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INTEGRATECH SOLUTIONS
Document
Management
System
Enterprise-Grade Digital Solution
for Local Government Units

A comprehensive, secure, and scalable platform designed specifically for Philippine LGUs to digitize document workflows, streamline inter-office routing, and ensure transparency and compliance.

Trusted by Government  |  Built for the Philippines  |  Secure & Compliant

ISO 27001 Ready   |   Data Privacy Act Compliant   |   Cloud or On-Premise

OVERVIEW & KEY BENEFITS

The Document Management System (DMS) is purpose-built for Philippine Local Government Units. It replaces paper-based processes with a secure digital platform that manages the full document lifecycle — from creation to archival, routing through multiple offices, and ensuring every action is tracked and auditable.

WHY CHOOSE OUR DMS?

Eliminate Paper Bottlenecks

Transform slow, error-prone paper-based workflows into fast, reliable digital processes. Documents that took days to route can be completed in hours.

Complete Transparency

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.

Faster Service Delivery

Automated routing and notifications mean documents reach the right office faster. Citizens and stakeholders benefit from dramatically reduced turnaround times.

Regulatory Compliance

Built-in support for Freedom of Information (FOI) requests, retention policies, and the Data Privacy Act of 2012 (RA 10173). Meet all legal obligations effortlessly.

Reduced Costs

Minimize printing, storage, and courier costs. Reduce lost documents and the time staff spend searching for files.

Scalable & Future-Ready

Whether you are a municipality or a highly urbanized city, the system scales to your needs. Regular updates ensure you stay current with government requirements.

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CORE FEATURES

Document Management & Tracking

Document Lifecycle Management

  • Create, receive, review, approve, distribute, and archive documents digitally
  • Auto-generated tracking numbers (e.g., DMS-2026-00001) for every document
  • Support for 30+ document types: Ordinances, Resolutions, Executive Orders, Memoranda, Permits, Contracts, MOAs, and more
  • Version control with full change history and rollback capability
  • Confidentiality levels: Public, Internal, Confidential, Restricted

Document Classification & Organization

  • Hierarchical category system matching government document types
  • Custom tagging for flexible organization and cross-referencing
  • Department-based organization with origin and current location tracking
  • Document relationships: Reference, Attachment, Supersedes, Amended By

Search & Retrieval

  • Full-text search across all document metadata
  • Advanced filters: by category, department, status, priority, date range
  • Instant lookup by tracking number or QR code scan
  • Public document search for transparency and citizen access

QR Code & Barcode Tracking

  • Auto-generated QR codes for every document
  • Scan-to-track: instantly retrieve document status by scanning the code
  • Bridge between physical and digital document management
  • Perfect for receiving desks and inter-office couriers

File Management

  • Secure file upload with virus scanning support
  • Support for PDF, Word, Excel, images, and 20+ file formats
  • Automatic versioning: upload new versions without losing history
  • File integrity verification via checksums
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CORE FEATURES

Workflow, Routing & Approvals

Document Routing Engine

  • Route documents through multiple offices with configurable approval chains
  • Template-based workflows: pre-define routing paths for common document types
  • Ad-hoc routing: create custom routing paths on the fly for special cases
  • Automatic notifications when a document arrives at your desk
  • Real-time tracking: see exactly where a document is in its routing path
  • Escalation rules: auto-notify supervisors when steps are overdue

Pre-Built Workflow Templates

  • Ordinance Approval: Author > Committee > First/Second/Third Reading > Mayor > Filing
  • Executive Order: Legal Draft > Legal Review > City Admin > Mayor > Distribution
  • Standard Memorandum: Author > Dept Head > City Admin > Destination
  • Incoming Communication: Receiving > City Admin > Assigned Department
  • FOI Processing: Receiving > Decision Maker > Department > Review > Release
  • Fully customizable: clone, modify, or create your own templates

Multi-Level Approvals

  • Submit documents for single or multi-tier approval
  • Approve, Reject, or Return with mandatory remarks
  • Approval history with complete audit trail
  • Dashboard showing all pending approvals at a glance

Digital Signatures

  • E-signature capture directly in the system
  • Signature verification and audit trail
  • Track pending signature requests per user
  • Support for Digital, Wet (scanned), and E-Signature types

Receiving Desk

  • Dedicated interface for receiving clerks
  • Log incoming physical documents with QR/barcode scanning
  • Track physical document location: room, cabinet, shelf, box
  • Record check-in/check-out for physical document movement
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CORE FEATURES

Communication, Calendar & FOI Compliance

Internal Messaging

  • Secure internal messaging between all system users
  • Link messages directly to specific documents for context
  • Threaded conversations with reply chains
  • Unread message tracking and notification badges
  • Confidential messaging support

Real-Time Notifications

  • Instant alerts when documents are received, approved, rejected, or returned
  • Deadline approaching and overdue warnings
  • Route step assignment notifications
  • Signature request alerts
  • Configurable delivery: in-app, email, or SMS

Calendar & Deadline Management

  • Visual calendar with color-coded events by type
  • Track document deadlines, department meetings, council sessions, public hearings
  • Deadline reminders with configurable advance notice
  • Personal and department-level calendar views
  • Overdue tracking with escalation

Freedom of Information (FOI) Compliance

  • Dedicated public portal for citizens to submit FOI requests online
  • Auto-generated request numbers for tracking (FOI-2026-00001)
  • Citizens can track request status without needing an account
  • 15 working day SLA with automatic deadline calculation (Philippine holidays excluded)
  • Assignment to responsible department with full processing workflow
  • Support for denial with required legal basis citation
  • Appeal mechanism tracking
  • FOI compliance reporting for audit purposes

Document Templates

  • Reusable templates for common document types
  • Merge field system for auto-populating recurring information
  • Rich text editor for template creation and editing
  • Department-specific and global templates

Retention & Disposal

  • Define retention policies per document category
  • Automated disposal scheduling when retention period expires
  • Review-before-disposal safeguard for critical documents
  • Complete disposal audit trail for accountability
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SYSTEM PORTALS & DASHBOARDS

The DMS provides separate, role-based portals tailored to each user group, ensuring that every user sees only what they need and can do only what they are authorized for.

ADMIN PORTAL

For City Administrators, Department Heads & IT Staff
  • Complete system administration and user management
  • Organization-wide document overview with advanced filtering
  • Workflow template builder with drag-and-drop step configuration
  • Department management with hierarchical org chart
  • FOI request management and assignment
  • Document category and retention policy configuration
  • System settings and audit log review
  • Full reporting suite with exportable analytics

STAFF PORTAL

For Section Heads, Staff, Records Officers & Receiving Clerks
  • Personal dashboard with assigned documents and pending actions
  • Department-scoped document access (see only your department)
  • Create, edit, and route documents within authorized scope
  • Pending actions queue with overdue highlighting
  • Receiving desk for logging incoming physical documents
  • QR/barcode scanning for instant document lookup
  • Personal calendar with deadlines and reminders
  • Internal messaging for department coordination

PUBLIC PORTAL

For Citizens & External Stakeholders
  • Clean, welcoming civic interface for public access
  • FOI request submission with guided form
  • FOI request status tracking by request number (no account needed)
  • Search and browse public documents
  • About, Contact, and FAQ pages
  • Mobile-friendly responsive design

Role-Based Dashboards

Each portal includes tailored dashboards with real-time KPIs: total documents, pending actions, overdue items, monthly trends, and department performance. Visual charts and quick-action buttons ensure efficiency from the moment users log in.

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REPORTS & ANALYTICS

Make data-driven decisions with comprehensive reporting and visual analytics. All reports support date range filtering, department filtering, and export to Excel/PDF.

Document Volume Report

Track document creation trends by month, category, department, and source (internal vs. external). Identify peak periods and resource allocation needs.

Turnaround Time Analysis

Measure how fast documents are processed. Compare on-time vs. late completion rates. Identify bottleneck departments and improve SLA compliance.

Department Performance

Compare departments side-by-side: total documents handled, pending items, completion rates, overdue counts, and average turnaround days.

Pending Documents Report

Real-time view of all pending items: documents awaiting approval, routing, signatures. Breakdown by department and priority level with overdue alerts.

FOI Compliance Report

Monitor FOI request compliance rates. Track on-time completions vs. late responses. Monthly trends with received, completed, and denied counts.

Visual Analytics Dashboard

  • Interactive line charts for monthly document volume trends
  • Pie/donut charts for document category distribution
  • Bar charts for department comparison and priority breakdown
  • KPI cards with real-time counts and percentage change indicators
  • Export any report to Excel or PDF for offline use and presentation

COMPLETE AUDIT TRAIL

  • Every action logged: who did what, when, and from where
  • Old and new values recorded for every change
  • IP address and session tracking for security
  • Searchable audit log with entity, user, and date filters
  • Tamper-proof records for legal and regulatory compliance
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SECURITY, COMPLIANCE & DEPLOYMENT

SECURITY

REGULATORY COMPLIANCE

DEPLOYMENT OPTIONS

On-Premise

  • Runs on your own servers
  • Full data sovereignty
  • No internet dependency
  • IT team manages updates
  • One-time license + support

Cloud-Hosted

  • Managed infrastructure
  • Automatic backups
  • Accessible from anywhere
  • Always up to date
  • Monthly subscription

SYSTEM ROLES

Super Admin
Admin
City Administrator
Department Head
Division Chief
Section Head
Staff
Records Officer
Receiving Clerk
Public (FOI)

Built for the Philippine Government Context

30 pre-configured city/municipal departments  |  Philippine-standard document types  |  Sangguniang Panlungsod workflow  |  Barangay document support  |  Philippine holiday calendar for working day calculations  |  IPCR/OPCR compatible reporting

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READY TO MODERNIZE
YOUR LGU?

Let us show you how the Document Management System can transform your local government operations. We offer free consultations, live demonstrations, and customized proposals tailored to your LGU.

Schedule a Demo

See the system in action with your own document types and workflows.

Free Consultation

Our team will assess your current processes and recommend a tailored solution.

Pilot Program

Try the system risk-free with a limited pilot in select departments.

Training & Support

Comprehensive onboarding, training, and ongoing technical support included.

CONTACT US

Integratech Solutions

Email: sales@integratechsolutions.ph

Phone: +63 (2) 8888-TECH  |  Mobile: +63 917 888 TECH

Website: www.integratechsolutions.ph

Empowering Philippine Local Governments Through Digital Transformation