Module 1

This time in our history is frequently called the Information Age. Computers, so much a part of today’s
world, play a key role in information systems and the development of a knowledge-based economy.

Management is the process of using an organization’s resources to achieve specific goals through the
functions of planning, organizing, leading, and controlling. Information is an important and valuable
business resource.

Records Management is the systematic control of all records from their creation or receipt, through
their processing, distribution, organization, storage, and retrieval, to their ultimate disposition.

(RIM) record information management

ISO 15489 is a standard for records management policies and procedures. The purpose of this standard
is to ensure that appropriate attention and protection applies to all records, and that the evidence and
information they contain can be retrieved efficiently and effectively using standard practices and
procedures.

Record has a specific meaning in records management. ARMA International

Regulatory compliance has continually been ranked as a very high priority for both business and IT.

Authority Documents and compliance Organizations are required to comply with numerous types of
regulations, guidelines, policies, procedures, principles, and best practices.

E-discovery is the process in civil and criminal litigation where electronic data is requested, searched,
and produced for use as evidence.

Records Management is about ensuring accountability Records Management is a powerful tool for
providing accountability and transparency. Records contain the historical details and reasoning behind
why certain policies and decisions were made.

Records Management is about preserving assets At the heart of Records Management is the idea that
records are retained and preserved to ensure that information is available for continued use and reuse.

Records Management is about efficiency Keeping records for a period past the necessary retention
period results in inefficiencies. Storing expired documents simply takes up space and clogs up the
Records Management system.

Records Management is about being prepared Records Management is about being prepared, being
prepared for the unexpected. No one can see the future, but disasters do happen, and unfortunately, on
an all too regular basis.

Records Management is about coming to grips with data volumesThe volume of data within
organizations is growing at a phenomenal rate. In fact, International Data Corporation (IDC), a research
and analyst group, estimates that the volume of digital data is doubling every 18 months.
Records Management is about security The security of records is an important issue and the
responsibility of the Records Management system. This is one area where an Electronic Records
Management (ERM) system really shines when compared to manual methods for managing records.

Records Management is about good business Regulations usually contain detailed instructions about
how records should be handled, but often the regulations don't actually mandate that a formal Records
Management system be used.

A transaction document is a record used in an organization’s day-to-day operations. These documents

consist primarily of business forms which can be created manually, electronically, or generated Place of
Use via e-commerce systems on the Internet.

A reference document, on the other hand, contains information needed to carry on the operations of a
firm over long periods. These records are referenced for information about previous decisions,
quotations on items to purchase, statements of administrative policy, and plans for running the
organization.

Classification by Place of Use Classification by place of use of the records refers to external and internal
records. An external record is created for use outside an organization. Examples of such records are
letters, faxes, or e-mail sent to a customer, client, supplier, or to the various branches of the
government.

Internal records are a larger group of records classified by their place of use. An internal record contains
information needed to operate an organization. Such a record may be created inside or outside an
organization.

ignorantia juris non excusat – ‘ignorance of the law is not an excuse’ the archivist/records
officer/records manager will not be forgiven easily if she acts unlawfully, even if he/she claims that
he/she did not fully understand the law.

ISO 9001:2008, “Quality Management Systems-Requirements”,

ISO 15489:2016, “Information and Documentation – Records Management”,

ISO 5127:2017: Information and Documentation,

ISO 14001:2015, Environmental Management Systems

International Council of Archives (ICA) is dedicated to the effective management of records and the

preservation, care and use of the world's archival heritage through its representation of records and

archive professionals across the globe.

Republic Act No. 9470, National Archives of the Philippines Act of 2007

Republic Act No. 10066, National Cultural Heritage Act of 2009

National Archives of the Philippines (NAP)

Republic Act No. 8792, Electronic Commerce Act

Local Government Code of 1991, Sec. 374. Establishing of an Archival System

MODEL 2

Records are valuable resources of the Government to support evidence-based decision making, meet
operational and regulatory requirements and are essential for an open and accountable government.
Good records management not only helps protect records but also enhances an organization’s
operational efficiency while minimizing costs. Records management is therefore an important common
function of bureau and departments.

A government record is any recorded information or data in any physical format or media created or
received by a bureaus and department during its course of official business and kept as evidence of
policies, decisions, procedures, functions, activities and transactions.

Authenticity- to have been created or sent by the person purported to have created or sent it;

Reliability – a reliable record is one whose contents can be trusted as a full and accurate representation
of the transactions.

Integrity – the integrity of a record refers to its being complete and unaltered;

Usability – a usable record is one that can be located, retrieved, presented and interpreted. It should be
capable of subsequent presentation as directly connected to the business activity or transaction that
produced it.

Vital records (also referred to as essential records) are those records needed by the institution to
support its own recovery after a disaster or emergency. vital record as a document of a significant life
event, such as birth, marriage or death.

Electronic record means a record generated in digital form by an information system, which can be
transmitted within an information system or from one information system to another;

Electronic recordkeeping system is an information/computer system with the necessary records

management capabilities designed to electronically collect, organize, classify and control the creation,
storage,maintenance and use, disposal and preservation of records.

Electronic record is a record stored on electronic media that can be readily accessed or changed. A piece
of equipment is required to view and read or listen to electronic records.

Electronic mail (e-mail) is a system that enables users to compose, transmit, receive, and manage
electronic documents and images across networks.
A wiki is a page or collection of web pages that allows people who access the site tocontribute or modify
content. Wikis allow users to work collaboratively, updating each other’s entries or creating new entries.

A blog (short for the term web log) is a shared, online journal. The journal is hosted by a company,
organization, or individual who makes regular entries called posts.

A podcast is a broadcast sent over the Internet to receivers who hear and/or view the information via
computers, MP3 players, or other electronic devices. Early podcasts were often received using iPods,
thus the name pod-cast. A podcaster is the organization or person who creates and broadcasts the
content of a podcast.

A webinar (short for Web seminar) is a presentation given over the World Wide Web.
Videoconferencing is used so that participants and the presenter can interact, asking and answering
questions.

An Internet Forum, or online message board, is a place where people can post and read messages.
Browser software is used to read and post messages to the forum. The messages may be sorted into
discussion topics or subjects. Messages about a particular topic are called threads.

Social Media refers to websites and applications that are designed to allow people to share content
quickly, efficiently, and in real-time.

A tweet is a short message posted on the Twitter social network website. The messages can be posted
or viewed on a computer or a mobile phone.

Document imaging is an automated system for scanning, storing, retrieving, and managing images of
physical records in an electronic format.

The Internet is a worldwide network of computers that allows public access to send, store, and receive
electronic information over public networks. The multimedia center of the Internet, the World Wide
Web, is a worldwide hypermedia system that allows browsing in many databases.

A broad definition of e-commerce is an electronic method to communicate and to transact business

over networks and through computers.

Electronic fund transfer (EFT) provides for electronic payments and collections. It is safe, secure,
efficient, and less expensive than paper check payments and collections.

Electronic data interchange (EDI) is a communication procedure between two companies that allows
the exchange of standardized documents (most commonly invoices or purchase orders) through
computers.

“Enterprise content management (ECM) is the term used to describe the technologies, tools, and
methods used to capture, manage, store, preserve, and deliver content or information across an
enterprise or organization.”
PDF (portable document format) files. Industry experts place this type of information at 80 percent of

all information created for an organization.

Module 3

Records and Archives Management Program is a planned, coordinated set of policies, procedures and
activities needed to manage records and administer archives in the various government agencies,
including local government units.

Each government agency shall appoint qualified Records Officers and Archivists in coordination with the
Department of Budget and Management and the National Archives of the Philippines.

Level of Record Sensitivity Organizational records should be categorized according to how sensitive the
information is. This ensures the most effective security treatment throughout the entire records
lifecycle.

Record Retention Organizational records generally have a specific retention period. These records
should be categorized by how long they will be kept, thereby ensuring record integrity and accessibility.

Records Management Organizational leaders must define the specific record management processes
within the organization.

Data Backup Procedures Developing and reviewing data backup processes is crucial in the information
lifecycle. Physical and digital records should be properly backed up and then tested to ensure the
original and backup copies are accessible.

Physical and Electronic Records Transfers Physical media containing any organizational data should be
safeguarded by polices that specifically authorize couriers or anyone responsible for the transit of the
information.

Disposal of Records Documents and media should be securely disposed of when they become
permanently irrelevant.

Information Exchange Agreements Formal information exchange policies should be established for
internal and external parties privy to organization information.

Life Cycle of Records- Records go through four stages, namely:

1. Birth or creation – during which the record is created or comes into existence.

2. Active life – during which the record is maintained, used, and controlled.

3. Inactive life – the time when a record is very rarely or no longer referred to and must be transferred
to a cheaper place.

4. Disposal Stage – records finally become worthless to the organization and must be disposed.
Hazards to the Security of Records

1. Theft – the felonious taking of records without permission.

2. Arson – malicious burning of property.

3. Sabotage – insidious destruction of records with intent of injuring authorities.

4. Espionage – the act of obtaining, delivering, transmitting, communicating, or receiving information

about the national defense with an intent, or reason to believe, that the information may be used to the
injury or advantage of any foreign nation.

Preservation Many people incorrectly equate records preservation with conservation and restoration,
and too often they mistakenly believe that the repair of individual documents should be an archival
priority.

‘preservation’ is used to describe the passive protection of archival material, in which no physical,
technological or chemical treatment is performed. Preservation is the total sum of processes and tasks
performed in order to protect records and archives (in any form) against damage or deterioration.

Digital preservation is the formal action of ensuring that digital information and evidence remains
accessible and usable over time. Paper or analogue preservation usually seeks to preserve both the
content and the original form of an archival item, often because the form helps clarify context and
structure.

Conservation can be defined as the active protection of archival material (and here we are talking
primarily about paper and analogue materials), often by using physical and chemical treatments to
repair damaged or deteriorating items or to minimize further deterioration.

Restoration involves the repair of an item, either to return it to its original appearance or to improve its
aesthetic qualities.

Understanding and Responding to Hazards Several environmental hazards can affect archival materials,
including fluctuations in temperature and humidity; mishandling and abuse of materials; high levels of
acidity in archival materials or storage containers; excessive exposure to light or pollution; fire and water
damage; and deterioration caused by biological agents such as mold, insects and rodents.

Power and Electricity

What is the risk? Without stable electricity or other consistent power sources, lights, heaters, air
conditioners, dehumidifiers and other critical equipment simply will not work. Computers cannot be
turned on, so digital data cannot be accessed.

What can be done?

If the institution is in a location where sources of power are unreliable, back-up generators may be an
essential investment. Funds should also be set aside for regular maintenance of such equipment.
Temperature and Relative Humidity

What is the risk? Temperature (level of heat or cold in a substance or in the surrounding environment)
and relative humidity (the amount of water vapor in the air) can significantly affect the life span of
archival materials.

What can be done? Stabilizing temperature and relative humidity can markedly increase the life span of
archives, even if the levels themselves are not optimal. Temperature and relative humidity should be
monitored regularly, daily if possible.

Abuse and Mishandling

What is the risk? Whether intentional or accidental, poor handling of archives causes irreparable harm.
Mishandling includes cracking or pressing on bindings, writing on documents, touching photographs
with bare fingers, eating or drinking near archives and records, tearing or folding pages or handling
documents with wet or dirty hands.

What can be done? Reference and storage areas should be supervised, and extra oversight should be
given when particularly valuable materials are being used. Security screening of staff should be regular
and rigorous.

Acidity

What is the risk? Acidity is the quality of being acid or ‘sour’, as opposed to alkalinity or the quality of
being alkaline or ‘sweet’. Many archival and records materials, particularly paper-based records, are
often composed of substances that are acidic, so the items are inherently fragile.

What can be done?Testing the pH of paper archives, file folders or other fiber-based storage containers
is one way to determine acid levels. Some pH testing processes require access to specialized equipment
such as a pH meter, while others (like a pH pen) leave permanent marks.

Mass deacidification – the chemical reduction of acid in large volumes of archives – used to be a
common conservation practice, but increasingly archivists and records officer are turning to digitization
as a preservation tool.

Mylar, which is a clear, uncoated polyester film, is considered the most stable plastic container for
archival and records materials.

Encapsulation – the action of enclosing a document within sheets of polyester and sealing the edges to
keep the item in place – is an acceptable storage method if appropriate procedures are followed.
Lamination, on the other hand, which is the process of permanently attaching an item to plastic using
heat or adhesives, is irreversible.
Light

What is the risk? Light speeds up oxidation (a process that occurs when oxygen is combined with other
elements), which can hasten the deterioration of materials such as paper.

Ultraviolet light is most harmful, because the wavelength of ultraviolet light generates more radiation,
increasing chemical deterioration. Ultraviolet light is found in sunlight and in fluorescent light, so both
those types of light need to be controlled in order to protect archives.

What can be done? Light can be measured to determine the overall level of light (measured in lux units)
and the level of ultraviolet radiation emitted from a source.

Pollution

What is the risk? Pollution is a serious archival hazard. External pollutants such as gases, chemicals and
toxins come from factories, automobiles or trucks. Internal pollutants come from photocopiers, cleaning
supplies, paints, untreated wood, plastics, adhesives and even tap water.

What can be done? The best way to reduce pollution is to install air filtration systems that screen out
polluted air particles. This process is expensive and requires regular maintenance, so it is not an easy
option for many archival and record institutions.

Fire and Water

What is the risk?Fire is a devastating threat to records and archives, not just because of the all-
consuming losses brought by the fire itself but also because of the damage caused by the water or
chemicals used to extinguish the flames. Water damage from leaks, floods or rain is equally hazardous.
Because paper absorbs water so quickly, damage to textual and photographic materials can be
immediate, widespread and irreversible.

What can be done? To reduce the threat of fire and water damage, hazardous materials such as
chemicals, paints, solvents and other flammable substances should never be stored near records.

Biological Agents

What is the risk? Mold, insects and rodents can damage records and archives. Mold is prolific in
environments with high temperatures and humidity, such as dark, unventilated storage rooms or
buildings with no environmental controls. Insects such as silverfish, cockroaches, booklice and beetles
are attracted to paper-based products and they also gravitate toward damp, dark corners.

What can be done? Storing records and archives in climate-controlled environments, keeping relative
humidity low, and cleaning storage and reference areas can reduce the risk of mold outbreaks or pest
infestations.
Supplemental Security Chains

1. PHYSICAL SECURITY It is a method in safeguarding records and documents by physical means,

such as by the installation of security guards in strategic areas, fire protection measures,
construction of fences, lighting system, alarm system, installation of restricted signsprohibiting
loiters and unauthorized personnel, smoking.

2. COMMUNICATION SECURITY It is the protection resulting from the application of measures to

prevent the unauthorized disclosure of classified information or by the use of methods to delay the
enemy or unauthorized person from gaining information or access to the records by means of any
form of communication.

3. PERSONNEL SECURITY This includes all security measures designed to prevent unsuitable
individuals or persons of doubtful loyalty from gaining access to the classified records and
documents or to any facility and to prevent the appointment or retention of any person as an
employee in any agency.

CLASSIFICATION OF RECORDS

Our vital records and documents are classified as TOP SECRET, SECRET,

CONFIDENTIAL, and RESTRICTED more specifically defined as follows:

1. TOP SECRET DOCUMENTS Records or documents contain information and materials, the
unauthorized disclosure of which would cause exceptionally grave damage to the nation politically,
economically or from the point of National Security. This kind of records deserves the most guarded
secrets by the person involved.

2. SECRET RECORDS OR DOCUMENTS Records contain information and materials the unauthorized
disclosure of which would endanger National Security, cause serious injury to the interest and
prestige of the nation or any governmental activity or would be of great advantage to other nation.

3. CONFIDENTIAL RECORDS OR DOCUMENTS Records contain information and materials the

unauthorized disclosure of which would be prejudicial to the interest or prestige of the nation, or
any government activity or would cause administrative embarrassment or unwarranted injury to the
honor and dignity of an individual, or would be of advantage to a foreign nation.

4. RESTRICTED RECORDS OR DOCUMENTS Records contain information and material which requires
special protection other than that determined to be TOP SECRET, SECRET, or CONFIDENTIAL.
 MODULE 4

Records Creation is the organization’s operation wherein exchanges of written ideas between two
sources occur. At this point, the life of the record begins. It is also the act of collecting records and
retaining them in records keeping system.

Information is “data, ideas, thoughts, or memories irrespective of medium.” Information sources

are considered “non-records”: they are useful but do not provide evidence. Examples include
journals, newspapers, publications, or reference sources.

Documents are any “recorded information or objects that can be treated as individual units.”
Examples include works in progress such as draft communications or “to do” lists.

Records are “information created, received, and maintained as evidence and information by an
organization or person, in pursuance of legal obligations or in the transaction of business.” Examples
include final reports, emails confirming an action or decision, spreadsheets showing budget
decisions.

Archives are those records that have been selected for permanent preservation because of their
administrative, informational, legal and historical value as evidence of official business of the
organization or institution.

Concepts/Guides in the Control of Creating Records

1. The Measure of Necessity – Any paper that contributes, within reasonable directness, to the
prompt completion of any process in the agency, or which promotes or protects the interest of
their parties is NECESSARY and must be produced. Any paper not fulfilling the minimum
requirements is UNNECESSARY, and should not therefore be produced.
2. The Basis for Simplicity – Every paper should be prepared in the simplest manner
possible by using the following: commonly known, clear, and specific words; short and
direct sentences; one idea for a paragraph; and only one subject for a document or
communication.
3. The Rule of Substitution – It is always an advantage to substitute the simple for the
complicated; the informal for the formal, as long as the desired results are achieved.
4. The Rule of Simplification – Complicated procedures are usually time-consuming
and expensive. The rule forces us to seek methods of operation that are easier, more
direct, better and faster.

5. The Measure of Good Supervision – This is the art of continuously applying one’s foresight,
initiative, resourcefulness and responsibility to the work at hand.

6. The Spirit of Teamwork – This attitude among creators minimizes the production of unnecessary
copies of a particular period.
There are four major fields in records management where the production of records maybe effectively
controlled, namely:

1. Directives / Instructions Management- directive is applied to any issuance of an organization that

guides, instructs and informs employees in their work.

2. Correspondence Management-is conversation reduced into writing. It should convey facts and
thoughts in simple, readable and understandable language. Unprecise correspondence only serves to
confuse readers.

The 4-S Formula The 5-C Formula

1. Shortness 1. Complete

2. Simplicity 2. Concise

3. Strength 3. Clear

4. Sincerity 4. Correct

5. Courteous

3. Forms Management- may be a piece of communication, letter, or document usually printed or

mimeographed or produced in some other ways whose contents are either complete or may be
completed by filling in the blanks or spaces provided for.

4. Report Management- is an official statement of facts relevant to any activity, operation, program or
condition. It is usually written in narrative, statistical, graphical or questionnaire format.

Classification of Reports

• Simple or informal report which is a brief communication in letter or

memorandum format.

• Long or formal report which is a long and structured piece of communication.

Principles of Good Report Writing

a) Principle of Brevity c) Principle of Scheduling

b) Principle of Clarity d) Principle of Cost

Records Maintenance It is the creative processes of records management that includes the proper
handling and operations of records, the arrangement of written materials into usable filing sequences
and the selection of the most efficient type of filing (Files Management).
MODULE 5

Files Management deals with keeping and maintaining records in custody and the procedures of
classifying, filing and servicing them. It is the management of official records that are properly and
adequately classified and arranged according to a Guide.

Why do we care about records?

• Records serve as the memory and evidence of public transaction.

• Records contain information that aid decision makers in ensuring transparency and accountability in
managing the affairs of the government.

1. CENTRALIZED FILES – Records of common interest or value to many employees within an

organization can be placed under the control of one supervisor; these are frequently called the
central files. These records may include general correspondences, orders, invoices, estimates,
quotations, credit memos,.
2. DECENTRALIZED FILES – Decentralized files are records that are made and used by a single
organization unit and maintained and controlled at the point of origin.
3. Classification Operation – The key to the agency filing system for official files is the uniform
filing system. It is one of the tools for a centralized control of records system.

Filing System – is a plan for identifying, arranging and finding records. The principles that govern a good
filing system are efficiency, economy and simplicity.

KINDS OF FILING SYSTEM

1. ALPHABETICAL – the most widely used form of filing. It stresses the name, subject or the
important item. It can be considered the foundation for practically all filing since in most
instances, when other forms are used.
2. NUMERIC OR NUMERIC FILING (by the number assigned to records) – records are
identified by the numbers assigned to them and are referred to by their respective
numbers should be arranged in numeric sequence. They are used for such materials
as bank checks, invoices, issuances and the like.
• Serial – to provide unlimited expansion
• Coded – to indicate specific types of items
3. CHRONOLOGICAL FILING (by the date of the records) – simply arranges record materials
according to time sequence. Records to which primary reference is made by the date of the
records should be filed chronologically (in the order of time) by year, month, or day as reference
indicated.
4. FUNCTIONAL SUBJECT-ALPHABETIC CLASSIFICATION SYSTEM (FSACS) –the application of
functional filing system is an excellent example of how records can
be evaluated the moment they are filed.
 MODULE 7

A records retention program consists of policies and procedures relating to what documents to keep,
where and in what type of environment the documents are kept, and how long these documents are to
be kept.

records retention schedule (RRS)—a comprehensive list of records, indicating the length of time that
the records are to be maintained.

records inventory is a detailed listing that could include the types, locations, dates, volumes, equipment,
classification systems, and usage data of an organization’s records. It usually involves a survey
conducted by each department, with a member of each department assigned the task of inventorying its
records and documenting important information about those records.

Radio frequency identification (RFID) is a technology that incorporates the use of an electromagnetic or
electrostatic radio frequency to identify an object, animal, or person. RFID is increasingly used as an
alternative to bar codes.

official record is a significant, vital, or important record of continuing value to be protected, managed,
and retained according to established retention schedules.

Another name for an official record is record copy, or the official copy of a record that is retained for
legal, operational, or historical purposes.

A non-record is an item not usually included within the scope of official records such as a convenience
file, a day file, reference materials such as dictionaries, and drafts. Non- records should not be retained
past their usefulness.

A records series is a group of related records that normally are used and filed as a unit and can be
evaluated as a unit to determine the re-cords retention period. For example, purchase orders for July
are a records series. Bank statements retained for a year or longer are also a records series.

Records Transfer Records may be stored in an active records area for a period of time before being
moved to another storage area when they are no longer accessed regularly.

Records disposition is the final destination of records after they have reached the end of their retention
period in active and/or inactive storage.

Archives are the records created or received and accumulated by a person or an organization in the
conduct of affairs and preserved because of their historical or continuing value.

Records Disposition refers to the systematic transfer of non-current records from office to storage area,
identification and preservation of archival records and the destruction of valueless records.
Records Officer

To ensure the success of the program, a central unit should be created. This body should plan and
coordinate the program and see to it that every unit shall be responsible for it.

Records Management Improvement Committee

The Records Management Improvement Committee should establish the retention periods of all records
of the agency subject to the approval of the agency head as well as the Executive Director of the
National Archives of the Philippines should become the basis in the preparation of the agency’s Records
Disposition Schedule.

RECORDS INVENTORY is a descriptive list of the record holdings of an agency. It is usually done by
RECORDS SERIES.

RECORDS APPRAISAL is the process by which records are carefully and systematically studied and
analyzed for the purpose of establishing their respective values.

VALUES OF RECORDS The values of records may be considered through the following perspective: first,
from the agency point of view, in terms of their immediate or future utility to the agency for
administrative, legal, or fiscal and second, from the archival point of view, in terms of their permanent
historical or research value.

TIME VALUE – Based on time, a particular record may be appraised as either temporary or a permanent
value.

Fiscal Value Records of fiscal value are those which serve as tools in discharging the financial obligations
of the agency. Examples: payrolls, vouchers, official receipts, budget estimate.

Legal Value

Records of legal value are those which states legal decisions and opinions, either of a permanent or
temporary character. These records generally given protection to the civil, legal, property and other
rights of the citizens. Examples: titles, contracts, and claims.

Archival Value This refers to the historical or research significance of records or documents

a. Historical- This pertains to the utility of records as evidence in the narration or

interpretation of significant events, persons, entities and places in the nation’s past
long after their administrative, legal or fiscal value has expired.

b. Research – This deal with the usefulness of records as primary materials in studies of methods,
procedures, operations and the like, in education, engineering, medicine, public administration and
other fields. Examples are statistical summaries, directives/issuances, journals, and manuals.
Valueless Records- These are record materials which are no longer useful in the operation of an agency
as well as the government as a whole.

RETENTION PERIOD – refers to the specific period of time established and approved by the National
Archives of the Philippines as the life span of records, after which they are deemed ready for permanent
storage or destruction.

RECORDS DISPOSITION SCHEDULE (RDS) – refers to a listing of records series by organization showing,
for each records series the period of time it is to remain in the office area, in the storage (inactive) area
and its preservation or destruction.

PREPARATION SUBMISSION and APPROVAL of RDS

The Records Disposition Schedule (RDS) should be prepared and reviewed by qualified agency personnel
before it is approved by the Agency Head.

APPLICATION OF THE RDS A Records Disposition Schedule remains fruitless unless it is applied. Where
there is no existing schedule or where it is overlooked, valueless records will likely accumulate to bring
more costs for the agency. The schedule guides all records personnel in the disposition of records.

RETENTION OF ACTIVE RECORDS

One of the consequences of the application of a Records Disposition Schedule is the retention of active
records. The general rule is to retain those that are absolutely needed in day-to-day operations of the
agency.

PRESERVATION OF PERMANENT RECORDS

Permanent records should be preserved because of the value attached to them. Consistent with public
interest, their preservation requires special treatment to prevent their loss, destruction, mutilation, and
the like, and to maintain their originality, integrity, and reliability.

TRANSFER OF RECORDS

To reduce agency files, all non-current records or records that deal with completed transaction but are
not needed in the day-to-day agency operations should be systematically transferred to appropriate
records storage areas. Inactive files or records no longer referred to but whose retention period has not
yet expired should also be transferred.

DISPOSAL OF RECORDSis the act of removing valueless records from existing agency files or storage
areas and getting rid of them by selling, by landfill, by shredding or by any other way of destroying
them.

a. Sale – The disposal of records by sale should be considered if the transaction would afford the
government a fair return.
 b. Shredding – This is a process by which records are first fed into a machine to be cut into small
pieces to prevent unauthorized reading or reproduction of its contents.
c. Landfill – Disposal of solid waste, such as papers and the like, which are buried between layers
of dirt and other materials in such a way as to reduce contamination of the surrounding
environment.

FIGHTING, PAPASA TAYO 

PADAYON!!!