As the Department slowly transitions to the new normal where virtual and paperless transactions are encouraged, DILG 8 Regional Office started implementing the Document Management System (DMS) on July 20 after a year of its successful implementation at the DILG Central Office.
Regional Director Karl Caesar R. Rimando who championed the use of the online DMS and witnessed the improved records keeping at the Central Office, said “DMS will result in a more efficient and systematic managing and tracking of documents especially with the system’s variety of features – document management, workflow automation, document tracking, process monitoring, reports and dashboard, and quick search.”
On July 22, 2020, the DILG 8 Regional Information Communication Technology Unit (RICTU) held a roll-out training on DMS for designated records officers together with other regional and provincial staff.
It is in compliance with the Memorandum issued by Assistant Secretary Ester A. Aldana on “Policies and Guidelines on the Use of DMS at the Regional and Field Offices”. The training aimed to orient the participants on the process flow of DMS, demonstrate the use of the system, and allow them to have a hands-on experience on how the new management system works.
The DMS is a web application system that facilitates storage, management, and tracking of electronic documents and electronic images of paper-based information throughout the Department. It is designed to reduce paper-based transactions within the various operating units, improve the workflow within the Department, increase office productivity and efficiency, promote transparency, and reduce transaction time.
Director Rimando said that DMS can be currently accessed by the central and regional office staff. Later on, it will be cascaded to the field offices as the system is further developed.
DILG 8 employees can already start sending, receiving, and checking documents at their fingertips since the new management system is accessible online thru computer or cellphone. From registering to completing the documents, every action that is made at a certain time can now be monitored by management.
Prior to the DMS, the DILG 8 had been using the Document Tracking System (DTS) to facilitate every incoming and outgoing document. This local area network-based software was created by the DILG 8 regional team in 2012.