Topic 1. Introduction to Records Management

1. INTRODUCTION TO
EFFECTIVE RECORDS
MANAGEMENT AND ITS
IMPACT TO GOOD BGY.
GOVERNANCE
Presented by:
AÑAVESA, AJ
OIC-MLGOO/Silago

3. ‘I need
the copy
of ordinance
on Solid waste
management
before 3:00 p.m.
today’

5. Where is my signature?
 Some documents are not
signed by all members (even
present during sessions)
 “Absent ko, mupirma ba
ko?”
# 10 Common Observation:

6.  Is my signature
important?
 Where should I sign?

7. Where is the record?
 Some documents cannot be
found in the barangay office.
 “Unsa may gamit naho
dinhi, dekorasyon?
- Filing Cabinet”
# 9 Common Observation:

8. Where am I?
 Some documents are mixed
with other documents in
different folders.
 “Halo-halo ba ni for summer
days?”
# 8 Common Observation:

9. First come, 1st served?
 Most documents are not
sorted (alphabetically, by
date or number)
 “Enero, Pebrero, Marso,
Disyembre, Abril, Agosto?
- Lubi-lubi”
# 7 Common Observation:

10.  “A, B, C, F, D, E, X, Y,
G?
- Alphabet Song”
 “1, 2, 3, 6, 4, 8, 9, 7, 5?
- Numbers”

11. Who borrowed?
 Most documents are gone
because they are borrowed
by “kinsa ra to?”
 “I-apil pud ko ninju diha
please…
- Borrower’s slip”
# 6 Common Observation:

12. Secretary 1: Iuli na to imu gihugman nga
resolution hoy! Mag-evaluate na ra ba sila
mam og sir sa DILG sa amo baryo, ugma.
Secretary 2: Oi, excuse me… Ako,
manghuwam? Kalihero ra nako muhimo
ana. Pag-xure oi, tumbling ka ron…”
Secretary 3: Mura man ug ako tong
nanghuwam, pero sa aho nahinumdoman,
aho na to giuli.
Secretary 1: Pagtarong bitaw mo, please…
Nag general cleaning nalang ko sa ofis, wa
gihapon naho kit-i ang resolution no. 143.

13. Not filed in folders because not
computerized?
 “Pwede mutabang diha…
- Typewriter”
# 5 Common Observation:

14. Im awake, awake… aweeeek?
 Overtime (walay pay)
 Office smells like rugby
industry (new postings)
 24-oras trabaho (labaw pa ni
mayor ug president)
# 4 Common Observation:

15. What, When, Where, Why?
 Pinoy nga naman… INATO ra
jud diay.
 No notice filed, no excuse
letters filed, no quorum… No
session, postpone, adjourn.
# 3 Common Observation:

16. Kagawad 1: [1 message sent].
“Sehal, special session kuno nato
ugma.”
Kagawad 2: [Reply:].
“Kinsa ingon, nganu?”
Kagawad 1: [1 message sent].
“Ambot sehal. Gisugo raman ato
tanod pagpahibawo.”
Kagawad 2: [1 message reply:].
“Aw, okey. Unsang orasa?”
Kagawad 1: [Check operator services]. Patay…

18. Excited…Nervous… Worried…
Happy…What else?
 Mixed emotions of Brgy.
Secretaries.
 Emotions are obvious in
each Secretary’s face.
# 2 Common Observation:

19. TOP 1 Common
Observation

20. Where shall I sit? Where are my
files? Where is the snack?
 Destructing movements.
 Left, right, north, south…
 Tindog, lingkod, lakaw…
# 1 Common Observation:

21. Why?
Why?
Why?

22. Hence, there is a need
for Records Management
Program

23. -application of systematic and scientific control
of recorded information required in the
operations of an organization.
RM Concept :
-Filing concept
-Records Retention Concept
-Paper works Management Concept
-Records Disposal Concept
Records Management

24. Records Management
IMPORTANCE of Records
Sources of information
Decision-making
Problem solving
Definition…

25. IMPORTANCE OF RECORDS IN THE
BARANGAY
1. Records are memory of the BARANGAY.
2. They are vital tools for both barangay
administration and operation.
3. They are the working tools of
management and decision making.

26. Kinds
of
Records

27. KINDS OF BGY. RECORDS
1. Books, Magazines and Periodicals
2. Papers
3. Photographs
4. Drawings and Maps
5. Documentary Films/movies/VCDs
6. Tape Recordings/Audio CDs
7. Other Documents (leaflets, etc.)

28. Recordsareveryimportantbuttheycanalso
presentproblemstotheagency!

29. (3 Phases)
CREATION
MAINTENANCE
DISPOSITION
Records Management Cycle

30. Birth
Active
Retirement