NATIONAL INVENTORY OF RECORDS JENNIE C. LITIGIO

APPROVED RECORDS DISPOSITION SCHEDULE

Why Do We Need an Inventory? It is required by law (RA 9470 - Art. III Sec. 15) Establish a Public Access Registry Identification of government employees accountable/responsible for records management Examine, identify and list records of government agencies Classify and preserve records which are of permanent or enduring value To mitigate the effects of disaster Preparation for Electronic Governance

Goals of National Inventory To create a listing of Record Series of all Government Agencies throughout the country to strengthen the system of records keeping To provide public access of records to all government agencies by establishing a public access registry

NATIONAL INVENTORY COUNTRY WIDE DRIVE

Introduction of National Inventory Meeting with Usec Jaime Pacanan of Department of Public Works and Highway Meeting with Dir. Nestor C. Castro of Department of National Defense

Draft Executive Order

Memorandum Circular Issued by DILG signed by the late Sec. Jesse M Memorandum Circular Issued by DILG signed by the late Sec. Jesse M. Robredo

Memorandum Circular Issued by DOE signed by Sec. Jose Rene D. Almendras

Draft Departmental Memorandum

Draft Departmental Memorandum Designate Departmental Coordinator on the Assistant Secretary level Set up Departmental Inventory Committee to coordinate inventory activities and follow up submissions Set up Regional Inventory Committee to coordinate and follow up on regional level Repeat consultations and submissions in 2014 for Regions I, II ,CAR, NCR,VII and XI Regional consultations only for Regions III, IV-A, IV-B, V, VI ,IX, and in 2014 Regional seminars and submissions for Regions III, IV-A, IV-B, V, VI, IX, and X in 2015

Seminars Conducted in 2012 and 2013 DEPARTMENTS Pearl Manila Hotel Malate, Manila June 20, 2012 No. of Agencies Invited : 20 No. of Attendees : 20 No. of Submitted Inventory : 1

Seminars Conducted in 2012 and 2013 REGION I Hotel Veniz, Baguio City August 24, 2012 No. of Agencies Invited : 68 No. of Attendees : 74 No. of Submitted Inventory : 77

Seminars Conducted in 2012 and 2013 NATIONAL CAPITAL REGION Great Eastern Hotel Quezon Avenue, Quezon City October 4 & 5, 2012 No. of Agencies Invited : 383 No. of Attendees : 227 No. of Submitted Inventory : 9

Seminars Conducted in 2012 and 2013 REGION VII Crown Regency Residences Cebu City February 7, 2013 No. of Agencies Invited : 179 No. of Attendees : 74 No. of Submitted Inventory : 15

Seminars Conducted in 2012 and 2013 CORDILLERA ADMIN. REGION Veniz Hotel, Baguio City February 27, 2013 No. of Agencies Invited : 112 No. of Attendees : 59 No. of Submitted Inventory : 32

Seminars Conducted in 2012 and 2013 REGION XI Grand Regal Hotel, Davao City March 20, 2013 No. of Agencies Invited : 116 No. of Attendees : 64 No. of Submitted Inventory : 2

Seminars Conducted in 2012 and 2013 REGION II Ivory Hotel, Tuguegarao City October 10, 2013 No. of Agencies Invited : 112 No. of Attendees : 57 No. of Submitted Inventory : 3

DEPARTMENT OF TRADE AND INDUSTRY Rough Estimate of Number of Inventories Head Office Head Offices of Attached Agencies/Bureaus Provincial Offices Total : 1 : 23 : 28 : 58 Regional Offices Regional Offices of Attached Agencies/Bureaus : 6 : 0 Actual Number of Submitted Inventories : 2

Original 5 Year Schedule of National Inventory NAP will visit government agencies and hold fora and seminars 2012 – Region I and NCR 2013 – Region II, CAR, VII and XI 2014 – Region IV-A, IV-B, VI, X and CARAGA 2015 – Region III, VIII, IX and ARMM 2016 – Region V and XII

2014 National Inventory Schedule March 26– Meeting with Executive Coordinators and Chief Records Managers/Officers of Departments and Constitutional Bodies April - Workshop on Records Recovery in Tacloban City May – NAP Personnel will conduct follow-up and render technical assistance for collation of outputs Meeting with Regional Directors and Heads of Attached Agencies/Bureaus (Region VII and XI) Workshop on Records Recovery in Northern Cebu and Northern Iloilo

2014 National Inventory Schedule August – Meeting with Regional Directors and Head of Attached Agencies/Bureaus (Region I, II and CAR) September – NAP Personnel will conduct follow-up and render technical assistance for collation of outputs October – Second Meeting with Executive Coordinators and Chief Records Managers/Officers of Departments and Constitutional Bodies November to December – Collation and evaluation of submitted national inventory of records from different Departments

What we need from you: Actual list of all offices under your department / commission including bureaus and attached agencies per region Departmental memorandum Creation of National Inventory Committee for your head office and regional offices with a departmental coordinator included 100% Compliance/Submission of properly accomplished National Inventory Form List of Record Managers/Officers for your department/commission, bureaus and attached agencies with their complete address and contact details

SUMMARY OF SUBMITTED OUTPUTS ON NATIONAL INVENTORY UPDATE ON NIRA SUMMARY OF SUBMITTED OUTPUTS ON NATIONAL INVENTORY (as of NOVEMBER 27, 2014)   2012 2013 2014 TOTAL National Gov't (Attached Agencies & Bureaus) 62 85 209 LGU 1 5 6 GOCC 3 45 19 67 Constitutional Office 7 Executive Office 8 2 10 Judicial Office Hospitals 12 State Universities & Colleges 73 154 87 314

SEMINARS HELD SEMINARS HELD (2014) April 13, 2014 DOE DPWH June 24 – 25, 2014 DILG July 29 – August 1, 2014 DSWD August 5 - 8, 2014 DTI August 13 – 15, 2014 DOH August 26 – 27, 2014 DOT September 8, 2014 DND TOTAL SEMINARS HELD 8 (NCR, Region I, II, CAR, VII, XI) SEMINARS HELD (2012 - 2013)   June 20, 2012 Pearl Manila Hotel August 24, 2012 Baguio City October 4 - 5, 2012 Quezon City November 27 - 28, 2012 Bauang, La Union February 7 - 8, 2013 Cebu City February 27 - 28, 2013 March 20 - 21, 2013 Davao City October 10 - 11, 2013 Tuguegarao City TOTAL SEMINARS HELD 14

National Inventory Form

Topic Outline Records Inventory -Legal Basis -Definition: Records Series -Importance -Basic Objectives -Requisites,Methods of Taking Inventory -Planning the Inventory : Actual Invetory

LEGAL BASIS ARTICLE III, SECTION 15, REPUBLIC ACT (RA) 9470 All government offices shall regularly conduct an inventory of their public records and shall be mandated to keep all public records under its custody, records transferred to the National Archives or Records Centers, and records disposed with an approval and authority from NAP.

What is Records Inventory Conduct of related activities to locate, identify, describe, count and measure all records in the office and storage area including all loose and bound papers, microfilms, optical disks and magnetic tapes.

RECORDS INVENTORY A descriptive list of the record holdings of an agency. It is usually done in RECORDS SERIES.

What is Records Series? It refers to a group of related records arranged under a single unit or kept together as a unit because they deal with a particular subject, result from the same activity or have a special form. Examples: -Application for Leave -Contract -Bidding & Awards Files -Ordinances

BASIC Objectives of Records Inventory To identify and locate the records series To determine the volume of the records series (in cubic meters) To determine the age of the records To find out the present and future needs of the agency in terms of filing equipment, floor space and records personnel

Requisites of Records Inventory It must cover all records It must cover the entire agency or organization It must be clear with respect to both records descriptions and disposition instructions

IMPORTANCE OF RECORDS INVENTORY Turn Over of Records to Successor (Rule 36, Article 57 of the Implementing Rules & Regulations (IRR) of Republic Act (RA) 9470 Records Management Audit (Rule 52, Article 87-88 of IRR

IMPORTANCE OF RECORDS INVENTORY Serve as guide in the absence of the records officer/custodian Heritage resources (documents) can be used as material for tourism guides, inspiration of product design, and teaching modules

3 BASIC METHODS OF TAKING INVENTORY By Questionnaires By Consultation By Physical Inventory Animated lines and tabs (Intermediate) To reproduce the first vertical line on this slide, do the following: On the Home tab, in the Slides group, click Layout, and then click Blank. On the Insert tab, in the Illustrations group, click Shapes, and then under Lines click Line. On the slide, press and hold SHIFT, and then drag to draw a straight, vertical line. Under Drawing Tools, on the Format tab, in the Size group, in the Shape Width box, enter 4.5”. On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Line Color in the left pane, select Gradient fill in the Line Color pane, and then do the following: In the Type list, select Linear. Click the button next to Direction, and then click Linear Right (first row, fourth option from the left). In the Angle box, enter 0°. Under Gradient stops, click Add gradient stop or Remove gradient stop until three stops appear in the slider. Also under Gradient stops, customize the gradient stops that you added as follows: Select the first stop in the slider, and then do the following: In the Position box, enter 0%. Click the button next to Color, select More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 148, Green: 172, and Blue: 208. In the Transparency box, enter 100%. Select the next stop in the slider, and then do the following: In the Position box, enter 50%. In the Transparency box, enter 0%. Select the last stop in the slider, , and then do the following: In the Position box, enter 99%. Also in the Format Shape dialog box, click Line Style in the left pane. In the Line Style pane, in the Width box, enter 6 pt. To reproduce the first rectangle on this slide, do the following: On the Insert tab, in the Illustrations group, click Shapes, and then under Rectangles click Rectangle (first option from the left). On the slide, drag to draw a rectangle. Select the rectangle. Under Drawing Tools, on the Format tab, in the Size group, do the following: In the Height box, enter 2”. In the Width box, enter 2”. Under Drawing Tools, on the Format tab, in the bottom right corner of the Shape Styles group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following: Click the button next to Direction, and then click Linear Up (second row, second option from the left). In the Angle box, enter 270°. Click the button next to Color, select More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 44, Green: 93, and Blue: 152. In the Position box, enter 80%. Click the button next to Color, select More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 60, Green: 123, Blue: 199. Select the last stop in the slider, and then do the following: In the Position box, enter 100%. Click the button next to Color, select More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 58, Green: 124, Blue: 203. Also in the Format Shape dialog box, click Line Color in the left pane. In the Line Color pane, select No line. Also in the Format Shape dialog box, click 3-D Format in the left pane, and in the 3-D Format pane, do the following: Under Bevel, click the button next to Top, and then under Bevel click Circle (first row, first option from the left). Next to Top, in the Width box, enter 5 pt, and in the Height box, enter 2 pt. Under Surface, in the Angle box, enter 20°. On the slide, right-click the rectangle and then click Edit Text. Enter text in the text box and select the text. On the Home tab, in the Font group, do the following: In the Font list, select Calibri. In the Font Size list, select 32. Click the button next to Font Color, and then under Theme Colors click White, Background 1 (first row, first option from the left). On the slide, press and hold CTRL, and then select the line and the rectangle. On the Home tab, in the Drawing group, click Arrange, point to Align, and then do the following: Click Align Selected Objects. Click Align Left. With the line and rectangle still selected, drag them to the left side of the slide. To reproduce the animation effects for the first vertical line and rectangle on this slide, do the following: On the slide, select the line. On the Animations tab, in the Advanced Animation group, click Add Animation, and then under entrance click Fly In. Also on the Animations tab, in the Timing group, do the following: In the Start list, select With Previous. In the Duration box, enter 1.00. Also on the Animations tab, in the Animation group, click Effect Options, and then click From Top. On the slide, select the line. On the Animations tab, in the Advanced Animation group, click Add Animation, and then under Emphasis click Grow/Shrink. Also on the Animations tab, in the Animation group, click the Effect Options dialog box launcher. In the Grow/Shrink dialog box, do the following: On the Effect tab, do the following: In the Size list, select Tiny. Also in the Size list, select Vertical. On the Timing tab, do the following: In the Delay box, enter 0.5. In the Duration list, select 1 seconds (Fast). On the slide, select the rectangle. On the Animations tab, in the Advanced Animation group, click Add Animation, and then under Entrance click Wipe. In the Start list, select After Previous. Also on the Animations tab, in the Animation group, click Effect Options, and then click From Left. To reproduce the other shapes with animation effects on this slide, do the following: On the slide, press and hold CTRL, and then select the rectangle and the line. On the Home tab, in the Clipboard group, click the arrow to the right of Copy, and then click Duplicate. On the slide, drag the second line and rectangle to the center of the slide. With the second line and rectangle still selected, on the Home tab, in the Clipboard group, click the arrow to the right of Copy, and then click Duplicate. On the slide, drag the third line and rectangle to the right side of the slide. On the slide, press CTRL+A to select all the objects on the slide. On the Home tab, in the Drawing group, click Arrange, point to Align, and then do the following: Click Align to Slide. Click Align Middle. Click the text in each of the duplicate rectangles, and then edit the text. On the slide, select the second (middle) line. On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Line Color in the left pane, select Gradient fill in the Line Color pane, and then do the following: Click the button next to Color, select More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 154, Green: 181, Blue: 228. Click the button next to Color, and then under Theme Colors click White, Background 1, Darker 25% (fourth row, first option from the left). On the slide, select the second (middle) rectangle. On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following: Click the button next to Color, select More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 118, Green: 149, Blue: 53. Click the button next to Color, select More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 115, Green: 195, Blue: 72. Click the button next to Color, select More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 156, Green: 199, Blue: 70. On the slide, select the third (right) line. On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Line Color in the left pane, select Gradient fill in the Line Color pane, and then do the following: Click the button next to Color, and then under Theme Colors click Aqua, Accent 5, Lighter 40% (fourth row, ninth option from the left). On the slide, select the third (right) rectangle. On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following: Click the button next to Color, select More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 39, Green: 135, Blue: 160. Click the button next to Color, select More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 54, Green: 177, Blue: 210. Click the button next to Color, select More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 52, Green: 179, Blue: 214. To reproduce the background effects on this slide, do the following: Right-click the slide background area, and then click Format Background. In the Format Background dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following: In the Type list, select Radial. Click the button next to Direction, and then click From Center (third option from the left). In the Position box, enter 33%. Click the button next to Color, and then under Theme Colors click White, Background 1 (first row, first option from the left). In the Position box, enter 67%. Click the button next to Color, select More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 228, Green: 233, Blue: 236. Click the button next to Color, select More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 178, Green: 186, Blue: 210.

Methods of taking inventory By Questionnaire – the circulation of forms to all department/division heads requesting listing of materials filed in their offices and their recommended retention periods By Consultation – individual department/ division heads are met to discuss records groupings and notations are made on possible retention periods

Methods . . . . By Physical Inventory – individuals are assigned to a records survey. They examine each file and record the necessary data.

ADVANTAGES OF PHYSICAL INVENTORY Provides for a complete coverage of active and inactive records Records are pinpointed as to location There is a little interference with daily agency transactions Agency’s problems are easily identified

Planning the Inventory Briefing of personnel involved: - Know the objectives of the inventory - Be familiar with operations of the agency - Establish target dates (starting and completion dates)

Planning . . . . . Location - sketch the floor plan of the rooms where the records are kept. Indicate the layout of the filing cabinets and designate a corresponding number for each cabinet from left to right and in clockwise direction of the room. 4 1 2 3 5 6 7 11 10 9 8

Planning . . . . . Information needed to be obtained for each records series: - name of agency - address of the agency - organizational unit - person in charge of the files - telephone number - date prepared

Information . . . . . Records series title and description Period covered Volume of records Location of records Frequency of use Duplication

How to compute volume of records One filing drawer – 0.056 cu.m. One 4-drawer filing cabinet - 0.224 cu.m. Open shelves – V= l x h x w

Frequency of use Daily Once a month As the need arises (ANA) Others (specify)

Duplication of copies Indicate the organizational units/offices that have copies of the records being inventoried

Actual Inventory Identify the records series to be inventoried Determine the earliest and latest periods covered by the records series to be inventoried Inventory by “file stations” (location of files, maybe a cabinet or groups of cabinets placed separately) Accomplish NAP form No. 1

NAP Form No. 1 Records Inventory and Appraisal

NATIONAL ARCHIVES OF THE PHILIPPINES TNL Bldg., T.M. Kalaw St., Ermita, Manila

Sample of inventory w/ entries NATIONAL ARCHIVES OF THE PHILIPPINES Records Section, FAD (02) 400-4971 TNL Bldg., T.M. Kalaw St., Ermita, Manila Edgar Camacho Feb. 17, 2009 Communication 1980-Present .056 m3 Cab. 1-D-A ANA 1 Rec. Section Non-Routine 1 Action Unit Routine Concerned Directives/Issuances 1958-Present .224 m3 Cab. 2 ANA 1 Rec. Section Circulars 1 Divisions Memoranda Copy Each Vouchers 1998-Present 2.24 m3 Cab. 3-12 ANA 1 Accounting 1 Auditing 1 Div. Concerned Logbooks of Incoming and 2005-Present .056 m3 Cab. 1-D-B Daily 1 Copy only Outgoing Communications Annual Accomplishment 1958-Present 1.12 m3 Cab. 13-16 Annually 1 DBM Reports 1 Rec. Section Edgar Camacho Records Officer - Designate Elizabeth B. Eje VIRGINIA E. DARLUCIO

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