ycgranda understanding records management and archives administration

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  • UNDERSTANDING RECORDS MANAGEMENT AND ARCHIVES

    ADMINISTRATION

    Yolanda C. GrandaProfessorial Lecturer (Archives Studies)

    UP School of Library and Information Studies

    Past Head, NCCA Committee on Archives

    Past President, Society of Filipino Archivists

  • OBJECTIVES

    gain awareness on records

    management and archives

    concepts, principles and

    practices

    understand the importance of

    records management and

    archives administration and their

    role in governance

    At the completion of this session, you should be able to :

  • OVERVIEW OF THE SESSION

    Role of Records Management and ArchivesAdministration in Governance

    Records Management and Archives Concepts

    Records Management and ArchivesPrinciples and Practices

  • ROLE OF RECORDS MANAGEMENT AND

    ARCHIVES ADMINISTRATION IN

    GOVERNANCE

    Records Management as Keystone to

    Archives Administration

    Sound records management program is

    necessary for the development of a comprehensive archives, the most precious among our national assets,which is essential for goodgovernance

  • ROLE OF RECORDS MANAGEMENT AND

    ARCHIVES ADMINISTRATION IN

    GOVERNANCE

    Need to Integrate Records Management

    and Archives Administration

    Increase efficiency

    Be able to support accountability and

    transparency, resulting in goodgovernance

  • Accountability and Transparency

    EFFECTIVE RECORDS

    MANAGEMENT

    AND ARCHIVES PROGRAM

    GOOD GOVERNANCE

    Easy Reference

    and Access

    Accurate Appraisal,

    Acquisition and

    Disposition of

    Records

    Proper

    Preservation

    Standard

    Arrangement

    and

    Description

    Increase Efficiency

    Develop Comprehensive

    Archives

  • As defined by the International Standard on RecordsManagement, records refer to the information created,

    received and maintained as evidence by an organization

    or person, in pursuance of legal obligations or in the

    transaction of business

    Records come in whatever form or medium:

    textual audiovisual electronic three-dimensional

    RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

    What are Records?

  • Why Keep Records?

    RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

    Business UseRecords of organizational

    and social activities

    Archives UseRecords of continuing value

    Good Governance

  • Field of management responsible for the

    efficient and systematic control of

    processes and systems involving records:

    creation

    maintenance

    disposition

    Phases of

    Records

    Management

    What is Records Management?

    RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

  • RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

    Records Creation

    Correspondence/Directive management Forms management Reports management Reprographics

    Records Maintenance

    Files management system Mail management system

    Records Disposition

    Records inventory Records appraisal Records disposition schedule Transfer of scheduled temporary records to the Records Center Transfer of permanent records to the Archives Disposal of valueless records Development of a vital records protection program

  • What are Archives?

    The institutions or agencies responsible, amongothers, for the formulation, development and

    implementation of archives systems, policies, standards

    and practices on

    appraisal and acquisition arrangement and description preservation/conservation reference and access promotion and outreach administration

    Government

    Academic

    Business

    Church

    Medical

    Military

    Personal/Family

    RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

  • RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

    Identify Preserve

    Archives Mission

    Linear View

  • RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

    Cyclical View

    Identify

    Preserve

    Make

    Available

    Reappraisal

    Conducting Inventories/Surveys

    Appraisal

    Acquisitions

    ArrangementDescription

    Preservation

    Reference and Access

    Promotion and Outreach

    Archives Mission

  • GOVERNMENT ARCHIVES

    National Archives of the Philippines

  • GOVERNMENT ARCHIVES

    Senate of the Philippines Legislative Records and Archives Service

  • House of Representatives Legislative Archives

    GOVERNMENT ARCHIVES

  • Dagupan City Archives

    GOVERNMENT ARCHIVES

  • ACADEMIC ARCHIVES

    Ateneo de Manila University Archives

  • ACADEMIC ARCHIVES

    University of the Philippines Archives

  • BUSINESS ARCHIVES

    Asian Development Bank Archives

  • MEDICAL ARCHIVES

    Culion Museum & Archives in Palawan

  • PARISH ARCHIVES

    St. John the Baptist (Quiapo Church) Parish Archives

  • RELIGIOUS ARCHIVES

  • PERSONAL/ FAMILY ARCHIVES

    Ramon Magsaysay Library and Archives

  • What are Archives?

    The central depositories or repositories,

    building or part of the building dedicated to thepreservation and use of archives

    RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

  • created, received and collected, in whatever form, which are

    permanent, unique and organically related;

    appraised based on their continuing or secondary value ( evidential, historical, research / info and/or symbolic values);

    acquired after serving the purpose for which these were created;

    arranged and described in accordance with standard and accepted archives practices;

    conserved and promoted to be used;

    also referred to as the documentary heritage or thecollective memory of an organization, place or person which serves as the bridge between the past, the present and the future

    What are Archives?

    The records

    RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

  • What are Archives?The discipline administered by an archivist

    is educated through formal and informal archives education

    adheres to standards and code of ethics participates in professional organizations,

    local and foreign

    RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

    LOCAL : Society of Filipino Archivists (SFA)

    Society of Film Archivists (SOFIA)

    Philippine Records Management Association

    (PRMA)

    Government Records Officers Association of the

    Philippines (GROAP)

    FOREIGN : Southeast Asia-Pacific Audiovisual Archive Association

    (SEAPAVAA)

    International Council on Archives (ICA)

  • RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

    Committed Trustworthy Enthusiastic Systematic Patient Meticulous Naturally Curious Analytic/Creative Have Sound Judgement Have Sense of History

    Some Desirable Traits of Archivists

  • Why Keep Archives?

    RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

    Rule of Law

    Accountability and Transparency

    Protection of Rights

    Services for Communities

    Management of Resources

    Collective Memory

  • Records Management Office (RMO)

    Records Manager/ Officer or DocumentController

    - knowledgeable in both records management and

    archives administration

    - responsible in implementing the three phases of

    records management as well as coordinating the

    recordkeeping and archives activities in all offices of

    the organization through identified trained

    personnel/records and archives coordinators

    Who will Implement Records Management

    and Archives?

    RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

  • Archives

    Chief Archivist who will work closely with the Records Manager/Officer or Document Controller, if

    any, and identified trained personnel of different

    units

    Who will Implement Records Management

    and Archives? (contd)

    RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

  • Records Management and Archives

    Office (RMAO)

    A combined Records Management and Archives Office may be established under the head of the

    organization to be administered by an

    Archivist

    Who will Implement Records Management

    and Archives? (contd)

    RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTS

  • In the absence of RMO, Archives or RMAO, a RecordsManagement and Archives Committee(RMAC) or Task Force

    may be created momentarily to implement recordsmanagement and archives activities, focusing onrecords inventory and appraisal, formulation ofRecords Disposition Schedule, transfer and disposal ofrecords, and the eventual creation of archives

    Records Management and Archives Committee

    RECORDS MANAGEMENT

    AND ARCHIVES CONCEPTSWho will Implement Records Management

    and Archives? (contd)

  • Records follow a life cycle

    Records care follow a continuum

    Records are arranged and described according to hierarchical levels

    RECORDS MANAGEMENT AND ARCHIVES CONCEPTS

  • Records Life Cycle

    Creation or Receipt, Distribution and Use

    Maintenance

    Current records file/store, retrieve and protect records

    Disposition

    Non-current scheduled records (temporary) transfer to Records Center

    Non-current permanent records transfer to Archives Non-current valueless reco

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