Frequently Asked Questions - NARMIS

Why is it needed to have an inventory of records?

Pursuant to Republic Act 9470, otherwise known as “The National Archives of the Philippines Act of 2007″ that requires an inventory of public records.

What are the different information that needs to be added on the inventory?

All the information required by National Archives of the Philippines which includes: Records Series Title and Description, Restrictions, Location of Records, Time Value and Retention Period.

Is it possible to put an additional field?

AgRIS was designed based on NAP’s records inventory requirements. At present, the fields have already been defined by NAP and are already fixed in AgRIS. If NAP finds a need for additional fields, these can be accommodated in later versions. The system, however, has an export-to-spreadsheet facility that generates files from the SQL records. The records officer can add his agency specific extra fields to a generated file.

Is DOST a pilot agency?

Yes. The system works for all. The project is confident it will work across all the agencies

Will there be training seminars on AgRIS?

Yes. NAP conducts training on its offline system. AgRIS, the online system, will be part of NAP training. For this, eLearning modules will also be made available.

Should the records officer be part of the agency’s management information system (MIS)?

It is up to the agency to decide whether the records officer assigned should be someone from MIS or not.

Will the database be localized on our servers, or centralized in iGovPhil servers?

ARMIS is a web-based application; it has a centralized server on the Government Cloud.

 

What if an agency already have its own DMS?

Like DBM, the project recognize that there are systems available in agencies.When contract expires, then this can be the time that the agency can adopt ARMIS

Can the system be accessed by anyone from the office?

Users can access the ARMIS but will be subject to different restrictions. The agency’s records officer will be given the system administrator (sysad) role to add users from his agency and assign corresponding access rights and restrictions.

What are the hardware and software requirements in the installation of ARMIS? 

There is no need to install ARMIS. Once an agency submitted the complete requirements as listed in the http://i.gov.ph/narmis/narmis-how-to-avail/, we will send a formal letter informing the agency that the team will create the agency site and enroll users.

Users will just need to have an Internet connection and browser via laptop, desktop, phone or tablets. ARMIS can be accessed anywhere, anytime.

Will the usage of ARMIS entail costs to our agency?

There is no cost for the agency, at least until the end of 2015. 

Will there be trainings?

Yes. Agencies with complete requirements will be in the pipe line for training. Schedules available here.

Do you charge training fees for ARMIS?

There are two kinds of training for ARMIS: the iGovPhil hosted training and agency-wide training. Details as follows:

 

iGovPhil In-house Training

Agency-Wide Training

Cost

  • Free of Charge.
  • Cost for food, venue and honoraria of trainer based on the existing agency training rate.

Number of Participants

  • 3 representatives only who will re-echo the knowledge to other users.
  • No limit.

Number of Days

  • User's training is for 3 days.
  • User's training is for 3 days.

Schedules

  • No final schedule for 4th Quarter of 2015.
  • As soon as the agency sent its request.

 

How will you implement restrictions and permissions of documents?

Permissions and restrictions on each of the documents will be set by the records officer of the agency, selecting from a dropdown list of values.

Restrictions would be defined and applied on case-to-case basis because of difference in structure and business rules of each agency. Restrictions would range from viewing, versioning, deleting, etc., which would be applied to specific roles.

Will there be public access?

There will be a public account. But only documents that are classified as publicly viewable will be available to this public account.

The records officer, acting as the administrator of ARMIS for his agency, will decide and be responsible for the classification of the documents as publicly viewable.

How will we know the status of documents?

A status list of user-selected range of documents can be generated by authorized users or even by specific documents. Range can be between dates, users, designations and agencies.

Will there be a log for specific changes made on a document?

No. Only a log that lists modified documents is available. Versions of previous documents are saved. Downloading two versions and using an offline comparison tool like diff and MS Word Review Track Changes can show the specific changes between versions. 

We advise that ARMIS or the agencies maximize the Versioning functionality of the documents when dealing with collaborations.

Can the metadata be defined in the system?

Yes. The system is adopting ISAD(G) standard for metadata as recommended by National Archives of the Philippines (NAP).

Will there be a combination of metadata search?

Advanced search would include metadata search and full-text index (content search).

How do you authenticate documents?

Digital certificates and digital signatures will be used to authenticate documents. ARMIS will be integrated with PKI and records officers will be issued digital certificates.

Does the collaboration capability of ARMIS, allow users to work on multiple documents?

Yes. We can open a single document on a different tab(s)/window(s) as long as a valid session is still active.

What is the basis of the system’s time?

The time will be synchronized with the server DOST time.

Will there be service fees if our agency request technical support service from iGov during implementation and maintenance of ARMIS?

Technical support does not require fees. 

Do you have a copy of the Service Level Agreement so that we know the coverage?

It is soon to be drafted. For the meantime, once we receive the complete requirements we can provide you with the instance.