Page 134 - ADMINISTRATIVE MANUAL

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Intervention/Computerization in RM

Establishment of a Document Tracking System

As a matter of policy, the Department shall establish and adopt a LAN-based computerized
Document Tracking System with the Records Division as the core implementor and with the
following guidelines:
1) All incoming mails and correspondences received by the Records Division and by
other entry points of mails, shall be registered and encoded in the DTS;
2) Access to computerized indexing shall be on two (2) levels of security;
3) Users of the system have their own user IDs and passwords, known only to him and
the system’s administrator;
4) All users are required not to use diskettes from outside sources to protect the system
from the computer viruses.

Document Imaging for Important, Permanent, Vital and Archival Documents

It shall be the policy of the Department to store its vital documents in electronic
images and in an information storage and retrieval system and possible on-line access by
users. The Electronic Imaging however, shall be selective and limited to the department’s
vital documents as determined by the RMIC. The Records Division shall undertake and
administer the system.