ORDINANCE NO: 2017-370 Author: Honorable Mendato B. Marcaban "AN ORDINANCE ESTABLISHING THE CITY ARCHIVES DIVISION UNDER THE OFFICE OF THE CITY ADMINISTRATOR AND CREATING THE POSITION OF ONE (1) CITY ARCHIVIST, SALARY GRADE 22; AND ONE (1) ASSISTANT ARCHIVIST, SALARY GRADE 18; DEFINING THE FUNCTIONAL RESPONSIBILITIES OF THE DIVISION; SETTING THE QUALIFICATIONS, DUTIES AND RESPONSIBILITIES OF THE CREATED POSITIONS; AND PROVIDING FUNDS THEREFOR" WHEREAS, the City of Pagadian does not have a centralized repository of its historical and official documents since its creation in 1952 as the Capital Municipality of the Province of Zamboanga del Sur; WHEREAS, there is also no centralized repository of accountable documents like land titles in the name of the City of Pagadian, Deeds of Donation in favor of the City, transactional documents, like loan documents, records of loan payments and other city commitments and obligations; WHEREAS, further, there is no centralized repository of documents generated by the different City Offices, like in the Office of the City Mayor, there is no centralized record of the Executive Orders, memoranda and other forms of issuances issued by the said Office, likewise no centralized repository of the yearly budget documents, no centralized repository of the documents generated by the City Planning Office. This is true to all other offices of the City. WHEREAS, an archive is an accumulation of historical records or the physical place they are located. Archives contain primary source documents that have accumulated over the course of this Local Government Unit's lifetime, and are kept to show the state of governance, function and progress of this city in the course of the passage of time. In general, archives consist of records that have been selected for permanent of long-term preservation on grounds of their enduring cultural, historical, academic or evidentiary value. Archive records are normally unpublished and almost always unique, unlike books or magazines for which many identical copies exist. This means that archives are quite distinct from libraries with regard to their functions and organization, although archival collections can often be found within library buildings. WHEREAS, for reasons above given, there is a need for this City Government to enact an ordinance creating the Office of the City Library Archival, defining its functions and providing for its funding. Now, Therefore, the Sangguniang Panlungsod of the City of Pagadian do ordain, as it hereby ordains that: Section 1. The City Archives Division. Given the importance of preserving and maintaining a depository of permanent records with cultural, historical, academic and/or evidentiary value of the City of Pagadian, the City Archives Division is hereby established under the Office of the City Administrator and shall be vested with the following authority, duties and responsibilities, viz: Section 2. Authority, Duties and Responsibilities. The City Archives Division shall be vested with the following authority, duties and responsibilities, viz: Search and research, collect, preserve, conserve, and where necessary restore all unique historical documents affecting the creation and existence of the City of Pagadian; Catalogue the collection in accordance to the international library standard practices; Accommodate requests for entry or view of particular documents in the RESERVED SECTION and set conditions for its viewing/reading or copying; Give due credits to people who will voluntarily donate, provide copies of historical documents in their private collection or volunteer time for the research of historical documents; Acquire by way of sale historical documents relevant to the City's History with the consent of the Sangguniang Panlungsod and the City Mayor; Remind regularly offices which are required to make their reports to the Archive division. Section 3. Functional Structure: The division shall be under the direct control and supervision of the City Administrator which shall be composed of the Reserved Section and Public Archive Section which shall be managed and operated for the herein specified purposes, to wit: The Reserved Section shall be established as a Vaulted Room/Area where only those Accountable or Transactional documents where the City Government has obligations; documents such as copies of Land Titles registered in the name of the City Government; original copies of the City Charter and the like; or those documents, manuscripts, photos and illustrations which are unique and has historical or legal implications shall be placed or housed thereat. The "PUBLIC ARCHIVE SECTION" shall be the depository of documents with historical or legal value and not classified under the Reserved Section. Aside from formal copies, these documents shall also be stored in Audio or Digital Format. Section 4. Creation of Positions. There shall be created the following positions for the Division who shall exercise such functions, duties and responsibilities as specified in Section 2 hereof: One (1) City Archivist, Salary Grade 22; One (1) Assistant Archivist, Salary Grade 18; Section 5. Personnel Qualifications: The appointees to the positions enumerated in the next preceding Section shall be consistent with the standard set in the Qualification Standard set in the Position Classification and Pay Plan set forth by the Civil Service Commission. Section 6. Definition of Terms. As used in this Ordinance and for purposes of clarification, the terms and phrases used herein shall mean: ARCHIVE - refer to an accumulation of historical records or the physical place they are located. It consists of records that have been selected for permanent of long-term preservation on grounds of their enduring cultural, historical, academic or evidentiary value. Archival records are normally unpublished and almost always unique, unlike books or magazines for which many identical copies exist. ARCHIVIST - refers to a person who works in archives. He/she is usually a trained person in the study and practice or organizing, preserving, conserving, recovering, restoring historical documents and providing access to information and materials in archives. In this case, the archivist refers to the head librarian of the Pagadian City Library. HISTORICAL DOCUMENTS - refer to those documents which are relevant in the life of the City administratively, legally, historically and ethnically. ADMINISTRATIVE/LEGAL IN NATURE - refer to those documents that pertain to the creation of Pagadian as a municipality and then as a city; the issuances of the Office of the Municipality/City Mayor, the Ordinances and Resolutions passed and enacted by the Sangguniang Panlungsod; the administrative output of all the different department of the City Government including the PNP Police Blotter Entries, List of Elected Officials from the COMELEC since the city's creation up to the present; issuances of the Regional Development Council affecting the City of Pagadian, Presidential Issuances affecting the City like the Executive Order transferring the Regional Offices to the City of Pagadian, and Barangay Ordinances and Resolutions and the like. HISTORICAL/ETHNIC IN NATURE - shall include documentation of life, tradition, practices of people living within the territorial metes and bounds of the current city including those prior to its creation as an LGU, like tribal songs, dances, musical renditions, legends, stories, list of datus or sultans who administered this place, documented practices, pictures, drawings, paintings and oral traditions reduced to writing or in analog or digital audio or video format. RECENT HISTORY - refers to documents generated by the graduate schools in the City covering the students' dissertations/term papers or master's degree research which are unpublished but required for graduation. Section 7. Accessibility of the documents classified under the Reserved Section. All documents classified under the "Reserved Section" shall only be accessible to the public upon the permission of the City Archivist or his/her assistant and under such terms and conditions set for its viewing, copying or photographing with reference to a formal request. Under no circumstance shall the documents be brought out of the building or office except upon order of the court through a "Subpoena Duces Tecum" or upon the express request of the City Mayor where a photocopy of the requested document will not suffice for the purpose of the request. In relation thereto, it shall be the responsibility of the City Archivist to keep and maintain a logbook of all persons who access the Archive. Section 8. Responsibility of Offices and Departments of the City Government and the Bureaus and Agencies of the National Government with offices in the city. For all intents and purposes, offices and departments of the City Government of Pagadian as well as agencies and bureaus of the national government maintaining offices in the city shall transmit to the City Archives all relevant output of their respective offices in digital format by quarter, that is, by the end of March, June, September and December of every year such as, but not limited to, the following: For the Office of the City Mayor: Executive Orders, Memoranda, Memoranda Circulars, Appointments, and the like; Contracts entered into by the City Government; Documentation of events sponsored by the city like Regional Development Council meetings; celebrations of Araw ng Pagadian, Pasalamat Festival and Paskuhan in celebration of the Christmas season; State of Pagadian Speeches and related reports, aerial photos of the city on a per year basis; Progress reports/documentation of relocation sites, Photos of disaster areas, and other positive or negative events affecting the life of the City and the like; For the Office of the City Treasurer: All accountable documents such as: Loan Obligations and records of payment of loan and even remittances to GSIS, Pag-Ibig and Philhealth; Land Titles registered in the name of the City Government; For the Office of the City Accountant: Remittances to GSIS, Pag-Ibig and Philhealth; Financial Statement and Trial Balance under the General Fund and Trust Fund of the City Government; For the Office of the City Budget: Copy of the Annual Budget of the City Government; For the City Legal Office: Reports of litigations; Copy of Court decisions or orders of case where the city or any of its barangay is a party; For the Office of the City Planning and Development Coordinator: Copy of the Five or Ten Year Development Plan of the City; All Zoning Plans and the like; For the Office of the City Assessor: Progress Maps of the City on a yearly basis; Deeds of Conveyance used as basis in the transfer of Tax Declarations; Copy of Tax Declarations; For the Office of the Permits and Licensing Division: 1) Copy of Business Permits issued per year or at least a list of the permitted businesses per year; For the Office of the City Engineer: 1) Records of the construction implemented by the office to include the funding requirement and construction expenses for every project; For the Office of the Building Official: Copy, in digital format, of all Ordinances and Resolutions enacted; Minutes & Journal of every session; Copy, in digital format, of notices and documentation of public hearings; For the Office of the Civil Registrar: Copies of their respective Barangay Ordinances and Resolutions in digital format and where not possible, in hard copies; National Government Offices/Bureaus/Department: Pagadian City Police Office - Copies of Police Blotter Entries and Crime Rate reports and all after event reports on Police Operations conducted within the city; Department of Social Welfare and Development - List of beneficiaries under the Pantawid Pamilyang Pilipino Program (4Ps); and list of beneficiaries during calamities; Department of Agriculture - List of programs and policies effected in the city to include the list of grants or equipment donations and the like; Office of the Senior Citizens Affairs - List of surviving and deceased retirees and, if possible, the individual profile; Regional Trial Courts through the Office of the Executive Judge stationed in the city - List of all presiding judge in all Municipal Circuit Trial Court, Municipal Trial Court and Regional Trial Court stationed in the City from the time of the creation of the courts in the city and, if possible, the individual profile of each personality and their inclusive service years; Office of the City Prosecutor - List of City Prosecutors assigned in the city from the time of the creation of the city and, if possible, the individual profile of each personality and their inclusive service years; Accredited NGOs/POs/CSOs existing and operating in the city - Copy of their corporate papers, list of officers and members and a short history of their organization and purpose; Office of the City Auditor - Copy of all relevant document output of the said office which can contribute to the history of the city; Commission on Election (COMELEC) - Records of all elected officials of the city and even the voters lists of every election and related documents. Section 9. Designation of the City Librarian as Temporary City Archivist In A Concurrent Capacity: The City Librarian, in addition to his/her current duties and responsibilities shall be designated as temporary City Archivist until the appointment and formal assumption the City Archivist. As such, the City Librarian will be assisted by his/her next in rank or by a qualified and duly trained assistant who will act as Assistant Archivist. Section 10. Funding Requirement. The personnel positions created in this ordinance shall be provided the necessary funding in the Annual Budget or in a Supplemental Budget of as may be approved by the City Mayor upon the recommendation of the Local Finance Committee. Section 11 Separability Clause: Any provisions hereof that may be declared by any competent court to be invalid shall not affect the rest of the provisions not so declared illegal. Section 12. Repealing Clause: Any provision of any ordinance earlier enacted and inconsistent with the provisions of this ordinance are deemed amended, modified or repealed; Section 13. Effectivity: This Ordinance shall take effect Thirty (30) days after publication. ENACTED AND APPROVED by the 12th City Council of Pagadian City during its 34th Regular Session held on 18 April 2017 at the Sangguniang Panlungsod Session Hall, Pagadian City.