The document provides information about records management, data privacy, and the requirements of related Philippine laws. It discusses:
- The objectives of understanding how effective records management supports data privacy laws and the National Archives of the Philippines Act.
- An overview of key records management concepts like the records life cycle and different types and values of records.
- Requirements of the National Archives Act regarding organizing, maintaining, and disposing of records.
- Guidelines from the National Archives of the Philippines on inventories, records disposition schedules, and implementing records disposition.
The summary covers the main topics and objectives discussed in the document relating to understanding records management processes and their importance for compliance with data privacy and archives laws in
Introduction to arrangement and description (feb 4&5, 2012)Amanda Hill
Slide presented at the 'Introduction to Arrangement and Description' workshop at the University of Guelph on February 4 and 5, 2012. They include an overview of key elements of the Rules for Archival Description and an introduction to creating descriptions for the new Archeion service.
Part 1 of a Training Course on Establishing An Institutional Records Management and Archival Collection Development Program for RVM Schools (held at the RVM Regional House, Singalong, Paco, Manila on 2002 Dec. 11-2 , at the RVM Regional House, Cebu on 2003 Jan. 24-25, at the RVM Regional House, Davao City on 2003 Feb. 28-March 1, and at the RVM Regional House, Cagayan de Oro City. on 2003 March 7-8
Introduction to arrangement and description (feb 4&5, 2012)Amanda Hill
Slide presented at the 'Introduction to Arrangement and Description' workshop at the University of Guelph on February 4 and 5, 2012. They include an overview of key elements of the Rules for Archival Description and an introduction to creating descriptions for the new Archeion service.
Part 1 of a Training Course on Establishing An Institutional Records Management and Archival Collection Development Program for RVM Schools (held at the RVM Regional House, Singalong, Paco, Manila on 2002 Dec. 11-2 , at the RVM Regional House, Cebu on 2003 Jan. 24-25, at the RVM Regional House, Davao City on 2003 Feb. 28-March 1, and at the RVM Regional House, Cagayan de Oro City. on 2003 March 7-8
Understanding records management print and electronicFe Angela Verzosa
lecture presented by Fe Angela M. Verzosa at the Seminar Workshop sponsored by De La Salle University- Dasmarinas, on 4 December 2014 at Luis Aguado Viewing Room, Aklatang Emilio Aguinaldo, DLSU-Dasmarinas, Cavite
A 3-day training program developed for the seminar-workshop on Archival Management, sponsored by South Manila Inter-Institutional Consortium Committee of Librarians, held on March 26-28, 2008.
lecture presented by Fe Angela M. Verzosa at the Seminar-workshop on Archives and Records Management for Open Government sponsored by the Commission of Human Rights (CHR) in partnership with the International Council of Museums-Philippines (ICOM-Philippines), De La Salle University-Manila University Library, and the Philippine Association of Museums (PAMI) held on 22 May 2012 at the Commission on Human Rights, UP Diliman, Quezon City
Introduction to Records Management @ UNC-Chapel HillUNCrecman
This training module covers the basics of records management at UNC-Chapel Hill. It was created for records management liaisons and any other University employees who are interested in records management.
This presentation is about the importance of records management. It also has the different types of records with also a video and a chart showing data.
This presentation provides you with an overview of Electronic Records Management (ERM). The slides are from the AIIM ERM Certificate Program covering technologies and global best practices for managing electronic records.
lecture conducted for the Department of Health personnel during a 5-day seminar organized by the Society of Philippine Health History, Inc. on “Basic Library Management” at Kimberly Hotel, Pedro Gil, Ermita, Manila, Philippines (2004 Oct 8)
This presentation shows the different risks and solutions an archivist can do to maintain his archives. It can help both librarians and archivist in caring for their preserved materials.
Understanding records management print and electronicFe Angela Verzosa
lecture presented by Fe Angela M. Verzosa at the Seminar Workshop sponsored by De La Salle University- Dasmarinas, on 4 December 2014 at Luis Aguado Viewing Room, Aklatang Emilio Aguinaldo, DLSU-Dasmarinas, Cavite
A 3-day training program developed for the seminar-workshop on Archival Management, sponsored by South Manila Inter-Institutional Consortium Committee of Librarians, held on March 26-28, 2008.
lecture presented by Fe Angela M. Verzosa at the Seminar-workshop on Archives and Records Management for Open Government sponsored by the Commission of Human Rights (CHR) in partnership with the International Council of Museums-Philippines (ICOM-Philippines), De La Salle University-Manila University Library, and the Philippine Association of Museums (PAMI) held on 22 May 2012 at the Commission on Human Rights, UP Diliman, Quezon City
Introduction to Records Management @ UNC-Chapel HillUNCrecman
This training module covers the basics of records management at UNC-Chapel Hill. It was created for records management liaisons and any other University employees who are interested in records management.
This presentation is about the importance of records management. It also has the different types of records with also a video and a chart showing data.
This presentation provides you with an overview of Electronic Records Management (ERM). The slides are from the AIIM ERM Certificate Program covering technologies and global best practices for managing electronic records.
lecture conducted for the Department of Health personnel during a 5-day seminar organized by the Society of Philippine Health History, Inc. on “Basic Library Management” at Kimberly Hotel, Pedro Gil, Ermita, Manila, Philippines (2004 Oct 8)
This presentation shows the different risks and solutions an archivist can do to maintain his archives. It can help both librarians and archivist in caring for their preserved materials.
High-performing Certified Records Manager (CRM), Information Governance and Privacy Professional. Ability to analyze, plan, create, author policy, and implement new technology practices. Privacy, Records and Information security process expertise. I am a Project Manager that can enable and collaborate across an enterprise with all business function stakeholders. I seek out process improvement to increase productivity, improve discovery response to litigation and regulatory inquiries. Expert in file sync, backup/restoration procedures, defensible deletion, and business continuity, information migration, and project management.
E. Bryan - Changing the Paradigm - Record and Information Management for Pub...Emerson Bryan
Presentation delivered at the MIND Policy Forum at the Management Institute for National Development (MIND) on Friday, December 1, 2017.
See link: https://www.scribd.com/document/369215645/MIND-Policy-Forum-Decemeber-2017
This study focused on Record Management and Goals Achievement in the Public Sector: A Study of Selected Local
Government Areas in Enugu State. The research design for the study was the descriptive survey research. The
population for the study consists of a sample of 49 senior staff of records unit and administrative department of six
Local Government Areas (LGAs) selected through purposive sampling from the three senatorial zones of Enugu
State. However, in analyzing the data, the researchers relied on the 41 questionnaires that were validly completed
and returned. The major instrument for data collection was a five point likert scale questionnaire titled record
management and goal achievement in the public sector questionnaire (RM&GAPSQ). It was concluded in this study
that record management system employed by the selected LGAs in Enugu state has contributed in the achievement
of the goals of the government especially in the area of enhancing process efficiency. It was recommended that
Local Government Areas should ensure that results of their socio-economic mapping and project management
information should be integrated into the overall information system of the LGAs for enhanced social service and
project delivery, training and retraining of record managers in the LGAs should be made an intricate part of the
policies of the LGAs in order to update their proficiency and ensure that they contribute optimally to the
achievement of the goals of the LGAs and in order to promote cost efficiency and enhance timeliness in information
processing, it was also recommended that LGAs should migrate to full electronic information management system.
Macroeconomics- Movie Location
This will be used as part of your Personal Professional Portfolio once graded.
Objective:
Prepare a presentation or a paper using research, basic comparative analysis, data organization and application of economic information. You will make an informed assessment of an economic climate outside of the United States to accomplish an entertainment industry objective.
Honest Reviews of Tim Han LMA Course Program.pptxtimhan337
Personal development courses are widely available today, with each one promising life-changing outcomes. Tim Han’s Life Mastery Achievers (LMA) Course has drawn a lot of interest. In addition to offering my frank assessment of Success Insider’s LMA Course, this piece examines the course’s effects via a variety of Tim Han LMA course reviews and Success Insider comments.
A Strategic Approach: GenAI in EducationPeter Windle
Artificial Intelligence (AI) technologies such as Generative AI, Image Generators and Large Language Models have had a dramatic impact on teaching, learning and assessment over the past 18 months. The most immediate threat AI posed was to Academic Integrity with Higher Education Institutes (HEIs) focusing their efforts on combating the use of GenAI in assessment. Guidelines were developed for staff and students, policies put in place too. Innovative educators have forged paths in the use of Generative AI for teaching, learning and assessments leading to pockets of transformation springing up across HEIs, often with little or no top-down guidance, support or direction.
This Gasta posits a strategic approach to integrating AI into HEIs to prepare staff, students and the curriculum for an evolving world and workplace. We will highlight the advantages of working with these technologies beyond the realm of teaching, learning and assessment by considering prompt engineering skills, industry impact, curriculum changes, and the need for staff upskilling. In contrast, not engaging strategically with Generative AI poses risks, including falling behind peers, missed opportunities and failing to ensure our graduates remain employable. The rapid evolution of AI technologies necessitates a proactive and strategic approach if we are to remain relevant.
Read| The latest issue of The Challenger is here! We are thrilled to announce that our school paper has qualified for the NATIONAL SCHOOLS PRESS CONFERENCE (NSPC) 2024. Thank you for your unwavering support and trust. Dive into the stories that made us stand out!
Safalta Digital marketing institute in Noida, provide complete applications that encompass a huge range of virtual advertising and marketing additives, which includes search engine optimization, virtual communication advertising, pay-per-click on marketing, content material advertising, internet analytics, and greater. These university courses are designed for students who possess a comprehensive understanding of virtual marketing strategies and attributes.Safalta Digital Marketing Institute in Noida is a first choice for young individuals or students who are looking to start their careers in the field of digital advertising. The institute gives specialized courses designed and certification.
for beginners, providing thorough training in areas such as SEO, digital communication marketing, and PPC training in Noida. After finishing the program, students receive the certifications recognised by top different universitie, setting a strong foundation for a successful career in digital marketing.
Biological screening of herbal drugs: Introduction and Need for
Phyto-Pharmacological Screening, New Strategies for evaluating
Natural Products, In vitro evaluation techniques for Antioxidants, Antimicrobial and Anticancer drugs. In vivo evaluation techniques
for Anti-inflammatory, Antiulcer, Anticancer, Wound healing, Antidiabetic, Hepatoprotective, Cardio protective, Diuretics and
Antifertility, Toxicity studies as per OECD guidelines
Francesca Gottschalk - How can education support child empowerment.pptxEduSkills OECD
Francesca Gottschalk from the OECD’s Centre for Educational Research and Innovation presents at the Ask an Expert Webinar: How can education support child empowerment?
Synthetic Fiber Construction in lab .pptxPavel ( NSTU)
Synthetic fiber production is a fascinating and complex field that blends chemistry, engineering, and environmental science. By understanding these aspects, students can gain a comprehensive view of synthetic fiber production, its impact on society and the environment, and the potential for future innovations. Synthetic fibers play a crucial role in modern society, impacting various aspects of daily life, industry, and the environment. ynthetic fibers are integral to modern life, offering a range of benefits from cost-effectiveness and versatility to innovative applications and performance characteristics. While they pose environmental challenges, ongoing research and development aim to create more sustainable and eco-friendly alternatives. Understanding the importance of synthetic fibers helps in appreciating their role in the economy, industry, and daily life, while also emphasizing the need for sustainable practices and innovation.
How to Make a Field invisible in Odoo 17Celine George
It is possible to hide or invisible some fields in odoo. Commonly using “invisible” attribute in the field definition to invisible the fields. This slide will show how to make a field invisible in odoo 17.
2024.06.01 Introducing a competency framework for languag learning materials ...Sandy Millin
http://sandymillin.wordpress.com/iateflwebinar2024
Published classroom materials form the basis of syllabuses, drive teacher professional development, and have a potentially huge influence on learners, teachers and education systems. All teachers also create their own materials, whether a few sentences on a blackboard, a highly-structured fully-realised online course, or anything in between. Despite this, the knowledge and skills needed to create effective language learning materials are rarely part of teacher training, and are mostly learnt by trial and error.
Knowledge and skills frameworks, generally called competency frameworks, for ELT teachers, trainers and managers have existed for a few years now. However, until I created one for my MA dissertation, there wasn’t one drawing together what we need to know and do to be able to effectively produce language learning materials.
This webinar will introduce you to my framework, highlighting the key competencies I identified from my research. It will also show how anybody involved in language teaching (any language, not just English!), teacher training, managing schools or developing language learning materials can benefit from using the framework.
2. LOGO
OBJECTIVES
To understand the role of effective records
management in the implementation of the Data
Privacy Act of 2012 a.k.a R.A. 10173;
To develop an in-depth understanding of the
importance of effective and efficient records
management;
To be familiarized with the different processes in
records management as prescribed in the National
Archives of the Philippines Act of 2007 R.A. 9470.
3. LOGO
OUTLINE
I. Data Privacy and Records Management
a. Definition of Records
b. Different Types of Records
c. Basic Concepts
d. Records Life Cycle
II. Requirements of the National Archives Act
a. Organization and Maintenance of Current
and Non-current Records
b. Pertinent Guidelines/Issuances and
Prescribed Forms
4. LOGO
How does DPA affect the University?
The Data Privacy Act(DPA) applies to all
records containing personal Information in the
custody or under the control of the University
and its pertinent units. Section 3 of DPA
This includes, but is not limited to, records held
at the: Registrar’s Office, HRDO, UP Health
Service, College Secretary’s Office, Guidance
Counselling Office, Finance Units, Libraries, and
other pertinent units mandated to collect
personal information in the performance of their
jobs.
www.themegallery.com
5. LOGO
Section 3 of DPA
“Personal information” refers to any information,
whether recorded in a material form or not, from
which the identity of an individual is apparent or
can be reasonably and directly ascertained by
the entity holding the information, or when put
together with other information would directly
and certainly identify an individual; How does DPA affect the
University?
www.themegallery.com
8. LOGO
Why we create records?
As evidence
Basis for decision-making
Business continuity
Transparency and accountability
Management of data and
information
13. LOGO
Records Management
The application of systematic and scientific
control to recorded information which is
required in the agency’s operation;
It involves creation, storage, use, retrieval,
transmission, protection, retention,
preservation, maintenance and disposition
of records.
15. LOGO
The State shall give utmost priority for the safeguard, protection and
preservation of its public documents and records, not only as
fundamental instruments for efficient and effective governance but also
as essential tools for the preservation of the country’s history and
cultural memory.
Toward this end, all public records with enduring value, held by
government offices, including but not limited to all branches of
government, constitutional offices, local government units (LGUs),
government-owned and controlled corporations (GOCCs), state/local
universities and colleges (S/LUCs), Philippine embassies, consulates
and other Philippine Offices abroad shall be transferred to a
permanent government repository for proper management, control
and regulation of record disposition.”
Article 1 Par.3 of the IRR of
R.A. 9470
16. LOGO
- refer to information, whether in its original
form or otherwise, including documents,
signatures, seals, texts, images, sounds,
speeches, or data compiled, recorded, or
stored, as the case may be:
a) in written form on any material; or on film,
negative, tape, or other medium so as to be
capable of being reproduced; by means of any
recording device or process; by computer, or other
electronic device or process.
R.A. 9470 of 2007
R e c o r d s
17. LOGO
-information created, received and
maintained as evidence, and
information by an organization or
person, in pursuance of legal
obligations or in the transaction of
business
(ISO 15489-1:2001)
R e c o r d s
18. LOGO
Public records are essential to the administration and
operation of all government offices, whether national or
local, including GOCCs and government financial
institutions (GFIs).
Public records contain information which allows
government programs to function, provide officials with
a basis for making decisions and ensure continuity with
past operations.
Art. 2 IRR of R.A. 9470
Why the need to protect
public record?
19. LOGO
They document the legal responsibility of government,
protect the rights of citizens and provide citizens with a
means of monitoring government programs and measuring
the performance of public officials.
Records of government offices, whether local or national,
GOCCs and GFIs also reflect the historical development of
the government and of the citizens which it serves. Such
records need to be systematically managed to ensure
preservation of historically valuable materials, to provide
ready access to vital information and to promote the
efficient and economical operation of government.
Art.2 IRR of R.A. 9470
Why the need to protect
public records?
20. LOGO
Characteristics of Records
• Authentic – can be verified that the records are now
exactly as these were when first transmitted or set aside
for retention.
• Reliable – have authority; contents can be trusted as
actual representation of a transaction and can be
depended upon for future reference.
• Complete and Unaltered – integrity is protected against
unauthorized alterations.
• Useable – can be accessed.
• Unique – created in the context of the organization’s
activities; have relationship with other records which
makes these unique.
26. LOGO
Records Management
Refers to the managerial activities involved
with respect to records creation, records
maintenance and use, transmission,
retention, and records disposition in order
to achieve adequate and proper
documentation of policies and transactions
of government for its efficient, effective,
and economical operation.
- IRR of R.A. 9470
30. LOGO
Disposal of Records
ART. 36. No officer, member or employee of any
agency of the government, whether national or
local, or any political subdivision thereof shall
destroy, sell or otherwise dispose of any public
records or printed public document in such
person's care or custody or under such person's
control without first having secured authority from
the National Archives of the Philippines of their
nature and obtained its authorization.
- IRR of R.A. 9470
34. LOGO
Records Life Cycle
Active or Current Phase
• Records are created and are frequently accessed
in connection with current activities and are
maintained in their office of origin
Inactive or Non-current Phase
• Temporary records are infrequently required in
connection with current activities and are
maintained in a Records Center
• Permanent records are transferred to the
Archives
• Valueless records are destroyed
MAINTENANCE
and USE
DISPOSITION
CREATION
36. LOGO
Maintenance of Records
Creation/Capture
Management of creation and capture of all types of
correspondences, issuances, reports and other records
necessary in the conduct of the official function of the office.
Maintenance and Use
Registration
Tracking
Classification. Coding and Indexing
Access and Security Classification
Storage and Handling
Inventory, Appraisal and Scheduling
Disposition
Transfer to Records Center/Archives or Disposal
37. LOGO National Archives of the
Philippines (NAP)
NAP General Circular No. 1: Rules and Regulations
Governing the Management of Public Records and
Archives Administration
NAP General Circular No. 2 : Guidelines on the Disposal
of Valueless Records in Government Agencies
NAP General Circular No. 3: Guidelines on the
Establishment and Use of the General Records Disposition
Schedule (GRDS)
NAP General Circular No. 4: Guidelines on the
Implementation of the National Records Inventory
www.themegallery.com
38. LOGO
Creation/Capture
• Process of identifying which records should be
created/captured in paper and digital form,
including records received by the organization,
• NAP Circular No. 1
39. LOGO
Creation/Capture
• In assessing the need to create/capture records,
the aim is to identify and assess:
the requirements of the organization/business units for
records that provide evidence and information for
operational use and collective memory and that the
evidence can support accountability
the costs of creating/capturing and maintaining the
required records, and the risk to the organization if it
does not have those records
41. LOGO
Registration
-Provides evidence that a record is created or
captured in a records system;
-Involves recording brief descriptive information
about the record in a register or logbook or
registration system, and assigning the record a unique
identifier
-R.A. 9470, Art. 3, Sec. 14
42. LOGO
Tracking
- Process of documenting the movements and
use of records so that their whereabouts are
known at all times
Tracking System - monitors the physical
movement of records, control the issue of
records and document their transfer
between offices or persons and their return
to storage
43. LOGO
Classification and Coding
Classification
Classification System
A predetermined logical scheme for the physical and
intellectual arrangement, storage and retrieval of
records
Coding Scheme
A representation of a classification scheme, in
letters and/or numbers and in accordance with a
pre-established set of rules
44. LOGO
Maintenance and Use
Access and Security Classification
- Determining access classification as:
open access records or
restricted access records
Personal information
Confidential information
Privilege information
- Restrictions on public access to public records
are noted in the NAP Public Access Registry
R.A. 9470, Art. 5, Secs. 30-37
45. LOGO
Storage and Handling
• Records require storage conditions and handling
processes that take into account their specific
physical and chemical properties
• Archival records require higher quality storage and
handling
• Storage conditions and handling processes should
be designed to protect records from unauthorized
access or loss and from theft and disaster
46. LOGO
Appraisal AND Disposition
Refers to the study of records, their relationships and
contents, to determine their time and utility values
Time Value Utility Value
* Permanent * Primary * Secondary (Archival)
* Temporary - Administrative - Evidential
- Legal - Historical
- Fiscal - Research/Informational
- Symbolic
47. LOGO
Inventory
Descriptive listing, generally by records series and
subseries, of all the records created, received and
maintained by an organizational unit, indicating fields
such as reference code, period covered, volume/quantity,
location, frequency of use, duplication, format,
arrangement, access restrictions, vital records status, time
and utility values, and retention period
All government offices shall regularly conduct an
inventory of their public records… (R.A. 9470, Art. III, Sec. 15)
48. LOGO
www.themegallery.com
INVENTORY
A fact-finding survey
Identifies and describes the types of records
or records series created, maintained and
used by the different units of an organization
Provides detailed information about the
nature, formats, location, arrangement, value,
access, etc. of the records series of the units
initial step in the formulation of a
Records Disposition Schedule
49. LOGO
www.themegallery.com
To identify:
valueless records for disposal
temporary records to be retained
for specific period of time
permanent or archival records to be
transferred to Archives
vital records to be protected
PURPOSES
50. LOGO
THE RECORDS INVENTORY FORM
NATIONAL ARCHIVES OF THE PHILIPPINES (NAP)
RECORDS INVENTORY AND APPRAISAL FORM
51. LOGO
www.themegallery.com
The process of assessing records
and identifying which are to be
kept permanently as archives and
which are to be kept for a specific
period until these can be
destroyed or removed permanently
APPRAISAL
52. LOGO
www.themegallery.com
The process of prescribing RETENTION
PERIOD of records for the development of
a Records Disposition Schedule
Retention Period –length of time as provided
by existing legislation, administrative
procedure or regulation or based on
predetermined length of need or use
SCHEDULING
53. LOGO
www.themegallery.com
RDS - provides mandatory instructions for
what to do with records (and non-record
materials) no longer needed for current
business.
Covers all records created and maintained by
the organization.
Provides for an accurate description of each
record series.
Prescribes the number of years during which
a records series should be kept before it is
either transferred to the Records Center or
Archives or finally sold or destroyed.
SCHEDULING
55. LOGO
Records Disposition Schedule
(NAP Form No. 2)
> Item Number
> Records Series, Title and Description
> Retention Period
- Active
- Storage
- Total
> Remarks
57. LOGO
Implementation of the RDS
Retention of Active Records – retain records that are
absolutely needed in day to day operations of the
agency. Such records include those that deal with
completed business but which may be used as
reference in continuing agency transactions.
Disposal of Valueless Records
Burying / Landfill
Shredding
Sale
Transfer of Non-Current Records
58. LOGO Procedures in the Disposal
of Records
Determine
valueless records
Prepare Request
to Dispose (Form
3)
Submit Request
to Dispose (Form
3) to NAP
Issue Notification
of Actual Disposal
Segregate
Valueless
Records
Actual Disposal
www.themegallery.com
Issue
Authority to
Dispose
Issue
Certificate of
Disposal
Remit
Proceeds of
Sale
END
START
59. LOGO
NAP shall solely determine and declare if
records for disposal are non-record materials,
which can be included in the actual disposal of
valueless records provided these are no longer
needed in the operation of the agency.
61. LOGO
Transfer of Non-current Records
Non-current Records – deal with
completed transactions / business which are
no longer needed for action or reference in
continuing operations but are of research or
archival value to the agency and its
constituents.
62. LOGO
Transfer of Non-current Records (cont’d)
Transfer scheduled temporary non-current
records to storage or Records Center.
Transfer permanent non-current records to
the Archives.
Use NAP Form No. 3 to list records being
transferred
64. LOGO
NAP Circular No. 4
Pursuant to Article III Section 15 of Republic Act No.
9470, records officers/custodians of all government
offices shall conduct an inventory of their public
records and shall be mandated to keep the following
data in their respective registry:
All public records under its custody;
All public records transferred to the NAP;
Public records disposed of with authority (Section 18 and
19 of R.A. 9470);
Data of deferred transfer of records (Section 21 of R.A.
9470); and
65. LOGO
NAP Circular No. 4
A public access register that contains information
on:
• Restrictions on public access to public records;
• Prohibitions imposed on public access to public archives or
protected records under the control of the Executive Director;
• The grounds for the prohibitions and restrictions; and
• The conditions agreed on as to public access for protected
records transferred to the control of the Executive Director of
NAP
66. LOGO
The inventory shall cover all public records
created, received and maintained in all branches
of the government, whether national or local,
constitutional offices, government owned
controlled corporations, government financial
institutions, state/local universities and colleges,
Philippine embassies, consulates and other
Philippine offices abroad. As needed, it shall also
cover private archival collections.
-IRR of R.A. 9470
Scope and Coverage
67. LOGO
To create a list of record holdings of respective government
agencies/institutions.
To gather information on an agency’s records management
profile including information about its records
officers/custodians, contact numbers and the like which
would determine accountability in ensuring that the full range
of records documenting the affairs of the government are
maintained and preserved.
To identify government employees accountable/ responsible
for records management
To establish a Public Access Registry for all record holdings
of the government including selected private institutions.
Objectives
68. LOGO
To update and establish General Records Disposition Schedule as
well as Records Disposition Schedule for national offices, Local
Government Units, state universities and colleges, government
hospitals, and water districts.
To assist government agencies in establishing records
management plan/manual.
To provide the basis for a National Records Management
Information System on policies, rules, regulations, guidelines and
procedures.
To provide public viewing on open access documents; access
essential and reliable evidences of national information.
To standardize government records management systems
Objectives
69. LOGO
Identify records
series
Fill up Form 4
NAP collate
and prepare
summary report
NAP include in
Public Access
Registry
Sign by Person
Concerned
Identify location
Approximate
volume
Submit to NAP
Circulate
How to conduct the Inventory?
70. LOGO
THE RECORDS INVENTORY FORM
NATIONAL ARCHIVES OF THE PHILIPPINES (NAP)
RECORDS INVENTORY AND APPRAISAL FORM
71. LOGO
1) Name of Office: The office where the inventory is being
undertaken.
2) Department/Division: The department/division of the
office.
3) Section/Unit: The administrative or operating
section/unit of the office.
4) Telephone Number :The contact number of the
person/employee in charge of files.
5) E-mail Address : must be the official electronic mail of
the office.
Steps in Filling Up the
Inventory Form
72. LOGO
6) Address: The specific location of the office
where the floor number, building, street, city/
municipality and province are indicated
7) Person In-charge of Files: The
person/employee having control or custody of the
records /files/documents.
8) Date Prepared: The date when the inventory of
records was accomplished/finalized.
Steps in Filling Up the
Inventory Form
73. LOGO
11) Volume: The mass of the records should be computed and expressed
in cubic meters. The formula for volume in cubic meters: Volume = length
x width x height (in meters)
12) Records Medium: The physical material in or on which information
may be recorded such as paper, film, magnetic tape, electronic disk, etc.
13) Restriction: Records are to be classified as open access or restricted
access records. If the government office has no guidelines pertaining to
the restrictions of its record holdings, all records of that office are
considered open access. Restricted records shall be classified as
confidential, secret and top secret records.
14) Location of Records: The location of records should be specified with
such designations as office area, offsite or in NAP.
Steps in Filling Up the
Inventory Form
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15) Time Value: Records shall be categorized as
temporary or permanent records. Temporary records
have a specific retention period and may be disposed
of. Permanent records may not be disposed of as
these should be retained for safekeeping.
Steps in Filling Up the
Inventory Form
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16) Retention Period: If the time value of the records is
temporary, the specific retention period should be indicated and
checked against the GRDS, Agency RDS or against any other
guidelines pertaining to the disposition of the specific record
series. When the records’ time value is permanent, there will be
no limit to its retention period. If the records had no approved
retention period, the Records Officer/Custodian shall make an
appropriate proposal to the NAP about the suggested retention
period.
Steps in Filling Up the
Inventory Form
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17) Remarks: A brief description/explanation/
history of the records series indicated in the
inventory if not found in the Agency RDS/GRDS.
Steps in Filling Up the
Inventory Form
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THE RECORDS INVENTORY FORM
NATIONAL ARCHIVES OF THE PHILIPPINES (NAP)
RECORDS INVENTORY AND APPRAISAL FORM
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Records Officer
Central Records Office/Unit
• Records Management Improvement Committee
(RMIC) RMIC shall be established as an advisory body on
records management and archives activities, focusing
on records inventory and appraisal, formulation of
records disposition schedule, transfer and disposal of
records
Records Management Program
Records Registry and Inventory
Records Disposition Schedule
Records Center
Requirements of R.A. 9470
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References:
Ellis, Judith, ed. (1993). Keeping archives. 2nd ed. Australia :
Thorpe.
Hunter, Gregory. Developing and maintaining practical archives.
2005.
Republic Act No. 9470 (National Archives of the Philippines
Act of 2007)
NAP General Circular No. 1-4, series of 2009
http://nationalarchives.gov.ph/downloads/nap-circulars/
ISO 15489 – 1 and ISO 15489 – 2
www.themegallery.com
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Maraming salamat at
Mapagpalang Hapon sa inyong lahat
MARY GRACE GOLFO-BARCELONA
Assistant Professor
School of Library and Information Studies
E-mail: grace@slis.upd.edu.ph