SOP Library
SOP NO:
GS-CR02
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
General Services (GS)
Activity:
Communication Reproduction Services (GS-CR)
Title:
NFA Communication System
Date Approved/Issued:
09/23/1987
Date Effective:
09/23/1987
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A. RESPONSIBLE UNITS
1. The Records Management Section, Communication Services Division, GSD shall be responsible in the receipt of all incoming mail matters and packages and the delivery to concerned directorates. The Section is likewise responsible for the handling/distribution of all outgoing mail matters and packages (forms, spare parts and equipment) from C.O. to F.O. branches.
2. The Communication Facility Operation and Maintenance Section (CSD-GSD) shall be responsible in transmitting and receiving messages thru the radio and telex and the distribution of same to concerned offices.
3. NFA communication facilities shall be exclusively for official use.
B. MEMO FORMAT
1. Routine memoranda shall have standard coding system. They shall be assigned control numbers which shall be a chronological numbering of the memo issued for the particular year. Control number shall be maintained by the originating/issuing office/directorate (except for control number of circulars and shall be reflected at the upper left side of the page.
2. Routing memoranda should be easily traceable. The code of the office, the initials of the head of office/division and the writer (all the capital letters) and the initials of the typist (in small letters) shall be noted down at the bottom left of the memo and where to communicate feedback/clarifications.
C, CLASSIFICATION OF ROUTINE MEMORANDA
1. MEMORANDUM shall be the memo from the Administrator address to all NFA Officials and Employees
MEMORANDUM '87
Number _________
2. DIRECTIVE shall be the orders/instructions issued by the Administrator to a specific individual, a committee or a group of employees.
DIRECTIVE '87
Number ______
3. SPECIAL ORDER shall pertain to matters related to the movement of NFA personnel to include transfers, hiring and appointments.
SPECIAL ORDER '87
Number________
Issuances of special orders by the respective Regional Director shall follow the same format as that of the Special Order issued by the Administrator. However, the code of the region shall be indicated.
4. CIRCULAR shall refer to a memo for general circulation or for nationwide information issued by a particular NFA official.
Control no. of circulars shall be assigned by the Records Management Section/GSD to ensure that circulars sent out by directorates/offices are not beyond their line of authority. Such office shall likewise be responsible in informing the concerned office of any misclassification of any memo and make the appropriate corrections (Ref: Specs of Authority).
CIRCULAR '87
Number________
5. INTER-DIRECTORATE MEMO shall refer to a memo sent by a directorate/office, provincial or regional branch to another. The originating office's/directorate's code shall precode the control number.
IDM '87
Number ______
6. OFFICE MEMO shall refer to a memo circulated exclusively within an office/region. This shall be labelled with the office code.
OFFICE MEMO '87
MSD NO. _______
D. CLASSIFICATION OF INFORMATION
1. Information for General Circulation
Memoranda, circulars, directives, special orders, newsletters and other information for general circulation shall follow the regular communication procedures. This will include communication matters, although addressed to specific persons, will not in any manner affect the results in case an authorized persons get hold of the information.
2. Highly Confidential Information
These are information/documents whose transmittal should handled with utmost care. Leakages or premature knowledge of others of this can be detrimental to the over-all welfare of the organization.
Whenever possible, transmission of such information or document shall be hand-carried or shall be sent through trusted couriers.
The information or document to be sent shall be sealed with a plaster tape in an envelope and stamped 'CONFIDENTIAL" on the part that was taped so that it can be seen if the envelope was opened. The sender shall likewise affix his signature on the flap of the envelope.
Only the addressee can open the envelope.
E. MODES OF TRANSMITTAL
1. The following are the different modes of transmittal of NFA messages/communications:
a. Radio
Telephone
Telex
The above are electronic means of transmitting communication/messages which shall be
utilized depending on the urgency of the matters involved.
b. PAL Pouch Service
Post Office mailing
Private Messengerial Service
Courier System
The above means shall be utilized for regular reports/communications and for bulky mail matters/packages such as forms, spare parts and equipment.
The concerned central/field offices shall be left to evaluate the urgency of their messages and shall choose from among the above medium
the fastest but most economical means
of transmitting .
A proposed mail transmittal system for every province/region has been designed and tested to be the most convenient and least expensive the part of the agency and discussed under Item III.I.
F. WIRES (RADIO MESSAGE)
1. A standardized coding scheme of radio communications shall be implemented as follows:
a)
Code of the originating office (Exhibit I )
b) The code of the month the wire is made:
A - January E - May I - September
B - February F - June J - October
C - March G - July K - November
D - April H - August L - December
c) Control no. in three (3) digits.
The above codes (EX. MSD H-001) shall preceed at messages for control purposes and to systematize the flow of information in the most effective manner.
2. Correspondence in the form of radio messages must be
clear
and
concise
, well written but informative and easily understood.
3. All messages shall be prepared in the official radiophone message form (Exhibit 2) in triplicate copies duly signed by the authorized official.
G. CONTROL
As a means of control, the following measures shall be observed when sending mails/packages through PAL pouch, post office or private messengerial services.
1. The sending party shall inform the "addressee, thru wire, the number of packages/mails sent, expected date of receipt, and the mode of transmittal. Likewise, the respective addresses shall acknowledge receipt of mail matters/packages sent.
2. The sender shall always make sure that the material for transmission has a return addressed is addressed to the right person of office.
3. A listing of volume of records concealed in one envelope or crate addressed to different directorates/persons must be posted outside the envelope/crate.
4. All mails/packages collected at the airport shall be verified/checked against list of mails/packages in the AWB (Airway Bill).
5. Packages shall be opened at the presence of PAL/Land Transportation/Messengerial Representative to check lost items, broken parts, etc.
6. Any discrepancy in the items listed in the AWB as against the items actually collected shall be reported immediately to the releasing office and to the sender.
H. MONITORING
1. All incoming and outgoing communications shall be recorded in separate logbooks It shall contain the date, particulars, addressee, sent by or released to columns.
2. Mails addressed to no particular office/person shall be coursed to the Administrator's Office.
I. MAIL TRANSMITTAL NETWORK SYSTEM
1. A mail transmittal network system shall be designed in order to minimize the use of middlemen in the mail transmittal and to facilitate the activity at lesser cost.
2. Provincial Offices shall transmit their mails every Friday for the Central Office at a predetermined time and place in order that it may coincide with the simultaneous receipt of mails from the Central Office.
3. The schedules of mail transmittal shall be strictly implemented. Only in cases of cancelled flights, typhoons, landslides or force majure may they be revised following other alternatives so as to ensure receipt of mails at the Central Office not later than Monday noon.
4. Mechanics:
4.1 Region I
a) La Union representative shall proceed to San Fernando, Pampanga passing by NFA Pangasinan and Tarlac for their mails. The La Union representative shall secure their mails and those for Tarlac and Pangasinan from the GSD representative in San Fernando which he will deliver on his return to Tarlac and Pangasinan.
b) Packages/mails from/to Abra and Ilocos Sur shall be sent thru Times transit while those for Laoag and Baguio shall be thru Farinas Transit and Pantranco, respectively.
4.2 Region II
Mails/pages from/to Isabela, Quirino, Nueva Vizcaya, Ifugao and Mt. Province shall be sent to Isabela via Pantranco while the provinces of Cagayan, Kalinga Apayao and Allacapan shall be thru the PAL Pouch Service via Cagayan.
4.3 Region III
Central Luzon provinces shall bring/receive the mails/packages at San Fernando, Pampanga to be collected/brought by GSD representative.
4.4 Region IV
a) Packages/mails of Oriental Mindoro, Laguna, Lucena and Infanta shall be brought to the Regional Office in Batangas City. The courier of Batangas shall bring the mails/packages directly to Central Office. Mails/packages for the above provinces shall be secured from Batangas to be brought in by the courier of Batangas from Manila.
b) Provinces with direct PAL flight like Marinduque, Romblon, Palawan, Occ. Mindoro and Mamburao shall avail of the PAL Pouch Service.
4.5 Region V
a) Mails/packages for all Region V provinces shall be sent thru the PAL Pouch Service. However, mails/packages for/from Sorsogon shall be sent to Legaspi while those for/from Daet and Burros Island shall be sent to NFA Naga.
4.6 Region VI
a) All Region VI provinces have direct PAL flight from Manila and shall avail of the PAL Pouch Service except for Antique in which they shall send/secure their mails/packages at NFA Iloilo.
4.7 Region VII
a) Provinces of Cebu, Bohol and Dumaguete shall utilize the PAL Pouch Service. Mails/packages for Siquijor shall be sent to Dumaguete.
4.8 Region VIII
a) Mails matters and packages for Tacloban, Naval, eastern Samar and Maasin shall be sent to NFA Tacloban utilizing the PAL Pouch Service while the provinces of Catbalogan and Catarman with direct flight coverages shall likewise avail of the PAL Pouch Service.
4.9 Region IX
a) To hasten delivery of mails/packages, the PAL Pouch Service shall be utilized by Region IX provinces. Mails/packages for provinces with no flight coverages like Basilan shall be sent to NFA Zamboanga while those for Ipil/Malangas and Molave shall be sent to Pagadian.
4.10 Region X
Provinces of Cagayan de Oro, Butuan, Surigao and Tandag shall avail of the PAL Pouch Service. Mails/packages for Bukidnon and Camiguin shall be sent to Cagayan de Oro wile those for Agusan del Sur and Bislig shall be sent to NFA Butuan.
4.11 Region XI
a) Provinces of Davao del Norte and Marbel (South Cotabato) shall utilize the PAL Pouch Service. Mails/packages for Davao Oriental and Digos shall be sent to NFA Davao City.
4.12 Region XII
a) All Region XII provinces utilize the PAL Pouch Service except for the provinces of Sultan Kudarat. Mails for Tacurong, Sultan Kudarat shall be sent thru LBC Aircargo via NFA Marbel. Those for Isulan, Sultan Kudarat and North Cotabato shall be sent to Cotabato City while those for Lanao del Sur shall be sent to NFA Iligan.
4.13 Region XIII
a) Batanes shall avail of the PAL Pouch Service while mails from Cavite shall be sent directly to Manila.
ADDENDUM TO THE SOP ON NFA COMMUNICATION SYSTEM
I. SAFEKEEPING, NUMBERING AND FILING OF ROUTINE MEMORANDA/SOP's/GUIDELINES
1. The control numbers of routine memoranda i.e. Memorandum, Directive, Special Order and Circular shall be assigned/maintained by Communication Services Division, GSD to properly monitor issuances of inter-directorate memoranda, office memoranda, SOP's/Guidelines for implementation and special orders issued by the respective Regional Directors shall still be assigned/maintained by the originating office.
2. The Communication Services Division, GSD shall be the official repository of all routine memoranda/SOP's/Guidelines to include such other memo-circular issued by other government agencies/offices. For purposes of proper safekeeping and filing the original copies of the following shall be endorsed to GSD.
2.1 Memorandum, Special Orders, Directives, Circulars and SOP's /Guidelines as approved by the Administrator or other concerned Head of Offices as the case maybe except for Special Orders issued by Regional Offices.
2.2 Other Memo-circulars i.e. Executive Orders, Administrative Orders, etc. for implementation by NFA as issued by other government agencies/offices.
3. The reproduction and dissemination shall be undertaken by the Communication Services Division. Prior to endorsing approved routine memoranda/SOP's/Guidelines to Communication Services Division for reproduction and dissemination, they should be duly noted by the concerned head of office or its directorate/office representative as proof that they are aware of its approval and issuance.
II. INCOMING MAIL MATTERS AND PACKAGES
1, All incoming mail matters and packages received by Communication Services Division, GSD shall be listed in a logbook and shall be delivered immediately to the addressee. Upon delivery, the addressee shall sign the logbook as a proof of the turn over. This procedure shall be strictly implemented as a measure to easily trace the mail/package and prevent loss.
III. MODES OF TRANSMITTAL
Electronic means of transmitting messages and communications shall include fax.
IV. REGIONAL/PROVINCIAL/DIRECTORATE CODES:
1. As a result of the transfer of Region 12 Regional Office from Cotabato City to SPGC, Tacurong and the establishment of Region 14 (ARMM) Regional Office as Cotabato City, the following regional codes shall be applied as follows:
REGION 12 - Tacurong R12/SPGC
REGION 14 (ARMM) - Cotabato City, R14/MGD
Maguindanao
2. Provincial Offices transferred to another region with the creation of the ARMM shall still use their old provincial codes.
3. Directorate for Legal Affairs and Enforcement, Intelligence and Prosecution Directorate shall have the code DLA and EIPD, respectively.
III. RESPONSIBILITIES
IV. FLOW CHART
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Regional/Provincial Codes