Web-Based Document Management Systems For Administrative Services In Higher Education
Abstrak
Digital transformation has become a strategic priority for higher education institutions that seek to improve administrative efficiency, transparency, accountability, and service quality. Although web-based document management systems are widely discussed as a solution for improving correspondence, archiving, and administrative workflows, existing studies remain fragmented in their explanations of how these systems are implemented, what benefits they generate, and what challenges affect their sustainability in higher education. This study reviews the literature on web-based document management systems for administrative services in higher education, with attention to their role in improving document accessibility, workflow efficiency, records control, and institutional accountability. Using a systematic literature review approach, relevant studies were identified, screened, and analyzed based on predetermined inclusion criteria covering digital document management, web-based administrative systems, electronic records, correspondence management, and higher education institutions. The selected literature was examined through thematic analysis to identify recurring patterns, key implementation dimensions, and major findings across earlier studies. The review indicates that web-based document management systems contribute to faster document processing, better tracking of correspondence and disposition, lower dependence on physical archives, more accurate data, and easier access to administrative records. The findings also show that successful implementation depends on technological readiness, organizational commitment, user acceptance, clear records management procedures, data security, and integration with existing institutional workflows. Several studies further point to persistent challenges, including limited digital infrastructure, uneven staff competencies, resistance to change, weak standard operating procedures, and concerns about long-term digital preservation. This study contributes to the literature by synthesizing key dimensions of web-based document management implementation in higher education and arguing that effective digital administration requires integrating technological, organizational, procedural, and human resource factors.
Referensi
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Andriani, S., Kesumawati, N., & Kristiawan, M. (2018). The influence of the transformational leadership and work motivation on teachers’ performance. International Journal of Scientific & Technology Research, 7(7), 19–29.
Avolio, B. J., & Gardner, W. L. (2005). Authentic leadership development: Getting to the root of positive forms of leadership. The Leadership Quarterly, 16(3), 315–338. https://doi.org/10.1016/j.leaqua.2005.03.001
Bahzar, M. (2019). Authentic leadership in madrassas: Asserting Islamic values in teacher performance. Journal of Social Studies Education Research, 10(1), 259–284.
Barth, A., & Tsemach, S. (2021). Perceptions of principal authentic leadership: A survey of Israeli elementary teachers in diverse religious-cultural contexts. Religious Education, 116(3), 224–238.
Bass, B. M., & Avolio, B. J. (1995). MLQ Multifactor Leadership Questionnaire (2nd ed.). Mind Garden.
Begley, P. T. (2006). Self-knowledge, capacity, and sensitivity: Prerequisites to authentic leadership by school principals. Journal of Educational Administration, 44(6), 570–589.
Berkovich, I., & Eyal, O. (2017). The mediating role of principals’ transformational leadership behaviors in promoting teachers’ emotional wellness at work. Educational Management Administration & Leadership, 45(2), 316–335.
Bruinessen, M. V. (2015). Kitab kuning, pesantren, dan tarekat: Tradisi-tradisi Islam di Indonesia. Mizan.
Burns, J. M. (1978). Leadership. Harper & Row.
Cadez, S., Dimovski, V., & Zaman Groff, M. (2017). Research, teaching, and performance evaluation in academia: The salience of quality. Studies in Higher Education, 42(8), 1455–1473.
Crawford, J. A., Dawkins, S., Martin, A., & Lewis, G. (2020). Putting the leader back into authentic leadership: Reconceptualising and rethinking leaders. Australian Journal of Management, 45(1), 114–133.
Creswell, J. W., & Poth, C. N. (2018). Qualitative inquiry and research design: Choosing among five approaches (4th ed.). SAGE Publications.
Dacholfany, M. I., Suseno, N., Syofyan, H., & Fadli, M. R. (2024). Educational management in improving the quality of teachers in senior high schools. International Journal of Evaluation and Research in Education, 13(5), 3100–3110.
Dhofier, Z. (2011). Tradisi pesantren: Studi pandangan hidup kyai dan visinya mengenai masa depan Indonesia. LP3ES.
Fullan, M. (2016). The new meaning of educational change (5th ed.). Teachers College Press.
Gaol, N. T. L. (2023). School leadership in Indonesia: A systematic literature review. Educational Management Administration & Leadership, 51(4), 917–936.
Greenleaf, R. K. (1977). Servant leadership: A journey into the nature of legitimate power and greatness. Paulist Press.
Hallinger, P. (2020). Science mapping the knowledge base on educational leadership and management from the emerging regions. Educational Management Administration & Leadership, 48(2), 209–230.
Ibrahim, M. A., & Abdullah, A. (2024). Leadership at the helm: Essential skills and knowledge for effective management in Islamic Economics and Finance schools. Heliyon, 10(17), Article e36696. https://doi.org/10.1016/j.heliyon.2024.e36696
Ibrahim, S., & Abdullah, Z. (2014). Sokongan pengetua dalam amalan komuniti pembelajaran profesional di sebuah sekolah di Johor, Malaysia. Jurnal Kurikulum dan Pengajaran Asia Pasifik, 2(1), 34–45.
Karim, A. (2024). Leader power of Islamic higher education institutions in improving the performance of human resources management. Cogent Social Sciences, 10(1), Article 2442818. https://doi.org/10.1080/23311983.2024.2442818
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Lei, H., Luo, Y., & Zhang, R. (2024). Transformational leadership and teacher performance: The mediating role of professional learning communities. Frontiers in Psychology, 15, Article 1326874.
Lincoln, Y. S., & Guba, E. G. (1985). Naturalistic inquiry. SAGE Publications.
Lukens-Bull, R. (2019). Islamic higher education in Indonesia: Continuity and conflict. Palgrave Macmillan.
Marlia, M. A., Fahmy, R., Lukito, H., & Games, D. (2025). An exploratory study on effective leadership and change management in the transformation of Indonesian public universities towards world-class university status. Sustainability, 17(3), Article 1300.
Mastuhu. (1994). Dinamika sistem pendidikan pesantren: Suatu kajian tentang unsur dan nilai sistem pendidikan pesantren. INIS.
Merriam, S. B., & Tisdell, E. J. (2016). Qualitative research: A guide to design and implementation (4th ed.). Jossey-Bass.
Miles, M. B., Huberman, A. M., & Saldaña, J. (2014). Qualitative data analysis: A methods sourcebook (3rd ed.). SAGE Publications.
Rosser, A. (2023). The politics of education reform in Indonesia: Challenges and opportunities. Asian Survey, 63(2), 234–258.
Shin, J. C., & Jung, J. (2014). Academics job satisfaction and job stress across countries in the changing academic environments. Higher Education, 67(5), 603–620.
Shulhan, M. (2019). Effect of authentic leadership on academic atmosphere and organizational culture in Indonesian Islamic higher education. International Journal of Innovation Creativity and Change, 7(2), 406–419.
Soares, A. E., & Lopes, M. P. (2020). Are your students safe to learn? The role of lecturer’s authentic leadership in the creation of psychologically safe environments. Active Learning in Higher Education, 21(1), 65–78.
Srimulyani, E. (2012). Women from traditional Islamic educational institutions in Indonesia: Negotiating public spaces. Amsterdam University Press.
Srivastava, A. P., & Dhar, R. L. (2020). Authentic leadership and extra role behaviour: A school based integrated model. Current Psychology, 38(3), 684–697.
Stake, R. E. (2006). Multiple case study analysis. Guilford Press.
Walumbwa, F. O., Avolio, B. J., Gardner, W. L., Wernsing, T. S., & Peterson, S. J. (2008). Authentic leadership: Development and validation of a theory-based measure. Journal of Management, 34(1), 89–126.
Yin, R. K. (2018). Case study research and applications: Design and methods (6th ed.). SAGE Publications.
Yukl, G. (2013). Leadership in organizations (8th ed.). Pearson.
Ziemek, M. (1986). Pesantren dalam perubahan sosial. P3M.
Balwant, P. (2019). ‘Keeping it real’: Authentic instructor-leadership, student engagement, and performance. International Journal of Leadership in Education, 25(1), 39–65.
Bush, T. (2023). Educational leadership and management in the post-pandemic era. Educational Management Administration & Leadership, 51(1), 3–7.
Darling-Hammond, L., Hyler, M. E., & Gardner, M. (2017). Effective teacher professional development. Learning Policy Institute.
Harris, A., & Jones, M. (2019). Leading professional learning communities. In A. Harris & M. Jones (Eds.), Leading and transforming teaching and learning (pp. 47–64). Springer.
Hofstede, G. (2001). Culture’s consequences: Comparing values, behaviors, institutions across nations (2nd ed.). SAGE Publications.
Kareem, J., et al. (2023). Transformational educational leaders inspire school educators’ commitment. Frontiers in Education, 8, Article 1171513.
Leithwood, K., & Sun, J. (2012). The nature and effects of transformational school leadership: A meta-analytic review. Educational Administration Quarterly, 48(3), 387–423.
Braun, V., & Clarke, V. (2022). Thematic analysis: A practical guide. SAGE Publications.
Bao, Y. (2024). The effect of principal transformational leadership on teacher innovative behavior. Frontiers in Education, 9, Article 1378615.
Ghamrawi, N., Shal, T., & Ghamrawi, N. A. R. (2024). Cultivating teacher leadership: Evidence from a transformative professional development model. School Leadership & Management, 44(4), 413–441.
He, P., Guo, F., & Abazie, G. A. (2024). School principals’ instructional leadership as a predictor of teacher’s professional development. Asian-Pacific Journal of Second and Foreign Language Education, 9, Article 63.
Pan, H.-L. W., Wiens, P. D., & Moyal, A. (2023). A bibliometric analysis of the teacher leadership scholarship. Teaching and Teacher Education, 121, Article 103936.
Bellibaş, M. Ş., & Gümüş, S. (2021). The effect of learning-centred leadership and teacher professional learning on student achievement. International Journal of Educational Management, 35(1), 29–46.
To, K. H., Yin, H., Tam, W. W. Y., & Keung, C. P. C. (2023). Principal leadership practices, professional learning communities, and teacher commitment in Hong Kong kindergartens. Educational Management Administration & Leadership, 51(4), 889–911.
Amzat, I. H., Yanti, P. G., & Suswandari, S. (2022). Estimating the effect of principal instructional and distributed leadership on professional development of teachers in Jakarta, Indonesia. SAGE Open, 12(3), 1–15. https://doi.org/10.1177/21582440221109585
Andriani, S., Kesumawati, N., & Kristiawan, M. (2018). The influence of the transformational leadership and work motivation on teachers’ performance. International Journal of Scientific & Technology Research, 7(7), 19–29.
Avolio, B. J., & Gardner, W. L. (2005). Authentic leadership development: Getting to the root of positive forms of leadership. The Leadership Quarterly, 16(3), 315–338. https://doi.org/10.1016/j.leaqua.2005.03.001
Bahzar, M. (2019). Authentic leadership in madrassas: Asserting Islamic values in teacher performance. Journal of Social Studies Education Research, 10(1), 259–284.
Barth, A., & Tsemach, S. (2021). Perceptions of principal authentic leadership: A survey of Israeli elementary teachers in diverse religious-cultural contexts. Religious Education, 116(3), 224–238.
Bass, B. M., & Avolio, B. J. (1995). MLQ Multifactor Leadership Questionnaire (2nd ed.). Mind Garden.
Begley, P. T. (2006). Self-knowledge, capacity, and sensitivity: Prerequisites to authentic leadership by school principals. Journal of Educational Administration, 44(6), 570–589.
Berkovich, I., & Eyal, O. (2017). The mediating role of principals’ transformational leadership behaviors in promoting teachers’ emotional wellness at work. Educational Management Administration & Leadership, 45(2), 316–335.
Bruinessen, M. V. (2015). Kitab kuning, pesantren, dan tarekat: Tradisi-tradisi Islam di Indonesia. Mizan.
Burns, J. M. (1978). Leadership. Harper & Row.
Cadez, S., Dimovski, V., & Zaman Groff, M. (2017). Research, teaching, and performance evaluation in academia: The salience of quality. Studies in Higher Education, 42(8), 1455–1473.
Crawford, J. A., Dawkins, S., Martin, A., & Lewis, G. (2020). Putting the leader back into authentic leadership: Reconceptualising and rethinking leaders. Australian Journal of Management, 45(1), 114–133.
Creswell, J. W., & Poth, C. N. (2018). Qualitative inquiry and research design: Choosing among five approaches (4th ed.). SAGE Publications.
Dacholfany, M. I., Suseno, N., Syofyan, H., & Fadli, M. R. (2024). Educational management in improving the quality of teachers in senior high schools. International Journal of Evaluation and Research in Education, 13(5), 3100–3110.
Dhofier, Z. (2011). Tradisi pesantren: Studi pandangan hidup kyai dan visinya mengenai masa depan Indonesia. LP3ES.
Fullan, M. (2016). The new meaning of educational change (5th ed.). Teachers College Press.
Gaol, N. T. L. (2023). School leadership in Indonesia: A systematic literature review. Educational Management Administration & Leadership, 51(4), 917–936.
Greenleaf, R. K. (1977). Servant leadership: A journey into the nature of legitimate power and greatness. Paulist Press.
Hallinger, P. (2020). Science mapping the knowledge base on educational leadership and management from the emerging regions. Educational Management Administration & Leadership, 48(2), 209–230.
Ibrahim, M. A., & Abdullah, A. (2024). Leadership at the helm: Essential skills and knowledge for effective management in Islamic Economics and Finance schools. Heliyon, 10(17), Article e36696. https://doi.org/10.1016/j.heliyon.2024.e36696
Ibrahim, S., & Abdullah, Z. (2014). Sokongan pengetua dalam amalan komuniti pembelajaran profesional di sebuah sekolah di Johor, Malaysia. Jurnal Kurikulum dan Pengajaran Asia Pasifik, 2(1), 34–45.
Karim, A. (2024). Leader power of Islamic higher education institutions in improving the performance of human resources management. Cogent Social Sciences, 10(1), Article 2442818. https://doi.org/10.1080/23311983.2024.2442818
Kemenag. (2024). Statistik Perguruan Tinggi Keagamaan Islam 2023/2024. Direktorat Jenderal Pendidikan Islam.
Lei, H., Luo, Y., & Zhang, R. (2024). Transformational leadership and teacher performance: The mediating role of professional learning communities. Frontiers in Psychology, 15, Article 1326874.
Lincoln, Y. S., & Guba, E. G. (1985). Naturalistic inquiry. SAGE Publications.
Lukens-Bull, R. (2019). Islamic higher education in Indonesia: Continuity and conflict. Palgrave Macmillan.
Marlia, M. A., Fahmy, R., Lukito, H., & Games, D. (2025). An exploratory study on effective leadership and change management in the transformation of Indonesian public universities towards world-class university status. Sustainability, 17(3), Article 1300.
Mastuhu. (1994). Dinamika sistem pendidikan pesantren: Suatu kajian tentang unsur dan nilai sistem pendidikan pesantren. INIS.
Merriam, S. B., & Tisdell, E. J. (2016). Qualitative research: A guide to design and implementation (4th ed.). Jossey-Bass.
Miles, M. B., Huberman, A. M., & Saldaña, J. (2014). Qualitative data analysis: A methods sourcebook (3rd ed.). SAGE Publications.
Rosser, A. (2023). The politics of education reform in Indonesia: Challenges and opportunities. Asian Survey, 63(2), 234–258.
Shin, J. C., & Jung, J. (2014). Academics job satisfaction and job stress across countries in the changing academic environments. Higher Education, 67(5), 603–620.
Shulhan, M. (2019). Effect of authentic leadership on academic atmosphere and organizational culture in Indonesian Islamic higher education. International Journal of Innovation Creativity and Change, 7(2), 406–419.
Soares, A. E., & Lopes, M. P. (2020). Are your students safe to learn? The role of lecturer’s authentic leadership in the creation of psychologically safe environments. Active Learning in Higher Education, 21(1), 65–78.
Srimulyani, E. (2012). Women from traditional Islamic educational institutions in Indonesia: Negotiating public spaces. Amsterdam University Press.
Srivastava, A. P., & Dhar, R. L. (2020). Authentic leadership and extra role behaviour: A school based integrated model. Current Psychology, 38(3), 684–697.
Stake, R. E. (2006). Multiple case study analysis. Guilford Press.
Walumbwa, F. O., Avolio, B. J., Gardner, W. L., Wernsing, T. S., & Peterson, S. J. (2008). Authentic leadership: Development and validation of a theory-based measure. Journal of Management, 34(1), 89–126.
Yin, R. K. (2018). Case study research and applications: Design and methods (6th ed.). SAGE Publications.
Yukl, G. (2013). Leadership in organizations (8th ed.). Pearson.
Ziemek, M. (1986). Pesantren dalam perubahan sosial. P3M.
Balwant, P. (2019). ‘Keeping it real’: Authentic instructor-leadership, student engagement, and performance. International Journal of Leadership in Education, 25(1), 39–65.
Bush, T. (2023). Educational leadership and management in the post-pandemic era. Educational Management Administration & Leadership, 51(1), 3–7.
Darling-Hammond, L., Hyler, M. E., & Gardner, M. (2017). Effective teacher professional development. Learning Policy Institute.
Harris, A., & Jones, M. (2019). Leading professional learning communities. In A. Harris & M. Jones (Eds.), Leading and transforming teaching and learning (pp. 47–64). Springer.
Hofstede, G. (2001). Culture’s consequences: Comparing values, behaviors, institutions across nations (2nd ed.). SAGE Publications.
Kareem, J., et al. (2023). Transformational educational leaders inspire school educators’ commitment. Frontiers in Education, 8, Article 1171513.
Leithwood, K., & Sun, J. (2012). The nature and effects of transformational school leadership: A meta-analytic review. Educational Administration Quarterly, 48(3), 387–423.
Braun, V., & Clarke, V. (2022). Thematic analysis: A practical guide. SAGE Publications.
Bao, Y. (2024). The effect of principal transformational leadership on teacher innovative behavior. Frontiers in Education, 9, Article 1378615.
Ghamrawi, N., Shal, T., & Ghamrawi, N. A. R. (2024). Cultivating teacher leadership: Evidence from a transformative professional development model. School Leadership & Management, 44(4), 413–441.
He, P., Guo, F., & Abazie, G. A. (2024). School principals’ instructional leadership as a predictor of teacher’s professional development. Asian-Pacific Journal of Second and Foreign Language Education, 9, Article 63.
Pan, H.-L. W., Wiens, P. D., & Moyal, A. (2023). A bibliometric analysis of the teacher leadership scholarship. Teaching and Teacher Education, 121, Article 103936.
Bellibaş, M. Ş., & Gümüş, S. (2021). The effect of learning-centred leadership and teacher professional learning on student achievement. International Journal of Educational Management, 35(1), 29–46.
To, K. H., Yin, H., Tam, W. W. Y., & Keung, C. P. C. (2023). Principal leadership practices, professional learning communities, and teacher commitment in Hong Kong kindergartens. Educational Management Administration & Leadership, 51(4), 889–911.
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2026-06-11
##submission.howToCite##
Mayasari, L. I., Syam, A. R., Robby, D. K., & Tricahyo, V. A. (2026). Web-Based Document Management Systems For Administrative Services In Higher Education. Proceeding of International Conference on Islamic Boarding School , 3(1). https://doi.org/10.61159/icop.v3i1.872
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