Professional Documents
Culture Documents
Records Management Notes PDF
Records Management Notes PDF
Records Management,
Data Privacy and You
School of Library and Information Studies(SLIS)
University of the Philippines Diliman
www.themegallery.com
LOGO
LOGO
OBJECTIVES
LOGO
How does DPA affect the University?
The Data Privacy Act(DPA) applies to all
records containing personal Information in the
custody or under the control of the University
and its pertinent units. Section 3 of DPA
LOGO
Section 3 of DPA
“Personal information” refers to 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; How does DPA affect the
University?
www.themegallery.com
LOGO
Why we create records?
www.themegallery.com
LOGO
Radicalcompliance.com
LOGO
Why we create records?
As evidence
Basis for decision-making
Business continuity
Transparency and accountability
Management of data and
information
www.themegallery.com
LOGO
RECORD!!!
ENCODE!!!
LOGO
www.themegallery.com
LOGO
www.themegallery.com
LOGO
LOGO
Records Management
LOGO
LOGO Article 1 Par.3 of the IRR of
R.A. 9470
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.
Toward this end, all public records with enduring value, held by
government offices, including but not limited to all branches of
government, constitutional offices, local government units (LGUs),
government-owned and controlled corporations (GOCCs), state/local
universities and colleges (S/LUCs), Philippine embassies, consulates
and other Philippine Offices abroad shall be transferred to a
permanent government repository for proper management, control
and regulation of record disposition.”
LOGO
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.
(ISO 15489-1:2001)
LOGO Why the need to protect
public record?
RECORDS
Permanent Primary
Temporary Secondary
LOGO
UTILITY Value
PRIMARY VALUE OF
RECORDS
Administrative Legal
Fiscal
Operational Value
www.themegallery.com
LOGO
UTILITY Values
Historical
SECONDARY Evidential
VALUE
Organizational Value
LOGO
Information
Personal
Archives
Information
LOGO
Records Management
Creation or
Receipt
Disposition
• Permanent Preservation
• Destruction Capture
• Reuse
Storage and
Use
Maintenance
LOGO
Life Cycle of Records
Store or destroy
Collect Process and Control
LOGO
Disposal of Records
..\..\Downloads\NAP-Gen.-Circular-1-2-and-GRDS-2009.pdf
LOGO
MAINTENANCE OF
CURRENT and Non-
CURRENT RECORDS
LOGO
LOGO
Records Life Cycle
LOGO
* IMPLEMENTATION OF DISPOSITION
LOGO
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.
Maintenance and Use
Registration
Tracking
Classification. Coding and Indexing
Access and Security Classification
Storage and Handling
Inventory, Appraisal and Scheduling
Disposition
Transfer to Records Center/Archives or Disposal
www.themegallery.com
Creation/Capture
• Process of identifying which records should be
created/captured in paper and digital form,
including records received by the organization,
• NAP Circular No. 1
LOGO
Creation/Capture
• In assessing the need to create/capture records,
the aim is to identify and assess:
the requirements of the organization/business units for
records that provide evidence and information for
operational use and collective memory and that the
evidence can support accountability
Creation/Capture Policies
Handling of
Non-
Formatting Records/Eph Archiving
emera/Transit
ory Records
LOGO
Registration
Tracking
- Process of documenting the movements and
use of records so that their whereabouts are
known at all times
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
LOGO INVENTORY
A fact-finding survey
LOGO
PURPOSES
To identify:
valueless records for disposal
temporary records to be retained
for specific period of time
permanent or archival records to be
transferred to Archives
vital records to be protected
LOGO THE RECORDS INVENTORY FORM
LOGO APPRAISAL
LOGO
SCHEDULING
LOGO SCHEDULING
LOGO
Records Disposition Schedule
..\..\Downloads\NAP-Form-2-rds.pdf
LOGO
Issue
Authority to Segregate
Issue Notification Valueless Actual Disposal
Dispose of Actual Disposal Records
Issue Remit
Certificate of Proceeds of END
Disposal Sale
LOGO
Sign by Person
Fill up Form 4 Submit to NAP
Concerned
LOGO
References:
Maraming salamat at
Mapagpalang Hapon sa inyong lahat