Digital Transformation Of Document Management: A Google Workspace Solution For Community Colleges

Abstract

Accreditation in higher education requires systematic documentation, yet many Technical and Vocational Education and Training (TVET) institutions still rely on fragmented, paper-based processes. This study introduces a sustainable, cost-effective digital documentation strategy using tools from the Ministry of Higher Education's (KPT) licensed Google Workspace ecosystem Google Drive, Sites, and Docs to improve quality assurance (QA) operations. A Conceptual Implementation Framework is proposed to guide TVET institutions through a phased adoption approach, emphasizing centralized storage, version control, user-specific navigation, and real-time analytics integration via Google Analytics (GA4) and Looker Studio. The framework is informed by Nonaka’s SECI knowledge management model and aligned with ISO 21001:2018 standards to promote institutional accountability and operational efficiency. Early implementation at a Malaysian community college demonstrated improved document accessibility, audit readiness, and staff engagement. The model addresses challenges such as digital readiness, infrastructure limitations, and administrative burden, making it suitable for resource-constrained environments. By leveraging existing technologies without additional cost, this framework provides a replicable and scalable pathway for digital QA transformation. The study offers actionable insights for institutions aiming to modernize academic governance while focusing on teaching and learning excellence in the digital era.