University Document Management System
Every record.
Every version.
Accounted for.
UDMS brings course files, exam papers, policies, minutes and contracts into one secure system — with approvals, retention and a complete audit trail built in.
11
roles with a published permission matrix
4
confidentiality levels, enforced on every request
100%
of views, downloads and decisions logged
The problem
Shared drives and email attachments don't pass an audit.
01
Scattered
Course files spread across personal drives, chat groups and inboxes — reassembled by hand every accreditation visit.
02
Uncontrolled
Exam papers emailed back and forth with no record of who opened which draft.
03
Unretained
No schedule for what to keep, archive or destroy — and no proof of what happened.
UDMS gives every document an owner, a classification, a version history, an approval trail and a retention date — from the day it is uploaded.
Modules
Designed around how universities actually work: faculties, departments, course offerings and semesters.
01
Repository & folders
Faculty and department folder trees, version history, metadata, tags and full-text search across everything you are allowed to see.
02
Access control
Four confidentiality levels, 11 roles and time-limited grants to people, roles, departments or faculties.
03
Approval workflows
Policy, exam-paper and course-file approval chains with comments, deadlines and email notifications.
04
Course files
A nine-item checklist per course offering. Lecturers upload, Heads of Department verify, auditors see completeness at a glance.
05
Exam papers
Restricted drafts, moderator vetting, HoD approval, then locked by the examination unit until release to print.
06
Records & retention
Retention schedules by record type, a disposal queue that needs approval, and legal holds that block disposal.
07
Secure sharing
Expiring external links with download limits for external examiners and accreditation panels.
08
Audit & reports
Every view, download and decision logged. Compliance reports per faculty and department.
Built for academia
Course files, exam-paper vetting and Senate minutes are first-class — not folders bolted onto a generic drive.
Audit-ready by default
Accreditation evidence, completeness reports and a full decision trail, ready when the panel arrives.
Your data, your control
Runs on your own server with your database. Files stay in your own storage.
Security promise
Secure by design, not by policy document.
Two-factor authentication
Authenticator app or email code, recovery codes and trusted devices. Administrators can make it compulsory.
Least-privilege roles
Permissions are enforced on the server for every request — not just hidden in the interface.
Append-only audit log
Who did what, when, from where and on which device. Nobody can edit or delete entries.
Files in object storage
Documents live in secure object storage, delivered through short-lived signed links. Nothing sits on the web server.
Lockout & alerts
Automatic lockout after repeated failures, and instant alerts to the system owner for critical events.
PDPA-aligned
Built around Malaysia's Personal Data Protection Act 2010, with data and backups under your control.
One system, eleven roles.
Super Admin
Scope: System
System owner. Full control, system log, version history, alerts and digest, manages Admins.
Administrator
Scope: University
Runs UDMS for the university: users, invitations, org structure, 2FA policy, settings. Cannot see Super Admins or their activity.
Records Manager
Scope: University
Registrar / records office. Retention schedules, legal holds, archive and disposal approvals.
Dean
Scope: Faculty
Head of faculty. Oversees faculty documents, final approver for faculty policies and course-file audits.
Head of Department
Scope: Department
Approves department documents and exam papers, verifies course files.
Examination Officer
Scope: University (exams)
Examination unit. Locks approved exam papers, controls release for printing.
Lecturer
Scope: Own courses
Academic staff. Maintains course files, drafts and moderates exam papers, submits documents for approval.
Administrative Staff
Scope: Department
Faculty / department office staff. Uploads and organises administrative documents.
Quality Auditor
Scope: University (read-only)
QA / internal audit. Read-only access to documents in scope, course-file compliance and the audit trail.
Student
Scope: Self
Views public university documents and items shared with them.
External Examiner / Guest
Scope: Granted items
Time-limited access to specific folders or documents (e.g. external examiners, accreditation panels).
Contact
Request a demo.
Tell us about your institution and we'll walk you through UDMS with your own faculties and record types.
Support
new.technology@hotmail.com