Services

ACCESS POLICY AND PROCEDURES FOR ARCHIVAL MATERIALS

Safeguarding Privacy in Compliance with the Data Privacy Act of the Philippines

I.   POLICY STATEMENT

The Archivo de la Universidad de Santo Tomás (AUST) is committed to supporting scholarly research and historical inquiry through the responsible access to archival materials. This policy ensures the protection of sensitive and personal information in compliance with Republic Act No. 10173, also known as the Data Privacy Act of 2012. Access will be granted only when requests comply with institutional policies and applicable privacy laws.

II.  POLICY GUIDELINES AND CONDITIONS

1. Eligibility
2. Access to archival materials is limited to students, academic researchers, and institutional professionals with a valid research purpose.
3. Data Privacy Compliance
4. All requests for access shall strictly observe the Data Privacy Act of 2012 (Republic Act No. 10173).
5. Archival records containing personal or sensitive information shall be subject to thorough review and may be redacted or restricted in accordance with applicable privacy and confidentiality regulations.
6. Requirements for Access to Archival Materials
7. General Requirements
8. A formal written request (email or hardcopy) addressed to the Archivist, detailing the purpose of access and specifying the records or materials being requested;
9. Valid government-issued ID;
10. Institutional affiliation and contact information; and
11. Intended date(s) of visit.
12. Additional Requirements for Access to Sensitive Records

• Researchers requesting academic records or materials with personal information must provide:

1. Notarized authorization letter from the data subject or nearest kin;
2. Proof of relationship (if the data subject is deceased); and
3. Approved research proposal or an endorsement letter from a publisher/editor confirming inclusion of materials in the study.

4.Use of Materials

1. Materials may be used solely for academic, historical, or editorial purposes.
2. Reproduction and publication must be approved by the Archivist.
3. For sensitive information, researchers may be asked to sign a Non-Disclosure Agreement (NDA) or provide a written guarantee of ethical data use.

III. PRE-ACCESS PROCEDURES

1. Submission of Request

• Researchers must submit a formal request addressed to the Archivist, including all required documents listed in Section II.

2. Review of Request

The Archivist will:

• Evaluate the request for completeness and relevance;
• Determine whether the materials contain personal or sensitive data; and 
• Consult legal experts if necessary.

3. Notification and Conditions of Access

• Researchers will be informed of any restrictions, redactions, or access limitations.
• If approved, a schedule for access will be arranged.

4. Processing Time

• Processing begins upon submission of complete requirements. 
• Requests without privacy concerns will be processed within five (5) working days
• Requests involving sensitive personal data may take up to twenty (20) working days

IV. ACCESS PROCEDURES

1. The Archives shall maintain a record of all individuals who access archival materials containing personal data. The Researcher’s Form (UST:S041-00-FO04) includes the following information:
2. Personal Information
3. Research Details
4. To request a specific document or material, please fill out and sign the Request Form (UST:S041-00-FO03), which includes Confidentiality Agreements stating that the researcher will use the data solely for the stated research purposes.
5. Only laptops and notebooks are allowed in the research area. Researchers are requested to use the lockers located in the Researcher’s Area for other personal belongings.
6. Physical access will be supervised in the designated researchers’ area.
7. Handling instructions for fragile materials must be strictly followed.
8. In accordance with universal archival practices, please use pencils instead of pens while conducting research.
9. Photocopying of documents is not allowed. To request digital (soft or printed) copies, please fill out the Document Request Form (UST:S041-00-FO02).
10. Taking photographs using personal cameras or mobile phones is strictly prohibited.

V. POST-ACCESS PROCEDURES

1. Feedback Submission: Researchers and visitors are encouraged to fill out the Feedback Form (UST:S041-00-FO01) to share their comments or recommendations about AUST. Feedback is greatly appreciated and is reviewed each academic term to help guide the efforts of the Archives.
2. Data Retention Policy: Any personal information or copies obtained from the Archives must be retained only for the duration of the research project. Upon project completion, the researcher must destroy or anonymize all personal data.
3. Restriction on Distribution: Researchers are strictly prohibited from sharing or distributing any documents obtained from the AUST with other institutions or private individuals.

Publication Approval: The publication of any materials acquired from the AUST requires prior approval from the Archivist.