Background and Rationale

The documents and records of an institution, school and/or agency are crucial to the conduct of business of that organization. These documents should be organized, indexed/ catalogued and stored for easy retrieval and access of personnel who need the vital information found in these documents in the course of their work and in dealing with the clients.

Which of the vast number of documents created by an institution have administrative, legal or research value to warrant permanent retention as archives? The establishment of the institutional archives will ensure appropriate and permanent care for records of historical value, in order to make them available for use both now and in the future.

The modules on preservation/conservation and
disaster management will give participants the basics on how to preserve these important documents from harm and keep them for years to come.


This seminar workshop aims to obtain the following objectives:

  • to introduce the basic concepts and principles of records management so that participants will realize the importance of establishing and maintaining a system for managing records;
  • to help participants draft the working documents needed to establish the structure (policies and procedures) of a records management system;
  • to make participants aware that records need to be maintained and preserved because these contain important information crucial to the life of the organization and/or the customers they serve;
  • to introduce the basic concepts and principles of establishing an archives for institutions; and
  • to introduce the basic principles of disaster management and help participants prepare emergency plans for potential disasters.

The Topics

A. Records Management

  • Introduction to records management
  • Records creation and control
  • Files administration;
  • Classification systems and their applications
  • Making an index/locator to records
  • Drafting a filing manual
  • How to establish a subject authority file

B. Preservation/Conservation Program

  • Conservation (Preventive and Treatment)
  • Scope of Conservation
  • Approaches in conservation
  • Object of conservation
  • Causes of damage to records, library and archival materials
  • Other threats
  • Deterioration of paper
  • Preservation strategies
  • Legal issues

C. Establishing an Archives

  • Developing the Archive’s Mission Statement
  • Establishing Archival Procedures and Policies:
    • acquisition of materials
    • arrangement of records
    • preservation and storage
    • risk management
    • access to materials
    • public relations and outreach activities
  • Creating an Effective Organizational Scheme

D. Disaster Management for Records and Library Resources

  • Being prepared for the possibility of a disaster
    • Disaster/damages
    • Types of potential disasters
    • Setting priorities
    • General emergency rules
    • Basic elements of preparing a plan
    • Risk assessment
  • Disaster control plan phases
    • Prevention
    • Preparedness
    • Response
    • Recovery
  • Disaster response guidelines

Speakers/Resource Persons

Salvacion M. Arlante (Professorial Lecturer, UPSLIS)
Fides M. Abad (Director, IMSI; Consultant, OCCI)

Seminar Fees

Registration Fee: P3,500.00. Covers kit, handouts, certificates (participation and attendance) snacks and lunch.

Participants will arrange their own transport, accommodation , breakfast and dinner for the duration of the seminar. However, IMSI will assist participants in getting accommodations.

We can only accommodate 100 participants. To ensure participation, interested parties may pay the registration fee on or before 11 October 2013. You can download the registration form here.

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