An Assessment of Records

Management Practices of the Office of

the Presidential Adviser on the Peace
Process’ Archives Section
 Background of the Study
• Records, in its most general definition, are extensions of the human memory,
purposefully created to record information, document transactions,
communicate thoughts, substantiate claims, advance explanations, offer
justifications, and provide lasting evidence of events. (Dearstyne, 1992).
Records are information created, received and maintained as evidence and
information by an organization or person in pursuance of legal obligations or
the transaction of business (ISO, 2001).
• The Office of the Presidential Adviser on the Peace Process is the office
mandated to oversee, coordinate, and integrate the implementation of the
comprehensive peace process.
– Memorandums
– Financial Documents
– Executive Orders
– Agreements
– List of Amnesty Grantees

Records Management in the Public Sector

• A government agency, as defined by the National Archives of the Philippines
(NAP), is any public office, department, bureau, agency, and instrumentality,
whether pertaining to the national government or local government unit.
 Background of the Study
• According to ISO 15489-1:2001, records management is defined as:

“field of management responsible for the efficient and systematic control of the
creation, receipt, maintenance, use and disposition of records, including processes for
capturing and maintaining of and information about business activities
and transactions in the form of records”

• Republic Act 9470 or otherwise known as the National Archives of the

Philippines Act of 2007 was passed as one way of standardizing records
management and record keeping in all Government offices.

Inefficient Records Management

• In organizations where records are not properly managed, records will often
be inadequate for the purposes for which they are needed, records will often
be lost, some records will be destroyed prematurely and others retained
unnecessarily (Shepherd, 2006).

Lack of Staff Expertise

• Implementing Rules and Regulations of R.A. 9470, Rule 20, Article 31
 Statement of the Problem
• Is OPAPP observing the policies and standards from RA 9470?
If yes, what are the standards they are following?

• Is there an existing records management system? How does

the office assess the different records their office has?

• What are the problems the office has encountered in dealing

with records and its management? How do they address it?

• What are the efforts from the office’s end to make sure records
are handled properly?

• What areas in records management should be improved?

 Objectives of the Study
1. To assess the OPAPP’s records management practices and its
effectivity.

2. To standardize OPAPP’s records management practices in

accordance with RA 9470 and ISO 14589.

3. To address the different issues the office is facing in records

management.
 Significance of the Study
• This study could serve as a reference in improving OPAPP’s
records management practices and programs.

• May be of help to other government agencies in standardizing

their records management programs and policies.

• May enlighten OPAPP and other agencies on how important

it is to have an effective and efficient records management
system

• May be used by other researchers aiming to improve records

management practices in government agencies in the
Philippines.
 Scope and Limitations and
Assumptions of the Study
• The subject of the study is the records management practices of
OPAPP. The study and the researcher will mainly focus on
assessing, standardizing, and improving the records
management practices of OPAPP.

• The researcher assumes that the records in OPAPP’s Archives

Section are not managed well due to lack of staff and
knowledge in records management. Neither the appraisal nor
disposal of records is not properly done or not implemented
at all. It is also assumed that the Section has no procedural
manual that will guide the organization and its processes.
 Literature Review
• A study was conducted in several Barangays in Quezon City to
find out the extent of compliance to the relevant laws, rules
and regulations on Archives and Records Management. Based
on these findings, the study concluded that there is a great and
urgent need for the barangays in Quezon City to upgrade and
standardize their archives and records management systems in
accordance with the Republic Acts and DECS Orders to
better serve their constituencies. There is also a need to
coordinate with the proper government office, like the
National Archives of the Philippines (NAP) to ensure that their
archives and records management systems are in accordance
with the relevant laws and regulations (Juanson, 2012).
FRAMEWORK OF THE STUDY

RA 4970

OPAPP

ISO NAP
 RESEARCH DESIGN
Descriptive Research Method

• In this type of research, the researcher will study the

characteristics, phenomenon, and observe scenarios and the
people in the Office.

• An interview will also be conducted for in-depth analysis.

• Survey questionnaires shall also be disseminated.

 RESPONDENTS
• Respondents of this study shall come from the different Units
and Divisions of all levels of personnel in OPAPP.

• The Secretary of the Office, as well as, the Undersecretaries,

Assistant Secretaries, and Directors shall also be asked to
participate in this study.
 DATA COLLECTION
• The researcher shall seek approval from the Dean of UP SLIS
to sign the letter of permission to conduct interviews and
survey in OPAPP.

• Questionnaires shall be disseminated in all units of OPAPP. It

can also be emailed to the ManCom and ExeCom members.

• Data collection will start on July 2019.

 DATA ANALYSIS
• The results shall be presented in a tabular manner. Showing
the level of effectiveness of OPAPP’s Archives Section
Records Management practices.
 GANTT CHART
ACTIVITY DATES STATUS REMARKS
Revision of Thesis
August 2019
Proposal
Submit Proposal to LIS
300 Professor for August 2019
Feedback

Consultation with Pre- August-September

Adviser 2019

Thesis Proposal
August-September
Revision
2019
(if necessary)
Thesis Proposal August-September
Presentation 2019

Data Gathering December 2019

Data Analysis January 2020

Submission of First
February 2020
Draft

Thesis Revisions February-March 2020

Defense March 2020