RECORDS DISPOSITION SCHEDULE

1. Agency 3. Schedule No. 3 5. Page 1 of 21 pages

DEPARTMENT OF SOCIAL WELFARE AND DEVELOPMENT
2. Address 4. Date Prepared January 9, 2007
Batasan Pambansa Coplex, Constitution Hills, Quezon City
8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total

ADMINISTRATIVE RECORDS
1 Acknowledgment Receipts 2 years 2 years To be filed with appropriate record series
Equipment After equipment had been returned/received
Supplies

2 Applications
Bonding of Official/Employee 3 years 3 years After cancelled
Relief of Accountability 5 years 5 years After retirement/death of concerned employee

3 Bidding Documents 5 years 5 years After contract of winner had been terminated, others
Abstract destroy after 1 year
Invitation
Minutes
Pre/Post Evaluation
Pre/Post Qualification
Publication

4 Bills of Lading 2 yeas 2 yeas After acceptance of delivery

5 Bills of Materials 5 years 5 years

6 Blotter of Arrival/Departure 1 year 1 year After date of last entry provided absences/undertime
are already reflected in employee's leave card

7 Building Plans PERMANENT

8 Canvass of Prices 2 years 2 years If attached to vouchers, destroy after 10 years

 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
9 Certificates
Assessed Value of Real Property PERMANENT
Car Registration 1 year 1 year After renewed

10 Declaration of Real Properties PERMANENT

Affidavit of Adjoining Owner
Certificate from DENR

11 Deeds PERMANENT
Donation
Building
Equipment
Lot
Sale
Absolute
Exta Judicial Partition

12 Delivery Receipts 2 years 2 years

13 Directives/Issuances 2 years 2 years

DSWD
Issued by or for the Head of the Agency documenting policies
function, program of the agency
Circulated Copy (reproduced copy) 2 years 2 years
Original Copy PERMANENT
Issued by or for the Head of the Agency reflecting routinary 2 years 2 years After superseded
information/instruction
Presidential/Other Government Agency's Issuances
Issuances reflecting national policy/guidelines PERMANENT
Issuances reflecting routinary information/instruction 2 years 2 years

14 Donations (Lists) After updated

Cash 5 years 5 years After liquidation
Clothing 1 year 1 year
 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
Equipment 1 year 1 year After equipment is declared unserviceable
Foodstuf 1 year 1 year

15 Equipment Ledger Cards 2 years 2 years After equipment had been disposed

16 Gasoline Consumption Slips 1 year 1 year

17 Gate Passes 1 year 1 year

Equipment
Locator Slip
Vehicle Pass

18 General Correspondence/Communications (routinary) 2 years 2 years Non-routine is PERMANENT

19 IBM Cards and Continuous Forms 1 year 1 year After data are transferred to magnetic tape/diskette
Diskette/Magnetic tapes are PERMANENT, provided
tapes are upgraded

20 Inspection Reports of Sale of Unserviceable Properties 2 years 2 years After settlement of credit

21 Insurances
Property 5 years 5 years After expiration and settlement of insurance
Vehicle 1 year 1 year After expired

22 Inventories After Updated

Equipment 1year 1year
Property 2 years 2 years
Supplies 1 year 1 year

23 Inventories and Inspection Reports of Unsserviceable Properties (GF 17 - A) 1 year 1 year After settlement of credit and condemnation/sale of property

24 Invoices of/and Receipts 3 years 3 years After issuance of clearance had been terminated /
Accountable Form After property had been returned
Property
 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
Transfer of Property

25 Job Orders 1 year 1 year

26 Land Titles PERMANENT

27 Logbooks 2 years 2 years After date of last entry

House Parent's Observance
Incoming/Outgoing Communication
Security Obsevance
Visitors

28 Mailing Lists 1 year 1 year After updated

29 Management Control Studies PERMANENT For agency reference

Organizational/Functional Chart
Planning and Management Study
Reorganization
Time and Motion Study
Work Simplication Study

30 Maps PERMANENT

31 Memorandum/Acknowledgement Receipts for Equipment, Semi-expendable 1 year 1 year After equipment had been returned
and Non-Expendable Properties (GF 32-A)

32 Minutes of Meetings
Board PERMANENT
Staf 1 year 1 year

33 Plans
Actions 3 years 3 years After Implemented
Annual Plans
 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
Investment PERMANENT
Procurement 2 years 2 years

34 Press Releases/News Clippings (About or by the agency) PERMANENT If not, destroy after 1 year

35 Proposed House Bills PERMANENT If implemented, If not destroy 5 years from date of record

36 Purchase Orders 4 years 4 years

37 Purchase Requests 1 year 1 year

38 Reliefs from Property Accountability 5 years 10 years 15 years After separated/retirement/death of employee

39 Reports
Annual PERMANENT
ENERCON Report (Electric, Water) 5 years 5 years
Monthly/Quarterly/Semi-Annual 2 years 2 years After incorporated in the Annual Report
Supplies Issued 1 year 1 year
Vehicle Report 3 years 3 years
Waste of Material (GF 64-A) 2 years 2 years

40 Requests
Non-Routine To be filed with appropriate record series
Routine 2 years 2 years

41 Requisition and Issue Slips/Requisition Issue Vouchers covering emergency Destroy after 1 year or file with appropriate record series
emergency purchase of supplies (GF 45-A)

42 Requisition for Equipment/Supplies (BSC Form 1) 4 years 4 years

43 Routing Slip 1 year 1 year

44 Schedule of Activities 1 year 1 year After updated/superseded

 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
45 Shipping and Packing Lists of Items from Dealers 1 year 1 year

46 Stock Cards of Supplies 3 years 3 years After date of last entry

47 Supplies Adjustment Sheets 1 year 1 year After post-audited

48 Supplies Ledger Cads 5 years 5 years

49 Tax Declarations PERMANENT

50 Telegrams 1 year 1 year

51 Travel Documents 2 years 2 years If attached to vouchers, dispose after 10 years

52 Trip Tickets 1 year 1 year

53 Work Programs 3 years 3 years After superseded

FINANCIAL RECORDS

54 Abstract of Sub-Vouchers (GF 26-A) 2 years 2 years

55 Acknowledgement Receipts (Claims) 5 years 5 years 10 years

56 Advices
Check Issued and Cancelled (ACIC) 4 years 4 years
Release of Notice of Cash Allocation 3 years 3 years

57 Allotment Documents 3 years 3 years

Advice of Allotment
Agency Budget Matrix
General Allotment Release Order
Plan of Work and Request for Allotment
 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
Special/Sub Allotment Release Order (SARO)

58 Alpha Listings of Income Tax PERMANENT

59 Audit Observation Memoranda 5 years 5 years

60 Annual Statements of Accounts Payable PERMANENT

61 Bonds of Indemnity for Issue of Due Warrants (GF 18-A) 3 years 3 years

62 Books of Final Entry PERMANENT

Ledger
Expenses
General
Subsidiary Ledger PERMANENT

63 Books of Original Entry PERMANENT

Journal
Anaysis of Obligation
Bills Rendered
Check Issued (GF 96-A)
Collection and Deposit (GF 98-A)
Disbursement Journal PERMANENT
Cash
Check
Journal and Book Account

64 Breakdown of Programs/Project Expenditures 5 years 5 years

65 Budget Allocations 3 years 3 years

66 Budgetary Ceilings 3 years 3 years

 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
67 Budget Estimates including Analysis Sheets and Estimates of Income 3 years 3 years

68 Cash Disbursements
Ceiling 3 years 3 years
Receipt 5 years 5 years 10 years

69 Cash Receipt Journal PERMANENT

70 Certificates 5 years 5 years 10 years

Settlement and Balances
Shortage

71 Checks and Check Stubs 5 years 5 years 10 years

72 Contingency Plans PERMANENT

73 Daily Cash Reports 3 years 3 years

74 Deposit Slips 5 years 5 years 10 years

75 Detailed Statements of Unliquidated Cash Advances 5 years 5 years 10 years

76 Details Subsidy Income 3 years 3 years

77 Financial Reports of Operations PERMANENT

Balance Sheet
Statement PERMANENT
Account Receivable
Cash Flow
Government Equity
Income and Expenses
Operation
Profit and Loss
 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
78 General Appropriations 3 years 3 years

79 General Payrolls 5 years 5 years 10 years Provided post-audited, finally settled & not involved in any case

80 Index of Payments
Employee 5 years 10 years 15 years After separated/retired of employee
Supplier PERMANENT For agency reference

81 Journal Entry Vouchers 5 years 7 years 12 years Provided post-audited, finally settled & not involved in any case

82 Journals of Warrant Issued 5 years 5 years 10 years

83 Lists
Remittance (Pag-ibig, GSIS, PHILHEALTH) PERMANENT
Loan
Premium
Unfunded Project Proposal 5 years 5 years After superseded

84 Monthly Reports of Income 5 years 5 years 10 years

85 Monthly Settlements of Monthly Subsidiary Ledger Balance (GF 65-A) 2 years 2 years

86 NGOs Annual Report and Financial Statements PERMANENT

87 Notices 3 years 3 years

Cash Allocation (NCA)
Cash Disbursment Ceiling
Disallowance
Fund Transfer 5 years 5 years 10 years
Transfer Allocation (NTA) 3 years 3 years

88 Obligations Slips 3 years 3 years

89 Parent's Donation Remittances 5 years 5 years 10 years

 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total

90 Physical Financial Plans and Targets 3 years 3 years

91 Programs Expenditures of Balances 2 years 2 years

92 Properties/Supplies/Equipment Ledger 5 years 5 years

93 Quarterly/Monthly Statements of Charges to Accounts Payable 5 years 5 years 10 years

94 Reconciliation Statements 5 years 5 years 10 years RECOMMENDED FOR PERMANENT FILE

95 Registry Books of Checks Released PERMANENT

96 Reimbursement Expenses Receipts (GF 3-A) 5 years 5 years 10 years Provided post-audited, finally settled and not involved in any case

97 Remittance Advices (GF 14-B)/Tax Remittance Advice 5 years 5 years 10 years

98 Reports
Check Issued 5 years 5 years 10 years
Collection and Deposit 5 years 5 years 10 years
Disbursement 5 years 5 years 10 years
Examination of Cashier (GF 54, 54-A; GF 74-A) 4 years 4 years
Financial Status on Comprehensive & Integrated Delivery of Social Services 5 years 5 years 10 years
(CIDSS) Implementation
Liquidation 5 years 5 years 10 years
Monthly Report of Detailed Utilization of Sub-Allotment 3 years 3 years
Operation and Supplemental including Analysis 3 years 3 years
Overdraft and Misuse of Trust Fund 5 years 5 years After case had been settled
Petty Cash Replenishment (PCRR) 5 years 5 years 10 years
Physical Count of Supplies and Inventories 1 year 1 year After reconciled
Reports of Accountability for Accountable Forms (RAAF) 3 years 3 years After cash had been examined
Reports of Collecting & Disbursing Officers 5 years 5 years 10 years
Check Issued and Cancelled
Income
 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
Status of Loan Repayment 5 years 5 years 10 years

99 Requests
Cash Advances 2 years 2 years
Obligation of Allotment 3 years 3 years

100 Schedule of Accounts Payable (BF 304) 3 years 3 years

101 Special Budget 3 years 3 years

102 Statements
Accounts Payable 5 years 5 years 10 years
Current Account 2 years 2 years
Expenditure 5 years 5 years 10 years
Notice of Cash Allocation/Notice of Transfer Allocation Receipt 3 years 3 years

103 Statements of Allotment, Obligation and Balances (SAOB) 3 years 3 years

104 Summaries of Unliquidated Obligations and Accounts Payable 5 years 5 years 10 years After payment

105 Summary Lists of Checks Issued PERMANENT

106 Sundry Payments 5 years 5 years 10 years Provided post-audited, finally settled & not involved in any case

107 Supplies and Inventories Ledger 5 years 5 years

108 Supplies Purchase Journal (GF 81-A) 5 years 5 years

109 Supplemental Budgets 3 years 3 years

110 Trial Balances and Supporting Schedules

Cumulative Result of Operation - Unappropriated PERMANENT
Final Annual Trial Balance
Accounting Copy 5 years 5 years 10 years After Annual Financial Report had been pubished
 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
Auditor's Copy PERMANENT
Regional Office Copy 5 years 5 years 10 years After Annual Financial Report had been pubished
Monthly/Quarterly Trial Balance 2 years 2 years After consolidated into Annual Financial Report
Preliminary Trial Balance
Accounting Copy 5 years 5 years 10 years After Annual Financial Report had been pubished
Auditor's Copy PERMANENT
Regional Office Copy 5 years 5 years 10 years After Annual Financial Report had been pubished

111 Vouchers including Bills, Invoices & other Supporting Documents 5 years 5 years 10 years Provided post-audited, finally settled & not involved in any case
Disbursement
General
Journal
Timebook and Payroll
Travelling Expenses

112 Warrant Registers PERMANENT

113 Withholding Tax Certificates 4 years 4 years After superseded

114 Work and Financial Plans 3 years 3 years

LEGAL RECORDS
115 Affidavit of Loss 1 year 1 year After purpose had been served

116 Cases
Administrative 5 years 10 years 15 years After conpulsory rretirement/death of employee DECISIONS
are Permanent
Rapatriation 2 years 2 years After fial settlement/closing of case
Affidavit of Undertaking
Authority to Escort

117 Case Tapes/Documentary Films PERMANENT

 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
118 Proceedings 5 years 5 years

119 Complaints/Protests 5 years 5 years After settled

120 Subpoenas 3 years 3 years To be filed with appropriate case

Ad Testificandum
Duces Tecum

PERSONNEL RECORDS
121 Applications 1 year 1 year
Employmen/Position
Leave of Absence After absences are recorded in the leave card

122 Certificates of Appearance 1 year 1 year

123 Charts PERMANENT

Functional
Organizational

124 Contracts of Service 5 years 5 years After renewed/terminated and/or finally settled

125 Daily Time Records (CS Form 48) 1 year 1 year After data had been posted in the leave card and post-audited

126 Directories of Officials/Employees 2 years 2 years After updated

127 Employees Exit Interview Reports 1 year 1 year After separation of employee from office

128 Employees Index Cards 5 years 10 years 15 years After retired/separated/death of concerned employee

129 GSIS, Medicare/Pag-ibig Memberships 5 years 10 years 15 years After retired/separated/death of concerned employee

130 Leave Credit Cards 5 years 10 years 15 years After retired/separated/death of concerned employee
 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
131 Lists 1 year 1 year After updated/superseded
Eligible
Person with Disability (PWD) Profiler
Older Person (OP) Roster List

132 Performance Appraisal/Evaluation Rating Files 1 year 1 year

133 Performance Contracts 1 year 1 year

134 Performance Target Worksheets 1 year 1 year

135 Personnel Comparative Assessment Forms 2 years 2 years

136 Personal Data Sheets/Curriculum Vitae 1 year 1 year

137 Personnel Folders (201 Files) 5 years 10 years 15 years After retired/separated/death of concerned employee
Appointment
Approval for Resignation/Retirement/Transfer
Award/Commendation
Certification
Employment
Service
Change of Civil Status/Name
Clearance
Delegation of Authority
Designation/Detail
Incentive
Marriage Contract
Medical Certificate in support of absence on account of illness/maternity
Notice of Salary Adjustment
Oath of Office
Personal Data Sheet (first and latest only)
Service Record
Training & Career Development (Local & Foreign)
 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total

138 Plantillas of Personnel P E R M A N EN T Other copies destroy after 3 years

139 Position Classification Papers 5 years 5 years

Job Description
Notice of Classification Action
Request for Classification

140 Recommendations for Employment 1 year 1 year

141 Requests 2 years 2 years After acted upon

Approval on Promotion
Change of Status
Reinstatement
Transfer

142 Requests for Accumulated Leave Credits 1 year 1 year After acted upon

143 Statements of Assets, Liabilities and Net Worth 5 years 5 years 10 years

144 Training Files 1 year 1 year After superseded

Action Plan of Trainee
Attendance Sheet
Calendar
Course Outline
Design
Plan
Program
Report
Syllabus

SOCIAL SERVICES
145 Adoption Files PERMANENT
 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
Asoption Decree
Affidavit of Consent
Birth Certificate
Case Study (Adoptive parents/child)
Certicate of Founding
Clearance
Court Decision
Death Certificate
Decree of Abandonment
Deed of Voluntary Commitment
Intercountry Adoption Clearance (ICA)
International Social Welfare Service of Filipino Nationals (per country) PERMANENT
Interview Sheet
Marriage Certificate
Medical Record/History
Picture
Placement of Authority
Progress Report
Referral/Communication

146 Applications 1 year 1 year

Membership to Self-Employment Assistance-Kaunlaran (SEA-K)
Solicitation Permit

147 Books Provided obsolete, retain 1 copy for reference at the library

148 Brochures 1 year 1 year Retain 1 copy for agency's reference

149 Case Folders

Client
Child Help Intervention Programs and Services (CHIPS/CHIMES) 5 years 5 years 10 years After settlement of case/rehabilitated/discharged/integrated
with family/death
Elsie Gaches Village (EGV) 5 years 5 years 10 years After rehabilitated/integrated with family/death
Golden Acres (GA) 5 years 5 years 10 years After discharged/integrated with family/death
 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
Haven for Children (HC) 5 years 5 years 10 years After rehabilitated/discharged/integrated with family/death
Haven for Woman (HW) 5 years 5 years 10 years After settlement of case/rehabilitated/discharged/integrated
with family/death
Jose Fabella Center (JFC) 5 years 5 years After discharged/integrated with family/death
Lingap Center (LC) 5 years 5 years 10 years After rehabilitated/discharged/integrated with family/death
Malaya Center (MC) 5 years 5 years 10 years After rehabilitated/integrated with family/death
Marillac Hills (MH) 5 years 5 years 10 years After settlement of case/rehabilitated/discharged/integrated
with family/death
National Vocational and Rehabilitation Center (NVRC) 5 years 5 years After job placement/training
Nayon ng Kabataan (NK) 5 years 5 years 10 years After settlement of case/rehabilitated/discharged/integrated
with family/death
Reception and Study Center for Children (RSCC) 5 years 5 years 10 years After settlement of case/integrated with family/death
Regional Youth Development Center (RYDC) 5 years 5 years 10 years After rehabilitated/discharged/integrated with family/death
Rehabilitation Shelter Workshop (RSW) 5 years 5 years After job placement/training
Sanctuary Center (SC) 5 years 5 years 10 years After discharged/integrated with family/death
Minor Dispose 15 years after settlement of case
Legal Guardianship
Youthful Ofender

150 Cerificates
Client Eligibility PERMANENT
Travel Issued to Minor 5 years 5 years

151 Control Logbooks of Minors Travelling Abroad 5 years 5 years 10 years After date of last entry

152 Directories 1 year 1 year After superseded

DSWD
Local Government Unit (LGU) Centers and Facilities
Non-Government Organization (NGO)
Accredited
Licensed

153 Disaster Statistics PERMANENT

 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
154 Foreign Donation Files
Acceptance Letter 3 years 3 years
Certificate of Understanding 3 years 3 years
Endorsement of Section 105 (1) to Licensed NGOs PERMANENT For agency reference
Import Declaration 3 years 3 years
Letter of Intent 3 years 3 years
Note Verbale 3 years 3 years
Packing List 3 years 3 years
Plan of Distribution 5 years 5 years After distribution of donations
Ready-to-Eat Food Regional Allocation/Releases 2 years 2 years
Report 2 years 2 years
Monthly Duties and Tax Abailment
Ready-to-Eat Food Production
Request for Tax Exemption of NGO 2 years 2 years After acted upon
Licensed
Unlicensed
Trucking Forwarded Monthly Stock Report 2 years 2 years

155 Individual Case Folders 5 years 5 years 10 years After discharged

Women in Difficult Cercumstances

156 Information Files

Article for Publication 1 year 1 year After published
Information/Education/Communication (Briefing Material, Video, PERMANENT
Documentary, Casebook)
Speech/Talking Points 1 year 1 year After published

157 LGU Reports

Accomplishment 2 years 2 years
Municipal Local Situationer PERMANENT

158 LGU Plans Social Welfare Development Programs and Services PERMANENT

159 License/Registration/Accreditation Files After renewed

 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total
Application 1 year 1 year
Assessment Report 1 year 1 year
Certification of Accreditation/License 5 years 5 years
Day Care Center 3 years 3 years
Document submitted by Government Organization 1 year 1 year
Non-Government Organization for licensing/accreditation

160 Lists
Closed NGOs 1 year 1 year After Updated
Recipient of Core Shelter Assistance Project 2 years 2 years
Release of Distribution of Relief/Donation 2 years 2 years

161 Masterlists After updated. Retain soft copy or e-copy for back-up
Accredited Day Care Center/Trainor 1 year 1 year
Accredited Government Organization (GO) and NGOs 1 year 1 year
Accredited Local Government Unit (LGU) 1 year 1 year
Certificate of Travel Issued to Minor 1 year 1 year
Client Served 1 year 1 year
Indigent Family in the Region 1 year 1 year
Non-Government Organization 1 year 1 year
Marriage Counsellor
Full Pledge Marriage Counsello 1 year 1 year
Pre-Marriage Counsellor 1 year 1 year
Member of Self-Employment Assistance-Kaunlaran (SEA-K) PERMANENT
Parent's Efectiveness Service Volunteer 1 year 1 year

162 Senior Citizen 1 year 1 year

Social Worker Handling Court-Related Cases with Active Accreditation 1 year 1 year
Trained Trainee/Volunteer 1 year 1 year
Victim of Calamities 1 year 1 year

163 Memoranda of Agreement (MOA) PERMANENT

164 Modules/Syllabi of Training 2 years 2 years After Superseded

 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total

165 News Letters 2 years 2 years

166 Plans
Development Plan PERMANENT
Community
Municipal
Provincial
Technical Assistance Resource Augmentation (TARA) Plan 5 years 5 years

167 Procedures on Advocacy Materials PERMANENT

Comprehensive & Integrated Delivery of Social Services (CIDSS)
Program Material (Hand-outs, Poster)

168 Profiles 2 years 2 years After superseded

Barangay
Community
Municipal
NGOs with Complaints
Provincial
Socio Economic 3 years 3 years

169 Programs/Projects Files After completion of the project/program

Calendar of Activity 5 years 5 years
Guidelines PERMANENT
Manual PERMANENT
Plan
Intervention 5 years 5 years
Investment 5 years 5 years
Proposal 5 years 5 years
Budget
In-house Training/Activity
Seminar
Workshop
 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total

170 Reports
Accomplishment
Annual PERMANENT
Monthly/Quarterly 2 years 2 years After incorporated in the Annual Report
Area Based Standard Network (ABSNET) Report
Assessment 2 years 2 years
Claims Disaster Operation Report 5 years 5 years
Comprehensive & Integrated Delivery of Social Services (CIDSS) Implementation 3 years 3 years
Core Shelter Assistance Project Inventory Report 3 years 3 years
Disadvantaged Transnational 3 years 3 years
Disaster Preparedness Plan 3 years 3 years
Disaster Operation Report 3 years 3 years
Evaluation/Monitoring 2 years 2 years
Home Study Report (Financial Assistance) 5 years 5 years
NGOs Report
Annual PERMANENT
Monthly/Quarterly 2 years 2 years
Progress/Status (Program/Training) 2 years 2 years
Release of Distribution of Reliefs/Donation 2 years 2 years
Self Employmet Assistance-Kaunlaran Association (SKA) 3 years 3 years
Implementation and Accomplishment
Social Case Study Report (for financial assistance) 5 years 5 years
Social Development 2 years 2 years
Status of Client Served 3 years 3 years
Status of Evacuee/Standee - Disaster Operation 3 years 3 years
Status of Special Project for Disadvantaged Transnational 5 years 5 years
Weight Record 2 years 2 years

171 Raw Data (Surveys) 1 year 1 year After consolidation/evaluation of data

172 Referrals 2 years 2 years After acted upon

173 Researches/Case Studies (Output) PERMANENT

 8. Retention Period
6. Item No. 7. Records Series Title and Description 9. Disposition Authority / Remark
a. Active b. Storage c. Total

174 Solicitation Permits 1 year 1 year

175 Satistical Reports

Annual PERMANENT
Quarterly/Monthly 2 years 2 years After incorporated in the Annual Report

176 Training of Student Placement Files 2 years 2 years After completion

Memorandum of Agreement

177 Training Proceedings 2 years 2 years After evaluated

178 Weather Bulletin 2 years 2 years

 NATIONAL ARCHIVES OF THE PHILIPPINES
Pambansang Sinupan ng Pilipinas

GENERAL RECORDS DISPOSITION SCHEDULE

common to all Government Agencies
Series 2009

ITEM
NUMBER RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD

ADMINISTRATIVE and
MANAGEMENT RECORDS

1 Acknowledgment Receipts To be filled with appropriate records series

2 Brochures/Leaflets/Phamplets (About or by the agency) 1 year provided 1 copy is retained for reference

3 Calendars/Schedules of Activities or Events 1 year

4 Certificates of Appearance/Clearances 1 year

5 Certifications 1 year

6 Charts PERMANENT
Functional
Organizational

7 Correspondences
Non-routine To be filed with appropriate records series
Routine 2 years after acted upon

8 Delivery Receipts 2 years

9 Directories of Employee/Officials 2 years after superseded

10 Feasibility Studies PERMANENT if implemented, otherwise

dispose after 5 years from date of record

11 Gate Passes 6 months

12 Inquiries 2 years after acted upon

13 Issuances
Issued by or for the head of agency PERMANENT
documenting policies/functions/
programs of the agency

Issued by or for the head of agency 2 years after superseded

reflecting routinary information or
instruction

14 Lists 1 year after updated

Associations
Committees
Cooperatives
Donors
Mailing
Transmittal To be filed with appropriate records series
Others
15 Logbooks
Incoming/Outgoing Correspondences 2 years after date of last entry
Visitors
Ordinary 2 years after date of last entry
VIP PERMANENT
Others 2 years after date of last entry

16 Manuals PERMANENT

17 Meetings/Proceedings Files
Agenda 1 year
Minutes
Board/Executive Committee PERMANENT
Staf 1 year
Notices 1 year

18 Official Gazettes PERMANENT

19 Permits 1 year after renewed/expired

20 Plans
Action/Work 3 years after implemented

Others PERMANENT if implemented, otherwise

dispose after 5 years from date of record

21 Press Releases (About or by the agency) PERMANENT

22 Programs
Work 3 years

Others PERMANENT if implemented, otherwise

dispose after 5 years from date of record

23 Proposals PERMANENT if implemented, otherwise

dispose after 5 years from date of record

24 Publications (Record Set) PERMANENT

25 Reorganization Records PERMANENT

26 Reports
Annual/Special PERMANENT
Others 2 years after incorporated in the Annual Report

27 Requests 2 years after acted upon

28 Slips 1 year
Locator
Permission
Routing

29 Speeches (Record Set) PERMANENT

30 Standard Operating Procedures (SOP) PERMANENT

31 Telegrams 1 year after acted upon

32 Trip Tickets 1 year

 BUDGET RECORDS

33 Allotments Files
Advices of Allotments (AA) 3 years
Agency Budget Matrixes 3 years
Allotment Release Orders 3 years
General (GARO)
Special (SARO)
Obligation Requests/Slips (ALOBS) 3 years
Plan of Work and Requests for Allotment 3 years
Registries of Allotment & Obligations (RAO) 10 years
Capital Outlay (RAOCO)
Financial Expenses (RAOFE)
Maintenance & Other Operating Expenses (RAOMO)
Personal Services (RAOPS)
Requests for Obligation of Allotment (ROA) 3 years
Statements of Allotment, Oblogations & 3 years
Balances (SAOB)
Statements of Appropriations, Allotment & 3 years
Advice (SAA)

34 Annual Budgets 3 years

35 Budget Estimates Including Analysis Sheets and 3 years

and Estimates of Income

36 Budget Expenditures 5 years

Programs
Sources of Financing

37 Budget Issuances (Those used as authority for agency 10 years

tansactions)

38 Budget Sheet Analysis 3 years

39 Budgetary Ceilings 3 years

40 Cash Allocation Ceilings/Notices of Cash Allocation 3 years

41 Certifications of Funds Availabity 1 year

42 General Appropriations Acts 3 years

43 Organizational Performance indicator Framework (OPIF) PERMANENT

44 Physical Reports of Operations 3 years

45 Special/Supplemental Budgets 3 years

46 Work and Financial Plans 3 years

FINANCIAL AND ACCOUNTING RECORDS

47 Abstracts
Daily Collections 5 years
Deposits and Trust Funds 5 years
General Collections 5 years
Sub-Vouchers 2 years

48 Advices
 Checks Issued & Cancelled 4 years
Remittance 10 years

49 Annual Statements of Accounts Payable PERMANENT

50 Auditor's Contract Cards 3 years

51 Authorities for Allowances 2 years after terminated

52 Authorizations 1 year after expired

Overtime
Purchase of Equipment/Property
Transfer of Fund
Travel
Others

53 Bank Slips 10 years

Deposits
Remittances

54 Bills 10 years after settled

55 Bonding Files
Action 3 years
Applications/Requests 3 years
Fidelity/Surety Bond 5 years after expired/terminated
Indemnity for Issue of Due Warrant 3 years

56 Books of Final Entry PERMANENT

General Ledgers
Subsidiary Ledgers

57 Books of Original Entry PERMANENT

Cash Disbursement Journals
Cash Journals
Cash Receipts Journals
Check Disbursement Journals
General Journals
Journals of Analysis of Obligation
Journals of Bill Rendered
Journals of Check Issued
Journals of Collection and Deposit
Journals of Disbursement by Disbursing Officer

58 Cash Flow Charts PERMANENT

59 Certificates
Settlement and Balances 10 years provided post-audited, finally settled
and not involved in any case
Shortages 10 years after setteled

60 Claims 10 years after setteled

Insurance
Health Benefits
Hospital

61 Checks and Check Stubs 10 years provided post-audited, finally settled

and not involved in any case

62 Daily Cash Flow 3 years

63 Daily Statement of Collections 5 years

64 Expense Ledgers PERMANENT
65 Financial Statements PERMANENT
Balance Sheets
Income Statements
Statements of Cash Flows (Annual)
Statements of Operation

66 Indices of Payments
Creditors 5 years
Employees 15 years after retired/separated
Sundry Payments by Checks/Warrants PERMANENT

67 Journal Entry Vouchers 12 years provided post-audited, finally settled

and not involved in any case

68 Lists of Remittances PERMANENT

Loans
Premiums

69 Logbooks of General Funds 3 years after date of last entry

70 Monthly Settlements of Monthly Subsidiary Ledger 2 years

Balance

71 Notices 3 years after settled

Disallowances
Suspensions

72 Official Cash Books PERMANENT

73 Official Cash Books for Bank Cash Book PERMANENT

74 Official Receipts 10 years provided post-audited, finally settled

and not involved in any case

75 Orders of Payment 10 years

76 Payrolls 10 years provided post-audited, finally settled

and not involved in any case

77 Payroll Payment Slips/Pay Slips 10 years

78 Quarterly Statements of Charges to Accounts 10 years

Payable

79 Registry Books of Checks Released PERMANENT

80 Registers PERMANENT
Checks/Warrants
Checks/Warrants Control

81 Reliefs from Accountability 10 years provided a copy is filed with 201 files

82 Reports
Accountabilities for Accountable Forms 3 years after cash had been examined
Cash Disbursements 10 years
Cash Examinations 3 years provided post-audited, finally settled
and not involved in any case
Collecting & Disbursing Officers 10 years provided post-audited, finally settled
Checks Issued & Cancelled and not involved in any case
Collections & Deposits
Disbursements
Daily Cash Reports 3 years
 Liquidations 10 years
Monthly Income 10 years
Overdrafts and Misuse of Trust Funds 5 years after case had been settled or terminated
Petty Cash Replenishments 10 years provided post-audited, finally settled
and not involved in any case

83 Schedules of Accounts Receivables 3 years

84 Statements
Accounts
Current 3 years
Payable 10 years
Receivable PERMANENT
Common Funds 10 years
Financial Conditions 10 years
Profits and Losses PERMANENT
Reconciliations 10 years

85 Summaries of Unliquidated Obligations and Accounts 10 years

Payable

86 Sundry Payments 10 years

87 Treasury Checking Accounts of Agency (TCAA) 10 years

88 Treasury Drafts 10 years

89 Treasury Warrants 10 years provided post-audited, finally settled

and not involved in any case

90 Trial Balances and Supporting Schedules

Cumulative Results of Operations-Unappropriated PERMANENT
Final Annual Trial Balances
Accounting's Copy 10 years after Annual Financial Report had been
published
Auditor's Copy PERMANENT
Regional Office's Copy 10 years after Annual Financial Report had been
published
Monthly/Quarterly Trial Balances 2 years after consolidated in the Annual Financial
Report
Preliminary Trial Balances Accounting's Copy
Accounting's Copy 10 years after Annual Financial Report had been
published
Auditor's Copy PERMANENT
Regional Office's Copy 10 years after Annual Financial Report had been
published

91 Vouchers, including Bills, Invoices & Other Supporting 10 years provided post-audited, finally settled
Documents and not involved in any case
Disbursements for COA & Accounting Office/Department/
Journals Division/Section/Unit. All other copies dispose
Petty Cash after 1 year.
Reimbursement Expense Receipts
Travelling Expenses

92 Withholding Tax Certificates 4 years after superseded

HUMAN RESOURCE/PERSONNEL
MAANGEMENT RECORDS

93 Annual Summary Reports for Replacement Program 5 years

 for Non-Eligibles

94 Applications
Employment 1 year
Leave of Absence and Supporting Documents 1 year after rrecorded in the leave cards
Relief of Acccountability 5 years after separated/retired
Retirement/Resignation 1 year

95 Attendance Monitoring Sheets 1 year

96 Autrhorities/Requests to Create or Fill Vacant Positions 2 years after vacant positios had been filled up

97 Certificcations 1 year
Employment
Residency
Service
Others

98 Comparative Date matrix of Employees 2 years

99 Daily Time Records 1 year after data had been posted in leave cards
posted in leave cards and post-audited

100 Employee Interview Records 1 year

101 Handwriting Specimen/Signature PERMANENT

102 Job Order Employment Contracts 5 years after terminated

103 Leave Credit Cards 15 years after separated/retired

104 Lists of Eligibles/Non-Eligibles 1 year after updated

105 Logbooks
Arrival & Departure of Employees 2 years after date of last entry
Attendance 1 year provided leave and undertimes are posted
in the leave card
Clearance Issued 2 years after date of last entry

106 Medical Certificates in Support of Absence on Account 3 years after absences had been recorded in leave
of Illness/Maternity cards

107 Membership Files 15 years after separated/retired

GSIS
Pag-ibig
PhilHealth

108 Merit Promotion Plans 1 year after superseded

109 Performance Files

Appraisal 1 year
Evaluation 1 year
Rating Cards 5 years
Target Worksheets 1 year

110 Permissions to Engine in Business/Private 2 years after expired

Practice/Teach

111 Personal Data Sheet (Curriculum Vitae/Resume) 1 year after superseded

112 Personnel Folders (201 Files) 15 years after separated/retired

Appointments
 Acceptance of Resignation
Approval of Retirement
Awards
Benefit/Gratuity
Certificates
Eligibility
Rural Service
Training/Seminar Attended
Change of Marital Status/Name
Clearance (latest)
Designations/Details
Oaths of Office
Personal Data Sheet (latest)
Position Descriptions
Reinstatements
Service Records (updated)
Statements of Duties and Responsibilities

113 Plantilla of Personnel PERMANENT while other copies dispose after

3 years

114 Position Allocation Lists 3 years

115 Position Classifications and Pay Plans 5 years after superseded

116 Recommendations/Referrals 1 year after acted upon

117 Reports
Examinations 2 years
Personnel Actions PERMANENT

118 Requests
Accumulated Leave Credits 1 year after acted upon/cleared
Approval on Promotions
Bonding Officials/Employees
Changes of Status
Reinstatements
Transfers

119 Salary Standardization Records 5 years after superseded

120 Staffing Patterns PERMANENT

121 Service Cards PERMANENT

122 Statements of Assets and Liabilities 10 years

LEGAL RECORDS

123 Administrative Cases 7 years after finally settled except Decisions

which are Permanent

124 Affidavits 1 year after purpose had been served

125 Articles of Incorporation/By-Laws PERMANENT

126 Complaints/Protests 5 years after settled

127 Contracts 5 years after renewed/terminated and/or finally

settled
128 Decisions PERMANENT

129 Deeds PERMANENT

Donation
Sale

130 Legal Opinions PERMANENT

131 Memoranda of Agreement/Understanding PERMANENT

132 Petitions 5 years after settled

133 Resolutions PERMANENT

134 Special Powers of Attorney 1 year after purpose had been served

135 Subpoenas 3 years or to be filed with appropriate case

Ad Testificandum
Duces Tecum

PROCUREMENT AND SUPPLY RECORDS

136 Acknowledgment Receipts for Equipment (ARE)/ 1 year after equipment had been returned
Memorandum Receipts of Equipment (MRE),
Semi-Expandable and Non-Expandable Properties

137 Annual Procurements 3 years

Plans
Programs

138 Bids and Awards Committee Files 5 years after contract of winner had been
Abstracts terminated/settled, others dispose after 1 year
Invitations
Minutes
Pre/Post Qualifications
Publications
Resolutions

139 Bills of Lading 2 years after delivery had been accepted

140 Bin Cards/Stock Cards on Supplies 3 years after date of last entry

141 Canvass of Prices 10 years if attached to vouchers, otherwise,

dispose after 2 years

142 Equipment Ledger Cards 2 years after equipment had been disposed

143 Inventory and Inspection Reports of Unserviceable 1 year after equipment had been disposed
Properties

144 Inventories of Equipment/Supplies 1 year after updated

145 Inventory Tag Cards 1 year after updated

146 Invoices/Receipts 3 years after issuance of clearance had been

Accountable Forms terminated/after property had been returned
Properties/Transfer of Properties

147 Invoices of Delivery on Supply Open-End Order Contracts 5 years

148 Job Orders 1 year

149 Lists of Supplies Under Supply One-End 5 years

150 Monthly Reports of Supplies and Materials 1 year

151 Property Cards PERMANENT

152 Purchase Orders 4 years

153 Purchase Requests 1 year

154 Queries on Prices of Articles, Additional Funds to 1 year

Meet Qoutations

155 Reports of Waste Materials 2 years

156 Requisition and Issue Slips/Requisition Issue Vouchers 1 year or file with appropriate records series

157 Shipping and Packing Lists on items Purchased 1 year

158 Suppliers Identification Certifications with Procurement 2 years after renewed

159 Supplies Adjustment Sheets 1 year after post-audited

160 Supplies Availability Inquiries 1 year

161 Supplies Ledger Cards 5 years

162 Supplies Purchase Journals 5 years

TRAINING RECORDS

163 Calendars 1 year after superseded

164 Course Designs/Outlines/Syllabi 1 year after superseded

165 Masterlists PERMANENT

Participants
Seminars Conducted/Coordinated

166 Resource Speaker Profiles 1 year after superseded

167 Schedule of Training/Seminar 1 year after superseded

168 Survey Evaluation Questionnaires 1 year after data had been evaluated

169 Training Handouts 1 year after superseded

170 Training Programs/Plans 3 years after superseded

171 Training Reports 2 years

172 Workshop Results 1 year