Digital document indexing for improved records custodianship of planning documents

Records management is an essential component of ensuring that valuable information is readily available and usable to support the requirements of a business entity. This is likewise true in government offices where record preservation is paramount to perform its mandate and guarantee business continuity effectively. However, initiatives to commit to an active storage and indexing system for records retention are not underscored as an imperative priority at the business unit level and for it to be included in the daily operations—such as the case of the Corporate Planning Department of the Development Bank of the Philippines. This paper aims to contribute to the knowledge of how digital interventions can help improve records custodianship of planning documents by maximizing existing organizational resources (e.g., MS Office Suite and Office 365 Suite) and developing tools to support a change in operations. This paper argues that creating a dynamic repository of documents is vital in galvanizing a profound sense of continuity and shared responsibility among employees as change is supported by improved efficiency through digital means. This action research utilized tools including first, second, and third-person inquiry to help collaboration activities. Hirano’s 5S Model served as a cornerstone framework in developing a systematized process of identifying and storing records and sustaining the new change. I concluded by utilizing the 5S Model slanted to the requirements of the national government regarding records management, highlighting a shared responsibility among the records custodian and other business unit personnel. This shall serve as a reference by other public agencies to build a straightforward records management and retrieval system maximizing resources ubiquitous to government instrumentalities