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Digitizing Records At The National Archives


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Presented at PAARL's Forum on Digital Debates on Archives, Museums and Libraries (SMX Convention Center, SM Mall of Asia Complex, Pasay City, 17 September 2009) by Virginia E. Darlucio, Chief Administrative Officer, National Archives of the Philippines

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Digitizing Records At The National Archives

  1. 1. Digitizing Records at the National Archives Virginia E. Darlucio Chief Administrative Officer National Archives of the Philippines Digital Debates on Archives, Museums and Libraries
  2. 2. R.A. 9470 – The National Archives of the Philippines Act of 2007 An act to strengthen the system of management and administration of archival records, establishing for the purpose the National Archives of the Philippines, and for other purposes.
  3. 3. Mandate • Acquisition, storage and preservation of public archives • Provision of facilities for reference, research and other purposes
  4. 4. Mission To plan, develop, prescribe, disseminate and enforce policies, rules and regulations and coordinate government- wide programs governing the creation, general protection, use, storage and disposition of public records including the acquisition, storage and preservation of public archives and providing facilities for reference, research or other purposes.
  5. 5. Vision THE NATIONAL ARCHIVES envisions itself as a world-class repository of cultural/archival documents/materials and non-current documents through the use of modern technologies and techniques to provide on-line access to records holdings.
  6. 6. NATIONAL ARCHIVES OF THE PHILIPPINES Organizational Chart Office of the Executive Director Office of the Deputy Executive Director Records Records Archives Archives Administrative Training and Management Center Collection & Preservation & Finance Information Services Division Access Division Division Division Division Division
  7. 7. FUNCTIONS by Division and by Location
  8. 8. Division : RECORDS MANAGEMENT SERVICES DIVISION Location : 6th Floor, DOT Building
  9. 9. The Records Management Services Division shall serve primarily as a planning, regulating, policymaking, and advisory unit on matters concerning the use, storage, and disposition of operating records of government entities. Services Offered: Provide technical advice and assistance to government entities on Records Management; Inspect, examine and appraise records of government entities and determine records to be retired or destroyed; Direct and determine the method of disposition or destruction of government records; and Conduct file audit of government records.
  10. 10. Division : ARCHIVES COLLECTION AND ACCESS DIVISION Location : The National Library Building 8th Floor (part of) Spanish Documents Section
  11. 11. Division :ARCHIVES COLLECTION AND ACCESS DIVISION Location :Rented: 4–storey concrete building at PACO, Manila (2nd and 3rd Floor)
  12. 12. Division : ARCHIVES COLLECTION AND ACCESS DIVISION Location : The National Library Building Ground Floor (left wing)
  13. 13. Division : ARCHIVES COLLECTION AND ACCESS DIVISION Location :The National Library Building Mezzanine Archives Library
  14. 14. Archives Depository (Mobile Steel Filing Shelves)
  15. 15. Archives Depository (Open Steel Filing Shelves)
  16. 16. Archives Depository (Open Steel Filing Shelves)
  17. 17. Maps & Catalogue Cards Cabinets
  20. 20. The Archives Collection and Access Division shall store, and maintain documents and records of permanent value and/or historical interests. Services Offered: Serve as national repository for archival and historical materials, take responsibility of the – custody, maintenance and provision of facilities for research into the country’s cultural and historical heritage; Answer queries, subpoenas and other official correspondence in relation to documents of the Archives Division; Issue certificates of availability or non-availability of birth, marriage, death, and notarized records as well as of other documents under its custody; and Loan or assign facsimiles of historical materials to national cultural entities for the purpose of exhibition or study.
  21. 21. Division : ARCHIVES PRESERVATION DIVISION Location : The National Library Building Mezzanine and Ground Floor Restoration Laboratory
  22. 22. Division : RECORDS CENTER DIVISION Location : Rented: 4–storey concrete building at PACO, Manila (1ST and 4TH Floor)
  23. 23. The Records Center Division shall establish and operate records storage centers to house documents and papers, which are to be preserved for a period of time but which need not be retained by the government entities concerned. Services Offered: Appraise and receive semi–active and inactive records of the government, especially abolished, merged and reorganized agencies; Provide reference service to agency personnel, retirees, and the general public; Provide continuous technical maintenance, preservation and adequate security for records holdings; and Report any loss of records in the custody of records storage centers and initiate action to recover them.
  24. 24. Division : TRAINING AND INFORMATION DIVISION Location : The National Library Building (left wing) Mezzanine
  25. 25. The Training and Information Division shall conduct trainings, education and information services in archives and records management. Services Offered: Initiate, develop, conduct and evaluate nation–wide training programs to improve the government records competence and skills of personnel; Administer a personnel program on career and employee development for the Office; Provide technical advice and assistance in the conduct of training on records and archives management in all government entities; and Coordinate and maintain linkages and working relations with local and foreign organizations engaged in training and development activities.
  26. 26. HOLDINGS 13 million rare documents from as early as the 15th century. Breakdown of documents:
  27. 27. The Spanish Collection Composed of 12 million manuscripts, the collection takes up Philippine economic, social, legal, ecclesiastical, medical, military and cultural history under 333 years of Spanish rule. Among the documents are: Revolutionary records Royal Decrees, Papal bulls and encyclicals Pastoral letters and ecclesiastical records Royal Aundiencia and lower court records Reports of Spanish encomienderos, alcaldes, and governadores Commercial and industrial instruments Papers on the tobacco monopolies Records of different provinces and pueblos Royal titles on lands and landed estates.
  28. 28. American and Japanese Occupational Records Official records from the American occupation period and the Japanese War Crimes. Civil Records Records on birth, marriages and death dating from the Spanish period; the 1920’s to 1930’s for birth records and 1920 to 1928 for marriages. Permanent Records 60 million pieces of government documents, journals of Notaries, maps and land documentation.
  29. 29. PROBLEMS ON–LINE SERVICE THROUGH NAP WEB SITE The NAP web site will be the key point of access for all government records through computerization of its historic holdings in order to preserve the intellectual, historic and research value of deteriorating records, make them more usable to the public; facilitate research and enhance security of records.
  30. 30. Digitizing Records at the National Archives NAP EFFORTS TOWARDS DIGITIZATION (1998)
  31. 31. PRESENT NEEDS Access to vital information (Spanish records, notarized and registry records) and services using the internet, telephones and other technologies as they emerge.
  32. 32. WHAT WILL WE ACHIEVE? Convenience and Satisfaction “‘24/7’ services provided anytime, anyhow, anywhere” easy access to information – like “one–stop” access easy to use and accessible user friendly multiple access channels easy feedback to our government service/s
  33. 33. WHAT WE WILL ACHIEVE? Integration and Efficiency “integrated, customer–centric, efficient services” requests, application forms, and research may be done online requested forms, certificates and other documents may be delivered on the address indicated by the requesting party an on–line tracking system and status verification of the requested documents
  34. 34. WHAT WE WILL ACHIEVE? Participation citizens participating in government through : news brief publications seminars
  35. 35. WHAT WE WILL ACHIEVE? Better Service “use the power of the Internet to deliver better services” deliver services in a more customized and user–friendly way
  36. 36. PROPOSED SOLUTIONS Digitizing and scanning vital information with joint effort and coordination from other concerned government agencies. PHASE I hardware software peopleware
  37. 37. PROPOSED SOLUTIONS PHASE II (simultaneous task) creation of web site scanning digitizing – analyze, develop and design program for the efficient preservation and dissemination of archives/ documents PHASE III implementation
  38. 38. Digitizing Records at the National Archives DIGITIZATION: THE NAP EXPERIENCE
  39. 39. “Digitization” • The National Archives • Millennium Digital Imaging Inc. • President’s Social Fund – Centennial Project – Pres. Fidel V. Ramos
  40. 40. Scanning
  41. 41. Files Written on CDs
  42. 42. E-Catalogue (Spanish Documents)
  43. 43. Microfilming
  44. 44. Microfilm Scanning
  45. 45. Red Map (Notarized Documents)
  47. 47. Benefits on the Use of Microfilm as a Preservation Strategy
  48. 48. End Product Microfilm Copies – Master Storage Copy (preservation copy) – Reproduction Copy – User Copy CDs/DVDs Retrieval Software – Document Management Software
  49. 49. THE END Thank You