Department of Education
Schools Division of Tarlac Province
Macabulos Drive, San Roque, Tarlac City, 2300
Division Office launches online document management scheme
By Lawrence Santiago, Ph.D.
Project Development Officer, LRMDC
DepED Tarlac Province has recently launched an online document management scheme which aims to hasten transactions and further improve the Division’s service to the public.
The Records Synchronization System or RSS, connects the Division Records Unit to the other Division units in real time, and coordinate the processing of the received documents.
“The (RSS) system will help achieve fast and accurate processing of papers in the Division Office,” says Dr. Estrelita Sagmit Cunanan, DepED Tarlac Province Officer-In-Charge - Schools Division Superintendent, during the RSS Orientation Meeting at the Jose V. Yap Hall, DepED Tarlac Province, January 25.
SDS Dr. Cunanan and Engr. Corpuz, Division ITO, presenting Records Synchronization System (RSS) 's purpose and function
Dr. Cunanan emphasized that the scheme would also facilitate a more precise transfer of documents received, to ensure its confidentiality and privacy.
According to Engr. Eric Mel P. Corpuz, Information Technology Officer I, RSS designer and administrator, one of the features of the software is its capability to track every document received by the Records Unit.
“With the RSS, we can apply security measures, one by assigning a unique tracking number series in every document, to prevent forging and duplication,” adds Engr. Corpuz.
During the RSS Orientation Meeting, Engr. Corpuz explained the new scheme and underscored that all documents except papers for the Legal Office shall and only be received by the Records Unit.
Engr. Corpuz added that the Records personnel shall assign the unique tracking number series and encode it along with the basic information to the RSS, prior to transfer. He further described that after delivery, the receiving personnel (Officer-In-Charge of the unit’s records management) will acknowledge receipt by logging in to the system with the date and time. He said that it is in this moment that the document will then be processed for appropriate action.
“We hope that with this development, we would be able to provide better services, especially since our office is the first to accommodate the most number of our clienteles on a daily basis,” pointed out Administrative Officer IV Rowena D. Capiendo who is the head of the Division Records Office.