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What is DepEd Document Management System (DMS)?

The Department of Education (DepEd) commits to continuous improvement and adaptation to the “new normal” amid the COVID-19 pandemic. In line with this, the Administrative Service – Records Division (AS-RD), in coordination with the Information and Communications Technology Service (ICTS), shall implement and utilize the DepEd Document Management System (DMS).

DepEd Document Management System (DMS)

The DMS shall aid in the systematic receipt and release of DepEd’s official documents and will be operational in all offices in the Central Office (CO) and the Administrative Division – Records Section in the Regional Offices (RO).

Does DepEd Document Management System (DMS) intend to replace any existing document management system?

Please note that the current implementation of the DMS for ROs is limited to communications between the CO and the ROs. The DMS does not intend to replace any existing document management system or platform implemented between units within the ROs. The AS-RD and the ICTS will announce enhancements to the DMS in the next phases of the system’s implementation, including extending its use by the Schools Division Offices.

DepEd Document Management System (DMS) Objectives

  1. Allow for paperless transactions to avoid the spread of pathogens from physical documents and face-to-face contact;
  2. Ensure accurate and complete documentation and traceability of incoming and outgoing documents; and
  3. Enable authorized users to access and recover in the cloud documents filed through the DMS.

To equip prospective users on the operation of DMS, AS-RD and ICTS shall conduct through a series of Microsoft Teams meetings the Document Management System Webinar Series. Attendees and authorized users in the CO are the Records Officer/Custodian (Main user} and another user of the DMS (Alternate user) in their respective office. Those in the ROs (Main and Alternate users) must be personnel from the region’s Administrative Division – Records Section.

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