10/09/2026
PROPOSAL FOR CITYWIDE SHIFT TO LESS PAPER GOVERNANCE APPROVED ON SECOND READING
The Baguio City Council has approved on second reading and for publication a proposed ordinance that will require all City Government departments and offices to reduce paper use and gradually shift suitable government processes to digital or hybrid systems to improve efficiency, records management, and document processing.
Authored by Councilor Leandro Yangot Jr, the proposed measure will cover all departments, offices, and units of the City Government of Baguio. Each office will be required to adopt measures to minimize paper use and prepare a Paper Reduction and Digital Transition Plan within 90 days from the effectivity of the ordinance. The plan will identify paper-intensive processes, at least three processes for priority reduction or digitization, proposed digital or hybrid alternatives, measurable reduction targets, an implementation timeline, and required resources.
The ordinance will establish a Digital First policy, under which documents will, whenever feasible, be created, processed, transmitted, routed, and stored electronically. Printing will be limited to documents required by law or regulation, necessary for operations, required for external submission, or justified by technical limitations. Offices will also be required to minimize multiple hard copies, use duplex printing for internal documents, print only final or necessary versions, and reuse paper for drafts when practicable.
The proposal will require each department and office to designate a Paper Reduction Officer who will oversee implementation, monitor paper consumption, coordinate with the Baguio City Information and Communications Technology Council (BCICTC) and Management Information and Technology Division (MITD), and submit periodic reports. Offices will also submit quarterly reports indicating their estimated paper use, reduction achieved, and progress toward their targets.
The ordinance will provide for the gradual digitalization of internal communications, reports and memoranda, document routing and approvals, records management and archiving, and inter-office correspondence.
The BCICTC will develop or recommend electronic routing and tracking systems, as well as standards for digital document formats, naming conventions, routing protocols, and interoperability among City Government offices. The MITD will provide technical assistance, while the City Government will conduct training to improve the digital capabilities of personnel.
The measure will also align government procurement with its paper-reduction objectives by encouraging the acquisition of equipment and systems such as duplex-capable printers and copiers, scanners, document management tools, and digital workflow software.
Importantly, the proposal recognizes that paper cannot be completely eliminated. Paper-based procedures will remain allowed when required by law, necessary for operations, required for external submission, or made necessary by technical limitations.
The proposed system will also include monitoring and environmental impact reporting. The BCICTC, in coordination with the City Environment and Parks Management Office (CEPMO), will assess the reduction in paper use and waste, while offices demonstrating significant reductions may receive recognition or incentives. The initial implementation will begin within six months, with substantial paper reduction targeted within one to two years from effectivity.
The Sangguniang Panlungsod, meanwhile, has already shifted to a paperless system years ago, making the proposed citywide policy consistent with practices that have long been adopted in the legislative body. The Sanggunian has been using digital systems for the preparation, routing, distribution, and storage of legislative documents, demonstrating how government processes can transition away from heavy reliance on printed documents.
The proposed ordinance will extend this approach to the rest of the City Government, while allowing offices to retain paper-based processes where these remain necessary.
The proposal will undergo public consultations and city council deliberations as the next legislative steps. -Jordan G. Habbiling