The UP Document Routing System (DRS) is an online service that may be used by UP faculty and staff to track documents across the UP System. It tracks documents by setting a tracking no. for each document, and by creating a document trail which starts from the originating office followed by the offices which it has been passed to.
DRS can be used by faculty and staff of UP offices whose @up.edu.ph accounts are registered in the system.
We would need a signed official request or endorsement letter from the head of the unit or director of the office to process registration in the Document Routing System (DRS).
In the request, please include the name/s and UP Mail account/s (@up.edu.ph) of the user/s that should be given access to the DRS. Kindly address the request to the UP ITDC Director.
The concerned staff/personnel must also have access to the said email account/s.
The signed endorsement letter may be emailed directly to [email protected]
There will be no need to send a hard copy to our office.
No. The main purpose of DRS is only for tracking documents across UP offices. Uploading of document files in the system is optional and those files are not meant to replace hard copies of the documents.
You may use barcode scanners for a more convenient way of scanning tracking numbers on documents but they are not required for tracking a document in the system.
The DTS accounts and access will be retained, and automatically incorporated with DRS.
The tracking numbers that have already been generated by an office/unit will be retained for use in the DRS. All documents will also be retained.
Once a document has been finalized and uploaded, the user who uploaded this document can no longer change the details (e.g., title, document type, etc.). The other offices that will receive said document have the option to attach or upload another version of the digital copy of the document, when they release said document.
It is strongly recommended that the personal UP Mail account be used for the DRS, for accountability purposes, since all processing done for the document will be tagged to that specific account/user.
Kindly also be advised that that a staff member’s personal UP Mail should be registered under only one (1) office. It should not be registered under multiple offices.
To assist you in filtering the DRS email notifications you receive, kindly see the user guide on: How to Filter Email Messages in UP Mail - User Guide
To adjust your settings for receiving email notifications in the DRS, kindly see the user guide on:
How to Turn On or Off Email Notifications - User Guide.
For more information, you can also watch this video of the DRS Online Training.
DRS Online Training Recording.