Managing Institutional Data for Quality Assurance without ERP Systems: A Practice-Based Approach from a Resource-Constrained College

DOI

10.2991/978-2-38476-618-5_7How to use a DOI?

Keywords

Quality Assurance in Higher Education; Institutional Data Management; Accreditation Documentation; IQAC Practices; ERP Alternatives

Abstract

Quality assurance processes in higher education increasingly depend on systematic documentation of institutional activities. Accreditation frameworks such as those of the National Assessment and Accreditation Council (NAAC) require institutions to maintain detailed records relating to academic programmes, student progression, research activities, and extension initiatives. Many institutions manage this information through Enterprise Resource Planning (ERP) systems. However, such systems are often financially and technically difficult to implement in government or aided colleges where resources and technical support are limited. This paper discusses a practice-based approach to institutional data management developed during the preparation of accreditation documentation in a resource-constrained college. The approach emerged from the need to organise large volumes of data collected from multiple departments within a limited time frame and with minimal technological infrastructure. Instead of relying on an ERP system and extensive manpower, the process was built around a structured digital workflow coordinated by the Internal Quality Assurance Cell (IQAC). The method involved the use of standardised departmental templates for data submission, a shared cloud repository organised through programme codes and metric-based folders, and a uniform file-naming protocol to simplify document identification. Programme representatives were responsible for uploading documents, while the criterion team verified them through a systematic scrutiny process. Communication and clarification of instructions were managed through a centralised messaging group, which helped maintain continuity in documentation work. The implementation of this structured process enabled smoother coordination among departments and improved the accessibility of institutional records during the accreditation preparation stage. Faculty members reported that the clear folder structure and standardised instructions reduced confusion and saved time during document verification. The experience suggests that well-organised documentation practices and collaborative digital tools can support effective quality assurance processes even in institutions that do not have access to expensive ERP infrastructure and manpower.

Copyright

© 2026 The Author(s)

Open Access

Open Access This chapter is licensed under the terms of the Creative Commons Attribution-NonCommercial 4.0 International License (http://creativecommons.org/licenses/by-nc/4.0/), which permits any noncommercial use, sharing, adaptation, distribution and reproduction in any medium or format, as long as you give appropriate credit to the original author(s) and the source, provide a link to the Creative Commons license and indicate if changes were made.

Download article (PDF)

TY  - CONF
AU  - B. Kanimozhi
PY  - 2026
DA  - 2026/10/06
TI  - Managing Institutional Data for Quality Assurance without ERP Systems: A Practice-Based Approach from a Resource-Constrained College
BT  - Proceedings of the 18th National IQAC Conference (ICon 2026)
PB  - Atlantis Press
SP  - 66
EP  - 76
SN  - 2352-5398
UR  - https://doi.org/10.2991/978-2-38476-618-5_7
DO  - 10.2991/978-2-38476-618-5_7
ID  - Kanimozhi2026
ER  -