6640 OFFICIAL GAZETTE Vot. 107, No. 51 National Archives of the Philippines REPUBLIC OF THE PHILIPPINES NATIONAL ARCHIVES OF THE PHILIPPINES, PAMBANSANG SINUPAN NG PILIPINAS GUIDELINES ON THE ESTABLISHMENT AND USE OF GENERAL RECORDS DISPOSITION SCHEDULE (GRDS) ARTICLE I LEGAL BASES AND COVERAGE Rule 1: Rationale Article Ill, Section 17 of R.A. No. 9470 and Rule 29, Article 45 of the Implementing Rules and Regulations state that the National Archives of the Philippines shall develop a Records Disposition Schedule (GRDS) that shall prescribe the disposition of public records common to all government offices. Rule 2. Coverage These rules and regulations prescribe uniform standards for the creation and use of the general records disposition schedule to be followed by government offices. The creation of the GRDS includes the addenda, amendments, revisions and the first establishment of the disposition schedule, Attached to these guidelines is the General Records Disposition Schedule common to all Local government Units (LGU). The GRDS common to all Government Agencies was issued on January 20, 2009 and published in the Official Gazette on March 23, 2009. Rule 3. Purpose The National Archives of the Philippines (NAP) shall provide government agencies a basis for making decisions that allow government agencies to function and ensure the continuity of the operations. This basis also ensures that the records of government offices which accurately reflect historical developments are systematically managed while promoting efficient and economical operations. ARTICLE II DEFINITION OF TERMS Rule 4. Defi (a) Addendum—refers to a supplemen- tal addition to the records made/ created. It may correct errors, explain inconsistencies or other- wise detail or update the informa- tion found in the records created, especially if any such problems were detected too late to correct the documents issues. (b) Amendment—refers to the process of formally adding, changing, or improving a certain portion of a record series. (c) Disposal—refers to the act of selling, burning or any other way of discarding valueless records in accordance with the provisions of RA, 9470. (4) Document—refers to recorded information regardless of medium or characteristics. Commonly used interchangeably with “records.” (see 9) (e) General Records Disposition Schedule—refers to a records control schedule governing the disposition of a specified recurring records series common to all agencies.Decemser 19, 2011 OFFICIAL GAZETTE 6641 (f) Government Agency/Office—refers to any public office, department, bureau, agency, and instrument- ality, whether pertaining to the na- tional government or an LGU. (9) Public Record—refers to records or classes of records in any form, in whole or in part, created or received by a government agency in the conduct of its affairs and which have been retained by that government agency or its successors as evidence or because of the information contained therein. (h) Records Series—refers to a group of related records arranged under a single unit, label or kept together as a unit because the records deal with a particular subject, result from the same activity, or have a related special form. () Retention Period—refers to the specific period of time established and approved by the National Archives of the Philippines as the life span of records, after which they are deemed ready for permanent storage. Archiving or destruction. () _ Revision—refers to the process of modifying an earlier version of records made in order to correct, update, improve, or integrate the New processes or operations of the office. ARTICLE Ill ESTABLISHMENT AND USE OF GRDS Rule 5. Establishment of GRDS 1. Initial Establishment The NAP shall collate common record series from the approved agency records disposition schedules with their prescribed retention periods. The NAP shall conduct surveys of government agencies concerned to gather comments and suggestions on the collated records series and to ascertain each agency's recommendations for its retention periods. The NAP through its Records Management Evaluation Committee shall deliberate on the proposed GRDS and make recommendations for approval to the Executive Director of NAP. The Executive Director of Nap shall approve or disapproved the GRDS. All approved GRDS shall be published in the Official Gazette. Revision Request for revision of the GRDS ‘shall be considered at least every five (5) years to ensure the continued relevance of the disposition schedule of regords provided the need to add new records series is deemed acceptable. The revision may be made if newly enacted policies, laws, or rules and regulations may affect the disposition of the records. The revision may also be considered if some record series and retention periods are no longer suitable to the needs and operations of the government agency. The revision of the GRDS shall also follow the procedures stated in the initia/primary establishment of GRDS (6.1). Amendment/Addedum The NAP shall conduct a periodic review of an agency's organizational structure, functions as well as new and existing policies, rules and regulations pertaining to the disposition of records. The change, addition, and deletion of records series and retention periods shall be considered if new policies, laws or rules and regulations affect the disposition of records.6642 Amendment or addenda will be made only for minimal changes in the approved GRDS. The amendment/addendum of records series and retention periods are subject to deliberation by the Records Management Evaluation Committee of NAP and shall be approved by the Executive Director of NAP. The changes, additions, deletions and revisions made to the GRDS shall be published in the Official Gazette. Rule 6. Use of General Records Disposition Schedule 1. The General Records Disposition Schedule shall be used by all government agencies if the said GRDS is deemed applicable 2. GRDS issued for specific government agencies are only applicable for the specified government office. However, the disposition schedule applied to records series that are common to all OFFICIAL GAZETTE VoL. 107, No. 51 government agencies e.g. accounting records administrative records, etc.) may be used by any and all government offices for their disposition of records. 3. The GRDS shall serve as the standard guidelines on the disposition of records common to all government agencies. 4. The GRDS serve as the legal basis for the disposition of records upon approval of the Executive Director of NAP. Armicte IV MISCELLANEOUS PROVISIONS Rule 7. Repealing Clause All orders, rules and regulations or part thereof, which are inconsistent herewith are hereby repealed or amended accordingly. Rule 8. Effectivity This Circular shall take effect fifteen (15) days after its publication in the Official Gazette.DecemBer 19, 2011 OFFICIAL GAZETTE 6643 NATIONAL ARCHIVES OF THE PHILIPPINES. Pambansang Sinupan ng Pilipinas GENERAL RECORDS DISPOSITION SCHEDULE Common to Local Government Units Series 2011 RECORDS SERIES TITLE AND DESCRIPTION EXECUTIVE RECORDS (MAYOR'S/GOVERNOR'S OFFICE) ‘Announcements (Bandillo) Applications Housing Mayor's Permit and supporting requirements Senior Citizen Identification Certifications Good Moral Character Incumbency No Derogatory Record Quarry Commendations/Awards Cultural Files. Celebration Fiesta History Directories of Local Officials (Records Set) Govemor's/Mayor's Profile Lists of Organizations Logbooks of Business Permits issued by the Mayor's Office Masterists| Permits Issued Senior Citizens Mayor's Clearance Messages/Speeches (Records Se!) Permits Advertisemenv/Signage Arcade/Musoleum/News Stand/Sidewalk/ Waiting Shed Boiler/Elevator/Escalator Carolling ‘AUTHORIZED RETENTION PERIOD 1 year 4 year after@ipproval Permanent Permanent Permanent Permanent 1 year after updated 5 years Permanent 1 year Permanent 1 year 1 year after éxpirediterminated 1 year after expired 4 year6644 OFFICIAL GAZETTE Voi. 107, No. 51 RECORDS SERIES TITLE AND DESCRIPTION Permits Concert Fair Fireworks Display Mechanical Motorcade/ Parade ‘Occupancy Plumbing/Sanitary Quarry Repair Road Sign Shipping Social Sport Transfer of Cadaver Waterworks Rebel Returnee Files ‘Application for Amnesty ists Personal Profile Report Reports Emergency Relief Assistance Land Problem Market Inspection Nursery Seedling Periodic Department Police Requests Calamity Aid Donation/Solcitation Financial Assistance Use of: ‘Ambulance ‘Auditorium Special Events Files Graphic Design Photograph Presentation/Videos ACCOUNTING RECORDS ‘Analysis of Cash Reports ‘Audit Working Papers 1 year 1 year 1 year ‘5 years after completed 1 year Permanent 5 years after completed Permanent 1 year 1 year 4 year year 4 year 4 year 5 years after project had been completed Permanent 1 year after acted upon Permanent 10 years 5 years after Annual Financial Report hhad been publishedDecemBer 19, 2011 OFFICIAL GAZETTE GRDS Common to Local Government Units Series 2011 ITEM umpeR| RECORDS SERIES TITLE AND DESCRIPTION 20 | Certificates ‘Compensation Payment Contribution Income Tax Withheld ‘Statement of Income and Expenditure 21 | CredivDebit Advice 22 | Financial Reports 23 | Journals of Barangay Transactions 24 | Monthly Summaries of Real Property Tax Shares Distributed to Barangays. 25 | Reports ‘Annual Disbursement ‘Annual Estimated income & Appropriation Daily Summary of Revenues Monthly Disbursement and Releases ‘Summary of Property Taxes Paid 26 | Schedules ‘Accounts Payable ‘Appropriation, Allotment and Obligation Cash Advance Depreciation Expenditure Government Equity InteresNon-Interest Loan Property, Plant & Equipment Revenue and Receipt Trust Liabilities 27 | Statutory/Detailed Statements of Appropriation, Allotments and Obligations 28 | Summaries of Suspension and Disallowances 29 | Sundry Cards ‘AGRICULTURE RECORDS: 30 | Animal/Livestock Dispersal Contracts Cattle Large Animal ‘Swine and Goat Crop Production Data of Different Commodities AUTHORIZED RETENTION PERIOD 6 years 2 years 4 years S years 10 years 5 years provided Annual Financial Report (AFR) had been published, AFR is permanent 5 years S years 10 years Syears 3 years 10 years, Permanent 5 years 3years 10 years after settied 10 years 5 years after expiredlrenewedifinally settled6646 OFFICIAL GAZETTE VoL. 107, No. 51 GRD Common to Local Government Units ‘Series 2011 RECORDS SERIES TITLE AND DESCRIPTION Inventories Farm Machinery and Post Harvest Facility Livestock Lists Dispersal Recipient Large Dispersal ‘Swine and Goat Recipient of Agricultural Program Violator Mastertists Farmer Fishermen Irrigator Livestock Meat Establishment Files ‘Accreditation Document Evaluation Permits to Slaughter Profiles Farmer Fishermen Relief Papers of Dead Animal Dispersal Reports Confiscation/Post Abattoir Com/Patay Damage (Typhoon/Drought/Pest & Diseases) FisheryiLivestock Requests of Ownership/Transfer of Large Animals Soil Laboratory Records Examination/Test Finding/Result ASSESSOR RECORDS Abstracts of Swom Statements of True Current Fair Market Value of Real Properties. Affidavits Absolute Sale Adverse Claim Aggregate Land Holding AssetiProperty 4 year after updated 1 year after updated/superseded 1 year after renewal/expiration 3 years after updated 5 yoars 2 years after consolidated in the ‘Annual Report 11 year after acted upon Permanent PermanentDecemeer 19, 2011 GRDS Common to Local Government Units ‘Series 2011 ITEM cont-43 45 47 48 49 NUMBER} RECORDS SERIES TITLE AND DESCRIPTION OFFICIAL GAZETTE 6647 AUTHORIZED RETENTION PERIOD Affidavits Joint Quit Claim (Joint Affidavit) Quit Claim Self-Adjudication Transfer Adjudication Waiver ‘Agreements on Cost Share Reimbursements for Completed Tax Mapping ‘Annual Statements of Assessed Value of Real Properties Appraisal Cards Building Value Machinery Newly Built Building Undeciared Property Assessments Building Pian Data Sheet Roll of Taxpayer Agricultural Land and Project Building (Construction/Renovation! Repair/Residential Land) Subdivision Pian Tax Deciaration Title Cancellations of Tax Declaration Cases ‘Adverse Claim (Auction Sale, Lis Pendens, Replevin, Writ of Attachment/ Execution) ‘Assessment Appeal Certificate of Tite Original Transfer LandiLot" ‘Complaint Protest Certificates ‘Assessed Value of Real Property Completion Land Holding No-Improvement Occupancy Permanent Permanent 1 year after purpose had been served Permanent 4 year after purpose had been served Permanent Permanent 5 years after revised Permanent Permanent 7 years after finality of judgment, Decision is permanent ‘Court Order is also permanent Permanent6648 OFFICIAL GAZETTE GROS Common to Local Government Units Series 2011 RECORDS SERIES TITLE AND DESCRIPTION Certifications Landholding No Improvement ‘Ownership Pauper Litigant Property Holding Real Property ‘True Copy of Tax Declaration Declarations of Real Property Files ‘Affidavit of Adjoining Owner Certificate from the Bureau of Lands/ Bureau of Forest Development Sketch Title Transfer Field Appraisal and Assessment Sheets/Field ‘Sheets for Assessment (Worksheets showing floorplan and description of buildings together with computation) Guidelines/Manuals City Charter Depreciation Rate Table Revised Realty Tax Deciaration Guide Table Adjusted Value Inventories of Declared Accumulated Accounts Journals ‘Assessment of Tansaction Cancelled Assessment Lists ‘Awarded Lot Committee Appraiser Declared Owner of Unknown Address Real Property Logbooks of Notice of Assessment and Swom Statements Maps/Blueprints Barangay Base Cadastral Engineer Controlled Map (Used in locating undeclared property) Deed (Sale, Absolute Sale, Extra Judicial Partition) You. 107, No. 51 Permanent 5 years after revised 2 years after updated 3 years after superseded 1 year after updated 2 years after date of last entry ’ermanent RoadDecemser 19, 2011 OFFICIAL GAZETTE 6649 GROS Common to Local Government Units Series 2011 RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD Maps/Blueprints Survey Tax Map (Barangay, City, Provincial, Town, Index, Location, Photo and Sketch - pertaining to the section within the barangay) ‘Topographic Market Values of Buildings Permanent Minutes of Meetings of City/Municipa/Provinical Permanent Appraisal Committee Notices ‘Assessment and Tax Bill/Real Property Tax 5 years after settled Order of Payment ‘Assessment to Declarant 1 year after settled Cancellation of Assessment 1 year after settled ‘Ownership Record Cards Permanent Property index Cards 5 years after rescission of property Public/Real Estate Mortgages 10 years after settled Registry Books of Tax Declaration Permanent Reports Annual Report of Assessor Permanent City/Municipal Provincial Comparative Statement of Assessed Valuation | 2 years, Daily Accomplishment of Tax Mapping Work 2 years Inspection 2 years Monthly Assessment 2 years Monthly Report of Undeclared Real Property 2 years Progress 2 years Quarterly 2 years Statistical Permanent ‘Schedules of Base Units Permanent Cost for Building and Improvement Value for All Kinds of Land and improvement ‘Subdivision Plans/Schemes Permanent ‘Swom Statements Real Property Owner Permanent True Correct and Fair Market Value of Real 5 years after superseded Property ‘Tax Declarations of Real Prop Permanent 051830—5OFFICIAL GAZETTE Vou. 107, No. 51 ‘GRDS Common to Local Government Units ‘Series 2011 RECORDS SERIES TITLE AND DESCRIPTION Tax Map Control Rolls Post Pre ‘Tax Map Control Sheets Transfer of Extra Judicial Statements BARANGAY RECORDS ‘Approved Bonds of Barangay Cheirman/Treasurer Barangay Business Permits Barangay Clearances Barangay Notices of Cases Barangay Residence Certifications Blotter Books Lists Barangay Tanod Lupon Tagapamayapa Street Sweeper Logbooks for Women and Children Welfare Roster of Barangay Tanod BUDGET RECORDS Affidavits of Misallocation of Funds Approved Position Classification and Pay Plans Budget Files Budget Preparation Development Fund Local Schoo! Fund Preparation of Different Offices Review-Budget Allocation Infrastructure Budget Realignment of infrastructure Project Documents, Index Cards of Daily Transactions Barangay DepartmentOffice ecial Education Fund AUTHORIZED RETENTION PERIOD Permanent Permanent 5 years after expired/terminated 1 year after expirediterminated tyear 1 year after settied 1 year Permanent 1 year after updated 2 years after date of last entry 1 year 1 year after purpose had been served 4 year after superseded 3 years years 3 years after date of last entryDecemBeER 19, 2011 GROS Common to Local Government Units, Series 2011 ITEM INUMBER| 89 a1 92 93 94 95 97 98 RECORDS SERIES TITLE AND DESCRIPTION Letter Requests for Funding Local Budgets ‘Annual Local Budget Local School Board ‘Supplemental Local Budget Circulars and Memos Logbooks ‘General Fund Allocation Infrastructure National Aid for Local Government Unit ‘Special Education Fund Trust Fund Notices of Funding Checks Record Books of Payroll & Vouchers Reports Local Government Unit Quarterly Advice of Allotment Requests for Increase of Internal Revenue Allotment ‘Summaries ‘Appropriation Receipt and Expenditure BUSINESS PERMIT AND LICENSING RECORDS Applications for Permits Business New (Records Set) Authorization Letter Barangay Business Clearance Fire Clearance Lease Contract, Locational Clearance Occupancy Permit Photograph of Establishment Proof of Ownership Renewal (Records Set) Authorization Letter Barangay Business Permit Contract of Lease Financial Statement History of Payment Income Tax Return OFFICIAL GAZETTE AUTHORIZED RETENTION PERIOD 1 year after acted upon years 10 years 3 years after date of last entry 3 years 10 years after date of last entry 3 years 4 year after acted upon 3 years 1 year after renewedlexpired 6651 Ss6652 OFFICIAL GAZETTE GROS Common to Local Government Units ‘Series 2011 99 100 101 102 103 104 105 106 107 108 RECORDS SERIES TITLE AND DESCRIPTION Applications for Permits Business Renewal (Records Set) Insurance Lessor’s Permit Lists of Employees Previous Official Receipt/Business Permit Real Property Tax Receipt - Current SEC Certificate VAT Return Working Permit Business Inspection Reports Certificates of Business Certifications ClosediRetired Business No Record Complaints on Business Operations Confirmations of Application to Operate Business. Lists of Business Establishments Logbooks of Mayor's Permits Notices for Business Establishments with Deficiencies Closure Order Litting Order Permits Business Mayor's Permit Bus/Min- Jeepney Kalesa Tricycle OccupationalWorking Special Fil/Documentary Shooting Posting of Banner/Streamer Rally Street Closure Vot. 107, No. 51 AUTHORIZED RETENTION PERIOD 1 year after renewediexpired 2 years 1 year after renewedlexpired 1 year 5 years after settled 1 year 1 year after updated 2 years after date of last entry 1 year after complied 3 years 1 year after expiredirenewed/terminatedDecemBer 19, 2011 ‘GRDS Common to Local Government Units Series 2011 RECORDS SERIES TITLE AND DESCRIPTION Unclaimed Documents Business Application Business Permit ClearanceiCertification Fire Health Market CIVIL REGISTRY RECORDS: Admissions of Paternity ‘Adoption Records Advices Upon Intended Marriage Affidavits ‘Acknowledgment Cohabitation Detayed Resistration of Birth/Marriage/Death Discrepancy/Wrong Entry Bich Death Marriage Identity iegitimacy Joint (Common-iaw HusbandiWwite) Legal Age Marriage Legitimization Marriage Articulo-Mortis Marriage between Non-Christians Name of Child Use the Surname of the Father Alien/Civil Registration Books Authorities to Solemnis Marriage Certificates Death/Fetal Death Foundling Live Birth Certifications Local Registry Record (Birth/Death/Marriage) Available Destroyed Not Available Vital Event OFFICIAL GAZETTE 6653 AUTHORIZED RETENTION PERIOD ere | Permanent Permanent Permenent Permanent Permanent Permanent Permanent6654 OFFICIAL GAZETTE Vow. 107, No. 54 ‘GRDS Common to Local Government Unite ‘Series 2011 118 119 320 121 122 123 124 Court Decrees/Orders ‘Adoption Annulment of Marriage Change of Name Civil Status Correction of Entry Declaration of Nullty of Marriage Legitimization Naturalization Presumptive Death Revocation of Decree Marriage Certificates (Contracts) and attached documents Affidavit of Officiating Minister Notice of Re-applicant for Mariage License Marriage License Files Application for Marriage License and Supporting Documents Birth Certificate Certificate of No Marriage Certification ‘Seminar of Family Planning (25 up) ‘Seminar or Counselling (24 down) ‘Consent of Parent for Under Age (18-20) Notice for Posting Parental Advice (21-24) Swom Statement thet Advice of Parent or ‘Guardian had been Asked Marriage License Certificate Official Receipt and Marriage License Fee Petitions for Correction of Clerical Error/Change ‘of First Name (In the Certificate of Birth/Death! Marriage) Pre-Nuptial Agreements, Registration of Court Decisions and other Legal Instruments Registry Books Birth Court Decree/Order Death/Fetal Death Foundiing Legal instrument Marriage Philippine Citizenship junittn| RECoRDS.senes TmLEANDDescrieToN | AUTHORZEDRETENTION POD Permanent Permanent Permanent Permanent Permanent Permanent PermanentDecemBerR 19, 2011 OFFICIAL GAZETTE 6655 ‘GRDS Common to Local Government Units ‘Series 2014 125 126 127 128 129 130 131 192 133 134 135 RECORDS SERIES TITLE AND DESCRIPTION Reports Change of First Name. Report to NSO/Provincial Statistics Office Certificate Death Live Birth, Marriage Change of First Name & Correction with Clerical Error Court Decree/Order Legal Instrument ‘Supplemental Other Civil Registry Documents Requests Celebration of Marriage (Permit) Civil Registry Records Verification of Birth/Death/Marriage Slips Acknowledgment Routing Verification ‘COOPERATIVE RECORDS By-Laws & Articles of Cooperative Certificates Good Standing Resignation Tax Exemption Cooperative's Peso Ratings Lists of Cooperative Members Minutes of Cooperative Meetings Results of Conciliation and Mediation ENGINEERING RECORDS Applications for Permit Approvedi/Granted Denied/Disapproved (Discontinued/incomplete) Blueprints/Maps/Plans Building Approved as Built Plan Architectural AUTHORIZED RETENTION PERIOD. Permanent S years 4 year t year 4 year if not attached to registered documents, otherwise, file wih the appropriate record series eb seine Permanent 4 year 4 year 6 years ‘year 1 year after updated S years 5 years after settied 16 years 5 years PermanentOFFICIAL GAZETTE RECORDS SERIES TITLE AND DESCRIPTION Blueprints/Maps/Plans Building (Commercia/industriaResidential ‘Structural Cadastral City/Municipal/Provincial Map Road and Bridge ‘Specification ‘Work Plan Business Permit Radial Distances Certificates Locational Clearance ‘Commercial Industrial Institutional Residential Mechanical (Machineries/Factory Equipment) ‘Occupancy Certifications Building Permit issued (True copy) ‘Compietion of Project Electrical Sanitary/Safety inspection Electrical Installation Final Inspection & Construction Finished Project House Number Inspection Building Electrical Charts/Sketches (Working Drawings) Complaints Clogged Drainage Leakage Road Repair Consolidated Statistical Data (Barangay, City, Municipal, Provincial) Demolition Clearances Disapproved Project Proposals (With Bill of Materials and Estimates) Equipment Lease/Rental Files Vot. 107, No. 51 AUTHORIZED RETENTION PERIOD Permanent 2 years after finally settled 3 years after building had been demolished Syears 10 years after finally settledDecemBer 19, 2011 OFFICIAL GAZETTE 6657 GRDS Common to Local Government Units Series 2011 RECORDS SERIES TITLE'AND DESCRIPTION llega! Construction Cases Inspection Cards Inventory Lists Bridge Building Equipment Lighting Project Road ‘Annual Monthly Laboratory Tests on Construction Materials and Soil Material Sample Card Quality Control Pian Report Result Line and Grade Sketches Lists of Contractors Logbooks ‘Clearance Final Certificate Issued Mechanical Certificate Issued Mechanical Fees’ Paid ‘Mechanical Installation/Operation Order of Payment Permit Issued Building Electrical Electronic Mechanical Plumbing/Senitery Plan/Specification Maintenance Files ‘AccomplishmentCompletion Report Monthly Assignment Quarterly Routine Program Road Classification Road Maintenance Program Schedule of Implementation AUTHORIZED RETENTION PERIOD 7 years after finality of judgement. Decision is permanent Permanent Permanent Permanent 2 years after updated 2 years Permanent 2 years after consolidated in the ‘Annual Report Permanent 18 years 4 year after updated Permanent 2 years after date of last entry 5 years after date of ast entry 10 years after date of last entry 65 years after date of last entry 10 years after date of last entry Permanent Permanent 5 years after date of last entry ‘S years after date of last entry 5 years after date of last entry Permanent 5 years after completed 2years years Permanent Permanent years6658 OFFICIAL GAZETTE Vo. 107, No. 51 GRDS Common to Local Government Units, Series 2011 Mastedists of Permits Building Demolition Occupancy Repair Mechanical Files ‘Computation Sheet Plan ‘Approved Operation ‘Approved Proposed Installation Stub Notices ‘Contractor Demolition Excavation llega! Construction Violation Permits Building Construction Development Electrical Excavation ‘Mechanical Occupancy Plumbing/Sanitary Repair Permit Road Sign Signage/Advertisement Waterwork Project Files (Reconstruction/Repairs) Acceptance ‘Award of Affidavit of Project Completion Bill of Materials & Cost Estimate/Detalled Cost of Material Building Repair Certificate of Completion/Fire/Inspection ‘Communication Completion of Project ContractiAgreement Contractor's Affidavit Repayment of Laborer and Material Detailed Engineering Pian Detailed Estimate for Implementation Final Inspection and Acceptance of Project Final Inspection and Contractor's Affidavit Final Payment ‘years after project had been completed 3 years ‘year 2 years after finally settied 15 years after project had been completed 15 years S years after completed 5 years after completed S years after completed Permanent 5 years after completed Syears 1 year after purpose had been served 1 year 5 years after project had been completed 15 years after project had been ‘completed and finally settledDecemser 19, 2011 OFFICIAL GAZETTE 6659 GROS Common to Leal Government Units RECORDS SERIES TITLE AND DESCRIPTION Project Files (Reconstruction/Repairs) 15 years after project had been GraphiPlan & Specification/Blueprin! completed and finaly settled Construction Plan Labor/Equipment Requirement Notice to Proceed ‘Occupancy Order Change of Spare Parts Rental Request (Equipment) Suspension/Resumption Program of Work Project Appropriations/Maintenancel Performance Budget/Fund Release Project Proposal/Approved Feasibility Study Report ‘Accomplishment Monitoring Pre & Post inspection Status Termination Request/Resolution for Project/Funding/Program Resume/Suspension Order Schedule of Base Unit Cost for Building and Improvement Scope of Work Reports ‘Architec/Engineer Inspection/investigation Requests 2 years after acted upon Bulldozer and Dumper Construction Improvement of Waste System Infrastructure Project Inspection (Building, Bridge, Road) Maintenance/Reconstruction/Repair MateriaVEquipment/Laborer Road Right of Way Files Permanent ‘Agreement Permit to Trespass ‘Schedules of inspection 4 year Surveys, 2 years after evaluated Verification Plans Syears6660 OFFICIAL GAZETTE Vot. 107, No. 51 ‘GROS Common to Local Government Units Series 2011 RECORDS SERIES TITLE AND DESCRIPTION GENERAL SERVICES RECORDS. 164 | Certifications for Purchases/Personnel Justiications | 1 year 165 | Clearance Certificates from Property Aécountabilty | 15 years after retired/separated of employee 166 | Equipment Files Ceetticate of Registration Permanent Dally Assignment of Equipment 2years History Card Permanent Inspection Report 2yeers Insurance Policy 2 yeers efter renewed Ledger Card Permanent 167 | Requests to Use 1 year after acted upon ‘Sound System Town Plaza ‘Transport Service 168. | Vehicle Files ‘year after renewed Insurance Policy Official Receipt Certificate Registration HEALTH RECORDS ae SS ad 162 | Annual Household Surveys 1 year after evaluated 4170 | Burial Permits S years Cremation Exhumation Transfer 171 | Certifications 1 yeer DentalMedical Examination Health 172 | Charts In-Patient 18 years provided not a product of researchistudy and training purposes ‘Out-Patient 10 years after date of last consultation/ visit 173 | Clinical Referral Slips year 174 | Dental Records Permanent 175 | Epidemiology Files Disease Outbreak investigation Permanent Field Health Service Report Annual PermanentDecemaer 19, 2011 OFFICIAL GAZETTE 6661 ‘GRDS Common to Local Government Units RECORDS SERIES TITLE AND DESCRIPTION Epidemiology Files Field Health Service Report ‘Monthly/Quarterly/Semi-AnnualWeekly Hospital/information Surveillance Data Vital Health Statistics Family Planning Files Chart Contraceptive Stock Records Pre-Marital Counseling Certification Five Year Impact Programs Dental Care Diarrhea Disease Environmental Sanitation Expanded Immunization Health information Sheets ‘Acquired Immune Deficiency Syndrome! Human immunity Virus/Sexually Transmitted Disease (AIDS/HIVISTD) Hepa B Leprosy Cases Medical Treatment Records Mortality and Monitoring Records Pregnant Mother Rabies Cases Tuberculosis Cases X-ray with Kock’s Disease Health Insurances Health Surveys Hospital Referrals Index Cards Family Member Patient Laboratory Service Results/Findings Clinical Chemistry ‘Complete Blood Count (RBC/WBC) Culture and Sesitivity Test Body Fiuid Hemoglobin Examination Leprosy Detection Malaria Paps Smeat ‘Sputum/Stool/'Urine Examination Tuberculosis ‘AUTHORIZED RETENTION PERIOD years 15 years Permanent Permanent 3 years after last entry 1 year Permanent if implemented, otherwise dipose after 5 years Permanent Permanent Permanent 2 years 2 years 2 years Permanent Permanent Permanent 5 years after expired 4 year 2 years after evaluated and consolidated in the Annual Report PermanentOFFICIAL GAZETTE Vor. 107, No. 514 ‘GRDS Common to Local Government Units ‘Serles 2011 RECORDS SERIES TITLE AND DESCRIPTION Logbooks: Certifications Issued Daily Consultation Diarthea/Sputum Examination Family Members/Family Planning Client Medicines Distribution Morbid Cases of Cerebro Vascular Diseases (Hypertension, Rheumatic Hearth Disease, Coronary Thrombosis, and the like) Patient Treatment Masterlists Birth Cases of Communicable Disease Death Health Education/Programs Conducted Non-Communicable Disease Person with Disability Masterlists on Operation Timbang of Pre-School Age Medico Legal Cases Monitoring Chart Immunization Records Morbidity and Mortality Cases Pharmacy Records Prescription/Prescription Book Records of Dangerous Drug ‘Stock Card on Medicine Supplies Psychological Files Evaluation Test Material Registry Cards ‘Acquired Immune Deficiency Syndrome! Human Immunity Virus/Sexually Transmitted Disease (AIDS/HIVISTD) Leprosy Pulmonary Tuberculosis Rehabiltated Patient’s Records (For Drug Abuse) AUTHORIZED RETENTION PERIOD 1 year after date of last entry 5 years after date of last entry 5 years after date of last entry 5 years after date of last entry 1 year after date of last entry 5 years after date of last entry Permanent 5 years after date of last entry Permanent Syears 7 years after finality of judgment. Decisions are permanent 10 years 10 years Permanent Permanent 3 years after date of last entry Permanent Permanent 15 years after last consultationvvsit 2 years 10 years 2 yearsDECEMBER 19, 2011 OFFICIAL GAZETTE 6663 GROS Common to Local Government Units Serios 2011 195 196 197 198 199 200 201 Reports Marriage Counselling Maternal Child health Medico Legal Morbidity Mortality Nutrition Program Expanded Program on Immigration National Turbercolosis Program Under-five Statistical Target Client Lists Ray Files Film With Court Case Without Medico Legal Case Request Result JAIL MANAGEMENT RECORDS Logbooks ArrivaliDischarge of Prisoner Hearing Prisoners’ Jacket (Carpeta) (Records Set) Certificate of Discharge Commitment Order Decision Detainee's Manifestation Finger Print Chart Information Medical Certificate Personal History Data ‘Subpoena Reports on Detention/Ciassification of Offenses ‘Annual Monthly Requests for Issuance of Certificate of Detention ‘Schedules of Hearing RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD 2 years 2 years 10 years 10 years 2 years 2 years 2 years Permanent 1 year after updated 15 years 10 years 1 year Syears Permanent 2 years after date of last entry Permanent Permanent 2 years after incorporated in the Annual Report 11 year after acted upon 1 year6664 OFFICIAL GAZETTE Vow. 107, No. 51 ‘GRDS Common to Local Government Units ‘Series 2011 RECORDS SERIES TITLE AND DESCRIPTION LEGAL RECORDS Affidavits Loss Ownership Boundary Dispute Documents Contracts Chattel Mortgage Lease of Market Stall Deeds Conveyance/Reconveyance Donation Exchange Ratification Sale Usufruct Demand Letters re: Informal Seltiers Extraluicial Settiement of Estate Land Titles Owned by the LGUs Waiver of Rights/Quitclaims PERSONNEL RECORDS Abstracts of Absences and Underimes Certifications Attendance ‘Vacant Position Clients Satisfaction Filed up Forms Guidetines Givi Service Local Govt. Consultancy Resource Outreach for Productivity Project Logbooks of Appointees/Retirees Mission Orders Notices Appointment Notice of Salary Adjustment (NOSA)! Notice ‘of Salary increment (NOSI)/ Longevity Pe AUTHORIZED RETENTION PERIOD 4 year after purpose had been served Permanent Permanent Permanent 5 years after expiredirenewed Permanent 2 years after settled Permanent Permanent Permanent 1 year 2 years after superseded 15 years after date of last entry 2years 1 year 15 years after retirediseparatedDecemser 19, 2011 OFFICIAL GAZETTE 6665 GRDS Common to Local Government Unite ‘Series 2011 RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD Notices Position Allocation 1 year Vacancy 4 year after vacant position had been filed up Output Tracking Records 4 year Personnel Selection Board Deliberation Files 3 years after vacant position had been Minutes of the Meeting filed up Ranking Report Rating Sheet Recommendation Tally Form Reports ‘Annual Status of Personnel Permanent Appointment Issued 2years Salary Index Cards 15 years after retited/separated Schedules of Personnel 4 year Statements of Salary Savings year ‘Summaries of Leave Credits 2 years Third Copies of Payroll 4 year provided the official copy is retained at the Accounting PLANNING AND DEVELOPMENT RECORDS. Census Statistics 1 year after updated Committee/CounciVAssociation Files ‘Agenda 1 year Minutes of Meeting 4 year Notice 4 year Resolution Permanent Data Based on Different Needs of the Community Permanent Development Council Files Permanent Plan Project ‘Socio-Economic Foreign Assisted Projects Permanent Usts 1 year after updated Approved Sub-Project Botanical Garden & Park/Spring Devel 051830 —66666 OFFICIAL GAZETTE Vou. 107, No. 54 QRDS Common to Local Government Unite ‘Series 2011 Jcont 290] Lists Cattle Fattening Cooperative Housing Project Integrated Development Pian Kebisig Mall Local Government Official ‘School Building Construction Local Government Unit Data Bank Permits Fence/Partition/Wall Fire Escape LocationalZoning Pians/Progrems ‘Annual Implementing Plan (AIP) ‘Annual investment Plar/Program (AIP) ‘Comprehensive Development ‘Comprehensive Land Use Development Physical Framework Disaster Risk Management Food Security Fund Security ‘Gender Responsive Development Livelihood Project and Program Local Development Investment Long/Medium/Short Term Development Pian Population Development ‘Transportation & Traffic Management Position Papers. Poverty Mapping Records Profiles (City’Municipal/Provincial) Demography Employment Land Characteristic Population ‘Socio-Economic Territorial Boundaries Reports Financial and Development Return SpetiaV/Infrestructure Sector State of Local Children State of Local Governance RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD 1 year after updated Permanent 5 years after completed 1 year after building code had been complied with Permanent Permanent if implemented, otherwise, dispose after § years Permanent if implemented, otherwise dispose after 5 years 5 years Permanent 2 years 5 years 5 years PermanentDecemar ER 19, 2011 OFFICIAL GAZETTE 6667 GROS Common to Local Government Units Socios 2011 238 239 240 241 242 243 244 245 246 247 248 249 RECORDS SERIES TITLE AND DESCRIPTION Reports Status of Project and Infrastructure for Local Community Assistance Statistical Data Statistical Guides Strategic Framework Studies on Development Programs Surveys Household Land Ownership Urban Development and Housing Files Accomplished/Validated Socio-Eco Survey of Possible/Existing Beneficiary ‘Acquisition of Lot intended for Housing Project. Document Profile of Community/Housing Association Proposedixisting Housing ProjectSite File Copy of Land Title Copy of Structural and Schematic Pian Copy Of Tax Declaration Zoning Ordinances/Clearances PUBLIC SAFETY RECORDS. Masteriists Mayor's Permit Kalesa Motor Numbers Inspected Public Utility Jeepney/Vehicies Ordinance Violator Traffic Violation Record Books SANGGUNIAN RECORDS ‘Agenda of Sessions/Orders of Business Certifications Accreditation Posting ‘Complaints on Government Officials and Employees AUTHORIZED RETENTION PERIOD 2years Permanent Permanent 5 years Permanent 1 year after evaluated 5 years Permanent Permanent 5 years after purpose had been served, Permanent if implemented Permanent 4 year after updated Permanent S years 2 years efter date of last entry 4 year 4 year 5 years after finally settledOFFICIAL GAZETTE Vou. 107, No. 51 RECORDS SERIES TITLE AND DESCRIPTION Creation/Conversion Files Barangay City ‘Municipality Province Drafts Working Papers of Minutes of Committee Hearings Foreshore Lease Agreements Implementing Rules and Regulations of Ordinances Journal Proceedings of Sessions Lists Committee Sponsorship/Co-Cheirmanship Sanggunian Committees Logbooks Approved Resolutions/Ordinances Publication & Posting of Ordinances Receiving/Releasing of Ordinances/Resolutions Manuals Citizen's Transactions Policies Minutes/Journals of Meetings/Sessions Board Committee Inaugural Joint Regular Special Hearing Regular Session Barangay City Newspaper Publication of Ordinances (Record Sel) Ordinances/Resolutions ‘Approved Disapproved ‘Supporting Documents Preliminary Approval & Locational Clearances (PALC) Reports AUTHORIZED RETENTION PERIOD 5 years after finally settled. Decision is permanent 1 year after transcribed Permanent Permanent Permanent Permanent Permanent 3 years after revised Permanent PermanentDecemper 19, 2011 OFFICIAL GAZETTE 6669 GRDS Common to Local Government Units Series 2011 263 264 265 266 267 268 269 270 an 272 273, ora 275 RECORDS SERIES TITLE AND DESCRIPTION Reports Committee Report Performance of Sanggunian Bayan/Panialawigan! Panglungsod (SB/SP) Member Requests for Certified True Copies of Minutes/ Resolutions and Others Rules of the Sanggunian ‘Summons/invitations ‘Committee/Public Hearing Regular/Special Session ‘Transcripts of Stenographic Notes of Sessions SOCIAL WELFARE AND DEVELOPMENT RECORDS —_ | Certifications of Day Care Workers. Child and Youth Welfare Highlights of Activities Client Files of Drug Dependents/Rape Victims/Human Trafficking/Neglected/AbandonediBattered Wife Referral Letter Report Client Violation Final Evaluation Houseparent Progress Family Surveys Family Violence Cases Follow-up and Progress Reports on Individual Cases Intake Sheets of Client Information and Financial Assistance Reports Elderly and Disabled Person Social Case Study Terminal Unwed/Single Parent Social Welfare Programs AUTHORIZED RETENTION PERIOD Permanent S years 1 year after acted upon Permanent 3 years Permanent 4 year 2years 2years 2 years after incorporated in the Terminal Report which is Permanent 1 year after evaluation 7 years after finality of judgment Decision is permanent 2 years after finality of judgment 5 years 2 years S years Permanent 2 years Permanent if implemented, otherwise dispose 5 years from date of record6670 OFFICIAL GAZETTE GRDS Common to Local Government Units Series 2014 ped RECORDS SERIES TITLE AND DESCRIPTION INUMBER| ‘TREASURY RECORDS 276 | Abstracts Real Estate Collection Real Property Collection Payment/Tax-On-Line Payment 277 | Allen Annual Taxes 278 | Aiphalists Real Property Owner Withholding Tax on Compensation 278 | Annual Real Property Tax Payments (Yearly Registered Real Property Tax Payments) 280_| Apprehension Advices (Advice Issued by the Licensed Inspector on Erring Taxpayers) 281 | Auction Sales Delinquent Real Property Impouded/Towed Vehicle Property/Equioment Real Property 262 | Bank Statements 283 | Barangay Shares in Real Property Tax Statements 284 | Bond index Cards 285 | Books of Accounts 286 | Books on Tax Deciaretions 287 | Burial Permits with Official Receipts 288 | Certificates end Receipts of Transfer of Large Cattle 289 | Comparative Statements of Markets and Slaughters 290 | Controi Lists Collection Loan Payable Loan Receivable 291 | Demand Letters (Letters to taxpayers demanding taxes as result of ocular verification of the inspector) VoL. 107, No. 51 AUTHORIZED RETENTION PERIOD 4 years 10 years Permanent 4 years 5 years after the case had been settled Permanent 10 years 10 years Permanent 10 years 10 years Permanent Permanent Permanent 10 years provided post-audited, finally settled and not involved in any case Permanent S years S years 5 years aller settledDecemser 19, 2011 OFFICIAL GAZETTE 6671 GRDS Common to Local Government Units Series 2011 299 301 302 303 Estimated Income and Expenditures Finance Committee Resolutions Index Cards Payment of Real Property Realty Property Owner Taxpayer Internal Revenue Allotments Inventories of Real Properties Land Tax Receipts Lists ‘Awardee for Collection Purposes (Landed Delinquent Taxpayer Market Owner (Stall) ‘year after updated (Owner of Large Cattle ‘year after updated Property Auctioned 10 years Taxpayer Permanent Logbooks of Requisition of Accountable Forms Notices Assessment Value of Real Property 4 year Cash Count/Demand/Verification Sheet losing of Daily Transaction of Teller 2years Collecting Officer 5 years ‘Computerized Validating Machine Teller 5 years Daily Ciosing of Machine Teller’s Transaction | 2 years Disbursing Officer 5 years Delinquent Taxpayer year Demand Letter 1 year ‘Suspension 4 year Posting Guides of Real Property Tax Payments 2 yrs after superseded Provincial Treasure:'s General Receipts Real Cash Statement Tax Case Tex Clearance Tax Order of Pay RECORDS SERII AUTHORIZED RETENTION PERIOD 3years Permanent Permanent 3 years Permanent Estate) Property Files 10 years provided post-audited, finally settled and not involved in any case Permanent ‘year after updated 10 years after date of last entry 10 years provided post-auited, finally settled and not involved in any case 10 years provided post-audited, finally seltled and not involved in any case 7 years after finality of judgment. Decision is permanent 10 years 5 years after settled6672 OFFICIAL GAZETTE VoL. 107, No. 51 GRDS Common to Local Government Units Series 2011 RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD Real Property Files, Tax Receipt 410 years provided post-audited, finally settled and not involved in any case Tax Register Permanent Tax Remittance 10 years Receipts 2 years after settled Ordinance Violation Receipt (OVR) Parking Receipts and Certificates of Ownership of Large Permanent Cattle. Records of Ownership of Real Property Permanent Reports Accountable Forms Issued 3 years Cash Advance 10 years Cash and Account Examination 3 years provided post-audited, finally settled and not involved in any case City/ProvincialTreasurer's Monthiy Accountability | 2 years after consolidated in the Annual Report ‘Consolidated Daily Cash Position 5 years Consolidated Report of Accountability Form 10 years Control of Accountability of Accountable Form | 3 years Daily Collection and Deposit 3 years Deputized Provincial/Municipal Treasurer's 4 years Comparative Collections Financial Audit Permanent Fund Distribution (Revenue derived from 5 years Real Property Tax) General Collection 40 years Local Government's Quarterly Financial 2 years after consolidated in the Operation ‘Annual Report Monitoring of Real Property Tax Remittance 2 years, (Comparative Report) Real Property Collection 10 years Revenue/Receipt 10 years Status of Tax Compromise Agreement 2 years Treasurer's Week'y Cash 3 years Uncollected Tax 2 years Residence Certificates (Community Tax Certificates) | 10 years Revenues Files 10 years provided post-audited, finally Asset settled and not involved in any case BIR Allotment and Local Government Revenue Stabilization Branding of Cattle Permit Secretary's FeeDecemBer 19, 2011 OFFICIAL GAZETTE 6673 GRDS Cormmon to Local Government Units Series 201 RECORDS SERIES TITLE AND DESCRIPTION Slaughter Permit Fee Receipts Statements Income end Expenditures General Fund Infrastructure Special Education Trust Inventory of Accountable Form OveriShort Remittance, Collection, Validation and Missing Receipt ‘Summaries of Collections ‘Tax Compromise Agreements ‘Tax Mapping Surveys ‘Tax Ordinances Tax Retums ‘Amusement Annual Fixed Tax Franchise Land Printing Professional Tickets Apprehension Hawker Market Cash Parking ‘Treasurer's Certifications Warrants of Levy VETERINARY RECORDS ‘Animal Rabies Cases Certifications on Examined Animals Handler's Licenses Inventories Livestock Farm Swine AUTHORIZED RETENTION PERIOD 10 years provided post-audited, finally settled and not involved in any case 10 years Syears 5 years after cleared 10 years Permanent 4 year Permanent 10 years 5 years 4 year 4 year after expiredirenewed 1 year after updated6674 OFFICIAL GAZETTE ‘GRDS Common to Local Government Units Lists Accredited Breeder/Fattener Farm ‘Accredited Transport Carrier ‘Animal Population Animal Treated/Vaccinated ‘Approved Handler Backyard Hog/Swine Raiser Biogas Digester BroilerLayeriPiggery Farm Foot & Mouth Disease Accredited Farm Issued Handler's License ‘Member Farm/Raiser Association Petshop Recipient for Piglet Re-Stooking ‘Slaughter House Swine Center Veterinarian Livestock Files Development Program Insurance Profile Meat inspection Certificates Pricelists of Medicine for Animals Profiles Accredited Meat Establishment Meat inspection Programs Beef, Cattle and Small Ruminant Breeder ‘Accreditation Bull Loan Hunger Mitigation Microfinance Resource Rabies Vaccination Records Reports ‘Animal Health Monitoring Clinical Laboratory Comprehensive Development Foot & Mouth Disease Negative Monitoring Incidence Meat Examination Slaughter Status of Livestock Survellance Vot. 107, No. 54 Permanent if implemented, otherwise dispose 5 years from date of record 4 year after expired 3 years after updated 4 year after expired 4 year 3 years after updated Permanent if implemented, otherwise dispose 5 years from date of recordDecemBer 19, 2011 OFFICIAL GAZETTE 6675 ‘GRDS Common to Local Government Units Requests ‘Animal Dispersal ‘Anti-Rabies Vaccination Livestock Loan Schedules Mass Vaccination Veterinary Quarantine Shipping Permits of Animals ‘Approved Confiscated Survey Questionnaires Animal Population Disease Situation Goat Meat Vendor Veterinary Infrastructure Impounding of Stray Dog/Cat RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD 1 year after acted upon 1 year after expiredirenewed Survey Assessments/Summary Outputs 3 years 4 year after evaluated