Repusiic of the Philippines NATIONAL POLICE COMMISSION PHILIPPINE NATIONAL POLICE POLICE REGIONAL OFFICE 3 OFFICE OF THE REGIONAL DIRECTOR Camp Olivas, City of San Femando, Pampanga MEMORANDUM TO See Distribution FROM : Regional Director, PRO 3 SUBJECT : IMPLAN 40/2012 e-Library: “PNP DOCUMENT MANAGEMENT SYSTEM” DATE : September 27, 2017 1, REFERENCES: a. The Philippines E-Commerce Law - Republic Act No. 8792 “An Act Providing for the Recognition and Use of Electronic Commercial and Non-Commercial Transaction, Penalties for Unlawful Use Thereof, and Other Purposes; b. Executive Order No. 810 entitled “Institutionalizing the Certification Scheme for Digital Signatures and Directing the Application of Digital Signatures in E-Government Services”. ¢. National Computer Center Memorandum Circular 2003-01 “Guidelines on Compliance to E-Commerce Act” (RA No. 8792) and Stage 2 and hy 3 of the UN-ASPA Five Stages of e-Government”; and d. LOI 33/2012 e-Library: “PNP DOCUMENT MANAGEMENT SYSTEM” dated September 17, 2012. 2. PURPOSE: This IMPLAN provides the guidelines and procedures for the implementation of PNP-wide Document Management System (DMS). This system shall provide a mechanism for the automated archiving, searching, retrieval and updating of all PNP documents. The DMS shall enable the PNP to retrieve and reproduce documents in a timely and responsive manner. These documents shall be stored in electronic or digital formats and shall be made available to users with corresponding privileges as determined by the owners or originator of documents. Electronic documents produced shall form part of a central document repository identified here onwards as the PNP e-Library. 3. SITUATION: As the PNP continues to evolve as an organization, the amount of nape that it processes and produces grows exponentially with it. As a matter of Policy, the PNP institutionalizes all information with proper documentation. All the documents gathered throughout the existence of the PNP represent a huge potential in terms of institutional memory. But this potential loses value if the PNP could not retrieve the right document when the need arises. Information is a resource of the same importance to good management as other standard resources like people, money and facilities. The information resources of the PNP must therefore be managed as a valuableasset in forms that allow them to be shared, managed and reused. Appropriate document management is a vital aspect of maintaining and enhancing the value of this asset. Since the enactment of the PNP to date, there are undetermined number of written policies, standards, procedures and guidelines pertaining to human resource and material Wmanagement, administrative and operational procedures, detective and intelligence aspects, and other functions mandated to the PNP. As time passes, these documents have been filed and kept in physical storage and more often than not, these have been poorly indexed, if at all. This state of document management causes problems for the organization. All too often, time and resources are wasted in the search of documents not to mention the inconvenience it presents for personnel who require them. 4, MISSION: To establish and institutionalize a Document Management System (DMS) that shall be the central repository of all documents received, processed, produced and published by the PNP. It shall provide a mechanism that will enable the PNP to digitize, archive, search, retrieve and update documents relating to administrative, operational, investigative and strategic functions of the PNP. 5. OBJECTIVES: a. To create digital records of all PNP issuances, circulars, rules and regulations, orders, directives and make them’ accessible via web applications in a controlled and secured environment; ' b. To establish internal mechanisms and strategies that will create, manage and retain web-based records for as long as those records are required; c. To enable the PNP to access the digital documents easily and comprehensively; d. To support policy formulation and decision-making of the PNP by providing ready and downloadable references; ©. To provide security of records in the event of a disaster or other fortuitous events; f. To provide evidence of records in the context of its activity and contribute to the identity and collective memory of the PNP; . To educate all PNP personnel on all policies and guidelines by merely searching the site; and . To support the PICE program of the PNP and provide current information to students of PNP career courses and other institutions and agencies. = © 6. EXECUTION: a. Concept of Operation As the PNP is confronted with the perennial problem of data ' tetrieval and records mismanagement, the DMS shall provide a mechanism to digitally archive PNP documents and records. The DMS shall enable fast retrieval of records and documents in an efficient and reliable manner. It shall employ an easy-to-use, effective and flexible search engine capable of searching through document content as well as picture images for text. Inputs to the system shall be digital/soft copies of PNP documents and records. Should there be hard copies to be encoded, the DMS shall utilize document scanners to convert such to digital portable data formats (PDF), With the consolidation of digital Copies of PNP records, the DMS shall be able to form a digital library of all these documents. Consequent searches and queries for these documents on the DMS shall provide both internal and external stakeholders a more secured, accessible and user-friendly recordsmanagement and retrieval process. This translates to a more productive and innovative workforce as well as better public service through access of reliable related information. To fully execute this, an e-Records Management Committee shall be created at the RHQ level to supervise, monitor and evaluate the operations of the DMS. The e-Records Management Committee shall be composed of the following: 1) RCDS - e-Records Overall Supervisor 2) ROPD - e-Records Assistant Supervisor 3) 'T Officer - Technical Administrator - (systems, database, network, web) 4) HRDDS - Office Primarily Responsible (OPR) in the management of the central repository of electronic records 5) D-Staff - Documents contributors 6) RID - Security Consultant Administrative Officers of the different PNP Offices/Units shall determine which documents shall be compiled and archived. Documents that are already in electronic or digitized format shall be uploaded directly into the DMS. Hard copies, on the other hand, shall be digitally archived using document scanner and entered into the DMS. The DMS adapted shall upload records, search records and produce copies of documents with proper authorization. Documents originator/owner shall assign commensurate rights and restrictions to users as they see fit and determination of documents whether public or private b. Tasks 1) RCDS — Designated as overall supervisor of the PRO3 — e-Records Management Committee. 2) ROPD a) Designated as e-Records Assistant Supervisor of the PRO3 e- Records Management Committee; b) Assist the RCDS in the implementation of the directive; ©) Provide continuous updates in the policy and guidelines regarding Document Management System due to technology advancements or as the case maybe; and d) Perform other tasks as directed. 3) RPHRDD a) Issue appropriate orders for the e-Records Management Committee Composition; b) Publish electronic copies of all approved LOls, policies, guidelines, SOPs, memorandum circulars pertaining to human resources such as _recruitments, promotions, awards and commendations, discipline laws and order, ©) Upload the above-mentioned electronic copies to HRDDS provided website for this endeavor; and d) Perform other tasks as directed.4) HRDDS a) OPR in the implementation, management and administration of the digitization and uploading of Memoranda, LOls, IMPLANs, SOPs, directives, circulars and other issuances of the PNP to the e-Library; Responsible for the determination of retention periods taking into account the functional, legal and historical need for the PNP digital records; Responsible for the hosting of the site and to be assisted by the ITMS. h d) Monitoring of documents received whether uploaded or not; and e) Perform other tasks as directed, b) ) 5) RPCRD a) Shall prepare an information dissemination program to ensure maximum utilization of the DMS; b) Design ads that shall be incorporated in the website; and ©) Perform other tasks as directed. 6) Other D-Staff a) Provide and upload electronic copies of all approved policies, guidelines, standard operating procedures and memorandum circulars pertaining to their areas of responsibility; b) Determine the documents for uploading if these are for public or private use and the would-be users of the documents; ¢) Shall determine the access rights for authorized users for private documents; and hy d) Perform other tasks as directed. 7) cibU3 a) To assist in the conduct of investigation in cases of breaches in security and; b) Perform other tasks as directed. 8) IT OFFICER Responsible for addressing technical matters arising from the use of the DMS as follows: a) Software training a.1) Users Training * 4. Uploading 2. Seanning 3. Search 4. Retrieval 5. Printing a.2) Executive training 1, Search 2. Retrieval 3. Account management b) Technical support b.1) Installationb.2) Configuration b.3) Setup b.4) Backup ».5) Version upgrade Provide a link of the said electronic issuances from the PRO3 official website to the e-library; 4) Assist in the digitizing of documents for uploading to the e-Library; ) Provide installation and setting up of DMS for local use; f) Ensure backup of all scanned documents for Web-based DMS; and @) Perform other tasks as directed. °) 9) ADMINISTRATIVE OFFICERS OF RESPECTIVE OFFICES/UNITS a) Responsible for determining which documents shall be uploaded into the DMS; b) Supervise the clerical activities of users such as scanning, uploading, searching, retrieval and printing of records; and ©) Perform other tasks as directed c. Coordinating Instructions: 1) All PPOs/CPOs shall submit IMPLANs to RPHRDD and ROPD NLT two (2) weeks upon the publication of this Directive; 2) All accounts for private documents shall be renewed on a monthly basis; 3) Transfer and relief of private account users shall immediately be reported to respective D-Staff and shall be deactivated; 4) Distribution, reproduction and dissemination of downloaded documents shall follow existing PNP rules and regulations; 5) Any breach of security shall be immediately reported to the administrative officer of each office/unit and to the ROPD for damage control if needed. The ROPD shall in tum submit a report to the CIDU3 and RPHRDD for appropriate disposition. 6) All other private users coming from other agencies outside the PNP shall be done through request to the Office of the Chief, PNP; 7) Renewal of user access rights shall be made every time a user is reassigned or is moved to a different position; 8) Authorizad users of the DMS (PNP members, external agencies) must apply in writing for access rights to documents owned by the various Directorates; and 9) Al logistical requirements shall be charged to the regular MOOE of the concemed PNP unit.7. EFFECTIVITY: This IMPLAN shall take effect immediately upon approval. O TINALIGA LADAO, CEO VI Pojicé Chief Superintendent Distribution: All Tasked Offices/Units, D-staff PPOs/CPOs RPSB3 Copy Furrtished: Command GroupANNEX “A” - TASK ORGANIZATION PRO3 COMMAND GROUP/DIRECTORIAL STAFF PCSUPT EDGARDO T LADAO PCSUPT WENDY G ROSARIO PSSUPT NOLI G TALINO PSSUPT AGRIPINO G JAVIER PSUPT DANILO M FLORENTINO PSSUPT OSCAR D ALBAYALDE PSUPT EDEN T UGALE PSSUPT TEODORICO M PEREZ PSUPT AUDIE DM ATIENZA PSSUPT ULYSSES C CATON PSSUPT JOSEPH TABAGO RAMAC. RD DRDA DRDO RCDS AC, RPHRDD AC, RIDMD COMPOSITION OF TASK ORGANIZATION PSSUPT AGRIPINO G JAVIER PSUPT EDEN T UGALE PSUPT DANILO M FLORENTINO PSINSP JOSE CHARLMAR GUNDAYA PCINSP RENE JASPER C LUMIBAO. Overall Supervisor Assistant Supervisor Member Member IT Officer/Member REGIONAL SUPPORT UNIT PSSUPT ELMO FRANCIS 0 SARONA - ARO, 3” CIDU 4 PROVINCIALICITY SUPPORT UNITS PSSUPT JOSE S$ HIDALGO JR : OIC, Aurora PPO. PSSUPT RICARDO DC ZAPATA JR 7 PD, Bataan PPO PSSUPT FERNANDO H MENDEZ JR PSSUPT WALTER E CASTILLEJOS PSSUPT R'WIN SA PAGKALINAWAN. PSSUPT ALFRED S CORPUS PSSUPT FRANCISCO DB SANTIAGO PSSUPT RODOLFO S RECOMONO JR PSSUPT CHRISTOPHER E TAMBUNGAN, PD, Bulacan PPO OIC, Nueva Ecija PPO OIC, Pampanga PPO PD, Tarlac PPO PD, Zambales PPO CD, Angeles CPO CD, Olongapo CPO EDGARDO TINALIGA LADAO, CEO VI Police Chief Superintendent Regional Director