A comprehensive, secure, and scalable platform designed for Philippine LGUs to digitize document workflows, streamline inter-office routing, and ensure transparency and compliance.
From creation to archival, routing through multiple offices, and ensuring every action is tracked and auditable — replacing paper-based processes with fast, reliable digital workflows.
Create, receive, review, approve, distribute, and archive documents digitally. Auto-generated tracking numbers, version control with full change history, and confidentiality levels (Public, Internal, Confidential, Restricted).
Route documents through multiple offices with configurable approval chains. Template-based and ad-hoc workflows, automatic notifications, real-time tracking, and escalation rules for overdue steps.
Single or multi-tier approval workflows. Approve, reject, or return with mandatory remarks. Complete approval history with audit trail and dashboard showing all pending approvals at a glance.
Auto-generated QR codes for every document. Scan-to-track for instant status retrieval, bridging physical and digital document management — perfect for receiving desks and inter-office couriers.
E-signature capture directly in the system with signature verification and audit trail. Support for Digital, Wet (scanned), and E-Signature types with pending request tracking.
Secure internal messaging between all system users. Link messages directly to specific documents, threaded conversations with reply chains, and confidential messaging support.
Visual calendar with color-coded events. Track document deadlines, council sessions, public hearings. Configurable reminders, personal and department-level views, and overdue escalation.
Dedicated public portal for citizens to submit FOI requests online. Auto-generated request numbers, 15 working day SLA with Philippine holiday exclusions, denial with legal basis, and appeal tracking.
Document volume trends, turnaround time analysis, department performance comparison, pending documents report, and FOI compliance report — all with date-range filtering and Excel/PDF export.
Hierarchical category system matching government document types. Custom tagging, department-based organization, and document relationships (Reference, Attachment, Supersedes, Amended By).
Dedicated interface for receiving clerks. Log incoming physical documents with QR/barcode scanning, track physical location (room, cabinet, shelf, box), and record check-in/check-out.
Define retention policies per document category. Automated disposal scheduling when retention period expires, review-before-disposal safeguard, and complete disposal audit trail.
Enterprise features designed for accuracy, compliance, transparency, and seamless inter-office coordination.
Ordinances, Resolutions, Executive Orders, Memoranda, Permits, Contracts, MOAs, and more pre-configured.
Ordinance approval, executive order, standard memo, incoming communication, and FOI processing templates.
Every document receives a unique tracking number (e.g., DMS-2026-00001) for instant lookup and QR retrieval.
Full change history with rollback capability. Upload new versions without losing history, with file integrity checksums.
Public, Internal, Confidential, and Restricted levels restrict document access to authorized personnel only.
Instant alerts for received, approved, rejected, or returned documents. Deadline warnings and signature request alerts.
Users see only their authorized department data. Strict role-based access with 10 configurable system roles.
Every action logged with user, timestamp, IP address, and old/new values. Tamper-proof for legal compliance.
Built-in data protection measures aligned with RA 10173 and DICT cybersecurity guidelines.
Complete transaction audit trail for all document operations meeting Commission on Audit standards.
Reusable templates with auto-populating merge fields, rich text editor, and department-specific templates.
PDF, Word, Excel, images, and more with secure upload, virus scanning support, and automatic versioning.
Philippine-standard city/municipal departments, Sangguniang Panlungsod workflow, and barangay document support.
Working day calculations exclude Philippine holidays for accurate SLA and deadline computation.
Deploy on your own servers with full data sovereignty, or managed cloud with automatic backups and scaling.
Citizens can search and browse public documents for transparency and government accountability.
Each role has tailored access to exactly the modules and data they need — separate portals for Admin, Staff, and Public users.
Complete system administration, user management, and full reporting suite with audit log review.
Organization-wide document overview, FOI request management, and workflow template configuration.
Department document management, approval processing, and staff performance oversight.
Division-level document routing, endorsement, and team coordination within the department.
Create, edit, and route documents. Personal dashboard with assigned documents and pending actions.
Document archival, retention policy management, and physical document location tracking.
Receiving desk interface, QR/barcode scanning, incoming document logging, and physical check-in/out.
Submit FOI requests, track status by request number, search and browse public documents.
Transform slow, error-prone paper workflows into fast, reliable digital processes. Documents that took days to route can be completed in hours.
Every document action is logged. Know exactly where a document is, who has it, and what actions have been taken at any point in time.
Automated routing and notifications mean documents reach the right office faster. Citizens benefit from dramatically reduced turnaround times.
Built-in support for FOI requests, retention policies, Data Privacy Act (RA 10173), and COA audit requirements.
Minimize printing, storage, and courier costs. Reduce lost documents and time staff spend searching for files.
Whether you are a municipality or a highly urbanized city, the system scales to your needs with regular updates for government requirements.
Let us show you how the Document Management System can transform your local government operations with a free consultation and live demonstration.
Request a Demo