PARAMETER F: RECORDS MANAGEMENT

• S.1. The institution has a system of records keeping.

• S.2. The institution has policies and procedures to ensure the security and confidentiality of records.

• S.3. Policies and procedures for the prompt release of records are in place.

• I.1. The institution maintains a Records Management Office (RMO) managed by a qualified Records Officer.

• I.2. A records system is installed in offices where it allows easy access to information needed by concerned parties.

• I.3. The Human Resource Management Office (HRMO) maintains accurate up-to-date and systematically filed records of faculty and non-teaching personnel.

• I.4. The following updated record compilations are made available to concerned parties:

  • • I.4.1. minutes of the Board of Regents/Trustees meetings;

    • I.4.2. minutes of the faculty meetings, e.g. minutes of the Academic Council meetings;

    • I.4.3. faculty/ non-teaching personnel individual files;

    • I.4.4. faculty/non-teaching personnel performance evaluation results; and

    • I.4.5. other records such as:

      • • I.4.5.1. student directory;

        • I.4.5.2. alumni directory;

        • I.4.5.3. permanent records of students;

        • I.4.5.4. reports of Director/Dean;

        • I.4.5.5. annual reports;

        • I.4.5.6. accomplishment/progress reports;

        • I.4.5.7. scholarship records;

        • I.4.5.8. statistical data;

        • I.4.5.9. financial records of students;

        • I.4.5.10. inventory of property;

O.1. The institution has a commendable Records Management System.

1. Records of students, faculty, and staff can be made available to concerned parties, with adherence to Data Privacy, thru the University's e.SMS (electronic-School Management System).

2. The use of the University's Electronic Financial Management Information System (e.FMIS), an integrated financial management information system, facilitates the management of the scarce financial resources of the State Universities and Colleges (SUCs).