With today’s rapid developments in technology and the increasing emphasis on efficient information management, document tracking systems have been developed as a solution to improve the efficiency of retrieving documents online at any given time. Along with the tendencies of many document workers in losing track of document paths, it is vital that these systems are able to trace the movement of documents from origin to destination/s.
While some corporate and educational organizations think they don’t need to move away from paper, getting started with this practice has never been so crucial. Determining when and how to make the transition from paper to digital documents can be difficult. Nevertheless, there is no better way to get things off the ground than to implement a well-designed document tracking system.
The NVSU DokTracer
The DokTracer of the Nueva Vizcaya State University (NVSU) is an information system capable of tracking the paper trail of documents created by personnel from the different departments, colleges, units, or offices within the two campuses(Bayombong and Bambang). The online document tracking system includes information on the originating and receiving office and personnel, as well as the time elapsed between offices. In this information system, document attachments, revisions, updates, and remarks are also supported.
Who are allowed to use DokTracer?
DokTracer can be used by all authorized personnel of NVSU offices or units whose uConnect (@nvsu.edu.ph) accounts are registered in the system.
Our office would like to use DokTracer. How can we have our staff registered in the system?
We would need a signed official request or endorsement letter from the head of the unit or director of the office to process registration in the DokTracer.
In the request, please include the name/s and NVSU uConnect account/s (@nvsu.edu.ph) of the user/s that should be given access to the DokTracer. Kindly address the request to the University President.
The concerned staff/personnel must also have access to the said email account/s.
The signed endorsement letter may be emailed directly to [email protected] and a carbon copy to [email protected].
Once we start using DokTracer, can we just upload the documents in the system and not send the actual documents to their corresponding NVSU offices?
Documents from originating officers/units are still required to be routed physically (i.e. as hardcopies) to the Records Office. In this instance, DokTracer is used to track the location and status of these hardcopy documents.
It is recommended that inquiry be made with concerned offices if hardcopy documents are still needed to be routed alongside with the softcopy you have uploaded in the DokTracer. Both cases (hardcopy or softcopy transmittals) can be tracked using DRS.
Do we need to use QRCode scanners to scan the tracking numbers on the documents?
You may use QRCode scanners for a more convenient way of scanning tracking numbers on documents but they are not required for tracking a document in the system. You can easily track them by using an exernal page of the DokTracer found here: https://doktracer.nvsu.edu.ph/tracker.
If a document has already been uploaded and assigned with a tracking number and the document needs to be edited, can the revised version of said document be uploaded under the SAME tracking number?
Once a document has been uploaded and finalized, the user who uploaded this document can no longer change the details (e.g., title, document type, etc.). However, the originating office can still edit said document if the office who received flagged as returned document for some reasons (lack attachment, etc.). The origination office will then attach or upload another version of the digital copy of the document using the SAME tracking number.
Which account should be used for the DokTracer?
It is strongly recommended that the corporate NVSU uConnect account be used for the DokTracer, for accountability purposes, since all processing done for the document will be tagged to that specific account/user. Kindly also be advised that a staff member's personal corporate mail should be registered under only one (1) office. It should not be registered under multiple offices.
I'm a NVSU employee and I need to track a document that concerns me, how can I track said document?
You can use the DokTracer to trace or track your documents being processed in our system, even if you are not registered in the DRS itself. The requirements for accessing the DRS Tracer are:
- NVSU Corporate Mail Account (for authentication); and the
- DokTracer Tracking Number of the document you want to track