UP Drives Adoption of Digital ID, Efficiency-Based Document Routing, and Electronic Signature Through System-Wide Orientations
18 March 2026 | Written by: John Paul Cristobal & Eileen Claire Rudi
QUEZON CITY, PHILIPPINES | The University of the Philippines (UP), through its Office of the Vice President for Digital Transformation (UP OVPDx) and the UP Information Technology Development Center (UP ITDC), has launched a series of orientations across the UP System and its constituent universities (CUs) on the Document Routing System (DRS), Google Electronic Signature (e-Sig), and the University’s upcoming Digital ID.
Anchored on the University’s broader digital transformation goals, the initiative introduces stakeholders to key digital platforms and policy developments aimed at streamlining administrative workflows and strengthening digital governance across UP offices.
Through these orientations, the UP OVPDx seeks not only to familiarize offices with these systems but also to assess their readiness and adoption levels of these digital platforms into their daily operations. Ultimately, insights gathered from these engagements will help guide the development of institutional policies that will standardize and further strengthen the University’s shift toward more efficient, technology-enabled administrative processes.
Promoting Efficient and Transparent Workflows
A key component of the orientation series is the introduction and demonstration of the DRS, an online system that allows offices to track and process documents electronically while maintaining clear records of transactions.
With DRS, the documentation of processes are improved, real-time monitoring of document routing timelines are guaranteed, and accessibility of managing administrative workflows are increased.
Participants underwent a step-by-step walkthrough of the platform’s features to help offices integrate the system into their daily processes. One highlighted aspect of the DRS was the productivity leaderboard, which displays the number of documents processed and the average processing time of each office to monitor and ensure its compliance with the Republic Act No. 11032, or the Ease of Doing Business (EODB) law, and other Anti-Red Tape Authority (ARTA)-related policies. Other notable enhancements in the DRS include the document trail, recall document, assignment to multiple recipient offices, auto-receiving of documents, and email notifications.
To ensure that discussions are relevant to the participating offices, data extraction and analysis of each unit’s current DRS utilization were done prior to every orientation. This data-driven approach allows the sessions to be tailored to the operational realities of each office and identify gaps and opportunities to improve system optimization and local integration.
Strengthening the Use of Electronic Signatures
Another key focus of the orientation is the implementation of electronic documents and signatures within the University.
Updates on the legal and institutional frameworks supporting digital documentation were highlighted in the sessions, including the University’s recognition of electronic document and signature validity under the Board of Regents (BOR)-approved UP Policy on Electronic Documents and Signatures.
The orientation also focused on significant developments in the University’s digital infrastructure, including UP’s designation as the country’s first Registration Authority (RA) under the Department of Information and Communications Technology’s Philippine National Public Key Infrastructure (PNPKI). Participants are introduced to the Google e-Sig feature through a guided tutorial and a demonstration video to help offices begin integrating e-signature practices into their administrative operations.
Updates on the ongoing efforts of UP to ensure compliance with relevant Commission on Audit (COA) circulars were also discussed — particularly COA Circulars 2021-006 and 2023-006, which guide the use of electronic documents in government transactions.
Updates on the Digital ID Initiative
The orientation sessions also feature updates on the development of the University’s Digital ID project. The system is designed to provide members of the UP community with a secure digital form of identification that can be used across University platforms.
Underscoring the Digital ID system’s current development phases and its upcoming rollout schedule, the initial implementation will prioritize students and alumni, with integration planned for the academic information systems of constituent universities (CUs). These include the Academic Management Information System (AMIS) of UP Los Baños and the Information System for Key Operations on Learning and Academic Resources (ISKOLAR) of UP Manila.
The Digital ID will feature QR codes containing verified personal information, allowing for faster identification and authentication within University systems and services.
Initial Rollout Across UP Units
Several UP offices have already participated in the first wave of orientations conducted by the UP OVPDx and the UP ITDC.
The series began on 23 January 2026 with the UP Diliman Office of the University Registrar (UPD OUR) Management Committee, headed by Prof. Rowena Quinto-Bailon, at the UPD OUR Conference Room.
This was followed by an orientation with the UP Diliman College of Engineering Executive Committee, headed by Dean Maria Antonia N. Tanchuling, on 26 January 2026 at the Learning Commons.
On 10 February 2026, the team conducted another session for offices under the UP Diliman College of Science at the CS Administration Building Lobby. Participants include representatives from the Offices of the Associate Deans, College Secretary, Library, Programs, and Administration, led by Dean Cynthia P. Saloma.
Expanding the initiative beyond Diliman, UP-OVPDx also conducted an online orientation for the administrative staff of all units in UP Mindanao on 13 February 2026 via Zoom.
Continuing the Push for Digital Transformation
The orientation series take part in the current UP administration’s ongoing efforts to strengthen digital governance and institutionalize technology-enabled processes across the University.
By engaging offices directly and gathering insights on their operational needs, the initiative helps ensure that digital tools such as DRS, electronic signatures, and the Digital ID system are implemented in ways that support both efficiency and accountability.
Through sustained collaboration with units across the UP System and its CUs, this initiative lines up with the vision of building a more integrated, responsive, and digitally empowered University.
To stay updated on future similar events, follow the University of the Philippines (UP) Office of the Vice President for Digital Transformation’s (OVPDx) Facebook page at: https://www.facebook.com/upovpdx.
For more information, reach out to the UP OVPDx email at: [email protected].