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• 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.
• 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.
• 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
• Values of Records


  • Permanent
  • Temporary
• Utility Value of Records


  • Primary
  • Secondary
• Primary Value of Records

  • Administrative
  • Legal
  • Fiscal
  • Operational
• Secondary Value of Records

  • Evidential
  • Symbolic
  • Historical
  • Research/Informational
• Organizational Value of Records

  • Evidential
  • Symbolic
  • Historical
  • Research/Informational
• 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
• Records Life Cycle


  • Creation or Receipt
  • Capture
  • Use
  • Storage and Maintenance
  • Disposition
  • Permanent Preservation
  • Destruction
  • Reuse
• Life Cycle of Records

  • Collect
  • Process and Control
  • Store or destroy
• 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.
• Records Schedule
• Maintenance of Current and Non-current Records

  • Active or Current Phase
  • Inactive or Non-current Phase
• Records Management Processes


  • Creation and Capture
  • Classification, Coding and Indexing
  • Access and Security Classification
  • Storage and Handling
  • Inventory, Appraisal and Scheduling
  • Implementation of Disposition
• • National Archives of the Philippines (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
• Records management processes


  • Creation and capture
  • Classification, coding and indexing
  • Access and security classification
  • Storage and handling
  • Inventory, appraisal and scheduling
  • Implementation of disposition
• 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
• 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
• Tracking


  Process of documenting the movements and use of records so that their whereabouts are known at all times
• Classification


  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
• Access and Security Classification

  Determining access classification as: open access records or restricted access records; Personal information, Confidential information, Privilege information
• 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
• Appraisal


  Refers to the study of records, their relationships and contents, to determine their time and utility values
• Utility Value


  Primary, Secondary (Archival)
• 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