Victorino Mapa Manalo, NAP executive director, stressed that under Republic Act 9470, or the National Archives of the Philippines Act of 2007, government agencies are not allowed to dispose of or destroy any public records unless they secure prior written permit from NAP.
“We are mandated to assist government institutions in managing their records, which includes determining items which are deemed expired or nonessential and if these should be junked already,” said Manalo.
Records officers of government entities must formally request permission from NAP on public documents that they have classified as “For Disposal.”
“They must write us officially to request permission to dispose of the items. There are forms they need to fill up. We assess and secure these significant public records. It’s a very tedious job,” Manalo said.
He added that NAP goes even to the remotest areas in the country to assist all government agencies organize their records and teach their personnel on the proper disposal of their non-essential files.
NAP is mandated to ensure the preservation of existing and future archival resources of the government. They also store national historical records that account to about 50 million single documents, which were collected from as early as the Spanish and Japanese colonial times.
Inventory of govt, private records
MANALO, meanwhile, announced NAP’s plan to do a nationwide inventory of records of various government agencies and private stakeholders beginning early 2012.
Manalo said NAP has to do the inventory to make certain, on a list, what documents government agencies and even private stakeholders have in their possession.
The inventory will initially focus on government offices in Regions 1, 7 and 11. He explained that the entry point of the inventory team shall be through the records section of every government offices. “By law, government agencies are supposed to have records’ sections. So, that will be the initial focus of the inventory.”
From the list of documents acquired from the records section, he explained, “we will check and identify which documents need to be archived.” Aside from this, Manalo said his office will also look into the government agencies’ records management system and provide assistance as needed.”
“We are still finalizing the whole program, but basically, we will be holding a large meeting and seminar with different government agencies, then, we will follow it through with other select agencies,” he said.
As regards the private stakeholders who are in possession of valuable records, Manalo shared that they are still ascertaining the procedure in coordinating with private individuals and groups.
When sought for answer on whether they will procure or not important records from private individuals or groups, he said though they have a mandate to acquire the record, “to a large extent, it is not always necessary to get the actual record, because we can also make an electronic copy, if permitted.”
The important thing, he pointed out, is that the record is properly preserved and accessed by the people.
(Jonathan Mayuga)
