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,

What are Records?

Records refer to the information created, received and maintained as evidence by an organization or person, in pursuance of legal obligations or in the transaction of business. -International Standard on Records Management Records come in whatever form or medium

ü Textual ü Audiovisual ü Electronic ü Three-dimensional

Kept for business (records of organizational and social activities) and archives (records of continuing value) uses through good governance.

What are Archives? Archives refer to the institutions or agencies responsible, among others, for the formulation, development, and implementation of archives systems, policies, standards and practices on:

ü Appraisal & acquisition ü Arrangement & description ü Preservation/conservation ü Reference & access ü Promotion & outreach ü Administration

Also, archives refer to the records, documentary heritage or the collective memory of an organization, place or person and the discipline administered by an archivist.

resulting to good governance

When combined:

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:

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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.

assign responsibility

obtain support

collect info:

inventory records

analyze records

develop a filing

system

implement system train users

monitor implementa

tion, follow up and revise system

1-A to C Identify offices Participants were 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 witone’s department; received from outside one’s department and outside the institution that the department transacts businesses with.

3-A File arrangement Record Group

September 28, 2010 Day 2 (Tuesday

Emma M. Rey (House of Representatives delivered lectures on of records. Her sessions provided knowledgeparticipants to understand that records inventory is management program while M.T. Bondoc shared about vital records protection program.

provides detailed information about the nature and number of records maintained by an entity

information collected during the inventory is used to prepare records retention schedules

identifies vital records

identifies inactive records that might be discarded , transferred from office location to offmicrofilmed

Records

Inventory

W O R K S H O P S

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. Participants were group and asked to identify records created witone’s department; received from outside one’s department and outside the institution that the department transacts businesses with.Record Group Sub-group Series Sub-series

Tuesday)

(House of Representatives delivered lectures on records inventoryprovided knowledge about a disposition plan over records

participants to understand that records inventory is an essential component of an effecBondoc shared about vital records protection program.

provides detailed information about the nature and number of records maintained by an

information collected during the inventory is used to prepare records retention

identifies vital records

identifies inactive records that might be discarded , transferred from office location to off-site storage or

controls the records throughout their life cycle

governs where and how long the records will be disposed of

places a value on a records series

include information about the reasons the records are kept for specified time periods, as well as instructions regarding the ocations and conditions under which records are to be retained

Retention

Schedule

grouped and asked to identify offices within one’s department; outside one’s department and outside the institution that

Participants were group and asked to identify records created within one’s department; received from outside one’s department and outside the institution that the department transacts businesses with.

records inventory and scheduling a disposition plan over records and allowed the an essential component of an effective records

Bondoc shared about vital records protection program.

throughout their life cycle

governs where and how long the records will be disposed

places a value on a records

include information about the reasons the records are kept for specified time periods, as well as instructions regarding the ocations and conditions under which records are to be

Exhibit # 1 Records Inventory and Appraisal (National Archives of the Philippines)

RECORDS SERIES TITLE & DESCRIPTION

PERIOD COVERED

1st half of the page

TIME VALUE UTILITY VALUE

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

8

11

12

ADMINISTRATIVE and

MANAGEMENT RECORDS

Delivery Receipts

Gate Passes

Inquiries

Exhibit # 3 Records Disposition Schedule (National Archives of the Philippines)

ITEM NUMBER

RECORDS SERIES TITLE & DESCRIPTION RECORDS

M. T. Bondoc specified simple program.

Identify your office's records

•determine which ones needed in an emergency

Prepare an inventory of vital records

Records Inventory and Appraisal (National Archives of the Philippines)

COVERED VOLUME (Cubic Meter)

LOCATION OF RECORDS

FREQUENCY OF USE

RETENTION PERIOD

Active Storage Total

General Records Disposition Schedule common to all Government Agencies Series 2009

RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD

MANAGEMENT RECORDS

2 years

6 months

2 years after acted upon

Records Disposition Schedule (National Archives of the Philippines)

RECORDS SERIES TITLE & RETENTION PERIOD DISPOSITION AUTHORITY REMARKS

ACTIVE STORAGE TOTAL

simple steps in establishing and maintaining a vital records protection

Prepare an inventory of vital records

•prepare a listing of the records identified in Step 1

Determine how the records will be protected

•consider factors

COPIES

Orig. Dup.

REMARKS

General Records Disposition Schedule common to all Government Agencies Series 2009

AUTHORIZED RETENTION PERIOD

DISPOSITION AUTHORITY REMARKS

steps in establishing and maintaining a vital records protection

Protect the records

•update records

Exhibit # 1 Vital Records Inventory

Record & File Classification Number

Original File

Location

Custodian & Phone Volume in Feet/

Bytes

Format of Vital Record

1st half of the page

Name of Electronic System, Version Number and Operating System

Off-site Vital record Location

VR Contact Person & Phone

Method of Transporting the Record to Emergency Location (if record is not stored at central off-site facility

Rotation Schedule

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:

Ø Who may access the records Ø What services will be provided to users Ø Whether there are time restrictions on the use of the records Ø Whether donors can specify access conditions Ø What actions to take if someone objects to materials about themselves or a family member

being made available Ø What records will be kept about researchers and the materials they use Ø Whether there will be a charge for photocopies and what it is Ø Whether digital cameras may be used to copy materials Ø What rules relating to copyright and privacy law apply to the records Ø 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

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

Fire Damage Cleaning

Mold Attack

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Washing/Rinsing Air Drying Freezing Vacuum Freeze Drying Vacuum Drying Cleaning

Remove soot and smoke using soft brush and fine sand paper

Remove greasy residues with ethyl alcohol provided that

the ink will not bleed

Fumigation Drying Cleaning

Insect Infestation

Tears

Dust and Dirt

Segregation of infested

materialsFumigation Freezing

MendingRemoval of

adhesive tapes

Use of soft brush

Use of art gum eraser

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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