University Archives
4/F University Library Bldg.
UP Manila
Pedro Gil. St. Ermita, Manila
Philippines, 1000

Tel. No. (632) 526-5850
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The following procedures on arrangement and description of archival records are strictly implemented:

  1. The staff in archives, in supervision with the university archivist is responsible for the arrangement and description of the records and all archival materials appraised and accessioned.

  2. Arrangement and description of records are based on the good physical condition of the material, usability and its importance to the researchers of the UPMARD.

  3. The records accessioned are arranged and filed in the order in which they were originally created, maintained, and used.

  4. A box of records are organized according to the following levels of arrangement: Repository, Record Group (Fonds) or Manuscript Group for personal papers, Series, File, and Item.

  5. The description of the fonds or the collections of records are prepared including the main title (usually supplied by the archivist), dates of creation, physical description, archival description, notes and the accession no. as its the location code.

  6. Uniformity of description is observed.

  7. Produce catalogue cards and file them alphabetically according to main entry title.

  8. Index all the records to identify and locate information being looked for.
  9. After the records are organized, boxed, filed and labeled, the boxes are shelved chronologically by its accession number that serves as its location code in the stock area.

  10. All records are handled with care and preserved.