DEPARTMENT OF FOREIGN AFFAIRS KAGAWARAN NG UGNAYANG PANLABAS DEPARTMENT CIRCULAR No,_ 35-2017 ‘Subject: GUIDELINES ON DOCUMENTED INFORMATION Section 1. Legal Basis. This Department Circular is promulgated pursuant to the following legal basis: 4.1. Republic Act No. 9485, Anti-Red Tape Act of 2007 1.2. Republic Act No. 9470 (R.A. No. 9470), National Archives of the Philippines (NAP) Act of 2007, dated 21 May 2007 1.3. Republic Act No. 8239, Philippine Passport Act of 1996 1.4 Department Order No. 18-2015 (D.O. No. 18-2015), Document Security Guidelines, dated 08 December 2015 1.5 Department Order No. 01-12 (D.O. No. 01-12), Institution of Operations Manuals at All Levels and Units of the Department, dated 02 January 2012 1.6 Department Order No. 19A-95 (D.O. No. 19-95), Regulations of the Department of Foreign Affairs, dated 28 April 1995 1.7 Memorandum Circular No. 78 and Memorandum Circular No. 196 Promulgating Rules Governing Security of Classified Matters in Government Offices Section 2. Purpose 2.1 These guidelines aim to define the policies and procedures for the controls necessary for maintaining and retaining the Department of Foreign Affairs’ (DFA) documented information. 2.2 These guidelines aim to ensure that documented information of external origin determined by DFA as necessary are identified and controlled. 2.3 These guidelines aim to ensure that documented information are made available and suitable for use, where and when it is needed. 2.4 These guidelines aim to ensure that documented information are adequately protected. 2330 Roxas Blvd., Pasay City. 1300 Philippines Tel. No, 834 - 4000 www.dta.gov.ph25 These guidelines aim to streamline a system of managing, controlling, disposing and archiving of records within the DFA as indicated in RA 9470. Section 3. Scope 34 3.2 3.3 34 Section 4. Definition of Term: ico) These guidelines apply to all documented information required by the DFA for its Quality Management System (QMS). These guidelines also cover the monitoring and distribution of documented information of external origin. These guidelines cover the control needed for the distribution, access, storage, version control, retention, and disposition for documented information. These guidelines shall apply to offices involved in DFA QMS processes. For the purpose of this Department Circular, the following definitions shall hereby apply: 44 42 43 44 45 46 47 Active Records — current records being maintained, used, and controlled, Archiving — long-term storage of documents and records that are no longer actively used. Certified True Copy ~ reproduced copies of Department-issued documents such as Office Orders, Assignment Orders, Clearances, Travel Orders; Department Agreements such as Memorandum of Understanding; and personal documents such as Training Certificates that form part of the 201 files of Personnel, and indicated with blue “Certified True Copy” stamp. Citizen's Charter — refers to an official document, a service standard, or a pledge, that communicates, in simple terms, information on the services provided by the govemment to its citizens. It describes the step-by-step procedure for availing a particular service, and the guaranteed performance level that they may expect for that service. Classified Records — information categorized as Top Secret, Secret, Confidential, and Restricted, as defined in D.O. No. 18-2015. DFA Forms - forms used related to the function and operation of the office. DFA Policies - are set of directives or instructions contained in Department Orders, Department Circular, Foreign Service Circulars, and Home Office48 49 4.10 441 412 413 414 4.15 4.16 447 4.18 Circulars, as approved and signed by the Secretary of Foreign Affairs (SFA) or any of the Undersecretaries, if authority is delegated by the SFA. Documented Information — information contained in documents and/or records, determined by the DFA as necessary for its QMS processes. Document Master List — list of QMS related documents and DFA policies being maintained by the Administrative Officers of each office, IAS, QMS Unit and Document Controller. Document Distribution/Retrieval List — list of recipients of the original Unit Operations Manual (UOM). Electronic Communications Section (ECS) — a section under the Office of Assets Management and Support Services-Information Technology, Communications and Records Division (OAMSS-ITCRD). Electronic Copy — a copy of QMS documents, Department Policies, Unit Operations Manual, and Extemal Documents that is made available to all Department personnel through the DFA website, DFA Employee Portal or Central Records Database System (CRDS). However, a downloaded and printed version of the electronic copy is considered uncontrolled copy. Extemal Documents - documents generated form external sources, which the DFA uses as a guide for its procedures File ~ collection of related data usually arranged or classified by respective personnel. Filing System — system of identification, arrangement, and finding of records. General Records Section (GRS) ~ a section under the Office of Assets Management and Support —_Services-information Technology, ‘Communications and Records Division (OAMSS-ITCRD). Head of Office — refers to the Assistant Secretaries of the principal offices of the DFA, the Chief Coordinator in the Office of the Secretary, senior~ ranking Special Assistants of the Undersecretaries, and the Heads of the Intelligence and Security Unit and the Department Legislative Liaison Unit. In case of absence of the Head of Office, his/her deputy or the next-ranking officer takes over his/her QMS duties. Inactive Records - records that are very rarely or no longer referred to, and which must be transferred to another location. These records have already served their purpose but must be kept for legal requirements or some4.19 4.20 4.21 4.22 4.23 4.24 4.25 4.26 4.27 4.28 4.29 4.30 431 compelling reason/s, and destroyed the moment their retention periods have expired. Master Copy — the source file of the Unit Operations Manual created by the Process Owner. The Master Copy shall be submitted to the Document Controller once the revisions of the UOM have been approved. Obsolete copy - superseded original documents, these are indicated with red “Obsolete” stamp. Permanent Records - document which is retained permanently for its administrative, historical, or legal value. QMS Forms — consist of audit related forms and forms cited in 5.1.1 Records Appraisal — determination of whether non-current records are for preservation, storage, destruction, or sale. Records Custodian — any DFA personnel with responsibilities over a particular set of records. Records Disposition — the systematic transfer of inactive or non-current records from an office to the storage area, identification and preservation of archival records, and destruction of valueless records. Records Disposition Schedule (RDS) - an organization's list of records series, showing the period of time a record is to remain in the office area, in the storage (inactive) area, and whether it is to be preserved or destroyed. Records Management System — is a computer program designed to store, route and track documents. Recycling - a paper waste management process that enables documents for disposal to be processed and tumed into new paper products. Retention Period ~ the systematic period of time established and approved by the NAP as to the life span of records, after which they are deemed ready for permanent storage or destruction. Revision History Worksheet — contains description of changes made on a certain documents listed in the Document Master List. Routing Slip ~ to be filled in by the Head of Office or his/her duly authorized representative. This Is attached to the instruction for revision/creation of documents.4.32 Shredding — a secure and thorough process of records disposal. Records are first fed into a machine to be cut into small pieces to prevent unauthorized reading or reproduction of its contents. 4.33 Valueless Records — records that have reached the prescribed retention Periods and outlived their usefulness to the DFA. Section 5. Responsibilities 5.1 Executive Director or the next ranking officer 5.1.1 Responsible for updating and maintaining of QMS-related documents in their Office specifically: PESTLE (DFA-QMS F01) Risks and Opportunities Registry (DFA-QMS F02) Quality Plans and Objectives(QPO) (DFA-QMS F03) QPO Monitoring Tool (DFA-QMS F04) Control of Nonconformity Matrix (DFA-QMS F14) Knowledge Management Matrix (DFA-QMS F15) Monitoring of Interested Parties (DFA-QMS F16) Extemally Sourced Documents (DFA-QMS F17) PemppooD §.1.2 Hel She shall be the repository of the original and soft copy of the abovementioned documents. 5.2 Administrative Officer 5.2.1 Responsible for monitoring and consolidating the Document Master List (DFA-QMS F05) of their respective Offices quarterly. 5.2.2 Responsible for updating and maintaining the Request for Action (RFA) Registry (DFA-QMS F'11) of their respective offices. 5.3 DFA Archives 5.3.1 Responsible for the preservation, particularly the maintenance, conservation, and restoration, of non-current and/or permanent record or archives, in the Department. 5.4 Document Controller (Director of ITCRD or the next ranking officer) 5.4.1 Maintain a master list and master copy of all UOM's as well as its Document Distribution/Retrieval List (DFA-QMS F06).5.4.2, Responsible for the distribution of the approved UOMSs to the Head of Offices using the Document Distribution/Retrieval List. 5.5 Internal Audit Service 5.5.1 Responsible for updating and maintaining audit related documented information. 5.6 Office of Assets Management and Support Service-Information Technology, Communications and Records Division (QAMSS-ITCRD) 5.6.1 Responsible for ensuring that all Department Policies uploaded in the CRDS are the latest version. Once these policies have been superseded, rescinded and considered obsolete, the revised and updated version of the Department Policy shall be uploaded in the CRDS. 5.6.2 ITCRD-Director - reviews and approves the retention and disposal schedule of records of the various offices as endorsed by the Head of the General Records Section (GRS). 5.6.3 General Records Section (GRS) - oversees records management within the DFA. The GRS ensures that records beyond the retention period are disposed of properly in accordance with NAP guidelines on records inventory and disposition. The GRS also prepares and reviews the RDS before submission to the NAP for final evaluation and approval. 5.6.4 GRS Head - maintains the repository of original-signed DFA policies. 5.6.5 Electronic Communications Section (ECS) — transmits, receives, distributes, and maintains all electronic communications. with Foreign Service Posts. 5.6.6 Records Management Unit (RMU) - maintains the Document Master List for Department Orders, Foreign Service Circulars, Department Circulars, and Home Office Circulars. 5.7 Office of Consular Affairs 5.7.1. Consular Records Division (CRD) - Oversees records management within the DFA-ASEANA and Satellite Offices (SOs). The OCA-CRD. ‘ensures that records beyond the retention period are disposed of properly in accordance with NAP guidelines on records inventory and disposition.8.7.2. Consular Office Coordinating Center (COCC) ~ transmits, receives, distributes, and maintains all electronic communications with Satellite Offices and Regional Consular Offices. 5.8 Process Owner 5.8.1 Personnel who inifiates the document creation/revision, and fills in the “Prepared by" portion, if any, of the document's approval page. Maintains electronic copies of UOM and draft DFA Policies. The Process Owner is also responsible for incorporating comments/inputs on the draft documents from the reviewing and approving authorities. 5.8.2 Responsible for updating and maintaining the Document Master List (DFA-QMS FO5) and the Revision History Worksheet (DFA-QMS FO7) of their respective Offices/Division. 5.8.3 Ensures that obsolete copies of documented information that are related to their functions are retrieved, filed and disposed properly. 5.9 Quality Management Representative (QMR) 5.9.1 Oversees the establishment, documentation, and effective implementation of the QMS. Approves template of QMS related documents cited in 5.1.1. 5.10 Undersecretary for Administration 5.10.1 Responsible for updating and maintaining the QMS related forms cited in 5.1.1 through the Quality Management System Secretariat. 5.11 Records Officer 5.11.1 The Records Officer of each office ensures that all records in their custody are properly identified, protected, and stored in safe locations and made available for easy retrieval until the end of its retention period. He/She is responsible for the submission of records for archiving or disposal and ensures that records beyond the retention period are disposed of properly. 5.12 Records Custodian/Process Owner 5.12.1 Keeps the Records Officer informed of any issue regarding records in their custody. He/She ensures that all records in their custody, whether physical or electronic, are properly identified, protected, andstored in safe locations and made available for easy retrieval until the end of its retention period. 5.13 The Undersecretary for Civilian Security and Consular Concerns (UCSCC) 5.13.1 Oversees the operations of the Office of Consular Affairs in Aseana (OCA DFA-Aseana), including the Consular Records, Authentication and Passport Division. 5.13.2 Approves policy-related documented information as applicable. Section 6. 6.1. Structure and Description Per Type MANUALS FILES/RECORDS Level 1. Policies Documented information needed to be maintained by the DFA for the purposes of establishing the DFA QMS. Level 2. DFA Manuals Documented information maintained by the DFA for the purpose of communicating the information necessary for the organization to operate,Level 3. Files/Records Documented information needed to be retained by the DFA for the purpose of providing evidence of result achieved. 6.2 Procedure Outline Key Activities Responsible Creation and Updating of Documents (Section 7) | Process Owner Review and Approval (Section 9) Reviewing Authority Registration of Documents (Section 10) Process Owner Document Controller Distribution and Retrieval (Section 11) Process Owner Document Controller Section 7. Creation and Updating of Documented Information 7.1 DFA Policies 7.1.1 Instructions from management and recommendations from heads of offices/divisions through memoranda, routing slips or minutes of the meetings trigger the creation/revision of policies. Determination of whether a revision/amendment is necessary shall be done by relevant offices. 7.1.2 The Process Owner initiates the preparation of the first draft for new documents based on existing laws, regulations, and industry best practices. 7.1.3 Incase of revised documents: a. Revision of policies may be initiated by any office through a memorandum addressed to the Process Owner indicating the rationale for the revision; b. The Process Owner convenes an inter-office or inter-agency meeting to obtain inputs. These inputs are consolidated and incorporated in the revision; andc. The Process Owner sends a memorandum, with the attached draft document, to relevant offices or officials for further comments within a specified deadline. 7.2 Unit Operations Manuals 7.2.4 The Process Owner requests a master copy of their UOM to the Document Controller through a memorandum signed by their Head of Office. 7.22 The Process Owner initiates the revision through memorandum/routing slip/minutes of the meeting as a result of the Unit Operations Manuals (UOM) review. 7.3. DFA Forms, QMS Forms, and Templates 7.3.1 Instructions from management and recommendations from Heads of Offices through memorandum/routing slip/minutes of the meeting trigger the creation/revision of forms and templates. 7.3.2 Draft of the new/revised form and templates is prepared by the Process Owner. Section 8. Format, Media and Other Conventions Document Type Format Media Scanned DFA Policies pdf CRDS ‘Scanned Unit Operations Manual (UOM) | .pdf DFA Employee Portal “refer to D.O. 01-2012 DFA Forms, Templates, QMS Forms doc DFA Employee Portal xls DFA Website ‘Scanned Gilizen’s Charter pdr DFA Website “refer R.A. 9486 ‘Accomplished OMS Forms Hard copy | Paper Section 9. Review and Approval 9.1 DFA Policies 9.1.1 Once a documented concurrence of all concerned offices or officials is reached within a specified deadline, the draft policy (with revisions, if any) is sent to the approving authority for signature.9.2. Unit Operations Manual 9.24 9.2.2 9.2.3 9.2.4 9.2.5 A draft of the proposed revision in the UOM is submitted, through a memorandum, to the reviewing authority (Head of Office) who, as a sign of concurrence, affixes his/her signature on the memorandum and on the UOM All proposed revisions are typed in italics. The nature of revision is reflected in the footer of the document page. The reviewing authority forwards the concurred revision to the Oversight Office through the same memorandum. Once approved, the Oversight Office affix his/her signature on the UOM. ‘The approved UOM will then be forwarded to the Document Controller for registration. 9.3. DFA Forms, QMS Forms and Templates 9.3.1 9.3.2 9.3.3 9.3.4 9.3.5 ‘The Process Owner endorses the new/revised form/templates to the reviewing authority through a memorandum. The nature of revision shall be indicated on the memorandum. Once the new/revised formitemplate is acceptable to the reviewing authority, the latter affixes his/her initials on the memorandum. The reviewing authority forwards the reviewed draft formitemplates to the Head of Office/QMR through the same memorandum. Once approved, the Head of Office/QMR will affix his/her signature ‘on the memorandum. The Head of Office returns the approved formitemplates to the Process Owner for updating of the Document Master List and Revision History Worksheet for new/tevised forms/templates.9.4 Approving authoritylies, reviewing authorityies and process owners of documented information are as follows: + PESTLE + Risks and Opportunities Registry * Quality Plans and Objectives(QPO) ‘+ QPO Monitoring Too! * Contro! of Nonconformity Matix + Knowledge Management Matrix ‘+ Monitoring of Interested Parties + Extemally Sourced Documents Reviewing Approving Document Type | Process Owner | Ai thority ‘Authority DFA Policies: Implementing | Undersecretaries | Secretary of (Internal issuances) | Office Head (Usecs)’ Foreign Assistant Affairs (SFA) Secretaries UOM Concemed Head of Office | Oversight Personnel Office DFA Forms ‘Concerned Immediate Head of Office Templates Personnel Supervisor ‘QMS Auditrelated | IAS Deputy QMR__| GMR Forms ‘QMS Forms citedin [UA Deputy MR | NR 5.4.1 Citizen's Charter [Head of Office | Oversight Office | Seorelary of Foreign Affairs (SFA) ‘Accomplished GMS_| Concerned Head of Office | Oversight Forms Personnel Office/ OSEC 9.4.1. The approved document bears the original signature of the approving authority. Hence, it may be treated as “unofficial”.9.4.2 Original-signed DFA Policies are maintained by the Head of the GRS. The GRS forwards to the Office of National Administrative Register at the University of the Philippines Law Center (ONAR-UP) certified true copies of all Department Orders for registration and determination of effectivity dates. 9.4.3. Original-signed UOMs are maintained by respective Head of Offices, 9.4.4 Approved new/revised forms/templates are maintained by the concerned personnel. Section 10. Registration of Documents 10.1 DFA Policies 10.1.1 The GRS forwards to the Office of National Administrative Register at the University of the Philippines Law Center (ONAR-UP) certified true copies of all Department Orders that are of public nature for registration. 10.1.2 Communications that contain DFA Policies use a coding system assigned by the GRS, as follows: Document Code Abbreviation of Type of Department Order (D.0.) Document - Series No. - Year | DO-xx-yyyy created ‘Abbreviation of Type of Department Circular (D.C.) Document-Series No.- Year | DC-x-yyyy created 7 - Abbreviation of Type of Tee} eye ea Document-Series No. - Year | FSC-x-yyyy ieee created . ‘Abbreviation of Type of Hoc oar Document-Series No. - Year | HOC-xx-yyyy LOC, created 10.3 Unit Operations Manual 10.3.1 Coding system is assigned as follows: Office-UOM-YYYY orOffice-XXXX-UOM-YYYY yyy latest approval year XXXX - Division's abbreviation 10.4 DFA Forms and QMS Forms 10.4.1 The DFA Forms are coded, as follows: DFA-OOOO-DD-xx 0000 ~ Office's assigned acronym DD - Division's (if applicable) assigned acronym xx - Series number starting with 01 10.4.2 The QMS Forms are coded, as follows: DFA-QMS Fxx F - Form Xx - Series number starting with 01 10.5 Document Control Stamps are maintained and used by designated personnel and the Document Controller. The following are the DFA’s stamp specimen: verre bebantMtall Ge FUaR {Information fash sions 16 NOV 2017 FOR Inc uintsiun ur iienut VITTORIO A. PALADO ‘THE DEPARTMENT OF FOREIGN AFFAIRS, OBSOLETE |Section 11. Control of Changes 11.1 List of all QMS documents related to the function of respective offices should be indicated in the Document Master List. 11.2. Each QMS document listed in the Document Master List should have its corresponding Revision History Worksheet. Specific details such as page number and sections in the documents, where a certain change has occurred, needs to be indicated in the worksheet. 11.3 Each office should have their own Document Master List and Revision History Worksheet to track the changes made on the Quality Manual, UOM and Forms (DFA and QMS), as well as to accomplished forms listed in 5.1.1, etc. 11.4 When a revision in the Unit Operations Manual is made, general description of the changes should be indicated in the footer of every page under the "Nature of Revision’. 11.5 OAMSS-ITCRD issues a memorandum to all DFA offices whenever there’s anew Department Order that was uploaded in the CRDS. 11.6 When there is an updated Unit Operations Manual uploaded in the DFA Employees Portal, a memorandum is issued by OAMSS-ITCRD to the concerned office, 11.7. The change of the name of personnel is not a valid reason for revision. Only the changes in the content and format of the forms are considered. 11.8 Whenever necessary, effectivity date should be reflected on the documented information. 11.9 Printed copies of obsolete documented information that are retained for legal and/or historical value shall be marked with “obsolete stamp" or cross- out and/or filed in a folder marked “OBSOLETE”. 11.10 Printed copies of obsolete documented information that are for disposal shall be in accordance with the NAP guidelines. Section 12. Distribution and rieval 12.1 DFA Policies 12.1.1 Department Orders and Circulars are uploaded at the Central Records Database System (CRDS) maintained by the GRS. The12.2 12.3 12.4 12.5 12.6. 12.7 CRDS, secured with a usemame and password, can be accessed by DFA personnel only. 12.1.2 The Records Management Unit is responsible for numbering and uploading of DFA Policies. Unit Operations Manual 12.2.1 Document Distribution/Retrieval List is used by the Document Controller for the distribution of the original-signed UOM. 12.2.2 Unit Operations Manual of offices are uploaded in the DFA Employees Portal and can be accessed by DFA personnel only. 12.2.3 Master copy of approved UOM will be forwarded to the Document Controller as he/she is the central repository of all master copies of UOM. DFA Forms, QMS Forms and Templates 12.3.1 The concemed personnel maintain copies of the approved new/revised form/templates and distributes them upon request of end-users. 12.3.2 All forms related to the function of the office are listed in their respective Document Master List. To ensure easy retrieval of documented information that needs to be retained, filing cabinets/shelves, boxes, folders, and envelopes are labeled accordingly per office. A copy of unclassified records, on communications electronically sent to and received from Foreign Service Posts, (and RCO and SOs) may be requested from the ECS or the COCC by any employee of the receiving office, as applicable. This may be requested through a phone call or in person. The ECS/COCC sends the requested copy electronically to the requesting office. A.copy of any classified record is requested through a properly filled out form, signed by the Head of the receiving office, and approved by the Assistant Secretary of OAMSS or OCA. A copy of the requested classified document is, hand-delivered to the requesting office. For any documented information filed by General Records Section, a copy may be requested through a request form filled out by the requesting office, subject to the approval of the Director of OAMSS-ITCRD.12.8 For any passport or authentication documented information filed by OCA — CRD or the Authentication Division, a copy may be requested by the requesting office, subject to the approval of the Assistant Secretary. 12.9 Unit Operations Manual and Quality Manual that are uploaded in the website or ‘employees’ portal shall have the following disclaimer: “This copy may be printed for reference only. However, always check our official website and employees’ portal for the latest version.” Section 13. Security, Storage and Preservation 13.1 Documented information that needs to be retained are kept in appropriate locations and conditions to prevent physical deterioration, damage, and loss. As such, documented information may be protected in accordance with any of the following: Use of folders and file boxes; Stored in shelves/cabinets Regular back-up of e-files; Scanning; Pest Control; Password protection for soft-copies of classified documented information; and g. _ Restricted access to hard and soft-copies of classified documented information. soap op 13.2 Documented information that needs to be retained may be filed according to any of the following, as determined by the office: a. Alphabetical Filing © Alphabetical Name Filing © Alphabetical Subject Filing © Alphabetical Location/Geographic Filing b. Numerical Filing (by control / reference number) ©. Chronological Filing (by date of records) d. Records Disposition Schedule 13.3 The Electronic Communication Section of OAMSS — ITCRDis the repository of all records on communications to and from Foreign Service Posts that are sent or received electronically.Section 14, Inventory and Appraisal 14.1 14.2 14.3 144 14.5 An annual inventory is performed per office using the NAP Form 1 Records Inventory and Appraisal. All office inventories are consolidated by GRS using NAP Form 1 and submitted to the NAP. Upon inventory, each office appraises records in consideration of the RDS and value of the records. The value of records may be considered through the following perspectives: first, from the DFA’s point of view, in terms of their immediate or future utlity for administrative, legal, or fiscal reasons; and second, from the archival point of view, in terms of their permanent historical or research value. The latter involves documentary information with enduring value, particularly about the DFA, which facilitate research, and protect the civil, legal, or property rights of individual persons. Documented information that needs to be retained vary with respect to their period of usefulness to the DFA. The retention period of each record series shall be determined by the GRS once received or created, in accordance with NAP guidelines on records inventory and disposition to satisfy all pertinent administrative, fiscal, and legal requirements. Each office appraises their records through the NAP Form 1. The Records Officer indicates in the remarks section of the NAP Form 1 the action to be taken on the record. Section 15. Retention and Disposition 15.1 15.2 15.3 Retention period for each document type is based on the NAP’s General Disposition Schedule and DFA’s Records Disposition Schedules (see Annex A). Disposal of records is done in accordance with the RDS and applicable Department Orders. The DFA submits a request for authority to dispose records using NAP Form No. 3. Only with prior authorization from NAP can the DFA proceed with the disposal of a particular record (see Annex B for Guidelines on Records Disposal). Records are disposed through any of the following means: 15.3.1 Archiving Permanent records from all offices are tured over to the DFA Archives for safekeeping and maintenance.15.3.2 Disposal a. Destruction of records The destruction of classified records, as approved by NAP, is done through shredding. b, Re-using, recycling or re-purposing of records for disposal * Valueless, unclassified records can be used as scratch paper or routing slips, among others. «. Selling * Each office may dispose valueless unclassified records by selling them as scrap in the presence of representatives from NAP and COA. Proceeds from the sale shall go to the general funds of the Department. Section 16. Protection from unintended Alterations 16.1 16.2 16.3 16.4 All documented information that are uploaded in the DFA website, DFA Employees Portal, and CRDS are in a portable document format (pdf). Access restriction, through password for soft copies of approved and signed documented information to avoid unauthorized use and alterations. Erasures on the signed copies of documented information are not allowed. For minor corrections in the documented information, it should be crossed-out or strikethrough as long as there is an initial of the authorized concerned personnel. Section 17. Control for Documented Information of External Origin 17.1 External Documents includes, but not limited to, the following: International and Local Regulatory and Legal Standards (Executive Order, Administrative Order, Republic Act and its Implementing Rules and Regulations, Circulars, Guidelines); ISO 9001:2015 Standards; and Government Forms. 17.2 External Documents are maintained in electronic form as much as possible.17.3 Printed copies of obsolete, external documents that are retained for legal and/or historical value shall be filed in a folder marked "OBSOLETE". 17.4 Electronic files of obsolete, extemal documents that are retained for legal andior historical value shall be added with "OBSOLETE" on its filename. 17.5 OAMSS-ITCRD is responsible for the maintenance and improvement of the Employees Portal. 17.6 Externally-generated communications are also uploaded and routed to employees of each office through a records management system. 17.7 Each office is responsible for the maintenance of its respective records management system, OAMSS-ITCRD is responsible for the improvement of the records management system. Section 18, Effectivity Clause 18.1 This circular shall take effect immediately. LINGLINGAY f-LACARLALE Undersecretary for Administration DEC 08 2017 Pasay City,