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NAP National Inventory Form

2012

1. NAME OF GOVERNMENT OFFICE: 2. DEPARTMENT/DIVISION:

NATIONAL ARCHIVES OF THE PHILIPPINES


Pambansang Sinupan ng Pilipinas 3. SECTION/UNIT:

NATIONAL RECORDS INVENTORY 6. ADDRESS: 7. PERSON-IN-CHARGE OF FILES:

10. PERIOD COVERED/ 12. RECORDS 14. LOCATION 15. TIME


9. RECORDS SERIES TITLE AND DESCRIPTION 11. VOLUME 13. RESTRICTION/S
INCLUSIVE DATES MEDIUM OF RECORDS VALUE

Descriptions should be entered one item per row as Row Height =


much as possible. Avoid typing on the next rows on 0.45cm (default)
uniform and identical row heights for continuation of times the number
the description as this will be treated as a new item of lines at desired
when this spreadsheet is uploaded to the database. column width

For long texts, increase the width of the column Row Height =
and/or increase the height of that row. 0.45cm x 10 =
Blank rows are allowed as row separators but these 4.5cm
will be ignored when uploaded to the database.
Avoid editing the headings and titles. The upload Row Height =
scripts depend on these headings and their cell 0.45cm x 3 =
positions. 1.35cm
Avoid inserting rows before row9. Row 9 is to Row Height =
contain the first record series title / description. 0.45cm x 2 = 0.9
Row Height =
Avoid inserting columns before columnK. If you
0.45cm x 3 =
need to add columns add these starting at columnK.
1.35cm
Cell D1 must contain the cell '1. Name of Row Height =
Government Office' 0.45cm x 2 = 0.9
Cell I9 must contain the remarks for row9. 0.45cm (default)
0.45cm (default)
For easier NAP consolidation and uploading, it is
advised:
1. that a records officer collate first the
submissions from respective sections.

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NAP National Inventory Form
2012

2. to have multiple spreadsheet files named per


section inside an agency-named directory instead
of having one spreadsheet with multiple sheets
for each section.
3. to just continue in one sheet up to 99 rows for
the same reporting section instead of separating
these into several sheets. If there will be more
than 99 rows per section, our upload scripts will
increment the date reported to contain the next
99 rows.
4. to avoid inserting objects in the spreadsheet as
these are not correctly seen during upload.

If submitting softcopies, please submit in


spreadsheet instead of jpg, pdf or word processing
formats.

In LibreOffice Calc, row heights are controlled by


Right Clicking on Row Number to increase row
Row Height =
heights and then Selecting Range of Cells, then
0.45cm x 6 =
Menu:Format –> Cells -> Allignment – Wrap text
2.70cm
automatically. Something similar should be
available in Microsoft's Excel.

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NAP National Inventory Form
2012

RTMENT/DIVISION: 4. TELEPHONE NO.:

ON/UNIT: 5. EMAIL ADDRESS.:

ON-IN-CHARGE OF FILES: 8. DATE PREPARED:

16. RETENTION
17. REMARKS
PERIOD

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NAP National Inventory Form
2012

Page 1 of 3 Pages
NAP National Inventory Form
2012

9. RECORDS SERIES TITLE AND 10. PERIOD COVERED/ 12. RECORDS 14. LOCATION 15. TIME 16. RETENTION
11. VOLUME 13. RESTRICTION/S
DESCRIPTION INCLUSIVE DATES MEDIUM OF RECORDS VALUE PERIOD

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NAP National Inventory Form
2012

17. REMARKS

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last page
PROCEDURAL/INSTRUCTIONAL GUIDE:
(a) RECORDS SERIES TITLE AND DESCRIPTION
The entry for record series title shall be properly filled out. If the record is a substantive record or a record with archival valu
or one which could not be found in the General Records Disposition Schedule (GRDS), a brief description or definition of th
records shall be noted in the remark column; otherwise, all facilitative records and other record series reflected in the GRDS
shall be entered the same in the inventory. (e.g. for substantive record: Batch Control Sheets – lists of taxpayers)
(b) PERIOD COVERED/ INCLUSIVE DATES
Indicates the period covered by the record series from earliest to the latest year when the records were created/received
by the government agency. (e.g. 1990 – 2011)
(c) VOLUME
The mass of the records should be computed and expressed in cubic meters. The formula for volume in cubic meters:
Volume = length x width x height (in meters). In case the bulk of the records could be counted by sacks, box, bundles or
wherever the records are stored, then it should be indicated in the inventory list. (e.g. 2 cu.m. – 50 bundles)
(d) RECORDS MEDIUM
The medium of the records should be specified whether the records are in paper format, microfilm, electronic, cd/dvd, maps
drawings, computer printout or in any form. (e.g. for Notarial records: Paper & microfilm)
(e) RESTRICTION/S
Records are to be classified as open access or restricted access records. If the government office has no guidelines
pertaining to the restrictions of its record holdings, all records of that office are considered open access. Restricted records
shall be classified as confidential, restricted, secret and top secret records. (e.g. for 201 Files: Confidential)
(f) LOCATION OF RECORDS
The location of records should be specified with such designations as office area, offsite or in NAP.
(e.g. Room 617 Vault 1 Cabinet 2a)
(g) TIME VALUE
The records shall be categorized as temporary or permanent records. Temporary records have a specific retention period
and may be disposed of. Permanent records may not be disposed of as these should be retained for safekeeping.
(e.g. for Vouchers: Temporary; Check Register: Permanent)
(h) RETENTION PERIOD
If the time value of the records is temporary, the specific retention period should be indicated and checked against the
GRDS, Agency RDS or against any other guidelines pertaining to the disposition of the specific record series. When the
records' time value is permanent, there will be no limit to its retention period. If the records had no approved retention perio
the Records Officer/Custodian shall make an appropriate proposal to the NAP about the suggested retention period which
was approved by his/her supervisor. (e.g. for Vouchers that has approved retention period: 10 years;
Batch Control Sheets that has no approved retention period: Suggested – 10 years)

TO BE ACCOMPLISHED BY THE CONCERNED GOVERNMENT AGENCY

PREPARED BY: APPROVED BY:

Name and Position Name and Position

TO BE ACCOMPLISHED BY THE NATIONAL ARCHIVES OF THE PHILIPPINES

EVALUATED BY: NOTED BY:

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Name and Position Name and Position

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e record or a record with archival value


), a brief description or definition of the
er record series reflected in the GRDS
Sheets – lists of taxpayers)

the records were created/received

mula for volume in cubic meters:


counted by sacks, box, bundles or
2 cu.m. – 50 bundles)

at, microfilm, electronic, cd/dvd, maps,


m)

nment office has no guidelines


ered open access. Restricted records
01 Files: Confidential)

te or in NAP.

rds have a specific retention period


be retained for safekeeping.

dicated and checked against the


e specific record series. When the
cords had no approved retention period,
he suggested retention period which
riod: 10 years;

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