Lecture presented by Virginia E. Darlucio at PAARL's Forum on Digital Debates on Archives, Museums and Libraries (SMX Convention Center, SM Mall of Asia Complex, Pasay City, 17 September 2009) Chief Administrative Officer, National Archives of the Philippines

1. Digitizing
Records at the
National Archives
Virginia E. Darlucio
Chief Administrative Officer
National Archives of the Philippines
Digital Debates on Archives, Museums and Libraries

2. R.A. 9470 – The National Archives of the
Philippines Act of 2007
An act to strengthen the system
of management and
administration of archival
records, establishing for the
purpose the National Archives
of the Philippines, and for other
purposes.

3. Mandate
• Acquisition, storage and preservation of
public archives
• Provision of facilities for reference,
research and other purposes

4. Mission
To plan, develop, prescribe, disseminate
and enforce policies, rules and
regulations and coordinate government-
wide programs governing the creation,
general protection, use, storage and
disposition of public records including
the acquisition, storage and
preservation of public archives and
providing facilities for reference,
research or other purposes.

5. Vision
THE NATIONAL ARCHIVES envisions
itself as a world-class repository of
cultural/archival documents/materials
and non-current documents through the
use of modern technologies and
techniques to provide on-line access to
records holdings.

7. NATIONAL ARCHIVES OF THE
PHILIPPINES
Organizational Chart
Office of the
Executive Director
Office of the Deputy
Executive Director
Records Records Archives Archives Administrative Training and
Management Center Collection & Preservation & Finance Information
Services Division Access Division Division Division
Division Division

8. FUNCTIONS
by Division and by Location

9. Division : RECORDS MANAGEMENT SERVICES DIVISION
Location : 6th Floor, DOT Building

10. The Records Management Services Division
shall serve primarily as a planning, regulating,
policymaking, and advisory unit on matters
concerning the use, storage, and disposition of
operating records of government entities.
Services Offered:
Provide technical advice and assistance to government entities on
Records Management;
Inspect, examine and appraise records of government entities
and determine records to be retired or destroyed;
Direct and determine the method of disposition or
destruction of government records; and
Conduct file audit of government records.

11. Division : ARCHIVES COLLECTION AND ACCESS DIVISION
Location : The National Library Building
8th Floor (part of)
Spanish Documents Section

12. Division :ARCHIVES COLLECTION AND ACCESS DIVISION
Location :Rented: 4–storey concrete building at
PACO, Manila (2nd and 3rd Floor)

13. Division : ARCHIVES COLLECTION AND ACCESS DIVISION
Location : The National Library Building
Ground Floor (left wing)

14. Division : ARCHIVES COLLECTION AND ACCESS DIVISION
Location :The National Library Building
Mezzanine
Archives Library

15. Archives Depository
(Mobile Steel Filing Shelves)

16. Archives Depository
(Open Steel Filing Shelves)

17. Archives Depository
(Open Steel Filing Shelves)

18. Maps & Catalogue Cards
Cabinets

19. MICROFILM FILING CABINET

20. MICROFILMS IN FILING
CABINET

21. The Archives Collection and Access Division shall store,
and maintain documents and records of permanent value and/or
historical interests.
Services Offered:
Serve as national repository for archival and historical
materials, take responsibility of the – custody, maintenance
and provision of facilities for research into the country’s
cultural and historical heritage;
Answer queries, subpoenas and other official correspondence in
relation to documents of the Archives Division;
Issue certificates of availability or non-availability of birth, marriage,
death, and notarized records as well as of other documents under
its custody; and
Loan or assign facsimiles of historical materials to national cultural
entities for the purpose of exhibition or study.

22. Division : ARCHIVES PRESERVATION DIVISION
Location : The National Library Building
Mezzanine and Ground Floor
Restoration Laboratory

23. Division : RECORDS CENTER DIVISION
Location : Rented: 4–storey concrete building at
PACO, Manila (1ST and 4TH Floor)

24. The Records Center Division shall establish and operate
records storage centers to house documents and papers, which are to
be preserved for a period of time but which need not be retained by
the government entities concerned.
Services Offered:
Appraise and receive semi–active and inactive records of
the government, especially abolished, merged and
reorganized agencies;
Provide reference service to agency personnel, retirees, and the
general public;
Provide continuous technical maintenance, preservation
and adequate security for records holdings; and
Report any loss of records in the custody of records storage
centers and initiate action to recover them.

25. Division : TRAINING AND INFORMATION DIVISION
Location : The National Library Building (left wing)
Mezzanine

26. The Training and Information Division shall conduct trainings,
education and information services in archives and records management.
Services Offered:
Initiate, develop, conduct and evaluate nation–wide
training programs to improve the government records
competence and skills of personnel;
Administer a personnel program on career and employee
development for the Office;
Provide technical advice and assistance in the conduct of
training on records and archives management in all
government entities; and
Coordinate and maintain linkages and working
relations with local and foreign organizations
engaged in training and development activities.

27. HOLDINGS
13 million rare documents from as early as the 15th century. Breakdown
of documents:

28. The Spanish Collection
Composed of 12 million manuscripts, the collection takes up Philippine
economic, social, legal, ecclesiastical, medical, military and cultural
history under 333 years of Spanish rule. Among the documents are:
Revolutionary records
Royal Decrees, Papal bulls and encyclicals
Pastoral letters and ecclesiastical records
Royal Aundiencia and lower court records
Reports of Spanish encomienderos, alcaldes,
and governadores
Commercial and industrial instruments
Papers on the tobacco monopolies
Records of different provinces and pueblos
Royal titles on lands and landed estates.

29. American and Japanese
Occupational Records
Official records from the American occupation period and the Japanese
War Crimes.
Civil Records
Records on birth, marriages and death dating from the Spanish period;
the 1920’s to 1930’s for birth records and 1920 to 1928 for marriages.
Permanent Records
60 million pieces of government documents, journals of Notaries, maps
and land documentation.

30. PROBLEMS
ON–LINE SERVICE THROUGH NAP
WEB SITE
The NAP web site will be the key point of access
for all government records through
computerization of its historic holdings in order
to preserve the intellectual, historic and
research value of deteriorating records, make them
more usable to the public; facilitate research and
enhance security of records.

31. Digitizing Records at the National Archives
NAP EFFORTS TOWARDS
DIGITIZATION (1998)

32. PRESENT NEEDS
Access to vital information (Spanish records,
notarized and registry records) and services
using the internet, telephones and other
technologies as they emerge.

33. WHAT WILL WE ACHIEVE?
Convenience and Satisfaction
“‘24/7’ services provided anytime, anyhow, anywhere”
easy access to information – like “one–stop” access
easy to use and accessible
user friendly
multiple access channels
easy feedback to our government service/s

34. WHAT WE WILL ACHIEVE?
Integration and Efficiency
“integrated, customer–centric, efficient services”
requests, application forms, and research may be
done online
requested forms, certificates and other documents
may be delivered on the address indicated by the
requesting party
an on–line tracking system and status verification of
the requested documents

35. WHAT WE WILL ACHIEVE?
Participation
citizens participating in government through :
news brief
publications
seminars

36. WHAT WE WILL ACHIEVE?
Better Service
“use the power of the Internet to deliver better services”
deliver services in a more customized and
user–friendly way

37. PROPOSED SOLUTIONS
Digitizing and scanning vital information with joint effort and
coordination from other concerned government agencies.
PHASE I
hardware
software
peopleware

38. PROPOSED SOLUTIONS
PHASE II (simultaneous task)
creation of web site
scanning
digitizing – analyze, develop and design program for the
efficient preservation and dissemination of archives/
documents
PHASE III
implementation

39. Digitizing Records at the National Archives
DIGITIZATION:
THE NAP EXPERIENCE

40. “Digitization”
• The National Archives
• Millennium Digital Imaging Inc.
• President’s Social Fund
– Centennial Project
– Pres. Fidel V. Ramos

41. Scanning

42. Files Written on CDs

43. E-Catalogue
(Spanish Documents)

44. Microfilming

45. Microfilm Scanning

46. Red Map
(Notarized Documents)

47. Digitizing Records at the National Archives
CONTINUATION OF MICROFILMING,
DIGITIZING AND INDEXING OF
NOTARIZED RECORDS

48. Benefits on the Use of Microfilm as a
Preservation Strategy

49. End Product
Microfilm Copies
– Master Storage Copy (preservation copy)
– Reproduction Copy
– User Copy
CDs/DVDs
Retrieval Software
– Document Management Software

50. THE END
Thank You