Adam Christopher C. Brown, News, Communication Management Office
SDG 4 SDG 9 SDG 16
The University Records Management Office (URMO) successfully conducted the Faculty and Staff Development Series 6 titled "Records Management Essentials: Best Practices for File Naming and Organization" on July 15, 2026, at the Circulation Section of the Ninoy Aquino Library and Learning Resources Center (NALLRC). The activity forms part of the University's continuing capacity-building initiatives to strengthen records management practices and promote efficient, transparent, and accountable information governance across the institution.
Faculty members and administrative personnel participated in the workshop, which provided practical knowledge and hands-on experience in organizing and managing electronic records. The session emphasized the importance of digital preservation, institutional memory, standardized file naming conventions, systematic folder structures, and secure records management to support efficient University operations and long-term institutional sustainability.
Serving as the resource speaker, Ms. Eimee Rhea C. Lagrama, Deputy University Librarian and Head of the University Archives Division of the University of the Philippines Diliman, underscored the significance of effective records management in ensuring regulatory compliance and preserving institutional records. She discussed the legal framework governing records management, including Republic Act No. 9470 or the National Archives of the Philippines Act of 2007 and the National Archives of the Philippines Memorandum Circular No. 21-04-01 on the Electronic Records Management Policy, highlighting their relevance in strengthening records governance within higher education institutions.
The workshop combined policy discussions with practical applications to equip participants with essential digital records management skills. Through interactive activities, attendees learned best practices in file organization, including the use of the ISO date format (YYYY-MM-DD), leading zeros for proper file sequencing, version control, and standardized file naming conventions that eliminate unnecessary spaces and special characters. Participants also evaluated sample file titles and transformed them into searchable, organized, and sustainable digital records.
Beyond technical competencies, the session addressed common records management challenges encountered across administrative, academic, research, and financial offices. By reinforcing standardized digital recordkeeping practices, the workshop highlighted the vital role of information management in ensuring operational continuity, disaster preparedness, regulatory compliance, and quality public service.
The workshop likewise reinforces the University's commitment to the United Nations Sustainable Development Goals (SDGs), particularly SDG 4: Quality Education by promoting continuous professional development for faculty and staff; SDG 9: Industry, Innovation and Infrastructure by advancing digital transformation through efficient electronic records management; and SDG 16: Peace, Justice and Strong Institutions by strengthening transparency, accountability, and effective institutional governance through standardized records management practices. These initiatives embody the PUP Core Values of Integrity and Accountability, Excellence, and Sense of Service, supporting the University's vision of delivering quality and responsive public service.
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