1. Electronic Records Management System
for the Local Government with the
“Devolved Basic Services”
Implementation of
Electronic Records Management Policy
2. Electronic Record Management System
Training Questions of Understanding
1. Design and Implementation of
Devolve Services Record
Management System
2. Quality Management System
Standards for Record Management
3. Regulatory Guidance on Government
Record Management
3. Data Privacy for Compliance Officer
Training Questions of Understanding
4. Electronic Record Management
Policy
5. Risk Assessment of the Record
Management System
6. Digitalization of Record
4. 1. Design and Implementation of
Devolve Services Record
Management System
6. Open
Discussion:
• Who direct and control
management of record?
• How is record is to
achieve its being an
authoritative evidence of
the accomplished legal
and customer obligation?
10. A record is an evidence and asset that
represent the facts called “data” of a created
value. It contains meaningful facts called
information that is derived from the
manually or digitally processed data.
11. The meaningful facts compose the
knowledge that underpins decision making
and action that affect service delivery
objectives and results of citizens or
customers.
12. A record is an information created, received, and
maintained as evidence and as an asset by an
organization or person, in pursuit of legal
obligations or in the transaction of business. The
record system is an information system that
captures, manages, and provides access to
records over time. (ISO 15489)
13. Records are both evidence of business activity
and information assets.
Records are distinguished from other
information assets by their role as evidence in
the transaction of business and by their reliance
on metadata.
(ISO 15489)
14. Evidence
Documentation of a transaction
This is proof of a business transaction which
can be shown to have been created in the
normal course of business activity and which
is inviolate and complete.
(ISO 30300)
17. Slide 17
Appraisal of Record
Use case: Civil Service Records
http://www.csc.gov.ph/2014-02-21-08-28-23/2014-02-21-08-
28-39.html
18. Slide 18
Appraisal of Record
Use case: Information Management System
of a devolved service
http://ehealth.doh.gov.ph/nehehrsv/sys/assets/HOSPITAL%20HEALTH%20INFORMATION
%20MANAGEMENT%20MANUAL%20formerly%20HOSPITAL%20MEDICAL%20RECORDS
%20MANAGEMENT%20MANUAL.pdf
20. Record Management and E.O.
605-2007
R.A. 9470 Article 2 of the implementing rules and
regulations states that:
"Public records are essential to the administration and
operation of all government offices, whether national or
local, including GOCCs and government financial
institutions (GFIs).”
21. Record Management and E.O.
605-2007
R.A. 9470 Article 2 of the implementing rules and
regulations states that:
“Public records contain information that allows
government programs to function, provide officials with
a basis for making decisions and ensure continuity with
past operations...”
22. Record Management and E.O.
605-2007
R.A. 9470 Article 2 of the implementing rules and
regulations states that:
“Records need to be systematically managed to ensure
the preservation of historically valuable materials, to
provide ready access to vital information, and to
promote the efficient and economical operation of
government."
23. Slide 23
Record Management and E.O.
605-2007
E.O. 605-2007 has prescribed that among the
component of a government quality management
system is "development of a guidance document and
the adaptation of relevant ISO management systems
and standards that integrate the relevant provisions of
pertinent laws and/or rules and regulations to develop
a culture of quality and integrity in governance
characterized by citizen-focused and well-performing
organization" (section 3).
24. Record Management and E.O.
605-2007
If record is considered as a critical frontline
service, then the government agency complies
with E.O 605-2007 for an ISO certification, and it
has the documented guidance and adapted ISO
standards in ensuring quality and integrity in
service delivery.
26. An authentic record is one that can be proven to:
a) Be what it purports to be.
b) Have been created or sent by the agent purported
to have created or sent it.
c) Have been created or sent when purported.
1. Authenticity
27. A reliable record is one:
a) Whose contents can be trusted as a full and
accurate representation of the transactions,
activities or facts to which they attest.
b) Which can be depended upon in the course of
subsequent transactions or activities.
2. Reliability
28. A record that has integrity is one that is
a) Complete
b) Unaltered
c) Authorized annotation
d) Authorized annotation, addition or deletion
explicitly indicated and traceable.
3. Integrity
29. A useable record is one that within a time period
required can be
a) Located
b) Retrieved
c) Presented
d) Interpreted
e) Connected to the business process or transaction
that produced it.
4. Useability
31. Principle 1:
The creation, capture and management
of records are integral parts of
conducting business, in any context.
32. Principle 2:
Records, regardless of form or structure, are
authoritative evidence of business when
they possess the characteristics of
authenticity, reliability, integrity and
useability.
33. Principle 3:
Records consist of content and metadata,
which describes the context, content and
structure of the records, as well as their
management through time.
34. Principle 4:
Decisions regarding the creation, capture
and management of records are based on the
analysis and risk assessment of business
activities, in their business, legal, regulatory
and societal contexts.
35. Principle 5:
Systems for managing records, regardless of
their degree of automation, enable the
application of records controls and the
execution of processes for creating,
capturing and managing records.
41. Need for Record Management Standards
“Standards are the distilled
wisdom of people with expertise in
their subject matter and who know
the needs of the organizations they
represent – people such as
manufacturers, sellers, buyers,
customers, trade associations,
users or regulators.”
42. Need for Record Management Standards
“Standard is a document,
established by consensus and
approved by a recognized body,
which provides for common and
repeated use, rules, guidelines or
characteristics for activities or their
results, aimed at the achievement
of the optimum degree of order in
43. o ISO 8000-150 - Master data: Quality
management framework
o ISO 25000 - System, software, and data quality
assurance indicators
o ISO 29100 - Data privacy framework
o ISO 29150 - Data privacy and information
security controls
44. o ISO 15489 - Records Management principles,
process and controls
o ISO 30300 - Records management core
concepts and vocabulary
o ISO 30301 - Quality management systems for
records - requirements
45. o ISO 21946 - Appraisal for managing
record
o ISO 23081 - Records metadata processes
o ISO 17068 - Trusted third party repository
for digital records
46. o ISO 16175 – Processes and Functional
Requirements for Software for Managing
Records
o ISO 18128 - Risk assessment for records
processes and systems
47. o ISO 13028 - Implementation guidelines for
digitization of record
o ISO 16175 - Processes and functional
requirements for software for managing record
o ISO 22428 - Managing records in cloud
computing environments
48. Quality Management System
For Record
Standard Content Review
ISO 30301
https://pdfcoffee.com/bs-iso-30301-2019-pdf-free.html
