Development of Document Tracking and Archiving System for Procurement Management Office’s Purchase Request in Apayao State College

Darwin G. Raralio, Wreloyd Q. Manzano and Angelo Nathaniel L. Lomibao
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Darwin G. Raralio: Information Technology Department, Apayao State College
Wreloyd Q. Manzano: Information Technology Department, Apayao State College
Angelo Nathaniel L. Lomibao: Information Technology Department, Apayao State College

International Journal of Research and Scientific Innovation, 2025, vol. 12, issue 7, 1290-1308

Abstract: The Document Tracking and Archiving System (DTAS) implemented in Apayao State College- Procurement Office aims to enhance document management efficiency by automating and optimizing key processes. This study explores the development, and implementation of DTS to address challenges associated with manual document handling, including inefficiencies, lack of centralized control, and security concerns. Key features of the system include document upload, version control, access control, robust search functionality, automatic notifications, audit trails, and workflow automation. Evaluation based on established software quality standards highlights the system’s compliance with usability, reliability, and maintainability criteria. The implementation of DTS has led to significant improvements in document retrieval times, accuracy of document versions, and overall productivity within the organization. The system provides a scalable and adaptable solution, poised to support future organizational growth and increased document volumes. Recommendations include ongoing user training, system integration with other organizational platforms, regular updates and maintenance to ensure security and functionality, enhanced security measures such as multi-factor authentication, and continuous feedback mechanisms for system refinement. The findings demonstrate that DTS represents a robust tool for modern document management, offering tangible benefits in efficiency, security, and operational transparency.

Date: 2025
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