A strong, systematic and well-executed management system will be able to minimize and coordinate workload. A number of committees need to be developed, which are joined by the department staffs to achieve the objectives that have been set. Another important aspect is the monitoring department in order to ensure that the work done is correct and in line with the Washington Accord's requirements. A strong academic management system consists of four main sections namely activities organization and evaluation, documentation system, ongoing improvement and information sharing. This paper focuses on the importance of the third aspect, which is the documentation system. It is crucial to establish a systematic and efficient documentation system that reflects all the efforts that have been done in the program courses. The Faculty of Engineering and Built Environment of Universiti Kebangsaan Malaysia ("The National University of Malaysia") has taken a number of measures in upgrading its document management. The performance of teaching folder submission has increased significantly for all departments.