IMPLEMENTING RULES AND

REGULATIONS ON SAFEKEEPING AND

MANAGEMENT OF DOCUMENTS

VERSION APPROVED
DATE REVISED BY NOTED BY DETAILS
NO. BY

Dr. Sheevun
Edmie Ann O. Sheena V.
1 7/07/18 D. Guliman, Initial Issue
Espuerta Cuizon
CPA

Gletzmar B.
Kathleen Mae D. Share Mae Annual
2 7/04/19 Igcasama,
Quiño Sumanda Update
CPA

ENP Redson
Cherry Lou C. Isabella Anne Annual
3 7/12/20 R. Marte,
Chavez M. Ortiz Update
CPA, CTT
CONTENT

IRR 1.0 INTRODUCTION

IRR 2.0 OBJECTIVES

IRR 3.0 GENERAL GUIDELINES ON CREATION, APPROVAL, AND

SUBMISSION OF CRITICAL DOCUMENTS

IRR 4.0 FORMATTING

IRR 5.0 STORAGE AND BACKUP

IRR 6.0 TURNOVER AND RETENTION

IRR 7.0 ENFORCEMENT OF THE IMPLEMENTING RULES AND

REGULATION
IRR 8.0 AMENDMENTS OR REVISIONS

IRR 9.0 SEPARABILITY CLAUSE

IRR 10.0 REPEALING CLAUSE

IRR 11.0 EFFECTIVITY

IRR 1.0 INTRODUCTION
IRR 1.1 Safekeeping of documents is one of the vital functions in an organization
to preserve its history and records. Relevant information that cannot be found is useless
and cannot produce a positive effect for the organization. Documents that are not
systematically arranged and disorganized cause inconvenience. Records which would
play an imperative role in every crucial decision-making process must be well-protected
to keep its usefulness, fairness, and integrity. Thus, in this concern, a well-schemed
safekeeping rules and regulations is structured to support every endeavor that would be
undertaken and to maintain a track of the legacy which is perpetually written by NFJPIA-
Region 10 & CARAGA Council.

IRR 2.0 OBJECTIVES

IRR 2.1 To allow quick and simple retrieval of documents.

IRR 2.2 To establish policy on how these documents will be properly kept, filed,
and preserved.

IRR 2.3 To designate the parties responsible for the creation, approval, and
custody of documents.

IRR 2.4 To advise the media on how letters will be disseminated and how to
monitor the dissemination process.

IRR 2.5 To ensure that all documents required for the sound management of the
Board are maintained in a secure manner and in conformity with all of the requirements.

IRR 2.6 To explain how these documents will be turned over in the succeeding
year.
IRR 3.0 CREATION, APPROVAL, AND SUBMISSION OF
CRITICAL DOCUMENTS
IRR 3.1 OFFICIAL DOCUMENTS

IRR 3.1.1 Constitution and By-Laws

IRR 3.1.1.1 Based on Article XX Section 5 of the 2011 NFJPIA

Constitution and By-laws, Constitution and By-Laws shall not be
amended nor revised within three (3) years after its last ratification.

IRR 3.1.1.2 Constitution and By-Laws shall be safely kept by the

Regional Secretary General and a copy of this shall be propagated
to all the Officers of the Federation, as well as to members of the
organization who shall ask for it.

IRR 3.1.2 Board Resolutions

IRR 3.1.2.1 The Board Resolution shall be prepared by the Regional

Secretary General upon the quorum vote of the Board during a duly
called meeting.

IRR 3.1.2.2 The Board Resolution shall be certified correct by the

Regional Secretary General, approved by the Board and noted by
the Regional Adviser two (2) days after the duly called meeting.

IRR 3.1.2.3 To facilitate the systematic arrangement of files, the

Board Resolutions shall appear with a title of:

Board Resolution No. (Cardinal Number)

Series of (Year)
 Example:

Board Resolution No. 1

Series of 2018

IRR 3.1.3 Implementing Rules and Regulations

IRR 3.1.3.1 Implementing Rules and Regulations shall be prepared

by the Chairperson or Head of the undertaking he/she purports to
represent.

IRR 3.1.3.2 Implementing Rules and Regulations shall always

include the following:

 Description
 Objectives
 Procedure on how these shall be enforced and
implemented
 Provisions for Amendments and Revisions
 Separability Clause
 Repealing Clause
 Effectivity

IRR 3.1.3.3 Implementing Rules and Regulations shall be submitted

and presented by its author in the Team Planning Event of the
Officers.

IRR 3.1.3.4 Implementing Rules and Regulations shall be approved

by the Board on its Regional Executive Board Meeting and be noted
by the Regional Adviser.
IRR 3.1.4 Memorandums

IRR 3.1.4.1 Memorandums shall be prepared by the Chairperson or

Head of the event to be undertaken.

IRR 3.1.4.2 Memorandums shall always include the following:

 Objective
 Date
 Itinerary
 Breakdown of activities
 Others that may deem necessary to be disclosed

IRR 3.1.5 Master Plans

IRR 3.1.5.1 Master plans shall be prepared by the Chairperson or

Head of the undertaking he/she purports to represent.

IRR 3.1.5.2 Master plans of events shall always include the

following:

 Project Title
 Project Description
 Project Objectives
 Target Participants
 Theme Description
 Prospective Date and Venue
 Program of Activities/Scenario Plan
 Qualifications and Requirements
 Attachment of Complementary Implementing
Rules and Regulations (if any)
 Delegation of Manpower
 Task List and Timeline
  Promotional Strategies
 Attachment of Financial Matters (see Budget
Proposal)
 Others that may deem necessary to be disclosed

IRR 3.1.5.3 Master plans shall be submitted and presented by its

author on the Team Planning Event and shall be approved by the
Board and noted by the Regional Adviser.

IRR 3.1.6 Minutes of the Meetings

IRR 3.1.6.1 The Minutes of the Meeting shall be prepared by the

Regional Secretary General for both regular and special meetings.

IRR 3.1.6.2 The Minutes of the Meeting shall always include the
following:

 Date and Venue

 Scheduled Time and Actual Starting Time
 Attendance (Late-comers shall be presented
together with the actual time arrival, unless no
agenda were tackled yet)
 Subject Matter
 Call to order
 Quorum and Purpose
 Others that may deem necessary to be disclosed

IRR 3.1.6.3 A copy of the Minutes of the Meeting shall be

propagated to the Board within five (5) to seven (7) days after the
meeting.
 IRR 3.1.6.4 The Minutes of the Meeting shall be certified correct by
the Regional Secretary General approved by the Board and noted by
the Regional Adviser.

IRR 3.1.7 Budget Proposals

IRR 3.1.7.1 Budget Proposals should be prepared by the

Chairperson or Head of the undertaking he/she purports to
represent.

IRR 3.1.7.2 Budget Proposals shall include a comprehensive

breakdown of projected expenses for which the proposed budget
will be allocated.

IRR 3.1.7.3 Budget Proposals shall be submitted and presented by

its author for review and approval on Team Planning Activity of the
Officers.

IRR 3.1.7.4 Budget Proposals shall be reviewed and approved by

the Regional Vice President for Finance and the Regional President
respectively, and noted by the Regional Adviser.

IRR 3.1.8 Financial Statements

IRR 3.1.8.1 Financial Statements shall be prepared by the Regional

Vice President for Finance one week after execution, monthly (every
15th of the following month), and annually.

IRR 3.1.8.2 Financial Statements shall be submitted to the Regional

Vice President for Audit within ten (10) to twelve (12) days after the
date of the report.
 IRR 3.1.8.3 Audited Financial Statements shall be submitted by the
Regional Vice President for Audit to the Officers within fifteen (15)
days after the date of the report.

IRR 3.1.8.4 An Annual Audited Financial Statement shall be

submitted to the Board within twenty (20) to thirty (30) days after
the Convention.

IRR 3.1.8.5 Audited Financial Statements shall be certified correct

by the Regional Vice President for Audit, and noted by the Activity
Head (if any), Regional President, and Regional Adviser.

IRR 3.1.9 Activity Documentations

IRR 3.1.9.1 Activity Documentations shall be made by the Regional

Vice President for Media together with his/her Standing
Committee(s) in coordination with the Chairperson or Head of the
activity to be documented.

IRR 3.1.9.2 Activity Documentations shall include the following:

 Photographs of the event

 Videos of the event
 Poster
 Countdowns
 Other media materials

IRR 3.1.9.3 Activity Documentations shall be approved by the

Board and noted by the Regional Adviser.

IRR 3.1.9.4 A period of one week shall be allotted for the

responsible parties to accomplish and submit to the Regional
Secretary General all the necessary documentation.
IRR 3.1.10 Event Accomplishment Reports

IRR 3.1.10.1 Event Accomplishment Reports shall be prepared by

the Regional Secretary General together with the Records and
Documentations Committee (if any).

IRR 3.1.10.2 All Event Accomplishment Reports shall have an event

article with project title, project date and venue. Attached to the
article shall include the following:

 Evaluation Reports
 Financial Documents
 Documented Photos

IRR 3.1.10.3 The Event Accomplishment Reports shall be approved

by the Board and noted by the Regional Adviser.

IRR 3.1.10.4 A twenty-five (25) day period shall be allotted for the
responsible parties to accomplish the reports and disseminate it to
the entire Executive Board for their perusal.

IRR 3.1.11 Communication Letters

IRR 3.1.11.1 All letters that will be disseminated by the Officers

shall be made by the Regional Secretary General with the approval
of the Regional President.

IRR 3.1.11.2 All letters that will be disseminated by the Officers

shall be copy furnished to the Regional President.

IRR 3.1.11.3 Letters for invitation, notices, and others which would
imply a need for a confirmation shall be responded by the recipient,
either affirmation or negation, three (3) days after they have been
sent.
 IRR 3.1.12 Evaluation Reports

IRR 3.1.12.1 The Evaluation Reports shall be done by the Regional

Vice President for Audit.

IRR 3.1.12.2 Evaluation Reports shall be submitted to the Officers

eight (8) days after the date of the activity.

IRR 3.1.12.3 The basis for the Evaluation Report is the audited
result of the evaluation forms. The evaluation forms shall be given
to all attending delegates in each event of the federation.

IRR 3.1.12.4 Evaluation Reports shall be noted by the Activity Head,

Regional President, and Regional Adviser.

IRR 4.0 FORMATTING

IRR 4.1 All of the above-mentioned documents shall be prepared in conformity
with this format:

Font Style: Segoe UI

Font Size:

Title: 26 (BOLD)

Headings: 16 (BOLD)

Sub-heading: 14 (BOLD)

Body: 12

Page Size: Letter (8.5” x 11”)

 Margins:

Top: 2.5”

Bottom: 1”

Left: 1”

Right: 1”

Line Spacing: 1.15

IRR 5.0 STORAGE AND BACKUP

IRR 5.1 All documents to be stored shall follow this file name format:

RFJPIA10CARAGA(Fed Year)_(Document Type)_(Activity)

Example:

RFJPIA10CARAGA2021_Memorandum_1st REBM

RFJPIA10CARAGA2021_IRR_Socio Civic Comprehensive Programs

IRR 5.2 All documents to be kept in the Board’s databank should be final
versions; it shall be in a PDF Format to avoid alterations of its content.

IRR 5.3 Each officer is required to have a flash drive/hard drive/memory card for
NFJPIA exclusive use, which will serve as their storage device.

IRR 5.4 The author of the document shall maintain a soft copy of his file and
have a secondary back-up using Google Drive and Linktree.
 IRR 5.5 Saved in each officer’s flash drive are also the documents made by the
Standing Committee under his/her supervision.

IRR 5.6 The flash drive of the Secretary General shall serve as the databank where
all the documents generated by the Board shall be stored.

IRR 5.7 The Regional Secretary shall maintain a separate hard disk, a secondary
backup solution using Google Drive and Linktree where copy of the files shall be stored
for contingency in case of file crash and corruption.

IRR 5.8 The final copy of the documents shall be saved.

IRR 5.9 A hard copy of all the documents prepared for the entire federation year
shall be safely kept and properly sorted.

IRR 5.10 A monthly backup run testing shall be performed by the Regional
Secretary General to ensure the recoverability of data.

IRR 6.0 TURNOVER AND RETENTION

IRR 6.1 Turnover of documents shall occur within 15 to 20 days on the start of
the next federation year.

IRR 6.2 The retention period shall be for two (2) years.

IRR 6.3 The databank of the two (2) consecutive preceding federation years shall
be in the custody of the present year Secretary General.

IRR 6.4 All the documents passed on by the preceding Board shall only be
patterned and used for decision-making process and must not be altered.
IRR 7.0 ENFORCEMENT OF THE IMPLEMENTING RULES AND
REGULATIONS
IRR 7.1 It shall be the primary duty of the Regional Secretary General and the
Federation to efficiently and effectively enforce the provisions stated in this
Implementing Rules and Regulations. The Federation also has the sole right and power
to interpret the contents of this Implementing Rules and Regulations and their decision
will be final and irrevocable.

IRR 7.2 The Regional Adviser of his duly designated representative shall act as
legal adviser to the Regional Secretary General and the Federation, and shall render
legal assistance as may be deemed necessary in carrying out the provisions of this
Implementing Rules and Regulations.

IRR 8.0 AMENDMENTS OR REVISIONS

IRR 8.1 The Federation shall be vested with the exclusive power to revise and
amend the Implementing Rules and Regulations.

IRR 8.2 Any amendments to or revisions to this Implementing Rules and

Regulations may be proposed by any member of any Local Chapter upon written
request of such member, stating the reasons thereto and sent to the Regional Secretary
General for initial review. Any proposed amendments not done in writing must be
deemed null.

IRR 8.3 Any request for amendments and revisions as well as proposed
amendments must initially be reviewed by the Regional Secretary then to be forwarded
to the Regional Executive Board for discussion, editing and final approval, and to be
noted by the Regional Adviser.
 IRR 8.4 Upon receipt of the proposed amendments from the Regional Secretary
General, the Regional Executive Board shall have the right to debunk any proposed
revisions and amendments which are deemed unnecessary and inapplicable to the
Federation. The final decision on any inclusions and exclusions to this Implementing
Rules and Regulations must be determined by a majority vote of all Regional Executive
Board in which the Regional Secretary General is included.

IRR 8.5 Amendments to particular provisions in this Implementing Rules and

Regulations shall be allowed, provided that such amendments will be communicated to
stakeholders at least two (2) weeks before it could take effect.

IRR 9.0 SEPARABILITY CLAUSE

IRR 9.1 If any clause, provision, paragraph or part of this Implementing Rules and
Regulations shall be declared unconstitutional or invalid, such judgment shall not affect,
invalidate, or impair any other part hereof, but shall be merely confined to the clause,
provision, paragraph, or part directly involved in the controversy in which such
judgment has been rendered.

IRR 10.0 REPEALING CLAUSE

IRR 10.1 Any rule and regulation or resolution or part(s) thereof inconsistent with
the provisions of this Implementing Rules and Regulations are hereby revoked,
amended, and/or modified accordingly.
IRR 11.0 EFFECTIVITY
IRR 11.1 This Implementing Rules and Regulations shall take effect immediately
after its presentation and approval from the Regional Executive Board. Promulgated this
12th day of July, 2020.

PREPARED BY & CERTIFIED CORRECT:

CHERRY LOU C. CHAVEZ

Regional Secretary General
Region X and CARAGA
Liceo de Cagayan University

APPROVED BY:

ISABELLA ANNE M. ORTIZ ALJUANTONE B. CONSIGNA

Regional President Regional VP for Academic Affairs
Xavier University - Ateneo de Cagayan St. Paul University Surigao
LOURENCE ED ANTHONY DAMIT MOHAMAD MOJIB G. ROMOROS
Regional VP for Non-Academic Affairs Regional VP for Membership
Bukidnon State University Bukidnon State University

LEANDRO GABRIEL D. PALMA CRISHIA FAYE B. ALBURO

Regional VP for Finance Regional VP for Communications – X
Xavier University - Ateneo de Cagayan Mindanao State University - IIT

KOBE ROBERT E. SAMACO JUWAIDAH M. DECAMPONG

Regional VP for Communications-CARAGA Regional VP for Audit
St. Paul University Surigao Mindanao State University - IIT

WENDULF JOHN D. DACAYO CHERRY LOU C. CHAVEZ

Regional Vice President for Media Regional Secretary General
PHINMA Cagayan de Oro College Liceo de Cagayan University
SALMAN MADID DIMAPINTO GINO MIGUEL ENSO
Local Chapter President Local Chapter President
RC-Al Khwarizmi International College Bukidnon State University

NEMIL REY C. BERONDO MARIA LEDREYNE A. LAGASCA

Local Chapter President Local Chapter President
Christ the King College Central Mindanao University

RONNIE M. ENRIQUEZ GERA MAE B. POLICHER

Local Chapter President Local Chapter President
PHINMA - Cagayan de Oro College Fatima College of Camiguin

JERMAINE MIKAELA G. GALVE AHMAD-JEZRI N. SANTICAN

Local Chapter President Local Chapter President
Father Saturnino Urios University Liceo de Cagayan University
BENJAMIN CANSILA JOHAIR HADJIMUSTAPHA BILAO
Local Chapter President Local Chapter President
La Salle University - Ozamis Mindanao State University - IIT

BAQUER M. LAUT NAHARA PIMPING UNTE

Local Chapter President Local Chapter President
Mindanao State University - Main Campus Mindanao State University - Naawan

GLENN D. CASAS CHRISTINE ANN FABROS

Local Chapter President Local Chapter President
Misamis University Masters Technological Institute of Mindanao

PAULENE AISLE HYACINTH G. ACERA RIZA MAE C. PABALATE

Local Chapter President Local Chapter President
Pilgrim Christian College Surigao Education Center
AIVS VALERIE M. OBENZA BHEA CABUGATAN
Local Chapter President Local Chapter President
San Isidro College St. Michael's College - Iligan

JAMES ANTHONY N. SY CYRIL GRACE G. DEDUMO

Local Chapter President Local Chapter President
Stella Maris College - Oroquieta St. Paul University Surigao

DOMINIC A. PAQUIDING CELES PATRICIA A. TERO

Local Chapter President Local Chapter President
Saint Theresa College of Tandag Inc Xavier University - Ateneo de Cagayan

NOTED BY:

ENP. REDSON R. MARTE, CPA, CTT.

Regional Adviser