Building Excellence in Records Management: A Transformative Learning Experience

University personnel enhance their skills and gain fresh perspectives on records management through a comprehensive three-day training program.

A Strategic Investment in Professional Development

The Human Resource Development Office (HRDO) recently concluded a three-day training program on Records Management. The initiative brought together university personnel responsible for handling institutional records, equipping them with essential knowledge and practical skills to enhance the University's records management systems.

The program revealed an important truth: records management extends far beyond administrative tasks—it's about preserving the University's institutional memory and ensuring accountability for future generations.

Day 1: Foundations and Framework

HRDO Director Arthur Gonzales III opened the program with remarks emphasizing that university employees serve as stewards of institutional knowledge. His message underscored how responsible records management safeguards the University's integrity and legacy. Asst. Prof. Kristian July R. Yap provided an overview of the program structure and encouraged participants to maximize the learning opportunity.

The Learning Service Provider, Prof. Jonathan Isip, introduced a fundamental question that shaped the entire training: "All of us manage records—but what do we actually manage?" Through engaging discussions, participants gained clarity on the distinctions between information, documents, and records. They learned that records serve as official evidence of institutional transactions and decisions, making their proper management essential to organizational accountability.

The training covered the Information Lifecycle framework, spanning Creation, Capture, Storage and Maintenance, Use, and Disposal. Participants also explored relevant legal foundations including the Data Privacy Act of 2012 and RA 11032 (Ease of Doing Business and Efficient Government Service Delivery Act), connecting these frameworks to the University's ongoing digital transformation initiatives.

Day 2: Practical Application

The second day focused on hands-on exercises in organizing and managing both physical and electronic records. Participants worked through real-world scenarios involving file cabinets, shared drives, and various storage systems, identifying practical challenges and developing effective solutions.

Group activities centered on analyzing functional classifications of records and exploring best practices for data privacy and access management. The collaborative sessions reinforced an important principle: effective records management requires clear policies, well-defined roles, and systematic procedures that align with institutional objectives.

Day 3: Capstone Presentations

The final day featured capstone project presentations where groups analyzed their respective office records systems. A panel of LSP representatives and Subject Matter Experts provided constructive feedback on critical aspects including records access protocols, security best practices, consistent terminology, and appropriate disposal methods.

The presentations demonstrated participants' deepened understanding of how accuracy, consistency, and compliance form the foundation of sound records management practice.

A Meaningful Conclusion

The program concluded with an awarding ceremony recognizing outstanding participants. In her closing message, Vice Chancellor Adeline A. Pacia offered a perspective that resonated deeply with attendees:

"May we never forget to add the human touch to records management. Records are stories—they represent life and events—so manage them with care and sensitivity."

Her words reminded everyone that behind every record lies a human story, and that managing these records with care reflects the University's values.

What Participants Gained

The training provided practical tools for immediate implementation, deeper knowledge of legal compliance requirements, and a broader perspective on how individual contributions support the University's mission. Participants also valued the opportunity to connect with colleagues across different offices who share similar challenges and responsibilities.

Looking Ahead

This training program represents the University's ongoing commitment to professional development and institutional excellence. Records management is more than a technical skill—it's a professional responsibility that directly impacts organizational integrity, compliance, and efficiency.

Interested in joining future training programs? The HRDO offers professional development opportunities designed to enhance employee competencies and support career growth. Watch for announcements about upcoming sessions and take advantage of these valuable learning experiences.

For information about upcoming training programs, please contact the UP Diliman Human Resource Development Office Training Section.