Instructl Module Recordsproperty1stsem 21

Republic of the Philippines
NUEVA VIZCAYA STATE UNIVERITY

Bambang, Nueva Vizcaya
INSTRUCTIONAL MODULE
IM No.ELECT03-1S-2021
College: ARTS AND SCIENCES

Campus :Bambang
DEGREE BACHELOR OF SCIENCE COURSE Elect.03

PROGRAM IN PUBLIC NO.
ADMINISTRATION
SPECIALIZATION COURSE RECORDS AND PROPERTY
TITLE MANAGEMENT
3rd
YEAR LEVEL year TIME 9 hours WK NO. 1-3 IM 1
FRAME NO.
I. INTRODUCTION AND IMPORTANCE OF RECORDS MANAGEMENT
II. LESSON TITLE:
1. Definition, Concepts and Scope of Records Management
2. Purposes and Importance of Records Management
III. LESSON OVERVIEW
The lesson provides the students an overview on the definition, concepts and scope of Records
Management. In this module, students will understand the importance and realistic picture of government operations
involving records management.
IV. DESIRED LEARNING OUTCOMES
At the end of the discussions, the students are expected to:
1. Share a personal definition, concepts of Records Management
2. Describe the importance of Records Management
3. Discuss the purposes of Records Management
NVSU-FR-ICD-05-00(081220)
“In accordance with Section 185, Fair Use of Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be
reproduced for educational purposes only and not for commercial distribution,”
V. COURSE CONTENT
It is the content and function that determines a record, regardless of it being on paper, carved on a rock,
written on a cocktail napkin, in an electronic device, or whatever media contains the information.
1.1 Definition of Records Management
Records Management is the systematic control over the creation, maintenance and disposition of records.
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. Any information created, received and maintained as evidence
and information by an organization in pursuance of its legal obligations or business transactions has
something to do with records management.
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1.2 Scope and Concepts of Records Management
1.2.1 The Filing Concept – This concept gives emphasis on records keeping and consider filing
activities as the major function of records management.
1.2.2 The Records Retention Concept – This is the traditional concept of the term “records
management”. It is the negative approach of elimination or destruction of records.
1.2.3 The Paperwork Management Concept – The term “paperwork records management” was created
in order to broaden the existing concept of records management. It concerns with the movement
of records from receipt in the Record unit to storage and eventual disposal. There is more
emphasis on storage and disposal of records.
1.2.4 The Control of Records-Making Activities Concept – This is the modern concept of records
management. It considers all phases of office activities to be a part of the records management
function.
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1.3 Purposes of Records Management
1.3.1 To create records that are necessary for the efficient and successful operation of an organization
1.3.2 To produce the records when they are needed.
1.3.3 To save or retain the records that are necessary for the continued operation of an organization.
1.4 Importance of Records Management
1.4.1 Decision Making – Records have been described as the extension of the brains. No organization
can exist without adequate records. Adequate records does not mean keeping everything that are
sent to the Records Unit. The traditional method of records keeping is to keep and store
everything. Management depends on accurate records. In decision making, failure on the part of
those maintaining the records to give accurate records would result in an unsound decision.
1.4.2 Economic Waste – Paperwork is the most expensive activity but essential to an organization. The
organization must have to appropriate and spend thousand of pesos for personal services,
supplies and equipment. The devotion to the maintenance of the traditional method of records
keeping result to economic waste in relation to the total outlay of an organization. Unless
management recognizes the records management in an organization, is separate and highly
important operational function, an organization shall continue to appropriate and spend this large
amount of money. Inspite of this large amount appropriated and spent, there would still be
inefficiency and mishandling of records.
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1.4.3 Solution – The inefficiency and mishandling or records could only be solved through a scientific
approach to the establishment of an integrated records management program. If established, the result will
be the efficient and economical handling of records. There will be fewer but better records, better service
and sound decision.
CONCLUSION
The ultimate test of a good records management program is whether the records are
available to those who need them, when and where they are needed, the manner in which they are made
available and at what cost.
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(NOTE: LEARNING ACTIVITIES, EVALUATION AND ASSIGNMENT SHOULD BE WRITTEN IN A

BINDER NOTEBOOK OR CATLEYA NOTEBOOK FILLER. PLEASE WRITE YOUR NAME, YEAR AND
SECTION)
VI. LEARNING ACTIVITIES
- Support your answer by giving at least three USE of the record.
NVSU-FR-ICD-05-00(081220)
- Support your answer by giving at least three USE of the record.
VII. EVALUATION
MULTIPLE CHOICE: CHOOSE THE CORRECT LETTER.
1. It is the efficient and systematic control of the creation, receipt, distribution, use, maintenance, storage, and
disposal of records.
a) Records b) records management c) property management c) public records
2. The ingredients for an effective management that indicates what is, where, and how it is organized.
a) Staff development b) files plan c) retention schedule d) security access
3. The ingredients for an effective management that indicates how long to keep what records and what to do
with them….
a)staff development b) files plan c) retention schedule d) security access
4. Any information created, received and maintained as evidence and information by an organization in
pursuance of its legal obligations or business transactions.
NVSU-FR-ICD-05-00(081220)
a) management b) property c) records d) files

5. Type of record value that typically has no end date.
a) informational value b) evidentiary value c) intrinsic value d) criteria value
6. Type of record value that the end date is dependent on the activity being documented.
a) criteria value b) informational value c) evidentiary value d) intrinsic value
7. It refers to records that are meant to be made available to the public at large on demand.
a) records b) documents c) public records c) non-record
8. Items not usually included within the scope of official records such as convenient file, day file, reference
materials and drafts.
a) documents b)records c) non-record d) official record
9. The constitutional right to information on matters of public concern first gained recognition under
a) the 1987 Constitution b) 1983 Constitution c) 1973 Constitution d) 1980 Constitution
10. A law that provides a code of conduct for public officials which obliges the government to release
information on other matters of public concern and compels public officials to disclose their assets and
liabilities.
a) RA 2010 b) RA 1670 c) RA 6713 d) RA 5890
VII. ASSIGNMENT
1.Discuss briefly why Records Management is an effective tool in management control.
2. In your own understanding, discuss the importance of records management.
VIII. REFERENCES
1. Versoza, Fe Angela M. Promoting Records Management. 2009 http//:www.slideshare.net

2. Miranda & Gow. Office Management Principles and Practices, 3rd edition. National Bookstore Inc. 1994
3. Internal Rules and Regulations of RA 9470. National Archives of the Philippines
4. The Government Procurement Reform Act No. 9184
5. Philippine Government Electronic Procurement System (PhilGEPS)
6. PD 1445

Campus :Bambang
NVSU-FR-ICD-05-00(081220)
DEGREE BACHELOR OF SCIENCE IN COURSE NO. ELECT 03

PROGRAM PUBLIC ADMINISTRATION
SPECIALIZATION COURSE RECORDS AND PROPERTY MANAGEMENT
TITLE
YEAR LEVEL 3rd
year TIME FRAME 9 hours WK NO. 4-6 IM NO. 2
I. COMPONENTS AND PHASES OF RECORDS MANAGEMENT PROGRAM
II. LESSON TITLE:
3. Personnel Involved in Records Management
4. Phases of Records Management
The lesson provides the students an overview on the policy and procedure development, records inventory,
appraisal, retention and disposition of inactive files management and control management of active files.
4. Identify the personnel involved in records management
5. Describe the importance personnel involved in records management
6. Discuss the different phases of Records Management
V. COURSE CONTENT
The creation of records are necessary in the operational activities of any agencies and institutions.
Records are maintained in order to secure the desired utility at the least expense of time, effort and expense and
to reduce the amount of records in the agency to the level of what is normally needed.
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1.5 Personnel Involved in Records Management
1.5.1 Originator- The person responsible in the creation of records, usually the executive
1.5.2 Processor or User – The person to whom the record is sent for action or information.
1.5.3 Office Worker – The person responsible in the preparation of records, usually the secretary,
stenographer, typist or machine operator.
1.5.4 Records Personnel – The person responsible in the maintenance and retention of records.
1.6Phases of Records Management
1.6.1 Records Creation – Records creation is the recording of information on paper, printed forms,
punched cards, tape, or any information transmitting media. It includes preparation of forms, reports
and correspondence.
1.6.2 Records Maintenance – The first step in the effective maintenance of records is the selection of the
files. Files are created and maintained to serve the operating units in an organization. Files should
be maintained as near as practicable to the operating units that use them.
Included in Records Maintenance are the following:
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a. Files Plan – The installation of centralized or decentralized files plan depends on the requirements
of an organization.
b. Use of Equipment and Supplies – the filling units must be placed under the centralized control of
the active records programs to insure uniform use of equipment and supplies, standard systems and
procedures, and uniform transfer of records.
c. Mail Management – The establishment of a pick-up and delivery schedule is necessary. Also
included is an effective messenger service.
d. Files Management- The arrangement of recorded information according to a simple and logical
system, placing them in a storage container in correct sequence; and retrieving the information for easy
reference and use.
-Included in files management are the method of filing, filing procedures, assignment of retention
codes, cross-referencing, and releasing, checking and sorting records for filing. The use of finding
aids, such as index cards, charge-out folder and others, can help facilitate the easy retrieval of
information.
e. Classification and filing scheme – The classification system controls the filing of
records and provides the means of locating them after they have been placed in storage. Basically
all system of classification are based on letters of the alphabet or numerals.
e.1 Alphabetic Classification – It follows the sequence of the letters of the alphabet
e.2 Numeric classification – Records are arranged according to numbers that represent
certain subject classification.
1.6.3 Records Disposition – Records disposition is the orderly maintenance of those records necessary to
protect the interest of organization and, in the interest of economy and efficiency, the prompt disposal or
records as they cease to have value for administrative, financial, legal, operational or research purposes.
Included in records disposition are the preparation of a record inventory, evaluation and appraisal
by the Records Management Improvement Committee, submission of the RMIC recommendation to the
Department Head for approval, submission by the Department Head of the “Request for Authority to
Dispose of the Records” to RMAO for approval, and the actual disposal of records in the presence of the
agency, RMAO and COA representatives.

SECTION)
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VI. LEARNING ACTIVITIES
1.
 Support your answer by giving at least three reason.
2.
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 Support your answer by giving at least three reason.
IX. EVALUATION
MULTIPLE CHOICE: CHOOSE THE CORRECT LETTER.
1. An act to strengthen the system of Management and administration of archival records, establishing for the
purpose the National Archives of the Philippines
a) RA 6713 b) RA 1670 c) RA 9470 d) RA 4570
2. Commendation and awards have authorized retention period of….
a) permanent b) 5 years c) 3 years d) 1 year
3. Mayor’s clearance has authorized retention period of …
a) 1 year b) 2 years c) 5 years d) permanent
4. Governor’s and Mayor’s profile has a retention period of ….
a) permanent b) 1 year c) 5 years c) 2 years
5. It refers to all records that have reached the prescribed retention periods and outlived the usefulness to the
agency.
a) valueless records b) public records c) NAP records d) official record
6. Example of a typical record
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a) agency charter b) newspaper c) magazine d) handouts

7. Example of a non-record document
a) triplicate copy of manual b) syllabus c) financial report d) manuals
8. Life cycle of a record that deals with records from their point of origin.
a) creation b) distribution c) use d) disposition
9. Life cycle of a record that deals with the processes such as filing, sorting and transfer of records.
a) maintenance b) creation c) distribution d) use
10. Life cycle of a record that deals with the systematic transfer of non-current records from the office storage
area, identification and preservation of archival records and the destruction of valueless records.
a) disposition b) creation c) maintenance d) distribution
X. ASSIGNMENT
1.Discuss further why Records Management is an effective tool in management control.
XI. REFERENCES

12. PD 1445
NVSU-FR-ICD-05-00(081220)

Campus :Bambang
DEGREE BACHELOR OF SCIENCE IN COURSE NO. ELECT 03

PROGRAM PUBLIC ADMINISTRATION
SPECIALIZATIO COURSE RECORDS AND PROPERTY MANAGEMENT
N TITLE
YEAR LEVEL 3rd
year TIME FRAME 6 hours WK NO. 7-8 IM NO. 3
I. ALPHABETIC INDEXING
II. LESSON TITLE:
1. Need for Alphabetic Order
2. Indexing Rule in Alphabetic Storage
3. Personal and business names in indexing order of units
4. Business names in indexing minor words and symbols

NVSU-FR-ICD-05-00(081220)
5. Personal and business names indexing with titles and suffixes
The lesson provides the students an overview on how to store records in the most efficient way possible,
some type of filing or storing method must be used. A filing method, sometimes called a storage method, describe
the way in which records are stored in a container.
1. Know the need for Alphabetic Oder indexing.
2. Alphabetize by arranging files in unit-by-unit order and letter-by-letter within each unit
V. COURSE CONTENT
The most important filing concept to remember is: All filing is done to retrieve information. To retrieve
information efficiently , a set of rules must be followed. Different businesses have different needs for information
retrieval. Not every business follows a universal set of rules for alphabetic filing because the goals and needs of
each business vary.
NVSU-FR-ICD-05-00(081220)
1. NEED FOR ALPHABETIC ORDER
A filing method, sometimes called a storage method, describe the way in which records are stored
in a container.
The Alphabetic storage method is a method of storing records arranged according to the letters of
the alphabet. However, consistently accurate alphabetic filing isn’t that simple. Look at the telephone
books of two major cities and you will find major discrepancies in the order of the listings. Another
example is filing under the letters “Mc” Mc is not one of the 26 letters of the alphabet; however, it is
included in some alphabetic filing systems and not in others.
Procedures for storing records alphabetically vary among organizations and among departments
within organizations. Therefore the filing procedures to be used in any one office must be determined,
recorded, approved, and followed with no deviation.
2. INDEXING RULE IN ALPHABETIC STORAGE
INDEXING is the mental process of determining the filing segment by which a record is to stored or
the placing or listing of items in an order that follows a particular system. The filing segment is the name
by which a record is stored and requested. In alphabetic storage, indexing means determining the name
that is to be used in filing.
In an alphabetic arrangement, the selection of the right name by which to store means that record
will be found quickly when it is needed. If the wrong name is selected, much time will be wasted trying to
locate the record when it is eventually requested.
3. PERSONAL AND BUSINESS NAMES IN INDEXING ORDER OF UNITS
NVSU-FR-ICD-05-00(081220)
3.1 PERSONAL NAMES
A personal name is indexed in this manner:

• The surname (last name) is the key unit (1)
FILING INDEX ORDER OF UNIT
SEGMENT
Names Key Unit Unit 2 Unit 3
William H. BARNES WILLIAM H

Barnes
Johanna Barns BARNS JOHANNA
Philip A. Barnet BARRETT PHILIP A
A. Bennett BENNETT A
Carolyn Bennett BENNETT CAROLYN
Z. Lisa Bernard BERNARD Z LISA
Jason Blake BLAKE JASON
Michael Blake BLAKE MICHAEL
Michael Blakely BLAKELY MICHAEL
Susan G. Brown BROWN SUSAN G
• The given name (first name) or initial is the second unit (2)
• The middle name or initial is the third unit (3)
If determining the surname is difficult, consider the last name written as the surname.
4. MINOR WORDS AND SYMBOLS IN BUSINESS NAMES
Articles, prepositions, conjunctions, and symbols are considered separate indexing units.
Symbols are considered as spelled in full. When the word “THE’ appears as the first word of a
business name, it is considered the last indexing unit.
NVSU-FR-ICD-05-00(081220)
• Articles - a, an, the
• Prepositions - at, in, out, on, off, by, to, with, for, of, over
• Conjunctions - and, but, or, nor
• Symbols - &, $, #, @, % (and, dollar,

number, at, percent)
EXAMPLE:
Filing segment INDEX ORDER OF UNIT
Names Key Unit Unit 2 Unit 3 Unit 4
A Cut Above A CUT ABOVE
An Excellent Shop AN EXCELLENT SHOP
Bonza the Clown, Inc. BONZO THE CLOWN INC
$ Drug Store DOLLAR DRUG STORE
Douglas $ Shop DOUGLAS DOLLAR SHOP
Going My Way Motel GOING MY WAY MOTEL
Golf By the Shore GOLF BY THE SHORE
The Grand Hotel GRAND HOTEL THE
# One Drug Store NUMBER ONE DRUG STORE
Hunt & Jones, Firm HUNT AND JONES FIRM
5. PERSONAL AND BUSINESS NAMES INDEXING WITH TITLES AND SUFFIXES
A title before a name (Dr. Miss, Mr. Mrs. Ms. Prof) a seniority suffix (II,III, jr. sr.) or professional
suffix (CRM,DDS,MAYOR, MD, Ph.D SENATOR) after a name is the last indexing unit. Numeric
NVSU-FR-ICD-05-00(081220)
suffixes are filed before alphabetic suffixes. If a name contains both a title and a suffix, the title is the
last unit.
EXAMPLE:
Father John Father John
Ms. Ada Johnson, CPA Johnson Ada CPA Ms
Dr. Ada Johnson Johnson Ada Dr
Ron S. Nelson II Nelson Ron S II
Ron S. Nelson III Nelson Ron S III
Ron Nelson, Sr. Nelson Ron Sr
Miss Ruth Nguyen Nguyen Ruth Miss
Mrs. Ruth Nguyen Nguyen Ruth Mrs
Ms. Ruth Nguyen Nguyen Ruth Ms
Sister Mary Nunamaker Nunamaker Mary Sister

SECTION)
VI. LEARNING ACTIVITES
On a separate sheet of paper, code items a-e by putting between each unit in the filing segment, the
key unit, and then numbering second, third, and fourth units.
NVSU-FR-ICD-05-00(081220)
Rule 1 (Personal Name) Rule 2 (Business Name)
a. Anna Wong a. The Chimney Sweeps

b. Albert Brown Hosiery b. The Crazy Chicken
c. Elbert Albert c. A Shop of Wonders
d. Li Wu Wong d. An Honorable Mercantile
e. Elspeth Gregory e. C & R Office Supplies
XII. EVALUATION
Alphabetize and Code items 1-10 by putting between each unit in the filing segment, the key unit, and then
numbering second, third, and fourth units.
A. PERSONAL NAMES B. BUSINESS NAMES
1. Senator Anita B. Costales,LLB 1. Mrs. Mom’s Day Care

2. Mrs. Carmela V. Tupata, Ed.D 2. Father Ron A. Flores
3. Prof. Anita Dacumos, DPA 3. Mister Rey’s Gym
4. C. Claveria, III, Ph.D 4. The Magic Store
5. C. Celestino, II, MD 5. Ms Salon of Beauty
6. Ms. Evelyn A. Camia, CE 6. A & B Law Firm
7. Mrs. Evelyn A. Gamida, GCI 7. # Three Jewelry store
8. Miss Evelyn A. Camia, MD 8. The zero % Pawnshop
9. Mr. Leopoldo C. Uy, II, MD 9. $ exchange store
10. Dr. Marlo G. Paras , Sr. 10. The Prof’s Tutorial
B. ASSIGNMENT
On a separate sheet of paper, code items 1-5 by putting diagonal between each unit in
the filing segment, underlining the key unit, and then numbering second, third, and fourth units.
1. Father Rodney
2. Ms. Paula Rodriguez, CRM
3. Mrs. Char Campbell, DVM
4. Dr. Carla Antonio III
5. Senator Trillanes Gordon
NVSU-FR-ICD-05-00(081220)
C. REFERENCES

15. Smith, Judith. 2002, Records Management 7ht Edition. South Western, Thomson Learning, United States of
America
Prepared by:
ARCADIA ALICE T. ORDONEZ, DPA

Assistant Professor IV
Reviewed by:
FERNANDO C. DEL MUNDO JR., DPA

Chairman, Public Administration Department
Approved:
JORGELINDO R. LUCAS, PhD

Dean, College of Arts and Sciences
NVSU-FR-ICD-05-00(081220)
ANSWER SHEET
NVSU-FR-ICD-05-00(081220)
ANSWER SHEET
NVSU-FR-ICD-05-00(081220)
NVSU-FR-ICD-05-00(081220)
NVSU-FR-ICD-05-00(081220)

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Republic of the Philippines

NUEVA VIZCAYA STATE UNIVERITY

College: ARTS AND SCIENCES

DEGREE BACHELOR OF SCIENCE COURSE Elect.03

I. INTRODUCTION AND IMPORTANCE OF RECORDS MANAGEMENT

II. LESSON TITLE:

1. Definition, Concepts and Scope of Records Management

2. Purposes and Importance of Records Management

III. LESSON OVERVIEW

IV. DESIRED LEARNING OUTCOMES

At the end of the discussions, the students are expected to:

1. Share a personal definition, concepts of Records Management

2. Describe the importance of Records Management

3. Discuss the purposes of Records Management

1.1 Definition of Records Management

1.2 Scope and Concepts of Records Management

1.3 Purposes of Records Management

1.3.2 To produce the records when they are needed.

1.4 Importance of Records Management

(NOTE: LEARNING ACTIVITIES, EVALUATION AND ASSIGNMENT SHOULD BE WRITTEN IN A

VI. LEARNING ACTIVITIES

- Support your answer by giving at least three USE of the record.

- Support your answer by giving at least three USE of the record.

MULTIPLE CHOICE: CHOOSE THE CORRECT LETTER.

a) management b) property c) records d) files

1.Discuss briefly why Records Management is an effective tool in management control.

2. In your own understanding, discuss the importance of records management.

1. Versoza, Fe Angela M. Promoting Records Management. 2009 http//:www.slideshare.net

College: ARTS AND SCIENCES

DEGREE BACHELOR OF SCIENCE IN COURSE NO. ELECT 03

I. COMPONENTS AND PHASES OF RECORDS MANAGEMENT PROGRAM

II. LESSON TITLE:

3. Personnel Involved in Records Management

4. Phases of Records Management

III. LESSON OVERVIEW

IV. DESIRED LEARNING OUTCOMES

At the end of the discussions, the students are expected to:

4. Identify the personnel involved in records management

5. Describe the importance personnel involved in records management

6. Discuss the different phases of Records Management

1.5 Personnel Involved in Records Management

1.6Phases of Records Management

(NOTE: LEARNING ACTIVITIES, EVALUATION AND ASSIGNMENT SHOULD BE WRITTEN IN A

VI. LEARNING ACTIVITIES

 Support your answer by giving at least three reason.

 Support your answer by giving at least three reason.

MULTIPLE CHOICE: CHOOSE THE CORRECT LETTER.

a) agency charter b) newspaper c) magazine d) handouts

1.Discuss further why Records Management is an effective tool in management control.

7. Versoza, Fe Angela M. Promoting Records Management. 2009 http//:www.slideshare.net

College: ARTS AND SCIENCES

DEGREE BACHELOR OF SCIENCE IN COURSE NO. ELECT 03

II. LESSON TITLE:

1. Need for Alphabetic Order

2. Indexing Rule in Alphabetic Storage

3. Personal and business names in indexing order of units

4. Business names in indexing minor words and symbols

5. Personal and business names indexing with titles and suffixes

III. LESSON OVERVIEW

IV. DESIRED LEARNING OUTCOMES

At the end of the discussions, the students are expected to:

1. Know the need for Alphabetic Oder indexing.

1. NEED FOR ALPHABETIC ORDER

2. INDEXING RULE IN ALPHABETIC STORAGE