Records are compiled information regardless of format that provide evidence of business activities. They are an information asset and memory of an organization, supporting accountability. Records management is the efficient control of records throughout their lifecycle - from creation to eventual disposal or permanent preservation. It aims to ensure records are accessible, usable and secure while reducing costs and improving efficiency.

2. What are Records?
Are compiled, recorded or stored
information regardless of format ( paper,
book, film, electronic data, etc.) and
characteristics.
They are a part of and result from business
activities and provide evidence of those
activities.

3. 1.Accurate
2.Authentic
3.Have integrity
4.Useable

4. Records are information asset
• are a valuable asset.
• are the memory of any agency and serve to perpetuate
or preserve knowledge of events, facts, actions, or
ideas.
Records support accountability
• are evidence of what happened, why and by whom.
• reinforce accountability and provide an essential means
to meet legal, financial and accountability requirements.

5. Importance of Records
• Ensure continuity and consistency in
administration;
• Assist officials and their successors in making
informed policy and program judgments;
• Provide information required by higher authorities
to oversee the organization’s activities; and
• Document the agency's organization, structure,
and achievements
.

6. Two Sources of Records
Records created by the agency itself. These are
records prepared by the agency for its own use and
for its business transactions.
Records received by the agency. These are
records received from other agencies –
government or private.

7. Filing
is the classification and arrangement of
records in a systematic way.
is also the storage of papers according
to a set arrangement.

8. Commonly Used Filing System
1. By the name of an individual
Personal files (201) contain individual record of personal
information about every employee in the agency. This is
arranged chronologically – the latest action being the last
entry in the folder.
•Appointment records
•Employee service records
•Personal data records
•Pension plan; applications, claims and correspondence
•Scholarship records
•Leave records
•Performance records

9. Commonly Used Filing System
2.By the subject matter that usually covers all
activities and functions of the agency and not specific
to any single employee
Administrative files (major subject heading)
• Annual reports (primary classification)
• Minutes of Meeting (primary classification)
• System and procedure records (primary classification)
Budget files (major subject heading)
• Budget preparations (primary classification)
• Budget appropriations (primary classification)
• Work and Financial plans (primary classification)

10. Commonly Used Filing System
by the subject matter…
Financial and Accounting Files
Legal Files
Procurement and Supply Files
Training Files

11. Commonly Used Filing System
1.By the location or geographical area a record
may cover
(e.g., country, region, province, city, municipality, or
barrio/barangay)
2.By the number assigned to a record
(e.g., bank checks, invoices, tax declarations,
insurance policies)
3.By the date
(e.g., bills, accounts payable, accounts
receivable)

12. Workshop 1: Knowing your records
1. On a manila paper, make 3 columns:
Column 1: List all your church records
Column 2: Identify the source of each record
Column 3: Indicate if record should be
classified by subject matter,
name, location, number, or date
2. Post output on the wall
(30 minutes)

13. What is Records Management?
Is the efficient and systematic
control of the creation, receipt,
maintenance, use, storage,
protection, and disposition of
records required for the
continuance of agency business
and operation.

14. Workshop 2: Why manage records?
• Brainstorm on the benefits of managing
records
• Write them in another manila paper
• Post output on the wall
(20 minutes)

15. Why Manage Records
To Control the Creation and Growth of Records
To Reduce Operating Costs
To Improve Efficiency and Productivity
To Assimilate New Records Management Technologies
To Safeguard Vital Information
To Support Better Management Decision Making
To Foster Professionalism in Running the Business

16. Records maybe divided into three categories
according to its usefulness:
Active files – records currently and frequently use.
Semi-Active files – records that are occasionally
needed for reference or legally required to be
retained.
Inactive files – records that outlived its usefulness
and ready to be disposed.

17. Elements of Records Management
Creation of records
Retention and Maintenance of records
Retention period is the life of the record. It is the
specific length of time established and approved
by competent authority after which a given record
is ready for permanent storage or disposal.
Records have varying period of usefulness. It is
necessary to determine when they should be
retired (disposed) and for how long they should
be retained.

18. Elements of Records Management
Access to records
• making records accessible and useable to users
within and outside the agency.
• setting up and implementing access rules &
restrictions to protect records from unauthorized
access for security and privacy reasons.
Preservation of records
Disposal of records

19. Process of Records Disposal
Appraisal – appraising which records need to be retained and
for how long. This includes identifying records with on-going
value as archives.
Sentencing – implementing retention decisions and disposal
actions to records. This includes documenting transfer and
destruction of records.
Destruction – includes documenting records destroyed and
the authority by which they were destroyed.
Transfer of records – transferring of records with permanent
value/usefulness to an archives institution. This includes
documenting records that have been transferred .

20. What are archives?
are records appraised as having
continuing value because they meet
an ongoing (legal, evidential or
research) need to the organization.
also refers to the place where
records of continuing value are
stored, preserved, and used.

21. Workshop 3: Managing Church Archives
4. Brainstorm on the proposed period of retention of each
record listed in workshop 1
2. Group the record according to the length of retention in
ascending order.
3. On another manila paper, make 2 columns
Column 1: Church records arranged according to duration
of retention period.
Column 2: Indicate the period of retention. If record is
appraised as having permanent value, indicate
“permanent”
16. Post output on the wall.

22. Records Retention Schedule
Churches should have their own written record
retention policy.
The retention schedule for both physical and
electronic documents can be classified based on
the period of time they are useful to the church.

23. What is Records Management?
Is the efficient and systematic
control of the creation, receipt,
maintenance, use, storage,
protection, and disposition of
records required for the
continuance of agency business
and operation.