Instructional material management at the Polytechnic University of the Philippines (PUP) remains decentralized, with faculty relying on cloud storage, learning management systems, email, and informal channels. This decentralization produces fragmentation, version inconsistency, and limited institutional oversight. This study designed, developed, and evaluated the Instructional Material Management System (IMMS), a centralized digital platform incorporating role-based access, version control, structured approval workflows, and a QR code-enabled Certificate of Submission for content verification. Guided by Socio-Technical Systems Theory and an Input-Process-Output framework, the study followed a developmental research design implemented through the SDLC Waterfall methodology. Data were gathered from 120 respondents (faculty, students, administrators, and program chairpersons) who rated both existing practices and the IMMS, and acceptability of the IMMS was evaluated using ISO/IEC 25010 quality characteristics. The IMMS achieved a grand mean acceptability rating of 4.56 (Highly Acceptable), with Security rated highest (4.70), followed by Functional Suitability (4.53) and Usability (4.45). A paired-samples t-test, conducted on the same 120 respondents who rated both existing practices and the IMMS, confirmed a statistically significant difference favoring the proposed system (t(119) = 22.20, p < .001, Cohen’s d = 2.03). Findings indicate that a centralized, policy-aligned platform with verifiable submission tracking substantially improves on fragmented, informal instructional material practices and offers a viable model for similar higher education institutions.

Keywords: instructional material management, centralized repository, ISO/IEC 25010, QR code authentication, higher education, role-based access control