CITY MAYOR'S OFFICE
Re: PETRON Pagadian
DARTS
Document Action & Records Tracking System
One tracking number.
Every LGU office.
Every record.
DARTS gives every document an LGU receives — legislative, executive, financial, procurement, contracts, communications — a single tracking number, a single source of truth for its current status, and a complete audit trail of who did what, when, and why.
Built inside the Office of the Secretary to the Sangguniang Panlungsod of Pagadian. Used to answer the question every constituent asks: “Asa na ang document karon?”
31
LGU offices wired in
1,173
Personnel records
23
Document types tracked
22
Workflow states
14
SP committees
₱60.3M
Budget under tracking
What it does
What is “document tracking,” really?
Every legislative measure, voucher, contract, payroll, request letter, or memorandum an LGU office handles passes through a chain of receipt → review → action → release → filing. Without a system, that chain lives in side-chats, scribbled logbooks, and "ask kay so-and-so."
Document tracking is the discipline of giving every record a unique tracking number on day one, naming the office that holds it now, and appending — never overwriting — every action taken on it. When digitised, the office can answer the constituent's question in seconds instead of an afternoon.
- One number per document —
DARTS-2026-000123 - Office-to-office routing recorded each time
- Action history appended, never overwritten
- Physical file locator — cabinet, drawer, folder, archive number
- Digital attachments with sha256 + virus-scan hook
- Audit log on every read of confidential records
How every record moves
Two parallel tracks. Both 8 stages. Both end in archive.
DARTS isn't legislative-only. Every record's journey is rendered as a horizontal step tracker on its detail page — done stages turn green with a check, the current stage glows gold, pending stages stay outlined. Below: both the legislative chain (Resolutions, Ordinances, Proposed Measures) and the executive chain (Vouchers, Permits, EOs, Memoranda, MOA/MOU, Contracts, Communications).
⚖ LEGISLATIVE
Resolutions · Ordinances · Proposed Measures · Committee Reports
From filing to publication — LGC §54 lifecycle. Includes committee referral, deliberation, and return to session.
📥
Received
📅
For Agenda
🗓
Agendized
⚖
Referred to Committee
📋
Committee Report
↩
Returned to Session
✓
Final Action
📦
Archived
🏛 EXECUTIVE / GENERAL
Vouchers · Permits · Executive Orders · Memoranda · MOA/MOU · Contracts · Travel Orders · Communications
From intake to release. Includes routing, compliance, and signatory handling for every non-legislative LGU record.
📥
Received
↪
Routed to Office
👁
Under Review
📝
For Compliance
✍
For Signature
✓
Approved / Signed
📤
Released
📦
Filed / Archived
↑ Each tracker auto-selects based on the document's type. Same component, same visual treatment — only the chain changes. The current stage pulses gold every 2.5s.
Inside a document detail
👤 Origin / received from
📅 Session / date
⚖ Action taken
📎 Attachment
Every document gets this view.
After sign-in, every record renders with a journey tracker, four colourful 3D stat cards, raised action buttons, and an audit-grade timeline. Below is exactly what staff see — same components, same data shape, no mockup.
May 8, 2026
Received: May 8, 2026
Routed to Office
CTO · in progress
2 files
PDF + scan uploaded
Workflow actions
Every action is auditable.↑ Demo — sign in to use these.
Timeline
Append-only audit log-
Document received and logged ReceivedInitial intake by Records.Edgar G. Reyes · CITY MAYOR'S OFFICE · May 8, 1:12 PM
-
Routed to City Treasurer's Office In progressFor payment review · due May 12.Maria Santos · Records · May 8, 2:48 PM
↑ Same components the live app uses. Brand tokens, no mockup. Sign in to see one with your office's data.
What's inside
Eight modules. One sign-in.
DARTS isn't just a registry. It's the operating system for an LGU's paper-trail. Every module shares the same accounts, the same audit log, the same access rules.
📥
Document Registry
Auto-generated tracking numbers. Type, term, council, origin office, concerned person, date received, agenda date, due date, priority, privacy class. FULLTEXT search across title + body + purpose.
⚖
Legislative Workflow
1st/2nd/3rd reading, committee referral, session calendar, committee report, vote tally (yeas/nays/abstain). LGC §54 lifecycle from filing to publication.
🛣
Office Routing
Routing slips (from / to / by). Receive at destination. Expected action + due date. Returned-with-deficiency loop. Auto-updates current_office_id.
⏰
Follow-up Center
Payroll, voucher, contractor billing, gasoline supply, MOA/MOU, project documents. Aging reports. Escalation flags. One-click status chips on the dashboard.
📒
Office Budget Ledger
Appropriations · Obligations · Disbursements · Subsidiary ledger card · Trial balance. Double-entry journal. NGAS-aligned chart of accounts. Per-office balance.
👥
Personnel
Plantilla per office, item numbers, salary grade/step, status (filled / vacant / new). Names + amounts masked unless RBAC-permitted. RA 10173 trail on every read.
🗄
Physical Archive Locator
Building → room → cabinet → drawer → folder → page-range. History of moves preserved. “Hain tong file?” answered in 2 clicks.
🔎
Universal Search
Diacritic-aware (n ↔ ñ ↔ Ñ), reverse word order, partial tokens. Search by name, tracking #, ref #, office code, or amount (e.g. "25000" finds matching salaries, vouchers, journals).
Compliance built in
Three Philippine legal anchors — wired into the schema
RA 11032
Citizen's Charter
Every document type carries a declared processing time, responsible office, and traceable status — exactly what RA 11032 requires of LGU service offices.
RA 9470
National Archives
Records have a retention class, a physical locator, and a soft-delete trail. Disposition is auditable. NAP-aligned defaults shipped in seed data.
RA 10173
Data Privacy Act
Personnel and payroll views mask names by default. Every read of a confidential record writes a row to data_access_logs with declared purpose.
Who it's for
Six roles. One workflow.
Records Officer
Encodes, routes, archives. Cross-office visibility. Manages tracking numbers and physical locator.
SP Secretary
Sets agenda, marks readings, records committee referrals + reports, logs vote tallies.
Department Head
Inbox of routed docs. Approve / return / forward. Personal office portal as default landing.
Department Encoder
Receives at office. Encodes action. Cannot leak across offices — RBAC enforced.
Auditor / COA
Read-only across all modules. Sees the audit log. Cannot mutate state.
Super Admin
System config, users, roles, recovery. Hardcoded break-glass route.
Built by
Edgardo Dingal Caseñas
Thirty years inside the Office of the Secretary to the Sangguniang Panlungsod of Pagadian — the office where every legislative record, decision, and approval gets handled. Bentley-trained building designer (low-rise / mid-rise / high-rise architectural & structural). 17 production LGU + business systems on Hostinger.
Ready to track every record your office handles?
Sign in with your DARTS account, or read the About page first.