Records

RECORDS CENTER
ADMINISTRATION
Presented by: Virginia S. Raymundo
National Archives of the Philippines

OVERVIEW
I. Introduction
Concept of Records Center II.
III. Records Center Processes
Records Center Facility Requirements IV.
V. Things to Remember

I. INTRODUCTION
WHY
Records Center/Storage
I. INTRODUCTION
Primitive way of filing and

storage of records used by our
ancestors - retrieval is a
nightmare

I. INTRODUCTION
Large quantities of records

being created by modern
administrative organization.

I. INTRODUCTION
The need to keep the
noncurrent records
properly secured and
economical.

Inactive records are
disorganized and it takes
hours of searching to find
anything.
The capital and

maintenance costs of
storing records are
expensive.
8
9
Art. III Management of Public Records
Sec. 22 – Regional Archives, Records Center (NAP) and Agency
Records Center, Establishment
Records Centers – for the storage, processing and servicing

the noncurrent records transferred in the Records Center.
Agency Records Centers and Archives– to be managed and

operated by each government office concerned, they shall be
responsible for the maintenance and preservation of public
records under the custody and control of each government
office.
10
II. CONCEPT OF RECORDS CENTER
What is a RECORDS CENTER?
An intermediate repository in which

noncurrent records of various government
offices are stored until they can be
destroyed or transferred to the National
Archives
[Article I, Sec.4(y) RA 9470]

TYPES OF RECORDS CENTERS
Agency Government Commercial

Records Center Records Center Records Center

RECORDS CENTER OPTIONS

An on-site records center
An off-site facility operated by the agency
or another agency (NAP)
A commercial records center

Advantage of an in-house
Records Center

Disadvantage of an in-house
facility

AIMS OF A RECORDS CENTER
Prevent the unnecessary use of office space for

storage of noncurrent records
Ensure that noncurrent records are managed efficiently
Provide controlled access to records stored in the Center

Prevent the use of the Archives for storage of records
which have no enduring value

BENEFITS OF USING A RECORDS CENTER
SPACE, MONEY, TIME, MANPOWER, and EQUIPMENT

How Records Centers save
money for the government:
VS
Seven 4-drawer filing cabinets
One open steel shelf

SAVING IN SPACE
VOLUME OF RECORDS
FILING EQUIPMENT SPACE REQUIRED
STORED
0.65 sq. m./unit or

1.568 cubic meter/
1 unit 4-drawer 4.55 sq. meter
seven units of
filing cabinet of floor space for 7
filing cabinet
units
1 unit 7-tier open 0.75 square meter 1.59 cubic meter

steel shelving of floor space of records

SAVINGS
FILING EQUIPMENT AMOUNT
7 units four-drawer filing cabinets

@ Php 7,000.00 per unit
Php 49,000.00
1 unit seven-tier open steel shelf

@ Php 20,000.00
Php 20,000.00
GENERATED SAVINGS Php 29,000.00

Time
Clerks file and find records easily because they are

not mixed with non-current records.
21
MANPOWER
When non-current records are removed from the
custody of the agency, hiring of additional
personnel to maintain these records is no longer
necessary.

III. RECORDS CENTER OPERATIONS
RECORDS
TRANSFER
mjgm

Records Transfers
A systematic movement of records from high cost
office space and equipment into a low cost
controlled storage area.

Procedures in the Records Transfer to the
Center
1. Make inventory of inactive records for transfer.
2. Determine qualified records for transfer based on the
RDS/GDRS.
3. Accomplish NAP Form (Request to Transfer Records)
4. Prepare listings of records for transfer (accomplish Form No.
10)
5. Bundle records into ideal sizes and label
6. Haul/transport records from owning agency to records center.
. 25
Records to be Transferred
Records covered by RDS
Not covered by RDS but recommended by

RMA of NAP
Records of abolished agencies

Records not to be Transferred
TERMITE RIDDEN RECORDS
NOT ORGANIZED IN LOGICAL

SEQUENCE
Records not to be Transferred
TRANSFER COST OFFSET

SAVINGS
RETENTION PERIOD OF LESS

THAN 5 YRS.
NON-RECORD MATERIALS
Getting files ready for transfer
Remove all unnecessary materials:
paper clips
fasteners
staple wires
Bundle them into ideal sizes and label

boxes/bundles must bear agency’s name, records series
(descriptive title), period covered and the bundle number.
continue numbering consecutively to the next records series
until the last bundle number
29
Initiating Records Transfer Forms
Form 7 - Request for Authority to Transfer
Form 8 - Records Inspection Report
Form 9 - Authority to Transfer Records
Form 10 - Transmittal and Receipt of Government
Records
Disposal of Valueless Records in RC of NAP
Form 12 - Notice of Intent to Dispose of Records
30
31
32
33
34
Haul/transport records from owning agency to Records
Center
The owning agency shall provide the trucking and

manpower for the records transfer.
35
Accession
The process of transferring non-current records from
the legal custody of an operating agency to the
administrative control and guardianship of a Records
Center.
36
STORAGE
MANAGEMENT

Storage Management
Establish proper arrangement,
description and classification of the
holdings in the storage area and
preparation of appropriate finding aids,
location register & plan to establish a
better control of the holdings.

38
Storage Management
Monitor and maintain storage
facilities to ensure that suitable
environment is provided for the records;
Develop and maintain an effective
document security program by
providing maximum protection for all
records and other materials in storage.
PRE-ARCHIVAGE
OR PRE-ARCHIVAL
APPRAISAL

PRE-ARCHIVAGE
The identification, determination and

proper documentation of potential
archives materials housed at the
Records Center

41
FUNCTION OF PRE-ARCHIVAGE
DESTRUCTION OF RECORDS OF
NO VALUE
IDENTIFY AND SEGREGATE

RECORD WITH POTENTIAL
ARCHIVAL VALUE
FURTHER RETENTION
REFERENCE
SERVICES
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TYPES OF REFERENCE SERVICE
ISSUANCE OF
CERTIFIED PHOTOCOPY
OF RECORDS
LOAN OF RECORDS
PERMANENT
WITHDRAWAL OF
RECORDS

RECORDS DISPOSAL
mjgm

IV. RECORDS CENTER FACILITY REQUIREMENTS
SPACE
PERSONNEL
SECURITY LOCATION
Records Officer or Records Custodian assigned to the records
center must be an organic personnel of the agency
SUPERVISORY LEVEL
 Broad experience and sound knowledge preferably
involving records administration, must know the entire
agency’s operation;
 Ability to plan, organize and administer a program, to
supervise, train and direct the works to others;
 Ability to get along well with superiors, subordinates and
peers;

NON-SUPERVISORY LEVEL
 An average amount of physical strength enough to
move and heft boxes or bundles of records;
 Accuracy in working with records, knowledge of

filing systems and departmental functions;

NON-SUPERVISORY LEVEL
 Must be attentive to details; and
 Strong interest in and aptitude for clerical work

and a systematic worker.

SPACE

Staging Area
This is an open area for
intermediate storage or for
temporary holding. Space must
be sufficient for two to three
days accessions.

Quarantine
Area

Storage/Stack
Area

Reference Service
Area
Used by customers and clients who
transact business with the
Reference Service personnel. This
area can be part of the office area.

Processing Area
A “make-ready” room used in

processing files for filing and
making records available to the
public.

Reading Room

Administrative Area
The office area set aside for
records centers personnel to
perform the many desk tasks.
Size depends on the number of
operating staff.

Disposal Area
When records are removed from the shelves for
disposal, there is normally a time lag before a scrap
dealer can pick them up for burning or shredding.
This area permits disposals to be accumulated for
sale.

Disaster Recovery Area
This area is reserved for disaster records recovery
in case the facility get struck by any kind of
disasters.

Staff Service Area
This area is needed for

restrooms and eating area.

Security
Because records have value,

the security of the building is
important to protect against
natural and man-made
hazards and to safeguard
documents from damage,
destruction or loss

LOCATION
The site

B. EQUIPMENT AND SUPPLIES

C. POLICY AND PROCEDURES

OPEN STEEL SHELVES

Shelving should be:
Constructed of heavy gauge steel
Smooth and non-abrasive with rounded corners and no sharp edges
Finish should be chemically stable; powder coating finish is preferred
STORAGE BOXES

Equipment and supplies used in the
Records Center
Ladders
Trolleys or sack barrows
Foggers
Vacuum cleaner
Fire extinguishers

Equipment and supplies
used in the Records Center

V. THINGS TO REMEMBER
Advantages of a Records Center
RETRIEVABILIT
Y
ECONOMY
SECURITY

Archives Preservation Division Division
Mobile no. 09426315098
1153 Cristobal Street, Paco, Manila
nationalarchives@nationalarchives.gov.ph
www.nationalarchives.gov.ph

Thank You
Q&A
QUESTIONS
AND
ANSWERS

An intermediate repository in which noncurrent records of various government
offices are stored until they can be destroyed or transferred to the National
Archives
A “make-ready” room used in processing files for filing and making records
available to the public.
Files not needed in the daily operation of the business but have not reached its
prescribed retention period
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
Official receipt of non current records from the custody of an operating agency to
the guardianship of a Records Center
The identification, determination and proper documentation of potential archives
materials housed at the Records Center
This area is reserved for disaster records recovery in case the facility get struck
by
any kind of disasters.-
The systematic movement of records from high cost office space into a low cost
controlled area
It is also called as the “Receiving Room”
The term that denotes permission to obtain information from the or to perform
research in the non-current records materials

Records

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RECORDS CENTER

National Archives of the Philippines

Concept of Records Center II.

III. Records Center Processes

Records Center Facility Requirements IV.

National Archives of the Philippines

Primitive way of filing and

National Archives of the Philippines

Large quantities of records

National Archives of the Philippines

The need to keep the

National Archives of the Philippines

The capital and

Records Centers – for the storage, processing and servicing

Agency Records Centers and Archives– to be managed and

What is a RECORDS CENTER?

An intermediate repository in which

National Archives of the Philippines

Agency Government Commercial

National Archives of the Philippines

RECORDS CENTER OPTIONS

National Archives of the Philippines

National Archives of the Philippines

National Archives of the Philippines

Prevent the unnecessary use of office space for

Ensure that noncurrent records are managed efficiently

Provide controlled access to records stored in the Center

National Archives of the Philippines

SPACE, MONEY, TIME, MANPOWER, and EQUIPMENT

National Archives of the Philippines

National Archives of the Philippines

0.65 sq. m./unit or

1 unit 7-tier open 0.75 square meter 1.59 cubic meter

National Archives of the Philippines

FILING EQUIPMENT AMOUNT

7 units four-drawer filing cabinets

1 unit seven-tier open steel shelf

GENERATED SAVINGS Php 29,000.00

National Archives of the Philippines

Clerks file and find records easily because they are

National Archives of the Philippines

National Archives of the Philippines

National Archives of the Philippines

Records covered by RDS

Not covered by RDS but recommended by

Records of abolished agencies

TERMITE RIDDEN RECORDS

NOT ORGANIZED IN LOGICAL

TRANSFER COST OFFSET

RETENTION PERIOD OF LESS

Bundle them into ideal sizes and label

The owning agency shall provide the trucking and

National Archives of the Philippines

National Archives of the Philippines

National Archives of the Philippines

The identification, determination and

National Archives of the Philippines

IDENTIFY AND SEGREGATE

National Archives of the Philippines

National Archives of the Philippines

National Archives of the Philippines

National Archives of the Philippines