An archive is defined as a place or collection containing records, documents, or other materials of historical interest and of permanent value. It is also a collection of historical documents or records providing information about a place, institution, or group of people. Its importance is to keep safe and protect your documents.
From 1998 to 2001 Ordinances and Resolutions of the Sangguniang Panlalawigan (“SP”) dating back from 1937 were kept in open-type wooden cabinets placed in the lobby. It was then exposed to natural elements such as dust and changing room temperature. It was not until the first quarter of 2001 when it finally got transferred inside the office.
However, the idea of establishing an “Archives” section came two years after when it was brought forth by the Secretary to the Sanggunian, Atty. Irene T. Zapatos, and Assistant Secretary to the Sanggunian, Lucila J. Dagpin as they attended two seminars on Archiving namely: 1. Archives and Records Counter-Disaster Planning and 2. The Establishment of An Archival System. Armed with basic knowledge on Archiving, the SP Secretary proposed the idea of setting up an archival system to then Vice-Governor Francisco T. Paylaga, Jr. Open to initiatives that would improve office systems, Vice-Governor Paylaga lent his full support to the proposed program.
In April 2004, Ms. Brenda Najial, Book Binder I, was sent to attend a seminar on “Preparing A Classification & Filing Guide” in Cebu City to prepare her to man the Archives Section. She was also trained in “Basic Paper Preservation and Bookbinding” together with Mr. Ricky David, Stenographer II for one (1) week at the National Archives. The Archives was officially established when Vice-Governor Paylaga issued a Memorandum dated April 11, 2005 designating Ms. Brenda T. Najial as Archives-In-Charge.
Immediately thereafter, Ms. Najial and two casual employees were brought to task by brushing-off dust from old documents from cover to cover and removing their staple wires. After which, she segregated the records according to year, subject matter and office of origin and placed them in archival papers. They were then chronologically arranged and placed in newly purchased open-steel archival cabinets. To further show support, Vice Governor Paylaga and the Board Members (2004-2007 term) graciously gave up their locker room as it was converted into an Archives Room to house the documents. And that is how the journey of the “Archives” begun.
Like any good story ever told, it wasn’t all smooth seas. In 2012, the Archives met an unfortunate incident concurrent to SP’s office renovation. At that time, a temporary Archives Room at the Provincial Farmers and Cultural Training Center (“Cultural Center”) was an ongoing construction. While the temporary Archives Room was constructed, the records were left in the old Archival Room which room was still untouched by the Office renovation. Unbeknown to everyone, the rainwater from an exposed ceiling of the adjacent room ran through the ceiling of the Archives Room and flooded the Room up to the ankles. It totally drenched the records thereat. Recalling that Mr. Cedric Dayta, Sangguniang Bayan Secretary of Lugait, Misamis Oriental related on recovering a document by freezing. Atty. Zapatos instructed Ms. Najial to call him. Mr. Dayta gave Ms. Najial instructions on how to recover the documents by “freezing” method and it luckily saved the day. Click here for the full article on the whole incident.
Institutionalization
The Archives was fully institutionalized under the dynamic leadership of then Vice-Governor Henry S. Oaminal when an Archives Section under the Records and Minutes Division was created under Ordinance No. 10-10. Three positions were created under this section as follows: 1. Librarian II, 2. Administrative Aide IV (Book Binder I) and 3. Administrative Aide II (Book Binder I.) The 2 bookbinder positions were secured in 2013.
In July 1, 2011, Ms. Brenda Najial was appointed as Process Server and consequently onboarded Ms. Mary Maribel M. Capinpin, Book Binder I to take the role of Archives In-Charge in the absence of a full pledged Librarian. She is joined by Ms. Lorlyn T. Salazar, Local Legislative Employee, to run the Archives Section of the Sangguniang Panlalawigan. Their function is to receive documents from the Records Section for archival purposes; record all documents received in the logbook, classify and file it accordingly; preserve, retrieve documents when necessary; manage the release and maintain of off-site back-up records; do an inventory and disposition when applicable.
In 2018, a full-fledged Librarian in the person of Ms. Nelyn C. Paler was appointed by the beautiful and supportive Vice-Governor Aurora Virginia M. Almonte to manage the Archives and all its operation in safeguarding public records. The Archives is now located at the second floor of the new Capitol Annex Building.
Nearly 20 years* since it first started, the Archives continues to live its purpose of helping the Office and the whole LGU trace its roots and address the present challenges with informed and well-documented policies and processes. However, it does not stop there. It aims to improve itself and with the help of a strong Provincial leadership reinforce the interest of other LGUs in the Province on proper records-keeping and the establishment of their own Archives departments. For a success story is not truly a success until it is shared and embraced by others, inspiring them to make their own success stories, too.
To God be the glory!
* as of this writing
Original article written by Mary Maribel Capinpin, Lorlyn Salazar and Brenda Najial. With addition by Ms. Nelyn Paler and editing by Ms. Carla Mae Villegas.
