To establish and maintain a records management system, including the creation, classification, storage, maintenance, use, and disposition of operating records and documents of permanent, legal, and historical value and ensure the security, preservation, and efficient access and retrieval of such records when needed by the Schools Division Office management and staff

records management System

Establish, implement, and maintain a systematic and scientific records management system and control the creation, use, transmission, retention, maintenance, storage, retrieval, preservation, and disposition of operational records. Implement means of recording or preserving information on paper, print, tape, scanning, microfiche, or any transmitting medium as needed.

Implement policies and guidelines on records disposition to determine the ultimate fate of various records.

Assist in the preparation and maintenance of a continuing program for the management, preservation, and disposition of records Establish and maintain a configuration for a clean and orderly records storage room that will ensure safety and security of records but easy access and retrieval as needed.

Verify and certify documents emanating from the SDO or documents in possession.

receiving and releasing

Check and classify official issuances and communications for recording before release and/or filing to be able to properly track released documents.

Monitor critical documents received for the SDO for recording, routing, and tracking to be able to respond to management’s queries on such documents.

documentation, authentication, and verification

Receive request for document authentication and verification as well as copy of the document then implement protocol for verifying and authenticating copies of documents and provide feedback to requesting entity by providing authenticated copies of documents or reason why document can’t be authenticated.

Represents the agency in court to comply with subpoenas duces tecum

reporting

Assist AO V in the preparation of annual reports and other required administrative reports.

Provide details and mechanics relevant to the schools division, for the process of conducting an annual inventory of records to determine physical condition of records and identify those for retention, maintenance, storage, preservation and disposition.

Prepare report on the conduct and findings of the annual inventory of records and submit recommendations for retention, maintenance, storage, preservation and disposition

Technical Assistance

Conduct training/ orientation on records management to staff in the schools division, schools and learning centers.

Provide technical assistance and interventions to support effective records management in the schools and learning centers in the schools division.

UNit performance

Assist AO V in planning, directing and supervising activities of Administrative Services.

Determine and implements the (Record) unit’s operational plans, identifies and acquires resource requirements.

Provide feedback on the performance of the Administrative Aide assigned to Records.