PURPOSE
To establish clear guidelines for the public uploading of documents related to university exhibits, ensuring transparency, accessibility, and compliance with data privacy regulations, particularly for documents intended to support external evaluations.
SCOPE
This policy applies to all stakeholders of the University of Baguio responsible for organizing, verifying, and promoting documents, especially those whose evaluation contributes to the university’s overall standing in national and international rankings.
REFERENCE MATERIALS
- Data Privacy Act Law of 2012
- ISO 31000
- ISO 31010
PRINCIPLES FOR PUBLIC DOCUMENT UPLOADING
∙ Transparency
To enhance the visibility, reach, and public understanding of the University’s achievements and exhibits, content demonstrating impact, quality, and relevance should be published on the official University of Baguio website in accordance with the process set forth in LNK PR-013 Posting of Articles on Website. Instead of uploading full controlled documents, such as policies, procedures, work instructions, job descriptions, or organizational charts. Authors are encouraged to prepare articles or summaries derived from these sources. Snippets or excerpts of controlled documents that include layouts such as workflows, tables, or other visual elements may be incorporated within articles to aid public comprehension, provided that sensitive or confidential information is omitted in compliance with the UB Data Privacy and Protection Policy (RMO-PO-003) and Republic Act No. 10173 (Data Privacy Act of 2012). When referencing these controlled documents, contributors must adhere to the standard citation format detailed in EOMR-PR-001 Control of Documented Information, ensuring that the content is properly attributed without publishing the full document itself. This strategy maximizes both public accessibility and search engine indexing while rigorously maintaining confidentiality and compliance with university data management standards.
∙ Accuracy and Verifiability
All published content, including articles and summaries derived from controlled documents, must be accurate, current, and verifiable. Any data or information presented should be clearly sourced and referenced using the standard format established in EOMR-PR-001 Control of Documented Information. Each office is responsible for thoroughly reviewing and approving the content to ensure it reflects the most recent and reliable information, complies with university quality standards, and is audit-ready.
∙ Impact Documentation
Evidence of an exhibit’s impact may include visitor engagement metrics, feedback, media coverage, academic citations related to the document’s content, and records of collaborative partnerships. Each concerned office should ensure the relevance of these materials to evaluation needs, with contributions possibly coming from various units such as the Linkages Office, which may provide partnership and collaboration data.
∙ Quality and Content Documentation
This includes curatorial statements, exhibit descriptions, educational materials, research papers that contribute to the exhibit content, and biographical information about artists or contributors.
∙ Reach and Accessibility Documentation
Data may include anonymized attendance figures, online exhibit statistics, reports on community outreach activities linked to the exhibit, and descriptions of accessibility features designed for diverse audiences.
∙ Sustainability and Resource Allocation
Reports should outline funding sources, resource utilization, and long-term planning for exhibit maintenance or legacy preservation.
∙ Data Privacy and Confidentiality
All publications must comply with the University of Baguio’s Privacy Policy (RMO-PO-003 Data Privacy and Protection) and the Data Privacy Act of 2012 (RA 10173). Personally identifiable information must be redacted or anonymized unless explicit consent for public disclosure has been obtained. Confidential or proprietary information must not be uploaded without proper authorization.
ADMINISTRATION
The Quality Assurance Office (QAO) shall administer this policy.