The shift from print to digital in the deposit policy of scientific works is gaining momentum in higher education institutions. This strategic issue became the main topic during a benchmarking visit by Universitas Airlangga (UNAIR) Library to Universitas Gadjah Mada (UGM) Library and Archives on Tuesday (September 30, 2025).
The delegation, led by UNAIR Library Director Prof. Dr. Rahma Sugihartati, Dra., M.Si., along with three staff members, was warmly welcomed by UGM Library and Archives Director, Arif Surachman, SIP., MBA., and his management team. The meeting took place in a collegial atmosphere, with in-depth discussions on best practices for digitizing academic works.
“Shifting from print to digital is an urgent need. We want to learn how UGM implements this policy so that we can adopt it according to UNAIR’s context,” said Prof. Rahma.
Arif Surachman explained that UGM had stopped accepting final works in print format since 2012. “Since 2012, all final projects have been digital. In fact, since 2022, a Rector’s Decree has required students to upload their final work independently,” he said. He added that the self-upload system is now integrated with the graduation system, with librarians assigned as verifiers to ensure that all student files are complete.
Dewi Nurhastuti, S.Sos., a UGM librarian, noted that the self-upload procedure is clearly outlined. “The circular details every stage, from library clearance to the final upload of academic work,” she said. This was reinforced by Yulistiarini Kumaraningrum, S.P., M.M., Head of Data and Information Systems, who stressed the importance of formal regulations. “The circular is signed directly by the Vice Rector for Education and Teaching, giving it legal authority,” she explained.
Despite the system’s maturity, UGM continues to face dilemmas regarding access openness. “The big question we are still grappling with is whether final works should be made fully open access or remain restricted,” Arif admitted.
Regarding access, UGM librarian Haryanta clarified that Electronic Theses and Dissertations (ETD) files are fully accessible only through the local network. “From outside the ETD computer system, users can only view the title, abstract, table of contents, and references,” he explained.
From UNAIR’s side, programmer Prasasti Arianto, A.Md., offered a technical suggestion. “The ETD format should be changed from PDF to flipbook. This would help reduce the risk of files being downloaded without permission,” he proposed.
The discussion not only covered technical aspects but also reaffirmed both universities’ contribution to the Sustainable Development Goals (SDGs). Expanding digital access aligns with SDG 4 (Quality Education), strengthening academic governance reflects SDG 16 (Peace, Justice, and Strong Institutions), while UGM–UNAIR collaboration supports SDG 17 (Partnerships for the Goals).
This benchmarking visit highlighted that digitizing academic works is not merely a matter of format, but a comprehensive strategy involving policy, accessibility, and security. The collaboration between UGM Library and Archives and UNAIR Library stands as concrete proof that inter-university synergy can accelerate the creation of a transparent, inclusive, and sustainable digital academic ecosystem.
Contributor: Wasilatul Baroroh