From Paperwork to Purpose: A STEP UP in Records Management

The STEP UP on Records Management proved to be more than just a technical workshop—it was a transformative experience that reshaped how participants understood their role in managing institutional information.

The program opened with a compelling reminder from Prof. Arthur A. Gonzales III, who emphasized that quality service is not simply about professional communication or meeting deadlines. True quality, he explained, must align with global standards, including how information is handled, protected, and used within the organization.

Setting the tone for active engagement, Asst. Prof. Kristian July R. Yap encouraged participants to take part in discussions, ask questions, and share their own experiences throughout the training. This interactive atmosphere fostered a sense of shared responsibility, where participants came to see records management not as a passive administrative task, but as a critical function that impacts operations, compliance, and public accountability.

Asst. Prof. Jonathan D. Isip during the training plenary

The core of the training, led by Asst. Prof. Jonathan D. Isip, brought attention to a fundamental question: What exactly are records, and which ones are we responsible for? Through breakout groups and coaching, participants explored the various types of records they handle—from student and employee records to procurement, financial, and policy documents. Discussions also covered memos, publications, and library holdings. One key takeaway was the distinction between documents and records: while all records are documents, not all documents qualify as records. Records are created as evidence of official acts or decisions and must be maintained according to legal or institutional requirements. As emphasized, “We shouldn’t manage records we are not mandated to keep.”

The training further grounded these insights in relevant legal frameworks, particularly the Data Privacy Act of 2012. Participants learned about the principles of accountability, the importance of securing personal data, and the specific criteria under which data can be lawfully processed. Topics such as purpose limitation, accuracy, minimal data collection, and timely destruction were thoroughly discussed. ISO 15489-1:2016, the international standard for records management, was introduced to underscore the importance of authenticity and reliability—records must be created close to the time of the event and must accurately reflect the actions or decisions they document.

On the second day, the discussions shifted to the practical side of managing records. Participants were guided through strategies for organizing physical and digital records, distinguishing between personal, team, corporate, and public access areas. They were also introduced to simple but effective tools like shared inboxes and support ticket systems, which help track responsibilities and ensure accountability. The importance of managing groups instead of individuals, and the use of role-based access controls, were highlighted as key practices in protecting sensitive information.

Retention and disposal were also crucial topics. Participants reviewed the General Records Disposition Schedule (GRDS) and the Agency Records Disposition Schedule (RDS), which agencies must develop and submit to the National Archives of the Philippines for approval. By learning how to evaluate records based on administrative, fiscal, legal, or archival value, participants gained the tools to determine appropriate retention periods for different types of documents.

By the third day, the participants were ready to present their capstone outputs—applications of their learnings to the records practices in their respective offices. The final presentations reflected not only technical understanding but also a deeper sense of responsibility. In a heartfelt valedictory speech, one participant confessed, “Akala ko madaling training lang… Magfa-file lang ng mga papel. Pero seryosong bagay pala ang records management.” The sentiment was echoed across the room: what many thought was simple clerical work turned out to be a vital and sensitive duty requiring thoughtful attention and ethical commitment.

Closing the training, Vice Chancellor for Administration Adeline A. Pacia encouraged the graduates to share what they learned with their colleagues and continue supporting future runs of STEP UP. He invited participants to reflect on how records management contributes to the broader goals of transparency, accountability, and institutional excellence.

What began as a technical training concluded with a renewed appreciation for the invisible backbone of any organization—its records—and the people entrusted to manage them.