Gingoog City Colleges – Senior High School Department

Strengthening Record Keeping for Future Retrieval and References in

Municipality of Medina

A Qualitative Research
Presented to the Faculty of the Senior High School Department
Gingoog City Colleges
Gingoog City

Amatong, Trisia Mae D.

Cabanero, Luna May L.

Calingin, Kaye Pauline H.

Pagaran, Love Laime

Talo, Gladevee O.

FEBRUARY 2019

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 Gingoog City Colleges – Senior High School Department

ACKNOWLEDGEMENT

First and foremost, praises and thanks to the God, the Almighty, For
his showers of blessings throughout our research work to complete the
research successfully.

We would like to express our deep and genuine gratitude to our

teacher Mrs. Charlouied Lacaran for giving us the opportunity to do
research and providing priceless guidance throughout this research. We
would also like to thank our family for their understanding, motivation and
financial support which helped us complete the research. Lastly, We are
extremely grateful to our respondents who took the initiative and time to
provide us candid feedback to our survey Questionnaires this research
would not have completed without the enormous help of these individuals.

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TABLE OF CONTENTS

TITLE PAGE

ACKNOWLEDGEMENT

TABLE OF CONTENTS

CHAPTER

1 THE PROBLEM AND ITS BACKGROUND

Background of the Study

Conceptual Framework

Statement of the Problem

Hypothesis

Significance of the Study

Scope and Limitation

Definition of Terms

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2 REVIEW OF RELATED LITERATURE

3 RESEARCH METHODOLOGY

Research Design

Respondents of the Study

Sampling Design

Research Locale

Research Instrument

Data Gathering Procedure

4 RESULT AND DISCUSSION

5 IMPLICATION AND LIMITATION

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 Gingoog City Colleges – Senior High School Department

CHAPTER I

Background of the study

A Record is an imprint of an event, occasion, process or an outcome as it occurs

or occurred and later used as memory, report or a history. Records and its effective management are

very vital for quality existence of man, education system, good performance and national

development. Record keeping is a strong instrument for keeping an organization alive and healthy.

Therefor they are the lifeblood of organizations and businesses and should be treated with utmost

concern.

Any record keeping system should be accurate and reliable. Good record keeping is vital in

regards to meeting financial commitments of the business and providing information. In our three (3)

days experience working at the Municipality of Medina, the researchers noticed that the files or records

were not placed properly, it was scattered on the floor and don’t have enough shelves to put those files

and safe and organized.

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 Gingoog City Colleges – Senior High School Department

Conceptual Framework

Lack Record Management

Skills/ Knowledge

Unorganized filing of Loss of

Records
Records
Lack of Enough Space
for record keeping

The conceptual framework shows the relationship of dependent variable to independent

variables. The Lost Records is the immersionist dependent variable and the main problem of

this study. The independent variables of the immersionist are; the lack of record management

skills/knowledge observed from the employees, unorganized filing of records, and the lack of

enough space for record keeping. The independent variables and dependent variable are

connected to each other because having a lack of record management skills/knowledge from

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among employees, unorganized filing of records, and lacking of enough space for record

keeping may result to loss of records.

Statement of the Problem

This study aims to improve and strengthen record keeping for future retrieval and

references in all Government organizations, specifically in Medina.

Specifically, it seeks to answer the following questions:

1. What benefits can we get if the employee has knowledge about record keeping?

2. What are the possible effects of not having proper placement of documents / files?

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Hypothesis

Ho: Knowledge in record management, organized filling of records and having enough

space for record keeping may result to loss of records for future retrieval and

references.

Ha: Knowledge in record keeping, organized filing of records and having enough space

for record keeping may result to preservation of records for future retrieval and

references.

Significance of the Study

This study will benefit the following:

Employees – this study will help the employees to improve their file/record

management in their works, also it will help them to realize the importance of

records/files specially that they are working in the Government.

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To all Government Organization – this will help them strengthen their skills in record

keeping and file management as records are the sources of all information necessary

for the public knowledge

Future Immersionist – this study will help them gather information if ever they have the

same or related topic to the immersionist.

Scope and Limitation

This research is entitled the “Strengthening Record Keeping for Future Retrieval

and References in Municipality of Medina”, was conducted on November 2019 by ABM

Grade 12 students of Gingoog City Colleges as requirement in Immersion Program.

This study focuses only on Improving and strengthening record keeping for future

retrieval and references in the Municipality of Medina and this aims to give

recommendations to the Municipality to come-up with proper record keeping and file

management program by providing appropriate placement and adequate space for the

security of the records / files. Explicitly, this study is limited only in the Municipality of

Medina, Misamis Oriental.

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Moreover the respondents in the research are the employees of the Municipality of

Medina. The total numbers of respondents are 20 persons. The immersionist conducted

the research at Municipality of Medina because the immersionist observed that

Strengthening Record Keeping for Future Retrieval and references in all Government

Organizations is important to be addressed to the Municipality.

Definition of Terms

Lacking Enough Space – this means that there is not enough space to place the

shelves with the files in it.

Lack of Proper Shelves – this means that there are not enough of shelves to put the

records.

Lost Records – this means that the records are missing or it cannot be seen.

Record Keeping – preserving the records, and keeping it safe.

Reference – consultation of sources of information.

Retrieve – to get or bring back.

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CHAPTER II

Review of Related Literature

Record keeping is a fundamental activity of public administration. Without records

there can be no rule of law and no accountability. Public servants must have information
to carry out their work, and records represent a particular and crucial source of
information. Records provide a reliable, legally verifiable source of evidence of
decisions and actions. They document compliance or non-compliance with laws, rules,
and procedures.

Governments can no longer justify taking action with little or no reference to past
performance or future goals. Nor can they justify parallel or duplicate services when
they can combine services and reduce costs. Client service, quality performance of
tasks, and measurable outcomes are increasingly important responsibilities, and these
aspirations all depend on accessible and usable records.

Yet, in many countries around the world, record keeping systems are unable to
cope with the growing mass of unmanaged records. This is particularly true in countries
with limited financial or administrative resources or where records and archives
managers lack training or professional development opportunities. Administrators find it
ever more difficult to retrieve the information they need to formulate, implement, and
monitor policy and to manage key personnel and financial resources. This situation
impedes the capacity to carry out economic and administrative reform programs aimed

at achieving efficiency, accountability, and enhanced services to citizens. Moreover, the

decline, and in some cases total collapse, of record keeping systems makes it virtually
impossible to determine responsibility for actions and to hold individuals accountable.

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 The loss of control of records has consequences for all citizens, especially for the
poorest who are least able to defend themselves. Relevant and accurate public records
are essential to preserving the rule of law and demonstrating fair, equal, and consistent
treatment of citizens. Without access to records, the public does not have the evidence
3 WBP,4700 needed to hold officials accountable or to insist on the prosecution of
corruption and fraud. Moreover, the public suffers when inadequate information systems
affect the delivery of programs. All aspects of public service, including health, education,
pensions, land, and judicial rights, depend upon well-kept and well-managed records.

Records are vital to virtually every aspect of the governance process. The
effectiveness and efficiency of the public service across the range of government
functions depends upon the availability of and access to information held in records.
Badly managed records adversely affect the broad scope of public service reforms, and
development projects are often difficult to implement and sustain effectively in the
absence of well managed records.

Records management is the task of ensuring that recorded information, paper

and electronic, is managed economically and efficiently. Records management controls
the creation, maintenance, use, and disposal of records so that the right records are
provided to the right person at the right time. When a records management system
works well, the information contained in records can be readily retrieved. The disposal
of unneeded records and the retention of valuable information can be managed
effectively, and space, facilities, and resources can be used efficiently and
economically.

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Records Management Good Practice Note 12: Security of Records

There are many reasons for making sure that records / documents / information
are kept securely. The contents of the records may contain: Personal or confidential
information. Sensitive or commercial information, for instance financial data

There is also a need to ensure:

 That data / information is not changed (either accidentally or purposefully)

 That data / information should be protected against loss, and that if it is lost, that
there is some backup or copy
 That data / information should be protected against loss in transit, and against the
danger of falling into the wrong hands
 That the authenticity and integrity of the information should be maintained, in case
it is needed as evidence.

Ways of ensuring this will include:

 Maintaining and preserving the records

 Controlling the accessibility of the records
 Controlling the way that records are transferred or sent to third parties
 Ensuring that records are kept in the best location for the purpose, whether
electronic or physical.

The Data Protection Act 1998 requires us to keep any records which contain
personal data in the most secure manner possible. But it is also good practice to protect
records, even when they do not contain personal data. They may need protecting
because they are commercially sensitive, and they may also need protecting because
they are business critical or key in some way. They may also be simply important for
you, in order for you to carry out your role efficiency and easily.

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Files Management Planning
The object of proper files management is to be able to find the record you need quickly
and economically, regardless of its format. Our Files Management Planning manual
provides guidance for establishing and maintaining the records of your office by the
most efficient and economical means available.

Legal Responsibility

Each University office has the primary legal responsibility for the proper care and
management of its records. To meet this responsibility each office should designate
a Records Authority and Records Coordinator.

Benefits of Files Management

A well designed filing system:

 must make filing less difficult, tedious, and unattractive

 must offer quick and easy filing and retrieval of information
 must ensure integrity and continuity of record keeping despite changes in office
personnel
 must have uniform practices
 must allow for the easy identification and purging of inactive records
 should provide clear and simple file categories
 should be expandable and flexible enough to meet everyone's needs

Higher productivity, Lower Costs

Higher productivity and lower costs are the main benefits of good files
management. The right filing system produces important tangible results and eliminates
costs associated with poor procedures.

Time savings:

 faster filing and retrieval of information

 fewer misfiles
 higher staff efficiency and productivity

Cost savings:

 less frequent purchase of filing equipment and supplies

 less office space used for filing equipment
 less time spent on filing
 less likelihood of litigation losses resulting from lost documents

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  less likelihood of lost documents leading to unfavourable audit findings and
penalties
 less costly recovery of vital records

Specific benefits

 Establishing and maintaining control over files will bring specific benefits:
 easier training of new personnel
 expandability and flexibility to meet the needs of the office
 standard procedures for disposal of obsolete records
 improved service to clients/public
 protection of vital records
 compliance with legal and audit retention requirements

Develop a plan

A good filing system is developed through a basic file plan. Planning is important
because it establishes direction and control, ensures that everyone involved has a
common understanding of purpose and goals, provides guidelines, and identifies the
elements of a project.

Plan elements in logical order

1. Assign responsibility
2. Obtain support
3. Collect information: inventory records
4. Analyze records
5. Develop a filing system
6. Implement system
7. Train users
8. Monitor implementation, follow up and revise system

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CHAPTER III

RESEARCH METHODOLOGY

This part of the study introduces you the methods of encompassing research.
Quantitative methods objective measurements and the statistical, mathematical or
numerical analysis of data collected through polls, questionnaires and surveys or by
manipulating pre-existing statistical data using computational techniques . Quantitative
research focuses on gathering numerical data and generalizing it across groups of
people or to explain a particular phenomenon.

Research Design

This study used a descriptive survey method used to describe characteristics of a

population or phenomenon being studied. Descriptive research is a purposive process
of data gathering, analysing, classifying and tabulating data about prevailing conditions,
practices, beliefs, processes, trends, and cause – effect relationships and then
adequate and accurate interpretation about such data with or without aid of statistical
treatment. (Carie Justine Penaranda, 2012)

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Sampling Design

Sampling design is a mathematical function that gives you the probability of any
given sample being drawn. Since sampling is the foundation of nearly every research
project, the study of sampling design is a crucial part of statistics, and is often a one or
two semester course.

This study uses the convenience sampling. Due to necessity of information and time
constraint the researchers decided to recruit participants who are easily accessible and
convenient to the researchers to take the survey. The researchers consider the
geographical location of the participants and resources that makes participants
recruitment convenient.

Respondents of the study

There were 20 respondents who took part in the study. The population consisted of
selected respondents coming from department namely Commission on Audit (COA),
Accounting, and Human Resource office at Municipality of Medina.

Research Instrument

In order to answer specific sub-problems in our study, survey questionnaires will be

distributed to the respondents.

Survey questionnaire utilized to collect, analyse and interpret the different views of
people from a particular population, it aimed to know how was the overall experience of

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the immersionist during their work immersion. Each questionnaires contains four (4)
questions, those questions will indicate, How important is to organize records and files,
does it affect the performance of the municipality and rating of how organized is the
record keeping in their office.

Data Gathering Procedure

The gathering of data for this study utilized a self-descriptive questionnaire because
it economizes our time and effort and it has the ability to maintain respondent’s
confidentiality.

The respondents will be given survey questionnaires to provide the necessary data
needed in the study.

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CHAPTER IV

RESULT AND DISCUSSION

This study will show “The Effects and Benefits of having Good Record Keeping”

YES NO TOTAL

Q1. Have you encountered any misplacement of records? 16 4 20

Q2.Do unorganized records affect the performance of the 15 5 20

municipality?

1 2 3 4 5 TOTAL
Q3. From a scale of 1 to 5, 1 as the
lowest and 5 as the highest, rate how 0 0 1 3 16 20
important is to organize records and
files?
Q4. From a scale of 1 to 5, 1 as the
lowest and 5 as the highest, rate how 0 0 5 7 8 20
organized is the record keeping
system in your office?

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Q1. Have you encountered any misplacement of records?

NO
20%

YES
80%

Q2. Do unorganized records affect the performance of the municipality?

YES NO

25%

75%

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Q3. From a scale of 1 to 5, 1 as the lowest and 5 as the highest, rate how important is
to organized records and files?

5% 0%
0%

15%

80%

5 4 3 2 1

Q4. From a scale of 1-5, 1 as the lowest and 5 as the highest, rate how organized is the
record keeping system in your office?

0%
0%
25%

40%

35%

5 4 3 2 1

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CHAPTER V

This chapter will present the summary of findings, conclusions, recommendation,

references, and written research report.

SUMMARY

This study aims to improve or strengthen record keeping for future retrieval and
references in Municipality of Medina.

This will determine the effects and benefits of having a good record keeping to all
Government organization specifically in Municipality of Medina.

CONCLUSION

Making this research paper has been challenging for us, in conclusion to all the
results we’ve seen, we can say that most of the respondents has experienced lost and
unorganized file / records.

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RECOMMENDATION

The researchers recommend to all Government organizations specifically in

Municipality of Medina, to have more shelves to put the files / records for them to be
safe for future retrieval and references. All Government organizations specifically in
Municipality of Medina must come-up with proper record keeping and file management
program to all Government employees for them to be guided on how to do good record
keeping for future retrieval.

REFERENCES

http://siteresources.worldbank.org/EXTARCHIVES/Resources/Core%20Principles.pdf

https://www.academia.edu/13793760/Chapter_2_Related_Literature_and_Studies_2.1_Foreig
n_Literature_2.1.1_Records_Management

https://finance.uw.edu/recmgt/files-mgt

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 CURRICULUM VITAE

Personal Details

Name: Amatong, Trisia Mae D.

Place of Birth: Gingoog City

Birth date: October 6, 2001

Sex: Female

Address: Mahayahay, Cabug, Medina, Misamis Oriental

Civil Status: Single

Education Background

Primary School: Governor Pelaez Elementary School

Junior High School: Medina National Comprehensive High School

Senior High School: Gingoog City Colleges

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 CURRICULUM VITAE

Personal Details

Name: Cabanero, Luna May L.

Place of Birth: Gingoog City

Birth date: May 23, 2001

Sex: Female

Address: P-3 South Poblacion, Medina, Misamis Oriental

Civil Status: Single

Education Background

Primary School: Governor Pelaez Elementary School

Junior High School: Medina National Comprehensive High School

Senior High School: Gingoog City Colleges

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 CURRICULUM VITAE

Personal Details

Name: Calingin, Kaye Pauline H.

Place of Birth: South Poblacion, Medina, Misamis Oriental

Birth date: June 09, 2001

Sex: Female

Address: P-7 Cabug, Medina, Misamis Oriental

Civil Status: Single

Education Background

Primary School: Governor Pelaez Elementary School

Junior High School: Medina National Comprehensive High School

Senior High School: Gingoog City Colleges

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 CURRICULUM VITAE

Personal Details

Name: Pagaran, Love Laime C.

Place of Birth: Bulwa, Medina, Misamis Oriental

Birth date: July 4,2002

Sex: Female

Address: P-1 Bulwa, Medina, Misamis Oriental

Civil Status: Single

Education Background

Primary School: Bulwa Elementary School

Junior High School: Medina National Comprehensive High School

Senior High School: Gingoog City Colleges

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 CURRICULUM VITAE

Personal Details

Name: Talo, Gladevee O.

Place of Birth: Gingoog City

Birth date: March 6, 2002

Sex: Female

Address: Tambagan, Medina, Misamis Oriental

Civil Status: Single

Education Background

Primary School: Tambagan Elementary School

Junior High School: Medina National Comprehensive High School

Senior High School: Gingoog City Colleges

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