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• Office system


  An orderly arrangement of whole activities of an office and framing of procedures to be followed for the effective and economic performance of work
• Office system


  The combination of tools, processes, technologies, and organizational structures that facilitate the functioning of an office or workplace
• Office system


  • It encompasses physical infrastructure like desks and computers, software applications, communication protocols, and administrative procedures
  • It aims to optimize productivity, efficiency, and collaboration among employees
• Office system


  Planning of an office work systematically to achieve the main and subsidiary objectives of an organization within minimum efforts and costs
• Office routines


  A sequence of procedures in the performance of office work, each procedure in the sequence being performed in the same order and in the same way every time
• Office routines


  • Filing paperwork and documents
  • Processing invoices, expenses, and reimbursements
  • Ordering office supplies
  • Communicating with clients or customers
  • Responding to inquiries or addressing concerns
  • Conducting follow-up calls or emails
• Office procedures


  • The protocols and standards which define how the staff works together
  • A planned sequence of operations for the usage of recurring business transactions consistently and regularly
  • A set of rules and regulations which guide the employees and help them run the office operations smoothly
• Organization


  A group of people who work together in an organized way for a shared purpose
• Authority


  The right to make decisions and to take action
• Duties


  The work requirements arising from the responsibilities
• Responsibilities


  The area of work for which a person or group of people is accountable
• Homogeneous grouping


  Workers who are concerned with the same kind of activity are placed together in a pool or secretariat regardless of the section for which they work
• Heterogeneous grouping


  Workers are placed together according to the function of their work, regardless of the kind of activity they undertake
• Organization structure


  • The established pattern of relationships among various components (parts) of an organization
  • The framework within which employees of an organization function or work
  • The formal (official) relationships among various positions and activities of an organization
• Planning organizational structure


  1. Identify all the necessary activities/tasks and functions

  2. Group all the similar or closely interrelated activities together into various departments, sections and units

  3. Identify workers who can hold various positions, perform different activities, tasks and functions through the process of staff selection
• Line organizational structure


  • Structural relationships between a superior and his immediate subordinates
  • Characterized by direct lines of responsibility and authority from the top executive to the lowest subordinate
• Authority or power


  Which he may misuse at the disadvantage of the subordinate
• Rigid organizational structure


  • It confines workers/subordinates to their areas of operations
• Lack of effective planning by top management

  Departments may not work together as a team, they may disintegrate
• Superiors who are poor delegators

  • Such a structure results to overburdening/overloading
• Link used by a superior involving his subordinate

  Can lead to misappropriation/misuse of an organization's resources
• Lacks participative management


  • Decisions are made by a superior without consulting the subordinate
• Undesirable message to be communicated upwards


  Superior may easily block it
• Prone to autocratic commands


  • Not useful in some types of organizations
• Line and staff organization structure

  A structure whereby a line manager or head of department works together officially with staff specialists who advise him on what to do but the final decision rests with the line manager
• Functional organization structure


  Experts are placed in charge of different functions e.g. engineering, buying, selling etc. regardless of whether the work involved falls within another section
• Committee organizational structure


  A group of people who have been elected or appointed then given authority to deliberate and discuss certain issues and make suggestions or proposals which they submit to a higher authority or make final decisions
• Organization chart


  A visual/pictorial representation of an organization structure
• LOGO www.themegallery.com LOGO Records Management, Data Privacy and You School of Library and Information Studies(SLIS) University of the Philippines Diliman
• Personal information


  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
• Why we create records?
• Why we create records?

  • As evidence
  • Basis for decision-making
  • Business continuity
  • Transparency and accountability
  • Management of data and information
• RECORD!!! ENCODE!!!
• 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
• 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.
• Records


  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
• Records


  Information maintained by an organization or person, in pursuance of legal obligations or in the transaction of business
• 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.
• 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.