Republic Act 9470 or the National Archives of the Philippines Act provided the legal framework to which records management in government agencies are regulated. The law specifically requires all government agencies including State Universities like the University of the Philippines (UP) Diliman to establish a records management program, conduct of inventory of public records, and establishment of records disposition schedules, among others. Even though attempts have been made to standardize and formalize the records management program for UP Diliman, the University still doesn't have a records management program for all offices of the University.
This study sought to define and assess the current records management practices of offices in UP Diliman. The assessment highlights that UP Diliman offices, even having no standard policy, have similarities in process and procedures in its records keeping practices. Records in UP Diliman can also be divided into thirteen major records series that documents all functions of the University.
The findings of the preliminary investigation, analysis of business transactions of UP Diliman and assessment and identification of existing system and requirements for records, together with the guidance of RA 9470, ISO 15489 and other relevant laws and legislations regarding records management serve as bases for the development of a draft UP Diliman records management policy framework. A policy review was then conducted to the draft policy framework to ensure that the policy statements are clear, concise and understandable by the staff of the university and determine the adaptability of the records management policy statements to the UP Diliman. Its results then serve as materials for the proposal and development of a comprehensive records management program with key components such as 1.) File Classification Plan; 2.) Records Retention and Disposition Schedule; 3.) Vital Records Program and 4.) Disaster Prevention and Recovery Plan. The comprehensive records management program may be adopted by UP Diliman as a formal framework for an efficient records management system for the University.