Most important reasons to have a good management information system:

1. To control the creation and growth of records

2. To reduce operating costs
3. To improve efficiency and productivity
4. To assimilate new records management technologies
5. To ensure regulatory compliance
6. To minimize litigation risks
7. To safeguard vital information
8. To support better management decision making
9. To preserve the corporate memory
10.To foster professionalism in running the business
Records management In government
• Have a better understanding of the importance of Records
Management
• The basics of what to keep, what to discard, and when to
do so, and how to handle the records you keep, and
records to be created in the future.
• Proper arrangement of materials
• Files Management Records retention
• Ideal storage condition
• Safeguard vital information (Preserve organizational
memory)
• Reduce operating costs
What is records management?
The efficient and systematic
control of the creation, receipt,
distribution, use, maintenance,
storage, and disposal of records.
Records Management system (RMS) - is the
management of records for an organization
throughout the records-life cycle. The
activities in this management include the
systematic and efficient control of the
creation, maintenance, and destruction of the
records along with the business transactions
associated with them.
Goals of a Records Management Program
• Create only necessary records for efficient and successful
operation of the office/institution.
• Produce the records when needed.
• Retain/preserve only records needed for continued operation
of the office/ institution,
• Dispose what is not needed.
Ingredients for an effective records management
Files plan – which indicates what, where, and how it is organized.

Retention schedule – which indicates how long to keep the records and
what to do with them once the retention period has expired.

Security access schedule - which indicates who has access to what

records and conditions of access Staff involvement .

Records Management today has to link the past with

the present and preserve for the future while trying to
keep up with constantly evolving technologies.
What is a record?
Any information created, received and maintained as
EVIDENCE and INFORMATION by an organization in pursuance
of its legal obligations or business transactions. It’s not just
paper anymore.
electronic records, floppy disks, CD’s, tapes, DVD’s may contain
records of importance, and if not well preserved may be
unreadable, inaccessible – and gone. A record is a record,
regardless of format!
Typical records
Information pertaining to advisory boards,
councils and committees Meeting materials
Program, policy, and procedure development
documentation Program area activity,
production and employee reports and files
Project files Business-related memos or
correspondence Open records requests and
responses Reports to senior management
Calendars, schedules and logs of daily
activities
Non-records If content is: of a transitory nature
social, meeting or announcement type of notices
information only requiring no action personal
messages and “chit-chat
Examples of Non-records
▪ Personal information not related to business
▪ Reference material Duplicate / multiple copies
▪ General announcements Drafts /working papers
without substantivecomments/rough notes,
calculations, etc. THEN GET RID OF IT!
Don’t agonize! Organize…. Knowing where and what
your documents are, is just as important as
where your file cabinets are and what is in there.

Principles in arrangement Provenance-

is a fundamental principle, referring to the individual,
group/office, or organization that created the records.
Also known as office of origin, or source Principle of
provenance: records of different provenance should be
separated. e.g. : Office of the President/ Board of
Directors HR Department Comptroller’s Office.
Types of record value -
❑ Informational Value – end date dependent
on subject being described
(e.g. period of performance evaluation report vs. Details of 10-
year strategic development plan)

❑ Evidentiary Value – end date dependent on

the activity being documented
(e.g. travel expenses vs. policy decisions)
Principles in arrangement (Principle of Original order)
Referring to original order of arrangement
Emphasis was on establishing the authenticity and
integrity of the record as evidence. “records are to
be maintained in records/archives repositories in
the same scheme of order and with the same
designations they received in the course of the
business of their office of origin and primary use.
Levels of arrangement Subordinate administrative unit
under the record group Record group Sub-group, Series.
Sub-series Basic unit which refers to a set of documents
resulting from the same Item File function or activity, or
having a common form or relationship arising item from
their creation, receipt or use
Codification (numeric, alphabetical, alpha- subject
decimal numeric) Employment, recruitment, appointment,
promotion. Next level Grouping information together
makes it easier to file, search and manage! Time Sheets.
Annual Leave Vacation, Sick Leave
FILING
Common filing problems related records
➢ inability to locate the required document quickly due to
disorderly filing
are filed under different categories the retrieval rate is
poor. missing and misplaced documents mean too
much time spent looking for files.
➢ incomplete files and backlogs of unfiled records exist)
filing cabinets are jammed with inconsistent bulging
folders; accumulation of unnecessary records.
CRITERIA of a good filing system…
➢ Simplicity
➢ Flexibility
➢ Expansibility
➢ Adaptability Filing methods (numerical alphabetic)
➢ functional
➢ Geographic
➢ chronologic
 Procedures of Filing

Steps to Setting Up A Filing System That Works

1. Create clear, simple and logical categories that are appropriate for the subject matter.

2. Establish a system that allows you to find any document in 20 seconds or less.
3. Keep the most frequently used files closest to you (A or B zone); store inactive files in a
separate, less accessible location (C zone).
4. Design your system so that it is easy to add new documents to the appropriate file.
5. Develop a procedure for defining and destroying obsolete and/or unnecessary
documents and files.
6. Ensure that access to files is controlled.
When to create new files…
• a new function, subject, activity or project is
commenced or an existing subject, activity or
project is further developed and needs to be split
across several files
• an existing file becomes too large and a new part
is required
• no existing file is appropriate for the document(s)
 Methods of Storing Records

1. Paper

2. Microfilm

3. Digital
Files Equipment
• made of steel
• compact and space-efficient
• allowance for easy extraction & replacement
of files
• proximity to Records retention
Basic Manual Filing Supplies and Equipment

Filing Supplies Equipment

Suspension Folders Vertical Files

File Guides Lateral Files

File Folder Labels Movable-Aisle System

File Folders Open-Shelf Files

Records Retention … Also known as… “Should it stay, or
should it go?”

What is a Retention Schedule? An approved legal

document that specifies minimum retention periods for a record
series and gives agencies ongoing disposition authority after
approved retention periods are met
Retention scheduling determining the length of time
that the records should remain in the originating
office usually influenced by such factors as their
administrative values to the creator as a general rule,
records are to remain in the originating office as long
as they are active records that are inactive but still of
value should remain in a storage facility; while
records with no archival value should be disposed of
records with archival values should be transferred to
the archives
• First step : analyze the records of the
organization to determine what series or
categories of materials exist
(e.g. correspondence, administrative files, project
files, personnel records, etc.)
• Second step : determine whether various
categories of materials have intrinsic, evidentiary,
or informational value
• Third step : if documents are evidentiary or
informational in nature, determine if their value has
a logical end date.
• Fourth : if value is time restricted,
determine what the end dates of the
value are and schedule destruction of
records on or after that date.
• Fifth : If value is enduring, determine
whether records are needed for operation
of organization; if so, keep on site. If not,
identify and prepare to be sent to an
archive facility.
k
Records Disposal
❑ Shredding is the preferred method for destruction of
records. A completed Certificate of Disposal is required
for any disposal -destruction or transfer. Certificates of
Disposal demonstrate that we are following our policies
and serve as proof of legal disposition.
❑ Creation and Use Active or Semi-Active Retention
Period X = Minimum period of time to keep. Records
Disposition Disposal happens when the minimum
retention period has been met.
• .
❑ Destruction or transfer to an Archives Can only be
done in accordance with your approved records
retention schedules. Anytime your office has been
notified of impending litigation, do not dispose of any
records for any reason. Retention schedules become
mute at this point
Training and Outreach
▪ Regularly provide workshops and other training which
outline basic program policies and procedures and office
responsibilities.
▪ Establish a system of records liaisons or coordinators
within the major units of the institution/organization to
serve as basic contacts for the records management
program.
▪ Publicize, inform, and educate thru newsletters,
brochures on various records management topics, and
electronic communication technologies (emails, blogs,
alerts).
A government office has an effective records
management program when the office creates the records it
needs, and none that it doesn’t. Records are efficiently
created in the normal course of business for all functions
sufficient to satisfy legal, fiscal, administrative, and other
record keeping requirements.(Source: www.archives.nysed.gov..mr-pub61)
___________________________________________________________________________
Source: Administrative Office Management An Intro , Zane K, Quible; Civil Service Reviewer by Duka/Briones; Promoting Records
management in government byFe Angela M. Verzosa , Retired Archivist-Librarian at De La Salle University Library
https://www.google.com/=trends+in+office+environment&oq=trends+in+office+environment
https://www.edureka.co/blog/top-10-trending-technologies/
https://www.archdaily.com/
https://www.entrepreneur.com
The Administrative Professionals in the Global Office, Lilia A. Alegre, Milagrina A. Gomez, Concepcion B. Mapa, & Zaida R. Lopez
https://www.google.com/=office+professional+look+2020

Note: For Study Purpose only