B. Objective

1. Archival Records - shall refer to public records, papers, periodicals, books or other items, articles or materials whether in the form of electronic, audio-visual or print, which by their nature and characteristics have enduring value, that have been selected for permanent preservation.

2. General Records Disposition Schedule (GRDS) – the listing of records common to all government agencies that serves as reference for identifying retention period prior to disposal of valueless records.

3. Records - refers to information, whether in its original form or otherwise, including documents, signatures, seals, texts, images, sounds, speeches, or data compiled, recorded, or stored as the case may be :
In written form or any material;
On film, negative, tape or other medium so as to be capable of being reproduced; and
By means of any recording device or process, computer or other electronic device or process.
4. Records Custodian – refers to any agency employee with responsibilities over a particular set of records. A Records Custodian must keep the Records Officer informed of any issues regarding the records in their custody.

5. Records Disposal - the act of removing valueless records from existing files or storage areas and getting rid of them by selling, burning, shredding or by other ways of destroying them.

6. Records Disposition – actions taken regarding public records after they are no longer needed in the conduct of current agency business and have surpassed their prescribed retention period.
7. Records Disposition Schedule (RDS) – refers to the listing of records series showing for each records series the period of time it is to remain in the office area, in the storage (inactive) area and its preservation or destruction.
8. Records Inventory - a description list of the record holdings of an agency. It is usually done by records series.
9. Records Management Improvement Committee (RMIC) – refers to a group of key officials and employees designated by the head of the agency and given the task to oversee its records management activities.
10. Records Officer - refers to an employee responsible for overseeing the records management program and providing guidance on proper records maintenance and disposition.
11. Records Retention - the maintenance of records which by the nature of their appraised value, cannot yet be disposed.

12. Records Series - refer to a group of related records arranged under a single unit or kept together as a unit because they deal with a particular subject, result from the same activity or have a special form.

13. Retention Period - refers to the specific period of time established and approved by the NAP as the life span of records, after which they are deemed ready for permanent storage or destruction.
14. Time Value refers to the specific period of usefulness of the records.
Permanent – these records have administrative, legal, research, historical or archival significance and are worthy of preservation.

Temporary Records – can be disposed of when they have served the purpose for which these records were created or when action on them have been accomplished or terminated.

Administrative Value – records of this value serve as administrative tools to accomplish the mission of the organization (Directives and Issuances, Office Methods and Procedures, Correspondence, Reports).

Archival Value - refers to the historical or research significance of records or documents which may be derived from records such as the creation and development of an agency, its policies and procedures that could be used as basis of research. (Records dealing with agency development, organization, functions, policies, standard operating procedures).

Fiscal Value - those which serve as tools in discharging the financial obligations of the agency (Payrolls, Vouchers, Official Receipts, Budget Estimates).

Legal Value - those which state legal decisions and opinions, either of a permanent or temporary character. These records generally give protection to the civil, legal, property and other rights of the citizens (Land Titles, Contracts and Claims).
16. Valueless Records - refers to all records that have reached the prescribed retention periods and outlived the usefulness to the agency or the government as a whole.

A. GENERAL POLICIES

1. All Central Office departments/Regional/Provincial Offices should establish and maintain an active continuing program directed to the application of efficient records management pertaining to the creation, utilization, maintenance, retention, preservation and disposal.
2. In coordination with General Services Department (GSD) and Technical Research and Services Department (TRSD), all Regional Managers/Provincial Managers through the Regional Administrative Officers (RAOs)/Provincial Administrative Officers (PAOs) are required to establish their respective Records Center for the storage and archiving of active and non-current records. This is in consonance with Item 3.2, Article III of NAP Circular No. 1 dated January 20, 2009.

In the Central Office, the Records Center is located at ACA Valenzuela where all archival records of all Central Office departments/offices shall be stored.

3. The Records Management Improvement Committee (RMIC) created per latest Special Order shall act as an overall advisory body on the development of records management (per Article III, Rule 3, item 3.4 of NAP’s General Circular No. 1, dated January 20, 2009).
4. It shall be the responsibility of the Department Manager/Head of Office/Regional Manager/Provincial Manager to see to it that the herein stated provisions are strictly observed and implemented.
B. SPECIFIC POLICIES

1. RECORDS AND ARCHIVES MANAGEMENT
a. The GSD Records Officer IV in the Central Office and the Regional Managers/Provincial Managers through the RAOs/PAOs of the respective field offices shall be responsible for :

a.1 Coordinating the prompt setting-up of their respective Records Center (in coordination with TRSD).

a.2 Organizing and overseeing a Records Management Program as follows :

- Implementing a system for the sorting, classifying, filing and safekeeping of current and active records;

- Adopting ways of protecting records against fire, flood, dust, excessive heat and dampness, loss or destruction and preserving the originality and reliability of NFA documents; and
- Segregating valueless records for disposal based on the approved NFA Records Disposition Schedule (RDS) (Annex A) and NAP’s GRDS (Annex C).
b. In establishing a Records Center, GSD and all ROs/POs shall comply with the Guidelines in Setting-Up a Records Center (Annex B).
c. Records inventory and appraisal shall be conducted every January by the Records Officers (Designated Administrative Officers in the Central Office departments and the RAOs/PAOs in the Regional/Provincial Offices).
d. The GSD Records Officer IV/RAOs/PAOs shall, at the expiration of their term of office, turnover to their successor all NFA records under their custody.
2. RECORDS DISPOSITION

2.1 RECORDS DISPOSITION SCHEDULE

a. The Records Officers IV, II and I of the General Services Department – Communications and Records Management Division (GSD-CRMD) shall maintain a comprehensive NFA Records Disposition Schedule (RDS) (Annex A) for reference of the Central Office departments/Regional/Provincial offices. This shall be reviewed annually, revised and updated if necessary. Whenever the NAP issues a change to the General Records Disposition Schedule (GRDS) (Annex C), the GSD Records Officers IV, II and I have to update the NFA RDS accordingly.
b. The approved NFA RDS (Annex A) which was patterned after the NAP’s GRDS (Annex C) common to all government offices and which was approved by the Executive Director of NAP on February 16, 2012 shall be implemented by the NFA Management. It shall serve as the agency’s guide in the evaluation, appraisal and disposal of NFA records. Any revision or change in the schedule indicated in the NFA RDS shall likewise be submitted to the Executive Director of NAP for approval.

c. All Central Office departments/Regional/Provincial Offices shall not dispose of their records earlier than the period indicated for each record series in the approved NFA RDS. However, records may be retained for longer periods if there is a need to do so.

2.2 INVENTORY AND APPRAISAL OF RECORDS
.
a. Records inventory and appraisal shall be conducted every January by the designated Administrative Officers/RAOs/PAOs using the Records Inventory and Appraisal Form(ExhibitA).
b. Records inventory shall be conducted for the following purposes:
- To verify and locate records;
- To determine the volume of record holdings;
- To evaluate the age of records; and
- To determine the present and future needs of the agency in terms of personnel, floor space, equipment and the like
c. Appraising of records must be performed by the designated Administrative Officers/RAOs/PAOs according to time value (permanent or temporary) or utility value (administrative, fiscal, legal and archival).

d. Computation as to volume of inventoried records shall be expressed in cubic meters based on the Table of Ratio Factor (Annex D).

2.3. REVIEW AND TRANSFER OF NON-CURRENT / INACTIVE RECORDS TO THE RECORDS CENTER

a. Inspection, Review and Transfer of Records

a.1 Central Office

Aside from the inventory and appraisal, the designated Administrative Officers shall also inspect and review the retention periods of all files (active / inactive / current / non-current) every January of each year. When necessary, they shall recommend the transfer of records to the ACA Records Center in accordance with the retention periods in the approved NFA RDS (Annex A).

The designated Administrative Officers shall submit every 3^rd quarter of January, the Request for Transfer of Records to the Records Center (Exhibit B.1) together with the Records Transfer List (Exhibit C), both in triplicate, to GSD-CRMD for inspection and evaluation, and approval by the GSD Department Manager. The copy distribution are as follows :
1 - Transferring Department/Office
2 - GSD-Communications and Records Management Division
3 - ACA Records Center
Upon receipt of the request, GSD-CRMD shall inspect and evaluate the records. If in order, the request shall be forwarded to the GSD Department Manager for approval.

If the request is approved, GSD-CRMD shall coordinate with the requesting department/office on the schedule or date of the actual transfer of records to ACA Records Center.

a.2 Regional/Provincial Offices

The Heads of each Section shall inspect and review the retention periods of all files (active / inactive / current / non-current) every January of each year. When necessary, they shall recommend the transfer of records to the Regional/Provincial Office storage area in accordance with the retention period in the approved NFA RDS (Annex A).

The Section shall submit the Request for Transfer of Records to the Records Center (Exhibit B.2) together with the Records Transfer List (Exhibit C), both in triplicate, to their respective RAOs/PAOs for inspection and evaluation, and approval by the Regional/Provincial Manager. The copy distribution are as follows:
1 - Transferring Section
2 - RAOs/PAOs
3 - Records Center

Upon receipt of the request, RAOs/PAOs shall inspect and evaluate the Records Transfer List (Exhibit C). If in order, the request shall be forwarded to the Regional/Provincial Manager for approval.

If the request is approved, RAOs/PAOs shall coordinate with the requesting section on the schedule or date of the actual transfer of records to their records center.

b. Packing of Records for Transfer to the Records Center for Storage

The requesting department/office or section shall pack in a box all records to be transferred to the Records Center for storage. The required sizes of box for storage shall be with a length of 40 cm., width of 30 cm., and height of 29 cm.

The box shall be properly labeled for identification following the “Box Label” format in Exhibit D, to facilitate easy retrieval of files. The label should be placed at the side of the box.


c. Physical Transfer

The designated Administrative Officers/Heads of Section shall effect the actual transfer of records to the GSD – CRMD / RAOs / PAOs. GSD-CRMD/RAOs/PAOs shall then transfer the records to their designated records center for storage/disposal.
2.4 RECORDS DISPOSAL
a. Article No. 36 of RA 9470 states that “no officer, member or employee of any agency of the government, whether national or local, or any political subdivision thereof shall destroy, sell or otherwise dispose of any public records or printed public document in such person’s care or custody or under such person’s control without first having secured authority from the National Archives of the Philippines of their nature and obtained its authorization.”

b. Procedures for records disposal of central and field offices shall be as follows :


b.1 Central Office

b.1.1 Every January of each year, the Records Custodian at the ACA Valenzuela shall accomplish the Request for Authority to Dispose of Records (Exhibit E) in four (4) copies. He/She shall properly fill-out the specific records series title and description, period covered and authorized retention period based on the approved NFA RDS (Annex A) and GRDS common to all government agencies (Annex C). Any record/document not included in the NFA-RDS and GRDS must not be disposed.

b.1.2 The Records Custodian shall endorse the Request for Authority to Dispose of Records (Exhibit E) with a covering memo to GSD-CRMD, for screening and evaluation, not later than the 1^st week of February. The records listed for disposal should have surpassed their prescribed retention period or their disposal should have complied with specific provisions of the NFA RDS and GRDS.

b.1.3 After screening and evaluation, GSD-CRMD shall finalize the list in Exhibit E and prepare a Memo Transmittal to be recommended for approval by the members of the RMIC [Department Managers of the Legal Affairs Department (LAD) and the Internal Audit Services Department (IASD)] and approved by the RMIC Chairperson (Deputy Administrator for Finance and Administration], prior to endorsement to the NAP for their re-evaluation and approval.

b.1.4 A Certification (Exhibit F) from the concerned Department Manager/Head of Office/s shall be filled-out by the designated Administrative Assistant of the concerned department/office. The Certification states that the records for disposal that are subject for audit were post audited and finally settled, those involved in a case or investigation were finally decided upon or settled and that those records are no longer needed and not involved nor connected with any administrative or judicial cases. This shall be secured by GSD from the concerned department, to be submitted together with the Request for Authority to Dispose of Records (Exhibit E) and a transmittal memo to be approved by the RMIC.

b.1.5 The GSD Department Manager must sign the “certify and approve by” portion of the Request for Authority to Dispose of Records form (Exhibit E) to be submitted to the NAP.

b.1.6 The NAP shall evaluate and appraise the listed records for disposal. If the document does not conform with NFA RDS and GRDS, the listed records shall be returned to the GSD-CRMD for re-evaluation and revision. If the NAP find the list of documents in order, the NAP shall issue a Notification of Approval and the Records Management Analysis Report (RMAR) to the RMIC through GSD.

b.1.7 GSD-CRMD, upon receipt of the Notification of Approval and RMAR, may resort to any of the following:

Conducts bidding in accordance with RA 9184
Conducts landfill for damaged records
Prepares letter to NAP if RMIC through GSD-CRMD opt to avail the services of the NAP’s official buyer
b.1.8 The GSD-CRMD shall coordinate with the NAP and COA on the schedule of actual disposal of records.

b.1.9 The concerned requesting department / office shall pack in a box all records to be transferred to the Records Center for disposal. The required sizes of corrugated box shall be with a length of 62 cm., width of 38 cm., and height of 27 cm.

b.1.10 Actual disposal of records shall be undertaken by the GSD-CRMD, NAP and COA representative. The NAP shall issue GSD-CRMD a copy of the Certificate of Disposal for their file.

b.2 Field Offices

b.2.1 Disposal of records shall be undertaken by the RAOs/PAOs every January of each year and they shall accomplish the Request for Authority to Dispose of Records (Exhibit E) in four (4) copies.

b.2.2 The RAOs / PAOs shall properly fill-out the specific records series title and description, period covered and authorized retention period based on the approved NFA RDS (Annex A) and GRDS common to all government agencies (Annex C). Any record/document not included in the NFA-RDS and GRDS must not be disposed. The RM / PM must sign the “certify and approve” portion of the Request for Authority to Dispose of Records form (Exhibit E), to be submitted to the NAP.

b.2.3 The RAOs/PAOs shall endorse the Request for Authority to Dispose of Records (Exhibit E) to GSD-CRMD with a covering memo for screening and evaluation, not later than the 1^st week of February. The records listed for disposal should have surpassed their prescribed retention period or their disposal should have complied with specific provisions of the NFA RDS and GRDS.

b.2.4 If there are corrections after screening and evaluation, GSD-CRMD shall return the corrected Request for Authority to Dispose of Records, to the RAO/PAO for corrections and finalization.

b.2.5 After finalization, the RAO/PAO shall forward the Request for Authority to Dispose of Records to the Regional Manager/Provincial Manager for approval. Upon approval, this shall be returned by the RAO/PAO to GSD-CRMD.

b.2.6 Upon receipt of the finalized Request for Authority to Dispose of Records, GSD-CRMD shall prepare a Memo Transmittal to be recommended for approval by the members of the RMIC [Department Managers of the Legal Affairs Department (LAD) and the Internal Audit Services Department (IASD)] and approved by the RMIC Chairperson, Deputy Administrator for Finance and Administration], for endorsement to the NAP for their re-evaluation and approval.

b.2.7 A Certification (Exhibit F) from the concerned Regional Manager/Provincial Manager shall be filled-out by the RAO/PAO of the concerned regional/provincial office. The Certification states that the records for disposal that are subject for audit were post audited and finally settled, those involved in a case or investigation were finally decided upon or settled and that those records are no longer needed and not involved nor connected with any administrative or judicial cases. This shall be secured by GSD from the concerned RO/PO, to be submitted together with the Request for Authority to Dispose of Records (Exhibit E) and a transmittal memo to GSD to be approved by the RMIC.

b.2.8 The NAP shall evaluate and appraise the listed records for disposal. If the document does not conform with NFA RDS and GRDS, the listed records shall be returned by NAP to the GSD-CRMD. GSD-CRMD shall then return it to the regional/provincial office for re-evaluation and revision. The corrected Request for Authority to Dispose of Records shall be returned by the regional/provincial office to GSD-CRMD for endorsement again to the NAP. If the NAP find the list of documents in order, the NAP shall issue a Notification of Approval and the Records Management Analysis Report (RMAR) to the RMIC through GSD. GSD-CRMD shall then furnish a copy of the Notification of Approval and RMAR to the concerned regional/provincial office.

b.2.9 The RAOs/PAOs, upon receipt of the Notification of Approval and RMAR, may resort to any of the following:

Conducts bidding in accordance with RA 9184
Conducts landfill for damaged records
Prepares letter to NAP if RMIC through GSD-CRMD opt to avail the services of the NAP’s official buyer
b.2.10 The RAOs/PAOs shall coordinate with the NAP and COA in their area on the schedule of actual disposal of records.

b.2.11 The concerned requesting section shall pack in a box all records to be transferred to the Records Center for disposal. The required sizes of corrugated box shall be with a length of 62 cm., width of 38 cm., and height of 27 cm.

b.2.12 Actual disposal of records shall be undertaken by RAO/PAO, NAP and COA Representative. The NAP shall issue the RAO/PAO a copy of the Certificate of Disposal for their file. GSD-CRMD shall be furnished copies of all documents pertaining to the disposal.
2.5 MODES OF DISPOSAL

a. Burying/Landfill
Disposal of solid waste such as papers and the like, by burying it between layers of dirt and other materials in such a way as to reduce contamination of the surrounding environment.

b. Shredding

This is a process by which records are first fed into a machine to be cut into small pieces to prevent unauthorized reading or reproduction of its contents.

c. Sale

The guidelines on Government Procurement Reform Act (RA 9184) shall be followed in the selection of contracted buyer. A copy of the contract shall be submitted to the NAP prior to its actual disposal. NFA may choose to conduct its own public auction but the minimum bid price should not be less than the price of NAP. In case the GSD/R.O./P.O. opts to avail the services of the NAP’s official buyer, a letter of availment shall be submitted to the NAP.
2.6 ACTUAL DISPOSAL

a. Actual disposal of records in the central office shall be conducted in the presence of GSD Records Officer, NAP and COA representative.
b. In the Regional/Provincial Offices, actual disposal shall be conducted in the presence of RAOs/PAOs, NAP and COA representative in their area. The GSD Records Officers in the Central Office shall no longer be required to go to the Regional/Provincial Office to witness their records disposal to minimize expenses.
c. A Certificate of Disposal shall be prepared and issued in three (3) copies by the NAP’s authorized representatives who will ensure that all pertinent data are complete. Copy distribution shall be : 1 – NAP; 2 – COA and 3 – GSD Records Officers/R.O./P.O.
d. All proceeds attained from the sale of valueless records shall be remitted by GSD Records Officers/RAOs/PAOs to the Budget Treasury and Fund Management Department (BTFMD)/Regional/Provincial Cashier as National Fund.
e. GSD – CRMD shall be furnished a photocopy of the documents created for the actual disposal of the valueless records for monitoring and reference of the NFA – RMIC, as follows :

- Certificate of Disposal issued by the NAP

- Truckscale or Platform Weight Ticket

- Official Receipts (ORs)

- Contract for Sale of Valueless Records

2.7 DISPOSAL OF DAMAGED PUBLIC RECORDS
a. In case of disposal of damaged permanent public records and damaged public records that have not yet surpassed their prescribed retention periods, follow same procedures mentioned in item II.B.2.2.4.b of Records Disposal but the following requirements shall be attached to the Request for Authority to Dispose of Records :

a.1 Official Report to be issued by the designated Administrative Officer/RAO/RAO, pertaining to the non-usability and extent of damage done to the records, causes of the damage to the public records, photo documentation and information on where other agency records series the data or information of the damaged public records can be found.

a.2 Certification from GSD Department Manager/ Regional Manager/Provincial Manager that the said damaged public records that are subject of audit by the Commission on Audit (COA) were post-audited and finally settled. Likewise, Certification from LAD that the records involved in a case or investigation were finally decided upon or settled.
a.3 If expediency demands and upon the order of the NAP’s Executive Director, an official report from the NAP’s representative who shall conduct an actual physical inspection and evaluation of damaged public records.
a.4 Certification from the Regional / Provincial Disaster Management Unit that the area was affected by a calamity, disaster or emergency situation causing the damage of records/documents.

Records needed by a department/office/F.O. Section which are already stored in the ACA/Regional/Provincial Records Center may be accessed subject to the following:

a. The requesting department/office/F.O. Section shall fill-out the Request for Retrieval of Records in triplicate copies (Exhibit G). This shall be approved by the GSD Department Manager/Regional Manager/Provincial Manager.

b. Upon receipt of the request by GSD in the Central Office or Administrative and General Services (AGS) in the Regional/Provincial Offices, the GSD-CRMD/RAOs/PAOs shall coordinate with the Records Custodian assigned in their respective Records Center regarding the request for retrieval of records.

c. The Records Custodian assigned in the Records Center shall make these records available for use to persons having legitimate reasons for consulting or using them.

d. The retrieved records shall be forwarded by the Records Custodian assigned in the Records Center to the GSD Records Officer/RAOs/PAOs who shall then notify the requesting office/department of its availability. The documents shall be received by the requesting official/employee.


4. OFFENSES AND PENALTIES, TERMINATION FROM OFFICE AND SUSPENSION AND LOSS OF BENEFITS UNDER THE PROVISIONS OF RA 9470

a. OFFENSES AND PENALTIES

a.1 “Art. 123) A person who, willfully or negligently, damages a public record or disposes of or destroys a public record in violation to the provisions of R.A. 9470 or contravenes or fails to comply with any provision of said Act or these Rules shall be deemed to have committed an offense.”

a.2 “(Art. 124) Any public officer committing any of the unlawful acts or omissions mandated under this act shall be punished by a fine of not less than Five Hundred Thousand Pesos (Php 500,00.00) but not exceeding One Million Pesos (Php 1,000,000.00) or be imprisoned for not less than five (5) years but not more than fifteen (15) years and/or both fine and imprisonment at the discretion of the court without prejudice to the filing of administrative charges that would result to such public officer’s perpetual disqualification from public office, and forfeiture, in favor of the government, of his salary and other income.”


a.3 “(Art. 125) Any violation of R.A. 9470 proven in a proper administrative proceeding shall be sufficient cause for removal or dismissal of a public officer, even if no criminal prosecution is instituted against him.”

a.4 “(Art. 126) Any person who is convicted of an offense under R.A. 9470 may, in addition to any penalty imposed for violation, be prohibited by order of the court from having access to the National Archives of the Philippines for any period that the court deems appropriate.”
b. TERMINATION FROM OFFICE
b.1. “(Art. 129) No public officer shall be allowed to resign or retire pending an investigation, criminal or administrative, or pending a prosecution against him, for any offence under R.A. 9470 or under the relevant provisions of the Revised Penal Code.”

b.2 “(Art. 130) Administrative proceedings for violation of these Rules shall be in accordance with Civil Service Laws and Rules.”

c.1. “(Art. 131) Any public official against whom any criminal prosecution under valid information under R.A. 9470 or under the relevant provisions of the Revised Penal Code pending in court shall be suspended from office.”
c.2. “(Art. 132) Should such official or employee be convicted by final judgment, he/she shall lose all retirement or gratuity benefits under any law. However, if acquitted, he/she shall be entitled to reinstatement and to the salaries and benefits denied of him/her during suspension, unless administrative proceedings have been filed against him/her.”

b. Review and Transfer of Non-Current/Inactive Records to the Records Center

b.1 Designated Administrative Officers/F.O. Section	Inspects and reviews the files. Accomplishes the Request for Transfer of Records to the Records Center (Exhibit B.1 and B.2) and Records Transfer List (Exhibit C) in triplicate copies and submits to GSD-CRMD/RAO/PAO for inspection and evaluation. Upon receipt of the approved request, packs and labels boxes in accordance with Exhibit D (Box Label) format.
b.2 GSD-CRMD / RAO / PAO	Inspects/Evaluates Exhibits A and B. If in order, forwards to the GSD Department Manager/Regional Manager/Provincial Manager for approval. Coordinates with the designated Administrative Officers/Heads of Section on the schedule or date of the actual transfer of records. Once request is approved, effects actual transfer of records to the Records Center.
b.3 GSD Department Manager / Regional Manager / Provincial Manager	Approves/Disapproves Request for Transfer of Records to the Records Center

c. Records Disposal

c.1 ACA Records Custodian/ RAOs/PAOs	Accomplishes the Request for Authority to Dispose of Records (Exhibit E) based on NFA RDS and GRDS. Note : An advance copy of Exhibit H may be sent by the RAO/PAO to the GSD-CRMD thru email at nfa.gsd.crmd@gmail.com nfa.gsd.crmd2015@gmail.com. Endorses the Request for Authority to Dispose of Records with a covering memo to GSD-CRMD. Whenever there is a correction, corrects Request for Authority to Dispose of Records and returns to GSD-CRMD for re-evaluation.
c.2 GSD-CRMD	For the field offices, after a thorough screening and evaluation of the Request for Authority to Dispose of Records, returns the corrected Request for Authority to Dispose of Records to the concerned Regional/Provincial Offices for approval of the RM/PM For the central office, GSD-CRMD evaluates, finalizes and endorses to RMIC for approval the Request for Authority to Dispose of Records from ACA Records Center for eventual endorsement to NAP for re-evaluation and approval. GSD-CRMD transmits to RO/PO the NOA and RMAR approved by NAP.
c.3 Department Manager, GSD/Regional Manager/Provincial Manager	Approves/Disapproves the Request for Authority to Dispose of Records
c.4 Designated Administrative Officers/FO Section	Upon receipt of Notification of Approval and RMAR, transmits records to GSD-CRMD/RAO/PAO
c.5 GSD-CRMD-RAO/PAO	Upon receipt of the Notification of Approval, resorts/opts to any of the following : Conducts bidding in accordance with RA 9184 Conducts landfill for damaged records Prepares letter to NAP if the concerned department/office opts to avail the services of the NAP’s official buyer Coordinates with the NAP and COA on the schedule or date of actual disposal of records
c.6 GSD-CRMD / RAO /PAO/NAP and COA Representative	Conducts the actual disposal of records


d. Access Control/Retrieval of Records from the Records Center

d.1 Requesting official /employee	Accomplishes the Request for Retrieval of Records (Exhibit G) in triplicate and forwards to DM/RM/PM for signature/approval.
d.2 Department Manager /RM/PM/OIC	Approves/signs the Request for Retrieval of Records
d.4 Records Custodian	Retrieves the records and forwards to the GSD-CRMD/RAO/PAO
d.5 Requesting official/employee	Receives the records/documents and affixes his/her name and signature in the” received by” portion of the logbook of GSD- CRMD/RAO/PAO

Inventory, Appraisal, Inspection, Review and Transfer of Non- current/Inactive Records to the Records Center (Annex E)

Records Disposal

b.1 Central Office (Annex F.1)

b.2 Field Office (Annex F.2)

Access Control/Retrieval of Records from the Records Center (Annex G)

This SOP shall take effect this 27^th day of April, 2016.

Administrator

Date approved : April 27, 2016

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EXHIBITS

Annex B - Guidelines in Setting-up a Records Center
Annex D - Table of Ratio Factor
Exhibit A - Records Inventory and Appraisal
Exhibit B.1 - Request for Transfer of Records to the Records Center
Exhibit B.2 - Request for Transfer of Records to the Records Center
Exhibit C - Records Transfer List
Exhibit D - Box Label
Exhibit E - Request for Authority to Dispose of Records
Exhibit F - Certification
Exhibit G - Request for Retrieval of Records
Annex E - Inventory, Appraisal, Inspection, Review and Transfer of Non-Current/Inactive Records to the Records Center
Annex F.1 - Records Disposal (Central Office)
Exhibit F.2 - Records Disposal (Field Office)
Annex G - Access Control/Retrieval of Records from the Records Center