When an accreditation visit is announced, departments spend weeks hunting for senate minutes, approved course outlines, staff lists and past self-study reports. The files usually exist — spread across shared drives, email attachments and filing cabinets.
What a local document assistant changes
- Ask 'When did senate approve the revised B.Sc. Computer Science curriculum?' and get the answer with the page of the minutes.
- Summarise a 200-page self-study report into a briefing for the visiting panel.
- Extract every course code, credit unit and lecturer from programme handbooks into one table.
- Compare this year's handbook with last year's to see what changed.
Keep sensitive records separate
Staff appraisals, disciplinary files and examination records can go into folders marked 'Managers only', so they do not appear in general searches. Each faculty can have its own folders, and an admin decides who sees what.
Getting started
- Start with one department and its last accreditation pack.
- Scan paper minutes to PDF; typed documents give the best results.
- Write ten questions the panel asked last time and test the answers.
- Expand to other faculties once staff trust the citations.
A note on accuracy
AI Box answers from the documents you upload and shows the source document and page. Answers should still be checked against the cited page before they are relied on for legal, medical, or financial decisions.