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What is a Record?

Records are historical files that provide proof of existence.


They are used to prove a state of existence of the
organization.
It is either created or received by an organization in
connection with business transactions or it can be used for
compliance with legal requirement. It can be on paper,
microfilm, or even digital.
Records are not editable and cannot be recreated. In short it
is a historical document. Some examples of records are
drivers licenses, legal fillings, and tax returns. Records have
strict retention schedules that are defined in our Records
Management Operations Manual
What is a Document?
A document is a content file that has
information in a structured or unstructured
format. It is an editable file. Documents can be
stored as paper or digitally. It can be changed
and revised as needed.
These are live files currently being used in
transactions. Some examples of documents
are customer lists, purchase orders and phone
lists. There are no required retention schedule
for documents beyond its business need
What is a Document?

All records are documents but not all


documents are records. Many records start out
as documents and then becomes records when
they are finalized.
For example, an empty form is a document
and then after it is filled in becomes a records.
Appraisal and Identification of Records
DESCRIPTION WHAT TO DO EXAMPLE
1. Active/current New records File inside filing All records
records Records that are cabinet or file box dated 2017
still for action Records for the
Records of current ongoing
calendar year program &
projects
Legal
document
needed for
investigation
2. Inactive/non- Records with final Arrange, label &
current action keep in storage
records Records created in area until its
the previous years dispostion period.
Records that have
not reached the
retention period
Appraisal and Identification of Records
DESCRIPTION WHAT TO DO EXAMPLE
3. Permanent Records that are Arrange, label, Licenses
records specified safekeep and MOA
permanent in preserve School
DepEd RDS Protect and permits/
Records tha are prevent against recognition
involved or have damage and Certificate of
pending complaint lost titles
and cases
Records that are
vital in the
agencys future
decision making
4. Valueless or Records that have Request
disposable reached the authority to
retention period dispose
Inventory of records

RECORDS DISPOSAL
PROCEDURES Fill-out NAP Form No. 3

Request authority to dispose

Inspection of disposable
documents by NAP

Approval of NAP
Sample Inventory Form
Inactive/non-current records
Records Series Period Volume Records Location Retention Accountable
Title & covered/ Medium Period Person
Description Inclusive
Dates

Payrolls/ Payroll 2005 6 bunbles Paper (long) Accounting 10 years (for Juan dela Cruz
Sheets (1 meter) Division disposal
2015)

Job Orders Jan-June 15 bundles Paper (long GSD 1 year (June Juan dela Cruz
2013 2014)
Sample Inventory Form
Permanent records
Records Series Period Volume Records Location Accountable
Title & covered/ Medium Person
Description Inclusive
Dates

Awards and 2005 6 bundles Paper (long) Personnel/ Juan dela


commendation (1 meter) storage Cruz
room
School permits Jan-Jun 15 Paper (long) SED Juan dela
13 bundles Cruz
Fill-out NAP
Form No. 3
Request Authority to Dispose
1. The Records Division shall prepare letter request for
authority to dispose records to be signed by the
Director of Administrative Service addressed to the
director of the National Archives of the Philippines
(NAP)
2. The Records Division shall also facilitate and
coordinate with NAP and Records Custodian of the
requesting ofce for the inspection, approval and
actual disposal of records.
Inspection of Disposable Documents by NAP

1. Representatives from the National


Archives of the Philippines (NAP)
shall inspect disposable documents
either by sale or composting.
Approval by NAP

1. The Executive Director of the


National Archives of the Philippines
(NAP) shall notify DepEd in writing of
its approval to dispose documents.
Actual Disposal

1. Actual disposal shall be witnessed by


representatives from COA, NAP,
requesting ofce and Records
Division.
Certificate of Disposal

Indicating the records series, period


covered, manner, date and place of
disposal, volume of records disposed and
the ofcial receipt in case of sale, shall be
prepared and signed by the witnesses in 4
copies which shall be as distributed as
follows:
REMINDERS:

Penalty in case of violation of the provision of R.A. 9470,


Otherwise Known as The National Archives of the
Philippines Act of 2007 :
Fine of not less than P500,000.00 but not exceeding P
1 million.
Imprisonment for not less than 5 years but not more
than 15 years.
Removal or dismissal from public ofce.

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