The Society of Filipino Archivists (SFA, Inc) conducted a training on Organizing Files, Records and Archives: Seminar-Workshop on records Management and Archives Administration on September 27-29, 2010 at Garden Oases Resort & Convention Center, Porras St., Bo. Obrero in Davao City. Only two (2) DLSU librarians attended namely: Mr. Roderick B. Ramos (Archives) and Ms. Jojie Gonda (Filipiniana).

1. SEMINAR REPORT
The Society of Filipino Archivists (SFA, Inc) conducted a training on Organizing Files, Records and
Archives: Seminar-Workshop on records Management and Archives Administration on September 27-
29, 2010 at Garden Oases Resort & Convention Center, Porras St., Bo. Obrero in Davao City.
Only two (2) DLSU librarians attended namely: Mr. Roderick B. Ramos (Archives) and Ms. Jojie Gonda
(Filipiniana). The said seminar successfully:
1. Guided participants in performing their tasks related to the management of records and
archives with the most efficient and economical means available;
2. Acquainted the participants with records management and archives concepts and principles;
3. Assisted the participants in the development/improvement of a File Plan;
4. Taught the participants the methods of organizing records and archives.
September 27, 2010 Day 1 (Monday)
Sessions focused on the understanding of records management and archives administration and
developing/improving a file plan.
Yolanda Granda (University of the Philippines) iterated that “sound records management
program is necessary for the development of a comprehensive archives and that the need to
integrate records management and archives administration:
• Increases efficiency • Supports accountability and transparency,
resulting to good governance
What are Records? What are Archives?
Records refer to the information created, received Archives refer to the institutions or agencies
and maintained as evidence by an organization or responsible, among others, for the formulation,
person, in pursuance of legal obligations or in the development, and implementation of archives
transaction of business. systems, policies, standards and practices on:
-International Standard on Records Management Appraisal & acquisition
Arrangement & description
Records come in whatever form or medium Preservation/conservation
Textual Reference & access
Audiovisual Promotion & outreach
Electronic Administration
Three-dimensional
Also, archives refer to the records, documentary
Kept for business (records of organizational and heritage or the collective memory of an
social activities) and archives (records of organization, place or person and the discipline
continuing value) uses through good governance. administered by an archivist.

2. When combined:
Records Creation (correspondence/directive management, forms & reports management , reprographics)
Records Maintenance (files & mail management systems)
Records Disposition (inventory, appraisal, disposition schedule, transfer, disposal of valueless records, development of a
vital records protection program
management requires efficient and systematic control of processes and
systems involving records
while the archives aimed at:
Identification of records of enduring value
Preservation of these records
Making them available.
This shall be facilitated and implemented by an RMAO taking into consideration support of the
administration in terms of its creation, budget, personnel & facilities, records and archives systems. This
is a combined Records Management and Archives Office established under the head of an organization
to be administered by an Archivist. The archivist shall work closely with the records manager/officer or
document controller backed up by a Records Management and Archives Committee or RMAC or Task
Force. The archivist is expected to possess desirable traits such as: committed, trustworthy,
enthusiastic, systematic, patient, meticulous, naturally curious, analytic/creative, has sound judgment
and sense of history. He knows that records follow a life cycle, a continuum and are arranged and
described according to hierarchial levels.
Ma. Theresa S. Bondoc (Senate of the Philippines) outlined a file plan and urged participants to
develop one in logical order:
monitor
implementa
collect info: tion,
develop a
assign obtain analyze implement follow
responsibility inventory filing train users
support records system
records system up and
revise
system
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3. WORKSHOPS
1-A to C Identify offices Participants were grouped and asked to identify offices within one’s
department; outside one’s department and outside the institution that
the department transacts businesses with.
2-A to C Identify records Participants were group and asked to identify records created wit
within
one’s department; received from outside one’s department and
outside the institution that the department transacts businesses with.
3-A File arrangement Record Group
Sub-group
Series
Sub-series
September 28, 2010 Day 2 (Tuesday
Tuesday)
Emma M. Rey (House of Representatives delivered lectures on records inventory and scheduling
of records. Her sessions provided knowledge about a disposition plan over records and allowed the
participants to understand that records inventory is an essential component of an effec
effective records
management program while M.T. Bondoc shared about vital records protection program.
Records Retention
Inventory provides detailed information
Schedule
about the nature and number controls the records
of records maintained by an throughout their life cycle
entity
information collected during
governs where and how long
the inventory is used to
the records will be disposed
prepare records retention
of
schedules
places a value on a records
identifies vital records
series
include information about the
identifies inactive records reasons the records are kept
that might be discarded , for specified time periods, as
transferred from office well as instructions regarding
location to off
off-site storage or the ocations and conditions
microfilmed under which records are to be
retained

4. Exhibit # 1 Records Inventory and Appraisal (National Archives of the Philippines)
RECORDS SERIES TITLE & PERIOD VOLUME LOCATION OF FREQUENCY OF COPIES
DESCRIPTION COVERED (Cubic Meter) RECORDS USE
Orig. Dup.
1st half of the page
TIME VALUE UTILITY VALUE RETENTION PERIOD REMARKS
Active Storage Total
2nd half of the page
Exhibit # 2 General Records Disposition Schedule common to all Government Agencies Series 2009
ITEM NUMBER RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD
ADMINISTRATIVE and
MANAGEMENT RECORDS
8 Delivery Receipts 2 years
11 Gate Passes 6 months
12 Inquiries 2 years after acted upon
Exhibit # 3 Records Disposition Schedule (National Archives of the Philippines)
ITEM RECORDS SERIES TITLE & RETENTION PERIOD DISPOSITION AUTHORITY
NUMBER DESCRIPTION RECORDS REMARKS
ACTIVE STORAGE TOTAL
M. T. Bondoc specified simple steps in establishing and maintaining a vital records protection
program.
Identify your Determine
office's how the
Prepare an inventory of records will be Protect the
records vital records records
protected
•prepare a listing •update records
of the records
•determine which ones identified in Step •consider factors
needed in an 1
emergency

5. Exhibit # 1 Vital Records Inventory
Record & File Original File Custodian & Phone Volume in Feet/ Format of Vital Record
Classification Number
Location Bytes
1st half of the page
Name of Electronic Off-site Vital record VR Contact Person & Method of Transporting Rotation Schedule
System, Version Number Location Phone the Record to Emergency
and Operating System Location (if record is not
stored at central off-site
facility
2nd half of the page
Candida G. Sarmiento (NCCA) tackled about issues that are covered in the access of records and
archives of an institution:
Who may access the records
What services will be provided to users
Whether there are time restrictions on the use of the records
Whether donors can specify access conditions
What actions to take if someone objects to materials about themselves or a family member
being made available
What records will be kept about researchers and the materials they use
Whether there will be a charge for photocopies and what it is
Whether digital cameras may be used to copy materials
What rules relating to copyright and privacy law apply to the records
Whether fragile material is to be withheld from access
September 29, 2010 Day 3 (Wednesday)
During the last day, E. M. Rey encouraged every participant to be ready with a disaster
management plan. The disaster scenario in the Philippines presented by her is enough to compel
seminar attendees to look into what each can do before, during and after flood, fire, storm, earthquake,
landslide, volcanic eruption and the like. According to Rey, Philippines is one most disaster-prone
country in the world and ranked top 20 among countries likely to be most affected by climate change.
That, up to 60% of the total land area of the country is exposed to a range of hydro-meteorological and
geophysical hazards disaster. These and more and knowing the adverse effects of disasters, Rey
pointed:
Identification of risks Disaster control plan Writing the plan Training/Drills

6. Participants were assisted by all the lecturers in the workshop when they applied carefully
conservation treatments and procedures to damaged records and materials:
Water Damage
Vacuum Freeze
Washing/Rinsing Air Drying Freezing Vacuum Drying Cleaning
Drying
Fire Damage Cleaning
Remove greasy residues with
Remove soot and smoke using
ethyl alcohol provided that
soft brush and fine sand paper
the ink will not bleed
Mold Attack
Fumigation Drying Cleaning
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7. Insect Infestation
Segregation of
infested Fumigation Freezing
materials
Tears
Removal of
Mending adhesive
tapes
Dust and Dirt
Use of soft Use of art
brush gum eraser

8. Both Makk O. Junio (Manila Film Center) and E. M. Rey explained about how to care for special
collections including photographs. M. O. Junio stimulated participants to have a mandate and
statement of purpose for the collection and management of special materials (audiovisual, photographic
materials, etc.). He reverberated that a secure, designated facility definitely creates a proper
preservation environment for special collections. He added that a developed policy and procedures
manual can articulate one’s managerial approach over collections. Also, provisions for some budget,
collections control, and access policy were emphasized.
Prepared by:
Mr. Roderick Baturi Ramos
Ms. Jojie Gonda
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