Siem Reap Provincial Administration Begins Operation of Document Tracking System (DTS)
The JICA Siem Reap Smart City Project has implemented several smart city pilot initiatives. One of them is "Government Internal Document Management", which enables document management through web system development.
In the Siem Reap Provincial Administration（SRPA）, many internal government documents are circulated on paper between different departments, which often leads to an unclear whereabouts of the documents. To address this issue, a system to facilitate document tracking and management was developed by the Smart City Project.
This system is named the Document Tracking System (DTS), and the staff can scan QR codes when circulating documents to update their status. This allows all officers to check the current location of documents in real time via PCs or smartphones. Moreover, this initiative also serves as training towards paperless operations in the future. In April 2024, the management of the DTS was officially started by SRPA.
Overall image of the Document Tracking System (DTS). An overview of how this system works is as follows. 1)Registration of documents: 2) Updating the location of documents: 3)Monitoring of documents:
Numerous documents are collected in the admin division
The staff registers the information of the circulated documents in the system.
After registering the data, a QR code is output and set with the document to be circulated.
Circulate the document to the necessary division
The receiving division staff uses the QR code to update the document's whereabouts.
Updated information can be viewed directly on a smartphone.
Next, the document is circulated in another division. Again, the QR code is used to update the location of the document.
The location of documents can also be checked from a PC.