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SEDWU - A Scalable Electronic Document Management System in Universities as a Tool for Enhancing Institutional Effectiveness, Autonomy, and Euro-Integration
The SEDWU project is a collaborative initiative of European and Ukrainian universities aimed at developing a scalable, adaptive, and secure electronic document management system that will promote international cooperation, knowledge exchange, and institutional modernization. By optimizing administrative processes, enhancing document management, and improving cybersecurity, SEDWU will reduce bureaucratic barriers, improve decision-making processes, and strengthen institutional autonomy, ensuring compliance of Ukrainian universities with the best practices of the European Higher Education Area.
In close collaboration with EU partners, the project envisages the transfer of expertise in the areas of digital transformation, AI-based automation, and cybersecurity. This will ensure the implementation of advanced solutions in Ukrainian universities and compliance with European standards. The project will facilitate cooperation between campuses, the development of hybrid learning environments, and digital inclusion for displaced higher education institutions, enhancing the resilience and adaptability of the Ukrainian higher education system.
Recognizing that technological solutions alone do not guarantee sustainable change, SEDWU will pay special attention to capacity building. Comprehensive training programs, workshops, and exchanges of best practices will equip academic and administrative staff with the necessary skills for the implementation, management, and further development of digital workflows. This will ensure the sustainability of the project outcomes and foster a culture of digital literacy and innovation among participant institutions.
The creation of open resources, organization of dissemination events, and active interaction with policymakers will enable the scaling of the project's achievements to universities across Ukraine and beyond. The SEDWU project not only modernizes the document management system but also contributes to a deeper integration of Ukraine into the European educational space, enhancing digital governance, institutional capacity, and cross-border academic cooperation.
Project goal
The implementation of an adaptive electronic document management system for universities (SEDWU) in higher education institutions in Ukraine is extremely relevant in the context of Ukraine's aspirations for European integration.
This initiative corresponds to the broader goal of modernizing the education system and administrative processes, increasing transparency, and meeting European standards. By implementing a digital platform for document management, the SEDWU project aims to optimize administrative processes in Ukrainian higher education institutions, making them more efficient, transparent, and student, faculty, and administrator-centered.
Project objectives
To develop a secure, adaptive, and standardized electronic document management system for universities. To create a unified electronic document management system (SEDWU) based on artificial intelligence that will ensure efficiency, transparency, compatibility, accessibility, and cybersecurity, addressing the lack of modern digital tools in Ukrainian higher education institutions.
- To harmonize electronic document management practices of Ukrainian universities with EU standards and norms. To ensure compliance with GDPR, Europass, EU digital governance frameworks, and national legislation, which will enable seamless cooperation between Ukrainian and European universities and support Ukraine's integration priorities into the EU.
- To analyze, optimize, and standardize existing document management processes. To conduct a comparative analysis of at least 10 existing electronic document management systems, identify gaps, optimize administrative procedures, create standardized document templates, and minimize cybersecurity risks associated with wartime conditions.
- To determine the technical, functional, and modular specifications of the national EDMS. To develop a complete technical architecture, including role-based access control, compatibility mechanisms, inclusive design standards, data exchange rules, and security protocols for system development management and ensuring its scalability.
- To design and integrate AI-based functions to enhance usability and automation. To implement AI tools for document classification, search optimization, natural language processing (NLP), workflow automation, predictive analytics, and user support, tested across different user categories.
- Conduct pilot testing, configuration, and implementation of SEDWU in selected universities. Implement the system in 5 pilot higher education institutions, train at least 200 staff, collect substantiated feedback, evaluate performance in real administrative conditions, and improve specifications based on the results of the pilot testing.
Project Consortium
- Lviv National University named after Ivan Franko (Coordinator);
- Vytautas Magnus University (Kaunas, Lithuania);
- Rzeszów Polytechnic named after Ignacy Łukasiewicz (Poland);
- University of Bayreuth (Germany);
- National University of Water Management and Nature Resources Use (Rivne);
- National University of «Chernihiv Polytechnic»;
- National University of «Zaporizhzhia Polytechnic»;
- Chernivtsi National University named after Yuriy Fedkovych;
- Kryvyi Rih National University;
- State Tax University (Irpin);
- Association «Lviv IT and Business Services Cluster.»
General information:
Project duration: 3 years (01.10.2025 – 30.09.2028).
Project code: 101237141
Project budget: 791,193 Euros
The project is co-financed by the European Union, however, the views and opinions expressed belong only to the authors of this project and do not necessarily reflect the views of the European Union or the European Education and Culture Executive Agency. Neither the European Union nor the granting organization is responsible for them.
