NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS

THE ORGANIZATION OF ACCOUNTANCY STUDENTS IN CENTRAL LUZON Federation Year 2013 – 2014 “R3: Reaching Greater Heights – Celebrating Three Decades of Unifying and Empowering the JPIAn Spirit”

REGION III COUNCIL

IMPLEMENTING RULES AND REGULATIONS IN THE CONDUCT OF SAFEKEEPING OF DOCUMENTS

REVISION HISTORY:
Version No. 1 Date 05/22/13 Revised By Roy James S. Enrile Approved By Zheena E. Ocampo Noted By Conrad Allan M. Alviz Details Initial Issue

Implementing Rules and Regulations on Safekeeping of Documents National Federation of Junior Philippine Institute of Accountants – Region III Council

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Approval and Submission of Critical Documents Storage and Backup Turnover and Retention Enforcement of the Implementing Rules and Regulations Amendments or Revisions Separability Clause Repealing Clause Effectivity 3 3 3 3 7 8 8 9 9 9 10 Implementing Rules and Regulations on Safekeeping of Documents National Federation of Junior Philippine Institute of Accountants – Region III Council Page 2 of 11 .NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS THE ORGANIZATION OF ACCOUNTANCY STUDENTS IN CENTRAL LUZON Federation Year 2013 – 2014 “R3: Reaching Greater Heights – Celebrating Three Decades of Unifying and Empowering the JPIAn Spirit” REGION III COUNCIL TABLE OF CONTENTS Background Objectives Definition of Terms Creation.

Relevant information that cannot be found is useless. Critical shall pertain to the weight of importance of the document. Records which would play an imperative role in every crucial decision making process must be well-protected to conserve its fairness and integrity. CREATION. DEFINITION OF TERMS: Council shall pertain to the NFJPIA Region III Executive Board. To define those parties responsible for the creation. a resilient and well thought-out safekeeping rules and regulations must be structured to support every endeavor that would be undertaken and to maintain a trace of the legacy which is being written by NFJPIA Region III. approval. To determine the modes on how these critical documents will be filed and preserved. Thus. and custody of abovementioned documents.NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS THE ORGANIZATION OF ACCOUNTANCY STUDENTS IN CENTRAL LUZON Federation Year 2013 – 2014 “R3: Reaching Greater Heights – Celebrating Three Decades of Unifying and Empowering the JPIAn Spirit” REGION III COUNCIL BACKGROUND: Safekeeping of documents is one of the vital functions in an organization to preserve its history or even records of success and failures. To state the media on how letters will be disseminated and how to monitor this dissemination process. OBJECTIVES: To identify critical documents that are to be properly kept by NFJPIAR3. Documents shall pertain to the documents critical to the Council. To establish a retention policy of documents to be kept. Documents that are not systematically arranged and organized promote inconvenience. Officers shall pertain to the incumbent Regional Executive Officers. APPROVAL AND SUBMISSION OF CRITICAL DOCUMENTS Documents that are deemed critical to the Council include the following: Constitution and By-Laws Board Resolutions Implementing Rules and Regulations Masterplans Minutes of the Meetings Budget Proposals Implementing Rules and Regulations on Safekeeping of Documents National Federation of Junior Philippine Institute of Accountants – Region III Council Page 3 of 11 . in this concern. To clarify on how these documents will be turned-over in the succeeding year.

49” Right: . 2. 3. * Board Resolutions 1. Implementing Rules and Regulations shall be prepared by the Chairman or Head of the undertaking they purport.5’ x 11” Margins: Top: 2” Bottom: 1” Left: . Board Resolution shall appear having a heading of: Board Resolution No. 2. Implementing Rules and Regulations shall always include the following: Implementing Rules and Regulations on Safekeeping of Documents National Federation of Junior Philippine Institute of Accountants – Region III Council Page 4 of 11 . approved by the Council and noted by the Adviser one (1) day after the duly called meeting.5” Right: . 1 Series of 2013 * Implementing Rules and Regulations 1. Board Resolution shall be certified correct by the Secretary General. (Cardinal Number) Series of (Year) Example: Board Resolution No. Based on Article XIX Section 5 of the 2012 NFJPIA-R3 Constitution and By-Laws. Board Resolution shall be made by the Secretary General upon the quorum vote of the Council during a duly called meeting. To facilitate the systematic arrangement of files.NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS THE ORGANIZATION OF ACCOUNTANCY STUDENTS IN CENTRAL LUZON Federation Year 2013 – 2014 “R3: Reaching Greater Heights – Celebrating Three Decades of Unifying and Empowering the JPIAn Spirit” REGION III COUNCIL Financial Statements Activity Documentation Letters Evaluations All the abovementioned documents shall be prepared in conformity with this format: Font Style: Cambria Font Size: 11 Page Size: 8.53” Line Spacing: 1.00 * Constitution and By-Laws 1.5” Indentions: Left: . This shall be safely kept by the Secretary General. 3. 2. Constitution and By-Laws shall not be amended nor revised within three (3) years after its last ratification. A copy of this shall be propagated to all the Officers of the Council.

Masterplan of event shall always include the following: a. Promotional Strategies m. Repealing Clause e. Masterplan shall be prepared by the Chairman or Head of the undertaking it purports. Minutes of meetings shall be certified correct by the Secretary General. if any j. Modes on how these shall be enforced and implemented b. Venue c. Minutes of Meetings shall always include the following: a. Implementing Rules and Regulations shall be submitted and presented by its author on the Team Planning Event of the Council. A copy of the Minutes of meetings shall be circulated to the Council within two (2) days after the meeting. approved by the Council and noted by the Adviser. Minutes of Meeting shall be prepared by the Secretary General for both regular and special meetings. 2. Masterplan shall be submitted and presented by its author on the Team Planning Event of the Council. Program of Activities / Scenario Plan h. Date b. Target Participants e. 4. Attendance d. Prospective Date and Venue g. 2. Attachment of Financials (see Budget Proposal) n. Theme Description f. Call to order f. Implementing Rules and Regulations shall be approved by the Council and be noted by the Adviser. * Minutes of Meeting 1. Quorum and Purpose g. Task list and Timeline l. Others that may deem necessary to be disclosed 3. Attachment of Complementary Implementing Rules and Regulations. * Masterplan 1. Others that may deem necessary to be disclosed 3. Separability Clause d. 4. Subject Matter e. Provisions for Amendments and Revisions c.NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS THE ORGANIZATION OF ACCOUNTANCY STUDENTS IN CENTRAL LUZON Federation Year 2013 – 2014 “R3: Reaching Greater Heights – Celebrating Three Decades of Unifying and Empowering the JPIAn Spirit” REGION III COUNCIL a. Qualifications and Requirements i. Masterplan shall be approved by the Council and noted by the Adviser. Project Objectives d. 4. Project Description c. Date of Effectivity 3. Implementing Rules and Regulations on Safekeeping of Documents National Federation of Junior Philippine Institute of Accountants – Region III Council Page 5 of 11 . Project Title b. Delegation of Manpower k.

five (5) days after they have been sent. 4. 5. A Budget Proposal shall include a comprehensive breakdown of projected expenses for which the proposed budget will be allocated. monthly. A fifteen (15)-day period shall be allotted for the responsible parties to accomplish and submit to the Secretary General all the necessary documentation papers. Activity Documentation shall be made by the VP Media and Documentation together with his/her Standing Committee in coordination with the chairman/head of the activity to be documented. An Annual Audited Financial Statements shall be submitted to the National Council within twenty-five (25) days after the end of the Federation Year. 2. 2. 2. * Letters 1. Media for propagation of letters can be found in the Implementing Rules and Regulations on Communications and Media. Implementing Rules and Regulations on Safekeeping of Documents National Federation of Junior Philippine Institute of Accountants – Region III Council Page 6 of 11 . * Financial Statements 1. Audited Financial Statements shall be submitted by the Vice President for Audit to the Council within fifteen (15) days after the date of the report. 4. Budget Proposal shall be prepared by the Chairman or Head of the undertaking it purports. Budget Proposal shall be submitted and presented by its author for review and approval on the Team Planning Activity of the Council. quarterly and annually. President and Adviser. 3.NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS THE ORGANIZATION OF ACCOUNTANCY STUDENTS IN CENTRAL LUZON Federation Year 2013 – 2014 “R3: Reaching Greater Heights – Celebrating Three Decades of Unifying and Empowering the JPIAn Spirit” REGION III COUNCIL * Budget Proposal 1. noted by the Adviser. 4. either affirmation or negation. * Activity Documentation 1. and noted by the Activity Head (if any). 2. Audited Financial Statements shall be certified correct by the Vice President for Audit. 3. Financial Statements shall be prepared by the Vice President for Finance every after the activity. Letters for invitation. Financial Statements shall be submitted to the Vice President for Audit within eight (8) days after the date of the report. All letters that will be disseminated by the Council shall be made by the Secretary General. 3. Activity Documentation shall be approved by the Council and noted by the Adviser 3. All letters that will be disseminated by the Council shall be copy furnished to the President and Adviser. notices and others which would imply a need for a confirmation shall be responded by the recipient. Budget Proposal shall be reviewed and approved by the President and the Vice President for Finance.

All documents to be kept in the Council’s databank shall have a backup copy not in PDF Format. These shall be classified into: a. 7. STORAGE AND BACKUP 1. 6. Regional Council  Event/Activity Documents generated for the activity Implementing Rules and Regulations on Safekeeping of Documents National Federation of Junior Philippine Institute of Accountants – Region III Council Page 7 of 11 . 3. 4.Y. President and Adviser. which will serve as their storage device. 8. The flash drive of the Secretary General shall serve as the databank where all the documents generated by the Council shall be stored. for NFJPIAR3 exclusive use. 5. 2. Year)_(Document Type) Example: BU_1314_Accomplishment Report * See Appendix A of Implementing Rules and Regulations on Communications and Media for the list of School Code to be used for the F. 3. 2. Activity Evaluations shall be submitted to the Council fifteen (15) days after the date of the activity. Activity Evaluations shall be done by the Vice President for Audit. All documents to be stored shall follow this file name format: For the Council: nfjpiar3_(Fed. The Secretary General shall sort all the documents in his flash drive. Secretary General  Type of Document Documents b. Activity Evaluations shall be noted by the Activity Head. 2013-2014.NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS THE ORGANIZATION OF ACCOUNTANCY STUDENTS IN CENTRAL LUZON Federation Year 2013 – 2014 “R3: Reaching Greater Heights – Celebrating Three Decades of Unifying and Empowering the JPIAn Spirit” REGION III COUNCIL * Evaluations 1. Saved in each Officer’s flash drive are also the documents made by the Standing Committee under his supervision. Each Officer shall maintain a flash drive. The author of the document shall maintain a soft copy of his file. Year)_(Activity)_(Document Type) Example: nfjpiar3_1314_LTS_IRR For the Local Chapters: (School Code)_(Fed. All documents to be kept in the Council’s databank once final shall be in a PDF Format to avoid alterations of its content.

12. Local Chapters of Region III  Name of the Local Chapter Documents 9. 5. Turnover of documents shall occur at least fifteen (15) days before the start of the next Federation Year. 2. 10. 11. Only the final copy of the documents shall be saved. Each present federation year Officer shall also acquire the flash drive of his predecessor containing the documents retained for three (3) years. All the documents passed on by the preceding Council shall only be patterned and used for decision making process and not altered. A monthly backup run testing shall be performed by the Secretary General to ensure the recoverability of data. Implementing Rules and Regulations on Safekeeping of Documents National Federation of Junior Philippine Institute of Accountants – Region III Council Page 8 of 11 . It shall be the primary duty of the Regional Secretary General and the Council to effectively enforce the provisions of this Implementing Rules and Regulations. The Council also has the sole right to interpret the contents of this Implementing Rules & Regulations and their decision will be binding and irrevocable. The retention period shall be for three (3) years. 3. TURNOVER AND RETENTION 1. A hard copy of all the documents prepared for the entire federation year shall be safely kept and properly sorted. The databank of the three (3) consecutive preceding federation years shall be in the custody of the present year Secretary General. 13. The Secretary General shall maintain a separate hard disk. Same classification of documents shall be maintained.NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS THE ORGANIZATION OF ACCOUNTANCY STUDENTS IN CENTRAL LUZON Federation Year 2013 – 2014 “R3: Reaching Greater Heights – Celebrating Three Decades of Unifying and Empowering the JPIAn Spirit” REGION III COUNCIL c. ENFORCEMENT OF THE IMPLEMENTING RULES AND REGULATIONS 1. 4. a secondary backup solution where copy of the files shall be stored for contingency in case of file crash and corruption.

Any request for amendments and revisions as well as proposed amendments must initially be reviewed by the Regional Secretary General then to be forwarded to the Regional Executive Officers for discussion. AMENDMENTS OR REVISIONS 1. stating the reasons thereto. paragraph or part of this Implementing Rules and Regulations shall be declared unconstitutional or invalid. Any amendments to or revisions to this Implementing Rules and Regulations may be proposed by any member of any local chapter upon a written request of such member. editing and final approval and to be noted by the Regional Adviser. 5. 2. The Regional Executive Officers shall have the right to debunk any proposed revisions and amendments. provision. submitted to them by the Regional Secretary General. such judgment shall not affect. Implementing Rules and Regulations on Safekeeping of Documents National Federation of Junior Philippine Institute of Accountants – Region III Council Page 9 of 11 . 3. The Regional Adviser shall act as legal adviser to the Regional Secretary General and the Council and shall render legal assistance as may be necessary in carrying out the provisions of this Implementing Rules and Regulations. The final decision on any inclusions and exclusions to this Implementing Rules and Regulations must be determined by a majority vote of all Regional Executive Officers in which the Regional Secretary General is included. SEPARABILITY CLAUSE If any clause. but shall be merely confined to the clause. invalidate. provision.NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS THE ORGANIZATION OF ACCOUNTANCY STUDENTS IN CENTRAL LUZON Federation Year 2013 – 2014 “R3: Reaching Greater Heights – Celebrating Three Decades of Unifying and Empowering the JPIAn Spirit” REGION III COUNCIL 2. paragraph or part directly involved in the controversy in which such judgment has been rendered. REPEALING CLAUSE Any rule and regulation or resolution or part/s thereof inconsistent with the provisions of this Implementing Rules and Regulations are hereby repealed or modified accordingly. or impair any other part hereof. 4. The Council shall be vested with the exclusive power to revise and amend the Implementing Rules and Regulations. which are deemed unnecessary. Amendments to particular provisions in this Implementing Rules and Regulations shall be allowed provided that such amendments will be communicated to stakeholders at least two (2) weeks before it could take effect.

Enrile SECRETARY GENERAL Baliuag University APPROVED BY: ___________________________________ Zheena E. Antonio VICE PRESIDENT FOR FINANCE Wesleyan University . PREPARED BY: ___________________________________ Roy James S. Rivera VICE PRESIDENT FOR MEMBERSHIP Tarlac State University ___________________________________ Adrianne B.Philippines ___________________________________ Enrico C.NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS THE ORGANIZATION OF ACCOUNTANCY STUDENTS IN CENTRAL LUZON Federation Year 2013 – 2014 “R3: Reaching Greater Heights – Celebrating Three Decades of Unifying and Empowering the JPIAn Spirit” REGION III COUNCIL EFFECTIVITY This Implementing Rules and Regulations shall take effect immediately after its presentation and approval from the Assembly. Harve VICE PRESIDENT FOR COMMUNICATIONS University of the Assumption Implementing Rules and Regulations on Safekeeping of Documents National Federation of Junior Philippine Institute of Accountants – Region III Council Page 10 of 11 . David VICE PRESIDENT FOR NON ACADEMICS Holy Angel University ___________________________________ Leila Victoria R. Ferrer VICE PRESIDENT FOR ACADEMICS Systems Plus College Foundation ___________________________________ Emil Julius T. Ocampo PRESIDENT Systems Plus College Foundation ___________________________________ Francis Xavier W.

Implementing Rules and Regulations on Safekeeping of Documents National Federation of Junior Philippine Institute of Accountants – Region III Council Page 11 of 11 .Bataan NOTED BY: ___________________________________ Conrad Allan M.Philippines ___________________________________ John Kendrick H. Pajarin VICE PRESIDENT FOR AUDIT Colegio de San Juan de Letran . Villanueva VICE PRESIDENT FOR MEDIA Wesleyan University . CPA.NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS THE ORGANIZATION OF ACCOUNTANCY STUDENTS IN CENTRAL LUZON Federation Year 2013 – 2014 “R3: Reaching Greater Heights – Celebrating Three Decades of Unifying and Empowering the JPIAn Spirit” REGION III COUNCIL ___________________________________ Jane T. Alviz. CISA ADVISER SGV & Co.