A PROOF-OF-CONCEPT FOR AN AI-ENHANCED DOCUMENT GOVERNANCE SYSTEM IN HIGHER EDUCATION: LEVERAGING GOOGLE WORKSPACE FOR EDUCATION PLUS (GWS-E+)

Abstract

This thesis addresses critical inefficiencies in document governance at Swiss German University (SGU), characterized by manual processes and compliance risks. Employing a Design Science Research (DSR) methodology, this study designed, developed, and evaluated an AI-enhanced governance system prototype. The architecture, guided by the TOGAF ADM, leverages SGU’s existing Google Workspace infrastructure and integrates Google Cloud AI services (Vision, Vertex, Gemini) for intelligent automation. The prototype's effectiveness was assessed through a mixed-methods evaluation. Expert validation confirmed the system's architectural soundness and robust alignment with ISO 15489/23081 and COBIT governance principles. User testing, while yielding a moderate SUS score of 55.6 due to methodological context, demonstrated transformative efficiency gains, reducing tasks from hours to minutes. The system achieved 94.7% classification accuracy, 100% reliability for automated alerts, and a 100% user intent to adopt, confirming its high perceived value. The research concludes that the prototype is a feasible and effective solution, providing a validated, low-code model for other higher education institutions. It contributes a set of architectural, policy, and change management recommendations to guide the successful implementation of AI-driven governance, bridging the gap between technical innovation and institutional compliance.