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PROGRAM PERFORMANCE PROFILE

PARAMETER F – RECORDS MANAGEMENT

1. SYSTEM AND PROCESSES

➢ Present the approved Records Management Manual

CvSU RECORDS MANAGEMENT SYSTEM

INTRODUCTION

Records are vital tools in the efficient operation of the agency. By its records, an agency
authenticates and keeps track of its day to day activities. Records also provide the material
for planners and implementers of future operations. Hence, the management and tracking of
records should be properly operated to better achieve one of the primary functions of modern
day organization – getting the right information, from the right person at the right time and at a
reasonable cost. Moreover, to ensure the effectiveness of this function, proper system in
records keeping and records tracking are necessary. The processing, use, maintenance,
storage and retrieval of these records are to be monitored closely.

RECORDS MANAGEMENT IN GENERAL

Records Defined

Records refer to “any paper, book, photograph, motion picture, film, micro-film,
sound, recording, drawing, chart, map or other document of any physical form or copy
thereof that has been made or received by any entity or its successors as evidence of
the objectives organizations, functions, policies, decisions, procedures, operations, or
other activities of the government or because of the information contained therein”.

Stated in another manner, records consist of all books, papers, maps, micro-film,
motion pictures, magnetic tapes or other documentary materials made in physical form
or characteristic and are made or received by any organization in pursuance of its legal
obligation or in connection with the transaction of its proper business; and returned for
short or long periods or preserved its evidence of its functions, policies, procedures,
operations and other activities.

Three Characteristics of Records are:

1. They are tangible and can, thereof be seen and held;
2. They are entity or received by it in connection with the transaction of public business;
and

3. They are retained by the agency or entity or its successors as evidence of the
objectives, policies, decisions, and/or procedures of the organization.

Area X: Administration