary support. In
particular, in terms of the implementation of
modern schemes of electronic management of
the document arrangement of the Central
Administrative Service, which is based on
electronic access to databases and cloud services.
The transformation of the DMS into DEMS in
the educational sector began in 2018. Kilańska et
al. (2022) are actively studying the issue of the
transition of educators to an electronic document
management system. In particular, the
expediency of the implementation of the DEMS
and improving the productivity of the existing
DEMS with integrated electronic elements of
document management are noted.
In education since 2021, AICOM PAK is
introduced, based on which the electronic E-
journal is created document management system.
The purpose of the introduction of these services
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and DEMS is to debureaucratize, decentralize
and individualize the system of educational
document creation, document management, and
document flow (Bezliudnyi&Kirdan, 2020). In
particular, as noted by the Ministry of Education,
currently in the educational sphere of Ukraine
there are 48 types of paper documents, which
require the appropriate organization of order and
storage (Ministry of Education and Science of
Ukraine, 2020). In addition, the Ministry of
Education notes the presence of systemic errors
in the implementation of DEMS:
In the field of education, in 2021 implemented
the AICOM PAK, based on which, in particular,
the E-Journal electronic document management
system is being created. The purpose of the
introduction of the mentioned services and
DEMS is de-bureaucratization, decentralization,
and individualization of the system of
educational document creation, document
circulation, and document arrangement. In
particular, as noted by the Ministry of Education,
there are currently 48 types of paper documents
in storage in the educational sphere of Ukraine,
which require the appropriate organization of
arrangement and storage. In addition, the
Ministry of Education emphasizes the presence
of systemic errors in the implementation of the
DEMS:
− paper duplication of electronic
documentation (in particular, reports on
educational activities);
− lack of an automated mechanism for
entering information into the DEMS
services (currently, all reporting information
is entered manually by educators).
Implementation and integration into the
educational documentation system of such
services as PAK AIKOM and E-Journal (with
appropriate ministerial and government support),
as well as existing scientific and practical work
of Ukrainian expert (Asanova, 2020) will in the
long run solve the problems of developing and
implementing a qualitatively new DMS of the
educational sector of Ukraine.
Next to the determination of the prospective
development of the implementation of the DEMS
in the educational sector of Ukraine, there are
risks of cyber-digital and information security.
Among the key risks of this direction, researchers
and experts (Ngoepe, Jacobs, and Mojapelo,
2022) highlight the vulnerability of EDO
services, which lead to the loss confidential data
and affects the quality of the educational process.
In the legislation of Ukraine provides for the use
of an electronic digital signature. However,
further technological development of means of
criminal damage to cyber-digital services and
schemes requires constant improvement. In
particular, both the methods of authenticating
digital documents and authorization in the
relevant services of the DEMS.
Accordingly, there is a need to involve
Blockchain technology in educational DEMS. It
is noted that such a proposal is already being
considered by a number of researchers in terms
of the features of the introduction to EDO
systems and services (Das et al., 2022). In
particular, the advantage of security protocols
with Blockchain against existing methods of
authentication and authorization is emphasized.
Security tools such as “smart-contact”, the
legend of the security system, IPFS make it
possible to maximally secure the participants of
the DEMS, since the cryptographic algorithms
for the security and authentication of electronic
documents are constantly updated, rejecting the
possibility of stealing confidential data.
Visualization of the processes of constant
updating of cryptographic security algorithms
and authentication of electronic documents with
the use of Blockchain. At the same time, direct
identification is significantly improved, and the
uniqueness of electronic documents is increased.
Visualization of the processes of identification of
e-documents using Blockchain technology.
Identification information is recorded in the
document's Blockchain-legend and is part of the
document's original data. In this context, the
visualization of the functioning of the
Blockchain-legend tool
Thus, it is possible not only to protect the e-
document from the loss of confidential data but
also to increase productivity and optimize the
resource costs of the implemented DEMS.
Systems of electronic document organization
with integrated tools of Blockchain technology
have a clear algorithmization of functions and
actions for each participant in the process of
document creation and document organization.
Meanwhile, specialized researchers and experts
(Zhao et al., 2022; Tella et al., 2022) also indicate
the mechanism of an optimized and secure
system of service communication between
typical participants in the process of document
arrangement, which is made possible by the use
of internal tools of Blockchain technology,
namely “smart-contract” and Blockchain-
legends. In accordance with the algorithmized
concept scheme, the use of Blockchain
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technology for authentication of participants in
the e-documentation process allows to ensure the
clear functional organization of each individual
performer (with confirmation of his level of
responsibility) and secure instant transfer of
service information contained in the Blockchain-
legend
Thus, a general concept of providing e-
documentation is formed, in which characteristic
levels of inter-agency official e-communication
are formed. Note that the concept was developed
on the example of the DEMS organization of the
architectural and design direction. Let's describe
the above-mentioned concept scheme of in more
detail:
− creation of official documentation takes
place between direct participants of the
process by using a typical network
environment;
− functioning DEMS involves the use of cloud
services based on the technology of the
global Internet (IPSF) or the use of local
databases;
− commutation in the protected Blockchain-
network, which is already used directly to
create a working e-document, which must go
through the visa and approval procedure in
the future.
Within the developed solution, it is also
necessary to provide a place for supplementing
the system with the latest forms of
documentation on educational technologies, such
as educational cases. This is motivated by the
significant role of educational cases in improving
student learning outcomes. In particular, the
researchers note that thanks to the use of the
latest technology of educational cases students,
after applying the case study method, they
became more confident in their practical
capabilities, namely they gained, experience in
collecting information from the patient needed to
plan an examination and treatment (Franks,
2020). Accordingly, the use of the latest
technologies should also be provided for in the
architecture of the proposed solution.
Therefore, the educational documentation
arrangement system has significant potential for
optimization, improvement, and productivity
improvement, including using electronic systems
and Blockchain technology. Such a complex
solution not only ensures the reliable transfer of
official information but also allows to fully build
an effective organizational scheme of document
creation, which should replace the deep-diffusion
remnants of archaic systems that were inherited
from the Soviet system.
Discussion
This study synthetically examined the problem of
document management in education by the
example of Ukraine. Let us describe the obtained
results more thoroughly.
The authors of the article point out the
complexity of implementing professional
document management, which should satisfy the
interests of a wide group of stakeholders. The
above opinion confirms Abaci & Tolga (2022),
who defines the document management system
as a holistic multifactorial system that affects
other blocks of a broader system. The author also
confirms the view that the use of innovative
methods of document management is effective.
Further support for this thesis is provided by a
team of authors led by Jordan et al., (2022), who
identified the role of the document distribution
system in the context of a digital work
organization model and noted the complexity of
organizing a broad document management
system in education. This result is also explored
by Regla and Marquez (2020) through the lens of
the use of current innovative technologies, albeit
cloud-based services, as part of a rapidly
changing document management system in
today's environment that affects the livelihoods
of many educational actors.
The next part of this study outlines the main
current problems of document management
transformation in education in Ukraine. First of
all, noted the urgent need for its modernization
on a substantially different (new, innovative)
basis. This view is shared by many Ukrainian
scientists who have researched this issue. In
particular, the preliminary studies of
Chernyshenko and Chernyshenko (2022)
determine the peculiarities of optimization of
organizational schemes DMS and DEMS in
conditions of the limited infrastructure of the
educational institution. Also, according to
Asanova (2020), the use of modern digital tools
and schemes for organizing the functioning of
DEMS in the university system of education is
important.
However, in contrast to the previous above-
mentioned works, the results of this article focus
on the system errors of the transformation of the
document management system in education in
Ukraine. These system errors indicate the
dynamics and situationality of the transition of
established forms of documentation support to
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modern and effective solutions of management
and service interdepartmental communication for
all participants of the document ordering process.
Separately, the work also notes the weak process
of elimination of obsolete schemes of
management organization of the communist past
of Ukraine, as well as the weak process of
debureaucratization, decentralization, increasing
the individuality and uniqueness of educational
methods and programs.
Earlier works also insufficiently investigated the
problem of optimizing the nomenclature of
educational documentation during the transition
from the old management paradigm. In
particular, documentation in the field of
education in Ukraine contains many archaic and
inappropriate to maintain in the modern
educational process. Emphasize the slow
transition from the DMS into DEMS, which is
accompanied by inexpedient resource
expenditure on paper duplication of e-
documentation. We emphasize the security and
vulnerability of the implemented electronic
document management systems that do not have
reliable mechanisms of transferring official
information.
In the previous papers, not enough attention has
been paid to the successes of the Ministry of
Education of Ukraine in improving document
management. In particular, the following positive
achievements of the Ministry of Education of
Ukraine in transforming the system of
documentation ordering are noted:
decentralization of requirements for the
implementation of management activities on the
order of document formation and document
management in educational institutions;
weakening the requirement for mandatory
nomenclature of official documents to be held
accountable; introduction of electronic device
systems for educational documents, which will
later constitute the main documentation
management system; conducting critical in-
system analyses and audits in order to find places
of potential optimization and improve the
efficiency of management processes (Ministry of
Education and Science of Ukraine 2019).
In contrast to the existing works, this study
proposes to solve the problem of cyber-digital
and information security by integrating
Blockchain technologies into the existing
system. In particular, Blockchain tools for unique
authentication, authorization (processes by
participants of document circulation) and
identification (processes by individualization of
documents created in e-document systems) allow
fulfilling not only the direct purpose of the
solution (namely, to reduce information
vulnerability of EDO services) but also a
conceptually new approach to the process of
creation and preparation of managerial and
official documents, which are used in the process
of their professional activities by teachers and
government bodies of educational.
Conclusions
Consequently, Ukrainian document management
in higher education is on the way of unification
with the European document management
system. In order to comply with the latter
Ukrainian system, it is necessary to eliminate a
number of problems that require the formation of
urgent ways and methods to solve them. In
particular, documentation in the field of higher
education in Ukraine contains a lot of archaic and
inappropriate to maintain in the modern
educational process. There is also a slow
transition from DMS to DEMS, which is
accompanied by inexpedient costs of resources
for paper replication of electronic
documentation. In Europe, the document
management system is subjected to many checks
on the security and vulnerability of implemented
electronic document management systems.
However, in Ukraine, there is a lack of reliable
mechanisms for the transfer of official
information.
Given one of the strategic goals of the Ministry
of Education and Science of Ukraine - full
transition to digital documentary support of
educational activities, there is a big problem on
the way to achieve a certain goal - to ensure cyber
and information security of interinstitutional and
intra-organizational transfer of official
information.
In contrast to previous studies, this paper
proposes to solve the problem of cyber-digital
and information security by integrating
Blockchain technologies into the existing
system. This will affect the solution of several
problems at once: the digitalization of document
management, the elimination of archaic systems
of document organization, the formation of a
secure environment for document exchange in
the field of education.
So, this study proposes to integrate Blockchain-
technologies into the implemented educational
SEMD, which will potentially allow to secure the
inter-level communication channels between the
participants of the document formation process
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and to form an effective managerial and
organizational structure of document ordering,
which is produced in the process of setting up.
We believe. That the results obtained in the
current study correspond to the profile vectors of
development, as well as the national interests of
Ukraine.
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