In preparation for the ISO certification, NRO 6 conducted an orientation on filing and archiving for all its technical and administrative staff on June 14, 2017. The orientation aimed at enhancing the skills of the staff on proper records creation, distribution, processing/use, maintenance, and disposition.
In his opening remarks, ARD Raul S. Anlocotan emphasized the importance of a systematic and efficient management of records in order to save time, money and effort in doing things. He added that practicing good housekeeping and proper filing and archiving of records in the workplace contributes to improved office productivity by facilitating easy access to documents, non-dependence to a singular person keeping the file and minimizing man-hours spent on research.
Dr. Melda L. Estember, Director, University Libraries, Central Philippine University, presented an overview on records management, filing rules and setting up of filing system. Dr. Estember reiterated the importance of records management and emphasized how a cluttered, disorganized office can be a source of stress, especially when one cannot find what one needs or when the office is not cleaned thoroughly because of clutter. She also emphasized on the need for a database especially when records of the office are already too voluminous.
A study showed that an average worker spends at least 400 hours per year searching for documents. She added that by eliminating or getting rid of the clutter, such as old and obsolete reports, books, magazines, newspapers, reading materials, and even equipment, tools, furnitures and fixtures, a big amount of space will be freed up and less amount of time will be spent looking for things. She mentioned that, although many of the files currently created or worked-on may be electronic, we will always have to cope with paper files. She highlighted that people feel better about themselves when they work in a clean and well-organized environment.
Ms. Elizabeth T. Pulanco, Library Consultant, Central Philippine University then introduced archiving methods. She outlined the steps in archiving records, what kind of records need to be archived, the importance of preserving and maintaining the archives, among others.
It was a welcome opportunity to proactively engage and equip the NEDA-VI staff on the actual processes involved in records management in preparation of its ISO certification application. (DRD/NEDA)