Records and Archives Management Program for LGUs_Annexes

7/29/2019 Records and Archives Management Program for LGUs_Annexes

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FOR LOCAL GOVERNMENT

Primer on Establishing a

Records

& Archives Management Program

ANNEXES


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ANNEX 1 Sample Functional Subject Alphabetic Filing System 5

ANNEX 2 DECS Order No. 13-A, S. 1988Guidelines on the Decentralized Disposal of Valueless Records in Government Agencies 7

ANNEX 3 DECS Order No. 13-B, S. 1988Rules and Regulations Governing the Coordination of Records Management and Archives Function 12

ANNEX 4 Punishable Acts Pertinent to Records Care 20

ANNEX 5 RMAO Form No. 1 Records Inventory and Appraisal 21

ANNEX 6 Sample Budgetary Requirements for a Workshop on Establishing an Archival System 22

ANNEX 7 Records Disposition Schedule for Local Government 23

ANNEX 8 RMAO Form No. 2 Records Disposition Schedule 51

ANNEX 9 Sample Executive Order Creating the RMIC 53

Contents


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ANNEX 1 Sample Functional Subject Alphabetic Filing System

ADMINSTRATIVE MANAGEMENT (ADM)

AddressesLecturesMessagesStatements

CommitteesNotice of MeetingMeeting (agenda, minutes)Proceedings

Conference / ConventionsAuthority to AttendRequest to Attend

Directives/IssuancesCirculars

General

LetterMemorandaOfce

Ofce MemorandaStandard Operating ProcedureMemo NumberedMemo Unnumbered

OrdersAdministrativeDepartmentExecutiveMemorandum

OfceSpecialExhibits and ExpositionGeneral Services

Building and Ground MaintenanceCertication (conditions, repair)

Utilities and Services BillsLight, Telephone, Water

Legal ServicesBidsBondsCases

Administrative

CivilCriminalLabor

Charges against Ofcial/employeeClaimsComplaintsContracts

DeedsLeasesServices

Court Hearings/ProceedingsPower of Attorney

Opinions/DecisionsSubpoena/Subpoena Duces Tecum

FINANCE AND ACCOUNTING (FIN)

AccountingAccounts

Cash AdvanceContributionsDonationsLoansOverdraftsPetty CashShortagesSuspensions

Accounts PayableAllowances (subsistence, disability,

living representation andtransportation and

entertainment)Bills (equipment, rentals, services and

supplies)PayrollsReimbursementVouchers (disbursement & attachments

supporting documents)Accounts Receivable

ChecksCollection and receipts

Seminar FeeCertication

List of remittancesHonorariaMoney Order

DisbursementAdjustmentsExpendituresRefundsReimbursementsRepayable

Pay AdministrationAuthorized deduction

BIRGSIS

Pag-ibigBenets, gratuities, compensation,

dividends, GSISEmployee claims

Insurance deductionSalary adjustmentSavingTax exemptionWithholding of pay and tax

AppropriationsAnnual

DeciencyGeneral

PERSONNEL ADMINISTRATION (PER)

AccidentsAssets and LiabilitiesBonded ofcialsCompensation for injury or deathConduct

AbsencesAppealsComplaints and chargesDisciplinary actions

Administrative CasesPermit to teachReimbursementSuspensionTardiness

Employee relationsCounsellingGrievances

Job classicationAllocation listPay rates, scales and schedulesPosition description

Information sheetsLeave and other fringe benets

AccruedCommutationsForced

MaternitySeparationSickStudyVacationAwards-commendation

Merit increaseCitationEfciency rating

Personnel folder (201 les)AppointmentChange of Status / NamesClearances

Designation/s DetailsIncentive awards/scholarshipMedical certicateNotice of salary adjustmentsOath of ofcePersonal Data SheetRetirement/ResignationService Records

Plantilla of personnel (Chronological)Personal report

Policies and proceduresOfce policies

CSC Rules and RegulationsCS eligible


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ADMINSTRATIVE MANAGEMENT (ADM)

LibraryRequests

Book SelectionsExchange ServicePurchase OrdersReference Service

Rules and RegulationsManagement Improvement

Manuals and CodesAdministrativeOperationsPersonnelRecords ManagementStandard Operating Procedures

Ofce Methods and ProceduresInspection Reports

InstructionsOrganizational Charts

Planning DevelopmentTraining Calendar

Training NeedsTraining Survey

Program and ScheduleInvitations (Participants)Invitations (Speakers)SyllabusEvaluations

Post-TrainingPre-TrainingSession Evaluation

Examination / TestProgramming and PlanningSpace Management

Surveys and EvaluationWork Measurement-promotionWork Simplication/ job analysis

Public InterestFavors and Formalities

ConferenceInvitationsLetter of Thanks

ProtocolPublic Relations

Public InformationFormat and Editorial Policy

Press ReleasesRecords Management (References)

Creation Control ProgramCorrespondenceForms Design & ControlReports Management

Disposition ProgramRecords AppraisalRecords Inventory

Records Schedule

File Classication Guide

FINANCE AND ACCOUNTING (FIN)

AppropriationsAnnualDeciencyGeneralSpecialSupplemental

AuditingAdministrative and controlAudit reports

AnnualMonthlyQuarterlySemi-annual

Balance SheetInternal auditsJournal vouchersLedgers

Post auditsVouchers

Subsidiary ledgerTrial Balance

BudgetingAdvice of allotments

Request for obligations of allotmentAllocation of fundsBudget estimates

Budget proposalsJusticationSpecial

Budget policyFive year scal planPlan of work and request for allotment

Personnel service itemizationReport of operation

Cashiering services

PERSONNEL ADMINISTRATION (PER)

Plantilla of personnel (Chronological)Personal report

Policies and proceduresOfce policies

CSC Rules and RegulationsCS eligible

CSC examinationsPromotion-Demotion

MeritProtest

Recruitment and PlacementApplication-recommendationExamination (CSC)Medical and Physical examination

SelectionTime card

Source: Records Management and ArchivesOfce (RMAO), Training Division, February

1998


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REPUBLIKA NG PILIPINAS

(Republic of the Philippines)KAGAWARAN NG EDUKASYON, KULTURA AT ISPORTS(Department of Education, Culture and Sports)

(MANILA)

TANGGAPAN NG KALIHIMOFFICE OF THE SECRETARY

DEPARTMENT ORDER NO. 13-A

February 3, 1988

TO : All Heads of Department and Chiefs of Bureaus and Ofces of the Nationaland Local Governments, including Government Owned and ControlledCorporations, Constitutional Ofces, State Colleges and Universities

SUBJECT : Guidelines on the Decentralized Disposal of Valueless Records in

Government Agencies

Executive Order 285, s. 87, Sec. 5 transfers the Records Management and Archives Ofce to the Department of Education,Culture and Sports as a cultural agency.

The following guidelines on the decentralized disposal of valueless records in all agencies in the government are hereby xedand issued for the guidance of all concerned.

General Circular Nos. 25 and 27, s. 1986 of the Records Management and Archives Ofce and all other issuances or partsthereof, inconsistent with this Department Order are hereby superseded or amended accordingly.

(SIGNED) TOMAS V. SANTOSUndersecretary

Ofcer-in-Charge

ANNEX 2 DECS Order No. 13-A, S. 1988 - Guidelines on the Decentralized Disposal of Valueless Recordsin Government Agencies


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GUIDELINES ON THE DECENTRALIZED DISPOSAL OF VALUELESS RECORDS IN GOVERNMENT AGENCIES

ARTICLE I COVERAGE

Pursuant to Section 5 of Executive Order No. 285 dated July 25, 1987, the Records Management and Archives Ofce (RMAO)has been transferred and attached to the Department of Education, Culture and Sports. To strengthen operation of the said ofce, theDECS was authorized by virtue of Executive Order No. 301 dated July 26, 1987, to effect a decentralized disposal of valueless recordsof government ofces. In this regard, the prescribed uniform standards or guidelines to be followed by government ofce/agencies inthe disposal or distribution or destruction of their valueless or unnecessary records. Thus, these guidelines were formulated to meet thispurpose.

The Guidelines on the Decentralized Disposal of Valueless Records in the government ofces consist of ve (5) parts. These are:(1) Coverage, (2) Denition of Terms, (3) Records Disposal Procedure, (4) Penal Provisions, and (5) Miscellaneous Provisions. The latterincludes the repealing and effectivity clause of the guidelines.

Attached to the guidelines are the General Records Authorized Disposition Schedules. Appropriate forms for the disposal of

valueless records shall be as prescribed by the RMAO. *

ARTICLE II DEFINITION OF TERMS

Administration Value. The usefulness of records to the originating or succeeding agency in the conduct of current business.Agency. Any agency other than the Records Management and ArchivesAppraisal. The study of records, their relationships and contents, to determine their administrative, scal, legal, archival value

and time values whether temporary or permanent.Archival Value. The determination by appraisal of the vital worth of records for purpose of permanent preservation and storage

by an archival agency.

Director. Director of Records Management and Archives Ofce (RMAO).Disposal. The act of selling, burning or any other way of getting rid of valueless records in accordance with the provision ofthese guidelines.

Disposition Schedule. A listing of records series by organization showing, for each records series the period of time it is toremain in the ofce area, in the storage (inactive) area and its preservation or destruction.

Files Breaks. The termination of lling activity for a particular le at a pre-determined time, or after the lapse of a specic eventand beginning of a new le period.

Fiscal Value. The Information on the usefulness of records about the nancial transactions and obligation of agencies andorganization.

General Records Schedule. A records control schedule governing the retention and disposition of a specied recurring recordsseries common to several or all agencies.

Indelity of Records. Loss of records under the custody of the agency including the loss of valueless records before is actualdisposal.

Inventory. A descriptive listing of the records holding by records series indicating its specic location, inclusive dates andvolume in cubic meters.

Legal Value. The use of records containing evidence of legally enforceable rights or obligations of government and/or privateperson.

Records. Any paper, book photograph, motion picture lm, microlm, X-ray lms, sound recording, drawing, map or otherdocument of any physical form or character whatever or any copy thereof, that has been retained by the entity or its successor, asevidence of the objectives, organizations, functions, policies, decisions, procedures, operations or other activities of the government, orbecause of the information contained therein.

* The forms and schedules may be requested from RMAO when needed.


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Records Disposition. Systematic removal from ofce storage of records that are not needed in everyday operation, identicationand preservation of permanently valuable records and the destruction of valueless records.

Records Series. A group of related records arranged under a single unit or kept together as a unit because they deal with aparticular subject, result from the same activity, or have a special form such as maps, blueprints, etc.

Retention Period. The specic period of time established and approved by the Records Management and Archives Ofce asthe life span of les, after which a given set les is deemed ready for permanent storage or destruction.Secretary. Secretary of Department of Education, Culture and Sports.Valueless or No Value Records. Include all record materials that reached their prescribed retention periods and usefulness to

the agency or the government ads a whole.

ARTICLE III DISPOSAL PROCEDURES

Rule 1. Inventory of Records

1.1 Each agency shall prepare an inventory of its records holding in the prescribed from (Form 1) as an initial step indeveloping the Records Disposition Schedule (RDS) and for whatever purposes the agency may deem necessary.

Rule 2. General Records Disposition Schedules2.1 All government agencies and instrumentalities shall observe the enclosed General Disposition Records Schedules in

determining the disposal of their valueless record (Annex 1).2.2 Agencies shall not dispose of their records earlier than the period indicated for each record series. However, records

may be retained for longer periods if there is a need to do so.

Rule 3. Agencys Records Disposition Schedules

3.1 Each agency shall have a Records Disposition Schedule, to be accomplished in the prescribed form (Form 2) coveringits substantive records and those records not included in the General Records Schedules to serve as its guide in thedisposition of records subject to approval of the Records Management and Archives Ofce.

3.2 Any revision or change in the Schedule shall likewise be submitted for approval by the Director as the need arises.

Rule 4. Request for Authorization4.1 No agency shall destroy or sell any record without having rst secured authority from the Director of the Records

Management and Archives Ofce.4.2 Each agency shall submit to the Records Management and Archives Ofce four (4) copies of accomplished Request for

Authority to Dispose of Records (Form 3).

Rule 5. Appraisal and Examination of Disposable Records5.1 Upon receipt of the request for authority to dispose of records, the Chief of the Current Records Division, acting for the

director, shall assign a Records Management Analyst, to appraise and examine the disposable records of the requestingagency and recommended the manner or method of disposal, such as by burning or direct sale or shredding beforesale in the prescribed form (Form 4).

Rule 6. Authority to Dispose6.1 The Director of Records Management and Archives Ofce, acting for the Secretary of DECS with the concurrence of

the head of the agency concerned, is authorized to direct destruction or disposal of records in accordance with therecommendation of the Records Management Analyst of Records Management and Archives Ofce who appraised therecords.


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6.2 The Director of the Records Management and Archives Ofce shall issue the authority to dispose of records and themanner of disposal using the prescribed form (Form 5).

6.3 All records pertaining to claims and demands by the government of the Philippines either as a debtor or creditor, arerequired to be audited by the Commission on Audit shall not be destroyed or disposed of by the head of any entity under

the authorization granted without the necessary clearance from the Commission on Audit, certifying among other thingsthat the records for disposal are not involved in any case.

Rule 7. Custody of Valueless RecordsThe Records Ofcer who is in custody of the records holding an Agency shall be responsible for the safekeeping of thevalueless records until its disposal is authorized.

Rule 8. How Disposals Are To Be Accomplished8.1 The Records Management and Archives Ofce together with representative of DECS and the COA may re-appraise and

re-examine records for disposal as the need arises.8.2 To safeguard sanctity of the records and to check that the records to be disposed are the same records which were

appraised and examined and that no insertions have been done, the actual disposal of records shall be witnessed byrepresentatives of the agency concerned, the RMAO and COA.

Rule 9. Authority to Conduct Public Bidding9.1 Each agency shall conduct public bidding for the disposal of valueless records once a year following the pertinent

provisions of public bidding and awarding of contracts of P.D. 1445. Preferably, the public bidding should beconducted towards the end of the calendar year so that the effectivity of the contract of the winning bidder shall be inJanuary of the following year.

9.2 The Records Management and Archives Ofce shall be furnished with a copy of the contract.

Rule 10. Certicate of Disposal10.1 A certicate of Disposal (Form 6) shall be prepared in triplicate by the agency concerned and witnessed by therepresentatives of the Commission on Audit, Records Management and Archives Ofce and the owning agency uponthe delivery of the disposable records to the paper mills or warehouse of the winning bidder.

10.2 The Certicate shall indicate the nature of the records, the manner, place and date of disposal and their approximatevolume in cubic meters and weight.

10.3 The original copy goes with the agency concerned, a copy for the Records Management and Archives Ofce and a copyfor the Commission on Audit.

10.4 Each agency shall submit a report on the disposal of valueless records to the Records Management and ArchivesOfce.

Rule 11. Proceeds of Sale11.1 All proceeds realized from the sale of disposals valueless records shall be remitted either to the National Fund, to the

Local Government Fund, or to the Corporate Fund.

Rule 12. File Breaks and Disposal Periods12.1 Each agency shall determine when to have its le breaks. File breaks are generally set during the slack periods of lling

and servicing. A le break may be set at the end of the scal year or calendar year.12.2 Records shall be disposed of periodically, usually once a year, soon after a le break.


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ARTICLES IV PENAL PROVISIONS

Rule 13. Any act or omission in relation to the rules and regulations promulgated in the guidelines shall be punishable under the

provision of Article 226, 234 and 235 of the Revised Penal Code or any specic rule which may be considered a violationof the specic provision of criminal laws without prejudice to the ling of administrative case against the offender.

ARTICLE V MISCELLANEOUS PROVISIONS

Rule 14. Repealing Clause14.1 All orders, rules and regulations or part thereof, which are inconsistent herewith are hereby repealed or amended

accordingly.

Rule 15. Effectivity.15.1 This Department Order shall take effect fteen (15) days after its publication in the Ofcial Gazette.

Published in the Ofcial Gazette, Volume 84, No. 10 dated March 7, 1988.


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REPUBLIC OF THE PHILIPPINESDEPARTMENT OF EDUCATION, CULTURE AND SPORTS

MANILA

OFFICE OF THE SECRETARY

DECS ORDER No. 13-B, S. 1988

February 3, 1988

RULES AND REGULATIONS GOVERNING

THE COORDINATION OF RECORDS MANAGEMENTAND ARCHIVES FUNCTION

TO: All Heads of Department and Chiefs of Bureaus and Ofce of the National and LocalGovernments, including Government-Owned and Controlled Corporations,Constitutional Ofces, State Colleges and Universities

1. Executive Order 285, s. 1987, Sec. 5 transfers the Records Management and Archives Ofce to the Department of Education,Culture and Sports as a cultural agency.

2. To effect better coordination in the management of government records archives functions the within attached rules and

regulations consisting of nine (9) pages governing the creation, maintenance and use of government records and archivesdocuments are hereby xed and issued for the guidance of all concerned.

(Signed) TOMAS V. SANTOSUndersecretary

Ofcer-in-Charge

ANNEX 3 DECS Order No. 13-B, S. 1988 -Rules and Regulations Governing the Coordinationof Records Management and Archives Function


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RULES AND REGULATIONS GOVERNING THE COORDINATION OFRECORDS MANAGEMENT AND ARCHIVES FUNCTION

ARTICLE I COVERAGE

Pursuant to Section 5 of Executive Order No. 285 dated July 25, 1987, the Records Management and Archives Ofce (RMAO)has been transferred and attached to the Department of Education, Culture and Sports. To effect better coordination in themanagement of government records and archives functions guidelines have been promulgated to the followed by governmentofces/agencies to meet this purpose.

ARTICLE II RECORDS AND ARCHIVES TERMINOLOGY

Rule 1 DenitionsAccession The process of transferring non-current/archival records from the custody of an operating agency to the

administrative control and guardianship of a records center/archival agency.Agency Any agency other than the Records Management and Archives Ofce.Appraisal The study of records, their relationships and content, to determine their value.Archives (1) The non-current records of an organization or institution preserved because of their continuing value; also referred

to, in this sense, as archival materials or archival holdings; (2) The agency responsible for selection, preserving and making availablearchival materials; also referred to as archival agency; (3) the building or part of a building where such materials are located.

Authority A conclusive statement leading to an ofcial decision.Classication Scheme or Guide A systematic arrangement of subjects according to a plan as an aid classifying le

materials.Current Records Records that are often used in carrying on government function in connection with which they have

been accumulated; dealing with matters of contemporary importance, such needed for action or for reference in continuing agencytransaction, and subject to immediately relevant addition or other modication.

Coordination Bringing into a common action, movement or condition to give harmonious results.Cut-Off-Period The termination of ling activity for a particular le at a predetermined time or after the lapse of a specic

event and the beginning of a new ling period.Director Director of the Records Management and Archives Ofce.

Disposal The act of selling, burning, or any other way of getting rid of valueless records.Disposition Schedule A written description of records of any agency showing action to be taken at stated intervals with respectto the disposition or records.

Document Recorded information regardless of medium or characteristics. Frequently used interchangeably with records.File For records purposes, may mean the following:1. A folder containing records; or2. A Collection of records involving a specic name or topics; or3. A class of records in a separate group or series of le drawers; or4. The operation involved in arranging records in systematic order.File Audit Periodic inspection of the internal condition of particular le or le series to determine the accuracy of classication,

coding, indexing, cross-referencing and ling of the material.


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File Break See Cut-Off-PeriodFile Containers Refer to steel ling cabinets, open wooden shelves, steel shelves, vaults, corrugated boxes, le jackets and the

like used to keep the records of the agency.General Records Schedule A records control schedule governing the retention and disposition of specied recurring records

series common to several or all agencies.Non-Current Records Files that deal with completed or adjourned business, not needed for action or reference in continuing

agency transactions but are of continuing research or historical value to the government and public.Paperwork Management Concerned with the framework and techniques of producing, processing and handling papers

containing various types of written information, or may be dened generally as the methodology of a program to control the creation,practical use, maintenance, storage, protection, and disposition or preservation of all forms of paper documents. See RecordsManagement.

Records Any paper, book, photograph, motion picture lm, microlm, sound recording, drawing, map or other document ofany physical from or character whatever or any copy thereof, that has been made by any entity or received by it in connection with thetransaction of public business, and has been retained by that entity or its successor as evidence of the objectives, organization, functions,policies, decisions, procedures, operation or other activities of the government, or because of the information contained therein.

Records Center A facility, sometimes specially designed and constructed, for the low-cost and efcient storage and furnishingor reference service on semi-current / non-current records with suitable protection pending their ultimate disposition.

Records Creation Bringing records into existence as the evidence of any administrative process.Records Disposition Systematic removal from ofce to storage of records that are not needed in everyday operation,

identication and preservation of permanently valuable records and the destruction of valueless records.Records Maintenance and Control This deals with the active growth, keeping and servicing of records.Records Management Is that function of administrative management business operation and education concerned with

the creation (forms, reports, correspondences and directives), protection (housing and disaster insurance), retention (inventories,schedule and center operations), retrieval (duplication and location of information), preservation (history/archives) or records andrecords information required for the continuance of government, business and industry operations at costs consistent with the servicesinvolved.

Records Management Improvement Committee Is a group of key ofcials designated by the head of the agency who areresponsible for the improvement of records activities.

Records Management Manual Is a guide which contains the outlined records management program for the control ofrecords.

Records Series A group of related records arranged under a single unit or kept together as a unit because they deal with aparticular subject, result from the same activity, or have a special form (maps, blueprints, etc.)

Records Ofce This is the focal point of the agency where records are received, released and maintained for future use.Reference Service The function and activity of making available to inquirer, records, reproduction of records, or information

from or/about records, the last in conference or in writing.Restriction Limitation placed by authority on access to records or information.

Restricted Not accessible to searcher, but only to agency authorized representative.Retention Code A numeric symbol by which a le material may be retained or disposed of.Retention Period Specic period of time established and approved by competent authority after which a given set of les is

deemed ready for permanent storage destruction.Secretary Secretary of Education, Culture and SportsTransfer of Records The movement of records out of high cost space and equipment to a depository for economy.Use Proper utility of Records.


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ARTICLE III RECORDS MANAGEMENT AND ARCHIVES ADMINISTRATION

Rule 2. Requirements of a Sound Records Management

2.1 Establishment of a Records Management ProgramAll departments, bureaus and ofces of the executive, legislative and judiciary branches, including constitutional ofcesand government-owned and controlled corporations, shall establish and maintain an active continuing program for theeffective management of their records.

2.2 Establishment of Records OfceEach agency shall establish a Records Ofce for its records holdings and shall coordinate with the Records Managementand Archives Ofce in planning the ofce lay-out of the Records Unit.

2.3 Agencys Records OfcerEach agency shall appoint a qualied records ofcer who shall coordinate across the department lines on their records

activities and shall have the responsibility and control of all the records holdings of the agency in his or her possessionand custody.

2.4 Records Management Improvement Committee: Its Composition and FunctionsEach agency shall create a Records Management Improvement Committee as an advisory body on the improvement of allphases of records management, the Chairman and members of which shall be designated by the head of the Agency.

2.5 Utilization of Filing Equipment and Floor SpaceEach agency shall set standards and criteria for the maximum utilization of ling equipment and oor space for maintainingand servicing les.

2.6 Agency Records Management ManualEach agency shall develop and maintain a records management operations manual which shall contain the functions,organizational chart of the records unit, policies and standard operating procedures on records activities.

Rule 3. Archives and Records Management Training Program

3.1 Holding of Records Management Training ProgramThe Records Management and Archives Ofce shall initiate, develop and conduct training programs on records andarchives management for regional and in-house purposes; and assist various government agencies in their trainingprograms concerning records management requesting such assistance.

Rule 4. Records Creation

4.1 Production Control Program4.1.1 Each agency shall have an integrated program in the creation of necessary records and copies thereof, including

reports, forms, issuances to the absolute minimum in the most economical way consistent with efcient and itsresponsibility.

4.1.2 Each agency shall use standard size stationery in accordance with the standards and specications of the Systemand Procedures Bureau of the Department of Budget and Management.


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Rule 5. Records Maintenance and Control

5.1 Operations of Incoming and Outgoing MailsEach agency shall have a centralized receiving and releasing unit of all communications for proper recording and routingprocedures under the accountability of the Records Division, section or unit.

5.2 File Classication Guide for Uniform Filing SystemEach agency shall develop a File Classication Guide or Scheme based on its organization and functions for a uniformling system.

5.3 Retention CodeRetention Code shall be affected by each agency based on the General Records Schedule and the agencys RecordsDisposition Schedule before the records are lled.

5.4 Personnel Security and Access to the File

The Records Ofcer and/or his duly authorized personnel shall have the sole access to the ofce les and shall beresponsible for the security of records at all time. Condential records shall be kept separately from the general les insecured le containers.

5.5 Servicing with the FileEach agency shall adopt requisition and charge-out procedures in issuing a File. A follow-up device shall be developedon charge out records.

5.6 Records Management AuditEach agency shall conduct a periodic inspection of the records holdings. The Records Management and Archives Ofceshall be authorized to inspect the records holdings of any entity of the government and it shall be the duty of the head ofeach entity to grant the access to all of its records for audit purposes. Records found not included in the agency. RecordsDisposition Schedule shall be entered in Form 2 for approval of the Record Management and Archives Ofce.

Rule 6. Review and Transfer of Non-Current Records to Records Center

6.1 Responsibility of Records OfcerEach agency shall be responsible for ensuring that non-current records are regularly reviewed and the Records Ofcershall inspect the les and recommend the transfer to the Records Center, Records Management and Archives Ofce oragencys storage area in accordance with the approved Records Disposition Schedule.

6.2 Transfer and Storage of Non-Current RecordsTransfer of non-current of an agency to the Records Center shall be in accordance with the approved Records DispositionSchedule and the General Records Disposition Schedule for records of more than ve years retention period.

6.3 Transfer of Records of Abolished and Reorganized AgenciesRecords of abolished or reorganized agencies, except those specically directed by law or decrees, shall be transferred tothe Records Center, Records Management and Archives Ofce.

6.4 Authority to TransferRequest for authority to transfer records to the Records Center shall be effected upon the recommendation of the Chief,Records Center and Approved by the Director, Records Management and Archives Ofce.


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6.5 Loan of Records6.5.1 Records in the Records Center, Records Management and Archives Ofce, may be requested for loan or

permanent withdrawal by the owning agency.6.5.2 Records of abolished agencies shall not be loaned or permanently transferred for an indenite period to another

ofce unless approved by the Secretary of Education, Culture and Sports upon recommendation of the Director,Records Management and Archives Ofce.

6.6 Disposal of RecordsRecords in the custody of the Records Center can only be disposed of upon the nal appraisal of the Records ManagementAnalyst and with a written concurrence from the owning agency. Records of defunct agencies could be disposed of uponthe recommendation of the Chief, Records Center based on the nal appraisal of the Records Management Analyst andapproved by the Director.

6.7 Transfer of Inactive RecordsAll inactive personnel records (201 les) of government entities which are deemed unnecessary for current operating

purpose but can still be utilized for future referrals shall be transferred to the Records Center, Records Management andArchives Ofce.

Rule 7. Transfer of Records to Archives

7.1 Transfer of Archival Document from Records CenterRecords of historical and research value shall be transferred to the Archives Division, Records Management andArchives Ofce. The agencies concerned shall be furnished with an inventory of records transferred.

7.2 Direct TransferThe Archives Division is authorized to take into its custody all government records and other historical materials forresearch and preservation purposes, i.e. Spanish documents, 16th to 19th centuries, Japanese War Crimes records,Philippine National Guards, Notarial Records, Records from the Courts, Civil Registers from the Local Government,records with retention period of 25 years and more and those with enduring value, Civil Service Commission records andall other records of permanent value.

7.3 DonationsIn whatever form, donations may be accepted from public and private sectors or entered into exchange policy agreement,subject to existing Philippine laws and evaluation policies of the Records Management and Archives Ofce.

7.4 Application to Refer to Archives Reference Service

Any person who desire to refer or have access to the Archival materials shall ll up an application form properly andsubmit to the Archives Search Room.

7.5 Preservation of Archival Records7.5.1 Archival records shall be stored under one roof and authorize their accessibility to the public, subject to certain

security and safety measures to preserve the integrity of the records.7.5.2 It shall be the responsibility of the Archives Division to protect archival documents in its custody and undertake

corrective measures to rehabilitate weakened or brittled documents in accordance with modern techniques.


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7.6 Publication of ArchivesNo person or agency shall publish or reproduce the whole or part of the Archives collection without permission and/oracknowledgment from the Director, Records Management and Archives Ofce.

ARTICLE IV GENERAL PROVISIONS

Rule 8. Payment of Administrative FeeCharges for certied copies and certications for non-availability of records shall be collected in accordance with existinglaws and regulations.

Rule 9. Technical AssistanceThe Records Management and Archives Ofce shall provide technical advice and assistance on matters concerning records/archives management to all entities of the executive, legislative and judiciary branches including government-owned and/or

controlled corporations and constitutional ofces.

Rule 10. Reference ServiceReference service on records transferred in the custody of the Records Center/Archives Division may be requested by personshaving legitimate reasons for consulting or using them in accordance with approved rules and regulations.

Rule 11. Access to RecordsRestricted records which have been transferred by government agencies are accessible only to authorized personnel from thetransferring agencies.

Rule 12. Loss of RecordsThe Director shall advice the Secretary of Education, Culture and Sports of any loss, threatened or actual, by unlawfulremoval or destruction of records that shall come to his attention. The Secretary of Education, Culture and Sports shall in turnnotify the Secretary of Justice about the situation and initiate the recovery of records which he nds to have been or believedto have been unlawfully removed from the ofcial custody.

Rule 13. Establishment of Agency Storage/Mini ArchivesEach Agency shall maintain and operate a records storage/mini archives of non-current records preparatory to their transferto the Records Management and Archives Ofce, Records Center or to Archives repository.

ARTICLE V PENAL PROVISIONS

Rule 14. Punishment of Specic ActAny act or omission which violates this rule and the provisions of the Revised Penal Code pertinent thereto shall be punishableunder Articles 226 to 230 of the Revised Penal Code or any specic rule, without prejudice to the ling of administrative caseagainst the offender.


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ARTICLE VI MISCELLANEOUS PROVISIONS

Rule 15. Repealing Clause

Ministry Order No. 2, dated September 17, 1986 of the Ministry of General Services, all orders, circulars, memoranda,rules and regulations of parts thereof, which are inconsistent with this Department Order are hereby repealed, superseded oramended accordingly.

Rule 16. Effectivity ClauseThese rules and regulations on the creation, maintenance, use, disposition, preservation and security of government recordsshall take effect fteen (15) days after its publication in the Ofcial Gazette.

(SGD.) TOMAS V. SANTOS

UndersecretaryOfcer-in-Charge

Published in the Ofcial Gazette, Vol. 84, No. 18, dated May 9, 1985.


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ANNEX 4 Punishable Acts Pertinent to Records Care

Art. 171. Falsication by public ofcer, employee or notary or ecclesiastic minister. The penalty of prision mayor and a ne not to

exceed 5,000 pesos shall be imposed upon any public ofcer, employee, or notary who, taking advantage of his ofcial position, shallfalsify a document by committing any of the following acts:

1. Counterfeiting or imitating any handwriting, signature or rubric;2. Causing it to appear that persons have participated in any act or proceeding when they did not in fact so participate;3. Attributing to persons who have participated in an act or proceeding statements other than those in fact made by them;4. Making untruthful statements in a narration of facts;5. Altering true dates;6. Making any alteration or intercalation in a genuine document which changes its meaning;7. Issuing in an authenticated form a document purporting to be a copy of an original document when no such original exists, or

including in such a copy a statement contrary to, or different from, that of the genuine original; or

8. Intercalating any instrument or note relative to the issuance thereof in a protocol, registry, or ofcial book.

Art. 226. Removal, concealment or destruction of documents. Any public ofcer who shall remove, destroy or conceal documents orpapers ofcially entrusted to him, shall suffer:

1. The penalty of prision mayor and a ne not exceeding 1,000 pesos, whenever serious damage shall have been caused therebyto a third party or to the public interest.

2. The penalty of prision correccional in its minimum and medium period and a ne not exceeding 1,000 pesos, whenever thedamage to a third party or to the public interest shall not have been serious.

In either case, the additional penalty of temporary special disqualication in its maximum period to perpetual disqualication shallbe imposed.

Art. 227. Ofcer breaking seal. Any public ofcer charged with the custody of papers or property sealed by proper authority, whoshall break the seals or permit them to be broken, shall suffer the penalties of prision correccional in its minimum and medium periods,temporary special disqualication and a ne not exceeding 2,000 pesos.

Art. 228. Opening of closed documents. Any public ofcer not included in the provisions of the next preceding article who,without proper authority, shall open or shall permit to be opened any closed papers, documents or objects entrusted to hiscustody, shall suffer the penalties or arresto mayor, temporary special disqualication and a ne of not exceeding 2,000 pesos.

Art. 229. Revelation of secrets by an ofcer. Any public ofcer who shall reveal any secret known to him by reason of his ofcialcapacity, or shall wrongfully deliver papers or copies of papers of which he may have charge and which should not be published,shall suffer the penalties of prision correccional in its medium and maximum periods, perpetual special disqualication and a nenot exceeding 2,000 pesos if the revelation of such secrets or the delivery of such papers shall have caused serious damage to thepublic interest; otherwise, the penalties of prision correccional in its minimum period, temporary special disqualication and a ne notexceeding 50 pesos shall be imposed.

Source: The Philippine Revised Penal Code


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ANNEX 5 RMAO Form No. 1 Records Inventory and Appraisal

1. Agency 2. Address and Phone No.

3. Organizational 4. Person In-Charge of File

5. Records Series Title and Description

6. Duplication (Please indicate the Units/Ofces who have a copy of this records)

7. Period Covered 8. Volume (cu.m.)

9. Rate of Accumulation 10. Location

11. Type of Equipment 12. Filing System 13. Frequency of References

4-drawer ling cabinet Alphabetical Daily

Storage Chronological Once a Month

Open Shelf Numerical As the Need Arises

Others (Specify) Functional Subject Others (Specify)

Alphabetic

Others (specify)

14. Value/Nature

Time Value Utility Value

Permanent Administrative Archival Others

Temporary Fiscal Legal

15. Recommended Retention Period

Years in ofce le Years in Storage

16. Prepared by:

17. Assisted by:______________________________

Position: Records Management Analyst

18. Approved by:

______________________________Date: Cashier


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22

Assumption:

3-day live-out workshop

RMAO Counterpart:1. Training Design2. Development of training materials3. Resource persons

Airfare for resource persons (RMAO) P7,500 x 5 persons P 37,500.00

Meals and Snacks P185/person/day x 60 persons x 3 days 33,300.00

Board and Lodging for resourcepersons

P700/person/day x 6 persons x 4 days 16,800.00

Supplies and Materials 14,000.00

Honoraria for resource persons P5,000/person/day x 5 persons 25,000.00

Transportation 5,000.00

Communication 3,000.00

Total P 134,600.00

ANNEX 6 Sample Budgetary Requirements for a Seminar on Establishing an Archival System


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ANNEX 7 Records Disposition Schedule for Local Government

ARCHIVO NATIONAL NATIONAL ARCHIVES

RECORDS DISPOSITION SCHEDULE

FOR THE LOCAL GOVERNMENT

Series 2003

DESCRIPTION OF RECORDS

RETENTION PERIOD

Number of Years Remarks

EXECUTIVE OFFICES

(City Mayor / Municipal Mayor / Governor)

1.Action Plans 3

After implemented

2.

Afdavits PERMANENT

Birth

Citizenship

Change of Name

Death

Discrepancy

Identity

Illegitimacy

Joint (Common-law husband/wife)

Marriage

Ownership

Retirement

3.Afdavits of Loss

1After purpose hadbeen served

4.

Announcements (Bandillo) 1

5.

Applications1

After renewed /terminated / actedupon

Business Permit (New / renewal)

Employment

Franchise


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Housing

Mayors Permit (With requirements)

Tricyle Operation

6. Barangay Files PERMANENT

Barangay Prole

Chart

Land Area

Livelihood Program

Ofcial

Population

Prole

7.Boundary Disputes Documents PERMANENT

8.City/Municipal / Provincial Proles PERMANENT

9.Closure Orders 5

After complied with

10.

Commendations / Awards PERMANENT

11.Committee / Organization Files

Non-routine PERMANENT

Routine2 After terminated

12.

Complaints / Petitions / Protests 2After settled

13.

Conrmations of Application to Operate 1

14.Cultural Files PERMANENT

Celebration

Fiesta

History

15.Deeds of Donation / Exchange / Ratication PERMANENT

16.Directories of Local Ofcials (Record set) PERMANENT

17.Franchises / Permits

File Copy

Building 15After completed

Business 5After renewed


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Bicycle / Tricycle Franchise3

After franchise hadbeen renewed

Carolling 1

Electrical Inspection 2

After renewed

Fair 1

Mayor 1After renewed

Motorized Tricycle Operators Permit 3After renewed

Occupational Permit 2After renewed

Social 1

Sport 1

Transfer of Cadaver 1

Use of Vehicle 1

Vehicle / Tricycle 2After renewed

Masterlist PERMANENT

18.Insurances / Registrations of Vehicles 1

After renewed

19.

Land Titles Owned by the LGUs PERMANENT

20. Lease Contracts of Market Stalls 5 After contract hadbeen terminated andnally settled

21.

Lists 1After updated

Association

Committee

Cooperative

Donor

Markets Stall Occupant

Organization

22.Logbooks

Business Permit Issued by the Mayors Ofce 5

Ofcial Receipt 10After date of last entry

Visitor


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Ordinary 2After the last entry

VIP PERMANENT

23.

Masterlists of Registered Tricycle

PERMANENT

24. Mayors Prole PERMANENT Transfer to theagencys library forreference

25.

Meeting Files 1

Agenda

Notice

26.Messages / Speeches (Record set) PERMANENT

27.Motor Vehicle Legalization Files 2

28. Oath of Ofce of Local Government Ofcials15

After expired /terminated

29.

Petitions 5After settled

30.

Recommendations / Referrals 1After acted upon

31.

Reorganization Records PERMANENT

32.Reports 2

Emergency Relief Assistance

Land Problem

Market Inspection

Monitoring

Nursery Seedling

Police

Rebel Returnee

Typhoon Damage

33.Requests 1

After acted upon

Additional Plantilla Allocation

Auditorium

Ambulance

Budgetary Allocation for Salary Standardization

Bulldozer and Dumper

Calamity Aid

Donation / Solicitation


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Financial Assistance

Increase of Internal Revenue Allocation

Infrastructure Project

Sound System

Transport Service

Use of Town Plaza

34.Special Events Files / Photographs PERMANENT

ASSESSORS OFFICE

35.Abstracts of Sworn Statement of True Current Fair Market Value of RealProperty

PERMANENT

36. Afdavits

Absolute Sale PERMANENT

Adverse Claim PERMANENT

Aggregate Land Holding PERMANENT

Assets / Properties2

After purpose hadbeen served

Joint Quit Claim (Joint afdavit) PERMANENT

Others

To be led withappropriate recordseries

Quit Claim PERMANENT

Transfer Adjudication PERMANENT

37.Agreements PERMANENT

Cost Share Reimbursement Agreement for

Completed Tax Mapping

38.Annual Reports of Provincial Assessor PERMANENT

39.

Annual Statements of Assessed Value of Real PropertiesPERMANENT

40.Assessments PERMANENT

Building Plan

Data Sheet

Subdivision Plan

Tax Declaration


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Title

41.Assessment Rolls of Taxpayers PERMANENT

Agricultural Land and Product

Building (Construction / renovation / repair)

Residential Land

42.Cancellation of Tax Declaration PERMANENT

43.Cases

15After decided andnally executed

Adverse Claim (Auction sales, lis pendens,

replevin, writs of attachment / execution)

Assessment Appeal

Certicate of Title Original

Transfer

44.Certications 1

Ownership

Pauper Litigant

Real Property

True Copy of Tax Declaration

45. Certicates of Assessed Value of Real Properties PERMANENT

46.Declarations of Real Property PERMANENT

Afdavit of Adjoining Owner

Certicate from the Bureau of Lands /

Bureau of Forest Development

Deed (Sale, absolute sale, extra judicial

partition)

Sketch

Transfer

47.

Field Appraisal and Assessment Sheets / Field Sheets for Assessment(Worksheets showing oor plan and description of buildings togetherwith computation)

5 After revised

Building

Land

Machinery

Plant and Tree


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48.Guidelines / Manuals PERMANENT

City Charter

Depreciation Rate Table

Revised Realty Tax Declaration Guide

Table Adjusted Value

49.Inventories of Declared Accumulated Accounts 2

After updated

50.

Journals 3After superseded

Assessment Transaction

Cancelled Assessment

51.Land Holding Certicates PERMANENT

52. Lists 1 After updated

Awarded Lot

Committee Appraiser

Declared Owner of Unknown Address

Real Property

53.

Logbooks of Notice of Assessment and Sworn Statements

2 After the last entry

54. Mapping Control Rolls PERMANENT

Post Tax

Pre tax

55.Maps / Blueprints PERMANENT

Barangay

Base

Cadastral

Engineer Controlled Map (Used in locating

undeclared properties)

Road

Survey

Tax Map (Barangay, city, provincial, town,index, location, photo and sketch - pertainingto the section within the barangay)

Topographic

56.

Market Values of Buildings

PERMANENT


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30

57.

Minutes of Meetings of City / Municipal / Provincial AppraisalCommittee

PERMANENT

58.Notices 1

After settled

Assessment to Declarant

Cancellation of Assessment

59.Notices of Assessment and Tax Bill / Real Property Tax Orders ofPayment (RPTOP)

5

60.Ownership Record Cards PERMANENT

61.Property Index Cards PERMANENT

62.Public / Real Estate Mortgages 10

After settled

63.

Real Property Records and Appraisal Cards PERMANENT

64.Registry Books of Tax Declaration PERMANENT

65.Reports

Comparative Statement of Assessed 2

Valuation

Daily Accomplishment of Tax Mapping Work 2

Inspection 2

Monthly Assessment 2

Monthly Report of Undeclared Real Property 2

Progress 2

Quarterly Report 2

Statistical PERMANENT

Uncollected Tax by Municipalities 2

66.Requests for Copies of Ofcial Documents 1

After acted upon

67.

Schedules of Base Unit Costs for Buildings and Improvement

PERMANENT

68.

Schedules of Base Unit Values for All Kinds of Lands and Improvements

PERMANENT

69.Sworn Statements of Real Property Owners PERMANENT


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31

70.Sworn Statements of the True Correct and Fair Market Value of RealProperties

5 After superseded

71.

Tax Declarations of Real Property PERMANENT

72. Transfer of Extra Judicial Statements PERMANENT

BUDGET OFFICE

73.Advices of Allotment 5

Barangay Administration Fund

Internal Revenue Allotment

Local Government Revenue Stabilization Fund

National Aid to Local Government Unit

Supplemental

74.Annual Investment Program Files PERMANENT

75.Approved Position Classication and Pay Plans 1

After superseded

76.

Budgets

Annual Budget PERMANENT

Local School Board 3

Supplemental 5

77. Budget Files 3

Analysis and Resum

Barangay Budget Preparation

Development Fund

Local Budget Circular and Memorandum

Local School Fund

Preparation of Different Ofces

Review-Budget Allocation Infrastructure

78. Cash Allocation Ceilings/Notices of Cash Allocation 3

79.Certications of Fund Availability 1

80.General Appropriations Acts 3

81.Logbooks 3

After date of last entry

General Fund Allocations


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32

Infrastructure

National Aid for Local Government Unit

Special Education Fund

Trust Fund

Withdrawal

82.Position Allocation Lists 3

83.Realignment of Infrastructure Projects 2

84.Record Books of Payroll and Vouchers

10From date of last

entry

85.Reports

Local Government Unit 2

Quarterly Advice of Allotment 3

86.Summaries of Appropriations 3

87.Work and Financial Plans 5

CIVIL REGISTRARS OFFICE

88.Admission of Paternity Files PERMANENT

89.Adoption Files PERMANENT

90.Advices Upon Intended Marriage PERMANENT

91.Afdavits PERMANENT

Acknowledgement

Date of Birth

Legal Age Marriage

Legitimization

Ofciating Minister

Marriage Articulo-Mortis

Marriage between Non-Christians

Name of Child

Wrong Entry


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33

92.Alien / Civil Registration Books PERMANENT

93. Applications for Marriage License and Supporting Papers PERMANENT

Consent of Parents for Under Age (18 - 20) Parental Advice (21 - 24) Seminar of Family Planning (25 up) Seminar or Counselling (24 down) Notice for Posting Birth Certicate

94.Authorities to Solemnize Marriage PERMANENT

95.Certicates PERMANENT

Death

Fetal Death

Foundling

Live Birth

Marriage License

96.Consents to Marry a Person Under Age PERMANENT

97.Court Decrees / Orders PERMANENT

Adoption

Annulment of Marriage

Change of Name

Civil Status

Correction of Entry

Legitimization

Naturalization

98.Marriage Contracts PERMANENT

99.Marriage Licenses PERMANENT

100.Notices of Re-applicants PERMANENT

101.

Petitions for Correction of Clerical Error / Change of First Name (In thecerticate of birth / death / marriage)

PERMANENT

102.Registry Books PERMANENT

Birth

Death


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34

Marriage

103.Reports PERMANENT

Monthly Report to NSO / Mayor

Provincial Statistical Ofce

Supplemental Reports on Legal Instrument

104.Requests

Application for Civil Registry Records 1

Celebration of Marriage (Permit) PERMANENT

Others 1After acted upon

Verication Slips for Birth / Death / Marriage 1

105.

Sworn Statements that Advice of Parents or Guardian Had Been Asked

PERMANENT

ENGINEERING OFFICE

106.

Awards of Afdavit of Project Completion and Acceptance Letters

15 After project had beencompleted

107.

Building Plans PERMANENT

Approved as Built Plan Architectural

Commercial

Industrial / Residential

Structural

108.

Building / Sanitary Permits (Applications & supporting documents)

15 After project had beencompleted

109.

Certicates 15

Occupancy

To Operate Business

110.Certicates of Locational Clearance PERMANENT

Commercial

Industrial

Institutional

Residential


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35

111.Certications 2

Building Permit Issued (True copy)

Completion of Project

Electrical / Sanitary / Safety Inspection

Electrical Installation

Final Inspection & Contraction

Finished Project

House Number

Inspection

Building

Electrical

Payment of Laborer & Material

112. Charts / Sketches PERMANENT

113.Complaints 2

After nally settled

Clogged Drainage

Leakage

Others

114.

Consolidated Statistical Data (barangay, municipal, city, provincial)

PERMANENT

115.Construction / Reconstruction / Repair Files 15

After project had beencompleted and nallysettledBill of Materials

Contract / Agreement

Cost Estimate

Details of Cost Estimate

Program of Works

Project Accomplishment Report

Schedule of Base Unit Cost for Building

and Improvement Suspension / Resumption / Change Order

116.Equipment Files

Certicate of Registration PERMANENT

Daily Assignment of Equipment 2

History Card 2 After equipmenthad been declaredunserviceable

Inspection Report 2

Insurance Policy 2After renewed


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36

Ledger Card PERMANENT

117.Illegal Construction Cases 5

After nally settled

118.Inventory Lists

Bridge PERMANENT

Building PERMANENT

Equipment 2After updated

Road

Annual PERMANENT

Monthly 2After consolidated

119. Laboratory Tests on Construction Material and Soil

Material Sample Card PERMANENT

Quality Control Plan PERMANENT

Report 5

Result PERMANENT

120.Lease / Equipment Rental Files

10After rental had beenpaid

121.

Lists of Contractors 1After updated

122.

Logbooks

Clearance 2After the last entry

Final Certicate Issued 2After the last entry

Order of Payment 2After the last entry

Permit Issued PERMANENT

Building

Electrical

Plan / Specication 2After the last entry

123.

Maintenance Files

Accomplishment / Completion Report 5 After completed

Inventory of Bridge / Building / Road 5After updated

Monthly Assignment 2

Quarterly Routine Program 2

Road Classication PERMANENT

Road Maintenance Program PERMANENT

Schedule of Implementation PERMANENT

124.Mechanical Computation Sheet

5After project had beencompleted


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37

125.

Notices 2After nally settled

Contractor

Demolition

Excavation Illegal Construction

Violation

126.Orders

15After project had beencompleted

Change Order (Spare parts)

Rental Request Order (Equipment)

127.Permits / Clearances

Arcades / News Stand / Waiting Shed / Musoleum / Sidewalk

1 After expired

Boiler / Elevator / Escalator 1After renewed

Building Construction15

After project had beencompleted

Demolition3

After building hadbeen demolished

Electrical 5After completed

Excavation 5After completed

Fence / Wall / Partition 5After completed

Fire Escape 1 After Building Codehad been compliedwith

Locational / Zoning PERMANENT

Mechanical 5After completed

Occupancy PERMANENT

Plumbing / Sanitary 5After completed

Road Sign1

After purpose hadbeen served

Sign Board / Advertisement / Advertising Sign / Billboard /Streamers / Sign

1 After expired

Waterwork5 After project had been

completed

128.Plans / Maps / Blueprints PERMANENT

Building

Approved as Built Plan

Architectural

Commercial / Industrial / Residential

Structural

Road and Bridge


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38

Specication

Work Plan

129.Project Files 15

After project had beencompleted and nally

settledAcceptance

Bill of Materials & Cost Estimate /

Detailed Cost of Material

Building Repair

Certicate of Completion/Fire/Inspection

Communication

Completion of Project

Contract/Agreement

Contractors Afdavit Repayment of Laborer

and Material

Final Inspection and Contractors Afdavit

Final Inspection of Project

Final Payment

Graph / Plan & Specication / Blueprint /

Construction Plan

Labor / Material / Equipment Requirement

Occupancy

Program of Work

Project Appropriation / Maintenance /

Performance Budget / Fund Release

Project Proposal / Feasibility Study

Report

Accomplishment

Monitoring

Pre & Post Inspection

Status

Termination

Request / Resolution for Project / Funding /

Program

Resume / Suspension Order

130.

Project Proposals (With bill of materials and estimates)

Approved15


Disapproved 3


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39

131.Requests

To be led with

appropriate record series

Construction

Department / School

Improvenment of Water System

Inspection (Building, bridge and road)

Letter

Barangay

Different Department / School

Maintenance / Reconstruction / Repair

Material / Equipment / Laborer

Reconstruction

132.Road Right of Way Files PERMANENT

Agreement

Permit to Trespass

133.Surveys 2

After evaluated

HEALTH OFFICE

134.Certications 1

Examination

Health

Medical

135.Charts

In-Patient 15 Provided they are notproduct of research/ study & trainingpurposes

Out-Patient10

After date of last

consultation / visitTuberculosis / Monitoring / Leprosy PERMANENT

136.Clinical Referral Slips 1

137.Family Planning Files

Charts PERMANENT

Contraceptives Stock Record 3After date of last entry

Pre-Marital Counseling 1


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40

138.

Five Year Impact Programs 5After implemented

Dental Care

Diarrheal Disease

Environmental Sanitation

Expanded Immunization Program

139.Health Information Sheets 2

After superseded

Medical Treatment Record

Mortality and Monitoring Record

Pregnant Mother

140.Index Cards PERMANENT

Family Member

Patient

141.Laboratory Services Results / Findings 5

Hemoglobia Examination

Leprosy Detection

Malaria

Paps Smear

Sputum Examination Stool / Urine

Tuberculosis

White / Red Blood Cell

142.Logbooks 2

After date of last entry

Diarrhea

Family Member

Medicines Distribution

Minutes of Monthly and Weekly Meeting

Sputum Examination

Treatment

143.Masterlists PERMANENT

Birth

Death

Health Education

Health Program


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41

144.

Morbid Cases of Cerebro Vascular Diseases (Hypertension, rheumaticheart disease, coronary thrombosis & the like)

5

145.Plans / Programs / Projects 5

After completed

146.

Reports

Annual PERMANENT

Monthly 2

Dehydration

Expanded Program On Immigration

Family Planning

Maternal Child Health Marriage Counselling

Mortality

National Tubercolosis Program

Nutrition

Under-ve

Others

147. Surveys 2 After evaluated andconsolidated in the

Annual Report

LEGAL / ATTORNEYS OFFICE

148.Administrative Cases

15After separated,retired, death

149.

Articles of Incorporation / By - Laws PERMANENT

150.Complaints / Protests 5

After nally settled

151.

Contracts PERMANENT

Chattel Mortgage

Deed of Sale

Deed of Sale with Reservation of Title

152.Legal Opinions PERMANENT


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42

153.Memoranda of Agreements / Understanding PERMANENT

154.Special Powers of Attorney

1After purpose hadbeen served

PERSONNEL OFFICE

155.Annual Status Reports PERMANENT

156.Certications 1

Employment

Residency

Service

157.Guidelines 2

After superseded

Civil Service Reporter Local Government Consultancy Resource

Outreach for Productivity Project

158.Lists of Eligibles / Non - Eligibles 1

After updated

159.

Local School Board Applications 1

160.Logbooks

Attendance 1 Provided leave andundertime are postedin the leave card

Clearances Issued 2After date of last entry

General Funds 3After date of last entry

Visitors

Ordinary 2After date of last entry

VIP PERMANENT

161.Requests for Accumulated Leave Credits 2

After acted upon

PLANNING DEVELOPMENT AND COORDINATING OFFICE

162.Annual Development Plans PERMANENT

163.Barangay Files (Development council) PERMANENT

Plan

Project

Socio - Economic

164


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43

164.Boy Scout Camp Position Papers 5

165.Census Statistics 1

After updated

166.

Charts PERMANENT

Functional

Organizational

167.Committee / Council / Association Files 1

Association of Barangay Council

Cabinet Action Committee

for Implementation

Development Board / Council

Housing and Urban Coordination Council

National and Local Government Unit Peace and Order Council

People Economic Council

Project Reconciliation, Evaluation

and Monitoring Committee

168.Data on Different Needs of the Community PERMANENT

169.Foreign Assisted Project Files PERMANENT

170.Infrastructure Files 15


Barangay Road and Bridge

Public Building

171.Inventories of Barangay Roads and Bridges 2

After superseded

172. Livelihood Projects and Programs 5 After project had

been completed /implemented

173.

Masterlists 1After updated

Barangay Integrated Development Plan

Barangay Ofcial

Botanical Garden and Park Development

Cattle Fattening

Cooperative

Housing Project

Kabisig Mall

School Building Construction

Spring Development


44/54

44

174.

Planning and Development Stafng Pattern PERMANENT

175.Proles PERMANENT

Barangay City / Municipal

Demography

Employment

Land Characteristic

Socio - Economic

176.Reports

Annual Investment Program 2

Financial and Development Return 5

Status of Projects and Infrastructure 2

Local Community Assistance

177.Statistical Data PERMANENT

178.Survey 1

After evaluated

Household

Land Ownership

179.Territorial Boundaries and Population PERMANENT

180.Zoning Ordinances / Clearances PERMANENT

SANGGUNIANG PANGLUNSOD / BAYAN / PANLALAWIGAN

181.Agenda 1

182.Certications of Attendance / Attendance Sheets 1

183.Minutes of Meetings / Sessions PERMANENT

Hearing

Regular Session

Barangay


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45

City

184.Ordinances / Resolutions PERMANENT

TASK FORCE ORDINANCE OFFICE

185.Blotters 15

After nally settled

186.

Subpoenas3

To be led withappropriate recordseries

TREASURERS OFFICE

187.Abstracts 5

Daily Collection

Deposit and Trust Fund

General Collection

188.

Abstracts of Real Property / Real Estate / Collections

4

189.Alien Annual Taxes 10

190.Alien Registration Documents PERMANENT

191.Allotments by Appropriation (Internal Revenue) 3

192.Alpha Listings of Real Property Owners PERMANENT

193.Annual Real Property Tax Payments (Yearly Registered of Real PropertyTax Payments)

4

194.

Applications for Bond of Accountable Ofcials and Employees

PERMANENT

195.Apprehension of Advices (Advice Issued by the Licensed Inspector onErring Taxpayers)

5 After the case hadbeen settled

196.

Appropriations / Allotments & Expenses Subsidiary Ledgers

PERMANENT

197.A d P Pl (P l d M l) PERMANENT


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46

Approved Pay Plans (Provincial and Municipal) PERMANENT

198.Auction Sales (By Municipalities) 1

199.Authorizations 2

After expired

Purchase of Equipment / Property

Transfer of Fund

Travel

Others

200.Bond Index Cards PERMANENT

201.Bonding Documents 3

Action Request

Indemnity for Issue of Due Warrant

202.Books of Account PERMANENT

203.Cash Books

PERMANENT

204. Cashiers Treasurers Reports of Daily Collections and Deposits 10 Provided post -audited, nally settledand not involved in anycase

205. Certicates and Receipt of Transfer of Large Cattle PERMANENT

206. Comparative Statements of Markets and Slaughters 5

207. Demand Letters (Letters to the taxpayers demanding taxes as result ofthe ocular verication of the inspector)

5 After settled

208.

Deputized Provincial / Municipal Treasurer Comparative Collection

4

209.Electric / Water Bills

10 After settled

210.E ti t d I E dit

3


47/54

47

Estimated Income Expenditures

211.

Files on 10% Barangay Shares in Real Property Tax

10

212.Financial Statements

PERMANENT

Statement of Operation

213. Fund Distribution Reports (Revenue derived from real property taxes) 5

214. Guidelines on Application of Penalties in Administrative Cases 2 After superseded

215.Index Cards

PERMANENT

Payments of Real Property

Real Property Owner

Salary

Taxpayer

216.

Journal of Barangay Transactions (Barangay Form No. 2)

5

217.KKK Programs

PERMANENT

218. Land Tax Receipts 10 Provided post-audited, nally settledand not involved in anycase

219.Ledger Covers

5

220.

Lists

1 After superseded /

updatedDelinquent Taxpayer

Market Owner (Stall)

Owner of Large Cattle

221.Lists of Taxpayers

PERMANENT

222. Municipal Burial Permits and Ofcial Receipts 10 Provided post -audited, nally settledand not involved in any

case


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223. Municipal Tax Ordinances (Revised / approved by provincial treasurer) PERMANENT

224.

Municipal Treasurers Account Books

PERMANENT

225.

Municipal Treasurers Journal of Collections and Deposits

PERMANENT

226.Notices

1

Assessment Value of Real Property

Delinquent Taxpayer

Demand L:etter

Suspension

227.

Partial Implementation of Salary Standardization Files

5 After superseded

228.Posting Guides of Real Property Tax Payment

4

229.Provincial Summary of Collections

10

230. Provincial Treasurers General Receipts 10 Provided post -

audited, nally settledand not involved in anycase

231.Quarterly Surveys of Employment and Computer Payrolls of LocalGovernment

2 After consolidated inthe Annual Report

232.Real Property Cash

PERMANENT

233. Real Property Tax Receipts 10 Provided post -

audited, nally settledand not involved in anycase

234.Real Property Tax Registers

PERMANENT

235. Real Property Tax Remittances (Provincial / Cities) 1 After the last entryprovided data aretransferred to MasterLists

236. PERMANENT


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Receipts and Certicates of Ownership of Large Cattle

237.Records of Ownership

PERMANENT

238.Reports

CashPERMANENT

Advance

Disbursement

Consolidated Collective5

Daily Program Collection3

Financial AuditPERMANENT

Local Governments Quarterly Financial2 After consolidated in

the Annual ReportOperation

Municipal Treasurers Weekly Cash Report2

Provincial / City Treasurers Monthly2 After consolidated in

the Annual ReportAccountability

Revenues / ReceiptsPERMANENT

239.Requests for Bonding and / or Cancellations of Bond of AccountableOfcials and Employees

PERMANENT

240.Residence Certicates A, B, C and C1

10

241.Revenue Files

10 Provided post -

audited, nally settledand not involved in anycaseAsset

BIR Allotment and Local Government

Revenue Stabilization

Branding of Cattle

Land Tax

Permit

Secretarys Fee

Tax


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242.Revenue Subsidiary Ledgers

5

243. Slaughter Permits and Fee Receipts 10 Provided post -audited, nally settled

and not involved in anycase

244. Statements and Inventories of Accountable Forms 5

245.Statements of Income and Expenditures

10

General Fund

Infrastructure

246.

Statements of Short / Over Remittances, Collections, Validations andMissing Receipts

5 After cleared

247.

Tax Declaration Registers PERMANENT

Note: For other administrative and management records, follow General Records Disposition Schedule series of 2003

Date Approved: October 15, 2003

ANNEX 8 RMAO Form No. 2 Records Disposition Schedule


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1. Agency 3. Schedule No. 5. Page _____ of _____ Page

2. Address 4. Date Prepared

6. Item No. 7. Records Series Title and Description

8. Retention Period

9. Disposition Authority/Remarksa. Active b. Storage c. Total

RMAO Form No. 2 (Accomplish in Quintuplicate)Revised 1998

RECORD DISPOSITION SCHEDULE

Important: No Agency shall destroy or sell any records without having rst secured authority from the Director of Records Management and Archives Ofce.

(Article III, Rule 4, 1, Department Order No. 13-A, s. 1988.

Page _____ of ______ Page


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10. Prepared by: 12. Recommending Approval:

NameChairman

Position Records Management ImprovementCommittee

11. Assisted by: 13. Approved:

Records Management Analyst Agency Head

TO BE ACCOMPLISHED BY THE RECORDS MANAGEMENT AND ARCHIVES OFFICE

This Records Disposition Schedule

is being returned for improvement/correctionis being recommended for approval

________________________________________ ________________________________________Chairman Director

Records Management Evaluation Committee

____________________ __________________Date Date

ANNEX 9 Sample Executive Order Creating the RMIC


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Republic of the PhilippinesProvince of Camiguin

Municipality of Catarman

EXECUTIVE ORDER NO. 03Series of 2002

ESTABLISHING THE MUNICIPAL RECORDS MANAGEMENTIMPROVEMENT COMMITTEE (MRMIC)

By virtue of the powers vested in me by the Local Government Code of 1991 and other pertinent laws, there is hereby createda Municipal Records Management Improvement Committee (MRMIC) that will effect a more efcient, economic and effective recordsmanagement of the local government of this Municipality.

This Committee shall be composed of the following:1. Ms. Grace Nieves B. Veloso, SB Secretary - Chairperson2. Mr. Arturieto P. Ramigoso, MCR/MPDC Designate - Member3. Ms. Evangeline J. Abendao, Municipal Budget Ofce - Member4. Ms. Emelyn G. Salutan, Municipal Social Welfare Ofcer - Member5. Ms. Crisusa F. Abregana, Municipal Health Nurse - Member6. Ms. Cecenia I. Jurial, Municipal Assessor - Member7. Mr. Cedrix R. Aguiot, Municipal Accountant - Member8. Ms. Teodora D. Gadgude, Municipal Agriculturist - Member9. Mr. Noel L. Lumacang, Municipal Engineer - Member10. Mr. Jardino B. Jurial, ICO-MTO - Member11. Ms. Gregoria A. Tuyugon, Clerk - Member12. Ms. Aurora C. Caneos, Clerk - Member

The Committee shall have the following functions and responsibilities:

1. Plan, formulate and be responsible for the systematic records management program of the municipality in all phases ofrecords management, namely records creation, records maintenance and records disposition.

2. Be responsible for the identication and preservation of documents which are of continuing value and requiring permanentretention, and records of temporary value which may be disposed of after they reach their prescribed retention period.

3. Evaluate and establish the retention periods of the municipalitys records and formulate the Records Disposition Schedulesubject to the approval of the Municipal Mayor and nal approval of the Records Management and Archives Ofce.

4. Develop policies and techniques for repairing damaged records and take positive steps to prevent loss and unauthorizeddestruction of records.

5. Establish a depository for non-current records, which are records that are no longer needed by the Municipal Governmentin its day-to-day operations but not yet ready for disposal.

Whenever necessary and as the need arises, the Records Management Improvement Committee, may seek technical advise andassistance from the Records Management and Archives Ofce in its task of improving records management in the municipality.

In the implementation of this program, DECS Order No. 13-A series of 1988 shall be used as Guidelines on the Decentralized


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Disposal of Valueless Records in Government Agencies.

This Executive Order shall take effect immediately.Issued this 13th day of September 2002 at Catarman, Camiguin.

(Signed)QUINTILIANITO G. BABARIN, MDMunicipal Mayor