Digitizing Records at the

National Archives

Virginia E. DarlucioChief Administrative Officer

National Archives of the Philippines

Digital Debates on Archives, Museums and Libraries

R.A. 9470 – The National Archives of the Philippines Act of 2007

An act to strengthen the system of management and

administration of archival records, establishing for the

purpose the National Archives of the Philippines, and for other

purposes.

Mandate

• Acquisition, storage and preservation of public archives

• Provision of facilities for reference, research and other purposes

Mission

To plan, develop, prescribe, disseminate and enforce policies, rules and

regulations and coordinate government-wide programs governing the creation, general protection, use, storage and

disposition of public records including the acquisition, storage and

preservation of public archives and providing facilities for reference,

research or other purposes.

Vision

THE NATIONAL ARCHIVES envisions itself as a world-class repository of cultural/archival documents/materials and non-current documents through the use of modern technologies and techniques to provide on-line access to records holdings.

NATIONAL ARCHIVES OF THE NATIONAL ARCHIVES OF THE PHILIPPINESPHILIPPINES

Organizational ChartOrganizational Chart

Office of theExecutive Director

Office of the DeputyExecutive Director

Records Management

Services Division

Records Center

Division

Archives Collection &

Access Division

Archives Preservation

Division

Administrative & Finance Division

Training and Information

Division

FUNCTIONSFUNCTIONS

by Division and by Locationby Division and by Location

Division : RECORDS MANAGEMENT SERVICES DIVISIONLocation : 6th Floor, DOT Building

The Records Management Services Division shall serve primarily as a planning, regulating, policymaking, and advisory unit on matters concerning the use, storage, and disposition of operating records of government entities.

Services Offered:

Inspect, examine and appraise records of government entities and determine records to be retired or destroyed;

Direct and determine the method of disposition or destruction of government records; and

Conduct file audit of government records.

Provide technical advice and assistance to government entities on Records Management;

Division : ARCHIVES COLLECTION AND ACCESS DIVISIONLocation : The National Library Building

8th Floor (part of)

Spanish Documents Section

Division :ARCHIVES COLLECTION AND ACCESS DIVISIONLocation :Rented: 4–storey concrete building at

PACO, Manila (2nd and 3rd Floor)

Division : ARCHIVES COLLECTION AND ACCESS DIVISIONLocation : The National Library Building

Ground Floor (left wing)

Division : ARCHIVES COLLECTION AND ACCESS DIVISIONLocation :The National Library Building

Mezzanine

Archives Library

Archives DepositoryArchives Depository(Mobile Steel Filing Shelves)(Mobile Steel Filing Shelves)

Archives DepositoryArchives Depository(Open Steel Filing Shelves)(Open Steel Filing Shelves)

Archives DepositoryArchives Depository(Open Steel Filing Shelves)(Open Steel Filing Shelves)

Maps & Catalogue Cards Maps & Catalogue Cards CabinetsCabinets

MICROFILM FILING CABINETMICROFILM FILING CABINET

MICROFILMS IN FILING MICROFILMS IN FILING CABINETCABINET

The Archives Collection and Access Division shall store, and maintain documents and records of permanent value and/or historical interests.

Services Offered:

Answer queries, subpoenas and other official correspondence in relation to documents of the Archives Division;

Issue certificates of availability or non-availability of birth, marriage, death, and notarized records as well as of other documents underits custody; and

Loan or assign facsimiles of historical materials to national cultural entities for the purpose of exhibition or study.

Serve as national repository for archival and historical materials, take responsibility of the – custody, maintenance and provision of facilities for research into the country’s cultural and historical heritage;

Division : ARCHIVES PRESERVATION DIVISIONLocation : The National Library Building

Mezzanine and Ground Floor

Restoration Laboratory

Division : RECORDS CENTER DIVISIONLocation : Rented: 4–storey concrete building at

PACO, Manila (1ST and 4TH Floor)

The Records Center Division shall establish and operaterecords storage centers to house documents and papers, which are to be preserved for a period of time but which need not be retained by the government entities concerned.

Services Offered:

Provide reference service to agency personnel, retirees, and the general public;

Provide continuous technical maintenance, preservation and adequate security for records holdings; and

Report any loss of records in the custody of records storage centers and initiate action to recover them.

Appraise and receive semi–active and inactive records of the government, especially abolished, merged and reorganized agencies;

Division : TRAINING AND INFORMATION DIVISIONLocation : The National Library Building (left wing)

Mezzanine

The Training and Information Division shall conduct trainings, education and information services in archives and records management.

Services Offered:

Administer a personnel program on career and employee development for the Office;

Provide technical advice and assistance in the conduct of training on records and archives management in all government entities; and

Coordinate and maintain linkages and working relations with local and foreign organizations engaged in training and development activities.

Initiate, develop, conduct and evaluate nation–wide training programs to improve the government records competence and skills of personnel;

HOLDINGSHOLDINGS

13 million rare documents from as early as the 15th century. Breakdown of documents:

Revolutionary recordsRoyal Decrees, Papal bulls and encyclicalsPastoral letters and ecclesiastical recordsRoyal Aundiencia and lower court recordsReports of Spanish encomienderos, alcaldes,

and governadoresCommercial and industrial instruments Papers on the tobacco monopoliesRecords of different provinces and pueblosRoyal titles on lands and landed estates.

The Spanish CollectionThe Spanish Collection

Composed of 12 million manuscripts, the collection takes up Philippine economic, social, legal, ecclesiastical, medical, military and cultural history under 333 years of Spanish rule. Among the documents are:

American and JapaneseAmerican and Japanese

Official records from the American occupation period and the Japanese War Crimes.

Occupational RecordsOccupational Records

Civil RecordsCivil RecordsRecords on birth, marriages and death dating from the Spanish period; the 1920’s to 1930’s for birth records and 1920 to 1928 for marriages.

Permanent RecordsPermanent Records60 million pieces of government documents, journals of Notaries, maps and land documentation.

ONON––LINE SERVICE THROUGH NAP LINE SERVICE THROUGH NAP WEB SITEWEB SITE

The NAP web site will be the key point of access for all government records through computerization of its historic holdings in order to preserve the intellectual, historic and research value of deteriorating records, make them more usable to the public; facilitate research and enhance security of records.

PROBLEMSPROBLEMS

NAP EFFORTS TOWARDS DIGITIZATION (1998)

Digitizing Records at the National Archives

PRESENT NEEDSPRESENT NEEDS

Access to vital information (Spanish records, notarized and registry records) and services using the internet, telephones and other technologies as they emerge.

WHAT WILL WE ACHIEVE?WHAT WILL WE ACHIEVE?

Convenience and Satisfaction

“‘24/7’ services provided anytime, anyhow, anywhere”

easy access to information – like “one–stop” access

easy to use and accessible

user friendly

multiple access channels

easy feedback to our government service/s

WHAT WE WILL ACHIEVE?WHAT WE WILL ACHIEVE?

Integration and Efficiency

“integrated, customer–centric, efficient services”

requests, application forms, and research may be done online

requested forms, certificates and other documentsmay be delivered on the address indicated by therequesting party

an on–line tracking system and status verification ofthe requested documents

WHAT WE WILL ACHIEVE?WHAT WE WILL ACHIEVE?

Participation

citizens participating in government through :

news brief

publications

seminars

WHAT WE WILL ACHIEVE?WHAT WE WILL ACHIEVE?

Better Service

“use the power of the Internet to deliver better services”

deliver services in a more customized and user–friendly way

PROPOSED SOLUTIONSPROPOSED SOLUTIONS

Digitizing and scanning vital information with joint effort and coordination from other concerned government agencies.

PHASE I

hardware

software

peopleware

PROPOSED SOLUTIONSPROPOSED SOLUTIONS

PHASE II (simultaneous task)

creation of web site

scanning

digitizing – analyze, develop and design program for the efficient preservation and dissemination of archives/documents

PHASE III

implementation

Digitizing Records at the National Archives

DIGITIZATION: THE NAP EXPERIENCE

“Digitization”

• The National Archives• Millennium Digital Imaging Inc.• President’s Social Fund

– Centennial Project– Pres. Fidel V. Ramos

Scanning

Files Written on CDs

E-Catalogue(Spanish Documents)

Microfilming

Microfilm Scanning

Red Map(Notarized Documents)

CONTINUATION OF MICROFILMING, DIGITIZING AND INDEXING OF NOTARIZED RECORDS

Digitizing Records at the National Archives

Benefits on the Use of Microfilm as a Preservation Strategy

End Product

Microfilm Copies– Master Storage Copy (preservation copy)– Reproduction Copy– User Copy

CDs/DVDsRetrieval Software

– Document Management Software

THE ENDTHE ENDThank YouThank You