Samar Colleges, Inc. marked a major step toward institutional efficiency with the official launch of its Document Tracking System (DTS) during the training-orientation titled “Training on the Implementation of the Document Tracking System,” held on July 3, 2025, at the Speech Laboratory, 2nd Floor, New Building.

The event gathered department heads and designated Unit Document Controllers (UDCs) from both academic and administrative offices, in preparation for the implementation of the DTS across all units. Participants were oriented on the streamlined process flow for handling both internal and external communications, from document creation, routing, and receipt to encoding, monitoring, and archiving.

In her welcome remarks, Dr. Lydia A. Gonzales, Head of the Human Resources Management Department (HRMD), emphasized that the DTS strengthens the college’s ongoing ISO 9001:2015 certification efforts by transitioning from manual practices to a centralized and digital communication system.

The Document Tracking System was led and developed by Mr. Peter Lee M. Lacanlale, OIC Director of the Information Systems Support Office (ISSO), together with the Management of Information Systems, Technologies, and Services (MISTS) team. Designed with usability and efficiency in mind, the system aims to streamline both internal and external communication, as well as the documentation processes.

A key highlight of the orientation was the live system demonstration led by Mr. Vivencio O. Verzosa, Document Control Center (DCC) Officer, and assisted by Mr. Lacanlale. The walkthrough showcased the system’s user-friendly interface and automated tracking features, which were designed to help offices manage and monitor documents efficiently and accurately. This also included a guided account registration to ensure all participants were properly onboarded.

An open forum followed the demonstration, where participants raised questions and sought clarifications about system navigation and unit-specific workflows. Many expressed optimism that the DTS would address concerns such as untracked memos, delayed approvals, and misrouted communications.

“Through the DTS, the institution ensures that the right people have access to the right information at the right time,” shared Dr. Marilyn D. Cardoso, Senior Vice President for Programs Development and Quality Assurance (PDQA), as she presented the rationale behind the training.

Dr. Pedrito G. Padilla, Senior Vice President for Academic Programs, also conveyed his positive impression of the initiative and acknowledged its potential to significantly improve internal processes.

The training concluded with the distribution of certificates to participants in acknowledgment of their attendance.

This activity was spearheaded by the Office of the SVP for PDQA, in coordination with the Office of the SVP for Administration, represented by Mr. Verzosa. This reflects Samar College’s strong commitment to quality, efficiency, and transparency across its operations.

With the DTS now in place and July set as its trial phase, Samar College is confident that the system will lead to quicker, more transparent, and more reliable communication processes, paving the way for a more responsive, efficient, and quality-driven academic environment.