San Carlos City Hall Installs Electronic Document Tracking System

The city government of San Carlos thru the Information Technology and Computer Services Office (ITCSO) of the City Administrator’s Office has just implemented the Electronic Document Tracking System (eDTS) as part of its systems development project for 2019.

City Mayor's Office frontline services using the         ITCSO staff headed by IT Officer 2 Joseph A.
electronic Document Tracking System (eDTS)          Binghay (back standing)

ITCSO Information Technology Officer II Allan Binghay said, the system was already in use since May of this year and fully operational; having the biggest advantage that the city government did not spend any amount in developing said system by using only their office’s available resources when it could spend for P1.2M for the software alone if purchased from commercial companies.

He added that the system aimed at enhancing records management using a technology that improves its efficiency especially in retrieving records and aids in tracking down movement of documents in and out of various government offices.

The eDTS was already installed and currently used by 98 percent of the offices inside the city hall using the Local Area Network (LAN) connected to the data centers of ITCSO while the Public Market & Slaughterhouse Department and City Waterworks located a few kilometers outside the city hall have their connections using the Line-of-Sight technology.

ITCSO Information Systems Analyst Felix Michael Oberes who was in-charge of the installation of said system in the different local offices said the system also promotes paperless transaction, minimal processing of documents and transparency.

Oberes also cited that a resolution will be created for the complete use of the system in all city hall offices including orientation of all system users to familiarize them with its overall technical functions. They will also continuously monitor any system's flaw for adjustments to further enhance the techniques and bring it to optimal use.

Oberes also mentioned the big role of the city's Internal Auditor Riljun Mayagma who suggested to their office the importance of creating a kind of system for the city government's record that would ease check and balance control especially in the verification of data.

He also stressed that the ITCSO has also developed the barangay certificate issuance system and collection of monthly dues for senior citizens which aimed at simplifying and mechanizing the system in the barangay level transactions. He said if there is failure in payment for senior citizens monthly dues and those with citation tickets issued by the Law Enforcement Team for certain violations committed by an individual applying for barangay certificate, the system will automatically generate notices, thus, providing effective collection.

Oberes said the ITCSO came up with this project in commitment to gearing up for a Smart City San Carlos.