INTRODUCTION TO

RECORDS MANAGEMENT &

ARCHIVES
OBJECTIVES:
At the end of the lesson, students will be able to:

Define records
Define electronic records
Identify example of records
Recognize the characteristics of records
Identify the difference between records and non
records.
Recognize the values of records
Why Are Records Important?

Records are important for their content and as evidence

of communication, decisions, actions, and history. As
public institutions, school boards/authorities are
accountable to the public and to government.
Records support openness and transparency by
documenting and providing evidence of work activities
and by making them available to the public.
Records support quality program and services, inform
decision making, and help meet organizational goals.
WHAT ARE RECORDS
Recorded information produced or received in the initiation, conduct
or completion of an institution or individual activity and that comprises
content, context and structures sufficient to provide evidence of the
activity.
1. Content – information or data
2. Context – how it relates to other records and to other organization
which created it
3. Structure/ Form – inherent logic to the way in which the information
it contains are laid out and interpretable
(International Council on Actions [ICA])
WHAT ARE RECORDS
Refers to information, whether in its original form or otherwise, including
documents, signatures, seals, texts, images, sounds, speeches, or data
compiled, recorded or stored, as the case maybe
1. in written form on any material; or
2. on film, negative, tape, or other medium so as to be capable of being
reproduced; or
3. by means of any recording device or process computer, or other
electronic device or process
(Republic Act No. 9470)
Serve as the memory of institutions
Also help an organization conduct business.
Help provide decision makers with the right information when it is needed
ELECTRONIC RECORDS

A record that is maintained in a coded format and so can only be

accessed using a computer system that converts the codes or
numbers into text, image or sounds that can be processed by the
human eye or ear. Sometimes also referred to as a digital record.
(Millar, L., Archives: principles and practices, 2010)
With analog predecessors and are converted to digital format
RECORD MEDIA

Records exist in a “medium”

▪ paper
▪ microfiche
▪ electronic files (including images of paper files)
▪ Email Photographs, movies, etc.
FAMILIAR EXAMPLES OF RECORDS
Word documents, spreadsheets
▪ Minutes of meetings
▪ Memos
▪ Faxes

OTHER EXAMPLES OF RECORDS

▪ Drawings, Maps, Blueprints
▪ Photographs
▪ Movies
▪ Presentations
MORE EXAMPLES OF RECORDS
▪ Contact information
▪ Notes
▪ Calendars
▪ (only those with appointments and other important events)
▪ And even Text Messages (SMS)
CHARACTERISTICS OF RECORDS
Content (what?)
✔ the facts of the activity (accurate & complete)
Context (who? where? when? why?)
✔ information about the circumstances in which the record was
created and used
Structure (how?)
✔ relationships between constituent parts of records and
record-keeping systems
RECORDS VS. NON RECORDS
RECORDS
▪ Records contain information that is directly related to
the organization’s mission, operations, and activities.
▪ Information-bearing objects that meet this
requirement are described as having “record status.”
RECORDS VS. NON RECORDS
NON RECORDS
Non-records are materials that have no substantive business values
and are for general reference purposes rather than to support a
specific business operation
a. Extra copies of document preserved only for convenience or reference
b. Stocks of publications and of processed documents (excess inventory of
annual reports, bulletins, circulars, employee newsletters, brochures, posters,
handbooks, publications, and other materials intended for sale or
distribution.
c. Library and museum materials made or acquired and preserved solely for
reference or exhibition purposes.
d. Duplicate copies of documents maintained in the same file
RECORDS VS. NON RECORDS
NON RECORDS
e. Extra copies of printed or processed materials for which complete record
sets exist
f. Catalogues, trade journals and other publications received that require no
action is taken
g. Blank copies of forms
OFFICIAL VS. PERSONAL PAPER
▪ Personal records are documentary materials belonging to an
individual that are NOT used to conduct agency operations.
▪ Government employee should be careful NOT to mix personal
papers with government official records.
DOCUMENTS VS. RECORDS

Documents are any “recorded information or objects that can be

treated as individual units.”
Examples:
▪ work in print as draft communications or “to do” lists, and
▪ transitory records such as emails confirming a meeting or
▪ acknowledging receipt of a document
DOCUMENTS VS. RECORDS
Records are “information created, received, and maintained
evidence and information by an organization or person, in
pursuance of legal obligations or in the transaction of business.”
Examples:
▪ final reports,
▪ emails confirming an action or decision,
▪ spreadsheets showing budget decisions,
▪ photographs or maps of field mission, which need to be kept as
evidence
RECORD VALUES
Time Value
a. Temporary
b. Permanent

Utility Value
a. Primary
b. Secondary
RECORD VALUES
Primary Values
▪ The values of records for the activities for which they were created or
received (Operational Value)

ADMINISTRATION Help employees perform

operations

Used to conduct current or

FISCAL future financial/ fiscal
operations

LEGAL/ EVIDENTIARY Provide evidence of

operations/ transactions
RECORD VALUES
Secondary Values
The values of records to users than the agency of record creation or its
successors (Organizational Value)

HISTORICAL

RESEARCH/
INFORMATIONAL

SYMBOLIC
 Classified by Value to the Firm

Important Non-essential
Vital records Useful records
records records
• Necessary for • Assist in the • Helpful in the • No
the continuing performance performance predictable
operation of a of a firm’s of a firm’s value to the
firm. operations operations organization
• Usually • Replaceable, • Can be • Should be
irreplaceable, but at great replaced, at a destroyed
must be cost. slight cost. after use.
protected.
WHY WE CREATE RECORDS?

To serve as evidence
To serve as basis of decision-making
For business continuity
For transparency and accountability
To manage data and information
To provide information about past actions or decisions