ASSESSMENT IN RECORDS MANAGEMENT PRESERVATION IN LABOR RELATIONS COMPANY AT QUEZON CITY

Abstract

Effective records management is essential for organizational efficiency, legal compliance, and the preservation of institutional memory. In the digital era, maintaining the integrity, authenticity, and accessibility of records poses unique challenges and opportunities.​

A study conducted at a Labor Relations Company in Quezon City evaluated the records management preservation practices among twenty-eight employees. While specific findings are not detailed here, the research underscores the importance of robust records management in labor relations.​

In the Philippines, businesses are mandated to retain employee records for a minimum of three years, with a maximum retention period of ten years. This includes essential documents such as payroll records, time and attendance records, and employment contracts. Adhering to these retention periods ensures compliance with legal requirements and supports transparency in business operations.​

Proper records management also plays a critical role in safeguarding vital information, supporting decision-making, and demonstrating compliance with regulatory standards. The National Archives of the Philippines emphasizes the need for government agencies to establish and maintain active records management programs, covering aspects from creation to disposal of records. ​

Implementing comprehensive records management policies—including clear guidelines for document creation, storage, retrieval, and disposal—is essential for organizations. Regular training for employees on these policies enhances adherence and operational effectiveness, ensuring that records are managed in compliance with legal standards and contribute to the organization's overall efficiency. ​The study utilized a Descriptive Quantitative Research design, which is effective for systematically measuring variables and identifying patterns within a population or phenomenon. This approach focuses on collecting numerical data to provide a clear and concise summary of the research topic, answering questions about "what," "who," and "how" without delving into causal relationships. ​

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To select participants, the researchers employed Purposive Sampling, a non-probability technique where individuals are chosen based on specific characteristics relevant to the study. This method ensures that the sample includes participants who can provide the most insightful information regarding the research objectives. ​

Data collection was conducted using a survey questionnaire that incorporated a Likert Scale. This scale is designed to quantitatively assess participants' opinions, attitudes, or behaviors by presenting statements and asking respondents to indicate their level of agreement or disagreement. Typically, a Likert Scale includes multiple items measuring a single concept, enhancing the reliability of the responses. ​

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By integrating these methodologies, the research effectively gathered and analyzed data pertinent to the study's focus, ensuring that the findings are both reliable and insightful. ​The study highlights a paradox within the organization: while respondents express high satisfaction with existing records management procedures—including record creation, classification, security, storage, backup, and retrieval—significant challenges persist. Specifically, there is inadequate documentation of preservation processes and a lack of standardized procedures.​

To address these issues, implementing best practices in records management is essential. The U.S. Department of Labor mandates that employers maintain accurate records, including employee information, hours worked, and wages earned, to ensure compliance and transparency. Similarly, the U.S. Equal Employment Opportunity Commission requires employers to retain records such as wage rates, job evaluations, and collective bargaining agreements for at least two years, emphasizing the importance of documentation in preserving organizational integrity. ​

Additionally, the Society for Human Resource Management underscores that an effective workplace records policy serves as a blueprint for compliance with federal and state laws, providing practical guidance for consistent and effective records management and retention. ​

By adopting these practices, the organization can enhance the effectiveness of its records management system, ensuring that records are not only secure and accessible but also compliant with legal standards. This approach will address current challenges and contribute to the organization's overall efficiency and integrity. The study conducted at the Labor Relations Company in Quezon City highlights a paradox in their records management system: while employees express high satisfaction with procedures related to record creation, classification, security, storage, backup, and retrieval, significant challenges persist. These challenges include inadequate documentation of preservation processes and the absence of standardized procedures, which can lead to inconsistencies and inefficiencies.​

Proposed Strategies for Improvement:

Assign Responsibility for Documentation Tasks: Designating specific individuals or teams to oversee documentation ensures that preservation processes are consistently recorded and maintained. This approach promotes accountability and helps establish standardized procedures. Clear and organized documentation aids in team collaboration, reduces confusion, and preserves critical information.

Conduct Seminars and Training Sessions: Organizing educational programs on records management best practices enhances employees' understanding of effective documentation and preservation techniques. For instance, the Institute for Labor Studies in the Philippines benefited from a three-day workshop conducted by the National Archives of the Philippines, focusing on establishing efficient records management procedures.

Implement Regular Monitoring and Audits: Establishing routine checks of records management practices helps identify areas needing improvement and ensures adherence to standardized procedures. The Department of Agriculture's Bureau of Soils and Water Management successfully hosted an online training program aimed at enhancing knowledge and skills in document control and records management, emphasizing the importance of compliance and quality management.

Additional Recommendations:

Develop a Comprehensive Records Management Policy: Creating a formal policy provides a framework for consistent and effective records management, ensuring compliance with legal and regulatory requirements. The Society for Human Resource Management emphasizes that such policies serve as blueprints for adherence to laws and offer practical guidance for managing and retaining records. ​

Utilize Digital Tools for Documentation: Adopting digital records management systems streamlines documentation processes, enhances accessibility, and reduces the risk of errors associated with manual filing. Implementing a centralized, cloud-based system allows for organized records, automated workflows, and reduced redundancies.