With today’s rapid developments in technology and the increasing emphasis on efficient information management, document tracking systems have been developed as a solution to improve the efficiency of retrieving documents online at any given time. Along with the tendencies of many document workers in losing track of document paths, it is vital that these systems are able to trace the movement of documents from origin to destination/s.
While some corporate and educational organizations think they don’t need to move away from paper, getting started with this practice has never been so crucial. Determining when and how to make the transition from paper to digital documents can be difficult. Nevertheless, there is no better way to get things off the ground than to implement a well-designed document tracking system.
The Document Tracking System (DTS) of the University of the Philippines (UP) is an information system capable of tracking the paper trail of documents created within UP offices. The DTS includes information on the originating and receiving office and personnel, as well as the time elapsed between offices/units/departments. In this information system, document attachments, revisions, updates, and remarks are also supported.
“Documents are easily tracked. You don’t have to call just to check the status of the documents. You can check the paper trail and history of the old documents processed.” -Nicalyn Clamor, Senior Office Associate, UPITDC
“The document tracking system is very helpful for me as HR/admin associate because here I can monitor my in/out documents for me to able to identify where it is… it has an email notification too. Every typical knowledge worker knows the frustration of trying to keep track of a document every single day. It made the exchange of documents across different departments much smoother.” – Jannine Gatchalian, Senior Office Associate, UPITDC
Click here access UP’s Document Tracking System
Currently, the DTS is being used extensively in UP System offices, but it is also available to all UP units across all CUs. For inquiries, UP account requests, and/or registration, you may contact the UP Information Technology Development Center (UPITDC) Helpdesk via email at [email protected] or through land line by calling (+632) 8376-3100 to 01.
The video below gives us a quick walkthrough on tracking documents using the DTS.