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NAP National Inventory Form

2012

1. NAME OF OFFICE: 2. DEPARTMENT/DIVISION: 4. TELEPHONE NO.:

NATIONAL ARCHIVES OF THE PHILIPPINES


Pambansang Sinupan ng Pilipinas Management Services Division 072-700-5639
CIVIL SERVICE COMMISSION REGIONAL OFFICE
3. SECTION/UNIT: 5. EMAIL ADDRESS.:
NATIONAL RECORDS INVENTORY NO. 1

csc_reg1@yahoo.com.ph
6. ADDRESS: 7. PERSON-IN-CHARGE OF FILES: 8. DATE PREPARED:

WILHILMINA G. PERALTA FEBE C.


Quezon Ave., City of San Fernando, La Union MOLINA,ROMEO G. TAN, EVELYN P. EISMA, January 4, 2018
JOSEPH S. GACAYAN
10. PERIOD COVERED/ 12. RECORDS 14. LOCATION 15. TIME 16. RETENTION
9. RECORDS SERIES TITLE AND DESCRIPTION 11. VOLUME 13. RESTRICTION/S
INCLUSIVE DATES MEDIUM OF RECORDS VALUE PERIOD
Paid Vouchers
Cashier's Copy
Fund 101 2006-2010 30 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
Fund 102 2007-2009 12 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
Fund 103 2007-2010 10 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
CFAG 2007-2009 11 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
Accounting Copy
Fund 101 2008, 2009, 2010, 2014 29 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
Fund 102 2014 12 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
Fund 103 2009, 2010, 2014 17 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
CFAG 2009, 2010 5 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
Liquidation Vouchers
Fund 101, 102, 103 and CFAG 2005, 2006-2008 5 folders Paper Open Access MSD Extension Cabinets Temporary 10 years

Procurement Files 2012 6 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
2013-2014 44 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
2015 39 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
2016 32 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
2017 23 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
2018 4 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
PAR/ICS 2000-present 56 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
ACU & CR Monitoring 2014-present 6 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
Incoming and Outgoing Communications 2017 2 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
Trip Ticket 1 folder Paper Open Access MSD Extension Cabinets Temporary 1 year
ISO Documents 2014-2017 3 folders Paper Open Access MSD Extension Cabinets Temporary 10 years
Property Cards 2 file box Paper Open Access MSD Extension Cabinets Permanent Permanent
ISO Documents-ACU Maintenance 2014-2017 1 data file box Paper Open Access Management Services Division Permanent Permanent
ISO Documents-SUV Maintenance 2014-2017 1 data file box Paper Open Access Management Services Division Permanent Permanent
Accomplished Job Request Form-SUV Maintenance 2014-2016 1 folder Paper Open Access Management Services Division Temporary 5 years
PR SUV Maintenance 2014-2016 1 folder Paper Open Access Management Services Division Temporary 1 year
Contracts and Memoranda of Agreement 2013-2017 5 folders Paper Open Access Management Services Division Temporary 5 years
Incoming and Outgoing Communications 2013-2017 5 folders Paper Open Access Management Services Division Temporary 2 years

Page 1 of 3 Pages
NAP National Inventory Form
2012

10. PERIOD COVERED/ 12. RECORDS 14. LOCATION 15. TIME 16. RETENTION
9. RECORDS SERIES TITLE AND DESCRIPTION 11. VOLUME 13. RESTRICTION/S
INCLUSIVE DATES MEDIUM OF RECORDS VALUE PERIOD
Building Plans and Design-LUFO, ISFO, INFO WPFO, RO, EPFO 2000-20017 6 rolls Paper Open Access Management Services Division Permanent Permanent

Paid Voucehers (Funds 101,102,103, CFAG) 2015-2017 144 Folders Paper Open Access Management Services Division Temporary 10 years
Report of Collections and Deposits Funds 101,102,103, CFAG) 2006-2017 44 folders Paper Open Access Management Services Division Temporary 10 years
Report on Check Issued 2006-2017 44 folders Paper Open Access Management Services Division Temporary 10 years
Bank Reconciliation Statement 2006-2017 44 folders Paper Open Access Management Services Division Temporary 10 years
Tax Remittance Advice 2006-2017 44 folders Paper Open Access Management Services Division Temporary 10 years
Report of Collections 2006-2017 44 folders Paper Open Access Management Services Division Temporary 10 years
Training Designs 2007, 2016 2 folders Paper Open Access Management Services Division Temporary 5 years
Meals and Snacks 2015, 2016 2 folders Paper Open Access Management Services Division Temporary 2 years
Menu of Caterers 2016 1 folder Paper Open Access Management Services Division Temporary 2 years
Waybll Form 2016 1 folder Paper Open Access Management Services Division Temporary 2 years
Training 2015 1 folder Paper Open Access Management Services Division Temporary 2 years
Dormitory Memorandum 2014-2017 4 folders Paper Open Access Management Services Division Temporary 5 years
Dormitory Occupants 2014-2017 4 folders Paper Open Access Management Services Division Temporary 2 years
Dormitory Financial Report 2016 1 folder Paper Open Access Management Services Division Permanent Permanent
Index of Payments (Funds 101,102, 103, CFAG) 2016-2017 2 folders Paper Open Access Management Services Division Temporary 5 years
Incoming Communications 2017 1 folder Paper Open Access Management Services Division Temporary 2 years
List of Outgoing Communications 2017 1 folder Paper Open Access Management Services Division Temporary 2 years
Outgoing Communications 2017 1 folder Paper Open Access Management Services Division Temporary 2 years
Procurement Documents for CSC LUFO 2014 1 folder Paper Open Access Management Services Division Permanent Permanent
Procurement Documents for CSC WPFO 2016 1 folder Paper Open Access Management Services Division Permanent Permanent
Procurement Documents for CSC EPFO 2017 1 folder Paper Open Access Management Services Division Permanent Permanent

1991 Alpha List/ Tin 1991 1 folder Paper Open Access Management Services Division Permanent Permanent

1991-1992 ITRs
1991-1992
1 folder Paper Open Access Management Services Division Permanent Permanent

1992 W-2 1992


1 folder Paper Open Access Management Services Division Permanent Permanent
1992 Management Services Division
1992 w-2/ 1994 HRs &Tax Refunds 1 folder Paper Open Access Permanent Permanent

1994/1998/1997/1995 W-2 Alpha List 1,994,199,819,971,990 1 folder Paper Open Access Management Services Division Permanent Permanent

1994-1995 w-4 1998 199,419,951,998 1 folder Paper Open Access Management Services Division Permanent Permanent
Management Services Division
1999 2316 (BIR) Certificate of it Withheld on Compensation 1999 1 folder Paper Open Access Permanent Permanent

Additional Compensation (ADCOM) Budget Circulars on Personal


Economic Relief Allowances
2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Amelioration Assistance/ Rice Allowance/ Grocery Allowance 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Annual Information Return of Income Tax Withheld on Compensation (W-3)
1992-1995
1992-1995 1 folder Paper Open Access MSD Cabinet Permanent Permanent

ANTI-RED TAPE ACT of 2007 Republic Act No. 9485 (Report Card Survey) 2007-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

AOM/ SAOR 1990-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Approved Records Disposal Request 2012-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Page 1 of 3 Pages
NAP National Inventory Form
2012

10. PERIOD COVERED/ 12. RECORDS 14. LOCATION 15. TIME 16. RETENTION
9. RECORDS SERIES TITLE AND DESCRIPTION 11. VOLUME 13. RESTRICTION/S
INCLUSIVE DATES MEDIUM OF RECORDS VALUE PERIOD
ARTA References 2007-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
BIR Regulations/ Memoranda 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Bonus & Cash Gift/ Signing Bonus 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Bureau of Treasury/ Risk No. of Bonded Employee 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Cash Advances- Field Offices PIAD 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

CFAG Resolution 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Civil Service Commission Welfare Fund (Compilation of WF Board
Resolution Form 1989-1998)
1989-1998 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Civil Service Commission Welfare Fund (Compilation of WF Board
Resolution Form 1999-2000)
1999-2000 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Civil Service Eligibilities 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Clothing Allowances 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
CO- Memo Examination 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
COA Audit Findings 2000 to present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
COA Audit Instructions for CHR/CSC/COA 2000 to present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

COA Circular No. 2009-006 2009 1 folder Paper Open Access MSD Cabinet Permanent Permanent

COA Circulars 2000 to present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

COA Incoming/ Outgoing Communications 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
COA- Reports, Comments, etc. 2000 to present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
CSC – (Mandates, Vision, Mission, etc.) 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
CSC- PRAISE 2002 1 folder Paper Open Access MSD Cabinet Permanent Permanent
CSC RO1 Accounting System 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
CSC- Service Handbook 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
DBM Circulars 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
DBM Circulars 2008, 2009, 2010, 2012, 2013, 2014, 2015,2016
4 folders Paper Open Access MSD Cabinets Temporary 10 years
DBM-CSC Circulars 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Disposed Records 2012-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
DOF/ DBM/ COA Joint Circular #1- 2000/ BIR Forms 2000 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Economic Relief Assistance (ERA)/ Special Welfare Assistance (SWA) 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Enhanced MPP 2006 1 folder Paper Open Access MSD Cabinets Temporary 10 years
Enhancement and Institutionalization of the MAMAMAYAN MUNA
PROGRAM (MMP)
20016 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Family Visit Dir. IV & III 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Fees for CSC Services 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Foreign Travel Allowance 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Page 1 of 3 Pages
NAP National Inventory Form
2012

10. PERIOD COVERED/ 12. RECORDS 14. LOCATION 15. TIME 16. RETENTION
9. RECORDS SERIES TITLE AND DESCRIPTION 11. VOLUME 13. RESTRICTION/S
INCLUSIVE DATES MEDIUM OF RECORDS VALUE PERIOD
General Appropriation Act 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
GOVERNMENT ACCOUNTING AND AUDITING MANUAL VOLUME II
(Government Accounting) 1 book Paper Open Access MSD Cabinet Permanent Permanent
GOVERNMENT ACCOUNTING AND AUDITING MANUAL VOLUME III
( Government Auditing Standards and Procedures and Internal Control 1 book Paper Open Access MSD Cabinet Permanent Permanent
System)
GOVERNMENT ACCOUNTNG AND AUDITNG MANUAL VOLUME I
( Government Auditing Rules and Regulations) 1 book Paper Open Access MSD Cabinet Permanent Permanent

Grant on Honoraria to Government Employees & Officials 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Guideline on the Grant of Productivity Incentive Bonus (PIB) 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Guidelines in the Conduct of Trainings and Development Activities

Guidelines of Monetization of Leave 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Guidelines on the Conduct of Team Building Activity 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Guidelines on the Review of Appraised Value of Disposed Property other
than Real Estate, Antique Property and Works of Art and Revised
Guidelines on Appraisal of Property other than Real Estate, Antique
2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Property
Guidelines on the Utilization of Income Under the CSC Fiscal Autonomy
(TRUST) Receipts Fund and CSC Training Fund
2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Handbook on Expenditure (National) 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Handbook on Philippine Government Procurement ( Sixth edition 2012) 2012 1 book Paper Open Access MSD Cabinet Permanent Permanent

Handbook on Philippine Government Procurement (2016 Edition) 2016 1 book Paper Open Access MSD Cabinet Permanent Permanent

HANDBOOK ON PROPERTY AND SUPPLY MANAGEMENT SUPPLY 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Honor Awards Program Paper Open Access MSD Cabinet Permanent Permanent
Implementing Guidelines on Grant of Step Increments 1990 1 folder Paper Open Access MSD Cabinets Temporary 10 years
Incoming Communications- Resident Auditor 2012-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Incoming/ Outgoing Communications- Central Office 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Incoming/ Outgoing Communications- DBM 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Incoming/ Outgoing Communications- GSIS 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Incoming/ Outgoing Communications- Various Offices 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Index of CSC Memo Circulars 1988-2005 2005 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Index of Memorandum Circulars 1988 - 2005 1 folder Paper Open Access MSD Cabinets Temporary Permanent
Inventory of Record Holdings 2013-presemt 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Inventory of Reports 1 folder Paper Open Access MSD Cabinet Permanent Permanent
IRR- RA 9470 2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Issuance re: Vehicle Use 2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Job Rotation 1 folder Paper Open Access MSD Cabinet Permanent Permanent
List of Sub-Allotment Issued by Central Office for LSP Fund 2000-2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Loyalty Award 2000-2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent
LSP Billings/ Statement of Accounts 2000-2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Page 1 of 3 Pages
NAP National Inventory Form
2012

10. PERIOD COVERED/ 12. RECORDS 14. LOCATION 15. TIME 16. RETENTION
9. RECORDS SERIES TITLE AND DESCRIPTION 11. VOLUME 13. RESTRICTION/S
INCLUSIVE DATES MEDIUM OF RECORDS VALUE PERIOD
LSP Financial Report Bachelor’s Degree Completion (LSP-BDC) 2000-2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent

LSP Financial reports- Masteral Degree (LSP-MD) 2000-2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent

LSP Financial Reports- Skilled Workers in Government (LSP-SWG) 2000-2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent

LSP- Master list of Grantees/ Scholarship Status Report 2000-2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent
LSP Memorandum of Agreement/ Scholarship Contracts 2000-2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent
LSP Operating Guidelines (MD/ BDC/ SWG) MCs/ Resolution/ Other
Relative Memo
2000-2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent

MAMAMAYAN MUNA HINDI MAMAYA NA PROGRAM 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Management Letter & Audited Financial Statements on the CSC (For the
Year Ended December 31, 2009)
2009 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Management Letter & Audited Financial Statements on the CSC (For the
Year Ended December 31, 2011)
2011 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Management Letter CY 2007 2007 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Management Letter CY 2008 2008 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Management Letter on the Audit of the CSC (For the Year Ended December
31, 2012)
2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Management Letter on the Audit of the CSC (For the Year Ended December
31, 2013)
2013 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Management Letter on the Audit of the CSC (For the Year Ended December
31, 2014)
2014 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Management Letter on the Audit of the CSC (For the Year Ended December
31, 2015)
2015 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Management Letter on the Audit of the CSC (For the Year Ended December
31, 2016)
2016 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Manual on Disposal of Government Property 1 book Paper Open Access MSD Cabinet Permanent Permanent
Manual on Records Management 1 book Paper Open Access MSD Cabinet Permanent Permanent
Manual on Records mangement 1 book Paper Open Access MSD Cabinet Permanent Permanent

Manual on the New Government Accounting System (NGAS) Vol. 1-3 1 book Paper Open Access MSD Cabinet Permanent Permanent

Memorandum, Resolutions & Others from Central Office 1 folder Paper Open Access MSD Cabinet Permanent Permanent
MOA E-CATS 1 folder Paper Open Access MSD Cabinet Permanent Permanent
NAP General Records Disposition Schedule/ HAP Approved CSC Records
Disposition Schedule
2006 1 folder Paper Open Access MSD Cabinet Permanent Permanent

National Compensation CIR #76 Hazard Pay 1 folder Paper Open Access MSD Cabinet Permanent Permanent
National Records Inventory 2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Notice of Disallowance 2012-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Notice of Settlement of Suspension/ Disallowance/ Charge (NSSDC) 2012-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Notice of Suspension 2012-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Office Memo/ MCs/ Resolution 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Office Memo/ MCs/ Resolution 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
OM No. 87 DELEGATED AUTHORITY 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Page 1 of 3 Pages
NAP National Inventory Form
2012

10. PERIOD COVERED/ 12. RECORDS 14. LOCATION 15. TIME 16. RETENTION
9. RECORDS SERIES TITLE AND DESCRIPTION 11. VOLUME 13. RESTRICTION/S
INCLUSIVE DATES MEDIUM OF RECORDS VALUE PERIOD
OM-DM Distance Learning Program (DLP) 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Outgoing Communications- Local Scholarship Program 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Overtime Services 2015 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Performance Based Bonus (PBB) 2013-2017 1 folder Paper Open Access MSD Cabinets Temporary 10 years
Philippine Civil Service (Employee Handbook) 1 fbook Paper Open Access MSD Cabinet Permanent Permanent
Philippine Public Sector Accounting Standards (PPSAS) Volume I 1 book Paper Open Access MSD Cabinet Permanent Permanent
Philippine Public Sector Accounting Standards (PPSAS) Volume II 1 book Paper Open Access MSD Cabinet Permanent Permanent
Philippine Public Sector Accounting Standards (PPSAS) Volume III 1 book Paper Open Access MSD Cabinet Permanent Permanent
Policy on the Purchase, Use and Disposal of Cellular Phones 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Post Adjustment Allowance/ Relocation Allowance 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Presidential decree No. 1445 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Productivity Enhancement Incentives (PEI) 1 folder Paper Open Access MSD Cabinet Permanent Permanent
RDS-CSC 2006 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Records Disposal Reports 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Records Disposition 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Records Management & Acceptance Report 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Records Management 1988 1988 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Remittance of CSC Trust Fund 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Representation of Transportation Allowance (RATA) 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Requests for Authority to Dispose of Records 2012-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Requests for Relief of Accountability 2000 to present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Revised Chart of Accounts for National government Agencies 2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Revised Documentary Requirements for Common Government


Transactions
2012 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Salamat Mabuhay Program 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Salary Standardization 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Selective Pre- Audit on Government Transactions 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Sexual Harassment Cases (A Compendium) 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Special Representation Allowance to Lawyers (SRA) 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Statement of Audit Suspension, Disallowances and Charge (SASDC) 2012-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Strategic Performance Management System (SPMS) 1 folder Paper Open Access MSD Cabinet Permanent Permanent

SY 1990-2000 LSP-BDC Scholarship Program Contract 2000-2001 1990-200 1 folder Paper Open Access MSD Cabinet Permanent Permanent

SY 1999-2003 LSP-MD Scholarship Contract/ SY 2000-2005 1999-2003 1 folder Paper Open Access MSD Cabinet Permanent Permanent
The Regional Development Bulletin 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Traveling Allowances 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Page 1 of 3 Pages
NAP National Inventory Form
2012

10. PERIOD COVERED/ 12. RECORDS 14. LOCATION 15. TIME 16. RETENTION
9. RECORDS SERIES TITLE AND DESCRIPTION 11. VOLUME 13. RESTRICTION/S
INCLUSIVE DATES MEDIUM OF RECORDS VALUE PERIOD
Unified Accounts Code Structure Manual 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Various Office Orders/ Memorandum/ COA Circulars on Cash Advance 1 folder Paper Open Access MSD Cabinet Permanent Permanent
Welfare Benefits/ Special Extraordinary and Miscellaneous Expense
(SEME)
1 folder Paper Open Access MSD Cabinet Permanent Permanent

PAID Vouchers (Cashiers Copy)


Fund 101 2006 4 folder Paper Open Access Cashier Steel Cabinet Temporary 10 years

Fund 102 2006 12 folder Paper Open Access Cashier Steel Cabinet Temporary 10 years

Fund 103 2006 12 folder Paper Open Access Cashier Steel Cabinet Temporary 10 years

CFAG 2006 12 folder Paper Open Access Cashier Steel Cabinet Temporary 10 years

PAID Vouchers (Cashiers Copy)


Fund 101 2013-2017 60 folder Paper Open Access Cashier Cabinet Temporary 10 years

Fund 102 2013-2017 60 folder Paper Open Access Cashier Cabinet Temporary 10 years

Fund 103 2013-2017 60 folder Paper Open Access Cashier Cabinet Temporary 10 years

CFAG 2013-2017 60 folder Paper Open Access Cashier Cabinet Temporary 10 years

Advics of Checks Issued and Cancelled (ACIC) 2006-2017 12 folder Paper Open Access Cashier Cabinet Permanent Permanent

LDDAP-ADA 2016-2017 2 folder Paper Open Access Cashier Cabinet Permanent Permanent

Payroll Register 2006-2017 12 folder Paper Open Access Cashier Cabinet Permanent Permanent

Payroll 2004-2017 14 folder Paper Open Access Cashier Cabinet Permanent Permanent

Report of Accountabilityfor Accountable Forms (RAAF/MRA) 2004-2017 14 folder Paper Open Access Cashier Cabinet Permanent Permanent

Invoice and Receipt of Accountable Forms (IRAF) 2015-2017 3 folder Paper Open Access Cashier Cabinet Permanent Permanent

DBM NCAs 2015-2017 3 folder Paper Open Access Cashier Cabinet Permanent Permanent

Report of Checks Issued


Fund 101 2004, 2006-2017 13 folder Paper Open Access Cashier Cabinet Temporary 10 years

Fund 101 2016-2017 2 folder Paper Open Access Cashier Cabinet Temporary 10 years

Fund 102 2016-2017 2 folder Paper Open Access Cashier Cabinet Temporary 10 years

Fund 103 2016-2017 2 folder Paper Open Access Cashier Cabinet Temporary 10 years

CFAG 2016-2017 2 folder Paper Open Access Cashier Cabinet Temporary 10 years

Cash Receipts Record


Fund 102 2004, 2010-2017 9 folder Paper Open Access Cashier Cabinet Temporary 10 years

Philhealth Remittances 2004-2017 14 folder Paper Open Access Cashier Cabinet Permanent Permanent

102 Collection Report 2014-2017 4 folder Paper Open Access Cashier Cabinet Temporary 10 years

Checkbook Requisitions 2016-2017 1 folder Paper Open Access Cashier Cabinet Temporary 10 years

COA Incoming/Outgoing Communications 2017 1 folder Paper Open Access Cashier Cabinet Temporary 10 years

LBP Incoming/Outgoing Communications 2017 1 folder Paper Open Access Cashier Cabinet Temporary 10 years

Pag-Ibig Fund incoming/Outgoing Communications 2017 1 folder Paper Open Access Cashier Cabinet Temporary 10 years

Page 1 of 3 Pages
NAP National Inventory Form
2012

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

Report on Common Fund 2006-2017 12 folder Paper Open Access Cashier Cabinet Temporary 10 years

LSP Files 2013-2017 1 folder Paper Open Access Cashier Cabinet Temporary 10 years

Welfare Fund Files 2017 1 folder Paper Open Access Cashier Cabinet Temporary 10 years

Requisition and Issuance Slips (Cashier) 2017 1 folder Paper Open Access Cashier Cabinet Temporary 10 years

Official Reciepts (Triplicate) 2006-2017 174 bundle Paper Open Access Cashier Cabinet Temporary 10 years

Fire Insurance Policy -RO1 Bldg. 2013-2017 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

Fire Insurance Policy -ISFO Bldg. 2013-2017 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

Fire Insurance Policy -INFO Bldg. 2013-2017 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

Fire Insurance Policy -LUFO Bldg. 2013-2017 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

Fire Insurance Policy -WPFO Bldg. 2013-2017 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

Documents-SAA 2079 2015-2017 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

Documents-SFH 979 2007-2017 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

Documents-Toyota Fortuner 2017 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

Documents-URFO Bldg. 2016-2017 2 folders Paper Open Access MSD Steel Cabinet Permanent Permanent

GeoHazard Identification Report-CSC WPFO 2015 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

CSC URFO Lot Documents 2015-2017 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

CSC Four Storey Bldg. 2015-2016 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

CSC RO1 Dormitory Filesq 2013-2017 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

Repair of Leaking CCSC RO1 Roof 2014 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

Lingayen FO Bldg. 2014-2015 2 folders Paper Open Access MSD Steel Cabinet Permanent Permanent

North Wing Extension Bldg. Plans 2013 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

Training Bldg. Plan 2007 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

ISFO Lot Acquisition Documents 2009-2017 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

CSC RO1 Lot Documents 1987-2017 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

Documents of Various Projects 2013-2017 25 folders Paper Open Access MSD Steel Cabinet Permanent Permanent

Request for Authority to use CRF 2013-2017 1 folder Paper Open Access MSD Steel Cabinet Permanent Permanent

Various Reports 2013-2017 18 folders Paper Open Access MSD Steel Cabinet Permanent Permanent

Welfare fund abstract of remittance 1997 1 folder Paper Open Access MSD Cabinets Temporary 10 years

WF Bank Statements 2005 - 2017 7 Paper Open Access MSD Cabinets Temporary 10 years

WF Disbursement Vouchers 2005 - 2017 6 Paper Open Access MSD Cabinets Temporary 10 years

WF Financial Reports 2005 - 2017 8 Paper Open Access MSD Cabinets Temporary 10 years

WF General Ledger 2005 - 2017 6 Paper Open Access MSD Cabinets Temporary 10 years

WF Individual Subsidiary Ledger 2007, 2008 2 Paper Open Access MSD Cabinets Temporary 10 years

WF Remittances 2005 - 2017 10 Paper Open Access MSD Cabinets Temporary 10 years

2316 1999 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Page 1 of 3 Pages
NAP National Inventory Form
2012

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

101 General Ledger (general fund) 2006-2017 3 folders Paper Open Access MSD Cabinets Temporary 10 years

101 Tax remittance advice 2006 3 foders Paper Open Access MSD Cabinets Temporary 10 years

101 Trial balance (general fund) 2006 3 foders Paper Open Access MSD Cabinets Temporary 10 years

102 General Ledger (trust receipts) 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

102 Journal Entry Vouchers 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

102 Monthly report of income 2006 2 fodlers Paper Open Access MSD Cabinets Temporary 10 years

102 Report of accountability for accountable forms (trust receipts) 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

102 Status of Cash Advances 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

102 Summary of Transactions (Trust receipts) 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

102 Tax remittances (trust receipts) 2006 2 fodlers Paper Open Access MSD Cabinets Temporary 10 years

103 Bank Reconciliation Statements (trust fund) 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

103 Cash disbursements journal/ report for disbursements (trust 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years
fund)

103 Cash receipts journal/ report of Collections and Deposits (trust 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years
fund)

103 Checks disbursements journal/ report of checks issued (trust 2003, 2004, 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years
fund)
103 General disbursements journal/ report of checks issued 2003, 2004, 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

103 General journal (trust fund) 2004, 2006 2 fodlers Paper Open Access MSD Cabinets Temporary 10 years

103 General ledger (trust fund) 2003 1 folder Paper Open Access MSD Cabinets Temporary 10 years

103 Tax remittances (trust funds) 2003, 2004, 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

103 Trial Balance (trust fund) 2003, 2004, 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

1992 W2 2003, 2004, 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

1992 W2/1994 HRs & Tax Refund 2003, 2004, 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

1994/1998/1997/1995 W2/Alphalist 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

1995 MOA LSP 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

1999 - Present Financial Reports LSP-SWG 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

1999-Present Financial Reports (LBP-BDC) 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

2013 National Archives Inventory 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

2014 Memorandum, Resolution & other from CO 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

3rd Manncom meeting 2013 1 folder Paper Open Access MSD Cabinet Permanent Permanent

50% Remittances to Co 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Abstracts 2013 1 folder Paper Open Access MSD Cabinets Temporary 10 years

ACA Subject to Income Tax 2004 1 folder Paper Open Access MSD Cabinets Temporary 10 years

ACA subject to tax 2013 - 2017 4 fodlers Paper Open Access MSD Cabinets Temporary 10 years

Accomplishment Report 2013 1 folder Paper Open Access MSD Cabinets Temporary Permanent

Page 1 of 3 Pages
NAP National Inventory Form
2012

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

BIR - Abstract of remittances 1997 1 folder Paper Open Access MSD Cabinets Temporary 10 years

BIR Forms 2316 2002 - 2017 9 folders Paper Open Access MSD Cabinets Temporary 10 years

BIR RA 9504 ]poiytrewghfds zbvv-+0 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Alpha List 1990 to present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Annual and Monthly Accomplishment Report 2005-2016 5 folders Paper Open Access MSD Cabinets Temporary 10 years

Annual Financial Report 2002 1 folder Paper Open Access MSD Cabinets Temporary 10 years

Annual Information Return of Income Tax Withheld on Comp 1992-1995 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Annual Information Return of Income Tax Withheld on 1992 - 1995, 1999 2 fodlers Paper Open Access MSD Cabinets Temporary 10 years
Compensation
Balance Sheet (CFAG) 2006 1 folder Paper Open Access MSD Cabinets Temporary 10 years
Budget Circulars 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Budget Proposal 2006, 2008, 2009, 2012, 2013, 2014, 2015, 2016
5 folders Paper Open Access MSD Cabinets Temporary 10 years

Budget Proposals 2006-2012 7 folders Paper Open Access MSD Cabinets Temporary 10 years

Cash Advacnes FO PIAD 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Cash Examination Reports 2000 to present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Cash Examination Reports - 1 folder Paper Open Access MSD Cabinets Temporary 10 years

Cash receipts journal (trust receipts) 2003, 2004 2 holder Paper Open Access MSD Cabinets Temporary 10 years

CFAG bank reconciliation Statements 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

CFAG Cash Disbursements journal/ Report of disbursements 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

CFAG general journal 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

CFAG General Ledger 2006 2 folders Paper Open Access MSD Cabinets Temporary 10 years

CFAG journal entry vouchers 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

CFAG Statements of Allotments, obligations and balances 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

CFAG Status of Cash advances 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

CFAG Summary of Transactions 2006 2 folders Paper Open Access MSD Cabinets Temporary 10 years

CFAG Summary of transactions 2003 2003 1 folder Paper Open Access MSD Cabinets Temporary 10 years

CFAG Tax remittances 2006 3 folders Paper Open Access MSD Cabinets Temporary 10 years

CFAG Trial balance 2006 3 folders Paper Open Access MSD Cabinets Permanent Permanent

CSC Enhanced PRAISE 2002 1 folder Paper Open Access MSD Cabinet Permanent Permanent

CSC OM No. 1 s. 2004 foreign Travel Allowances 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

CSC Records Disposition Manual 2006 1 folder Paper Open Access MSD Cabinet Permanent Permanent

CSC Records Disposition Schedule 2006 1 folder Paper Open Access MSD Cabinet Permanent Permanent

CSC Service Handbook 2000 1 folder Paper Open Access MSD Cabinet Permanent Permanent

CSC Welfare Fund Compilation of Borard Res. 1989-1999 1989-1999 1 folder Paper Open Access MSD Cabinet Permanent Permanent

CSC Welfare Fund Compilation of Borard Res. 1999-2000 1999-2000 1 folder Paper Open Access MSD Cabinet Permanent Permanent

CSC WF Compilation of Board Resolutions 1989 - 2000 2 folders Paper Open Access MSD Cabinets Temporary 10 years

Page 1 of 3 Pages
NAP National Inventory Form
2012

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

CSCRO I approved Survey Plan 1976 1 folder Paper Open Access MSD Cabinets Permanent Permanent

CSCRO I lot and building documents [Deed of Donation] 1976 1 folder Paper Open Access MSD Cabinets Permanent Permanent

Detailed Balance sheet (General Fund) 2006 1 folder Paper Open Access MSD Cabinets Temporary 10 years

Detailed balance sheet (trust fund) 2006 1 folder Paper Open Access MSD Cabinets Temporary 10 years

Detailed Balance sheet (Trust receipts) 2006 1 folder Paper Open Access MSD Cabinets Temporary 10 years

Report of Collections (Funds 101, 102, 103 & CFAG) 2006 - 2017 30 folders Paper Open Access MSD Cabinets Temporary 10 years

Report on Overtime Services 2015-2017 1 folder Paper Open Access MSD Cabinets Temporary 10 years

Reports [Accounting/Budget] 2006-2016 305 folders Paper Open Access MSD Cabinets Permanent Permanent

Reports Central Office 2009 - 2017 4 fodlers Paper Open Access MSD Cabinets Temporary 10 years

Reports on Postage Stamps 2013 - 2017 1 folder Paper Open Access MSD Cabinets Temporary 10 years

Reports, Comments, etc. - 1 folder Paper Open Access MSD Cabinets Temporary 10 years

Represantation of Transportation on Allowances - 1 folder Paper Open Access MSD Cabinets Temporary 10 years

PNB Statement of accounts 1996 1 Paper Open Access MSD Cabinets Temporary 10 years

Representation of Transportation Alllowance 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Request for Relief of Accountabilities 2000 to present 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Request for Relief of Accountability - 1 folder Paper Open Access MSD Cabinets Temporary 10 years

Requisition and Issuance Slips 2012 - 2017 47 folders Paper Open Access MSD Cabinets Temporary 10 years

Revised Chart of Accounts for NGAs 1 folder Paper Open Access MSD Cabinet Permanent Permanent

Revised Charts of Accounts for National Government Agencies - 1 folder Paper Open Access MSD Cabinets Temporary 10 years

Revised Documentary Requirements for Common Good


- 1 folder Paper Open Access MSD Cabinets Temporary 10 years
Government Transactions
Salary Standardization 2000-present 1 folder Paper Open Access MSD Cabinet Permanent Permanent
ISO Documents 2014-2017 2 file boxes Paper Open Access MSD Cabinet Permanent Permanent

Various Reports 2013-2017 3 file boxes Paper Open Access MSD Cabinet Permanent Permanent

MANCOM Meetings 2013-2017 4 file boxes Paper Open Access MSD Cabinet Permanent Permanent

MSD IPCR/DPCR 2013-2017 1 file box Paper Open Access MSD Cabinet Permanent Permanent

MSD Misc. Files 2013-2017 1 file box Paper Open Access MSD Cabinets Temporary 10 years

TO BE ACCOMPLISHED BY THE CONCERNED GOVERNMENT


PREPARED BY: APPROVED BY:

ATTY. JOSEPH S. GACAYAN /HRS II WILHILMINA G. PERALTA


Name and Position CHRS - Management Services Division

TO BE ACCOMPLISHED BY THE NATIONAL ARCHIVES OF THE PHILIPPINES

EVALUATED BY: NOTED BY:

Page 1 of 3 Pages
NAP National Inventory Form
2012

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

Name and Position RMSD Chief

Page 1 of 3 Pages
NAP National Inventory Form
2012

10. PERIOD COVERED/ 12. RECORDS 14. LOCATION 15. TIME 16. RETENTION
9. RECORDS SERIES TITLE AND DESCRIPTION 11. VOLUME 13RESTRICTION/S 17. REMARKS
INCLUSIVE DATES MEDIUM OF RECORDS VALUE PERIOD

TO BE ACCOMPLISHED BY THE CONCERNED GOVERNMENT AGENCY


PREPARED BY: APPROVED BY:

Name and Position Chief of the Department/Division

TO BE ACCOMPLISHED BY THE NATIONAL ARCHIVES OF THE PHILIPPINES


EVALUATED BY: NOTED BY:

____________________________________ ____________________________________
Name and Position RMSD Chief

Page 13+1 of 15+2 Pages


NAP National Inventory Form
2012

PROCEDURAL/INSTRUCTIONAL GUIDE:
(1) NAME OF OFFICE
The office where the inventory is being undertaken.
(2) DEPARTMENT/DIVISION
The department/division of the office.
(3) SECTION/UNIT
The administrative or operating section/unit of the office.
(4) TELEPHONE NUMBER & (5) EMAIL ADDRESS
The contact number of the person/employee in charge of files. Email address must be the official electronic mail of the office.
(6) ADDRESS
Indicate the specific address of the office such as floor number, building, street, city/municipality and province.
(7) PERSON IN CHARGE OF FILES
The person/employee having control or custody of the records/files/documents.
(8) DATE PREPARED
The date when the inventory of records had been accomplished.
(9) RECORDS SERIES TITLE AND DESCRIPTION
The entry of record series title shall be properly filled out. If the record is a substantive record or a record with archival value or one which could not be found in the General Records Disp
Schedule (GRDS), a brief description or definition of the records shall be noted in the remark column. (e.g. for substantive record: Batch Control Sheets – are lists of taxpayers). Include o
records that may not be in the records series enumerated above.
(10) PERIOD COVERED/ INCLUSIVE DATES
Indicate the period covered by the record series from the earliest to the latest year when the records are created/received by the government agency. (e.g. 1990 – 2011). Note gaps.
(11) 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 th
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)
(12) 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 forms. (e.g. for Notar
Paper & microfilm)
(13) RESTRICTION
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
considered open access. Restricted records shall be classified as confidential, restricted, secret and top secret records. (e.g. for 201 Files: Confidential)
(14) 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)
(15) TIME VALUE
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 o
should be retained for safekeeping. (e.g. for Vouchers: Temporary; Check Register: Permanent)
(16) 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 t
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 period, the Reco
Officer/Custodian shall make an appropriate proposal to the NAP and approved by the supervisor about the suggested retention period. (e.g. for Vouchers that have approved retention p
years; Batch Control Sheets that has no approved retention period: Suggested – 10 years)
(17) REMARKS
State a brief description/explanation/history of the records series if not found in the Agency RDS/GRDS.

Page 3 of 3 Pages
NAP National Inventory Form
2012

Page 3 of 3 Pages