The key points are: 1. A DMS will allow electronic storage, retrieval and sharing of documents like vehicle registration forms to improve efficiency. 2. It will guarantee recovery of documents if disaster strikes, minimize costs, create a paperless environment and improve security and service delivery. 3. The DMS will cover document delivery from customs officers to the registry, document receipt and verification by registry staff, electronic storage of documents and assignment to locations, and retrieval of documents by authorized users.

1. GUIDELINES FOR DOCUMENT MANAGEMENT
SYSTEM (DMS) AT HEADQUARTER SERVICE
OFFICE.(HSO)
AS AT 9TH
MARCH 2015
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2. TABLE OF CONTENTS
Definition of DMS……………………………………………………………………………………………3
Background……………………………………………………………………………………………………..
3
Explain why DMS……………………………………………………………………………………………3
Key areas for DMS………………………………………………………………………………………….4
Document Delivery
Document Receipt………………………………………………………………………………..5
Documents Stored……………………………………………………………………………….6
Documents to be stored……………………………………………………………………….6
Retrieval………………………………………………………………………………………………7
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3. 1. Definition of DMS
Document Management System is a computerized system used to
track and to store documents.
They can either be the Tin application forms,Amendment forms,
documents from first tim registration of motor vehicle,change of
ownership of motor vehicle, transfer of motor vehicle to mention
among others.
2. Background.
Being efficient is a never-ending process. URA is always striving to
increase efficiency in operations while minimizing process defects
and improving overall performance.
Domestic Tax Department under took to improve service
delivery by migrating its business processes from manual to
electronic using E-tax System that resulted into incorporating
DMS module to manage its records. Document management system
will supportthe management of documents in a secure and reliable
manner.
In accordance to the electronic transaction Act 2001, digitized form
of material can be produced in courts of Law as evidence of business
transactions.
3. Why DMS
• Guaranteeing document recovery in case of disaster.
• minimize costs
a) Storage
b) floor space
c) Recruitment of short term employees
• Working in a paper less environment
• Minimization of possibility of lost information
• Saves time hence increasing output.
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4. • Sharing of information among many users simultaneously
• Improvement of service delivery and response time to
customers.
• Improved security to manage records.
4. Key areas in DMS
• DOCUMENT DELIVERY
Immediately after release of goods, customs officer should be
able to submit physical documents submitted by the tax payers
to CRMV.
After submitting documents, a task for document receipt should
be created for the registry officer.
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5. Flowchart
5
DOCUMENT DELIVERY
Customsofficer
Start
Selects documents
(from system) to
submit to registry
End
Submits documents to
registry
Are all
attachments
there?
Yes
No
Delivers
physical
documents

6. • Document Receipt
The registry officer shall be able to view documents submitted
by the Customs officer to CRMV.
The registry officer shall verify physical documents delivered
form CBC against the records transfer form.
The registry staff/officer shall track to electronically receive
documents.
Registry staff/officer shall ensure that all attachments are in
place and correspond with the barcodes.
Flow chart
6

7. 7
DOCUMENT RECEIPT
Customsofficer
Start
Track using reference
number.
Stop
Submits documents to
registry
Are all
attachments
there ?
Yes
No
Submitted
documents to be
uploaded and
stored.
Enters name, date, of
delivery officer &
remarks

8. • Documents stored
Registry officer shall scan the barcoded documents and uploadand
submit to be stored.
• Documents to be stored
The registry officer shall be able to create a rack, row, slot, folder
and subfolder and assign a number that identifies the document and
store.
Flow chart
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9. • Document Retrieval
The end user shall be in position to retrieve stored documents if he
or she has been given access rights by process management.
Rack4-row1-slot1(box containg 50 documents)-folder1- sub floder1-10
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Document storage
Registryofficer
Start
Selects documents for
storage
Stop
Stores documents in
system
Physically moves
physical docs to storage
location
Updates rack, column, row,
slot and box

10. THANKS FOR YOUR TIME
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