FM-NWPC.GEN-02 Revision: 1 01 June 2016 Republic of the Philippines = om" Department of Labor and Employment ae NATIONAL WAGES AND PRODUCTIVITY COMMISSION OFFICE ORDER NO. __|% Series of 2017 In the interest of the service and pursuant to R.A. No. 9470 (National Archives of the Philippines [NAP] Act of 2007) in relation to NAP General Circulars Nos. 1, 2 and 4; Executive Order No. 2 dated 23 July 2016; and NWPC Freedom of Information (FO!) Manual, this set of guidelines in the management and disposal of the National Wages and Productivity Commission and its Regional Tripartite Wages and Productivity Boards (NWPC/RTWPBs) public records is hereby prescribed. L OBJECTIVES 1.1 To safeguard, protect and preserve NWPC/RTWPBs' public documents and records, not only as fundamental instruments for efficient and effective governance but also as essential tools for the preservation of the NWPC/RTWPBs history and cultural memory (Section 2, R.A. 9470): 1.2To strengthen the existing system of management and administration of NWPC/RTWPBs records (Section 5, R.A. 9470); 1.3 To cause the transfer of public records with enduring value covered by Section 20 of R.A, 9470 to the custody of the National Archives of the Philippines (NAP); and 1.4To cause the disposal of valueless records subject to the approval of NAP. ll. COVERAGE This set of guidelines in the management and disposal of public records shall be applied and implemented by the NWPC and its RTWPBs. I. DEFINITION OF TERMS 3.1 Accession ~ refers to the process of transferring non-current archival records from the custody of an operating agency to the administrative control and guardianship of a records center/archival agency. 29/3 Floor, 1011 DY International Building, Gen. Malvar and San Marcelino Streets, Malate Manila Telephone Nos. 5275519/5275171 Telefax. Nos. 5275522/5275139 http://www.nwpe.dole.gov-ph3.2 Archives shali refer to: a) public records, papers, periodicals, books or other items, articles or materials, whether in the form of electronic, audio-visual, or print which by their nature and characteristics have enduring value that have been selected for permanent preservation; b) the place (building/room/storage area) where archival materials are kept and preserved; and ¢) an organization (or part of an organization) whose main function is to select, collect and preserve archival records and make such records available for public use. 3.3 Administrative Value - refers to the usefulness of records to the originating or succeeding agency in the conduct of current businesses. 3.4 Classification Scheme or Guide — refers to a systematic arrangement of subjects according to a plan as an aid in classifying file mater 3.5 Disposal ~ refers to the act of selling, landfill/burying, or any other way of discarding valueless records in accordance with the provision of R.A 9470. 3.6 Disposition — refers to the systematic sorting out of records in the office storage whereby those classified as valuable records are permanently preserved and those which are classified as valueless are disposed of. 3.7 File — refers to: a) a folder containing records; or b) a collection of records involving a specific name or topic; or c) a class of records in a separate group or series of file drawers; or d) the operation involved in arranging records in systematic order. 3.8 File Containers ~ refer to steel filing cabinets, open wooden shelves, vaults, corrugated boxes, file jackets and the like used to keep the records of the agency. 3.9 General Records Disposition Schedule — refers to a records control schedule governing the disposition of specified recurring records series common to all government agencies issues by the National Archives of the Philippines. 3.10 Inventory ~ refers to a descriptive listing of the records holding by record series indicating its specific location, inclusive dates and volume in cubic meters; conduct of related activities to locate, identify, describe, count and measure all records in the office and storage area including all loose and bound papers, microfilms, optical disks and magnetic tapes and disks.3.11 Non-current Records — refer to files that deal with completed or adjourned business not needed for action or reference in continuing agency transactions but have continuing research or historical value to the government and public. 3.12 Open Access Records — public records that have been in existence for at least thirty (30) years or have been transferred under the custody and control of the NAP, and that are classified as open access records as referred to in Section 30 of R.A. 9470 in relation to Executive Order No. 2 dated 23 July 2016 and NWPC. Freedom of Information (FOI) Manual. 3.13 Organization (or a part of an organization) ~ whose main function is to select, collect and preserve archival records and make such records available for public use. 3.14 Public Records ~ refer to the record or classes of records, in any form, in whole or in part, created or received, whether before or after the effectivity of R.A. 9470, by a government agency in the conduct of its affairs, and have been retained by that government agency or its successors as evidence or because of the information contained therein 3.15 Records ~ refer to information, whether in its original form or otherwise, including documents, signatures, seals, texts, images, sounds, speeches, or data compiled, recorded, or stored, as the case may be: 4) in written form on any material; 4) on film, negative, tape or other medium so as to be capable of being reproduced; by means of any recording device or process computer or other electronic device or process. 3.16 Records Disposition Schedule ~ refers to the listing of records series by the organization showing, for each records series the period of time it is to remain in the office area, in the storage (inactive) area and its preservation or destruction 3.17 Records Management ~ refers to the managerial activities involved with respect to the records creation, records maintenance and use, transmission, retention, and records disposition in order to achieve adequate and proper documentation of policies and transactions of government for its efficient, effective and economical operation. 3.18 Records Series - refer to a group of related records arranged under a single unit or kept together as a unit because they deal with a particular subject, result from the same activity or have a special form.3.19 Restricted Access Records — refer to records which access have been restricted because there exists a legal impediment and/or standard or advice issued by the NAP that requires such public records to be withheld from public access. 3.20 Retention Period ~ refers to the specific period of time established and approved by the NAP as the life span of records, after which they are deemed ready for permanent storage or destruction. 3.21 Valueless Records — refer to all records that have reached the prescribed retention periods and outlived the usefulness to the agency or the government as a whole. AUTHORITY FOR RECORDS MANAGEMENT AND DISPOSAL ‘The NWPC Head or the Chairperson of the RTWPBs or their authorized representative shall exercise the following powers: 4.1, To have final supervision and control of the records management and_ disposal of public records in their respective areas of jurisdiction subject to the written authority from the NAP; 4.2. To consider and act on the recommendations/proposals of the osai Committee (RMDC); and Records Management and 4,3, To review any classified record or inspect the contents thereof under their custody and control. RECORDS MANAGEMENT AND CONTROL 5.1. Operations of Incoming and Outgoing Mails The Records Unit of the NWPC’s Administrative Division through its Records Officer and the Records Officer Designate of the RTWPBs shall be the Records Custodians and shall in their respective offices act as the centralized receiving and releasing unit of all the communications for proper recording and monitoring procedures. 5.2 File Classification Guide There shall be a File Classification Guide or Scheme based on the subject matter for a uniform filing system. 5.3 Retention Code This shall be effected based on the General Records Schedule and NWPC/RTWPBs Records Disposition Schedule before the records are filed.vi. 5.4 Personnel Security and Access to the File The Records Officer and/or his duly authorized personnel shall have the sole access to the office files and shall be responsible for the security of records at all times, Confidential records shall be kept separately from the general files in secured file containers. 5.5 Servicing with the File There should be a requisition and charge-out procedures in issuing files. A follow-up device shall be developed on charged-out records. RECORDS DISPOSITION 6.1 Inventory and Appraisal of Records The RMDC shall prepare an inventory and appraisal of the agency's records using NAP Form No.1 preparatory to the development of the Records Disposition Schedule (RDS). 6.2 General Records Disposition Schedule (GRDS) ‘The RMDC shall be guided by the NAP’s GRDS in determining the disposal of the valueless records. ‘The records shall not be disposed earlier than the period indicated for each record series. However, they may be retained for longer periods for necessity reasons. 6.3 Records Disposition Schedule (RDS) The RMOC shall establish the agency's Records Disposition Schedule for consideration and approval by the agency head, using the NAP Form No.2 with regard to its substantive records and those records not included in the General Records Schedule to serve as guide in the disposition of records, subject to the approval of the NAP. Should there be a revision or amendment in the agency RDS, the same shall be submitted to the NAP for approvalVil. RECORDS MANAGEMENT AND DISPOSAL COMMITTEE (RMDC) The Committee shall be composed of the following: 7.1, NWPC Chairperson Vice Chairperson Members Secretariat 7.2. FOR RTWPB Chairperson Members 7.3. FUNCTIONS Chief, Administrative Division Chief, Planning and Information Division Representatives from the Offices of the Directors Chief, Financial and Management Division Chief, Training and Technical Services Division Chief, Review, Appeals and Legal Division Chief, Wages Policy and Review Division Chief, Productivity Policy and Research Division Ms. Ouija S. Brillo (Records Officer) Designated records personnel of all Divisions Board Secretary Records Officer Designate Accountant Designate AND RESPONSIBILITIES OF RMDC The RMDC shall perform the following functions: a) Examine, identify, determine and sort on an annual basis, records of NWPC starting with Division level records. b) Prepare an inventory for the approval of the agency head, of all the ion and thereafter a consolidated inventory of NWPC public records containing separate registry/ listing on the follo records of Di ba b.2 b3 b4 bS All public records under its custody; All public records transferred to the National Archives; Public records disposed of with authority under Sections 18 and 19 of R.A. 9470; Data of deferred transfer under Section 21 of the said law; and Public access register that contains information on what record/document can be and cannot be accessed under R.A. 9470 in relation to NWPC FOI Manual.©) Develop an updated Records Disposition Schedule (RDS) for consideration and approval of the agency head and subsequently for submission to and approval of the NAP; d) Determine the records ripe for transfer to NAP taking into consideration the value of records and their specific and authorized retention periods using the GRDS and RDS; e) Recommend to the agency head the mode of disposal subject to the written authority of NAP. f) Estimate the volume of the valueless records to determine and facilitate its economical disposal; 8) Coordinate with NAP as to the actual/schedule of records disposal; and h) Conduct regular review of the disposal guidelines and effect the necessary change where appropriate. i) Perform such other related functions as may be necessary. Vill. INVENTORY OF NWPC/RTWPB PUBLIC RECORDS 8.1 NWPC/RTWPB Public Records The RMDC shall prepare an annual inventory for the approval of the agency head, of all the public records containing separate registry/listing on the following: a) All public records under its custody; b) All public records transferred to the NAP; ©) Public records disposed of with authority under Sections 18 and 19 of R.A. 9470; d) Data of deferred transfer under Section 21 of the said law; and e} Public access register that contains information on what record/document can be and cannot be accessed under R.A. 9470 in relation to NWPC FOI Manual. 8.2 Procedures in the Conduct of Inventory The RMDC shall conduct the physical inventory of records through the following steps: Step 1. Step 2 Identify all records by records series title or record series name including those records that cannot be classified/determined as official records whether located in the official file/repository or other storage areas. Identify the location of each record series including records not properly placed in the designated storage areas such as those located in the stairways, unused restrooms and vehicles, etc.Step 3. Step 4. Approximate the volume of each record by cubic meter. Fill up the National inventory Form (attachment to NAP General Circular No. 4) indicating the following data: a) Name of office The office where the inventory is being undertaken. b) Department/Division The department/d ©) Section/Unit The administrative or operating section/unit of the office. d) Telephone number The contact number of the person/employee in charge of files. e) E-mail address It must be the official electronic mail of the office. f) Address ‘The specific location of the office where the floor number, building, street, city/ municipality and province are indicated. 2) Person in-charge of files The person/employee having control or custody of the records /files/documents. h) Date prepared The date when the inventory of records is accomplished/finalized. i) Record series title and description The entry for record series title shall be properly filled out. If the record is a substantive record or a record with archival value or one which could not be found in the General Records Disposition Schedule (GRDS), a brief description or definition of the records shall be noted in the remark column. 1) Period covered/inclusive dates Indicate the period covered by the record series from the earliest 40 the latest year when the records have been created/received by the government agency. Volume The mass of the records should be computed and expressed in cubic meters using the following formula: ion of the office. \) Volume = length x width x height (in meters) I) Records medium The physical material where the information may be recorded such as paper, film, magnetic tape, electronic disk, etc. m)Restriction Records are to be classified as open access or restricted access records utilizing the data/information contained in the NWPC FOI Manual.1) Location of records ‘The location of records should be specified with such designations as office area, offsite or in NAP. 0) Time value Records shall be categorized as temporary or permanent records. Temporary records have a specific retention period and may be disposed of. Permanent records may not be disposed of as these should be retained for safekeeping. Retention period If the time value of the records is temporary, the specific retention period should be indicated and checked against the GRDS, Agency RDS or against any other guidelines pertaining to the disposition of the specific record series. When the records’ time value is permanent, there will be no limit to its retention period. if the records have no approved retention period, the RMDC shall make an appropriate proposal to the agency head who shall recommend the same to the NAP. Remarks A brief description/explanation/history of the records series indicated in the inventory if not found in the Agency RDS/GRDS. Pi q Step 5. Upon completion of the inventory of records, the properly filled up inventory form should be signed by the RMDC members (after coordination with their respective Chiefs/Directors) and by the agency head. Step 6. The accomplished inventory of records should be submitted to the NAP for review and evaluation. 8.3. Updating of Inventory of Records The inventory of records shall be updated every year by the RMOC and shall be submitted during the records management audit of the NAP RECORDS DISPOSITION SCHEDULE (RDS) 9.1. NWPC/RTWPB Records Disposition Schedule The RMDC shalll prepare and submit a Records Disposition Schedule in the prescribed form (NAP Form No. 2), which upon approval by the NAP shall govern the disposition of all the agency's records. 9.2. General Records Disposition Schedule (RDS) NAPs General Records Schedule shall prescribe the disposal of public records common to all government offices. (See Attachment A)X.TRANSFER OF PUBLIC RECORDS 10.1, Public Records for Transfer Pursuant to Section 20 of R.A. 9470 and subject to NAP written authority, the NWPC/RTWPB head shall cause the transfer of the following public records under their control and custody to the NAP or its Regional Archives whichever is ‘able: a) Archival materials or collections of any government office which are more than thirty (30) years old and which can no longer be maintained and preserved; b) Noncurrent public records that in the judgement of the NAP, are of permanent and enduring archival value or both to warrant their preservation; and ©) Noncurrent public records including inactive personnel records referred to as 201 files having a retention period of thirty (30) years or more. 10.2. Public Records for Deferred Transfer Under Section 21, R.A. 9470, the requirement to transfer public records does not apply to the following: a) Public records whose disposition are under or part of specific acts, laws or regulations; b) Public records subject of a written agreement of the NAP and the agency head for deferred transfer for a specified period due to conditions that they may consider appropriate or the immediate transfer of the same shall prejudice the administration of the agency or would be contrary to public interest. c) Public records in electronic form if there is a written instruction from the NAP to the agency head to continue to maintain and control those records after the expiry of thirty (30) year period. Every deferred transfer shall be noted in the Registry of Deferred Transfers in accordance with Section 15 (e) of R.A. 9470, XI. DISPOSAL OF VALUELESS RECORDS 11.1. General Requirements a) Use of GRDS, NWPC/RTWPB RDS and or specific laws and regulation in determining public records for disposal; b) Only records with a Disposal Schedule are destroyed after completion of its period for storage; ©) The records to be disposed of have a number and subject/title as in NWPC/RTWPB RDS and GRDS; 10d) Conduct of periodic examination of the agency files at least once a year to identify valuable records that can be requested for disposal; e) Separation of the records for disposal from those for further retention as suggested by NAP; ) Authority from NAP prior to disposal of public records; 8) Disposal of case records should be after final decision or settled; h) Financial records subject of audit by the Commission on Audit (COA) should not be disposed until post-audited and finally settied, 11.2. Modes of Disposal These refer to the destruction of valueless records by sale, landfill, burying or any other ways. 11.3. Disposal Procedures a) Determination of valueless records for disposal b) Request for authority to dispose ©) Evaluation of disposable records d) Authority to dispose The agency head, upon the recommendation of the RMDC and based upon his/her final evaluation and judgment shall request from the NAP authority to dispose of valueless records indicating therein the mode of disposal. e) Notification of actual disposal e4 The requesting agency shall be notified by NAP of the latter's approval of the request for authority to dispose of records. In case the mode of disposal is by sale, the guidelines on Government Procurement shall be followed in the selection of contracted buyer. A copy of the contract shall be submitted to the NAP prior to the actual disposal. For agencies that opted to. avail the services of NAP official buyer, a letter of availment shall be submitted to the NAP. €.2 The NAP shall inform the requesting agency on the actual date of disposal, who in turn will notify its Resident Auditor on the date of actual disposal. f) Segregation and custody of valueless records ‘The RMDC of the agency shall supervise the segregation of valueless records and be responsible for their safekeeping until their actual disposal. 1g) Actual disposal gl B.2 Actual disposal shall be witnessed by Authorized Representatives from the requesting agency, NAP and COA to ensure that the records to be disposed of are the same records that were authorized for disposal. Witnessing of actual disposal by NAP authorized representative shall be dispensed with for those agencies that have been compliant with all the government recordkeeping requirements as ascertained by the NAP or in instances deemed appropriate and expedient by the NAP based on economy, nature of records series involved and track records of the agency. h) Issuance of certificate of disposal ha i) h.2 ha Acertificate of disposal shall be prepared in three (3) copies by the NAP authorized representative who will witness the actual disposal of records and ensure that all pertinent data are complete. In cases where the witnessing by the NAP authorized representative is dispensed with, RMDC of the agency shall prepare the said Certificate of Disposal in three (3) copies. The Distribution of copies shall be as follows: Requesting ‘Agency — Original Copy; NAP ~ 2"@ Copy and COA ~ 3" Copy. Proceeds of sale All the proceeds realized from the sale of valueless records shall be remitted either to the National Fund, Local Government Fund, Revolving or Trust Fund MpefiA CRISEEDA R. SY Executive Director IV 12Maren 23, 2009 {Trew OFFICIAL GAZETTE Michmt A 1729 NATIONAL ARCHIVES OF THE PHICIFPINES Pambansang Sinupan ng Plipinas. GENERAL RECORDS DISPOSITION SCHEDULE ‘common ta al! Government Agencles ‘Series 2009 |NUNGER) RECORDS SERIES TITLE AND DESCRIPTION. AUTHORIZED RETENTION PERIOD 10 ” 2 % 4 ADMINISTRATIVE and MANAGEMENT RECORDS Acknowtedgmant Recolpte BSroshuresh-bafitelPhamlets (About orby the agency) Calonders/Schedules of Actives or Events . CCatficates of Appearance/Clearances Cattifications Charts Functional Organizational Comespondences Nerrroutine Routine Dotivary Recats Directories of Employoes/Officlals Feashhity Stidies Gate Pas Inguittes Issuances lsgued by or for the head of agenay documenting policies/tunctiona/ peagrams of the agency Jesued by of for tha lwoad of agency reflecting routinary information or Instruction Usts ‘Associations ‘Committees: ‘Cooperatives: ‘To be fied with appropriate records series ‘year provided 1 copy is retainedtfor reference year “year 4 year PERMANENT To be filed with appropriate records soriés 2 years sitar acted upon 2 years 2 years after superseded PERMANENT if implemented, otherwise. ‘ieposa afters yaars from date of record months ‘years after acted upon PERMANENT ‘years after superseded ‘year after updated1730 OFFICIAL GAZETTE TEM NUMBER] RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD ont. 14 | Lites ‘year ater updated Donate Malling Transmit ‘To'be fled with appropriate récords sories Others: 18 | Logtiooks Incoming/Outgoing Gorrespondences 2 yoars after date of fastientry Vistiors Ordinary years ater date'of last entry vip PERMANENT otners 2years after dato of iastenity 16 | Manvats PERMANENT 17 |. MeetngsiProceedings Fes ‘Agenda year Minutes BoardiExecutive Committee PERMANENT Staff tyear Notices year 18 | OMiciat Gazettes ‘PERMANENT 19 | Permits 1 year ater renewediexpired 20 | Pans ‘ActionWork S.yoars atter implemented Others PERMANENT ifimmplamented, otherwise ispose 6 years.ftom dats ofrecord 21 |, Press Releases (About orby the agency) PERMANENT 22 | Programs Work years Others PERMANENT ifimplemented, otherwise dispose 5 years from dale:of record 23. | Proposais PERMANENT ifimplemented, otherwise dispose S years from date of record 24 | Publications (Record Set) PERMANENT 25 | Reorganization Records PERMANENT 26 | Repos Annual’Special PERMANENT ; Others ‘2years after incorporated in the Annual Report Vou, 105, No, 12March 23, 2009 OFFICIAL GAZETTE 3 32 33, 34 35 36 37 30 relegrams Teo Tickets guna! Ds, Allotment Files ‘Advices of Allotment (AA) ‘Agency Budget Matrixes Allotment Release Orders General (GARO) ‘Special (SARO) ‘Obligation RequestSips (ALOBS) Pianof Worle and Reciuests for Allotment Ragistries of Allotment & Obligations (RAO) ‘Capital Quay (RAO) Financial Expenses (RAOFE) Mainteriance,& Other Operating Expenses (RAONO) Personal Sewvicas (RAOPS) Requests for Obligation of Alttrment (ROA) Statements of Allotment, Obligations & Balances (SAOB) Slatements of Appropriations, Allotment & ‘Advice (SAAS) Annual Budgets Budget Estimates Including Analysis Sheets and Estimates of Income Budget Expenditures Programs ‘Sources.of Financing Budget lasuances (Those used es authority for agency transactions) Budget Sheet Analysis: ‘year after acted upon year years 3 years years years years AOyears 3 years ‘years Syears years Byears S years 10 years years 1734 Tem | NUMBER} "RECORDS SERIES TITLE AND DESCRIPTION ‘AUTHORIZED RETENTION PERIOD 27 | Requests 2years ster acted upon 2@ | sips year ‘Locator Permission Routing 29. | Speeches (Record Set) PERMANENT 80 | Standard Operaiing Procedures (SOP) PERMANENT1732 OFFICIAL GAZETTE Vou, 105, No..12 mptg| RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD 39° | Budgetary cetings years 40. | Cash Atocation CelingsiNotices of Cash Alocation years 41 | Comtiications of Funds Availabitty year 42. | General Appropriations Acts years 49. | organizational Performance incsatse Framework (OPIF) | Permanent 44 | Physical Reports of Operations 3years 45 | SpocialSupplemental Budgets 3 years 46 \ Workand Financial Plans years INA ND ACCOUNTING RECORDS 47 | Abevacts Dally Coletions Syears Deposits and Trust Funds Syoors Gonoral Collections Siyeors ‘SubVousners 2years 48 | Advices Checks tisued & Cancelled years Romitiance toyears 49. | Annual Statements of Accoonis Payable PERMANENT 50 | Auditors Contract Cards 3 yoars st | Avthorties for Alowances 2 years after tonminated 52 | -Authaiteations 41 yearater expired Overtime Purchase of EquipmontProperty Transfer of Fund Travel Others 53 | “Bank Sips 10 years Deposits Renitances s4 | Bite Yo years ater setiedMarcx 23, 2009 OFFICIAL GAZETTE 4733 TEM NUMBER! RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD 55 58 58 er e2 Bonding Files Action ‘ApplicetonsiRequests Fidality’Suraty Bend Indemnity for ssueof Due Warrant Books of Final Entry General Ledgers Subsidiary Ledgers, Books of Original Entry ‘Cash Disbursement Journals: ‘Cash Joumals ‘Cash Receipts Journals ‘Check Disbursement Joumais ‘General Journals doumals of Analysis of Obligation Joumals of Bilt Rendered Joumals of Check Issued Joumals of Collection and Deposit Joumals of Disbursement by Disbursing, ‘Officer ‘Cash Flow Charts Contticates ‘Settlement and Balances Shortages Claims Insurance Health Benefits Hospital ‘Checks and Gtisck Stibs Daily Cash Flow. Daily Statement of Collections Expense Ledgers Financial Statements Balance Sheets Income Statements ‘Statements of Cash Flows (Annual) Statements of Operation years 3 years ‘5 yours aher expiredherminated 3 years PERMANENT PERMANENT PERMANENT 40 yoars provided post-audited. finally settled and not involved in any case Oyears ater settied ‘1Oyears after settiod 1Oyears provided post-audlted, rally sSoltiad and not involved In any case ‘years Syears PERMANENT PERMANENTA734, OFFICIAL GAZETTE Vou. 105, No. 12 TEM lumper| RECORDS SERIES TITLE AND DESCRIPTION ‘AUTHORIZED RETENTION PERIOD 65 | Indices or Payments Creditors Syenrs Employees ‘1S years afer retcediseparated Sundry Payments by Checks/Warrants PERMANENT 87 | Journal Entry Vouchers 12 years provided post audited; nally Settled and not invelvedin any case 68 | ListeorRemitances PERMANENT Loans Premiums: 69. | Logbooks of Generat Funds ‘Syoars after date oflast eniy 70 | -Monthiy/Seltlements of Monthly Subsidiary 2years Ledger Balance 11 | Notices 3 years afer settled Disatiowances Suspensions 72. |. Officiai Cash Books ‘PERMANENT ccd Official Cash Books for Bank Cash Book PERMANENT 74 | Officiat Reeaipts tO yeors provideo post-audies, finaly ‘settled and not involved in any case 78 | Oroors of Payment toyeors 75 | Payrots ‘AD years provided posi-ausited, finally ‘Settled and not involved In any case 77} Payroll Payment SiperPay Sips toyears 78 |. Quarterly Statements of Charges to Accounts 10 years Payable 79 | Réglsty Books of Checks Released PERMANENT 80 | Registers PERMANENT ‘Checks/Warrants ‘Checks Warrants Control 81 | Reliefs trom Accountabity *10years provided a copy is filed with Decisions 201 fies Requests 22 | Report Accountabilities for Accountable Forms: ‘Syears afterccash had been examined ‘Cash Disbursements 10,years Cash Examinations: yeas provided post-audiled, finally sotled and notinvotvad in any caseMarcH 23, 2009 OFFICIAL GAZETTE 139 NMR] RECORDS SERIES TITLE AND DESCRIPTION AUTHORIZED RETENTION PERIOD cont. 82 | Reports Collecting & Disbursing Omicers ‘10 years provides post-audied, finally Checks Issued Cancetiod settled andinot Involved in any case Collections & Deposits Disbursements Dally Cash Reports Syeors Liquidations 40 years Monthy income ‘4Oyeare ‘Overdrans and Misise of Trust Funds Siyears aller case had been settled or terminated Petty Cash Replenishment ‘years provided post-auted, Analy settled and'not involved in any case 83. | Schedules of Accounts Recelvabies years 8¢ | Statements Accounts ‘Current years Payable 10 years Recelvabie PERMANENT ‘Common Funds 40 years Financial Conditions 10 years Profits and Losses PERMANENT: Reconcilations 10 years 85 | Summaries of Uniquidated Obligatons'and tO years ‘Accounts Payable 86 | Sundry Payments soyeare 87 | Treasury Checking Accounts of Agency (TCAAY 40 years 68 | Treasury Dratts s0years 89. | Treasury Warrants 10 years provided postauited; finaly. setlediand not involved in any-case 90 | Tal Balances and Supparting Schedules ‘Cumulative Rexuits of Operations-Uneppropristed | PERMANENT: Final Annual Trial Balances ‘Accounting's Copy tO years after Annual Financial Report had ben pubiished ‘Audiors Copy PERMANENT ‘Regional Office Copy AO years ater Annual Financial Report hhadibeen published Monthly/Quarterty Tal Balances 2 years after consolidated in te Annual Financlat Report Preliminary Trial Satances ‘Accounting’s Copy ‘*O.years atar Annual Fransial Report had been published ‘Auditor's Copy PERMANENT Regional Offce"s Gopy 4Oyears after Annet Financial Repart had been published1736 OFFICIAL GAZETTE VOL, 105, No. 12 Trem NUMBER] RECORDS SERIES TITLE AND DESCRIPTION ‘AUTHORIZED RETENTION PERIOD 91 | Vouchers, including Bilis, invoices. Other: 10 years provided postouditad finally. ‘Supporting Documents ‘sotleg and not involved in any ease Disbursements for COA. Accounting Oiee/Departmenty Jounal DivisloniSectionUnit. Alkother copies. Petty Cash dispose ator t year. Reimbursement Expense Receipts Traveling Expenses 92. | Withholding Tax Cortitontes ‘4 years after superseded HUMAN RESOURCE/PERSONNEL MANAGEMENT RECORDS 93 | Annual Summary Reports for Replacemerit Syeas Program for Non-Eligibi 94 | Applications Employment ‘year Leave of Abeenca and Supporting Documents ‘year after recorded in the jeave cards Relief of Accountability ‘years aftor soparatedirtiod RotrementiResignaion ‘year 95 | Attendance Monitoring Sheets ‘year 95 | -Authoriies/Requests to Create or Fil ‘years after vacent positions had been ‘Vacant Positions ‘led up 97 | Cortitcations tyeer Employment Residency Service ‘Others: 96 | Comparative Data Matix of Employees years 99 | Dally Time Records ‘tyear after data had bean posied in leave cards and post-audtiod 100 | Employee interview Records. ‘year 101 | “Hendwiling Spockmens/Signature PERMANENT 102 | Job Order Employment Contracts S yoars afterterminated 103 | Leave Credit Cards 16 years afer separcteciretred 104 | Lists of Eigiblesitton-Eiigibion ‘1yeer after updated 405 | Logbooks ‘Artval & Departure of Employees ‘Zysors aher date\of last enty ‘Attendance. +1 year provided leave and undertimas ‘ace posted in the leave'card Clearances tssued ‘years after date of last entryMaree 23, 2008 OFFICIAL GAZETTE. 499 TEM NUMBER| RECORDS SERIES TITLE AND DESCRIPTION — ‘AUTHORIZED RETENTION PERIOD: 108 107 108. 109 10 co 12 113 114 15 116 Modical Certificates In Support of Absence ‘on Account of liness/Matomity Membership Files Gsis Pag-tbig PhilHeath ‘Merit Promotion Plans Performance Files ‘Appraisal Evaluation Rating Cards Target Worksheets Permissions to Engage In BusinessiPrivate Practice/Teach Personal Data Sheets (Curriculum ViaerResutne) Personnel Folders (204 Files) ‘Appointnents Acceptance of Resignation Approval of Retirement Awards Benetivcratuity Cortiicates Eiigotty Rural Service ‘Training/Seminar Atended (Change of Marital Status/Neme Clearance (latest) Designatiris/Detalls ‘Oaths of Office: Porsonsl Data Shee! (atest) Positon Descriptions Reinsiatomerts Service Records (upaated) Statements of Dulles and Rasponsibies: Piantila of Personne! Position Allocation Lists Position Classifications and Pay Plans Rocommendations/Referrals, ‘years after absences had been ‘recorded In leave cards 16 yoars after separatediretirad ‘year after superseded 2 years after expired 41 yoarafter superseded 15 years after separcisidrotired PERMANENT while other coples dispose: after years. ‘years Syears after superseded year fer acted upon 05076181738 OFFICIAL GAZETTE Vat. 105, No. 12: uMaen| RECORDS SERIES TITLE AND DESCRIPTION ‘AUTHORIZED RETENTION PERIOD 117 | Repons Examinations 2years Porsonnel Actions PERMANENT 118 | Recuests ‘Tysaraferacted upowcleared ‘Accurate Leave Credits, ‘Approval on Promotions Bonding Offciais!Employoos Changes of Status Reinstatomenis Transfers 119 | Salary Standarstzston Records ‘Syoars after superseded 120 | Stating Patiems PERMANENT 121 | Service cards PERMANENT 122 | Statements ot Asseis and Liabilties soyears LEGAL RECORDS, 123 | Administrative Cases ‘years ater finaly sted except Decisions wich are Permanent 1m | atidavits ‘Leer ater purpose had'been served 125 | Afcles of incomporation/8y-Laws PERMANENT 128 | ComplaintsProtests S years-ater soiled 127 | Contracts ‘years afterrenewednonminated andlor ‘ally sted 128 | Decisions PERMANENT 129 | Deeds PERMANENT Deaton Sale 120 | Legal Opinions PERMANENT 131. | Memoranda of Agreement/Understanding PERMANENT 132 | Petiions Siyears ater setted 133. | Resolutions PERMANENT 134 | special Pawars of Aitomey 4 year afer purpose had been servedMarcx 23, 2009 OFFICIAL GAZETTE. aa —_———s— LL —— oO ITEM : : NUMBER! RECORDS SERIES TITLE AND DESCRIPTION. pe ‘AUTHORIZED RETENTION PERIOD 135 | Subpoenas ‘ years.or to barfled with appmspiiate: Ad Testificandum: case “ ‘Duces Tecum PROCUREM! 135 | Acknowledgment Recelpis tar Equipment (AREY. ‘1 year-afler Gqulpment had been retumed ‘Memorandum Receipts of Equipment (MRE), =— ‘Seri Expendabio and Non-Expandabje Properties 137 ‘Annual Procuraments | years: Plans Progranis | 138 | Bids:and Awards Commnitioo Files’ ‘S years aller contractor winnsr nad: ‘Abstracts been torminaiea/satties, others dispose Invitations. after 1 year Minutes PrefPost Qualifeations Publications Resolutions 130 | Bils.oftading 2 years afer dalivary had been accepied 140 | BinCarasistock Cards on Supplies ‘S years afler date of last anty 144 ‘Canvass of Prices 10 years if atlached to-vouchers,, otherwise, dispose after2 years 442 |. EquimentLedger Cards 2 years ater equipmenttiad been disposed | 143 | Invontory-and Inspection Reports of Unservicaable: "Tyear after propeity had been disposed Propertios: . 144 Inventories of EquipmenvSupplies ‘Tysarafter updated 145, Inventory Tag Cards: ‘Tyear after updated 146 Invoices / Receipts ‘Syears after issuance of clearence had Accountable Forms. been lerminated/after property had. Properties/Transfer of Properties. ‘been:rotumed’ 147 Invoices of Delivery on Supply Open-End Syears: ‘Order Gontracts 6 148 Job Orders Tyear 149 Lists. of Supplies Under Sypiy- Open-End Syears 150. Monthly Reports of Supplies and Materials Issued ‘year1740 OFFICIAL GAZETTE You 109) Nor 1a hula! RECORDS SERIES TITLE AND DESCRIPTION ‘AUTHORIZED RETENTION FERIOD 151 | Proporty Garde PERWANENT 152 | Purchase crdors dynes 159 | Purchase Requests 4 year 156 | Quotes on Prices of Adices, Acconal 4 yea Funds to Mest Quolatone 155 Roports of Waste Materials, 2 years 155 | Reguisiten and issue Sips/Requsiontssue 4 year one with appropriate records Vouchers, as 157 | ‘Shippingand Packing Lists on ams Purchased yee 159 | Suppers dentscaton Cortes wih 2 yes air conawod Procurement 189, ‘Supplies Adjustment Sheets 1 year afier post-audited 160 | supplies Avaiabity inqutes 4 year 161 | -suppiés Ledger cards ‘years 162 ‘Supplies Purchase Joumals: S years: STRAINING RECORDS 163 Calendars 1 year after superseded 164 | Course Designs/Outlines/Syilabi ‘1 yearélter superseded 165. | Masters PERMANENT Partsipants ‘Seminars Conducted/Coordinated 166 Resource Spezker Profiles ‘Tysar after superseded 167 | ‘Schedules of Training/Seminar ‘year ster superasded 168 ‘Survey Evaluation Questionnaires 1 year after data had been-evaluated. ee ‘Training Handouts: ‘1 year after superseded: 170. ‘Training Programs/Plans ‘Syears afer superseded a7 ‘Training Reports ‘2years 172 | worksnop Resuts ‘year