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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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A less-paperwork environment is more practical and sustainable for records management, especially in a developing hospital like SOCCSKSARGEN General Hospital. While a fully paperless system promotes efficiency, cost savings, and environmental benefits, it requires reliable infrastructure, strong cybersecurity, and continuous staff training—which may not yet be fully attainable. A less-paper approach allows gradual digital transition while maintaining essential paper records as backups during system downtimes or emergencies. This hybrid method ensures accessibility, data security, and compliance with recordkeeping standards while preparing the institution for full digital transformation in the future.

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Sheryl A. Copita, LPT / Administrative Aide VI / West Visayas State University - College of Agriculture and Forestry

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Sheryl A. Copita, LPT / Administrative Aide VI / West Visayas State University - College of Agriculture and Forestry

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In a state university, the goal should be “Less Paper” rather than completely “Paperless.” While the idea of a fully paperless system is ideal in theory, in practice, universities still need certain documents in physical form—such as diplomas, contracts, and official letters that require wet signatures or legal authentication.

Adopting a “Less Paper” approach means transitioning most processes—like enrollment, grading, communication, and record-keeping—into digital formats, while retaining paper use only when necessary. This balance promotes efficiency, sustainability, and accessibility without compromising compliance and authenticity.

By implementing electronic records management systems (ERMS) and digital signatures, a state university can significantly reduce its dependence on paper, cut costs, save storage space, and accelerate workflows. Ultimately, “Less Paper” reflects a realistic and progressive approach toward digital transformation while maintaining reliability and inclusiveness in university operations.

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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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In my role as Statistician I at the Provincial Assessor’s Office, I believe that moving toward a paperless environment is a significant step in improving efficiency and transparency in government operations. Our office manages vast amounts of property data and documents, and digitizing these records not only saves time and resources but also ensures data accuracy and accessibility. By adopting an electronic records management system, we minimize human error, improve retrieval speed, and strengthen data security.

Transitioning to paperless work also supports environmental sustainability by reducing waste and conserving resources. While the shift may require adjustments, training, and reliable technology, its long-term benefits outweigh the challenges. Embracing digital transformation reflects our commitment to good governance and innovation—allowing us to serve the public more effectively while contributing to a greener, smarter, and more efficient Provincial Assessor’s Office.

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Josue A. Broca Jr.., RL. /Administrative officer/Librarian/ Northwestern Mindanao State College of Science and Technology.

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Josue A. Broca Jr.., RL. /Administrative officer/Librarian/ Northwestern Mindanao State College of Science and Technology.

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A paperless Because it encourages productivity, accessibility, and sustainability, a paperless workplace is preferable for record management. Digital records require less time and physical space to store, retrieve, and share. Along with promoting environmental preservation, it also lowers printing, paper, and storage expenses. By guaranteeing information integrity and implementing access controls and backups, electronic systems improve data security. The long-term advantages of a fully digital system exceed the drawbacks of keeping paper records, even though the transition calls for training and technological investment.

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For a state college institution, adopting a paperless or less-paper approach can have significant benefits, but the effectiveness of each will depend on various factors. The most practical and sustainable management is on less paper environment because it seeks to reduce paper usage but doesn't eliminate it entirely. Some processes are digitized, but certain functions (like physical signatures or paper records like diploma or TOR) are maintained. A hybrid approach is much better.

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Keano Ross L. Saylo, Registration Officer I / LGU-Bago

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Keano Ross L. Saylo, Registration Officer I / LGU-Bago

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As a government employee, I believe that adopting a less paper work environment is the most practical and sustainable approach to managing records in the public sector. While a fully paperless system offers clear benefits such as faster transactions, lower operational costs, and reduced environmental impact, it also presents challenges, particularly in government offices where physical documents remain necessary for legal validation, signatures, and archival purposes. Transitioning to a completely digital system requires substantial investment in technology, cybersecurity measures, and staff training, which may not be immediately achievable for all agencies.

By reducing paper use instead of eliminating it completely, we can strike a balance between modernization and practicality. This approach allows us to use digital tools for efficiency while keeping essential paper records as reliable backups. It promotes transparency, accountability, and better record organization without risking data loss or disrupting existing workflows. Moreover, the less paper approach supports the government’s digital transformation goals in a gradual and manageable way, ensuring that both employees and the public can adapt smoothly to technological changes. Ultimately, it reflects a responsible and forward-looking commitment to improving public service delivery while maintaining compliance and operational readiness.

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Carlo Boji M. Nazareno, Supervising Administrative Officer, Department of Information and Communications Technology (DICT) XI

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Carlo Boji M. Nazareno, Supervising Administrative Officer, Department of Information and Communications Technology (DICT) XI

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In a government office setting, it is a welcome idea that transactions will be paperless, as it promotes the efficiency and agility of the processes. We cannot discount the fact that not all these transactions can be realized as of the moment, but there are initiatives by some agencies to promote fewer paper transactions and satisfy their customer clients, especially nowadays that we are advancing in technology.

Hence, with the adoption of digital signatures which is implemented by our agency, it eliminates paper transactions, and likewise promotes transparency and accountability to each government official and employee. Moreover, it reduces cost and further enhance security and integrity for digital transactions and a significant step towards efficient record-keeping.

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Ryan B. Tayobong / AOIV - Financial Management Division - Budget Section / DSWD Field Office 8 

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Ryan B. Tayobong / AOIV - Financial Management Division - Budget Section / DSWD Field Office 8 

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As DSWD moves toward implementing the Electronic Records Management Policy (ERMP), the choice between a fully paperless environment and a less paper approach becomes crucial. In Field Office VIII, we already practice digital documentation through the Document Action Tracking System (DATS), which supports efficiency and faster communication.

However, we still print electronic copies for signatures and filing, showing that we are currently in a “less paper” stage rather than truly “paperless.” While a completely paper-free system is ideal, it must be realistic and supported by strong ICT infrastructure, secure digital authentication, and clear guidelines on record retention. Going paperless should not only mean reducing paper, it should mean improving accessibility, accuracy, and accountability in records management.

I strongly support the paperless direction because it aligns with DSWD’s goals of transparency, sustainability, and innovation, but it must be implemented gradually and systematically across all field offices.

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Reinald Kim L. Alagenio/ Administrative Aide IV/ DPWH-Davao City District Engineering Office

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Reinald Kim L. Alagenio/ Administrative Aide IV/ DPWH-Davao City District Engineering Office

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As a staff member in the Records Management Unit, I know that getting this records transition right is a balancing act. It’s not just about dreaming of being completely Paperless; it’s about making sure all new files, like procurement documents and reports, are created digitally, straight into our ERMS. That’s how we stop printing needlessly and keep everything accessible instantly, which I definitely prefer for the environment too. But we can't ignore the past. The Lesspaper part deals with our agency's huge, critical legacy: the old contracts and land titles. This means we have to systematically convert the most important paper files, get rid of the non-essential junk, and write clear rules for the very few documents that legally must stay on paper. When we manage both of these strategies together, we ensure the agency can move fast while still protecting the complete legal truth of our records.

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Merocel M. Timucha/ Records Management Office Staff/ Caraga State University

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Merocel M. Timucha/ Records Management Office Staff/ Caraga State University

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For State Universities, the rush towards a completely paperless system is a step too far, too soon. We must proceed thoughtfully, not simply because it's convenient, but because it's right for our people. A "less paper" approach is more sensible and humane, respecting our current stage of digitization and the people driving this change.

Our staff and students need time, adequate training, and reliable tools. We can't expect a seamless transition when the foundation is still being built. This measured strategy also acknowledges the enduring value of tradition, especially with official documents. For a diploma or transcript, the weight of a manual signature and seal still carries an assurance of credibility that we should not abandon prematurely.

By carefully choosing what to digitize, we can progress intelligently. This isn't about sting change; it's about making sure the change we embrace truly works for our community.

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Joan Mae G. Lagumbay, PhD- Bohol Island State University-Bilar Campus-Records  and Document Control Officer. 

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“Balancing Innovation and Compliance: Embracing a Less-Paper Environment in Records Management”

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“Balancing Innovation and Compliance: Embracing a Less-Paper Environment in Records Management”

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As the designated Records Officer and Document Control Officer, I believe adopting a less-paper environment is the most practical and effective approach for our institution. While going completely paperless is an admirable goal, it is not yet fully achievable in our current setting, where legal, audit, and accreditation requirements still necessitate the use of physical documents. During evaluations and accreditations, we are often required to present hard copies of policies, records, and reports as tangible proof of compliance and performance. These printed records carry authenticity, signatures, and seals that validate the credibility of our institution’s operations.

A less-paper system, however, allows us to integrate both efficiency and accountability. By digitizing frequently accessed documents and maintaining necessary hard copies, we ensure quick retrieval, backup security, and ease of sharing, while still complying with regulatory mandates. It also promotes environmental sustainability and reduces storage clutter without compromising reliability. Based on my experience in managing and controlling documents, this hybrid approach supports both the digital transformation we aim for and the institutional integrity we must maintain. It bridges the gap between innovation and compliance—making it the most convincing and sustainable choice for SUCs like ours.

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Shilden M. Caballero, Administrative Officer III (Records Officer), Department of Information and Communications Technology (DICT) Region 11

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Shilden M. Caballero, Administrative Officer III (Records Officer), Department of Information and Communications Technology (DICT) Region 11

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Ideally, the aim is to have a paperless work environment, as it promotes efficiency, transparency, and accountability in managing government records, while also supporting sustainability and digital transformation. In reality, however, achieving a fully paperless system remains a challenge. Even technologically advanced countries have yet to completely eliminate paper, as certain transactions still require physical documentation. Therefore, for now, a less-paper approach is more feasible and practical.

In line with this, our agency actively promotes the adoption of PNPKI, which enables the use of digital certificates and digital signatures. These ensure the authenticity, integrity, confidentiality, and non-repudiation of electronic records.

Ultimately, I believe the goal would still be a paperless environment, as it reflects the full realization of efficient, secure, and sustainable records management in government.

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Angelo Tiwana Quiamco, SO2 - Author/Writer at NBDB

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Angelo Tiwana Quiamco, SO2 - Author/Writer at NBDB

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A paper-free work environment offers significant advantages over merely reducing paper use.

Key Benefits of Paper-Free:

Enhanced Efficiency: Digital documents can be instantly searched, shared, and accessed remotely, dramatically cutting down time spent filing or retrieving physical records. This boosts productivity and streamlines workflows.

Cost Reduction: Eliminating paper translates to substantial savings on printing, ink, storage space, physical mail, and administrative time spent managing paper archives.

Improved Security & Disaster Recovery: Digital systems allow for robust access controls, encryption, and automatic backups, protecting sensitive information more effectively than physical files, which are vulnerable to theft, fire, or natural disasters.

Environmental Responsibility: Going paperless drastically reduces deforestation and the energy consumption associated with paper production and transportation, aligning with sustainable business practices.

Better Collaboration: Teams can simultaneously view and edit documents, fostering real-time collaboration regardless of geographical location.

While transitioning can require initial investment in technology and training, the long-term benefits in efficiency, cost, security, and environmental impact make a paper-free approach the superior choice for modern record management.

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The shift toward paperless or less paper environments is not just a technological trend, it’s a strategic move toward sustainability, efficiency, and accountability.

While paperless represents the ultimate goal, less paper is a practical stepping stone for most organizations. By gradually reducing paper dependence and strengthening electronic recordkeeping systems, organizations can pave the way toward a fully digital, secure, and eco-friendly future.

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Arabelle Pontilar-Aloquina - AO III (Records Officer II), Capiz State University-Central Administration Records Office

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Arabelle Pontilar-Aloquina - AO III (Records Officer II), Capiz State University-Central Administration Records Office

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Paperless (FOR) or paper-free work environment for records, or Less Paper (AGAINST) or reduced use of paper, not eliminating it completely for records? While "paperless" is an ideal goal, a "less paper" process is recurrently the more realistic and effective strategy for managing records. A comprehensive "paper-free" policy can create organizational challenges and resistance, whereas a reduced-paper approach offers similar benefits while acknowledging that certain circumstances still require physical documents.

A less-paper approach is often better for most organizations because it is more practical and sustainable in the long run. Eliminating paper entirely can be overwhelming and impractical, especially for businesses with long-standing paper-based traditions. A "less-paper" strategy allows for a gradual, staged transition that is easier for employees to adopt and provides time for training and adjustment. Some situations, such as legal or auditing requirements, may still demand "wet ink" signatures on physical documents. The less-paper model allows for these exceptions without disrupting the entire digital workflow. For many employees, there is a natural hesitation  to switch from familiar paper processes. A less-paper mindset is less shocking and can help gain staff support by not creating a hard, absolute policy. Instead of striving for a potentially impossible ideal, a less-paper approach focuses on implementing practical digital solutions that provide the biggest returns. This can include digitizing accounts, using cloud-based file storage, and implementing e-signatures.

Although the benefits of going completely paperless are clear in theory, the most effective strategy for most organizations is a "less-paper" or "paper-light" approach. The key is to address the underlying workflow, not just the physical form.

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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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Choosing between going fully paperless or just reducing paper use is a real challenge. Personally, as a Records Officer of South Cotabato State College I lean toward a paperless work environment.  it feels like a step forward. It’s faster, cleaner, and more efficient. No more digging through piles of folders just to find one document. Plus, it’s better for the environment, and with systems like E-HRMIS, everything is just a click away.

But I also understand why some people prefer the less-paper approach. Not everyone is ready to let go of printed records. Paper can feel more secure, more familiar especially for those who’ve worked with it for years. It’s comforting to have a physical copy, just in case.

In the end, I think it’s about finding the right balance. We don’t have to rush into being 100% paperless, but we should keep moving in that direction. Change takes time, and it’s okay to take small steps toward a smarter, greener future.

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

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

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I support a Less Paper work environment for records. While the University’s 10-Year Development Plan promotes digitalization, adopting a less paper approach offers a more practical and balanced transition. It allows the institution to gradually integrate digital systems while maintaining essential paper-based processes to ensure continuity, accessibility, and compliance with existing requirements. The University’s ongoing adoption of the DICT’s digital signature system supports this gradual shift toward digitalization. By reducing but not completely eliminating paper use, the University can promote efficiency, sustainability, and readiness for a fully paperless system in the future. Later on, this reduces physical storage needs, minimizes environmental impact, and supports faster document retrieval and sharing, paving the way for a more efficient and sustainable records management system.

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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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The challenge faced by the LGU—balancing paper usage with the Data Privacy Act (DPA) while lacking foundational BRAM/RAMP structures—highlights a critical governance insight:

The ideal of "Paperless" is often a distant strategic goal; "Less Paper" is the crucial and immediate compliance strategy.

The LGU's use of scratch paper for printing sensitive data creates a direct, high-risk DPA violation. The priority is not to eliminate paper entirely, but to eliminate non-compliant paper use. The lack of BRAM/RAMP means the LGU is unprepared for an immediate digital shift. Therefore, adopting a Less Paper strategy is a pragmatic move: it immediately secures sensitive data by establishing a no-reuse policy, while simultaneously creating the operational breathing room to budget for, train on, and eventually build the digital infrastructure required for a mature BRAM and a long-term Paperless future. Compliance and risk mitigation must precede ambitious transformation.

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

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

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Adopting less papers in office transactions helps improve efficiency, accuracy, and transparency. Too many paper files often cause delays, errors, and difficulties in retrieving important records. Through the use of Electronic Records Management System, documents can be stored securely, accessed easily, and updated with reliability. This reduces costs, save time, and improves service delivery. However, challenges may arise when office begins the paperless system. Many farmers are not yet familiar with using computers or electronic tools, which makes it difficult for them to adapt when traditional paper processes are removed. In connection with this, proper guidance and training are needed to ensure they are not left behind. In the National irrigation Administration-Kalinga, less papers support modernization while still considering farmers' needs.

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

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

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As a millenial worker who rose from the ranks, I find it quite challenging to distinguish between a paperless and a less paper implementation, especially since the government encourages agencies to adopt digitization. In our office, where documentation is vital for standardizing major processes, I believe that a less paper approach—reducing but not totally removing the use of paper—is more practical. While it moves us closer to being paperless, we still need physical documents like contracts, land titles, or signed originals since many laws and regulations still require them for authenticity and validity. These physical records also serve as proof of genuineness and are often needed for audits or verification. Even in today’s digital era, physical documents remain important because they provide legal assurance, authenticity, accessibility, and reliable backup.

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JENNIFER MIZO, School Registrar Designate

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JENNIFER MIZO, School Registrar Designate

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In today's world, transitioning toward a paperless system is generally the most efficient and sustainable choice for records management. Going paperless not only reduces physical storage needs but also makes it easier to organize, retrieve, and share information quickly and securely. Digital records can be backed up, reducing the risk of loss due to physical damage, and they are also more environmentally friendly.

However, depending on the industry and regulatory requirements, having less paper such as transitioning from heavy paperwork to digital formats for key document might be a more practical step in the short term. This balances the need for digitization with the realities of managing paper documents that still require physical retention.

Ultimately, moving towards a fully paperless system, if feasible, is the best long-term solution for streamlining operations, improving accessibility, and reducing environmental impact.

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Christine Marie Añosa/ Records Officer/ Eastern Samar Provincial Hospital

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Christine Marie Añosa/ Records Officer/ Eastern Samar Provincial Hospital

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In a healthcare facility like ESPH, A gradual transition with a LESS PAPER approach towards digitalization is appropriate, reducing but does not eliminate its use. The selective use of paper in which maintaining the option in making hard copies for specific needs or only when needed. it lessens the existing paper-based processed which saves space and cost while improving efficiency.

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Christel Hannah G. Biluan, RPm/ Records Support Staff/ Department of Education - Maasin City Division

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Christel Hannah G. Biluan, RPm/ Records Support Staff/ Department of Education - Maasin City Division

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While the idea of a paperless setup in a government setting has been considered because it makes work efficient, sustainable, and accessible, a less paper approach is a more realistic and strategic option in government agencies, such as the Department of Education.

Government agencies hold a wide array of legal documents, such as contracts, titles with physical signatures, etc. Thus, it is possible to gradually align with current regulations with a less paper-based approach. While guaranteeing ongoing adherence to legal requirements that still call for paper records, it enables institutions to go digital where it is more practical.

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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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For me, it is ideal to implement less paper or reduced use of paper, not eliminating it completely for records.

This type of records management is hybrid.

It is a practical approach that fosters an effective records management system by blending the advantages of digital and physical records. It integrates both records into a cohesive management framework. This approach enables agencies to benefit from the efficiency of digital records that are more easily accessible while maintaining physical records that are legally required such as student credentials and Memorandums of Agreement.

A hybrid records management system increases efficiency while lowering expenditures.

In the event that one form is compromised after a natural calamity, HRMS can provide a backup. Thus, without sacrificing the advantages of digitalization, the less paper/hybrid approach can facilitate the realistic transition and meet the mandates of the University for the welfare of its stakeholders.

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DIMPLE R. TENORIO, RECORDS OFFICER II, MGB 12

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DIMPLE R. TENORIO, RECORDS OFFICER II, MGB 12

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A paperless or paper-free work environment on fully digitizing records to enhance efficiency, accessibility, and sustainability. By eliminating paper use, organizations can significantly reduce costs in printing and storage while helping protect the environment through less cutting of trees to produce paper. This approach supports modern digital transformation and promotes eco-friendly practices. However, others advocate for a “less paper” system, which minimizes but does not entirely remove paper use. This method recognizes ongoing challenges such as cybersecurity threats, system failures, and the continued need for physical documents in certain legal processes. While a completely paperless system is ideal for technologically advanced institutions, a less paper strategy remains practical for organizations still adapting to digitalization. Both approaches aim to achieve better record management while contributing to environmental conservation and operational efficiency.

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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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Considering the rise of digitization, organizations shall shift from "Paperless" to "Lesspaper".

Due to natural disasters and health crises, a shift to electronic means of conducting transactions is imperative, as this minimizes the risks. However, organizations should not completely neglect the use of paper, as it remains a primary means of producing records, especially in office settings.

In Higher Education, during online classes, an LMS is used as a platform to upload lessons and for students to submit their tasks. What I did was I encouraged my students to do their task in a "paper" to write their answers to enforce due diligence and accountability, then I informed them to scan or migrate the file into a PDF. File for them to upload to our LMS. This practice not only instills values but also develops skills, preparing them for their on-the-job training in the industry.

Overall, neglecting the "paper" system can be detrimental to an organization, but that doesn't mean they will not consider transitioning to a "paperless" system. That being said, "One size doesn't fit it all." Leaders shall observe what works best for their team and for the entire organization.

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Jean Lou A. Paler/Administrative Assistant I/Records Division-SPO

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Jean Lou A. Paler/Administrative Assistant I/Records Division-SPO

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In the Sangguniang Panlungsod Office situation, less paper is more applicable and efficient. There are transactions and processes in the SPO that are paper-based for legal, operational, and compliance reasons. Under RA 7160 otherwise known as the Local Government Code of 1991, ordinances and resolutions require official signatures and transmission of hard copies for review and archiving. Minutes, journals, committee reports, transmittals, and attendance are some of the paper-based processes of the Sanggunian. Hence, a less paper workplace is more attainable and applicable to the Sangguniang Panlungsod Office.

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I believe a paperless work environment is better for records management. Going fully digital improves efficiency, accessibility, and security of records while reducing physical storage costs and environmental impact. Electronic systems allow instant retrieval, easy sharing, and automated backups, which ensure data preservation and disaster recovery. Although transitioning may require initial investment and staff training, the long-term benefits outweigh the costs. In contrast, a “less paper” approach still depends on physical files, which are prone to loss, damage, and limited access. Therefore, a paperless system supports modernization, transparency, and sustainability in recordkeeping.

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Catherine C. Discarsa,LPT- South Cotabato State College 

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Catherine C. Discarsa,LPT- South Cotabato State College 

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Niña E. Espiloy, Administrative Officer III (Records Officer II), Finance & Administration, Department of Migrant Workers XII

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Niña E. Espiloy, Administrative Officer III (Records Officer II), Finance & Administration, Department of Migrant Workers XII

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I believe that as we move forward in the era of digitalization, I prefer a paperless work environment because it supports efficiency, sustainability, and innovation. Reducing paper use helps protect the environment and makes it easier to manage, store, and access digital records. It also ensures the safety of documents and promotes faster service delivery. This approach aligns with our department's long-term agenda, particularly its goals of digital transformation, organizational efficiency, and transparent governance. By adopting digital recordkeeping, we can strengthen accountability and improve service to migrant workers. Though the shift may take time, it is a smart and sustainable step toward a modern and responsive government.

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MARNELL JANE NICART/ IT ADMINISTRATOR/ EASTERN SAMAR PROVINCIAL HOSPITAL

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MARNELL JANE NICART/ IT ADMINISTRATOR/ EASTERN SAMAR PROVINCIAL HOSPITAL

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Less paper approach is more gradual and achievable goal for healthcare institutions that are aiming for digital transformation. Less paper reduces paper waste and its associated costs without the significant investment or disruption of going fully digital.

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Julius Ceazar S. Dagting, Administrative Officer, LGU-Iligan

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Julius Ceazar S. Dagting, Administrative Officer, LGU-Iligan

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As an Administrative Officer with extensive experience in digital contexts, I strongly advocate for a paperless approach rather than merely aiming for “less paper.” Going paperless not only aligns with the core values of efficiency and sustainability but also harnesses digital tools to streamline workflows, reduce clutter, and enhance accessibility to information.

From my experience, a paperless system transforms how organizations operate by enabling faster document retrieval, fostering better collaboration, and improving security through controlled access. Additionally, it significantly cuts costs related to printing, storage, and physical document handling.

While “less paper” is certainly a positive step forward, fully embracing a paperless environment unlocks the true potential of digital innovation—helping organizations become more agile, environmentally responsible, and future-ready.

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Jane Russel Leal, Records Officer, West Visayas State University-Lambunao Campus

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Jane Russel Leal, Records Officer, West Visayas State University-Lambunao Campus

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I support the "less paper" approach because it is strategically superior for West Visayas State University (WVSU) as it ensures a practical and sustainable digital transformation aligned with our Strategic Development Plan. Unlike an abrupt "paperless" mandate, "less paper" allows for gradual digitization, reducing paper while legally retaining physical documents where necessary.

This strategy fulfills the Vision of a research university by securing data and streamlining workflows for global standards. It advances the Mission by incrementally building digital literacy among life-long learners, making the process cost-effective and inclusive. Ultimately, "less paper" embodies WVSU’s Core Values of Excellence, Creativity, and Service by minimizing risk, managing resources effectively, and maintaining accessibility for all students and partners, ensuring a stable path to modernization.

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Pedro B. Laru-an, Jr.  Administrative Aide VI, Records Staff, West Visayas State University - Lambunao Campus

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Pedro B. Laru-an, Jr.  Administrative Aide VI, Records Staff, West Visayas State University - Lambunao Campus

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For me, I strongly support the implementation of the less paper approach to significantly reduce the use of paper, though not to eliminate it entirely. While digital systems offer numerous advantages, I believe that certain records and documents must still be preserved in physical form, as they serve as essential evidence and legal support when necessary. By minimizing paper usage, schools and offices can foster greater efficiency, transparency, and environmental sustainability.

Adopting less paper practices enables digital processes to become faster, more systematic, and more secure, making records easier to access and manage. As a research university, prioritizing data security and streamlining workflows are vital steps toward strengthening digital literacy within the academic community and aligning institutional practices with global standards. It is also part of the university’s responsibility to uphold its core values by managing resources wisely, minimizing operational risks, and sustaining collaborative partnerships among its stakeholders.

Ultimately, a balanced approach—combining the advantages of digital transformation with the reliability of essential physical records—creates a more productive, secure, and sustainable environment for the entire institution.

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Ideal would be 80-90% Digital and 10-20% Paper

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Ideal would be 80-90% Digital and 10-20% Paper

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There will always be paper unless the PH Gov't can provide an industry accepted - stable and secure digital storage services that would host files and systems.

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Frencis P. Tiu Rivera, Administrative Officer III, Health Information Management Officer, Labuan General Hospital - Preference for a Paperless Work Environment for Records Management

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Frencis P. Tiu Rivera, Administrative Officer III, Health Information Management Officer, Labuan General Hospital - Preference for a Paperless Work Environment for Records Management

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A paperless work environment is better for records management because it promotes efficiency, accessibility, and sustainability. Digital records can be stored, searched, and retrieved instantly, reducing physical storage space and minimizing the risk of loss or damage. It also supports data security through encryption and access controls, ensuring compliance with records management policies. Additionally, a paperless system contributes to environmental conservation by reducing paper consumption and waste. While transitioning requires investment in technology and training, the long-term benefits—such as streamlined workflows, improved collaboration, and cost savings—make paperless records management the more effective and future-ready approach.

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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 believe in the government, the concept of "less paper" offers a more practical and secure approach than the complete shift to "paperless." While the vision of a paperless office is appealing, the reality introduces challenges like digital security risks and accessibility issues for all citizens. A "less paper" strategy focuses on reducing paper use strategically, digitizing essential documents while maintaining paper records where necessary for legal or practical reasons. This balanced approach ensures that important information remains accessible, secure, and compliant with regulations. It also acknowledges that not all citizens have equal access to digital resources, making a blended system more inclusive and resilient. In my view, " less paper" is a realistic step towards modernization that doesn't compromise security or public service.

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As a Record Officer in a government agency, personally I am for "less paper". Many will say that paperless is far better because it is efficient, economical, secured, and progressive. While these are valid reasons it cannot be discounted that less paper has its equivalent advantages. I believe that the only disadvantage of less paper is the issue of environment preservation. Paperless is good if there is sufficient budget that can support digitized recording management.

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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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As an Administrative Officer in a public senior high school, I would prefer a “less paper” approach rather than a completely paperless system. While moving toward digitalization is important for efficiency and sustainability, public schools still require certain documents to be printed for auditing, legal compliance, and official record-keeping. A “less paper” system offers a more realistic and balanced transition, allowing the school to gradually integrate electronic records management without disrupting existing workflows. It also accommodates varying levels of digital literacy among personnel, ensuring that no one is left behind in the shift to modern processes. By minimizing unnecessary printing and adopting digital filing and communication tools, the school can reduce costs, promote environmental responsibility, and improve accessibility of records. Ultimately, a “less paper” approach supports both operational efficiency and accountability, aligning modernization with practicality in the public education setting.

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

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

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As a Records Officer III, handling

documents remain one of the most essential tasks in the office. Communication through official documents is crucial and must always be accomplished accurately and on time.

However, with the rise of digital transformation, many offices and businesses now aim to be on Less paper to achieve faster and more efficient transactions through digital documents. Despite the shift toward digital processes, some tasks still require hard copies, especially for legal documents. That is why maintaining a balance between digital documents and paperwork is important. Having less paper means fewer physical files, making it easier to store, access, and organize information.

In the long run, embracing less paper helps create a more sustainable, efficient, and modern workplace.

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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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For me, paperless is better because it makes work faster, easier, and more organized. With digital records, it’s simple to find, share, and store important files without worrying about losing or damaging them. It also helps save space and protects the environment by reducing paper waste. Although it takes some effort to set up and secure digital systems, the benefits—like better efficiency, convenience, and sustainability—make it worth it. Going paperless isn’t just modern; it’s a smarter and more eco-friendly way to handle records today.

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Jeca Therese D. Macalos/Administrative Officer III/ SPO-Cabadbaran City/Records and Monitoring Division

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Jeca Therese D. Macalos/Administrative Officer III/ SPO-Cabadbaran City/Records and Monitoring Division

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The Less Paper approach is superior for the Sangguniang Panlungsod because it is a practical and resilient strategy. A strictly Paperless (FOR) environment presents significant risks in a local government setting, particularly concerning the reliability of digital records.

Relying solely on digital records exposes the city to potential loss from system failures, cyber-attacks, or power outages that could halt proceedings or compromise historical data. Reduced paper use—not total elimination—allows for essential physical backups and hard copies of critical ordinances and resolutions, ensuring redundancy and accessibility regardless of technological disruptions. This hybrid model facilitates a smoother, more secure, and cost-effective transition toward digitization without sacrificing the legal integrity and institutional memory of Cabadbaran City.

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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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Based on the current status in our operation, adopting a “Less-Paper” approach is more practical and appropriate than implementing a fully paperless or paper-free work environment, provided that the Philippine Statistics Authority (PSA) does not accept digital signature for registration of civil registry documents, except in authentication or certifying a copy, and the civil registry documents are considered permanent documents in accordance with R. A. 11909. While our City continues to advance its Smart Butuan and e-Governance initiatives to digitalize transactions and promote efficiency, many other departments still rely on physical documents for legal, archival, and operational requirements in compliance with various standards, especially that the City Government of Butuan is an ISO 9001:2015 Quality Management System certified which highlights the importance of documentation. The City also established the Records Management Improvement Committee (RMIC) committed to actively improving both digital and physical record management—digitizing where possible while maintaining proper preservation of essential hard copies. Given the current infrastructure, capacity, and regulatory conditions, the “Less-Paper” policy provides a balanced transition toward digital governance, ensuring efficiency, accountability, and sustainability in managing public records.

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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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In handling administrative cases, the use of paper and other physical documents is important and indispensable. However, it would be efficient for offices if physical documents are digitized so that information can easily be searchable. Thus, there should be a hybrid process of maintaining electronic copies of documents even though it is not yet archived.

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Dulce Amor P. Soledad - Records Management Officer, DPWH Bukidnon 2nd District Engineering Office "Balancing Innovation and Sustainability Through a Less Paper DPWH"

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Dulce Amor P. Soledad - Records Management Officer, DPWH Bukidnon 2nd District Engineering Office "Balancing Innovation and Sustainability Through a Less Paper DPWH"

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In an ISO-certified government organization like the Department of Public Works and Highways (DPWH), adopting a “less paper” approach is a more practical and sustainable stand than going entirely paperless. While full digitalization remains an ideal goal, the “less paper” strategy balances innovation with operational realities—ensuring that critical records, signatures, and documentation processes still meet ISO standards for traceability, authenticity, and accountability. Reducing paper usage through electronic document management systems, digital communications, and online transactions enhances efficiency, reduces storage costs, and minimizes environmental impact while maintaining compliance with ISO quality and record control requirements.

For the public, a “less paper” DPWH means faster, more transparent, and more accessible services. Digital processes reduce waiting times for permits, project updates, and public requests, while minimizing the risk of lost or misplaced documents. At the same time, maintaining some paper-based systems ensures inclusivity for citizens without access to digital tools. Ultimately, a “less paper” approach promotes environmental responsibility and service excellence—reflecting the DPWH’s commitment to continuous improvement and sustainable governance.

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Rachel Grace I. Salvante/Registrar I/ DepEd-ZNHS

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Rachel Grace I. Salvante/Registrar I/ DepEd-ZNHS

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From a DepEd registrar’s perspective, a less paper (reduced use of paper) approach is more practical and sustainable than going completely paperless. While digital record management offers efficiency, accessibility, and better organization, the current DepEd system and infrastructure are not yet fully equipped for a total electronic transition. Connectivity issues, limited resources, and the need for legally recognized hard copies still make physical documents necessary. Adopting a “less paper” environment allows gradual adaptation—digitizing essential records while maintaining printed backups for security and compliance. This balanced approach ensures data integrity, accessibility, and preparedness for a future fully digital system.