About us

Implementation of Adaptive System of Electronic Document Workflow for Universities (SEDWU) in Ukrainian higher education institutions (HEIs) is highly relevant in the context of Ukraine's aspirations for European integration.

This initiative is in line with the broader goal of modernising 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 optimise administrative processes in Ukrainian HEIs, making them more efficient, transparent and responsive to the needs of students, teachers and administrators.

1. Develop a secure, adaptive and standardised e-document workflow system for universities
   Create a unified, AI-enabled Electronic Document Management System (SEDWU) that ensures efficiency, transparency, interoperability, accessibility and cybersecurity, addressing the lack of modern digital tools in Ukrainian HEIs.
2. Harmonise Ukrainian university e-workflow practices with EU standards and regulations
   Ensure alignment with GDPR, Europass, EU digital governance frameworks and national legislation, enabling seamless cooperation between Ukrainian and EU universities and supporting Ukraine’s EU-integration priorities.
3. Analyse, optimise and standardise existing document workflows
   Conduct a comparative analysis of at least 10 existing EDMS solutions, identify gaps, streamline administrative procedures, create standardised document templates and mitigate war-related cybersecurity risks.
4. Define technical, functional and modular specifications for the national EDMS
   Develop a full technical architecture, including role-based access control, interoperability mechanisms, inclusive design standards, data exchange rules and security protocols to guide system development and scalability.
5. Design and integrate AI-based features to improve usability and automation
   Introduce AI-driven tools for document classification, search optimisation, NLP-based processing, workflow automation, predictive analytics and user support, validated across
   multiple user categories.
6. Pilot, configure and implement SEDWU in selected universities
   Deploy the system in 5 pilot HEIs, train at least 200 staff members, collect evidence-based feedback, evaluate functioning in real administrative environments and refine specifications based on pilot results.

Scalable Electronic Document Workflow for Universities: Enhancing Efficiency, Autonomy and European Integration — SEDWU

The SEDWU project is a joint initiative between European and Ukrainian universities to develop a scalable, adaptive, and secure electronic document workflow system, fostering cross-border collaboration, knowledge exchange, and institutional modernisation. By streamlining administrative processes, optimising document management, and enhancing data security, SEDWU will reduce bureaucratic inefficiencies, improve decision-making, and strengthen institutional autonomy, aligning Ukrainian universities with best practices in the European Higher Education Area. 

Through close cooperation with EU partners, the project will transfer expertise in digital transformation, AI-driven automation, and cybersecurity, ensuring that Ukrainian universities benefit from cutting-edge solutions and compliance with European standards. SEDWU will facilitate multi-campus collaboration, hybrid learning environments, and digital inclusion for displaced universities, reinforcing the resilience and adaptability of Ukraine’s higher education system. 

Recognising that technology alone is not enough for sustainable transformation, SEDWU will place significant emphasis on staff development and capacity-building. Comprehensive training programmes, workshops, and best practice exchanges will equip academic and administrative personnel with the skills needed to implement, manage, and further develop digital workflows. This will ensure that the impact of the project extends beyond its duration, fostering a culture of digital literacy and innovation within participating institutions. 

By developing open-access resources, conducting dissemination events, and engaging with policymakers, the project will ensure that universities across Ukraine and beyond can benefit from its results. SEDWU will not only modernise document management but also contribute to Ukraine’s deeper integration into the European educational space, strengthening digital governance, institutional capacity, and cross-border academic cooperation.