In the latest episode of ASCOT ‘To Todo-Todo titled “Records Rundown: How ASCOT Guards Documents?”, Dr. Dolores Salvacion F. Tolentino, known as Ma’am Salva, shared insights into the critical work of the Records Office at the Aurora State College of Technology (ASCOT). As the Records Officer, she highlighted her office’s essential roles and responsibilities in safeguarding the college’s documents.The first part of the program provided an overview of significant events inside and outside the school. The hosts announced that enrollment at ASCOT is ongoing, along with the Brigada Kolehiyo initiative. They also touched upon upcoming celebrations for the month of August, including Buwan ng Wika. The hosts shared some unique Filipino words and reminded listeners and viewers of the importance of loving and valuing our own language.
In the second segment, Ma’am Salva discussed the Records Office’s core functions, focusing on four key areas: Creation and Capture, which ensures accurate document and data creation; Storage and Preservation, which maintains records safely and protects them from damage or unauthorized access; Retrieval and Access, which provides efficient access for authorized personnel; and Disposal and Archiving, which implements policies for discarding unnecessary records and archiving those with long-term value.
She emphasized that the Records Unit is considered the “lifeblood” of the organization saying “Records Unit is a lifeblood of an organization. Records management is like oxygen. No one ever notices it unless information is missing.” She also discussed briefly the laws governing the Records Unit, including Republic Act No. 9470 and the National Archives of the Philippines General Memorandum Circulars 1, 2, and 4.
Ma’am Salva openly discussed the challenges her office faces in maintaining and protecting documents. One major challenge is the lack of space to store physical documents, noting the ideal situation would be to have a dedicated building for the Records Unit. She also highlighted that they are responsible not only for physical documents but also for e-files stored on computers, portable hard drives, and in the cloud. Safeguarding electronic files is another significant challenge, as files on computers and portable drives are prone to corruption, and those in the cloud are vulnerable to hacking. However, Ma’am Salva assured that with the help of IT personnel, they are doing everything possible to protect these files.
She also shared the unit’s future plans to enhance and expedite their services further. “Part ng future plans ng unit ay ‘yung pag-workout ng records management system para maging more efficient in terms of operation. Another is magkaroon kami ng office na ang design niya ay for records unit” she said.
When asked about the core values she upholds as Chief of the Unit, Ma’am Salva emphasized her commitment to integrity, accuracy, and accessibility. “Kinausap ko ang mga staff ko na ang kailangan nilang i-uphold na principle behind records management ay huwag na huwag nagkukwento tungkol doon sa mga dokumento na natanggap natin” she said.
When discussing her leadership style, she described herself as a motivational leader. She draws on her background in guidance counseling to inspire her staff. During office health and wellness sessions, she incorporates meditation and explains its importance. She also ensures that her team has occasional opportunities to step out of the office for recharging.
Ma’am Salva shared best practices and collaboration efforts with other ASCOT units and external agencies regarding records management. She provided valuable advice for those interested in pursuing a career in records management, emphasizing the importance of attention to detail and a passion for organization. “Pursue your interest, may mga tao na ang pagdating sa trahabo ang interest nila ay more on paperworks. Sa records management and dapat ma-build na ang personality traits talaga ay more on working with papers.”
In closing, Ma’am Salva compared records management to a strategic game, saying, “Ang records management ay parang laro na Chess. Ito ay critical, kailangan focus ka, kailangang tutukan mo lahat ng galaw.”
Overall, the episode offered an insightful look into the meticulous work done by the Records Office at ASCOT, underscoring its essential role in the smooth operation of the institution.
For those who missed the live broadcast, the episode is available on ASCOT’s official Facebook page.
ASCOT ‘To! airs every other Thursday, from 8:30 to 10:00 a.m. on 92.1RTV Baler.