Republic of the Philippines

Department of Health National Capital Region

SAN LORENZO RUIZ WOMENS HOSPITAL
O. Reyes St., Santulan, Malabon City
Tel. No. (02) 294-4853 / 294-4854
PhilHealth Accredited Facility

SALIENT INFORMATION OBTAIN FROM BASIC RECORDS MANAGEMENT HELD AT

BAYFRONT HOTEL, CEBU CITY

RECORDS
- refers to records or classes of records, in any form, in whole or in part, created or received by a
government agency in the conduct of its affairs, and have been retained by that government
agency or its successors as evidence or because of the information contained therein

RECORDS MANAGEMENT
- the use, storage and disposition of current operating records
- Three Important Process to consider:
o File and Records Management
o Records Storage
o Archiving and/or Disposition

REPUBLIC ACT 9470

- An Act to Strengthen the System of Management and Administration of Archival Records,
Establishing for the Purpose of the National Archives of the Philippines and for Other Purposes
- SCOPE: Archival and records management programs and activities in all branches of the
government
- to achieve high level of public accountability and ensure that records are retained until their
value as evidence of government activities, rights and entitlements, or as documents of
historical or cultural heritage can be assessed

LIABILITY:
A person who willfully or negligently, damages a public records or disposes or destroys a public record
other than in accordance with the provisions of this Act or contravenes or fails to comply with the
provisions of this Act or any regulations made under this Act shall be deemed to have committed an
offense.

PENALTY:
Any public officer committing any unlawful acts or omissions shall be punished by a fine of not less than
Five Hundred Thousand Pesos (Php500,000.00) but not exceeding One Million Pesos (Php1,000.000.00)
or be imprisoned for not less than five (5) years but more than fifteen (15) years or both fine and
imprisonment at the discretion of the court

NATIONAL ARCHIVES OF THE PHILIPPINES (NAP)

- Mandated by RA 9470 to oversee proper Records Management and Archives Administration
- Facilitator of the training with the coordination with DOH-KMITS

ISO tayo..serbisyong de kalidad at siguraDOH

NAP DURING THE COURSE OF TRAINING:
- Recommends creation or establishment of Records Management and Improvement
Committee (RMIC) in charge of the Agencys Records Inventory and Records Disposition
Schedule (RDS) duly approved by the Executive Director of NAP
- Suggests Functional Subject Alphabetical Classification System (FSACS) in filing or managing
records
- Recommends Records and Archives Management Program, File Station and Mail Management
- Suggests that every area/unit/section/division of the agency should have focal persons in-
charge with their records (decentralized) RECORDS CUSTODIAN
- Classification of records

FSACS:

FLOW OF RECORDS DISPOSITION

1. Agency must establish RMIC

2. Agency must conduct inventory of its records
3. Formulation of Agencys RDS (based on NAPs GRDS and DOH GRDS)
4. Submission of Agencys RDS to NAP
5. Request for Disposition
6. Written Authority from NAP Executive Director
7. Visitation of NAP Analyst
8. Disposition of Records with witness from RMIC, COA and NAP
9. Issuance of Certificate of Disposal by NAP

ISO tayo..serbisyong de kalidad at siguraDOH

EXPECTED TASKS OF PARTICIPANTS/AGENCY AFTER THE TRAINING:
1. Give Feedback
2. Create RMIC/RMIC Sub-Committee
3. Conduct Records Inventory
- Submit a copy to KMITS
- Update when necessary
4. Develop RDS coordinate with NAP
5. Dispose valueless records if with RDS
6. Establish File/Records Management System
7. Establish Mail Room
8. Establish Records Center

TASKS OF KMITS-CRAU
1. Coordinate with HFDB re: development of medical records disposition schedule for hospitals and
TRC
2. Endorse records inventory to NAP
3. Conduct monitoring
4. Provide Technical Assistance
5. Recommend creation of plantilla position/s for Records Officer Rationalization Plan
6. Coordinate with HOMIS team re: access to medical statistics, registry
7. Issue DM on agreements re: NAP Requirements such as creation of RMIC, conduct of records of
inventory

~ Thank You ~

Prepared and presented by:

EMERSON C. ANGELES, RN
Administrative Officer III
Document Control Officer

ISO tayo..serbisyong de kalidad at siguraDOH