Document Tracking System (DTS)

User Manual

A. Document Tracking System Introduction

What is Document Tracking System?

Document Tracking System (DTS) is an online system to track the flow of physical as well as electronic documents that are being shared or circulated among university employees and offices. The documents could be in the form of communications, procurement documents, request letters, DTRs, and others. DTS digitizes the process of recording, releasing, receiving, tracking, and monitoring document flow thus, the goal is to track documents (similar to tracking your orders in Shopee).

What Information can be seen in the DTS?

Document Owner - refers to the employee who created or initiated a document flow.
Document Information
1. 1. 1. Tracking number (QR Code/numeric), status, or feedback of involved offices (can be determined in the comments area)
    2. Current Document Location - this refers to an employee (and his/her office) where the document is currently located.
    3. Monitoring (document location, duration, who and who didn’t receive the document)
    4. Closed Documents (finished circulation)
    5. Notes - notes or comments by users Ex. document has been approved by the president

3. Classification of Document in the DTS

Physical Documents - documents in physical form that needs to be circulated manually among employees and offices. Examples are DTR forms, and purchase requests that need signatures from employees.
Electronic Documents - documents in an electronic form specifically in pdf form that can be shared online and does not necessarily be in physical form. Users can scan physical documents into PDF files prior to sharing. PDF files are the preferred format since they can be secured and can be resized to a minimum readable size.
Digital Documents - documents that are created within the DTS text editor form (for implementation).

4. Menus/Functions in Document Tracking System

Dashboard - displays the various menus and shortcuts in the leftmost part of the home page including graphical reports for the current office. In the dashboard, the following shortcuts are accessible (top part of the home page):

Total University Documents (visible only to authorized users).
Total Office Documents - displays all documents created and received by the office of the current user.
My Documents - displays all documents created by the current user.
Documents at Hand - display all documents received by the current user.
Create Document - shortcut link to creating or registering a document.
Track Document - shortcut link to tracking a document.
Receive Document - shortcut link to receive a document.
Generate Reports - shortcut link to creating reports on documents received, documents created by a user (My Documents), created documents, and office documents.

5. Side Bar Menus

The sidebar menu is located on the left of the DTS dashboard. This acts as an alternative menu for users to access the different functions of the system.

Receive Physical Document - is where documents are marked as received by a user or a recipient.

Create Document - it is where document information is registered prior to circulation or sharing. The information includes the QR code, name and description of the document, intended recipients, notes or comments, system-generated information (e.g. date and time), and others.
Admin Issuances - documents under the Issuances.
Shared Document - it is where documents shared with an individual user can be accessed or viewed. Sharing documents is intended for individual recipient users.
Grouped Tagged Document - it is where a group-tagged document can be accessed or viewed. Group tagging is sharing a document with a pre-defined group of users. For example, if a document is shared/tagged with Accounting Office, all Accounting users will be able to see the document.
Track Document - it is where a document will be tracked. The QR code is needed to track the document however, documents can be tracked from the list.
Manage QR Codes - it is where QR codes are generated and printed by an office. Each office generates its own QR codes which will be used by all users within that office.
Manage System - it is where a system super admin configures data and libraries needed in the DTS (applicable to admin users only).
User Logs - it is where user logs can be traced (applicable to admin and authorized users only).

6. Hardware and Software Requirements

An internet-enabled computer (tablet, smartphone) with a standard browser.
DTS System is accessible 24/7 from the university's official cloud server at https://track.bsu.edu.ph
Printer/scanner for QR code printing and scanning documents to PDF files.
A QR code reader to scan QR codes when registering, receiving, or tracking documents. This is not a mandatory device however this will be useful to receive multiple documents at once rather than manually typing in the QR codes for each document.
User Account - to be provided to users by ICT through request.
PDF converters (offline/online) e.g. MS Word.
Mobile phones to take document photos and convert them to PDF files using any available apps.
Other tools e.g. snipping tool - windows built-in tool to take an image.

7. User Skill Requirements

Basic skills to convert files to PDF format into its allowable minimal but readable size (e.g. save/print as PDF)
Use of Office Automation Tools, online/offline file converters (jpg to PDF)
Basic online system navigation (upload, download files)
Use of image capturing tools e.g. Windows Snipping Tool (to capture QR code images or other documents)
System security (protect devices, user accounts, use of secured connectivity and devices, etc.)
Awareness of the data privacy act: posting of personal, sensitive information… proper sharing of files.

8. Limitations of DTS

The main objective of DTS is to track documents only from the originator until it arrives at the destination thus the word "Track". Users, however, can determine immediate responses for example, if a document has been Received, Approved, Disapproved, or Pending from the Track Document >> Action Taken column. DTS will be continuously developed to add other necessary features.
Physical documents (e.g. RFQ, PR, PR…) will not be digitized and stored by the system. Document owners may create and save digital copies on their own.
DTS will not look for lost documents. The document owner recipients should physically secure the documents.
DTS is dependent on user inputs

- Only recorded document information in DTS will be reflected in the system.
- GIGO - garbage in garbage out. Inaccurate recording results in inaccurate information.

DTS is for internal university use only by La Trinidad, Bokod, and Buguias campuses. Outside agencies or clients are not included as system users.
Although it is technically possible, DTS should not be used for highly classified/sensitive documents.
DTS is not yet 100% complete but it can already be used for document tracking. It may have some bugs too. Other needed features and improvements will be implemented as it is being improved. Users can message the DTS admin issues or for features that may need to be included.
DTS will not detect the completeness of documents, the document owner does.
DTS will not do an automated signing of documents at the moment.
DTS is dependent on the availability of electricity and internet service. Mobile phones using data or manual logbooks can be used alternatively.

A.1 Existing University Document Process Flowchart

Current Document Process Flowchart

1. Records Office is the central receiving, recording, and circulation office of Communication Documents; at times, the Office-in-charge is responsible for routing.
2. Document Classification

Internal - academic matters, accreditation matters, etc. - from university offices (with unique numbering)
External - academic matters, accreditation matters, etc. - from external entities (with unique numbering)
Administrative issuances - advisory, admin memo, etc. - from university offices (with unique numbering)
Others: procurement docs, requests, communication, DTRs, etc…

Document Circulation/Flow

Documents may originate from outside agencies or from internal offices and are circulated to employees or offices concerned
ROA - is in charge of document numbering/recording, filing, routing, and dissemination. This applies to selected documents only. Inter-office documents are not usually numbered.
Some communications received by ROA are given directly to the addressee/s.
Some physical documents are converted to electronic documents (image/pdf) and circulated via email or Social Media.
A document has usually an origin and final destination office.

Document Tracking - employees track documents through logbooks or ask individuals involved in document routing.

B. User Accounts, User Profiles, and Roles

Requesting for New User Accounts and Updating of User Profile

As of the moment, there is no self-registration within the system. Offices and individual users (JOs/COS/plantilla/OJT) can request their user accounts from the ICT Office through ict.office@bsu.edu.ph or the Gatekeeper.

Note:

personal official emails (e.g j.luna@bsu.edu.ph) shall be used as the DTS username. An initial password will be provided by DTS which shall be updated by the user upon initial login. Personal official emails are required as added security to the system.
emails provided for offices (e.g. dean.xxx@bsu.edu.ph) should not be used as usernames since they are being accessed by various users in an office.

Forgotten Passwords

Users can reset passwords using the "Forgot Password" function on the login page. ICT staff can also reset passwords.

Updating User Profile/Change Password

Users can update their profiles and change their passwords from the Profile/Logout menu at the top-right part of the dashboard.

User Accounts and Roles

Super Admin - a user from the ICT Office that has the password of the DTS database and the cloud web server hosting credentials for server and system management purposes. This user has the additional roles:

1. - install/uninstall the system
  - truncate, backup, and update the database
  - create, restrict, update, and edit user roles
  - update the DTS code
2. Admin - a DTS admin user has the following privileges/roles:

update and edit the various data libraries of the system e.g adding/editing document type and classification, creating/updating a user group and names of offices.
add/edit/update all user accounts (name, email, position, user level).
reset password to the default, activate and deactivate users.
check system logs for all users (who logged into the system and what did they do).

1. Executives - these users are usually top management personnel who are able to see general reports and view user all system activities (user logs) for auditing and monitoring purposes.
2. ROA - these users with some added privileges.
  - this user inherits all the roles of a basic user.
  - additionally, these users can update and edit the various data libraries of the system e.g adding/editing document type and classification
3. User - this refers to a plain user who can only view his/her document information as well as the Office document information. These users can view their own system logs, create, receive, release, comment, and add actions to documents. They have no role to manage the system.
Updating User Accounts Roles

Updating user roles in the DTS should be coordinated with the DTS Admin. e.g. when a user needs to access some areas of the system. For user roles, please refer to the user roles area.

C. Quick Response Code (QR Codes)

What is QR Code

A QR Code is 11 digit number combination that shall be used as a unique document identification. This applies to both physical and electronic documents. For physical documents, a QR code shall be printed, cut, and attached (stapled) to the said document prior to registration and routing. For electronic documents, the QR code shall be automatically embedded by the DTS system.

Each office is allocated 10,000 QR codes annually. The QR codes will be used by all users that are in the same office; each office will generate its own codes. QR code is different from document numberings (e.g. MC No. 1, S. 2023).

Generating QR Codes

From the sidebar, click Manage QR Code; enter the number of pages (maximum is 10 pages) to generate/print and click Submit. Each page is equivalent to 12 QR codes thus 10 pages will be equivalent to 60 QR codes. If you need more, then you can generate more pages or you may generate when the previous QR codes have been consumed.
Save the QR code file in your PC (PDF file) as a backup for future reference and backup.
Print the QR codes on A4 size paper.
Cut each of the QR codes and store them in a single box for later use. QR codes for electronic or digital documents need not be printed, it will be automatically embedded by the system during document registration.
You can check used and unused QR codes from the sidebar >> Manage QR Code.

Notes:

-You may assign 1 staff in your office to generate & print QR codes to avoid confusion

-Each office has a unique QR code combination; the last 3 digits in the QR code represent the office. e.g. 0000075 where 075 represents an office and 0000 is a sequence of incremental numbers

D. Using the Document Tracking System

Summary Process in Using the Document Tracking System

Interested users shall avail DTS user account from ICT (ict.office@bsu.edu.ph) and access DTS from track.bsu.edu.ph
Users/offices shall generate QR Codes from the DTS, save, print, and cut them into individual pieces in preparation for attachment to Physical Documents bound for physical routing among users and offices.
Initiating a Document Flow - the document owner (user) shall register the document into DTS through the Create Document function, physically attach a QR Code for physical documents, or auto-embed a QR Code for electronic documents. (see Introduction).
Circulate Document - the user routes the document to other offices. At this point, the receiving user/s or office/s must acknowledge the receipt of the document through the Receive Document function.
Tracking Document - a user can track his/her document information (current location, duration, notes, view statistics, etc.) using the Track Document function from the dashboard or sidebar.
Receiving Document - the document recipient acknowledges the receipt of a document through the Receive Document function of DTS.
Viewing/adding Notes, Setting Action Done - after a user receives a document, s/he can view notes or comments from other users, add a comment, and set Action Done e.g. "approved" or "disapproved". (more on notes/comments, actions).
Printing Document Information - a user can print a particular report on the status of a certain document (for implementation).
Close Document Flow - the document owner can mark a document as closed signifying that the flow has been completed.
Report Generation - a user/office can generate an aggregate report on all documents (received documents, user/office documents, closed documents) in a date range.

D.1. Creating or Registering a Document

Document Creation is the recording of a document detail or information prior to routing (physical) or online sharing (pdf).

Registering a Physical Document:

It is assumed that you have already generated your office' QR codes (see QR code management).
1. Prepare the actual Physical Document and attach (staple) a single QR Code.
2. Go to Create Document and choose Physical Document.
3. Input the required information pertaining to your document. In the Comments/Notes, you can put brief instructions (e.g. "pls facilitate ASAP", "for your action and information").
4. Tagging a Group or Employee- tagging is choosing the recipients of your documents. Only selected users or groups will see your document information.
  - Tag a group - pre-selected groups are already registered in the system. If a group is missing, you can create a group depending on your user level. You can also message the DTS admin to create one.
  - Tag employee - you can type the name of the existing employee (recipient) to tag them. Inform the DTS admin if you don't find an employee.
5. Attaching a file - if you have a supporting document and it is necessary, convert it to PDF file (5 mb max size) and attach it. This is optional for physical documents but is mandatory for Electronic Documents because the attachment is the Main Document being shared.
6. QR Code - for physical documents, type in or scan the attached QR code, and make sure that they match. For electronic documents, click "Embed QR code" to automatically embed it. Make sure you have generated enough QR codes. You can check available QR codes from the sidebar >> Manage QR code >> View Unused.

2. Registering an Electronic Document:

1. Prepare the document by converting it to a PDF file (max 5 mb size).
2. Do the same process (e.g. tagging) in creating/registering a Physical Document. File attachment and tagging an electronic document to users is mandatory. Only tagged users will be able to see and receive the document.

D.2. Releasing a Document

This function is disabled in the mean time (6-1-2023)

In some cases, document owners personally go to an office to reclaim their document/s. In this case, the user where the document is may use the Release function of DTS. This can be done with the following steps:

The user (where the document currently is) goes to Dashboard >> Documents at Hand.
Search for the document to release from the list; the user can use the filter documents, e.g. by entering the QR Code of the document being released.
From the list, click the Release button of the particular document, and select the name of the user who is personally claiming the document.
Click Release Document and that's it.

Alternatively, a user personally claiming the document can opt to receive the document by logging in to the DTS through his/her mobile phone, and receive the document using the Receive Document function.

D.3. Receiving Physical Documents; Read/Add Notes and Action

Upon the arrival of a physical document to a recipient, the user in that office has to acknowledge its receipt. The date and time are automatically recorded in the DTS. To receive:

Go to Dashboard >> Receive Physical Document.
Select receive option mode:
- - Continuous Mode - receive multiple documents at once preferably using a barcode scanner. In this mode, the document is automatically marked as received in the system without displaying document information. If there is no barcode reader, the user can type in the QR codes.
  - Manual Mode - in this mode, the document information is displayed and waits for user confirmation before receipt. This mode is appropriate for receiving a few documents; users can just type in the QR code but can still use a barcode reader.

Viewing and adding comments/notes and action done.

Read/Add Notes and Action - After a document receipt, users can do the following...
- - read notes from previous users in the "view comments" in the Comments/Notes column
  - a user can input new comments/notes from the Action column. For example "the signatory is on leave, pls wait". The user can add more comments on different date/times as needed e.g. "your document is already signed, pls claim it".
  - indicate action - from the Action column, a user can set whether is "Approved" or "Disapproved".
  - Users are advised to use this feature as it gives updates when a document is being tracked.

D.4. Receiving Electronic Documents; Read/Add Notes and Action

Receiving Electronic Documents is simply accessing the file online.

Once an electronic document is shared or tagged to a user or a group, the system automatically sends a notification to the recipient.

To check if you are to receive an electronic document, check your inbox from Dashboard >> Shared Document or Grouped Tagged Document. A newly shared document with you will be represented by a balloon notification showing how many files are shared with you.
Download the file from the Download File column for reading; save the file on your PC.
Click Receive to mark it as "received" by your office.
You can add comments/notes from the Action column using the +Comments/Notes. e.g. "this is noted...thanks"

D.5. Tracking Documents

Tracking Documents is determining the related information of a document. To access the information...

Go to Dashboard >> Track Document to list down all documents created by a user's office, click Track from the Action column for a particular document. Users can also filter which document to track by entering keywords in the filter text box.
- Users can sort the list of documents by clicking any of the column headers e.g. to view the list of documents by date created, the user clicks the Date Created header to rearrange it from oldest to latest.
To track a particular document using its QR code, click Track Document at the top right area of the user interface and enter the QR code to search.
After tracking, users can View comments from various document recipients from the Comments/Notes header.
Closing Document - if a document has finished its circulation, the owner can close the document flow from the Action column and Close button. The status of the document becomes "Closed" rather than "Active".

E. User Guidelines and Responsibilities

eDTS User Guidelines and Responsibilities

Users especially record custodians should act in real-time in the eDTS, especially in receiving, commenting, and indicating actions to documents to ensure the accuracy, completeness, and reliability of the information in the system.
Users are responsible for the correctness of the files or documents they upload into the eDTS.
Users should back up copies of their electronic documents and save system-generated document tracking information into their office devices or official cloud storage.
Users have the responsibility to secure the system and their user accounts, following these guidelines:

Users should use strong passwords as well as update passwords regularly or as needed.
Users must not disclose or share their user account details.
Users should access the system using secured devices and environments. For example, the use of Internet cafes or public WiFi is discouraged.
Users should report any suspicious activities in the system to the system admin

Users are responsible for the activities carried out using their user accounts. Users can monitor their access history from the User Logs menu.
Offices must notify ICT about users who have transferred to another office or left the university.
The Records Office, being the circulatory office, is in charge of uploading administrative issuances in the eDTS.
The ICT office is responsible for securing the backend, server, and database, as well as ensuring system availability.
For further information about the eDTS, click the “?” icon in the top right corner of the eDTS dashboard.

F. DTS Testing Procedure

eDTS testing phase is finished!

G. Diagrams and Screen Shots

G.1 The DTS Main Use Interface or Dashboard

This is the DTS Main User Interface or Dashboard.

Shortcuts to main functions are also found here, aside from the Sidebar menus.

G.2 QR Code Management

QR Codes

QR Codes shall be generated by each user prior to Document Registration. These will be used as unique identifiers for documents in the DTS. Users can generate more QR codes of the previous has been exhausted. To access this, go to Sidebar >> Manage QR Code.

G.3 Document Creation/Registration

Creating or Registering a Document

Creating documents is registering the document information by the document owner or originator into the DTS before the document flow.

Document owners or originators should make sure that the QR code attached to a physical document matches with the one in the Registration form.

G.4 Diagram of a Physical/Electronic Document Flow

The diagram presents how an electronic document is shared or routed using the DTS.

The diagram simulates how a physical document traverses the concerned users or offices to its final destination.

G.5 Managing Document List/View; Generate Reports

Viewing, Searching Documents, Generate Reports

Users can view and search documents from the Dashboard shortcuts
- Total University Documents - view all documents created by the university (restricted to certain users)
- Total Office Documents - view all documents created by your office
- My Documents - view all documents you have created personally
- Documents at Hand - view all documents that are currently in possession of your office. These documents are created by your officemates, or by other offices.
Users can add notes/comments, or add actions done to a document. This is most helpful for other offices to know the status of documents.
Users can generate reports on the status of their documents in the DTS.

D.6. Generating Reports

Users can view and generate aggregate reports based on their user status.

Users can filter generated reports through the date range and classification of documents. This can be accessed from Dashboard >> Generate Report.
Users can also view a graphic presentation of Documents in the dashboard.
Users can also print the document flow details of a certain document. This can be accessed from Track Document >> Track (from the Action column), and Print button (to be included soon).
Users can generate their system usage history (login/out and transaction) from the Sidebar >> User Logs.

D.7. Frequently Asked Questions

User Accounts

How can I avail DTS user account?

Please request an account from ict.office@bsu.edu.ph or chat with Julz or Joedel. JOs, COS, and all types of employees are eligible for a user account.

I forgot my user account or password, what shall I do?

You can reset it using "Forgot Password" from the document tracking login page; make sure that the email you have indicated in your profile is active because DTS will send a verification message to it for your confirmation.
You can also directly contact ICT for them to reset your password.

I am transferring to another office in BSU or I am leaving the university, what will I do with my account?

Please inform the ICT through your Supervisor so that we could deactivate your account. You can also directly contact the ICT Office.

DTS Usage

My colleague is on leave, how can I access the information on a document which s/he received/processed in the DTS?

This is possible from the Generate Reports menu.

Creating or Registering a Document

What is creating or registering a document?

If you have a new document to route, you have to register it to the DTS first, this is also known as creating a document. All you have to do is go to the Dashboard >> Create document, choose whether it is a physical or electronic document, then fill up the rest of the form.

In Document creation, what is Physical Document and Electronic Document?

Physical refers to physical files e.g. printed documents, electronic documents are in PDF files.

I am new to Doc Track and I received a document from the other office with a QR code, what will I do?

Ask for a user account (refer to no. 1), you can also let your officemates who have a DTS account receive the document.

Others... coming soon... If your question doesn't appear here, please message us.

USER GUIDELINES AND RESPONSIBILITIES

Please refer to this link.

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