Notes:

Under media/format, type in "textual or av" ata

Under arrangement, "chronological or alphabetical" ata
Under Time Value, T=temporary, P=Permanent. If permanent, in the Retention Period, you can put a time frame under "Active" but no need for "Storage"
Utility Value: Adm=Administrative, F=Fiscal, L=Legal, Arc=Archival, correct po ba, father?
All fonds daw should be all caps, and numbered using roman numerals i.e. I. OFFICE OF THE DEPUTY DIRECTOR
Then for subfonds, use alphabets… and series start using arabic numerals na.

Paging those who were present kanina, hehe pwede po bang palagyan ng sample ung column B sa taas? Thanks thanks!!! And im sure you have comments and reactions dito sa
sample so please do so hehe

And we can start talking about what food to bring next tues, march23 after the super final MOL from Ma'm… =)
 FILE PLAN
MALAYAN HIGH SCHOOL OF SCIENCE

Vital Time Retention /

Reference Fonds / Subfonds / Series / Period Media / Location of Copies Utility
Arrangement Volume Records Value Retention Period Description of Contents Disposal
Code Subseries Covered Format Records (Orig/Dup) Value
(Y/N) (T/P) Schedule

Active Storage Total

I. OFFICE OF THE PRINCIPAL

Minutes of
meetings
Administrative records of the should until all
SY 2009- Alphabetical/ Office of the Original/ 2 principal (includes minutes of agenda were
A. Administrative Files Print 4 folders Y T Adm 1 year 1 year
2010 Chronological Principal Duplicate years meetings, reports and other acted upon.
documents Others could
be shredded
after two years

Destroy after 2
years or after
1. Minutes of Meetings (faculty SY 2009- Office of the 2 Minutes of meetings with the
Print Chronological 1 folder Y Duplicate T Adm 1 year 1 year all the agenda
members) 2010 Principal years faculty members of the school
have been
acted upon

Destroy after 2
years or after
2. Minutes of Meetings SY 2009- Office of the 2 Minutes of meetings with the all the agenda
Print Chronological 1 folder Y Duplicate T Adm 1 year 1 year
(Operations Committee) 2010 Principal years operations committee have been
acted acted
upon

SY 2009- Office of the Reports submitted by Security Dispose after 1

3. Reports- Security Personnel Textual Chronological 1 folder Y Duplicate T Adm 6 mos. 6 mos. 1 year
2010 Principal officers year
SY 2009- Office of the Records of substitutions of Dispose after 1
4. Substitutions- Teachers Textual Chronological 1 folder Y Duplicate T Adm 6 mos. 6 mos. 1 year
2010 Principal classes of teachers year
SY 2009- Office of the 2 Descriptions of the Cisco Dispose after 2
B. Cisco Textual 1 folder N Duplicate T Adm 1 year 1 year
2010 Principal years Networking years

SY 2009- By year and Office of the Schedule of classes of each After

C. Class Schedules Textual 1 folder Y Duplicate T Adm 1 year 0 1 year
2010 section Principal year and section of students superseded

SY 2009- Office of the 2 Letters from parents, students Shred after 2

D. Correspondence Textual Chronological 2 folders Y Duplicate T Adm 1 year 1 year
2010 Principal years and teachers years
1. Correspondence- Parents/ SY 2009- Office of the 2 Letters from parents and Shred after 2
Textual Chronological 1 folder Y Duplicate T Adm 1 year 1 year
Students 2010 Principal years students years

SY 2009- Office of the 2 Letters of requests and Shred after 2

2. Correspondence- Teachers Textual Chronological 1 folder Y Duplicate T Adm 1 year 1 year
2010 Principal years proposals from the teachers years

Shred after 1
SY 2009- Office of the Records of disciplinary cases
E. Disciplinary Matters Textual Chronological 1 folder Y Duplicate T Adm 1 year 0 1 year year or after
2010 Principal filed against students
resolved

Different invitations to Transfer to

SY 2009- Office of the
F. Invitations Textual Chronological 1 folder N Original P Arch 6 mos. 6 mos. 1 year conferences, talks, fora, and archives after 1
2010 Principal
speaking engagements year

Transfer to
SY 2009- Office of the 2 Information about
G. NCAA Matters Textual Chronological 1 folder N Duplicate T Adm 1 year 1year archives after 2
2010 Principal years MHSS'participation in NCAA
years

SY 2009- Office of the Schedules of periodic tests of Dispose after

H. Periodic Tests Schedules Textual Chronological 1 folder N Original T Adm 6 mos. 6 mos. 1 year
2010 Principal students every quarter superseded

Correspondence coming from Dispose after

SY 2009- Office of the 2 the members and committees two years
I. PTA Matters Textual Chronological 1 folder Y Duplicate T Adm 1 year 1 year
2010 Principal years of the PTA or the Parents except for the
council official receipts

Alphabetical (by Dispose after

SY 2009- Office of the 2 List if students' names per
J. Students' List Textual year level and 1 folder Y Duplicate T Adm 1 year 1 year two years or
2010 Principal years year and section
section) superseded

Scedules of teachers per Dispose after 2

SY 2009- Office of the 2
K. Teachers' Schedules Textual Alphabetical 1 folder Y Duplicate T Adm 1 year 1 year subject, year level and years or
2010 Principal years
section superseded
II. OFFICE OF THE FACULTY
MEMBERS

Students'
grades should
Office of the Records of students' grades, be transferred
A. Department of Arts, Languages SY 2009- Textual/ Alphabetical/ 4
Faculty Y Adm 2 years 2 years requirements, to archives;
and Social Science 2010 Electronic Chronological years
Members correspondence, memoranda others shold be
shredded after
4 years

Correspondence received
Office of the and issued by faculty
SY 2009- 2 Shred after two
1. Correspondence Textual Chronological 1 folder Faculty Y Duplicate T Adm 1 year 1 year members of the Department
2010 years years
Members of Arts, Languages and Social
Science

Memoranda issued by the

Office of the principal, other officials of the Transfer to
SY 2009-
2. Memoranda Textual Chronological 1 folder Faculty Y Duplicate P Adm 1 year 0 1 year school and other institutions archives after 1
2010
Members affecting the operations of the year
school

Dispose after
final grades
Office of the Requirements submitted by
SY 2009- 2 have been
3. Students' Records Textual Alphabetical 1 folder Faculty Y Original T Adm 1 year 1 year students and grades given by
2010 years submitted to
Members teachers
the office of the
registrar

Students'
grades should
Office of the Records of students' grades, be transferred
B. Department of Math and SY 2009- 4
Textual Alphabetical Faculty y Adm 2 years 2 years requirements, to archives;
Science 2010 years
Members correspondence, memoranda others shold be
shredded after
4 years
 Correspondence received
Office of the
SY 2009- 2 and issued by faculty Shred after two
1. Correspondence Textual Chronological 1 folder Faculty Y Duplicate T Adm 1 year 1 year
2010 years members of the Department years
Members
of Math and Science

Memoranda issued by the

Office of the principal, other officials of the Transfer to
SY 2009-
2. Memoranda Textual Chronological 1 folder Faculty Y Duplicate P Adm 1 year 0 1 year school and other institutions archives after 1
2010
Members affecting the operations of the year
school

Dispose after
final grades
Office of the Requirements submitted by
SY 2009- 2 have been
3. Students' Records Textual Chronological 1 folder Faculty Y Original T Adm 1 year 1 year students and grades given by
2010 years submitted to
Members teachers
the office of the
registrar

III. OFFICE OF THE GUIDANCE

COUNSELOR

Office of the Transfer to

File copies of issued
A. Certificate of Good Moral 2006- Present Textual Alphabetical 4 folders Guidance Y Duplicate P Arch 1 year 0 1 year archives after 1
certificates of good moral
Counselor year

Office of the Correspondence received

SY 2009- 2 Shred after two
B. Correspondence Textual Chronological 1 folder guidance Y Duplicate T Adm 1 year 1 year from the principal and other
2010 years years
Counselor offices in the school

Transfer to
Office of the
Legal/ Memoranda issued by the archives after 1
C. DepEd Memo 2006-present Textual Chronological 1 folder Guidance Y Duplicate P 1 year 1 year
Adm Department of Education year or after
Counselor
updated

Office of the
SY 2009- 2 Dispose after
D. Masterlist for counseling Textual Alphabetical 1 folder Guidance Y Original T Adm 1 year 1 year List of students for counseling
2010 years updated
Counselor

Office of the
Alphabetical by 6 Personal Data Sheet of Shred after six
E. Students' Personal Information 2006-2010 Textual 4 folders Guidance Y Original T Adm 4 years 2 years
year and section years Students years
Counselor

IV. ADMISSIONS OFFICE

Dispose 1 year
Requirements submitted by
SY 2009- Alphabetical by Admissions 6 after the
A. Admission Requirements Textual 9 folders Y Original T Adm 4 years 2 years students for admission to the
2010 year and section Office years student has
school
graduated
SY 2009- Alphabetical by Admissions 6 Requirements submitted by Dispose after
1. First Year Textual 6 folders Y Original T Adm 4 years 2 years
2010 year and section Office years first year to fourth year updated
a. Einstein
b. Darwin
2. Second year
a. Argon
b. Krypton
3. Third year
a. Big Bang
b. Meteor

4. Fourth year 3 folders

a. Alanine
b. Leucine
c. Threonine
V. REGISTRAR'S OFFICE
Dispose 2
SY 2008- Registrar's 4 Approved changes on grades years after the
A. Approved Revision of Grades Textual Alphabetical 1 folder Y Duplicate T Adm 2 years 2 years
2009 Office years of students student has
graduated

Transfer to
Registrar's 2 List or copies of awards given
B. Awards 2006-2009 Textual Alphabetical 1 folder Y Duplicate P Arch 1 year 1 year archives after 2
Office years to students and techers
years

Alphabetical by Registrar's 4 Copy of changes in grades of Destroy after 4

C. Change of Grades 2006-2009 Textual 1 folder Y Duplicate T Adm 2 years 2 years
year and section Office years students years

SY 2009- Alphabetical by Registrar's 2 List of classes per year and Dispose after 2
D. Class List Textual 1 folder Y Duplicate T Adm 1 year 1 year
2010 year and section Office years section years

Dispose after
List of students who are
SY 2009- Alphabetical by Registrar's 2 two years;
E. Enrolment List Textual 1 folder Y Original T Adm 1 year 1 year currently enrolled at the
2010 year and section Office years replace after
school
updated

Letters coming from different

SY 2009- Registrar's 2 Dispose after
F. Fourth Year Exam Results Textual Alphabetical 1 folder N Original T Adm 1 year 1 year colleges containing the exam
2010 Office years updated
results

G. Grades for Modular Programs

Transfer to
Registrar's 4 Computations of Grades of
H. Grading Sheet 2006-2010 Textual Chronological 1 folder Y Original P Adm 1 year 3 years archives after 4
Office years Students
years
Registrar's 4 List of courses in mandarin Destroy after
I. Mandarin Program 2006 Textual 1 folder N Original T Adm 2 years 2 years
Office years training program updated
Transfer to
Registrar's Arch/ 2 Scores of students in the
J. NAT Results 2008- 2009 Textual Chronological 1 folder Y Duplicate P 1 year 1 year Archives after
Office Adm years National Achievement Test
2 years

Information about the school Dispose after 4

Registrar's 4
K. Private School Profile 2006-2009 Textual Chronological 1 folder Y Original T Adm 2 years 2 years (population, teachers, years or after
Office years
facilities, etc. updated

Dispose after 4
Alphabetical by Registrar's 4 Class and overall ranking of
L. Ranking 2006-2010 Textual 4 folders Y Original T Adm 2 years 2 years years or after
year and section Office years the students
updated

1. SY 2006-2007
2. SY 2007-2008
3. SY 2008-2009
4. SY 2009-2010
Dispose after 2
SY 2009- By year and Registrar's 2 Schedule of classes of each
M. Scedule of Classes Textual 1 folder Y Original T Adm 1 year 1 year years or
2010 section Office years year and section
updated

Names of School vehicle

SY 2009- Registrar's
N. School Vehicle Service Textual Alphabetical 1 folder N Original T Adm 6 mos. 6 mos. 1 year services and name of After updated
2010 Office
students under earch vehicle

Transfer to
Registrar's 4 Grades of students in
O. Summer Grades 2007-2009 Textual Chronological 3 folders Y Original P Adm 1 year 3 years archives after 4
Office years summer classes
years

1. 2007
2. 2008
3. 2009

Dispose after 4
Alphabetical/ Registrar's 4 Proposed activities and
P. Teachers' Programs 2006-2010 Textual 4 folders Y Original T Adm 2 years 2 years years or after
Chronological Office years programs of teachers
updated

1. SY 2006-2007
2. SY 2007-2008
3. SY 2008-2009
4. SY 2009-2010
VI. ADMINISTRATION OFFICE
A. Administrative Officer
Dispose after
SY 2009- By year and Administratio 2 Schedule of classes by year
1. Class Schedules Textual 1 folder N Duplicate T Adm 1 year 1 year to years or
2010 section n Office years and section
updated

Correspondence received
Administratio 2 Shred after two
2. Correspondence 2006-2010 Textual Chronological 1 folder Y Duplicate T Adm 1 year 1 year from the principal and other
n Office years years
offices in the school

Transfer to
3. DepEd Certification of Administratio Adm/ Certification from the
2006 Textual 1 folder Y Duplicate P 1 year 0 1 year archives after 1
Recognition n Office Legal Department of Education
year

Dispose 1 year
25 Administratio
4. Employees' files 2006-present Textual Alphabetical Y Duplicate T Adm 201 files of employees after
folders n Office
resignation
SY 2009- Administratio 2 Rules on the school's grading After updated
5. Grading System Textual 1 folder Y Original T Adm 1 year 1 year
2010 n Office years system or superseded
Administratio 2 Promotion strategies of the
6. Marketing Plan 2006 Textual 1 folder N Original T Adm 1 year 1 year After updated
n Office years school

Memoranda coming from After updated

SY 2009- Administratio 2
7. Memoranda Textual Chronological 1 folder Y Duplicate T Adm 1 year 1 year different institutions affecting or the purpose
2010 n Office years
the operations of the school was met

Destroy after 2
years or all the
SY 2009- Administratio 2
8. Minutes of Meetings Textual Chronological 1 folder Y Duplicate T Adm 1 year 1 year Minutes of Meetings agenda have
2010 n Office years
been acted
upon

B. Clinic

SY 2009- 2 Lists of all the medicines and

1. Inventory of Medicines Textual Alphabetical 1 folder Clinic Y Original T Adm 1 year 1 year After updated
2010 years supplies in the clinic

2. Inventory of Supplies

Copies of medical certificates

SY 2009- 2 Dispose after 2
3. Medical Certificates Textual Alphabetical 3 folders Clinic Y Duplicate T Adm 1 year 1 year issued to faculty, staff, and
2010 years years
students

a. Faculty
b. Staff
c. Students
C. IT Technician

Dispose after
SY 2009- Administratio 2 Reports on equipments and
1. List of Equipments Textual Alphabetical 3 folders Y Original T Adm 1 year 1 year two years or
2010 n Office years laboratories
after updated

2. Report for Computer

Laboratories
3. Report for Offices
D. Janitorial/Maintenance/
Security
SY 2009- Administratio Permits submitted by Dispose after 1
1. Permits Textual Chronological 1 folder N Duplicate T Adm 6 mos. 6 mos. 1 year
2010 n Office students, faculty and staff year
E. Laboratory Assistant

Dispose after
SY 2009- 2 List of supplies and
1. Inventory of Equipments Textual Chronological 1 folder Laboratory Y Original T Adm 1 year 1 year two years or
2010 years equipments in the laboratory
after updated

2. Inventory of Supplies
VII. ACCOUNTING OFFICE
Accounting Fiscal/ 6 Taxes withheld on salaries of Shred after 6
A. Alpha List 2008-2009 Textual Alphabetical 2 folders Y Duplicate T 3 years 3 years
Office Legal years employees years

1. 2008

2. 2009
 Transfer to
Accounting Fiscal/ 6
B. Budget Records, Original 2006-2010 Textual Chronological 5 folders Y Duplicate P 3 years 3 years Budget forecast for the year archives after 6
Office Legal years
years

1. 2006
2. 2007
3. 2008
4. 2009
5. 2010

Transfer to
Accounting Fiscal/ 6
C. Budget Records, Revised 2006-2009 Textual Chronological 4 folders Y Duplicate P 3 years 3 years Actualized budget for the year archives after 6
Office Legal years
years

1. 2006

2. 2007
3. 2008
4. 2009

Transfer to
4 Accounting Fiscal/ 6 List of Cash received by the
D. Cash Receipt Book 2006-2009 Textual Chronological Y Original P 3 years 3 years archives after 6
ledgers Office Legal years school
years

1. 2006

2. 2007
3. 2008
4. 2009

2 Accounting Fiscal/ 6 List of disbursed cash and Dispose after 6

E. Check Disbursement 2006-2007 Textual Chronological Y Original T 2 years 4 years
ledgers Office Legal years check years

1. 2006
2. 2007
3. 2008
4. 2009
Accounting 6 Business forecast of the Dispose after
F. Five Year Projection Report 2006 Textual 1 folder Y Original T Adm 1 year 5 years
Office years school updated
G. General Form for Financial Accounting 5 Template for Financial Dispose after
2006 Textual 1 folder Y Original T Adm 1 year 4 years
Statement Office years Statements updated
Accounting 2 File of general information Dispose after
H. General Information Sheet 2005 Textual 1 folder Y Original T Adm 1 year 1 year
Office years about the school updated
Copies of permits issued by
Accounting 2 Transfer to
I. Government Permits 2005 Textual 1 folder Y Original P Legal 1 year 1 year the government for the
Office years archives
operations of the school
Accounting 10 Copy of Income Tax Return of Shred after 10
J. ITR 2005-present Textual Chronological 1 folder Y Original T Adm 5 years 5 years
Office years employees years
Accounting 10 Dispose when
K. Office Forms 2006 Textual Alphabetical 1 folder N Original T Adm 5 years 5 years Original template of forms
Office years updated

List of official receipts issued Transfer to

Accounting 4
L. Official Receipt List 2006-2009 Textual Chronological 1 folder Y Original P Fiscal 2 years 2 years and received by the school archives after 4
Office years
and collection reports years

1. Collection Report
a. 2006
b. 2007
c. 2008
d. 2009
Accounting 4 List of persons with unsettled Dispose when
M. Personal Accountability List 2006-present Textual Alphabetical 1 folder Y Original T Adm 2 years 2 years
Office years accountabilities updated
List of the properties of the Transfer to
N. Property Movement Report Accounting 2
2006-2009 Textual Alphabetical 1 folder Y Original P Adm 1 years 1 years school which were moved to archives after 2
Slip Office years
other places years
Accounting 6 Bank Statements of the Dispose after 6
O. RCBC Bank Statements 2006-2010 Textual Chronological 1 folder Y Original T Fiscal 3 years 3 years
Office years school with RCBC years
Transfer to
Accounting 10 Guidelines for activities of
P. Standard Practice Guideline 2006 Textual 1 folder Y Original P Adm 5 years 5 years archives after
Office years school personnel
10 years

Agreements with different Transfer to

Q. Various Construction Related Accounting 10
2005-present textual Chronological 1 folder Y Original P Legal 5 years 5 years contractors and construction archives after
Contracts office years
firms 10 years

Dispose after 6
38 Accounting 6 Balances payable to other
R. Vouchers Payable Book 2006-2010 textual chronological Y Original T Fiscal 3 years 3 years years or after
folders Office years institutions, persons, etc.
acted upon

VIII. CASHIER'S OFFICE

Cashier's 6 Dispose after 6
A. Check for Release 2009-2010 textual Chronological 1 folder Y Original T Fiscal 3 years 3 years List of Checks for release
Office years years
Files for credit card
B. Credit Card Files 2009-2010 1 folder
applications of employees
Daily collection balance
C. Daily Collection Reports 2008-2010 2 folders
sheets and reports

D. Deposit Slips 2009-2010 2 folders Deposit slips

E. DIGITEL Files 2008 1 folder N Adm Digitel applications

List of Official receipts issued

Fiscal/L
F. Official Receipt 2006-2010 8 folders Y and received by the school
egal
and collection reports

PAG-IBIG Applications of
G. PAG-IBIG Files 2008-2010 Alphabetical 1 folder
employees

H. Petty Cash Fund 2008-2010 Chronological 1 folder Petty cash collections

Receipts and forms for

I. PHILHEALTH Payments 2009-2010 1 folder
Philhealth payments
Promissory notes submitted
J. Promissory Notes 2009-2010 1 folder
by students
 Applications for Smart Gold
K. Smart Gold Plan 2009 1 folder N Adm
Plan
Remmittances of employees
L. SSS & ECC Remittances 2008-2010 1 folder Y Fiscal
to SSS and ECC
M. Statements of Account and Alphabetical/ 6 Official receipts for payments
2006-2010 8 folders Fiscal 2 years 4 years
Certificates of Matriculation Chronological years of students
IX. OFFICE OF THELIBRARIAN
1. Books for Evaluation 2009

Dispose after 6
2. Collection of Non-Print Office of the 2 List of all the non-print
2009 textual Alphabetical 1 folder Y Original T Adm 1 year 1 year years or
Materials Librarian years collection of the library
updated

List of all the print collection

3. Collection of Print Materials 2009
of the library
Correspondence received
4. Correspondence 2009-2010 Duplicate from the principal and other
offices in the school

4
5. Forms Templates 2009 Original 2 years 2 years
years

Written library rules and

6. Library Policy 2009
regulations
List of all the CDs/ DVDs
7. List of CDs/DVDs 2009
collection of the school
Statistics and other reports on
8. LRC Reports 2009-2010
library usage

Memoranda issued by
9. Memoranda 2009-2010 different institutions affecting
the operations of the library

Subscriptions of the library to

10. Periodical Subscriptions 2009
periodicals

11. Personal Files 2009 Personal files of the librarian

Copies of purchase
13. Purchase Requisitions 2009-2010 Duplicate requisitions submitted by the
librarian
14.Sales Invoice/Delivery SI and DR of materials in the
2009-2010
Receipts library
15. Standard for School Libraries
2009 Library standard from DepEd
and Media Centers