Page 130 - ADMINISTRATIVE MANUAL

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CHAPTER VIII

Republic of the Philippines
ISABELA STATE UNIVERSITY
Echague, Isabela

RECORDS MANAGEMENT

INTRODUCTION

Records are vital tools in the efficient operation of any 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.

Records Management is that phase of organizational activity, which deals with the
proper creation, maintenance, utilization, disposition, and control of all records of an agency
in its official transactions. It is synonymous with Paperwork Management.

A. Standard Operating Procedures

The Records Section shall adopt the following steps and corresponding standard
operating procedures:
a) Receiving

The Records Section shall take care of:
1) Receiving all ordinary mail, signing and returning of receipts for all registered
letters, telegrams, parcel, etc. delivered through postal or private
messengerial service.
2) Receiving and signing all receipts for all hand carried communications, and
requiring the carrier to sign counter receipts or hand carried slips indicating
date and time of delivery for records purposes and to guide action units
concerned.
3) All incoming communications shall be stamped, dated and initialed by the
receiver.

b) Recording

The following data shall be recorded in the logbook:
1) Corresponding number
2) Type and date of communication
3) Subject matter in brief
4) Action unit it is routed

For practical purposes, there shall be separate logbook for incoming communications
and outgoing communications.

Separate logbooks for communications by source shall be maintained if possible.

Guide tabs and other appropriate devices shall be used to indicate necessary
divisions of the logbooks.

c) Delivery to action units

1) Recorded communications shall be acknowledged by duly-assigned clerks in the
division, etc.