The Records Management System of Department of Education City Divisions, Region V (Bicol)

Abstract

INTRODUCTION

Life records are created in every event. From birth to death, records are necessary and vital to man. Needless to say, records management is necessary to an individual, to companies, agencies, whether public or private. It calls for efficient and effective handling. So, it is obvious that piles of papers are accumulated. This pile of papers serves as the base of a sturdy business to avoid chaos and confusion and brings about smooth transactions. With the event of technology, records management has taken a new turn. Records management has become faster, smoother, and just as expected to serve clientele in the best manner possible.

METHODS

The descriptive-evaluative-inferential method, rating scale, frequency count, percentage, rank, proficiency level, weighted mean, and Mann Whitney U Test were used.

RESULTS

1. The respondents' assessment on records management, handling communications, classification, and filing, access to official records and disclosure of information, records disposition, the security of records, and protecting legal documents was Very Much Satisfactory. Shown efficient and effective performance in discharging their functions and responsibilities. Both the records officers and school principals are performing well in their respective assignments. 3. There is a significant difference in the rank orders of the perception between the records officers and school principals on discharging their functions and responsibilities. 4. The records officers and school principals of Department of Education Region V were very much satisfactory in terms of management skills. 5. There is no significant difference between the rank orders of the respondents' perceptions on the extent of managing their office based on the different management skills. 6. The records officers and school principals encountered serious problems in the execution of their duties and responsibilities in their respective offices. No significant difference in the rank orders of the problems encountered by records officers and school principals.

DISCUSSIONS

Problems like lack of machinery, paper shredder, new filing cabinets, non-implementation of records disposal, and lack of training for records officers were encountered. It is suggested that records management of records officers and school must be improved. Provision for electronic devices to fast track preparation of records/reporting, budget for the purchase of paper shredder and new filing cabinets; allocation of budget for records office; attending training, strict recording of file per document.