NATIONAL ARCHIVES OF THE PHILIPPINES

Pambansang Sinupan ng Pilipinas

REGIONAL
SEMINAR-WORKSHOP ON
BASIC RECORDS AND
ARCHIVES MANAGEMENT

via Video Conferencing

20-24 February 2023

___________________________
Mr. / Ms.

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INTRODUCTION

Proper Records and Archives Management promotes organizational efficiency as

required by law, embodied in RA 9470 (National Archives of the Philippines Act of
2007). Since every organization deals with enormous volume of records, they
should be properly maintained to avoid risk of legal sanctions. It is then essential
that those who are responsible for the custody of any type of records and archives
management. The organization must learn how to handle records so that they can
be retrieved easily. Thus, records must be well-managed from the time they are
created and maintained until they are finally disposed or permanently stored for
future reference.

This course is designed for records officer/records custodians/records keepers

whose responsibilities include the management of records in an office environment
from the creation of records until their final disposition. As part of the organization,
all of us must know why records management matters to us and why it is so
important to the organization.

It is within context that the series of seminar-workshop on records and archives

management is conducted regularly by the National Archives of the Philippines
(NAP) an attached agency of the National Commission for Culture and the Arts
(NCCA). This training provides basic overview of records and archives
management technologies, terminologies, concept, rules and regulations and
procedures.

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 PROGRAM
Regional Seminar-Workshop on Basic Records and Archives Management

I. OBJECTIVES
• GENERAL OBJECTIVES
➢ To provide the participants with knowledge and skills as well as correct attitude
towards a systematic and economical records management activity.
➢ To understand the importance of their full and complete participation in the
records management program in their respective offices.
• SPECIFIC OBJECTIVES
By the end of five-day virtual seminar-workshop, the participants will be able to:
➢ Become aware of RA 9470 and its IRR, NAP circulars, guidelines and apply the
concepts, principles and procedures learned in the different phases of records
management.
➢ Inventory records that will be the working basis in the formulation of Records
Disposition Schedule (RDS).
➢ Implement the Records Disposition Program, transfer and preservation of records in
accordance with the governing statute.

II. COURSE CONTENTS

• Overview/Salient Features of RA 9470
• Introduction to Records Management
• Records and Archives Management Program
• Records Creation and Control
• Mail Management
• Files Management
• Records Disposition Administration
• Records Center Administration
• Security of Records (RCA Perspective)
• Archives Principles and Practices
• Security of Records (Archives Perspective)
• Preservation of Records
• Disaster and their Effects on Paper
• Disaster Preparedness
• Perspective of Records Recovery

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III. PARTICIPANTS
Department and Division Heads, Local Chief Executives, Records Officers, Records
Custodians and Clerks, Secretaries and other personnel who were nominated by
their respective supervisors or head of the agency.

IV. RESOURCE SPEAKERS AND FACILITATORS

Competent and knowledgeable resource persons of NAP will be the lecturers.
Personnel/officials with broad experience and exposure to NAP functions will act
as facilitators.

V. METHODOLOGY
Participants are expected to actively participate in the discussions and group
activities. Throughout the course, there will be opportunities for participants to
explore issues and share concerns and experiences on records management
activities with the other participants, facilitators and the resource speakers.
Likewise, participants are encouraged to further enrich their learning process by
asking relevant questions for clarification.

VI. COURSE REQUIREMENTS

Participants are expected to:
1. Attend all sessions to successfully qualify for the awarding of Certificate
of Completion
2. Observe Virtual Meeting Etiquette
3. Fill out the Attendance Sheet daily (link to be posted in the chat box)
4. Answer and submit the Pre-Test, Post-Test, and Training Evaluation
5. Fill out and submit the Action Plan regarding to the participant’s
needs/concerns based on the topics discussed.
Certificate of Completion shall be issued only to participants who have
satisfactorily completed the requirements of the course.

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 REGIONAL SEMINAR-WORKSHOP ON
BASIC RECORDS AND ARCHIVES MANAGEMENT
20-24 February 2023 • via Videoconferencing

DATE / TIME PROGRAM IN-CHARGE

Day 1 (20 Feb)

8:00 – 9:00 am OPENING PROGRAM

9:00 – 10:30 am RA 9470 (National Archives of the Philippines REMMEL G. TALABIS

Act of 2007) OIC, Archives Preservation Division/
Senior Archivist

10:30 – 12:00 nn INTRODUCTION TO RECORDS -do-

MANAGEMENT

RECORDS AND ARCHIVES MANAGEMENT -do-

PROGRAM

RECORDS CREATION AND CONTROL -do-

• Definition, Concept, Records Management
Chain, and Sources of Records
• Government Recordkeeping Requirement

Question and Answer

Day 2 (21 Feb) MAINTENANCE AND USE:

8:00 – 12:00 nn MAIL MANAGEMENT TERENCE MICHAEL A. TABLIZO
• Policies and requisites in Mail Operations Supervising Records Mgt. Analyst
• Handling procedures and documenting mail
and correspondence
• Control measures in safeguarding incoming
and outgoing documents
• Messenger Services
• Systematic scheduling, routing of mails

WORKSHOP I: Designing a logbook/

communication workflow chart to improve mail
operation in the agency

FILES MANAGEMENT
-do-
• Importance of files
• Requirements in organizing the files
• File Classification System
o Steps in preparing and applying the guide
• Files Control Procedures
• Filing, finding and servicing techniques

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 WORKSHOP II: Preparing a Uniform -do-
Classification Guide

Question and Answer

Day 3 (22 Feb)

8:00 – 12:00 nn RECORDS DISPOSITION CHRISTIN E. LICOPIT
ADMINISTRATION Senior Records Mgt. Analyst
• Objectives and elements
• Activities involved
• Guides in preparing Records Disposition
Schedule of government records
• Rules and regulations in the disposal of
government records
-do-
WORKSHOP III: Preparing an actual
inventory/appraisal of records/ Records
Disposition Schedule and other related forms

Question and Answer

Day 4 (23 Feb)

8:00 – 11:00 am RECORDS CENTER ADMINISTRATION VIRGINIA S. RAYMUNDO
(RCA) Chief, Records Center Division
• Concepts and objectives in transferring non-
current records to agency repository/
storage area/ NAP Records Center
• Procedures involved in the transfer
• Maintenance and protection of transferred
records

SECURITY OF RECORDS (RCA Perspective)

Question and Answer

11:00 – 12:00 nn ARCHIVES PRINCIPLES VON E. ABELLA

• What are Archives Senior Archivist
• The forms of Archives
• Archival History and Theories
• Uses of Archives
• Types of Access and Privacy

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Day 5 (24 Feb)
8:00 – 10:00 am Continuation: ARCHIVES PRACTICES VON E. ABELLA
• Managing the Institution Senior Archivist
• Preserving Archives
• Acquisitioning Archives
• Arranging and Describing Archives
• Making Archives Available

SECURITY OF RECORDS
(Archives Perspective)

Question and Answer

11:00 – 12:00 nn PRESERVATION OF RECORDS Ms. MA. NOIDA V. BAÑARES

Senior Archivist
DISASTER AND THEIR EFFECTS ON
PAPER

DISASTER PREPAREDNESS

PERSPECTIVE OF RECORDS RECOVERY

12:00 – 1:00 pm Lunch Break

1:00 – 2:00 pm Continuation:

PRESERVATION OF RECORDS Ms. MA. NOIDA V. BAÑARES
Senior Archivist

2:00 – 3:00 pm ACTION PLAN GINA M. PAPA

EVALUATION Chief, Training and Information
POST TEST Division

CLOSING MARIETTA R. CHOU

Deputy Executive Director

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 Resource Speakers

Mr. Remmel G. Talabis Mr. Terence Michael A. Tablizo

OIC, Archives Preservation Division Supervising Records Management Analyst

Ms. Cristin E. Licopit Ms. Virginia S. Raymundo

Senior Records Management Analyst Chief, Records Center Division

Mr. Von E. Abella Ms. Ma. Noida V. Bañares

Senior Archivist Senior Archivist

Training Staff & Facilitators

Ms. Gina M. Papa

Chief, Training and Information Division

Ms. Maita Espina - Abunales Ms. Cheryl B. Alvarez

Training Specialist III Training Specialist III

Mr. Gerald F. Requesto Mr. Donald M. Maximo

Training Specialist II Training Assistant

Ms. Lydia C. Talabis Ms. Sharlene Joyce J. Austin

Administrative Aide IV Administrative Aide III

Ms. Ma. Karen Diorella A. Cereno Mr. Jhonley Joseph L. Item

Archivist II Records Management Analyst I

Mr. Omar Mohktar M. Umag Ms. Alexia T. Del Mundo

Archivist I Records Management Analyst I

Mr. Patrick T. Woods Ms. Pauline N. Rebancos

Records Management Analyst I Administrative Aide III

Mr. Alvin D. Lorena Ms. Kathleen D. Li

Artist I (COS) Assistant Information Officer (COS)

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 NATIONAL ARCHIVES OF THE PHILIPPINES
1765 PAZ M. GUAZON STREET, PACO, MANILA
[email protected] / nap_training@[email protected]
www.nationalarchives.gov.ph

Office of the Executive Director

Hon. VICTORINO MAPA MANALO, C.E.S.E.
EXECUTIVE DIRECTOR
Tel No. (02) 8524 3231
E-mail: [email protected] / [email protected] / [email protected]

Office of the Deputy Executive Director

MARIETTA R. CHOU
DEPUTY EXECUTIVE DIRECTOR
Tel. No. (02) 8245 3341 / (02) 8708 8656
E-mail: [email protected]

Finance and Administrative Division Records Center Division

JOCELYN G. REYES VIRGINIA S. RAYMUNDO
CHIEF ADMINISTRATIVE OFFICER CHIEF RECORDS MANAGEMENT ANALYST
Tel. No. (02) 8708 8656 Tel. Nos. (02) 8353 3192 / (02) 8561 7065
E-mail: [email protected] E-mail: [email protected]

Archives Preservation Division Records Management Services Division

REMMEL G. TALABIS ELIZABETH B. EJE
SENIOR ARCHIVIST (OIC) CHIEF RECORDS MANAGEMENT ANALYST
Tel. No. (02) 8353 3192 / (02) 8561 7065 Tel. No. (02) 8521 3034
E-mail: [email protected] E-mail: [email protected]

Archives Collection and Access Division Training and Information Division

MA. TERESA A. PAGARAGAN GINA M. PAPA
CHIEF ARCHIVIST TRAINING SPECIALIST V
Tel. No. (02) 8708 8729/ (02) 8245 3340 Tel. No. (02) 8521 6830
E-mail: [email protected] E-mail: [email protected]

Information Technology Division

ANNA THERESA L. MAGUNDAYAO
INFORMATION TECHNOLOGY OFFICER III
Tel No. (02) 8400-4967
Email: [email protected]

Cebu Regional Archival Network Davao Regional Archival Network

ANNELYN C. LAO RICHEL R. GUINTO
SENIOR RECORDS MANAGEMENT ANALYST (OIC) SENIOR RECORDS MANAGEMENT ANALYST (OIC)
Traders Arcade Building 2nd Floor, NAP Building, Diversion Road,
Hernan Cortez Street, 6014 Mandaue City, Cebu Carlos P. Garcia Highway, Bangkal, Davao City 8000
Tel. No. (032) 346 8040 / (032) 422 7224 Tel. No. (082) 297 4705
E-mail: [email protected] E-mail: [email protected]