The use of technology in student file and document management

Abstract

The use of technology in the modern era for file and document management has become an essential part of students’ academic lives, particularly for handling course notes, assignments, and other educational materials. However, it also presents challenges in ensuring that documents are well-organized, easily accessible, and protected from loss. This study examines the extent of technology usage in students' file and document management, focusing on various modern storage applications and their role in improving document organization. The objective is to identify the types of documents that frequently pose difficulties for students and to assess their proficiency in using technological applications to enhance the efficiency of academic document management. A quantitative research design was employed, involving 108 students from various academic departments and semesters. Data were collected through a self-developed questionnaire that was carefully reviewed for validity and tested for reliability using Cronbach’s Alpha, and the responses were analysed using descriptive statistics. The findings indicate that multimedia files, particularly video and audio recordings, are the most challenging type of document for students to manage and store properly, with 42.6% of respondents reporting difficulties, mainly due to large file sizes, diverse formats, and storage requirements. Despite these challenges, students demonstrated high proficiency in using commonly adopted technologies such as cloud storage platforms, word processing applications, and digital communication tools for storing, creating, and sharing academic documents effectively. Technology use in file management was found to enhance efficiency, improve accessibility to learning materials, reduce the risk of document loss, and support more systematic and organized document management. However, the findings also highlight a need for targeted training and practical guidance to strengthen students’ skills in managing complex digital documents. Additionally, fostering digital literacy and providing hands-on workshops can empower students to overcome technical challenges and optimize the use of available tools, while future research could explore the integration of advanced file management systems and collaborative platforms to further enhance students’ academic productivity and organizational skills.