The Case Records Management of the Metropolitan Trial Court, Parañaque City: An Assessment Towards its Enhancement

Abstract

Courts have operated in an entirely paper-based world with a reluctance to embrace the new technology. From the traditional records management system to the so-called “computer take-over,” some people thought it would be possible to have a paperless office. While the transformation from a paper-based court to an electronic court is underway, the path to becoming 100% paperless is an arduous endeavor. Evolving from a traditional way to an electronic and paperless one does not happen in one giant leap. Records management of Metropolitan Trial Court –Parañaque City is faced with procedural issues. This paper presents the case records management of Metropolitan Trial Court, Parañaque City, assessment to that by the respondents as well as the problems and concerns posed in the records management for a possibility of enhancing the same. The researcher used the descriptive method wherein a self-made questionnaire was developed through the aid of related studies and literature. Finding the absence of specific and well-thought policy and guidelines, the records management of Metropolitan Trial Court –Parañaque City is problematic considering that the desired result by the researcher is not achieved. It is recommended the creation of an item position to serve as records custodian who will maintain and oversee all the records in a particular branch; improvement and upgrade of the system by allocating funds for purchase of equipment/materials needed for records management, introduce image scanning of all records whether active or inactive and storing them in electronic storage devices, develop a computerization program designed specifically for courts with or without the use of the internet, for easy retrieval of records necessary for the transaction of the court. Develop the manpower by conducting well-thought training sessions and seminars for all court personnel; establish a new department known as Records Section; creation of records audit committee to check the case records of courts and ensure compliance to existing policy on records management. Create a records manual indicating the policy, guidelines, proper practice, and procedure outlining clear rules of case records management, paper, and electronic. Conduct comprehensive research work about case records management and automated court system.