Records Management System

1. Introduction

The DOLE-X Records Management System is a locally-developed web application designed to manage the encoding, monitoring and tracking of incoming communications and applications. The DOLE-X Records Management System aims to streamline the organization, storage, retrieval, and management of records throughout the Regional Office. This system will ensure efficient records, enhancing accessibility, security, and availability.

 

Through this system, management and tracking of documents forwarded to regional office will be improved.

1.1. Features

1.1.1. Real-Time Monitoring and Tracking of incoming communications and applications

Communications Covered

  1. Internal
  2. External

Applications Covered:

 

  1. TSI Application
  2. No Pending Case
  3. AEP
  4. DO 174
  5. AEP Exclusion
  6. DO 174 Exemption
  7. Application for REAR
  8. Application for Supplemental Authority to Transact
  9. Application for Accreditation as Agent
  10. Application for Certificate of No Objection
  11. DILP
  12. GIP
  13. TUPAD
  14. SPES

 

1.1.2. Uploading documents of incoming communications and applications

The system allows for the encoding, storage, and organization of all incoming communications and applications. Key document management features include the ability to upload a variety of file types, and categorize documents efficiently. Users can also upload files such as PDFs and images. 

1.1.3. Masterlist tracking of records

Users can track the progress and status of communications and applications, ensuring that nothing gets lost or overlooked. The system provides real-time updates on document status.

 

The system features a robust search functionality, allowing users to quickly locate specific records using keywords, dates, or reference numbers. Search filters help narrow down search results, and frequently used search queries can be saved for easy access.

2. System Specifications

2.1. Process Flow

2.2. System Flowchart

Above: System Flowchart of the Records Management System for Incoming documents originating from Regional Records Officer
Above: System Flowchart of the Records Management System for Incoming documents originating from Provincial/Division Records Officer

2.3. System Scope and Coverage

With the old version release, the system only covers the following functions:

  1. System only process documents recorded by the records officer.
  2. System is limited to routing of documents up only to Division/PFOs' DCOs
  3. System do not have rollback feature (cancellation of routed documents), therefore users are encouraged to record details into the system once details are final.

The new version (2nd version release), the system covers the 

2.4. System Users

The system requires an account in order to access the system, which will be provided by the IT Unit. Each account has the following access rights and priviledge:

 
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