An effective secondary personalization file system driven by FileForge module

Digital service platforms provided by academic support departments in Macao assist academic staff and students in various areas such as registry, student affairs, academic activities, and research. As the number of undergraduate students increases and new departments are established, academic staff often face the challenge of dealing with paperwork that contains similar content but different formats. This situation results in redundancies and a waste of time. This paper presents our endeavors to simplify administrative procedures in higher education by automating restructured documentation and developing secondary file systems. The paper presents two case studies: Scenario One focuses on streamlining the publication system for academic staff who submit papers in different formats. At the same time, Scenario Two aims to simplify the daily paperwork process for academic staff. Both cases involve transforming the distribution of administrative documents, transitioning from a standardized form with guidelines to a customized form with concise tips. This approach allows academic staff to handle only the necessary information, which may not be available in the database or requires verification. The case studies serve to demonstrate the effectiveness of this administrative simplification.