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Embracing Digital Transformation: My Take on the Electronic Records Management Seminar-Workshop

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SHERYL A. COPITA, LPT / Administrative Aide VI / West Visayas State University - College of Agriculture and Forestry (Cashier's Office) 

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SHERYL A. COPITA, LPT / Administrative Aide VI / West Visayas State University - College of Agriculture and Forestry (Cashier's Office) 

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Learning Experience:
The seminar-workshop provided me with valuable insights into the principles and practices of electronic records management. I learned about the importance of systematic organization, secure storage, and proper disposal of electronic documents to enhance operational efficiency and compliance with university policies and government regulations.

Relevance to My Role:
In the Cashier’s Office, managing financial records accurately and securely is critical. The knowledge gained from this seminar will help me and my team implement an effective electronic records management system that ensures timely access to payment information, reduces risks of data loss, and promotes transparency in our transactions.

Anticipated Challenges:
I anticipate some challenges in terms of adapting to new technologies and changing established routines. Additionally, there might be resistance from colleagues who are more comfortable with manual recordkeeping. Technical issues, such as system downtime or data migration, may also pose difficulties initially.

Action Plan Moving Forward:
To address these challenges, I intend to advocate for continuous training and capacity-building sessions for all staff members. I will also promote open communication to encourage feedback and address concerns during the transition. Strict adherence to the policy guidelines will be emphasized to maintain consistency and accountability.

Overall Reflection:
This seminar-workshop was timely and relevant to our office’s operations. It has motivated me to take an active role in advancing our records management practices. I am confident that embracing this digital shift will significantly improve our office’s productivity and service quality.

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RYAN A. LOPEGA, LPT / Statistician I / Provincial Assessor's Office of Northern Samar

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RYAN A. LOPEGA, LPT / Statistician I / Provincial Assessor's Office of Northern Samar

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Photo Caption:

In action at the Assessment Records Division of the Provincial Assessor’s Office of Northern Samar, reviewing and organizing property documents to ensure accuracy and completeness of assessment records.

Reflection/Insight:

This LMS training on Electronic Records Management (ERM) has deepened my understanding of how vital proper record-keeping is in ensuring transparency, accountability, and efficiency in government service. It made me realize that record management is not just about safekeeping documents, but about preserving institutional memory and supporting informed decision-making.

As our office gradually transitions toward digital processes, I see the importance of adopting an organized, secure, and standardized system for managing both physical and electronic records. This training inspired me to contribute to our agency’s digital transformation efforts by applying what I’ve learned maintaining accurate records today while preparing for a more efficient, paper-light future.

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Mark Gil S. Bigbig, RN Data Controller II SOCCSKSARGEN General Hospital

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Mark Gil S. Bigbig, RN Data Controller II SOCCSKSARGEN General Hospital

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This photo captures an important moment of professional accountability and collaboration — the presentation of findings and recommendations to hospital management. It reflects how evidence-based reporting and transparency form the foundation of effective governance in a healthcare institution like SOCCSKSARGEN General Hospital.

In the context of the Electronic Records Management Policy (ERMP), this activity signifies more than just a routine presentation; it embodies the transition toward data-driven decision-making. By consolidating and analyzing electronic records, the hospital can generate accurate reports that reveal trends, gaps, and opportunities for improvement. Such findings become valuable tools in optimizing hospital operations, ensuring compliance with the Department of Health (DOH) and the National Archives of the Philippines (NAP) standards, and promoting accountability among units.

The act of presenting data also reinforces the hospital’s culture of transparency and continuous improvement. Through digital records management, information becomes readily accessible, reliable, and secure — empowering managers and staff to make timely and well-informed decisions. Moreover, it strengthens interdepartmental collaboration, as everyone gains a clearer understanding of performance indicators and institutional priorities.

Ultimately, this moment reflects how technology, policy, and teamwork converge to enhance public service delivery. The Electronic Records Management Policy not only modernizes hospital operations but also upholds the integrity of healthcare documentation — ensuring that every record tells a story of quality, accountability, and commitment to patient-centered care.

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The seminar-workshop on ERMP was an eye-opening experience that emphasized the importance of proper management, security, and preservation of electronic records in government institutions. I gained valuable insights on how digital records must be created, maintained, and disposed of in compliance with NAP and DICT standards.

The sessions helped me understand that ERMP is not just a technical system but a strategic framework that promotes transparency, accountability, and efficiency. I especially appreciated the discussions on interoperability, metadata standards, and staff training—key factors in building a sustainable records management program.

Overall, the workshop strengthened my commitment to help our institution adopt best practices in electronic records management and move towards a more secure, organized, and accessible digital environment.

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This seminar-workshop gave me a meaningful insights to the principles and best practices of electronic records management. I gained a clearer understanding of the importance of systematically organizing data, ensuring secure storage, and proper disposing of electronic documents to improve operational efficiency, and comply with university policies and government regulations.

I am so thankful that I am part of this seminar-workshop, it help me a lot. God Bless

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Previa Tirza H. Saac, LPT _Admin. Asst. I/Data Protection Officer Designate/ MPDO-LGU Don Carlos, Bukidnon

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Previa Tirza H. Saac, LPT _Admin. Asst. I/Data Protection Officer Designate/ MPDO-LGU Don Carlos, Bukidnon

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Participating in the Seminar-Workshop on Electronic Records Management (ERM) Policy reinforced my long-standing appreciation for the value of proper records management, a discipline I have been familiar with since my undergraduate studies in Office Administration, where Records Management and Filing Systems were core subjects.

The training provided a practical and updated perspective on how these foundational principles are now integrated into digital governance and compliance with RA 9470 and RA 10173.

Drawing from my work experience in the LGU, I observed the existing challenges—such as the absence of an ICT Office, records system, and data privacy program—which the workshop addressed through actionable strategies and structured policy frameworks.

The sessions emphasized the importance of accountability, inter-office collaboration, and leadership support in establishing an efficient records governance system. This learning reaffirmed my commitment to contribute actively to developing and institutionalizing a sustainable ERM program within our LGU.

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This photo captures an important moment of professional duties and accountability when we augment in Passi City, Iloilo for Census on Agriculture and Fisheries - PSA Iloilo Provincial Statistical Office as a Team Supervisor. 

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ANGELO TIWANA QUIAMCO, CC, SO2 / Author/Writer - NBDB

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ANGELO TIWANA QUIAMCO, CC, SO2 / Author/Writer - NBDB

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My training in the Seminar-Workshop on Electronic Records Management Policy has provided invaluable insights into the critical role of ERM in modern governance. One of my initial thoughts, now solidified, is that an effective ERM policy is less about rigid, one-size-fits-all rules and more about empowering each agency to tailor its approach while adhering to fundamental principles. This was clearly reinforced by the mandate for agencies to craft their own ERM programs following specified basic elements.

The seminar highlighted the multifaceted nature of records management in the digital age. It's not just about storage, but about the entire lifecycle of a record, from creation to disposition. The emphasis on communication as the most effective method for influencing individuals and the organization truly resonated with me. Without clear, consistent communication, even the most robust policies risk being ignored or misunderstood. This means that building awareness and understanding across all levels of an organization is paramount for successful ERM implementation.

Furthermore, the deep dive into metadata was particularly enlightening. I now more fully grasp that metadata isn't merely technical detail; it's the DNA of an electronic record. Its requirement is foundational not just for tracking revisions, but, most importantly, for ensuring the authenticity, integrity, and security of these records. In an environment where digital information can be easily altered or lost, metadata acts as the essential guarantor of trust and reliability, which is indispensable for legal, operational, and historical purposes.

Thank you National Archives of the Philippines!

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“Visual timelines reduce overwhelm by turning abstract goals into actionable steps.”

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“Visual timelines reduce overwhelm by turning abstract goals into actionable steps.”

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JOAN MAE G. LAGUMBAY, PhD/ Bohol Island State University-Bilar Campus/ Records Officer/Document Control

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JOAN MAE G. LAGUMBAY, PhD/ Bohol Island State University-Bilar Campus/ Records Officer/Document Control

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Before attending the online ERMP Seminar-Workshop, I had the opportunity to organize and lead a Workshop-Seminar on Records Management, Conduct of Inventory, and Repository Orientation at our campus on July 29, 2025, held at the FTC Building Session Hall. In that activity, I shared with our administrative staff and office representatives some of the essential practices and learnings I gained from previous trainings conducted by the National Archives of the Philippines (NAP). The session focused on strengthening our inventory process and familiarizing our personnel with repository management, which served as an initial step toward promoting a culture of systematic and compliant recordkeeping in our university.

When I later joined the ERMP Seminar-Workshop for Visayas and Mindanao through the NAP-LMS, it further enriched my knowledge and perspective on records management. The topics on metadata, digitization, hybrid models, information security, and records lifecycle management provided a clear and practical framework for transitioning from manual to digital systems in line with Republic Act No. 9470. I realized that the ERMP is not just about adopting new technology—it is about establishing policies and processes that ensure the authenticity, integrity, reliability, and accessibility of government records.

The assessment activities in the seminar made me reflect deeply on our current situation. I felt a bit shy and humbled by the results, knowing that our institution is still operating mainly through manual systems. Yet, this experience became a turning point—it awakened in me the desire to advocate for gradual change. I now understand that digital transformation takes time, but through persistence, collaboration, and continuous learning, improvement is truly possible.

Attending the seminar also posed personal challenges. With my responsibilities at school, it was difficult to find the right time to watch the training videos and complete the online modules. We also had ongoing activities on campus that required my presence. Despite these demands, I thank God that I managed to balance everything and finish the course. The flexibility of the LMS setup and the encouragement from colleagues helped me stay determined to complete all requirements.

Overall, this seminar-workshop was not only informative but also inspiring. It strengthened my commitment as a Records Officer and Document Control Officer to help our institution move toward compliance with national standards on electronic records management. I am truly grateful to the National Archives of the Philippines for organizing this initiative and for giving us, records officers, the opportunity to be part of a community that upholds transparency, accountability, and excellence in public service through effective records management.

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Merocel Trimucha/ Records Management Office Staff/ Caraga State University

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Merocel Trimucha/ Records Management Office Staff/ Caraga State University

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Before attending the ERMS Policy seminar, I often questioned the purpose of identifying and inventorying old records for disposal—especially those signed by officials who may no longer be alive. As a new staff member of the Records Management Office of Caraga State University, handling manual inventory felt like a repetitive clerical task with little perceived impact. However, the seminar broadened my perspective. I came to understand that every document, regardless of how old or seemingly irrelevant, plays a role in legal compliance, historical preservation, and institutional accountability.

I also realized that the University’s ongoing transition—from digitization (converting paper records into digital format) to digitalization (fully integrating digital systems into operational processes)—will eventually replace many of the manual tasks I currently perform. However, rather than diminishing the importance of our work, this shift redefines it. As we move away from traditional clerical roles, the evolving work environment demands greater technological competence, adaptability, and a deeper understanding of digital systems. This realization has motivated me to grow professionally and personally. As a staff member of the Records Management Office, I recognize that I must also abide by these changing demands—not only to remain effective in my role, but to actively contribute to the advancement of our office and support the university’s transition toward a more digital future.

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REY G. LOPLOP, Admin Officer V (Records Officer III) South Cotabato State College

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REY G. LOPLOP, Admin Officer V (Records Officer III) South Cotabato State College

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Participating in the LMS training on Electronic Records Management System (ERMS) for South Cotabato State College was both enlightening and empowering. It deepened my understanding of how digital records must be handled with integrity, security, and accountability. The training emphasized the importance of metadata, retention schedules, and compliance with RA 9470 elements I previously overlooked. I now realize that ERMS is not just a technical tool but a strategic framework that protects institutional memory and ensures transparency. The interactive modules and real-life case studies made the learning experience engaging and relevant. I especially appreciated how the training connected national archival standards with our local context, making it easier to envision implementation. This training has inspired me to advocate for better records governance in our college and contribute to building a culture of digital responsibility. Thank you to the National Archives of the Philippines for this valuable initiative

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Catherine C. Discarsa,LPT_ Admin Staff at South Cotabato State College_Records and Archives Office

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Catherine C. Discarsa,LPT_ Admin Staff at South Cotabato State College_Records and Archives Office

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Reflection:

Attending the seminar and learning about the functions of the Records and Archives Office gave me a deeper understanding of the importance of proper recordkeeping and information management in an organization. I realized that records are not just documents we file and store, but vital evidence of decisions, actions, and transactions that ensure transparency, accountability, and continuity of operations.

The session emphasized the role of the Electronic Records Management Policy (ERMP) in helping government offices and institutions shift toward digital recordkeeping. It highlighted how technology can improve efficiency, accessibility, and security of records while reducing risks of data loss or mismanagement.

I also learned that managing records requires discipline, organization, and adherence to established standards especially in naming files, classifying documents, and maintaining metadata. The Records and Archives Office plays a crucial role in guiding personnel to follow these systems to preserve the integrity and authenticity of records over time.

Overall, the experience made me appreciate the value of records management as the foundation of good governance and institutional memory.

It inspired me to be more careful, responsible, and systematic in handling documents whether paper-based or electronic to contribute to a more organized and transparent workplace.

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One of the records management process in disseminating communication is using the CAPSU Central Administration Records Office Official Email. I am in-charged in doing this. This is the most convenient process to disseminate information to all CAPSU system.

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ARABELLE PONTILAR-ALOQUINA, MBA - Administrative Officer III (Records Officer II), Capiz State University-Central Administration Records Office

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ARABELLE PONTILAR-ALOQUINA, MBA - Administrative Officer III (Records Officer II), Capiz State University-Central Administration Records Office

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The National Archive of the Philippines-Learning Management System (NAP-LMS) seminar-workshop on Electronic Records Management System (ERMS) provided a comprehensive overview of the system's features, from basic record creation to more advanced functions like automated workflows and access controls. Initially, I found the interface slightly complicated, but the training highlighted how the system is designed to automate processes that were previously manual and time-consuming. I was particularly impressed by the system's ability to enforce our retention policies automatically, which could significantly reduce risk and ensure compliance. However, my initial concern is how effectively we can configure these workflows to match our actual business practices. I'm still a bit anxious about the learning curve for more complex tasks, but I recognize the long-term benefits for security and efficiency.

My key insight from the National Archive of the Philippines-Learning Management System (NAP-LMS) is that the success of this ERMS implementation depends on the ability of agency's ability to design and automate our existing workflows within the system, rather than trying to force our current, often inefficient, processes into a new, fixed structure. The seminar-workshop emphasized that an Electronic Records Management System (ERMS) is most effective when it automates best practices, not when it simply digitizes a bad process. Therefore, the next critical step is to not just master the technical aspects of the Learning Management System (LMS), but to use it as an opportunity to critically evaluate and streamline our records management procedures themselves to achieve the full benefits of compliance, security, and accessibility.

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Niña E. Espiloy, Administrative Officer III (Records Officer II), Finance and Administrative Division, Department of Migrant Workers Region XII

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Niña E. Espiloy, Administrative Officer III (Records Officer II), Finance and Administrative Division, Department of Migrant Workers Region XII

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The Seminar-Workshop on Electronic Records Management Policy (ERMP) for Visayas and Mindanao was a helpful and eye-opening experience for me and my agency in DMW Region XII, especially since we are still in the stage of building our foundation in the region. It made me realize how important proper records management is in keeping our work organized, transparent, and easy to track. The discussions gave us practical ideas on how we can improve our current processes and move toward a more efficient digital system. It also showed how following the guidelines of the National Archives of the Philippines can help us protect and manage our electronic records better. Overall, the seminar encouraged us to take small but consistent steps in strengthening our electronic records management as part of DMW XII’s effort to provide better and faster public service.

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KEANO ROSS L. SAYLO, Registration Officer I, LGU-Bago City

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KEANO ROSS L. SAYLO, Registration Officer I, LGU-Bago City

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The Electronic Records Management Policy highlights the importance of adapting to modern systems that ensure government records are efficiently created, maintained, and preserved in digital form. I’ve realized that managing electronic records is not just about going paperless, it’s about ensuring accountability, transparency, and long-term accessibility of vital information. Implementing this policy requires clear procedures, secure storage, and proper staff training to maintain data integrity and protect sensitive information.

As a government employee, I see the value of this policy in improving service delivery and supporting evidence-based decision-making. It reinforces that records, whether paper or digital, are part of our institutional memory and must be properly managed to uphold public trust. The challenge lies in balancing technological advancement with compliance, but the reward is a more efficient and transparent government.

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DIMPLE R. TENORIO, ADMIN. OFFICER III/RECORDS OFFICER II, MGB 12

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DIMPLE R. TENORIO, ADMIN. OFFICER III/RECORDS OFFICER II, MGB 12

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Undergoing Electronic Records Management (ERM) training through a Learning Management System (LMS) has been an insightful and transformative experience. The online platform provided flexibility, allowing learning at one’s own pace while ensuring consistent access to materials, case studies, and interactive modules. It emphasized the importance of properly managing, storing, and securing digital records in compliance with organizational policies and legal standards.

Through the LMS, I gained a deeper understanding of how ERM supports transparency, accountability, and efficiency in public service. The integration of technology in managing records not only minimizes paper use and operational costs but also promotes sustainability by reducing environmental impact. Overall, the training reinforced that adopting an ERM system is not just a technical upgrade—it represents a shift toward a more organized, accessible, and future-ready approach to information management.

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Shilden M. Caballero, Administrative Officer III (Records Officer), Department of Information and Communications Technology XI

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Shilden M. Caballero, Administrative Officer III (Records Officer), Department of Information and Communications Technology XI

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Participating in the seminar-workshop on Electronic Records Management (ERM) has been an enlightening experience. It made me realize that our office still has several key processes to establish and align with the standards set by NAP. While our current practices have been functional, there is still much to improve in records inventory, classification, retention, and digital management.

Through this workshop-training, we drafted an initial action plan to guide our activities—from completing our records inventory and developing our File Classification Plan, to formulating our own ERM Policy and eventually implementing an Electronic Records Management System (ERMS). The work ahead may be extensive, but we consider it a valuable challenge and an opportunity to gradually build a stronger and more compliant system.

I am also glad to see that our PNPKI project is being utilized and integrated into this framework, emphasizing data integrity, authenticity, and confidentiality in managing electronic records.

This training has provided valuable insights, and I look forward to joining future NAP trainings to further improve and strengthen our recordkeeping practices.

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JENNIFER E MIZO, ADAS II(School Registrar Designate), DEPED-AGSUR.

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JENNIFER E MIZO, ADAS II(School Registrar Designate), DEPED-AGSUR.

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I actively participated in a Three-day Municipal Level Seminar & Workshop on Records Management, which aimed to enhance participants’ knowledge and skills in the proper organization, maintenance, and protection of school records. The workshop provided practical insights into effective records handling, documentation procedures, and the adoption of electronic records management practices within the school setting.

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Reinald Kim L. Alagenio/ Administrative Aide IV/ Department of Public Work and Highways - Davao City DEO

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Reinald Kim L. Alagenio/ Administrative Aide IV/ Department of Public Work and Highways - Davao City DEO

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Attending the Seminar-Workshop on the Electronic Records Management Policy (ERMP) for Visayas and Mindanao last October 10 to 23, 2025, was a very meaningful experience for me. I learned so much about how important it is to manage electronic records properly, especially now that most offices, including the Department of Public Works and Highways (DPWH), are shifting from paper-based files to digital systems. Before the seminar, I thought electronic records were just scanned copies of paper documents. But through the sessions, I realized that managing them also means making sure they are authentic, organized, and well-protected.

I really appreciated how the speakers explained the topics clearly and gave real-life examples that I could relate to. The hands-on activities also helped me understand how to classify, store, and secure electronic records properly. I learned about the importance of metadata and how it helps keep track of information so that records remain reliable over time. What stood out to me most was the idea that records management is not just the job of one person. It is a shared responsibility that requires teamwork and cooperation from everyone in the office, especially in an agency as large and document-heavy as the DPWH.

This seminar made me reflect on the current situation in our office. I realized that we still have a lot to improve when it comes to organizing and managing our electronic records. In the DPWH, where accurate and well-documented records are essential for transparency and accountability in infrastructure projects, the proper implementation of the Electronic Records Management Policy is truly important. We need to strengthen our policies, train our staff, and gradually shift toward a more efficient electronic records system. Even though the transition may take time, I now feel more confident and motivated to help in the process.

Overall, this experience opened my eyes to the real value of records management in government service. It inspired me to be more responsible and proactive in maintaining our records properly. I believe that by applying what we learned from this seminar, we can help make the DPWH’s recordkeeping more efficient, transparent, and secure for the benefit of the agency and the public we serve.

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This photo was taken during my echo session on the Basic Records and Archives Management training by NAP, which I attended on November 2024 via Zoom Conferencing. It was part of the Action Plan I proposed and submitted during the seminar-workshop. I was glad to have shared what I learned with the designated Records Handlers/Archivists from the different sections of our agency. I am also pleased to see that they have since been able to create and maintain records effectively for the efficient and successful operations of our agency, and are now conducting a records inventory.

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Mieres A. Gonzales, Administrative Officer III (Records Officer II) of DPWH Davao del Norte District Engineering Office

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Mieres A. Gonzales, Administrative Officer III (Records Officer II) of DPWH Davao del Norte District Engineering Office

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Reflection/Insight of the LMS:

The Seminar-Workshop on Electronic Records Management Policy via NAP-LMS has provided me with the essential knowledge needed to implement the ERM System. Having risen from the ranks and now serving as a newly promoted Records Officer, I find it quite challenging to implement the ERM since our agency currently has no existing policy in place. However, attending this free training—especially the sessions conducted by Sir Wilson Cabiles and Sir Kit Toling—has equipped me with valuable tools and insights that will be instrumental in initiating this effort. I understand that the process will be challenging, as the first step is always the hardest, but I am determined to take on this responsibility to help our district office strengthen its records management practices and improve our standard processes through ERM implementation. I also hope that the Action Plan I proposed will serve as a helpful guide in achieving this goal and that the management will support these initiatives.

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Me - starting on Records Management journey

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Me - starting on Records Management journey

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Me trying to cope up with Records Management discussion. :-)

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Frencis P. Tiu Rivera, AO III - Labuan General Hospital

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Frencis P. Tiu Rivera, AO III - Labuan General Hospital

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My journey to attend the Basic Health Information Management training was both inspiring and enriching. From the moment I arrived in Cagayan de Oro, I felt excited to learn more about how proper health information management strengthens healthcare systems and patient services.

The sessions deepened my understanding of accurate data recording, confidentiality, and the importance of standardized record-keeping. I realized that effective information management is not just about organizing data—it’s about ensuring continuity of care, promoting transparency, and supporting evidence-based decision-making.

Meeting professionals from different hospitals gave me new perspectives and best practices I can apply at Labuan General Hospital. This training reminded me that continuous improvement in our records management system is essential for better patient outcomes.

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Beverly Rose Doronila, RCrim / Administrative Officer V (Records Officer III) / LGU Tagum - City Planning and Development Office

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Beverly Rose Doronila, RCrim / Administrative Officer V (Records Officer III) / LGU Tagum - City Planning and Development Office

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This photo captures the less glamorous but crucial work of records management and archiving in government. It shows the physical labor in maintaining the institutional records-transferring documents from active office space to a long-term storage or archive facility.

It only reflects how important the Seminar-Workshop on ERMP can help transform an organization record from a liability into a strategic asset.

The Electronic Records Management Policy transform chaotic paper processes into a structured digital system, fundamentally supporting the principle of good governance.

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The most impactful takeaway was the shift in perspective from risk avoidance to risk-informed decision-making. I learned that ERMP is not a compliance checklist but a strategic tool that enables us to anticipate threats and seize opportunities to achieve organizational objectives. Specifically, the sessions highlighted the importance of a holistic view, emphasizing that risks are interconnected across finance, operations, IT, and legal compliance.

I also gained valuable insight into the systematic process of risk identification, assessment, and treatment, moving beyond simple qualitative analysis to more quantitative and prioritized approaches. The distinction between a Risk Register (a static list) and an ERM Policy (a dynamic framework) was particularly instructive.

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Marjorie B. Dapanas, Records Assistant A, National Irrigation Administration

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Marjorie B. Dapanas, Records Assistant A, National Irrigation Administration

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Participating in the ERMP seminar gave me a deeper understanding of how records management affects daily work in the office. I learned how important it is to properly manage records, both digital and physical, to keep information accurate, secure, and easy to access. The seminar gave me practical tips on organizing, storing, and updating records, which I can apply in my daily work. I also realized that following ERMP guidelines promotes accountability and transparency in our office. Personally, It made me more aware of my responsibility in handling records and inspired me to be more diligent and organized in maintaining them for the future.

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Jean Lou Paler/AAI/SPO-LGU Cabadbaran City

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Jean Lou Paler/AAI/SPO-LGU Cabadbaran City

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The Seminar-Workshop on ERMP gave me a deeper appreciation of the critical role that records management plays in effective governance. I realized that records are not just documents but valuable assets that ensure transparency, accountability, and continuity of government operations. The discussions on policies, responsibilities, and digital transformation made me understand how every employee contributes to safeguarding institutional memory. I also learned that implementing ERMP requires not only technology but also strong leadership, proper training, and consistent compliance with established standards. Overall, the seminar strengthened my commitment to practice responsible records management and support our agency’s efforts toward a more organized and efficient records system.

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As a DSWD employee, the Seminar-Workshop on the Electronic Records Management Policy (ERMP) has been a truly meaningful learning experience. It deepened my understanding of how proper records management supports transparency, accountability, and efficiency in public service. I’ve realized the importance of transitioning to digital systems while ensuring the integrity and security of our records.

I am grateful to the National Archives of the Philippines (NAP) for this wonderful opportunity to learn and be part of the move toward a more organized and technology-driven government service.

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Grace P. Medrano, Records Officer I, Records Unit/ Detailed in the Office of the SUC President

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Grace P. Medrano, Records Officer I, Records Unit/ Detailed in the Office of the SUC President

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I am truly thankful for this opportunity from the National Archives of the Philippines (NAP), being able to attend the Seminar- Workshop on Electronic Records Management Policy (ERMP) for Visayas and Mindanao via the NAP LMS, and it's for free!

I learned a lot of new things in handling and protecting public records from its creation down to its disposition.  Example, on how to maintain retention periods, that the retention of hard copies is the same with the retention of erecords. Also, that Electronic Records Management System (ERMS) in the long run is more cost-cutting.

These learnings, among others, motivate me further in performing my duties and responsibilities as records officer and to share these in my officemates and other colleagues in the University. Together, we shall deliver efficient services to the stakeholders.

In addition, I appreciate the way the resource persons explain things in detail. Though for me, they are overwhelming, but I am able enjoy learning each of the topics.

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Mark John Christian C. Lumindas, Lecturer, Father Saturnino Urios University

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Mark John Christian C. Lumindas, Lecturer, Father Saturnino Urios University

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While organizations focus on mental health, interpersonal skills, and digital literacy training programs, records management is often overlooked. With records (physical and electronic), a fast and easy retrieval of those is vital for productive work in an office setting, yet a disorganized records system when a particular file is retrieved will lead to a bottleneck in a specific office transaction, affecting client satisfaction.

The seminar-workshop conducted by the National Archives of the Philippines (NAP) on Electronic Records Management Policy (ERMP) serves as an avenue for transitioning from "paper" to "electronic". Technical aspects (e.g., General Provisions and Policies) and behavioral aspects (e.g., Change Management) were clearly explained. Using the NAP-Learning Management System (LMS), we were adequately guided on the duration and sequence of topics with practical assessments that we can apply in our context. Facilitators were also active in responding to our queries and concerns.

Upon completion of this seminar-workshop, I have come to appreciate managing records both paper and electronic. As experienced in our university as Support Staff during CHED and PAASCU visits, managing the university files is of paramount importance from creation to disposal of records while maintaining a relevant, updated, and secure file system. As a Lecturer, the insights gained from the seminar-workshop enhance and enrich the teaching and learning experience, particularly for my Office Administration and Human Resource Management students who will soon land their jobs in government offices.

My sincere gratitude to the National Archives of the Philippines.

More seminar-workshops to come!

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Julius Ceazar S. Dagting, Administrative Officer III, Local Government Unit of Iligan

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Julius Ceazar S. Dagting, Administrative Officer III, Local Government Unit of Iligan

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Participating in the Electronic Records Management System (ERMS) training conducted by the National Archives of the Philippines was a meaningful and transformative experience that strengthened my commitment as an Administrative Officer of LGU Iligan to uphold transparency, accountability, and efficiency in public service. The training deepened my understanding of how digitalization enhances records preservation, accessibility, and integrity—key elements that directly support our city’s drive toward modernization. It also highlighted that effective records management is not just an administrative function but a vital tool for informed decision-making and institutional continuity. This initiative is both timely and relevant, aligning perfectly with the 15 Iligan Development Goals, particularly in advancing digitalization and good governance. By adopting an electronic records system, we are not only improving operational efficiency but also reinforcing public trust, ensuring that the systems we build today will serve as a lasting foundation for a more transparent, accountable, and future-ready Iligan City.

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Health Records (In-patients and OPD Records)

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Christine Marie M. Añosa/Records Officer/Eastern Samar Provincial Hospital

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Christine Marie M. Añosa/Records Officer/Eastern Samar Provincial Hospital

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During the ERMP seminar-workshop, many challenges arise and some unexpected events happened. From the first day that we have encountered an earthquake, then to some unavoidable situations that causes the delay in completing our tasks..We have revised our outputs several times. But because of our interest and determination we have completed and finished those tasks. We are under way with the transition process, but there is still a lot to work on to, especially with our health records, because we cater to province-wide patients. With ERM, documents will no longer be lost in filing cabinets. Digital search functions allow employees to find and retrieve specific documents in seconds, vastly improving productivity. This access is available to authorized users from any location, making it ideal for remote and hybrid work environments. The transition in ERM eliminates the need for expensive physical storage space, printing supplies, and off-site document storage, thereby saving space and cost . I have attended the BRAM seminar-workshop also by NAP, that'w why this ERMP seminar-workshop is also worth the time, Resource Speakers and Facilitators are knowledgeable, confident and have expertise in their topics. They connect with their audience with a clear and concise manner of communication. Salute to NAP for sharing with us your knowledge and expertise through these significant and outstanding seminars/workshops.. ♥️

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I am wearing a yellow shirt, assisting Supply Office personnel in conducting their records disposition.

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Jeany G. Garque, Supervising Administrative Officer (Records Office), West Visayas State University

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Jeany G. Garque, Supervising Administrative Officer (Records Office), West Visayas State University

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Through the Seminar-Workshop on ERMP, I realized that records disposition should align with both traditional and electronic recordkeeping standards. As a records officer, my role is to guide offices in properly managing and disposing of records in compliance with NAP policies. This training helped me understand the importance of gradually integrating digital processes to ensure accountability, efficiency, and compliance in our University's records management system.

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Picture while assisting the Supply office in the disposition of records

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Ronald B. Aprecio / Administrative Officer II / Sagay City Senior High School

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Ronald B. Aprecio / Administrative Officer II / Sagay City Senior High School

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Attending the seminar-workshop on Electronic Records Management Policy was invaluable for me as an Administrative Officer in a public school. It deepened my understanding of the critical role proper records management plays in promoting efficiency, transparency, and accountability in government service.

Overall, the experience reinforced my commitment to good governance and building a responsive and organized records management system that ensures efficient public service delivery and protects institutional memory.

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MARNELL JANE P. NICART/ IT ADMINISTRATOR/ EASTERN SAMAR PROVINCIAL HOSPITAL

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MARNELL JANE P. NICART/ IT ADMINISTRATOR/ EASTERN SAMAR PROVINCIAL HOSPITAL

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After learning about Electronic Records Management (ERM) from the National Archives of the Philippines, I realized how important it is to properly handle and protect our digital records. In today’s time, most information is stored electronically, and this makes our work faster and more organized. But it also means we have to be extra careful in keeping our data safe, complete, and easy to access when needed.

What stood out to me is that ERM isn’t just about using technology, it’s about being responsible and disciplined in managing information. It teaches us that every record matters because it serves as proof of actions, decisions, and services.

Overall, I learned that good record management helps promote transparency, accountability, and efficiency. It inspired me to be more mindful of how I handle electronic files at work and to support efforts that keep our digital records secure and well-managed. The ERMP seminar-workshop by NAP guides us especially with the prioritization and gave us insights and ideas to this transition. Looking forward to more trainings/workshops from NAP. Thank you!

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Christel Hannah G. Biluan/Records Section Support Staff/DepEd - Maasin City

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Christel Hannah G. Biluan/Records Section Support Staff/DepEd - Maasin City

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The workshop is a great step and initiative that allows us to see the bigger picture and the beauty of a systematic electronic records keeping.

Given the fast transition and innovation of our modern world, we also need to level up the way we approach our work in order for us to keep up with the fast-paced system.

The ERMS seminar workshop, in return, gave us an exciting and encouraging insight on what to do and how to do such things in an orderly manner, allowing us to start on the very basic, on whatever is possible as of the moment for our office/agency.

Though it may be great to have a less paper transaction, however, it is not yet feasible in our line of agency as far as the budget requirement is concerned.

But, on a positive note, we will try to make a proposal since DepEd is on the process of implementing a One DepEd, One QMS Policy. Thus, this may be prioritized.

Thank you, NAP, for this opportunity shared. God bless and more power!

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I have so many learnings in this training. There are misconceptions on things related to record electronic records management. My most misconception is that backed up files have no retention period and that it will be kept permanently for the nature of the filing mechanism.

Further, this kind of training suits me because I can manage my own time and progress on my own phase. In addition, the activities are practical though I am spending more time on exercises where my creativity if challenged since it take much of my time (lol).

Hope to attend more of NAP-LMS Training.

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Rachel Grace I. Salvante/Registrar I/ DepEd-Iloilo, Zarraga NHS

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Rachel Grace I. Salvante/Registrar I/ DepEd-Iloilo, Zarraga NHS

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As a School Registrar in the Department of Education, this LMS training on Electronic Records Management has been a very timely and meaningful learning experience. Currently, DepEd has not yet fully implemented an electronic records management system, so this training served as an important opportunity for me to gain new knowledge and prepare for the eventual transition to digital recordkeeping.

Through the sessions, I learned about the principles, processes, and tools used in managing records electronically — from creation, classification, storage, and retrieval, to the proper disposal and archiving of documents. It opened my eyes to the advantages of having an organized and secure electronic system, especially in improving efficiency, accessibility, and accuracy in handling student records and other official documents.

As someone who has long been managing paper-based records, I realized that adopting electronic management will not only reduce manual workload but also enhance transparency and data integrity. This training also made me reflect on the need for proper planning, digital literacy, and adherence to data privacy and security policies once DepEd moves toward full digital transformation.

Overall, this training has equipped me with valuable insights and practical knowledge that I can apply in improving our current record management practices. It has inspired me to be more proactive in embracing technology and to advocate for the gradual shift to electronic records management in our school.

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This photo was taken during the sorting of records identified for disposal as part of the records management process.

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Participating in the Seminar-Workshop on Electronic Records Management Policy via NAP-LMS has been a truly meaningful learning experience. It deepened my understanding of the principles and practices essential for the effective implementation of ERM and strengthened my competence in the proper organization, maintenance, and protection of records. Beyond technical knowledge, the training made me realize the vital role of sound records management in ensuring transparency, accountability, and efficiency in government service. I am sincerely grateful for the opportunity to take part in this program, which has equipped me with both the insight and commitment to uphold best practices in managing and preserving records—whether physical or electronic.

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Jane Russel A. Leal, Records Officer I, WVSU-Lambunao Campus (Records Office)

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Jane Russel A. Leal, Records Officer I, WVSU-Lambunao Campus (Records Office)

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The Seminar-Workshop on Electronic Records Management Policy (ERMP) for Visayas and Mindanao was an extremely insightful and timely event. I would like to thank the facilitators for their expert guidance and hard work in making this seminar a resounding success! The clear and comprehensive presentations on the intricacies of the ERMP, coupled with the practical workshop activities, have been incredibly valuable. As a participant, I found the program to be well-structured and highly relevant to the modern challenges of governance and public service delivery in the digital age. The sessions effectively broke down the key components and legal framework of the ERMP, highlighting its crucial role in ensuring data integrity, accessibility, and security for our electronic records.

Overall, the seminar has equipped me with the necessary knowledge and confidence to be a more effective proponent and implementer of the ERMP in WVSU. It was an invaluable step toward modernizing and standardizing our records management practices.

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April Rose B. Derigay, Administrative Aide VI, North Eastern Mindanao State University

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April Rose B. Derigay, Administrative Aide VI, North Eastern Mindanao State University

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The ERMP Seminar-Workshop and the LMS training both gave me a deeper understanding of how important electronic records are in today’s digital setup. The LMS training was convenient and engaging—it allowed me to learn at my own pace while still feeling connected to the lessons. I liked how it guided us step by step, making the concepts easier to understand and apply in real situations. Overall, this experience made me appreciate record-keeping even more. It’s not just about organizing files—it’s about keeping information accurate, safe, and accessible. After this training, I’ve become more mindful and confident in handling electronic records in the office.

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Hector O. Cofreros / Administrative Assistant V / BFAR Regional Adjudication Committee Secretariat 6

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Hector O. Cofreros / Administrative Assistant V / BFAR Regional Adjudication Committee Secretariat 6

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This LMS training is very useful to me because our office is gradually transitioning to electronic records system. I have gained new knowledge, skills, insights in this training. This has already been my second time using the LMS by NAP and I am glad NAP is still using the platform for flexible training.

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Irene C. Buendia, Administrative Assistant V, DOJ-National Prosecution Office.

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Irene C. Buendia, Administrative Assistant V, DOJ-National Prosecution Office.

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I am grateful for the free seminar on ERMP through the LMS platform. The modules were clear, practical, and easy to follow. The training wasn’t just informative—it was practical. It helped me connect the dots between policy, technology, and the day-to-day realities of our work.

One of the biggest takeaways for me was the importance of transitioning from paper to electronic records. I used to think of this shift as a technical upgrade, but now I see it as a strategic move. Paper records are vulnerable—prone to damage, loss, misfiling, and limited access. Electronic records, when managed properly, offer security, accessibility, and efficiency. They allow us to respond faster, collaborate better, and maintain accountability across teams.

The training also made me realize that transitioning isn’t just about scanning documents or buying software. It’s about building systems that support the entire lifecycle of a record—from creation to disposal. That means having clear naming conventions, metadata standards, access controls, and backup plans. Without these, even digital records can become chaotic and unreliable.

This seminar-workshop reminded me that change doesn’t have to be overwhelming. It can start with small steps—like organizing shared folders, using official email consistently, or documenting procedures and I want to sincerely thank the facilitators and speakers who guided us through the training.

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JENESIS B. LANZADERAS / Acting Division Head / City Government of Butuan - City Civil Registry Department (Planning and Registry Legal Services Division)

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JENESIS B. LANZADERAS / Acting Division Head / City Government of Butuan - City Civil Registry Department (Planning and Registry Legal Services Division)

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As a planner in the City Civil Registry Department of the City Government of Butuan, the National Archives of the Philippines’ Electronic Records Management (ERM) Policy offers valuable guidance in managing the vast amount of digital records our office generates. Our functions—covering births, marriages, deaths, and other civil documents—require strict accuracy, security, and accessibility, all of which are addressed by the principles of the ERM policy.

In the planning function, the ERM policy informs several aspects of my work. First, it highlights the importance of standardizing the creation, classification, storage, and disposal of electronic records. When preparing annual plans or project proposals, I must ensure that our strategies consider the lifecycle of records, including proper digital archiving and retrieval. Second, the ERM policy reinforces the need to adopt reliable digital infrastructure, which is essential for monitoring and evaluating civil registry operations. Planning for system upgrades, cybersecurity measures, and staff training aligns directly with the ERM guidelines.

Moreover, the policy encourages forward-looking strategies that integrate technology with compliance. For example, when projecting digitization initiatives, I need to balance operational efficiency with the legal and historical obligations of preserving authentic records. The ERM framework therefore shapes my planning decisions, ensuring that the department contributes to both effective local governance and the long-term preservation of our city’s documentary heritage.

Ultimately, reflecting on the ERM policy strengthens my awareness that planning in our department is not only about meeting immediate operational needs but also about safeguarding the integrity and accessibility of records for future generations.

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DULCE AMOR P. SOLEDAD OIC-Records Management Unit DPWH Bukidnon 2nd District Engineering Office 

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DULCE AMOR P. SOLEDAD OIC-Records Management Unit DPWH Bukidnon 2nd District Engineering Office 

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The Seminar on Electronic Records Management (ERM) Policy provided valuable insights into the importance of adopting digital systems to ensure efficiency, transparency, and accountability in government operations. It emphasized the proper handling, storage, and retrieval of electronic records, highlighting how metadata, security measures, and standardized processes contribute to maintaining the authenticity and integrity of official documents. The discussions also clarified the responsibilities of agencies in crafting their own ERM programs aligned with national guidelines, ensuring consistency and compliance across all offices.

For the Department of Public Works and Highways (DPWH), the implementation of the ERM Policy can significantly enhance public service delivery by streamlining records management processes. With digital records readily accessible and securely managed, the office can respond more quickly to requests, reduce paperwork, and minimize processing delays. Moreover, a well-implemented ERM system promotes transparency and accountability, strengthening public trust in the agency’s operations and enabling more efficient project monitoring and documentation.