6640 OFFICIAL GAZETTE
51
National Archives of the Philippines
REPUBLIC OF THE PHILIPPINESS
NATIONAL ARCHIVES OF THE
PHILIPPINES
PAMBANSANG $INUPAN NG PIUPINAS
GUIDELINES ON THE ESTABLISHMENT
AND USE OF GENERAL RECORDS
DISPOSITION SCHEDULE (GROS)
ARTICLE I
LEGAL BASES AND COVERAGE
Rule 1: Rationale
Article III, 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
(GROS) that shall prescribe the disposition
of public records common to atl 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
VOL. 107, No.
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
DEFINITJON OF TERMS
Rule 4. Definition
(a) Addendum--refers to a supplemen-
tal addition to the records madel
created. It may correct errors,
explain inconsistencies or other-
wise detail or update the infonna-
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:
(d) Document-refers to recorded
information regardless of medium
or characteristics. Commonly used
interchangeably with "records:
(see g)
(e) General Records Di$position
Schedule-refers to a records
control schedule governing the
disposition of a specified recurring
records series common to all
agencies.
DECEMBER 19, 2011 OFFICIAL GAZETTE
(f) Government Agency/Office-refers
to any public office, department,
bureau, agency, and instrument-
ality, whether pertaining to the na-
tional govemment or an LGU.
(g) Public Record-fefers to records or
classes of records in any form, in
whole or in part, created or received
by a govemment 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.
(I) 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.
m 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 III
ESTABLISHMENT AND USE OF GRDS
Rule 5. Establishment of GROS
1. IniUal 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
govemment agencies concerned to
gather comments and suggestions
6641
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
GROS 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.
2. 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 reC!Ords provided the need to add
new records series is deemed
acceptable.
The revision may be made if newry
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
initial/primary establishment of
GRDS (5.1).
3. AmendmenVAddedum
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 OFFICIAL GAZETTE
Amendment or addenda will be
made only for minimal changes in the
approved GROS.
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 GROS 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
GROS is deemed applicable.
2. GROS issued for specific government
agencies are only applicable for the
specified govemment office. However,
the disposition schedule applied to
records series that are common to all
VOL. 107, No. 51
govemment agencies e.g. accounting
records administrative records. etc.)
may be used by any and all
government offices for their disposition
of records.
3. The GROS 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.
ARTICLE 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 Officiaf
Gazette.
DECEMBER 19, 2011 OFFICIAL GAZETTE 6643

~ NATIONAL ARCHIVES OF TIlE PHILIPPINES

~ Pambansang Sfnupan ng Pffiplnas

GENERAL RECORDS DISPOSmON SCHEDULE

Common to Local Govemment Units
Series 201 1
ITEM
RECORDS SERIES TITLE AND DESCRIPTION AUTHORiZED RETENTlON PERIOD
NUMBER

EXECUTtVE RECORDS
(MAYOR'SIGOVERNOR'S OFFICE)

1 Announcements (Bandillo) 1 yea,

2 Applications 1 year afte/"!'pproval

Housing
Mayor's Permit and supporting requirements
Senior Citizen Identification

3 Certifications 1 year
Good Moral Character
Incumbency
No Derogatory Record
Quarry

4 Commendations/Awards F'ermanent

5 Cultural Files Permanent

Celebration
Fiesta
Hislory

6 Directories of Local Officials (R~s Set) Permanent

7 Govemor'slMayor's Profile Permanenl

8 Lists of Organizations 1 year after updated

9 Logbooks of Business Permits Issued by the 5 years

,. Mayor's Office

Master1ists
Permits Issued
Permanent

Senior Citizens

11 Mayo(sClearancfl

12 MessageslSpeeches (Records Set)

'''''
Permanent

Permits
" AdvertisementlSignage
ArcadeJMusoleumINews StandlSidewalkl
1 year
1 year after explredfterminated
Waiting Shed
Boiler/ElevatorlEscalator 1 year after expired
Caroilino 1 vear
6644 OFFICIAL GAZETTE VOL. 107, No. 51

OROS e - 10 LOCIIl Go'emf'''. Unit.

S«'-2011

IT£M
RECORDS $ERIES TITLE AND DESCJUPTtON AUTHORIZED RETENTlON PERIOD
NUMBER

con!.13 Pfllmits
Concert 1 year
Fair 1 year
Fireworks Display 1 year
Mechanical 5 years after eompIeted
Motorcadel Parade
O=pan<y 1 '''''
Pennanenl
PlumbinglSanitary 5 years after completed
Cuany Permanent
Repait 1 year
Road Sign
Shipping ,,.,,
1 year

.....
Sodal

Transfer of Cadaver
1 '''''
1 '''''
1 year
WatetWOl1ts 5 years after pro;ect had been completed

14 Rebel Returnee Files Permanent

Application for Amnesty
Lists
PefSOl"l8l Profile
Repo<t

15 Repo<t, 2 years
Emergency Relief Assistance
Land Problem
Market Inspection
Nursery Seedling
Periodic Department
Police
.
15 Requests 1 year after acted upon
Calamity Ald
Donation/Solicitation
Financial Assistance
Use of:
Ambulance
Auditorium

17 Special Events Files Permanent

Graphic Design
Photograph
PresentationNideos

~.~

1. Analysis of Cash Reports 10 years

Audit Wor'mg Papers 5 years after Annual Financial Report

" had been
DECEMBER 19. 2011 OFFICIAl.. GAZE II E 6645
GRCS Common 10 Loul 00... ,_111 Units
setIH 2011

ITEM AUTHOfUZED RETENTlON PERIOO

RECORDS SERIES TTTLE AND DESCRIPTlON
NUMBER

20 certificates
Compensation payment
Contribution
Income Tax Withheld
Statement of Income and Expenditure
. ''''''''
2 ''''''''
4,.."
5 years

21 CrediVDebil Advice 10 years

22 Financial Reports 5 years provided Annual Fin8nciat

Report (AFR) had been published.
AFR is pem18nent

23 Journals of Barangay Transactions 5 years

24 Monthly Summaries of Real Property Tax Shares 5'....

Distributed to Barangays

25 R......
Annual Disbursement 10 years
Annual Estimated Income & Appropriation 3,.",
Daily SUmmary of Revenues 3,....
Monltlty DisbUrsement and Releases 10 years
SUmmary of Property Taxes Paid Permanent

25 SChedules 5 years
Accounts Payable
Appropriation, AJlotment and Obligation
Cash AdvarlCe
Depreciation
Expenditure
Govemment Equity
InteresVNon·lnterest Loan
Property, Plant & Equipment
Revenue and Receipt
Trust liabilities

27 Statutory/Detailed Statements of Appropriation, 3 years

AJlotments and Obligations

28 Summaries of Suspension and Disallowances 10 years after settled

2. Sundry Cards 10 years

AGl\Il\iILfIi"liE~r· ,
30 Animal/livestock Dispersal Contracts 5 years after expiredlrenewedlfinally
Co'" ..tiled
Large Animal
Swine and Goat

31 Croo Production Data of Different Commodities 2 vears

6646 OFFICIAL GAZETTE VOL. 107, No. 51

BROS Common 10 l.oQI Oo._nt Unb

Series 2011

ITEM AUTHORIZED RETENTION PERIOD

RECORDS SERIES TITLE AND DESCRJPTlON
NUMBER

32
"''''-
Farm Machinery and Post Harvest Faciity
1 year after updated

Livesloclt

33 Us~ , year efter updated/superseded

Dispersal Redplent
l.8<V"_
SwN a-K:l Goat
Recipient of AgricutturaI Program
v...""
Mastettisls
F.....
F_
-""
LNfltoek

35 Meal Establishment F"lles , yea<

AccrecIitation Doc:ument
Evaluation

-
36 Permits to Slaughter 1 year after renewallexpiration

37 3 years after updated

Fa""",
F""""""
36 Relief Papers of Dead Animal Dispersal 5 years

39
R""""
Conflscallon/Post Abattoir
2 yea" aftef conSOlidated in the
Annual Report
Com/Palay
Damage (TyphoonlDroughVPest & Diseases)
Flst'lery/L:/V8Stock

40 Requests of Ownershlp/Transfsr of Large Animals 1 year after acted upon

Soli Labonltory Recon:ls Permanent

ExamlnatlonlTest
Finding/RoSYI!

ASSESSOR RECORDS
, .' ,.,.".. .- ;::., .'
42 AbstraelS of Sworn Statements of True Current Permanent
Fair Merket Value of Real Properties

43 Atfidavits
Absolute sale Permanent
AdVerw Claim Permanent
Aggregate Land Holdng Pannanant
2 ears after
DECEMBER 19, 2011 OFFICIAL GAZETTE 6647
GROS Common 10 Loc:..' Gov.rnm.nt Unll.
S••I•• 2011

ITEM
RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD
NUMBER

cont.43 Affidavits
Joint Quit Claim (Joint Affidavit) Permanent
Quit Claim Permanent
Self-.o,djudication 1 year after purpose had been served
Transfer Adjudication Permanent
Waiver 1 year after purpose had been served

44 Agreements on Cost Share Reimbursements for Permanent

Completed Tax Mapping

45 Annual Statements of Assessed Value of Real Permanent

Properties

46 Appraisal Cards 5 years after revised

Building Value
Machinery
Newly Built Building
Undeclared Property

47 Assessments Permanent
Building Plan
Data Sheet
Roll of Taxpayer
Agricultural Land and Project
Building (Construction/Renovation/
Repair/Residential Land)
Subdivision Plan
Tax Declaration
Tille

48 Cancellations of Tax Declaration Permanent

49 Cases 7 years after finality of judgment.

Adverse Claim (Auction Sale, Lis Pendens, Decision is permanent
Replevin, Writ of AttachmenV Execution) '''Court Order is also permanent
Assessment Appeal
Certificate of Title
Original
Transfer
Landflol'"
Complaint
Protest

50 Certificates Permanent
Assessed Value of Real Property
Completion
land Holding
No-Improvement
Occupancy
6648 OFFICIAL GAZETTE YOL. 107, No. 51

GROS Common to L~ 0--111 Unlta

lien.. 2011

ITE.
RECORDS SERIES nnE AND DESCRIPTION AUTHORIZED RETENTION PERIOD
NUMBER

51 Certifications 1 year
Landholding
No Improvement
Ow'nership
Pauper Litigant
Property Holding
Real Property
TNa Copy of Tax Declaration

52 Declarations of Real Property Files Permanent

Affidavit of Adjoining Owner
CertifICate from the Bureau of lands!
Bureau of Forest Development
Deed (Sale, Absolute sale, Extra Judicial Partition)
Sketch
Title
Transfer

53 Field Appraisal and Assessment Sheets/Field 5 years after revised

Sheets for Assessment (WOI1Isheels showing
noorplan and description of buildings together
with computation)

54 GuidelineslManuals Permanent
City Charter
Depreciation Rale Table
Revised Realty Tax Declaration Guide
Table Adjusted Value

55 Inventories of Declared Accumulated Accounts 2 years after updated

56 Joomals 3 years after superseded

Assessment of Tansaction
Cancelled Assessment

57 Lists 1 year after updated

Awarded Lol
Committee Appraiser
Declared Owner of Unknown Address
Real Property

58 Logbooks of Notice of Assessment and Sworn 2 years after date of last entry
Statements

5' Maps/Blueprints Permaneot

Barangay
Base
Cadastral
Engineer Controlled Map (Used In locating
undeclared property)
Road
DECEMBER 19, 2011 OFFICIAL GAZETIE 6649
GRDSe_to Local ao- ...... ll Un~
s.M$ 20tl

ITEM
RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD
NUMBER

cont.59 MapslBluepmts Permanent

Su<vey
Tax Map (Barangay, City. Provn:iaI, Town.
Indelt. location, Pl':DlD and Sketch· pertaining
10 the section within the barangay)
Topographic

EO Markel Values of Buildings Permanent

E1 Minutes of Meetings of CilyfMunlcipatlProvinical PellTlanent

Appraisal Comminee

E2 Notices
Assessment and Talt Bill/Real Property Talt 5 years after settled
Order of Payment
Assessment to Declarant , year after settled
Cancellation of Assessment , year after settled

63 Ownership Record Cards Permanent

54 Property Indelt Cards 5 years after rescission of property

65 PubliclReal Estate Mor1gages 10 years after settled

E6 Registry Books of Tax Dedaration Pem>anent

Repom
" Annual Report of Assessor
CityfMunicipal
Permanent

Provinciat
Comparative Statement of Assessed Valuation 2 years
Daily Accomplishment of Talt Mapping Wor1I 2 years
Inspection 2 years
Monthly Assessment 2 years
Monthly Report of Undeclared Real Property 2 years
Progress 2 yeats
Quarterly 2 years
Statistical Permanent

58 SChedules of Base Units Permanent

Cost for Building and Improvement
Value for All Kinds of land and Improvement

69 SUbdivision PlanslSchemes Permanent

70 Sworn Statements
Real Property Owner Permanent
True Correct and Fair M~et Value of Real 5 years after superseded
Property

71 Tax Oedarations of Real Permanent

05183(}-5
6650 OFFICIAL GAZETTE VOl.. 107, No. 51

GRDS Conmon 10 Loc:Il o-nm.nt Unlb

Set'- 2011

ITaI RECORDS SERIES TTTLE AND DESCRlPTlON AUlltOfUZED RETBmON P£RJOD

NUltBER

72 Tax Map Control Rolls Ponnanenl

P.,I
P<e

73 Tax Map Control Sheets Pennaneol

74 Transfer of Extra Judicial Statements Permanent

BARANGAY RECORDS

7S Approved Bonds of Barangay ChairmanITreasurer 5 years after explredlterminaled

76 Barangay Business Permits 1 year after expired/terminated

77 Barangay Clearances 1 year

76 Barangay Notices of Cases 1 year after settled

Barangay Residence Certifications 1 year

60 Ponnanenl

61 Lists 1 year after updated

Barangay Tanod
Lupon TBgapamay&pa
Street Sweeper

62 Logbooks fOf WOl'l'len and Children Welfare 2 years after date of last entry

63 Rosier of Barangay Tanod 1 year

BUDGET RECORDS

64 Affidavits of Misallocation of Funds 1 year after purpose had been served

65 Approved Position Classification and Pay Plans 1 year after superseded

66 Budget Files 3 years

Budget Preparation
Development Fund
Local SChool Fund

_Is
Preparation of Different OffIces
Review-8udget Allocation Infrastructure

67 Budget Realignment of Infrastl'UcltKe Project 3 years

66 Index Cards of Oajy Transactions 3 years after date of last entry

sa.."..,
0epw1men1lOffice
. Education Fund
DeceMBER 19. 2011 OFFICIAL GAZETTE 6651
GROS C _ to L~ GoiN ••••• Unb
Serin2011

ITEM
RECORDS SERIES mLE AND DESCRIPTlON AUTHORIZED RETENTION PERIOD
NUMBER

89 LeUer Requests for Funding 1 year after acted upon

90 Local Budgets 3 years

Annual Local Budget
Local SChool Board
SUpplemen'"

91 Local Budget Circulars and Memos 10 years

92 Logbooks 3 years after date 01 last entry

General Fund Allocation
Infrastructure
NatiOflal Aid lor Local Government Unit
Special Education Fund
Trust Fund

93 Norices of FUndflg Checks 3 years

94 Record Books of Payroll & Vouc:hers 10 years after date of last entry

95 Reports 3 years
Local Government Unit
Quarterly Advice of Allotment

96 Requests for Increase of Internal Revenue 1 year after acted upon

Allotment

97 Sunvnaries 3 years
Appropriation
Receipt and Expenditure

...;;:
98
BUSINESS PERMIT AND UCENSING RECORDS

Apptications for Permits 1 year after renewed/expired

... ~

Business
New (Records Set)
AuthorlzatJOfl Leiter
Barangay Business Clearance
Fire Clearance
Lease Contract
Localional Clearance
OCCupancy Permit
Photograph of Establishment
Proof of Ownership
Renewal (Records sel)
Authorization Leiter
Barangay Business Permit
Contract of Lease
Financial Statement
History of Payment
Income Tax Return
6652 OFFICIAL GAZETIE VOL. 107, No. 51

GROS Common 10 Local GOYerntl'lenl Unlit

S.rl•• 2011

ITEM
RECORDS SERIES mL.E AND DESCRIPTION AUTHORIZED RETENTION PERIOD
NUMBER

conl.98 Applications for Permits 1 year after renewed/expired

Business
Renewal (Records Sel)
Insurance
Lessor's Permit
Lists of Employees
Previous Official ReceipVBusiness Permit
Real Property Tax Receipt- Current
SEC Certificate
VAT Return
Working Permit

99 Business lnspeet;on Reports 2 years

100 Canitieates of Business 1 year after renewed/expired

101 Cenifications 1 year

Closed/Retired Business
No Record

102 Complaints on Business Operations 5 years after settled

103 Confirmations of Application 10 Operate Business 1 year

104 Lists 01 Business Establishments 1 year after updated

'OS logbooks of Mayor's Permits 2 years after dale of last entry

106 Notices for Business Establishments with 1 year after complied

Deficiencies

107 Orders 3 years

Closure Order
Lifting Order

108 Permits 1 year after expiredlrenewedlterminated

Business
Mayor's Permit
Bus/Mini-Bus
Jeepney
Kalesa
Tricycle
OCCupationallWorl<ing
Special
FilmIDocumentary Shooting
Posting of Banner/Streamer
Rally
Street Closure
DECEMBER 19. 2011 OFFICIAL GAZETTE 6653
OROS Common 10 local 00. _ _ 111 Unitt
-"",
JT£M
RECORDS SERIES mLE AND DESCRJPT10N AUTHORIZED RETEHTlON PERIOD
NU"BER

109 Unclamed Doct.ments

Bosiness Application
Business Permit
ClearancelCertificetion
F"
He~th
Market

CML REGISTRY RECORDS

110 Admissions of Paternity Permanent

__
111 Adoption Records Permanent

112 Advices Upon Intended Marriage Permanent

113 Permanent
Acknowledgment
Cohabitation
Delayed Registration of BirttllMarriageJDth
Disaepancyl'Nrong Entry
B'th
Death
Marriage
ldonti1y
U1egitimacy
Joint (CommorHaw HusbandlWrfe)
Legal Age Marriage
Legitimization
Marriage Articul0-M0rtis
Marriage between Non-Christians
Name of Child
Use the Surname of the Father

114 Alien/Civil Registration Books Permanent

Authorities to Solemnize Marriage Permanent

116 Certificates Permanent

DeathlFetal Death
Foundling
Live Birth

117 CertifIcations 1 year

Local Registry Record (BirthlDeathlMarriage)
Available
oe.troy..
Not Available
Vital Event
6654 OFFICIAL GAZETTE VOl. 107, No. 51

OROS Common to loeIl Go\remmeI,I Units

Serin2011

ITEM
RECORDS SERIES TITlE AND DESCRIPnON AUTHORIZED RETENTION PERIOD
NUMBER

'18 Coon Decrees/Orders Pemlanent

Adoption
Aimulment of Marriage
Change of Name
Civil Status
Cooection of Entry
Declaration of NUllity of Marriage
Legitimization
Naturalization
Presumptive Death
Revocation of Decree

'19 Marriage Certificates (Contracts) and attached Pemlanent

documents
Affidavit of OffICiating Minister
Notice of Re.applicant for Maliage License

120 Marriage License Files Permanent

Application for Marriage license and Supporting
Documents
Birth. Certificate
CertifICate of No Marriage
Certification
seminar of Family Planning (25 up)
Seminar or Coonselling (24 down)
Consent of Parent for Under Age (18-20)
Notice for Posting
Parental Advice (21·24)
Sworn Statement that Advice of Parent or
Guardian had been Asked
Marriage license Certificate
Official Receipt and Marriage License Fee

121 Petitions for Correction of Clerical ErrorfChange Permanent

of First Name (In the Certificate of BlrthfOeathf
Marriage)

122 Pre-Nuptial Agreements Permanent

123 Registration of Court Decisiorls and other legal Permanent

Instruments

12' Registry Books Permanent

Birth
Court Decree/Order
Death/Fetal Death
Foundling
legallnstrumenl
Marriage
Philippine Citizenship
DECEMBER 19. 2011 OFFICIAL GAZETTE 6655
GADS Common 10 Local Govam~nt Unl!ll
S.,,-_ 2011
ITEM
RECORDS SERIES tITLE AND DESCRIPTION AUTHORIZED RETENTION PERK>D
NUMBER

125 Reports Permanent

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

12. Requests
Celebration of Marriage (Permit) 5 years
Civil Regislry Records 1 year
Verification of Birth/Death/Marriage 1 year

127 Slips 1 year if not attache<:llo registered

Acknowledgment documents, otherwise, file with the
Routing appropriate record series
Verification

. COOPERATIVE RECOp-DS

12' By-Laws & Articles of Cooperalive Permanent

129 Certificates
Good Slanding 1 year
.Resignation 1 year
Tax Exemption 6 years

130 Cooperative's Peso Ratings 1 year

131 Lists of Cooperative Members 1 year after updated

132 Minutes of Cooperative Meetings 5 years

133 Results of Conciliation and Mediation 5 years after settled

-:: ENGINEERING RECORDS

1- .;;L .
134 Applications for Permit
Approved/Granted 15 years
DeniedfDisapproved (Discontinued/Incomplete) 5 years

135 Blueprints/Maps/Plans Permanent

Building
Approved as Built Plan
Architectural
6656 OFFICIAL GAZETTE VOL. 107. No. 51

OROS e - to Loal o-,,,,.. It U~

..... 2011

ITEM
RECORDS SERIeS TTTl.E AND DESCfUPTIOfr4 AUTMORSZ£D RETENTlON PERIOD
NUMBER

conl.135 8lueprintsIMapsJPlans Permanent

Bu"""
Commercialllndustrial/ResldentiaJ
5_
Coda....

_lion
Clty_ _ ....
Road end Bridge

Wori< ...,

,M Busnm PemVt Radial Distances 15,....

131 C<wtibt..
Locational C1e8f8f1Oe Permanent
C<>nvno<dal
lndusbial
Institutional
Residential
Mechanical (MachinerieslFactory Equipment)
Ocoupaney '-
Ponna_

'M certifications
Building Permit Issued (True copy)
"_
Completion of PrtJ1e<:t
EIectrlcaV5anitarylSafety Inspection
ElecbicaIlnstalletion
Final Inspection & Construction
Finished Project
House Number
Inspection
Building
Electrical

139 Charts/Sketches (WorXIng Drawings) Permanent

140 Complaints 2 years after finally·settled

Clogged Drainage
Leakage
Road Repair

14' Consolidated StaUstical Data (Barangay, City, Permanent

Municipal, Provincial)

142 Demolition Clearances 3 years after building had been demolished

143 Disapproved Project Proposals (With Bill of 5 years

Materials and Estimates)

,.... Equipment LesselRental Ales 10 years after finally settled

DECEMBER 19, 2011 OFFICIAL GAZETTE 6657
GRDSe-toloul~Urdt.
SIrlM 2011

ITEM
RECORDS SERIES TITLE AND DESCRlPTlON AUTHORIZED RETENnON PERIOD
NUMBER

"5 Illegal Construction Ceses 7 years after finality of judgement.

Decislon is permanent

'46 Inspection Cerds p""""""",

Inventory Usts
'" Bridge
Buikling
p""""""",
p""",""",
Equipment 2 years after updaled
Lt...... _
Road '''''''
Annual p""""""",
Monthly 2 years after consolidated in the
Annual "ot>O'1

'46 laboratory Tests on Construction Materials Permanent

""'Sol
Material sample C8rd
Quality Control Plan
"ot>O'1
""'"'
".
150
Line and Grade Sketches 15 years

Lists of Contractors 1 year after updated

151 Logl>ooko
Clearance Permanent
Final Certificate Issued 2 years after date of last entry
Mechanical Certificate Issued 5 years after date of lasl entry
Mechanical Fees' Paid 10 years after date of 18st entry
MechanlcallnstaJiatlonIOperation 5 years after date of 18S1 entry
Order of Payment 10 years after date of last entry
Permit Issued
Building Permanent
EIectJic81 Permanent
Electronic 5 years after date of last entry
Mechanical 5 years after date of last entry
Plumbing/Sanitary 5 years after date of last entry
P1anlSpecificeUon Permanent

152 Maintenance Files

Acc:ompIishmentlCompleUon Report 5 years after completed
Monthly AaslgM'lent
Ouarterty Routine Program '''''''
Road Ctassific8tion '''''''
p""",""",
Road Maintenance Program
SdMtduIe of Implementation
e""""""",
'''''''
6658 OFFICIAL GAZETTE VOL. 107, No. 51

0ftD8 COII'Imon ID local •• ,.,... 1Il Unb

. . . 2011

ITBl
NUIllIIII RKOIIIDe IENES TfTlE AND DEaCRlPnON AU'THORSZED RETENTION PERIOD

153 Materlists of Permits Pennanenl

Bu"''''
0em0I1tion
"""'pa"",
Repair

'54 Mechanical Files

Computation Sheet 5 ye8l'S after protect had been COfTIIl"" ~
Plan 3 years
Approved Operation

.w.Approved Proposed Installation

1 yoa,

155 N_ 2 years after finally settled

eon......
0em0I1tion
excavation

""-
Illegal Construction

, . Penn,.
Building Construction
DevoIopmen.
15 years after project had been completed
15 years
EJoctrIcal 5 years after completed
excavation 5 years after completed
Mechanical 5 years after completed
Occupancy Permanent
Plumbing/Sanitary 5 years after completed
RepaIr Permit 5 years
Road SJgn 1 year after purpose had been served
SlgnageiAdvertlsement 1 year
Walerworll; 5 years after project had been completed

157 Project Files (ReconstructIonIRepairs) 15 years after project had been

_ta.,.,. completed and finally settled
Award of Affidavit of Project Completion
8MI of Materials & Coat EstimateIDetalied
Cost of Material
Building Repair
Certificate of Completion/Fire/Inspection
Communication
Completion of Project
Contract/Agreement
Contractor's Affidavit Repayment of
Laborer and Material
Detailed Engineertng Plan
Detailed Estimate for Implementation
Final Inspection and Acceptance of Project
Final Inspection and Contracto(s Affidavit
Final Payment
DECEMBER 19. 2011 OFFICIAL GAZETIE 6659

GRdee- .. lAocIIl Oow_JI Untt.

_001'
ITBl RECORDS SERIES TITlE AHD DESCRiPnON AU'ntORIZm MTBmON PERIOD
HUMBER

cont.157 P~ Fies (ReconstrucdonlRepairs) 15 years after project had been

GraphlPlan & SpecificationlBluepmt/ completed and finaly settled
Construction Plan
laborlEquipment Requirement
Notice to Proceed
Ckcupancy
O<de<
Change of Spare Parts
Rental Request (Equipment)
SUspensionl'Resumption
Program of WorX
Pro;ect AppropriationsIMaintenance{
pOl'form8nce BudgetIFund Release
Protect F'roposal/Approved Feasibility Study
R.-
Accomplistvnent
Monitoring
Pre & Post Inspection
Status
Termnation
ROQU8StIResoIution for Pro;ectlFundinglProgram
ResumelSuspension Order
SChedule of Base Unit Cost for BUilding and
Im'provement
SCope of WorX

158 Ropom 5 years

Architect/Engineer
Inspection/Investigation

159 ROQuests 2 years after acted upon

Bulldozer and Dumper
Construction
Improvement of Waste System
InfrastnJcture Project
Inspection (Building, Bridge, Road)
MaIntenance/Reconstruction/Repair
MateriaUEquipmentllaborer

160 Road Right of Way Files Permanent

Agreement
Permit to Trespass

161 SChedules of IflSpection 1 year

162 SUrveys 2 years after evaluated

163 Verification Plans 5 years

6660 OFFICiAl GAZETTE VOL. 107, No. 51

GROS Common to Loeill Governnwnt Units

SerIH 2011

ITEM
RECORDS SERIES mLE AND DeSCRIPTION AUTHORtzED RETENTION PERtOD
NUMBER

GENERALSERV~ESRECORDS

164 CertiflCaUoo_s for PurchaseslPersonnel Justifications 1 year

165 Clearance Certificates from Property ACcountability 15 years aner retired/separated of employee

166 Equipment Files

Certificate of Registration Permanent
Daily Assignment of Equipment 2 years
History Card Permanent
Inspection Report 2 years
Insurance Policy 2 years after renewed
.Ledger Card Permanent

167 Requests to Use 1 year after acted upon

Sound System
Town Plaza
Transport Service

168 Vehicle Files 1 year after renewed

Insurance Policy
Official Receipt Certificate Registration

HEALTH RECORDS

169 Annual Household Surveys 1 year after evaluated

170 Burial Permits 5 years

Cremation
Exhumation
Transfer

171 Certifications 1 year

OentaUMedical
Examination
Health

172 Charts
In-Patlent 1Ii years provided not a product of
research/study and training purposes
Out-Patient 10 years after date of last consultation!
visit

173 Clinical Referral Slips 1 year

174 Dental Records Permanent

175 Epidemiology Files

Disease Outbreak Investigation Permanent
Field Health Service Report
Annual Permanent
DECEMBER 19, 2011 OFFICIAL GAZETTE 6661

0ItDI e - kll...oc1ll OCW_. U"""

-""
.....
NUM8ER
RECORDS SERIES nne AND DESCRIPTION AUTHORIZED RETEHl10N PERtOD

aont,175 EpidtmoIogy Fin

FIllk:I HeaIttl 5eMc:e Report
MonthlylOuartertyfSerni.AmcBVWeetiJy
'-'
HospiIaIIlnfol'm8tion StNveUiance Data
Vital Health Statistic$
15-.
p...,..,.",

176 Family Planning Files

Ch.rt Pennanent
Contraceptive Stock Records 3 years after lasl entry
Pre-Marital Counseling Certlflcalion , year

177 Five Year Impact Programs Permanent if implemented, otherwise

Dental Care dipose after 5 years
Diarrhea Disease
Environmental Sanitation
Expanded Immunization

176 Health Information Sheets

Acquired Immune Defidency Syndrome! p...,..,.",
Human Immunity Vll'USISexualty Transmitted
Disease (AJDS/HIVISTOI
HopoB p...,..,.",
leprosy Cases p-
Medical Treatment Records
Mortality and Monitomg Records
'-.
'-'
Pregnant Mother
Rabies Cases
'-.
p"""""""
Tuberculosis Cases Permanent
X-ray with Kocll;'s Disease Permanent

17" Health Insurances 5 years after expired

18. Health Surveys , year

181 Hospital Referrals ., 2 years after evaluated and consolidated

In the Annual Report

182 Index Cards Permanent

Family Member
Patient

183 Laboratory 5etvice ResultsIFindings 5 years

Clinical Chemistry
Complete Blood Count (RBCJWBC)

-
Culbxe and Sesltivity Test Body Fluid
_ _ E.umnatioo
Leprosy Detection

....
Paps smear
SputumlStootlUrine examination
Tubercu10sis
 OFFICIAL GAZETTE VOL. 107, No. 51

GROS Common 10 Local O_lletll Un.lts

s.nn2011

JTBl
NUMBER

'84
L_ RECORDS SERIES nnE AND DESCRIPTION

certifications Issued
Daily Consultation
AUTHORIZED RETENTION PERIOD

1 year after date of Iasl entry

Diantlea/Sputum Examination
Family MemberslFamily P\aMing Client
Medicines Oistrilution
Morbid cases 01 Cerebro VasaJIar Diseases
(Hypertension, Rheumatic Hearth Disease,
Coronary Thrombosis, and the like)
Patient
Treatment
5 years after date of las! entry
5 years after date of last entry
5 years after dale of last entry
1 year after date of last entry
5 years after date of last entry
P,,,ma.,,nt
5 yecn after dale of last entry

18. Maslenists P"""""",,'

""'"
cases of Con'wnunlcable Disease
"""o.
Health EducationIProgra Conducted
Noo-Commuoicable Disease
Person with Disability

186 Master1ists on Operation Timbang of Pre-5chool Age .,...

7 years after finality of judgment.
'" Medico legal Cases

,.. Monitoring Chart IrmwJnizatlon Reco«:Is

Decisions 8re permanent

10 years

10 years
'59 Morbidity and Mortality Cases

'90 Pharmacy Records

PrescrlpllonlPrescrlptlon Book Permanent
Records of Dangerous Drug Permanent
Stock Card on Medicine Supplies 3 years after date of last entry

'9' Psychological Files Permanent

Evaluation
Tesl Malerlal

'9' Registry Cards Permanent

Acquired Immune DefICiency Syndromel
Human Immunity Virus/sexually Transmitted
Disease (AtDSlHIVlSTD)
Leprosy
Pulmonary Tuberculosis

193 Rehabilitated Patienfs Records (For Drug Abuse) 15 years after last coosuttationlvisil

'94 R......
Dehydration
Epidemiology
F8~1;,-P1anninl:l
''''''
10,....
2 years
DECE..eR 19. 2011 OFFICIAL GAZETTE 6663

GROS Common 10 loc.1l1 GOYemtMnI Unlls

s.nn 2011

IT,M
RECORDS SERIES mLE AND DESCRIPTION AUTHORIZED RETENOON PERIOD
NUMBER

cont.194 Reports
Marriage Counselling 2 years
Maternal Child health 2 years
Medico Legal 10 years·
Morbidity 10 years
Mortality 2 years
Nutrition 2 years
P,,,,,",,,, 2 years
Expanded Program on Immigration
National Twbefcolosis Program
Under-five
Statistical Permanent

19' Target Client Lists 1 year after updated

196 X-Ray Files

Film
With Court Case 15 years
Without Medico Legal Case 10 years
Request 1 year
Result 5 years

~
JAIL MANAGEMENT RECORDS

19' Logbooks
ArrivalJOisctlarge of Prisooer Ponnaneol
HearYlg 2 years after date of lasl entry

196 Prisooers' Jacket (Carpeta) (Records sel) Permanent

Certificate of Discharge
Commitment Order
Decision
Detainee's Manifestation
Finger Print Chart
Information
Medical Certificate
Personal History Oata
SUbpoena

199 Reports on Detention/Classification of Offenses

Annual Ponnaneol
Monthly 2 years after incorporaled in the
Annual Report

200 Requests fOf Issuance of CertifICate of Detention 1 year after acted upon

201 SChedules of Hearing 1 year

 6664 OFFICIAL GAZETIE VOL. 107, No. 51

GROS Common to Loc.' GoyemlMl1t Unit,

S.rlu 2011

ITEM
RECORDS SERIES TITLE AND OESCR1PnON AUTHORIZED RETENTION PERIOD
NUMBER

---' LEGAL RECORDS

202 Affidavits
L"" 1 year after purpose had been served
Owne<>h~ Ponnaoenl

203 Bouodary Dispute Documents Permanent

204 Controc1s
Chattel Mortgage Ponnaoenl
lease of Mar1l.et Stall 5 years after expiredlrenewed

205 Deed, Permanent

ConveyanceIReconveyance
DonatiOn
Exchange
RatifICation
Sale
Usufruct

206 Demand leiters ra: InfOlTTlal Settlers 2 years after settled

207 Extrajudicial Settlement of Estate Permanent

208 Land Tilles Owned by the lGUs Permanent

209 Waiver of Rights/Quitclaims Permanent

PERSONNEL RECORDS

210 Abstracts of Absences and Undertimes 1 year

21' Certifications 1 year

Attendance
Vacant Position

212 Clients Satisfaclion Filled up Forms , year

213 Guidelines 2 years after superseded

Civil Service
Local Gov!. Consultancy Resource Outreach
for Productivity Project

214 Logbooks of Appointees/Retirees 15 years after date of lasl entry

215 Mission Orders 2 years

216 Notices
Appointment 1 year
Notice of Salary Adjustmen:I~~OSA)'Notice 15 years after retired/separated
of salarv Increment (NaSI l . Pay

•
DECEMBER 19. 2011 OFFICIAL GAZETTE 6665

GRCS Common 10 Local Gow.. ,_,..,. UI\IU:

s..-.2011

rrEM
RECORDS SERIES TITlE AND DESCRlP110N AUTHORIZED RETENTlON PERtOD
NUMBER

conl.216 Nolices
Position Allocation 1 year
Vacancy 1 year after vacant position had been
fiUed up

", Output Tracking Records 1 year

218 Personnel Selection Board Deliberation Files 3 years after vacant position had been
Minutes of the Meetlng filled up
Ranking Report
Rating Sheet
Recommendation
Tally Form

219 Reports
Annual Slatus of Personnel Permanent
Appointment Issued 2 years

220 Salary Index Cards 15 years after retired/separated

22' SChedules of Personnel 1 yea,

222 Slatements of sa1aly savings lye"

223 Summaries of Leave Credits 2 ye",

22. Third Copies of Payrol 1 year provided the official copy is

retained at the Accounting

PLANNING AND DEVELOPMENT RECORDS

22' Census Statistics 1 year after updated

226 Commitlee/CounciVAssociation Files

Agenda 1 year
Minutes of Meeting 1 year
Notice 1 year
Resolution Permanent

227 Data Based on Different Needs of the Community Permanenl

228 Development Counc~ Files Permanent

Pl."
Project
Socio-Economic:

229 Foreign Assisted Pro;ects p","",",,",

230 llits 1 year after updated

Approved Sub-Project
Botanical Garden & ParWSNinn OeveWv..-nt

05183~
6666 OFFICIAL GAZETTE VOL. 107, No. 51

0ItDI c _ to I.ocoIl a-nmtnt Unlb

. . . . 2011

~ ... RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZEO RETENTlDN PERIOD

cunl.2JO Lists 1 year after updated

Cattle Fattening
Cooperative
Housing Project
Integrated Development Plan
Kabisig Mall
Local Government Official
School Building Construction

231 Local Government Unit Data Bank Permanent

232 Permits
FenceJPartitionlWall 5 years after completed
Fire Escape 1 year after building code had been
complied with
LocationallZonlng Permanent

233 PlanS/Programs Permanent if implemented, otherwise,

Annual Implementing Plan (AlP) dispose after 5 yesrs
Annuallnv8stment PlanIProgram (AlP)
Comprehensive Development
Comprehensive land Use
Development Physical Framework
Disaster Risk Management
Food security
Fund Security
Gender Responsive Development
Livelihood Project and Program
local Oevelopmenllnvestment
LongfM8dium/Short Term Development Plan
Population Development
Transportation & Traffic Management

234 Position Papers Permanent if implemented. otherwise

dispose after 5 years

235 Poverty Mapping Records 5 years

236 Profiles (City/MunicipallProvinciaf) Permanent

Demography
Employment
Land Characteristic
Population
Socio-Economic
Territorial Boundaries

237 Reports
Financial and Development Return 2 years
Spatial/Infrastructure sector 5 years
Stale of Local Children 5 years
Stale of Local Governance Permanent
DECEMBER 19, 2011 OFFICIAL GAZETTE 6667

GROS Common to Local Government Units

Series 2011

ITEM
RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD
NUMBER

cont,237 Reports
Status of Project and Infrastructure for Local 2 years
Community Assistance

238 Statistical Data Permanent

239 Statistical Guides Permanent

240 Strategic Framework 5 years

241 Studies on Development Programs Permanent

242 Surveys 1 year after evaluated

Household
Land Ownership

243 Urban Development and Housing Files

AccomplishedNalidated Socio-Eco Survey of 5 years
Possible/Existing Beneficiary
Acquisition of Lot intended for Housing Project Permanent
Document
Profile ot Community/Housing Association Permanent
Proposed/Existing Housing ProjecVSite File 5 years after purpose had been served.
Copy of Land Tille Permanent if implemented
Copy of Structural and Schematic Plan
Copy of Tax Declaration

244 Zoning Ordinances/Clearances Permanent

. .. PUBLIC SAFETY RECORDS

245 Masterlists
Mayor's Permit 1 year after updated
Kalesa
Motor Numbers Inspected
Public Utility JeepneyNehicles
Ordinance Permanent
Violator 5 years

246 Traffic Violation Record Books 2 years after date of last entry

SANGGUNIAN RECORDS

247 Agenda of Sessions/Orders of Business 1 year

248 Certifications 1 year

Accreditation
Posting

249 Complaints on Government Officials and Employees 5 years after finally settled
6668 OFFICIAL GAZETTE VOL 107, No. 51

ORDS Commoro 10 L~l G~ Units

-,."

ITEM
RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD
NUMBER

250 Creation/Conversion Files 5 years after finally settled. Decision

Barangay is permanent
City
Municipality
Province

251 OraftsIWOI'king Papers of Minutes of Committee 1 year after transcribed

Hearings

252 ForeshOfe lease Agreements Permanent

253 Implementing Rules and Regulations of Ordinances Permanent

254 Journal Proceedings of Sessions Permanent

255 Lists Permanent

Committee SponsorshiplCo.Chairmanship
Sanggunian Committees

256 Logbooks Permanent

Approved Resolutions/Ordinances
Publication & Posling of Ordinances
Receiving/Releasing of Ordlnal'lCeSlResolulions

257 Manuals
Citizen's Transactions 3 years after revised
Policies Permanent

258 Minutes/Journals of Meetlngsf&essions Permanent

Boa,.
Committee
Inaugural
Joint
Regular
Special
Hearing
Regular session
Barangay
City

259 Newspaper Publication of Ordinances (Record Set) Permanent

260 Ordinances/Resolutions
Appro,,,. Permanent
Disapproved 3 years
Supporting Documents 5 years

261 Preliminary Approval & locational Clearances (PAle) Permanent

262 Reports
Action (Record of Nominal Votinn\ PBfTTlanent
DECEMBER 19, 2011 OFFICIAL GAZETTE 6669

GRDS Convnon 10 Local GoYemmenI Unlla

s.nn 2011

ITEM
RECORDS SERIES TlTlE AND DESCRIPllON AUTHORIZED RETENTION PERIOD
NUMBER

cont.262 Re_
Cc.mmittee Report Permanent
Performance of Sanggunian BayanIPanlalawigani 5 years
Panglungsod (SBlSP) Member

263 Requests for Certified True Copies of Minutes! 1 year after acted upon
Resolutions and Others

264 Rules of the Sanggunian Permanent

265 Summonsflnvitations 3 years

CommltteelPublic Hearing
Regular/Special Session

266 Transcripts of Stenographic Notes of sessions Permanent

SOCIAL WELFARE AND DEVELOPMENT RECORDS '-'

~-

267 CertifICations of Day Care WOI1Iers 1 year

268 Child and Youth Welfare Highlights of Activities 2 years

26. Client F~es of Drug DependentslRape VlCUnslHurnan

TrafflCkinglNeglectediAbandonedlBaltered Wife
Referral leiter 2 years
Report 2 years after incorpornted in the
Client VIOlation Terminal Report which is Permanent
Final Evaluation
Houseparenl
Progress

270 Family Surveys 1 year after evaluation

271 Family Violence Cases 7 years after finality of judgment.

Decision is permanent

272 Follow-up and Progress Reports on Individual 2 years after finality of judgment
Cases

273 Intake Sheets of Cllenllnformation and Financial 5 years

Assistance

27' Re_
EJderty and Disabled Person 2 years
Social Case Study 5 years
Terminal Pennanenl
UnwedlSingle Parent 2 years

275 Social Welfare Programs Permanent if Implemented, otherwise

dispose 5 years from date of record
 6670 OFFICIAL GAZETTE VOl. 107, No. 51

GROS Common 10 LOCIIl GOftnWMflt Units

Series 2011

ITEM
RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERiOD
NUMBER

TREASURY RECORDS

276 Abstracts 4 years

Real Estate Collection
Real Property
Collection
PaymentfTax-On-Line Payment

277 Alien Annual Taxes 10 years

278 Alphalists Permanent

Real Property Owner
Withholding Tax on Compensation

279 Annual Real Property Tax Payments (Yearly 4 years

Registered Real Property Tax Payments)

280 Apprehension Advices (Advice Issued by the 5 years after the case had been settled
licensed Inspector on Erring Taxpayers)

281 Auction Sales

Delinquent Real Property Permanent
ImpoudedfTowed Vehicle 10 years
Property/Equipment 10 years
Real Property Permanent

282 Bank Statements 10 years

283 Barangay Shares in Real Prop~rty Tax Statements 10 years

284 Bond Index Cards Permanent

285 Books of Accounts Permanent

286 Books on Tax Declarations Permanent

287 Burial Permits with Official Receipts 10 years provided post-audited, finally
settled and not involved in any case

288 Certificates and Receipts of Transfer of Large Callie Permanent

289 Comparative Statements of Markets and Slaughters 5 years

290 Control Lists 5 years

Collection
Loan Payable
Loan Receivable

291 Demand Letters (Letters to taxpayers demanding 5 years after seltled

taxes as result of ocular verification of the inspector)
DECEMBER 19, 2011 OFFICIAL GAZETTE 6671

OROS Common 10 local Gov.mmenl Untt.

s.n..2011

IrnI
RECORDS SERIES TITLE AND DESCRIPTION AUTHORCZED RETENTION PERIOD
NUMBER

,92 Estimated Income and Expenditures 3 years

293 Finance Committee Resolutions Permanent

294 Index C~rds Permanent

Payment of Real Property
Realty Property Owner
Taxpayef

29' Intemal Revenue Allotments 3 years

296 Inventories of Real Properties Permanent

297 Land Tax Receipts 10 years provided post-audited, finally

settled and not involved in any case

298 Lists
Awardee for Collection Purposes (Landed Permanent
Estate)
Delinquent Taxpayer 1 year after updated
Market Owner (Stall) 1 year after updated
Owner of large Cattle 1 year after updated
Property Auctioned 10 years
Taxpayer Permanent

299 logbookS of Requisition of Accountable Forms 10 years after date of last entry

300 Notices
Assessment Value of Rea' Property 1 year
Cash CountlDemandNeriflCation Sheet
Closing of Daily Transaction of Teller 2 years
Collecting Officer 5 years
Computerized Validating Machine Teller 5 years
Daily Closing of Machine Teller's Transaction 2 years
Disbursing Officer 5 years
Delinquent Taxpayer 1 year
Demand leller 1 year
Suspension 1 year

301 Posting Guides of Real Property Tax Payments 2 yrs after superseded

302 Provincial Treasurer's General Receipts 10 years provided post-audited, finally

settled and not involved In any case

303 Real Property Files

Cash Statement 10 years provided post-audited, finally
settled and not involved in any case
Tax Case 7 years after finality of judgment.
Decision is permanent
Tax Clearance 10 years
Tax Order of Paument 5 uears after settled
6672 OFFICIAL GAZETIE VOL. 107. No. 51

ORCS Common 10 lllQl Go¥emment Unlts

s....2011

ITEM
RECORDS SERIES TITLE AND OESCRIPTlON AUTHORIZED RETENOON PERtOD
NUMBER

cont.303 Real Property F~es

Tax Receipt 10 years provided post-audited, malty
settled and not nvotved in any case
Tax Register Pe<manenl
Tax Remittance 10 years

"'" Receipts
Ordnance Violation Receipt (OVR)
2 years after settled

Parki"lg

305 Receipts and certificates of Ownership of Large P"""""""

eo...
306

307
R_
Records of Ownership of Real Property

Accountable Forms Issued

Pennanen'

3 YO'"
Cash Advance 10 years
Cash end Account Examination 3 years provided posl-audited, finally
settled and not involved in any case
CitylProvincialTrassurer's Monthly Accountability 2 years after consolidated in ItIe
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 ProvinciaVMunicipal Treasurer's 4 years
Comparative Collections
Financial Audit Pennanenl
Fund DistributiOn (Revenue derived from 5 years
Real Property Tax)
General Collection 10 years
Local Government's Quarterly Financial 2 years after consolidated in the
Operation Annual RepOrt
MonitOfing of Real Property Tax Remillance 2 years
(Comparative Report)
Real Property Collection 10 years
Revenue!Receipl 10 years
Status of Tax Compromise Agreement 2 years
Treasurer's Weekly Cash 3 years
Uncollected Tax 2 years

308 Residence Certificates (Community Tax Certificates) 10 years

309 Revenues FUes 10 years provided post-audited, finally

Asset sellled and not inVOlved in any case
BIR Allotment and local Government Revenue
Stabilization
Branding of cattle
Permit
sea:;;......
s Fee
DECEMBER 19, 2011 OFFICIAL GAZETTE 6673

ITEM
RECORDS SERIES mu AND DESCRIPTION AUTHORIZED RETENTION P~RIOD
NUMBER

31. Slaughter Pennlt Fee Receipts 10 years provided post-audited, finally

settled and not involved In any case

311 Statements
Income and Expendit~res 10 years
General Fund
Infrastructure
Special Education
Trust
Inventory of Accountable Fonn 5 years
Over/Short Remittance, Collection, 5 years after cleared
Validation and Missing Receipt

312 Summaries of Collections 10 years

313 Tax Compromise Agreements Pennanent

31. Tax Mapping SUNays 1 year

315 Tax Ordinances Permanent

316 Tax Returns 10 yaars

Amusement
Annual Fixed Tax
Franchise
land
Printing
Professional

317 TICkets 2 years

Apprehension
Hawker
Market Cash
Parking

31. Treasurer's Certifications 1 year

31' Warrants of levy 10 years

VETERINARY RECORDS

32. Animal Rabies Cases 5 years

321 Certificatiofls on Examined Animals 1 year

322 Handler's licenses 1 year after explredlrenewed

323 Inventortes 1 year after updated

livestock Farm
Swine
6674 OFElCIAL GAZETTE VOL. 107, No. 51

O'IDI e - to Loal OO-,w'Nnl: UnlD

s.tM2011

ITBI
RECORDS SBaES Tm.E AND DPCRPTION AUTHORIZED RETEH110N PERIOD
..-at

32. Usb 1 year efter updeteclIsuperseded

Acc:redited BteederlFettener Farm
Accredited Transport C.ner

--
Animal Population
Animal TreeledNac:c2\8ted

Backyard HoQISwine Raiser

_0\Je$....

p-
BroIwIlayer/Plggel'y Farm
Foot & Mouth DisaaIe Accredited FiWlTI
Issued Handle(s Ucense
Member F8l"I1VRaiser Association

_ Ie< ....... Re-S1od<Jng

Slaugh..........
Swine center
Vetem8riBn

32. Uvutock Files

Development Program PermMent if iWlemented. olherfriM
dispose 5 ye.w1 from dale of record
Insurance 1 year after expWecl

326
"""'"
Meat Inspection Certil'icates
3 years after updated

1 year after expred

327 PrIceIlsls or Medicfne fat Animals 1 year

328 Profiles 3 yeafS after updated

Accredited Meat Establishment
Meat Inspection

32. Programs Permanent If Implemented. OthElfWi$e

Beef, Cattle and Small Ruminant Breeder dispose ~ yeata from dele of record
Accreditation
Builloen
Hunger Mitigation
MlcrofInance Retource

330 Rabies Vaccination Records 5 years

331 Roports 2 years

Animal Health Monitoring
Clinical L.aboratory
ComprehensiYe De\'ek)pment
Foot & Mouth Disease Negative Monitomg

$1_.. .
locldence
Meat Examination

Status of Livestock
5oNeI1anoe
 DECEMBER 19, 2011 OFFICIAL GAZETTE 6675

0ft0lt common to loeIol OoIoemment Unlta

-"',
lT8I RECORDS SERIES TlTLE AND DESCRIPTlON AUTHORIZED RETENTION PERK>D

332 Requests 1 year after acted upon

Animal Dispersal
Anti-Rabies VacCination
Impounding of Stray Dog/Cat
Uvestock Loan

333 Sdledules 1 year

Mass Vaccination
Veterinary Quarantine

3Jo4 Shipping Permits of Animals 1 year after expired/renewed

Ap......
Confiscated

335 Survey AssessmentslSommary OUtpUts 3 years

336 Survey Questionnaires 1 year after evaluated

Animal Population
Disease Situation
Goal Meat Vendor
Veterinary Infrastructure