Makerere University, a renowned institution established in 1922, has embarked on a transformative journey towards digitalization. The university recently launched the Digitalization of Academic Records and Processes (DARP) project, marking a significant milestone in its efforts to modernize record-keeping since its inception.
Led by Mrs. Patience Mushengyezi, the Principal Investigator of DARP, the three-year project aims to archive university records digitally. This includes students’ academic documents, examination results, senate minutes, and other essential documents. The project seeks to enhance efficiency by providing a digital platform for certifying and verifying students’ certificates and transcripts electronically.
During the project launch at Makerere University Freedom Square, Mrs. Mushengyezi highlighted the benefits of the digital system. She emphasized that the new system enables requests for document certification and verification through email, eliminating the need for physical presence. Additionally, the system generates reports on various aspects, such as the number of graduates by category, admissions statistics, and policy changes, enhancing the efficiency of the academic registrar’s department.
The transition to digital records addresses several challenges faced by the university in the past. Traditional manual systems were susceptible to issues such as the 2020 fire outbreak, which destroyed numerous records. Moreover, inadequate storage space and the absence of a records management policy hindered effective management. These challenges tarnished the university’s image but are now being overcome through digitalization.
Prof. Barnabas Nawangwe, the Vice Chancellor of Makerere University, expressed pride in the institution’s digital transformation. He emphasized the system’s aim to improve efficiency and effectiveness in academic record-keeping. Prof. Nawangwe highlighted the university’s goal of enabling students to download their transcripts, reducing the need for physical visits and queues.
Acknowledging the government’s support, Prof. Nawangwe appreciated the contributions made towards the digitization initiative. Funding from the Research and Innovation Fund (Mak-RIF) and additional support from the MasterCard Foundation have been instrumental in driving the DARP project forward.
Mrs. Janet Kataaha Museveni, the Minister of Education and Sport, commended Makerere University for its proactive approach to modernizing record management. Stressing the importance of security in the digital age, she emphasized the need for systems that safeguard academic records against breaches and theft.
Furthermore, the university established secure facilities equipped with biometric systems to store hard copies of scanned academic documents. This ensures accessibility while maintaining security, especially in situations like court cases where physical copies may be required.
