Universiti Putra Malaysia has pass 80th year since Mei 1931. This university was pass through a great historical of excellence from the era of University College of Agriculture Malaya, School of Agriculture Malaya, Universiti Pertanian Malaysia and currently known as Universiti Putra Malaysia. This historical heritage is the pride of excelence UPM and also the country.
The existence of UPM as one of the best research university in Malaysia should uphold the preserve and sustain the existence university’s record information from a legacy to new generation.
Realizing the important of preserve and durability of university document. Office of the Vice Chancellor through the opportunity of UPM Talent Outreach Programme (UPMTOP) have been visiting several Australia’s University to enrich team’s experience on transforming from primary paper sources’ record to digital achieve. This is partly as a planning to become a paperless office in the near future.
TRANSFORMING UNIVERSITY RECORD
Iniatilly, the purpose of digitizing documentation in office are:-
(a) To achieve quick acess of incoming and outgoing of documentation and record. For this time being, our record information is limit for file accessible and depend on Electronic Documentation Management System;
(b) To reduce time and human resource’s cost;
(c) Constraints of room space;
(d) To improve efficency on identify and document traccking;
(e) Utilizing the capabilities and capacities of ICT for more impact and significant result of quality services;
(f) Improve campus’s business communication.
Office of the Vice Chancellor have initiative a digitizing documentation since 2011. The office historical document such as business letters, documents, files are as early as 23th May 1977.
Besides that, this office also have taken initiative to transform documents and record of the University Management Committee Meeting such as working papers, reports, minutes of meetings prior to improved digital and paperless documents.
In year 2014, Office of the Vice Chancellor slowly improve in term of governance official record process such as application travel abroad to online system such as Sistem Perjalanan Ke Luar Negara (SPLN), Sistem Maklumat Pelantikan Universiti (SMPU), Sistem Jawatankuasa Carian (Serch Committee System), wheres the documentation such as proposal, working papers, reports, and minutes have been upgraded to digital record (without papers).
With this rapid improvement, Office of the Vice Chancellor has reduce used of paper printing from 25,000 pieces to 15,000 pieces. Total saving of 10,000 sheet paper was achieve by this initiative.