By Jennilou Pigao

To strengthen its record management practices, Mariano Marcos State University conducted a training workshop on the new record management system dubbed “d-T.R.A.I.L. (Document Tagging, Repository, and Information Locator)” on June 18 at the Center for Flexible Learning.

Developed by the College of Engineering and Knowledge Management Unit of the Planning Directorate in partnership with the Information Technology Center, the MMSU d-T.R.A.I.L system will serve as a repository for all the university’s vital, permanent, and archival documents in a database format.

Dr. Bobby Eclarin, MMSU chief of Knowledge Management, and Engr. Mark Justine Cudapas, a faculty member of the Department of Computer Engineering, discussed the application’s importance to the university community, particularly in enhancing the process of document monitoring and evaluation.

Furthermore, Dr. Eclarin emphasized that the system aims to centralize the university's storehouse of files and digitized documents and will benefit the efficient collection, organization, and sharing of information.

The app features a tagging mechanism that helps end-users locate important files and their associated files. It also incorporates the collection of PREXC and other important institutional data from the concerned units in a database format, which will speed up searching, reviewing, and analyzing the collected data.

Ms. Rebecca Rangcapan, MMSU chief of the Records and Archives Management, also highlighted vital information on the National Archives of the Philippines Act of 2007 or RA 9470, an act to strengthen the management and administration system of archival records. 

In addition to the discussions, the participants explored the new system and raised issues and suggestions regarding its operation and application.

After rigorous testing of the refined app with selected offices, the app will undergo a comprehensive university-wide testing procedure. This process is designed to ensure that any technical issues will be identified and addressed immediately, guaranteeing the app's reliability in a multi-user environment.