One set of records. Every office working from it.
Your offices keep records on the same residents, businesses, and properties, each in its own file. The DMS brings them into one place, shows each office its part, and logs every change.
Dela Cruz Sari‑Sari Store
- Permits & Licensing
- Mayor’s permit renewed for 2026
- Treasurer
- Business tax paid through Q3
- Assessor
- Tax declaration on file
Possible duplicate. The Treasurer’s Office also has “Dela Cruz Store” at the same address. A staff member confirms before the two are merged.
01The engagement
From scattered files to records you can trust.
- 1.1
Inventory
We sit with each office and list every record it keeps: what’s in it, where it lives, and who uses it.
- 1.2
Clean and bring in
Spreadsheets and paper records are imported, duplicates are flagged, and each office confirms its own data.
- 1.3
Set access and retention
Roles, permissions, and retention rules are agreed with each office head and your Data Protection Officer.
- 1.4
Go live in one office
One office works from the DMS first, measured against how long its records and reports take today.
- 1.5
Keep it running
More offices join once the first proves out, with training, support, and a regular review.
02What it does
Recorded once, used by every office.
Each office keeps its part of a record current. Reports, searches, and requests all come from the same data.
Call us when
- Each office keeps its own spreadsheet of the same residents and businesses, and the numbers don’t agree.
- A report for DILG, PSA, or the Sanggunian means days of retyping from different files.
- Records sit in folders and boxes, and finding one means a trip to the storage room.
- No one can say who changed a record, or who can see residents’ personal data.
- 2.1
One record, every office
A resident, business, or property is recorded once. The treasurer, the assessor, and the permits office each see the part that’s theirs.
- 2.2
Bring in what you have
Imports your spreadsheets and scanned forms. AI reads the fields and flags likely duplicates, and your staff confirm before anything is merged.
- 2.3
Access by role
Each person sees only the records their job needs. Personal data is masked by default, and every view and change is logged.
- 2.4
Retention on schedule
Each record type follows your approved disposition schedule. Records due for disposal are listed for review, never deleted automatically.
- 2.5
Reports from the same records
Reports for DILG, PSA, and the Sanggunian are drawn from the records your offices already keep, not retyped from separate files.
- 2.6
Find any record, and its history
Search by name, address, or reference number, and see who created the record, who changed it, and when.
03A look inside
What your offices see every day.
Four sample screens: finding a record, bringing in a spreadsheet, checking who saw what, and records due for disposal.
04The rules
Built around the rules your records already follow.
An LGU’s records are public records, and many hold residents’ personal data. These laws decide who may see them, how long they’re kept, and what happens to them after.
- 4.1
Data Privacy Act of 2012
R.A. 10173
Residents’ personal data is collected for a stated purpose, seen only by the people who need it, and protected from leaks.
- 4.2
National Archives of the Philippines Act
R.A. 9470
Records follow an approved disposition schedule, and none may be destroyed without the National Archives’ written authority.
- 4.3
Community‑Based Monitoring System Act
R.A. 11315
Cities and municipalities collect household data for planning and social protection, updated every three years.
- 4.4
E‑Governance Act
R.A. 12254
Government systems, LGUs included, move services online and are expected to work with one another.
05Oversight
Human in the loop, for every record that changes.
AI reads scanned forms, suggests the fields, and flags records that look like duplicates. A named person in the office that owns the record confirms every change.
Nothing is merged, corrected, or deleted on the system’s word alone, and the log shows who approved what.
More ways we work with LGUs06Fees
Quoted after the free assessment.
- 6.1
Per LGU
Based on the number of offices and records. We quote after the free assessment, and work within your procurement process.
07Questions
DMS, answered.
Who is it for?
Provinces, cities, and municipalities, and the offices that keep records on residents, businesses, and property: the treasurer, the assessor, permits and licensing, the civil registrar, social welfare, health, and planning.
Is this the same as DILG’s DMS4LGUs?
No. DMS4LGUs, which DILG provides free, digitizes and tracks official documents. Our DMS manages the data inside your offices’ records: who a resident, business, or property is, and what each office holds on them. If you already use DMS4LGUs, the assessment maps where the two meet so nothing is entered twice.
What happens to our spreadsheets and paper records?
They’re brought in, not thrown away. We import spreadsheets, scan paper records where you choose to, and keep the originals under your disposition schedule. Each office checks its data before it goes live.
Does the AI change our records?
No. It reads forms, suggests fields, and flags duplicates. A member of your staff confirms every change, and the log shows who did.
Where is residents’ data kept?
Where your policies allow, including infrastructure you control. We handle personal data under the Data Privacy Act of 2012, limit access by role, and work with your Data Protection Officer.
Who owns the data?
The LGU does, across administrations. You can export every record at any time, and the documentation and training stay with your permanent staff.
How is it priced?
Per LGU, based on the number of offices and records. We quote after the free assessment, and work within your procurement process.
The rest of how we work.
- Working with LGUsDigital services for provinces, cities, and municipalities, procured your way and deployed for your LGU, with an accountable office owner for every step.
- Citizen’s CharterBuild, publish, and keep current the Citizen’s Charter every LGU office must post under R.A. 11032.
- AI & automationSoftware that does routine work and escalates the rest, with an owner, a risk level, and an escalation path from day one.
- Strategy & designDecide what to build, and how it should work for the people using it, before anyone writes code.
- Build & qualityWeb, mobile, and commerce systems, tested before they ship and easy to keep running after.
Your people stop doing the routine work. They still make the calls that matter, and they can always step in.
Tell us about one workflow that eats time or carries risk. We’ll reply with what software could handle, what it should hand to a person, and who stays accountable.