Republic of the Philippines Department of the Interior and Local Government BUREAU OF FIRE PROTECTION Regional Office - 2 #7 Dalan na Paccorofun cor. Pavvurulun Regional Government Center, Carig Tuguegarao City, Cagayan ‘Tel/Fax Number: (078) 844-0714 MEMORANDUM TO: All Chiefs of Offices All Provincial Fire Directors SUBJECT: Scanned Personnel Records (201 File) DATE: 15 February 2021 1. Reference: Memorandum from the Chief Directorial Staff, CSUPT JESUS P FERNANDEZ dated 03 February 2021. 2. As an essential record used as basis for an accurate preparation and issuances of various transactional records, 201 Files shall be properly maintained, secured and conveniently accessed by an authorized personnel records custodian/processor. 3. _ For better filing and retrieval of personnel records, it has been recommended that Personnel Records shall be converted and stored electronically in the computer database, utilizing the available software application and scanning equipment. 4. In this connection, you are hereby directed to submit a scanned and clear copy of Personnel Records (201 File) of all personnel in your areas saved in compact disc (CD) together with a Certification (‘Annex B") and transmittal list in alphabetical order to this office (Attn: Personnel Records Section, Admin Division, BFP RO2) NLT 31 March 2021. 5. Further, you are directed to observe the following procedures: a. The electronics copies of Personnel Records shall be strictly in PDF format and individually saved in folder using the file name format: Last Name, First Name and Middle Name. As shown in “Annex A” b. Each document content of the Personnel Records shall be properly ‘scanned individually and back to back as the case maybe and saved with corresponding file name as the scanned document itself. As shown in “Annex A” ¢. For the purpose of updating of 201 file every two years thereafter, as stipulated in item no. 8, para VIll of Memorandum Circular No. 2016-009 re: Guidelines on the Management of BFP Personnel Files and other Records in custody of the Office of the Records Section dated 22 June 2016, require all personnel in your areas to submit scanned copy of duly accomplished and administered updated Personal Data Sheet (Computerized) for CY 2021 and other newly acquired documents from CY 2019 to present. Further, hard copy of the updated documents shall be properly kept and available in their 201 Files in their respective offices or fire stations for future reference.— a. = d. BFP personne! who was absorbed in CY 2020 shall submit a scanned copy of their attested appointment only. e. For uniformity of contents of 201 files, the following documents shall form | part of scanned Personnel Records (201 file): a. Personal Data Sheet CY 2021 dated 15 February 2021 b. Updated Service Record c. Position Description Form Attested Appoinments (FO1-Present) Oath of Office/Assumption of Office (present rank only) Mandatory Training (contains all mandatory training ex. FBRC, FAIIC, FPSC, FOCC etc) Authenticated Eligibility ‘Authenticated School Credentials (contains TOR and Diploma) Birth Certificate of BFP Personnel (PSA) Marriage Certificate Birth Certificate of Dependents (contains PSA. birth certificate of spouse and all children) Others (ex. Case/decision/relinquishment/assumption of office/etc.) use the title of documents as file name. Roose 79a 6. For strict compliance. RODPLFO'P DENAGA, MBA ssi (Osc) BFP. Regional Director _seslabectadmintemostet2021/ecannedpersomnetecords201 meIllustration: “ANNEX A” De Guzman, Jayson Alejandro Assumption of Office/ Oath of Office Birth Certificate of Dependents (contains birth certificate of all children) iigiitty FO1-Perm Appt FOt-Temp Appt FO2-Perm Appt Mandatory Training (contains all mandatory training ex. FBRC, FAIIC, FPSC, FOC etc.) Marriage Certificate PDS did 15 February 2021 Position Description Form PSA Birth Certificate ‘School Credentials (contains TOR and Diploma) Updated Service Record