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CHAPTER IX

Republic of the Philippines
ISABELA STATE UNIVERSITY
Echague, Isabela

SECURITY OF RECORDS

DEFINITION
The preventive and protective measures and actions undertaken in order to safeguard
records/documents in all government agencies from unauthorized and indiscriminate disclosure,
damage, destruction and lose whether these records are field in the current or non-current storage
area.

SIGNIFICANCE OF RECORDS SECURITY

1) An inseparable task of every supervisor in any organization

 Security is a command responsibility. it is the duty of all supervisors to assure
themselves of the loyalty and integrity of the personnel belonging to their units.
effective security depends on the supervisor.

2) A continuing challenge to those who have the fundamental duty or obligation to keep
interest in security measure alive.

 Records keepers trust must be records security at all time. this is a test for the
records keepers whether the trust and confidence placed upon them is upheld.

3) A facilitator

 Records security enables the easy retrieval of the records at the most convenient
time, documenting further its adhesiveness with the principle of reliability.

4) One of the deterring factors to acts of sabotage, arson, embezzlement and other vicious
forms of crimes against property.

5) One of the several important elements of a proper and sound records management.
6) Records, which are vital to the agency's operations, are identified and given adequate
protection against natural and man-made-hazards.

SECURITY OF INFORMATION AND RECORDS

Security of records is maintaining records in such a manner that unauthorized individuals
shall not gain access to them, or to the information they contain; so that they shall not be physically
removed, transferred or manipulated without prior authority, and that they shall be protected from
loss or damage by fire or tampering.

To ensure maximum security of records, two factors must be taken into consideration:
1) Security of information, and
2) Physical security of records.