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The Legal Mandates of LGUs on Records and Archives Management

The Legal Mandates of LGUs on Records and Archives Management

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Published by: Shinji on Jan 22, 2011
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What are the Legal Mandates of LGUs onRecords and Archives Management?
LGU Mandates on Records Management
1. Establishment of an LGU archival system2. Establishment of a records management program in the LGU3. Management of records in all LGU offices/ departments4. Creation of a Records Management Improvement Committee5. Establishment of a Records Office6. Appointment of a Records Officer 7. Compliance with legal retention period for records8. Securing RMAO approval for disposal of valueless records9. Safeguarding of public recordsIt is the responsibility of the LGU
to establish a records management and archivalsystem
for the protection and safety of public records as mandated in the:• 1991 Local Government Code, Section 374• DECS Order No. 13-A and 13-B, s. 1988
 Annex 2 
on page 7 of accompanying CD contains the full text of DECS Order No.13-A, s. 1988- Guidelines on the Decentralized Disposal of Valueless Records inGovernment Agencies. Annex 3 on page 12 of CD contains the full text of DECS Order 13-B, s. 1988 – Rules and Regulations Governing the Coordination of RecordsManagement and Archives Function.
In addition, LGUs must fulfill the following key legal provisions on records and archivesmanagement:
1. Management of records in all LGU offices/departments
The 1991 LGC mandates all LGU department heads to perform recordsmanagement functions. They provide the LCE and Sanggunian members withvital management information contained in the records of various LGU offices.Some of the LGU department heads include the:
 
• General Services Officer • Administrator • Secretary to the Sanggunian• Planning and Development Officer • Civil Registrar • Treasurer • Assessor • Accountant• Budget Officer • Engineer • Legal Officer • Information Officer • Environment and Natural Resources Officer • Population Officer 
2. Creation of a Records Management Improvement Committee
All government offices and instrumentalities shall create a RecordsManagement Improvement Committee (RMIC) as an advisory body on theimprovement of all phases of records management, the Chairperson andmembers of which shall be designated by the head of the agency. (Section2.4, Article III, DECS Order No. 13-B, S. 1988)
3. Establishment of a Records Office
All government offices and instrumentalities shall establish a Records Officefor its records holdings and shall coordinate with the RMAO in planning theoffice lay-out of the Records Unit. (Section 2.2, Article III, DECS Order No.13-B, S. 1988)Similarly, Sanggunian bodies are mandated to provide a mechanism andappropriate funds to ensure the safety and protection of LGU property andpublic documents or records such as those relating to property inventory, landownership, records of births, marriages, deaths, assessments, taxation,accounts, business permit and such other records and documents of publicinterest in the offices and departments of the LGU. (Section 447, 458 and468, 1991 LGC)

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