SOUTH COTABATO – The Records and Archival unit of the Office of the Provincial General Services Officer continues to strengthen its measures for the proper protection, management, and preservation of disposable and permanent records of the Provincial Government of South Cotabato.
Records Officer III Ilen M. Castillano said one of the primary governing agencies in implementing proper records management is the National Archives of the Philippines, as mandated by Republic Act No. 9470.
“The law aims to strengthen the management and administration of archival records and ensure the protection, preservation, and safekeeping of important public documents,” Castillano said.
Through proper records management, government offices can ensure the orderly storage, organization, retrieval, access, and preservation of vital documents, particularly permanent records that have long-term historical, administrative, and legal value.
Castillano also emphasized that individuals who deliberately or through negligence damage, dispose of, or destroy public records without following the prescribed procedures may be held liable under the law.
“Under Sections 40 and 41 of RA 9470, violations of its provisions may carry penalties, including a fine ranging from ₱500,000 to ₱1 million, imprisonment of five to 15 years, or both, depending on the decision of the court,” Castillano explained.
Administrative sanctions may also be imposed against a public officer, when applicable.
Meanwhile, Records Officer I Gedan O. Beliran reported that the disposal of records generated ₱38,162.85 in revenue in January 2025, while an additional ₱13, 865.95 was recorded in November 2025.
“The evaluation of disposable records is based on the applicable National Archives of the Philippines (NAP) circulars and guidelines, while the revenue generated is directly remitted to the Office of the Provincial Treasurer.” Beliran shared.
The Archival and Records Disposal Unit continues to promote a more systematic and responsible approach to records management to ensure that important documents of the Provincial Government of South Cotabato remain safe, organized, properly preserved, and readily accessible when needed.
The initiative forms part of the provincial government’s continuing efforts under the leadership of Governor Reynaldo S. Tamayo Jr. to improve its records management system and safeguard the integrity of documents that serve as essential resources for government administration and as part of the institutional history of South Cotabato.
