DOCUMENT CONTROL AND ARCHIVING FOR PUBLIC OFFICES

About Course

This comprehensive 8-hour program equips public sector employees with the knowledge and practical skills to manage, control, and archive government documents efficiently and in compliance with Philippine laws and international best practices. Participants learn how to design and implement document control systems, apply records management standards, ensure data privacy and security, and develop long-term archiving strategies. Through lectures, case studies, and hands-on workshops, learners gain the expertise to streamline records workflows, enhance transparency, and preserve vital government information for accountability and future reference.

Understand the principles and legal foundations of government records management, including RA 9470 (National Archives of the Philippines Act) and the Data Privacy Act.
Design and implement effective document control and archiving systems tailored to public offices.
Apply international standards such as ISO 15489 (Records Management) and ISO 9001 (Document Control requirements).
Develop policies and procedures for document creation, classification, retention, retrieval, and disposal.
Utilize digital tools and electronic records management systems for efficient archiving and retrieval.
Ensure security, confidentiality, and accessibility of public records.
Prepare contingency plans for disaster recovery and long-term preservation of physical and electronic records.
Train and mentor colleagues to maintain sustainable document management practices.

Course Content

MODULE 1 – FOUNDATIONS OF DOCUMENT CONTROL AND ARCHIVING

Introduction
Lesson 1: Importance of Records Management in Public Service

00:00
Lesson 2: Legal Framework: RA 9470, Data Privacy Act, FOI Executive Order

00:00
Lesson 3: International Standards (ISO 15489, ISO 9001)

00:00
Lesson 4: Roles and Responsibilities of Records Officers and Document Controllers

00:00

MODULE 2 – DOCUMENT LIFECYCLE AND CLASSIFICATION SYSTEMS

MODULE 3 – PHYSICAL RECORDS MANAGEMENT

MODULE 4 – ELECTRONIC DOCUMENT AND RECORDS MANAGEMENT SYSTEMS

MODULE 5 – ARCHIVING STRATEGIES AND LONG-TERM PRESERVATION

MODULE 6 – SECURITY, PRIVACY, AND COMPLIANCE

MODULE 7 – IMPLEMENTATION, MONITORING, AND CONTINUOUS IMPROVEMENT

Student Ratings & Reviews

4.7

Total 3 Ratings

2 Ratings

1 Rating

0 Rating

Nicole Jan Telles - Agwiking

5 days ago

It was very detailed and easy to understand. Also, it provides real-life examples which is great thing for us to learn the course more relatable and easier to umderstand.

Joyce Karen Sayas

2 weeks ago

The topics are interesting and we now learn new ideas to be better manage our record system and the use modern technology will be a better improvements

Mar Louie Riparip

2 months ago

Highly recommended for this course.

About Course

What Will You Learn?

Course Content

MODULE 1 – FOUNDATIONS OF DOCUMENT CONTROL AND ARCHIVING

Introduction

Lesson 1: Importance of Records Management in Public Service

Lesson 2: Legal Framework: RA 9470, Data Privacy Act, FOI Executive Order

Lesson 3: International Standards (ISO 15489, ISO 9001)

Lesson 4: Roles and Responsibilities of Records Officers and Document Controllers

MODULE 2 – DOCUMENT LIFECYCLE AND CLASSIFICATION SYSTEMS

Introduction

Lesson 1: Document Creation, Registration, and Metadata Standards

Lesson 2: Classification Schemes and File Plans for Government Offices

Lesson 3: Retention Schedules and Disposition Authorities

Lesson 4: Version Control and Change Management

MODULE 3 – PHYSICAL RECORDS MANAGEMENT

Introduction

Lesson 1: Organizing and Storing Paper Records

Lesson 2: Environmental Controls, Security, and Preservation

Lesson 3: Disaster Preparedness and Recovery Planning

MODULE 4 – ELECTRONIC DOCUMENT AND RECORDS MANAGEMENT SYSTEMS

Introduction

Lesson 1: Digital Transformation in Public Offices

Lesson 2: Selecting and Implementing EDRMS Tools

Lesson 3: Scanning, Digitization, and Metadata Capture

Lesson 4: Ensuring Authenticity, Integrity, and Accessibility of e-Records

MODULE 5 – ARCHIVING STRATEGIES AND LONG-TERM PRESERVATION

Introduction

Lesson 1: Principles of Archival Science for Government Records

Lesson 2: Permanent Retention and National Archives Submission Guidelines

Lesson 3: Migration and Format Sustainability for Digital Archives

MODULE 6 – SECURITY, PRIVACY, AND COMPLIANCE

Introduction

Lesson 1: Data Privacy, Confidentiality, and Access Control

Lesson 2: Risk Management and Audit Readiness

Lesson 3: Ethical Issues and Transparency in Public Records

MODULE 7 – IMPLEMENTATION, MONITORING, AND CONTINUOUS IMPROVEMENT

Introduction

Lesson 1: Drafting Document Control Policies and Procedures

Lesson 2: Staff Training and Change Management

Lesson 3: Key Performance Indicators and Continuous Process Improvement

Student Ratings & Reviews

Terms