Discipline: Research Methodology
Every nation, every organization whatever the degree of civilization, development and culture it has attained, desires to keep records of its life including the Technological Institute of the Philippines (TIP) as an academic institution. TIP is rich in intellectual and historical memories, which are worth keeping. But the evidences of their existence are threatened by the possibility of their deterioration due to fires, typhoons or just by simple negligence resulting in the permanent loss of the documents. As TIP grows, the evidences of its existence increase, and the demand for such information also increased. Thus, the need for preserving/conserving of the school’s intellectual and historical identity arises.
This study served as the first phase of the program, which sought to identify the archival records present in the offices of the Technological Institute of the Philippines Manila (TIPM). It also aimed to describe the state of each of the archival records, the preservation/conservation practice of each of the offices of TIPM and to recommend possible solutions that should be made towards preserving the archival materials. The descriptive approach of research design was employed in the study. Interviews and surveys were conducted to know the format of records, accrual, accumulation, organization, storage, values, vitality, retention period, factors that affect how long the records should be kept, the conditions, accessibility of the records, and the preservation/conservation practices of the offices of the TIPM. Forty-two (42) departments from the institute’s various offices were used as sources of respondents in this study. The researchers personally administered the survey questionnaires. Based on the findings, TIPM has a record keeping system. Majority of the respondents did not identify how they organized their records but nearly half said they organized their records alphabetically. The records are vital to the operation of the institute and its values are administrative. Letters and print outs were the most commonly used formats of records available or applicable in the offices of TIPM being used daily, while legal documents were being utilized only when needed. These records are still accruing. Annually, most of the offices of TIPM accumulate less than 1 cubic feet of documents. These records are stored in their respective offices only and remained active 2-5 years after their creation. Administrative requirements were the most identified factor that affects how long these records would be kept in their office. The condition of the said records according to the survey was good but they are not indexed. Lastly, most of the preservation or conservation that the TIPM offices practice or employ were just securing them in binders or folders. In general, it can be concluded that respondents were not sure how they organize their records. Since the records are vital and are still accruing it should be kept with utmost care and should be kept safely. There’s a need for them to learn more on how to classify values and forms of documents. Since the conditions of the records are still good their current condition should be preserved. Thus, they should have more information on how to preserve records specially those that are considered vital.