SDO SAN CARLOS CITY

DIGITIZATION PROGRAM
POLICY
 • The Schools Division of San Carlos
City acknowledges the importance
of digitization in safeguarding and
preserving important documents in
schools. In line with this, a
Digitization Policy is being
implemented to mandate all
I.Introduction: schools under its jurisdiction to
digitize important documents for
safekeeping and future use. This
policy is based on the guidelines
set by the Department of Education
(DepEd) on digitization.
 1. Permanent record of
students
2. School property documents
3. School titling documents
4. 201 file of teachers
Policy: including their IPCRF
All schools under the ratings
Schools Division of San 5. Other salient documents
Carlos City are that need safekeeping for
mandated to digitize the
following documents:
future use

DepEd Guidelines on
Digitization:
DepEd has issued guidelines on
digitization to help schools in
the process of digitizing their
documents. The guidelines
include the following:
1. Determine the documents that need
to be digitized based on their
importance and frequency of use.
2. Set up a digitization system that is
efficient and effective.
3. Use appropriate hardware and
software for digitization.
4. Ensure the accuracy and
completeness of digitized
documents.
5. Safeguard digitized documents
through proper storage and backup
procedures.
6. Train personnel on digitization
procedures and guidelines.
 The rationale for digitization is
to ensure the safekeeping and
preservation of important
documents in schools.
Digitization provides a more
efficient and effective way of
storing and retrieving
II.Rationale for documents. It also reduces the
Digitization: risk of loss, damage, and theft of
documents. Digitization also
makes it easier to share and
access documents, especially in
cases of emergencies or
disasters.
 The objectives and purposes of
digitization are as follows:
1. To preserve important
documents in schools
2. To reduce the risk of loss,
damage, and theft of documents
III. Objectives and 3. To provide an efficient and
effective way of storing and
Purposes of retrieving documents
Digitization: 4. To make it easier to share and
access documents, especially in
cases of emergencies or disasters
5. To promote paperless
transactions and contribute to
environmental conservation
 IV. Program
Management Team:
To oversee the implementation of the Digitization Program
Policy, a Program Management Team (PMT) will be formed.
The PMT will be composed of representatives from the
Division Office and the respective cluster-public schools
district supervisors. The PMT will have the following roles
and responsibilities:
1. Develop a digitization plan for the division
2. Coordinate with schools in the implementation of the
digitization program
3. Provide training and support to schools on digitization
procedures and guidelines
4. Monitor the progress of digitization in schools
5. Evaluate the effectiveness of the digitization program
6. Recommend improvements to the digitization program
V. Conclusion:
The implementation of the Digitization Program
Policy in all schools under the Schools Division of San
Carlos City is a significant step in ensuring the
preservation and safekeeping of important
documents. With the use of appropriate hardware
and software and adherence to DepEd guidelines,
schools can efficiently and effectively digitize their
documents. The implementation of this policy will
contribute to the achievement of the objectives and
purposes of digitization, and the PMT will ensure its
successful implementation.
VI. Program procedure:
Download and • Download and install the CamScanner app on your smartphone from the Google
Here's a step-by-step process for digitizing documents using CamScanner app on your smartphone:
install Play Store or Apple App Store.

Open • Open the app and create an account if necessary.

Place • Place the document you want to scan on a flat surface with good lighting. Make
sure the document is clean and free of any folds or wrinkles.

Tap • Tap the camera icon in the app to take a photo of the document.

Use • Use the cropping tool to adjust the size and shape of the document. You can also
rotate the image if necessary.

Tap • Tap the "Enhance" button to improve the quality of the scanned document.
Repeat Repeat steps 4-6 for any additional pages of the document.

Tap Once you've scanned all pages, tap the "Save" button to save the document as a PDF or image file.

Rename Rename the file according to the format required for student's permanent records & 201 file for
teacher's files. The file name should be in the format: Last Name, First Name Mi.

Create Create a folder named after the year of the document's creation, then create a subfolder named after its
file content.
 Turn on Turn on the scanner and connect it to your computer or mobile device.

Place Place the document you want to scan on the scanner bed.

Open Open the scanning software on your computer or mobile device.

B. For the use of a Select Select the scanning mode and resolution.
device scanner,
here's the step- Click Click the "Scan" button to begin scanning the document.

by-step process:
File Once the scanning process is complete, save the document as a PDF or image file.

Rename the file according to the format required for student's permanent records &
Rename 201 file for teacher's files. The file name should be in the format: Last Name, First
Name Mi.

Create a folder named after the year of the document's creation, then create a
Create subfolder named after its file content.
Note. Remember to
always save and
store the documents
in a secure and
organized manner
to avoid loss or
misplacement.
 Create a Microsoft OneDrive account for the school, if it does not already exist.

Determine which documents need to be stored in the OneDrive account. Ensure that
C. Here are the steps they are properly digitized and saved in the appropriate file format.

for storing digitized

Create folders in the OneDrive account for each category of document being stored.
documents in For example, folders can be created for permanent records of students, school
Microsoft OneDrive property documents, school titling documents, 201 file of teachers, and other salient
documents.
account of the school:
Name the folders appropriately so that they can be easily identified. For instance, the
folder for permanent records of students can be named "Student Records".

Upload the digitized documents to their respective folders. Ensure that each
document is saved with a descriptive name, such as "John Doe's Transcript" or "Title
Deed for School Property".
 Set appropriate permissions for each folder and document to ensure that only
authorized personnel have access to them. For instance, the folder for 201 files of
teachers can be set to be accessible only to the principal and the human resources
personnel.

C. Here are the steps Periodically backup the OneDrive account to ensure that the documents are not lost
in case of a system failure or cyber attack.
for storing digitized
documents in
Microsoft OneDrive Regularly review and update the stored documents to ensure that they are current
and relevant.
account of the school:
Train school personnel on how to access and use the OneDrive account for storing
and retrieving documents.

Create a standard operating procedure (SOP) for using the OneDrive account for
document storage and make it accessible to all personnel. Ensure that the SOP is
reviewed and updated periodically to reflect any changes in the process.
Sample of the Standard Operating
Procedure in Using One Drive Account

Purpose: This SOP outlines

Scope: This SOP applies to
the steps for using the
all school personnel who
OneDrive account for
have access to the
storing and retrieving
OneDrive account.
school documents.
3.Procedure:

Accessing the • Open a web browser and go to the Microsoft OneDrive website.
• Enter the school's OneDrive account login credentials.
OneDrive Account: • Once logged in, the user will be directed to the main OneDrive page.

Uploading • Navigate to the appropriate folder where the document will be uploaded.
• Click the "Upload" button and select the document to be uploaded.
Documents: • Once uploaded, the document will be visible in the designated folder.

Downloading • Navigate to the folder where the document is stored.

• Click the document to be downloaded.
Documents: • Click the "Download" button and select the appropriate file format
 Sharing •
•
Navigate to the folder where the document is stored.
Select the document to be shared.

Documents:
• Click the "Share" button and enter the email addresses of the intended recipients.
• Set the appropriate permissions for the shared document.

Updating •
•
Navigate to the folder where the document is stored.
Select the document to be updated.

Documents:
• Click the "Edit" button and make the necessary changes.
• Once updated, save the document and it will automatically replace the old version

Deleting • Navigate to the folder where the document is stored.

• Select the document to be deleted.

Documents: • Click the "Delete" button and confirm the action.

 4. Review and
Update:
This SOP will be reviewed
annually by the
designated program
management team to
ensure that it is current
and reflects any changes
in the process. Any
updates to the SOP will be
communicated to all
personnel who have
access to the OneDrive
account.