Capitol Holds 2-Day Seminar on Records Management
To smooth out a few kinks in Capitol’s storage of documents, the Human Resource and Management Division has organized a two-day seminar on records management, which started yesterday, May 3.
Estrella Domingo, former chief archivist of the National Archives of the Philippines who conducted the conference, talked about principles and frameworks for efficient storing and disposing of documents that support an organization’s immediate and future regulatory, legal, risk mitigation, environmental and operational requirements.
“Knowing the kind of documents appropriate for preservation in your inventory, including their shelf life, will enable you to reduce the mounting paper works in the office. This will result in saving space and faster record retrieval whenever the need arises,” said Domingo.
At least 70 personnel from various administrative sections of Capitol offices, as well as district and provincial hospitals, attended the seminar.
Among the topics discussed in the two-day conference include records management, methods of disposing documents, and record transfer.
Domingo said that one of the common problems that document keepers would encounter is the lack of guidelines in releasing and copying of documents to a requesting party.
To avoid getting the office in hot water, she said each department must come up with a clear-cut policy on this matter.
She recalled the controversy on Fernando Poe’s birth certificate, which was taken from the National Archives during the 2004 presidential election and was used as basis to question his nationality.
“I was grilled in the House of Representatives about the guidelines in the issuance of documents; it was not easy,” said Domingo.
She also enumerated some of the consequences for improper management of records, such as information loss, unnecessary expense and potential litigation source.
The event was graced by Jone Siegfried Sepe, head of the Provincial General Services Office and vice chairperson of the records management improvement committee.
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