‘i : ee! Republic of the Philippines Department of Education REGION VI - WESTERN VISAYAS OFFICE MEMORANDUM No. __332 _s. 2022 REITERATION OF THE NATIONAL ARCHIVES OF THE PHILIPPINES (NAP) GUIDELINES ON RECORDS DISPOSAL MEASURES To: Assistant Regional Director Functional Division Chiefs / Unit Heads All others Concerned 1. Attached is Memorandum QUA MEMO 00-0122-0096 dated 06 January 2022, from the Office of the Undersecretary for Administration on the Guidelines on Records Recovery and Disposal Measures. 2. In preparing the records disposition schedule, the following shall be observed: 2.1 The Record Officers/Custodians shall update annually the inventory of their respective records holdings. 2.2 Records shall only be disposed of after these have reached the prescribed retention period. However, records that are still needed shall be retained. 2.3 Records shall be appraised to determine the active/current and inactive/non- current and records that are no longer of value. 2.4 Inactive/non-current records shall be transferred to their respective records storage facility until their final disposition. 2.5 Records disposition shall be in accordance with the General Records Disposition Schedule of the NAP and approved DepEd Records Disposition Schedule. 3. In the disposal of records the following procedure shall be followed: 3.1 The Records Office/Unit shall prepare an inventory of records for disposal based on the DepEd Records Disposition Schedule (RDS) and National Archives of the Philippines (NAP) General Records Disposition Schedule (GRDS) 3.2 Request for authority to dispose of records (NAP Form No. 3) shall be accomplished and forwarded to National Archives of the Philippines (NAP) by the following: a. Records Division, Central Office b. Records Section/Unit, Copies to be given to the Records Division Central Office for the Regional Offices c. Records Section or Unit, copies to be given to the Records Central Office for the Division/District/Schools 3.3 The National Archives of the Philippines (NAP) Director Shall approve the DepEd request for disposal either by sale or composting. In case of sale, DepEd4. can conduct its own public bidding or avail of the services of the NAP official buyer. Upon the approval by the National Archives of the Philippines (NAP) Executive Director of the request for disposal, the DepEd shall be notified indicating the manner of disposal. In case of disposal by sale, DepEd shall conduct its own public bidding in accordance with R.A 9184 (Government Procurement Act) or avail the services of the NAP official buyer. 3.4 A copy of the contract of the winning bidder shall be forwarded to the National Archives of the Philippines (NAP) at least 3 days prior to the actual disposal. 3.5 Actual disposal shall be witnessed by representatives of the National Archives of the Philippines (NAP), Commission on Audit (COA) and the concerned requesting office. The following have the duty to be witness to the actual disposal a. Central Office - Records Officer or his or her duly authorized representative shall witness the disposal of records within the Central Office and Regional Offices. b. Regional Office - Records Officer or his or her duly authorized representative shall witness the disposal of records within the Divisions under his or her supervision. ¢. Division Office — Records Officer or his or her duly authorized representative shall witness the disposal of records within the district/schools under his or her supervision. 3.6 Certificate of disposal, indicating the records series, period covered, manner, date and place of disposal, volume of records disposed of and the official receipt in case of sale, shall be prepared and signed by the witnesses in quadruplicate to distributed as follows: a. Original Copy — Requesting Office b. Second Copy — National Archives of the Philippines (NAP) ¢. Third Copy — Commission on Audit (COA) d, Fourth Copy — Internal Audit Service All records for disposal shall be governed by the approved DepEd Records Disposition Schedule (RDS). Attached is the DepEd Records Disposition Schedule (RDS) for ready reference. Immediate dissemination of and compliance with this Memorandum are desired. er RAMIR B. UYTICO EdD, CESO II Regional Directoy c Enclosure: As stated Reference: Regional Memorandum No. 063, s. 2022 To be indicated in the Perpetual Index under the following subject: RECORDS RECOVERY RECORDS DISPOSAL. ADMERS/JSS/merlRepublika ng Pilipinas Kagawaran ng Cdukasyon ‘Tanggapan ng Pangalawang Kalihim OUA MEMO 00-0122-0096 MEMORANDUM 06 January 2022 For: Regional Directors Schools Division Superintendents All Others Concerned Subject: | DISSEMINATION OF THE NATIONAL ARCHIVES OF THE PHILIPPINES (NAP) GUIDELINES ON RECORDS RECOVERY AND DISPOSAL MEASURES As part of the response to the effects of Typhoon “Odette,” specifically the destruction of the Department’s official records, the Office of the Undersecretary for Administration (QUA) disseminates NAP Memorandum Circular No. 1, s. 2014 titled Guidelines on Records Recovery and Disposal Measures. Please note that the NAP is ready to conduct post-disaster missions and/or workshops in the affected areas, It will assist agencies in protecting and salvaging their records and archives in times of calamities, emergencies and disasters. For this purpose, all concerned may contact the NAP Office through (02) 8574 3231 or email at nationalarchives@nationalarchives.gov.ph . In reference to DepEd Memorandum No. 133, s. 2016 titled National Inventory of Public Records, the OUA also enjoins all concerned to conduct an inventory of records which would greatly help in the recovery and reporting of damaged records. For more information and queries on this subject, please contact Ms. Rose Marie D. Moscoso and Ms. Alma D. Apanay of the Administrative Service-Records Division (AS-RD) through 0906 464 3647 and 0935 877 8396, respectively. Both personnel may also be reached through email at as.rd@deped.gov.ph . ; i . fs \ For information and compliance. (%& \ ALAIN DEL/B. Pi ew Undergecretary Office of the Undersecretary for Administration (OUA) s [Pdminsstrative Serice AS), Information and Communications Technology Serle (ICTS), DEBE DE) oetnter tisk Reduction and ifonagemene Serice DRM, Bureau of Learner Support wo : ‘Services (BLSS}, Baguio Teachers Camp (BTC), Central Security & Safety Office (CSSO}) Department of Education, Central Office, Meralco Avenue, Pasig City sonsicer bal RinS19, Mabini Bldg; Mobile: +629260320763; Tel: (6693) 8637208, (+692) 86376207 “aoeee Eee Email: usec.admin@deped gov.ph; Facebook/Twitter @depedtayoNATIONAL ARCHIVES OF THE PHILIPPINES Pambansang Sinupan ng Pilipinas 3 January 2022 HON. LEONOR M. BRIONES 0.4 JAN 2022 ‘Secretary Department of Education W017 3¢- fot Dear Secretary Briones: From the National Archives of the Philippines (NAP), Mabuhay! ‘We are one with all the sectors of society in expressing our deep concern for those that were affected by the recent typhoon. In such times of disaster, we would like to gently and Tespectfully remind everyone that records are often also badly affected. We are therefore conveying for dissemination the attached guidelines on what to do in post-disaster situations for records in your offices in regional centers in the Visayas and Mindanao provinces. We would, likewise, like to know if you have considerable amounts of records damaged by the typhoon which require our conservation intervention. We have learned from our previous experiences that people are not immediately ready to deal with records issues right after catastrophes. This is why we only send records assistance missions to the affected areas a month or two after disasters strike, ‘We have been conducting workshops on disaster prevention methodologies to try to avoid further damage to records. In the event that records are unrecoverable we may also assist with proper disposal following prescribed procedures as required by law. Please be assured that we are ready to conduct our post-disaster missions/workshops in your designated areas in coordination with your office when you deem yourselves ready to address post-disaster needs. ‘Should you have any questions, your offices may get in touch with us at (02) 8524 — 3231 or thru email: nationalar nationalarchives.gov.ph, Thank you. Very truly yours, Upto Wi andy VICTORINO MAPA MANALO, CESE Executive pays 1765 Paz Mendoza Guazon St. 1007 Paco Manila Tel. Nos. 521-6830 / 525-0021 / 525-1407 loc, 103, Website: www.nationalarchives.gov.ph / E-mail: nationalarchives@nationalarchives.gov.ph1278 OFFICIAL GAZETTE Vou. 110, No. & + National Archives of the Philippines REPUBLIC OF THE PHILIPPINES. NATIONAL ARCHIVES OF THE PHILIPPINES PAMBANSANG SINUPAN NG PILIPINAS NLP Bullding, 7.M. Kalaw Street, Ermita, Manila 1000 Tel, Nos. 525-1828/522-8418/400-497 521-6830 Meworanoum Cincucar No. 001 s. 2014 ALL HEADS OF DEPARTMENTS. AGENCIES AND INSTRUMENTALITIES OF THE NATIONAL GOVERNMENT, INCLUDING GOVERNMENT-OWNED AND CONTROLLED CORPORATIONS, GOVERNMENT FINANCIAL IN: STITUTIONS, CONSTITUTIONAL OFFICES, LOCAL GOVERNMENT UNITS, STATE/LOCAL COLLEGES AND UNIVERSITIES, GOVERNMENT HOSPITALS AND WATER DISTRICTS B. Check existing/remaining records against the agency's inventory of records; ©. Vital records must be prioritized for recovery; D. Ensure safe hendling in the retrieval of records, relocation destination, transportation arrangements and documentation procedures; E. Salvage operations include packing and removing records from affected areas; digging up of records, securing igainst theft, water, insect infestation, and other processes; F. Air-dry water damaged records awey from sunlight. Do not dry water ‘damaged records under the sun, UV ‘ays from sunlight wilt cause fading Sunscr: GUIDELINES ON RECORDS of what is writteniprinted on paper epee AND OGrOsA documents. if electricity is available, eee use electric fans but don't point these 1. Background directly at the records. G. Carefully remove dirt and dust using sof brush or other suitable instrument. Do not attempt to separate papers ‘which are stuck together. H. Coordinate with NAP for technical assistance on appropriate restoration. Do not attempt to perform restoration ‘activities on the records without first consulting NAP. This may uninentionay do mora darage Be This Memorandum Circuter alms to provide guidance to ali government ‘agencies on the proper procedures to be undertaken in the recovery. stage after @ disaster. This Memorandum Circular is prepared pursuant to Article Il, Sec. 9{}) of Republic Act No. 9470 which authorizes the National Archives of the Philippines (NAP) to esiablish and implement government-wide program on public records and archives ‘counter disaster pianning. i. Guidelines |. Non-paper materials such Photographic, magnetic and other electronic media require specialized techniques of restoration, Please coordinate with NAP for possible rehabilitation measures. A. Only undertake work that will not J. Documentation including photography ‘endanger human lives. Proceed only of ell procedures must be made for when everything is safe and secured. reporting purposes. ‘The following are the guidelines to faciitate systematic records recovery after disaster.Marcy 3, 2016 OFFICIAL GAZE~ 127 K. Records by water or other 4. If expedierey demands and upon elements cen be disposed of only efter escuring Autnority from NAP. L, Rule 13 of NAP General Circular No, 2 states that disposal of damaged permanent puslic records and damaged public records that have not ye! Passed their prescribed retention periods shall be considered for authorized disposal only upon Suomission to NAP of the following requirements: 1. Officiel Report which contains information of the nor-usablity ang extent of damage cf records as wel as causes of the damage to the public records; hots documentation and information 07 what other agercy records series an the data or information of the damaged public records be found; s Recuest for Authorily te Cispose of Records (NAP Fom No. 3) in three (3) copies and properly filled- ‘Out with the specific fecords series, Period covered and volume of the damaged public records, approved and signed by agercy oficiales consemed; 3: Cortification that the said damaged Public records that are Subject of ‘audit were post-audited and finally Settled snd/or tne records involves in 8 case oF investigation were finally decided upon or settle ang, the order oF the Executive Director, an official assessment by 5 NAP Representative who shal conduct an actual shysical inspection and evaltation of the damaged records May de requested A report of this Bssessment may be eppended to 8 reques: for an Authority to Dispose. M.Arlicle ¥, Rue 14 of NAP Genera! Crroulor No. 2ctiputates that o person who, wifully 2° negligenty damages & Public record o- disposes of or Gestroys @ public rezord in violation Of the provisions of RA. 9470 oy Contravenes or fails to comply with Sny provision of sad Act and its IRR stall be deemed to have committed ar offerse. Ml. Directive All heads of the departments, agercies, and instrumentalties of the National Governmen:, including GOCCs, SFis, Constitutioral Ofices, LGUs, suCs" Govemment Hospitals ard Water Districts Fected by earthquake and typhocn Yolande are enjoined to implement the Guidelines stated herein for “ecords recovery 2nd proper disposal of rewurds, This Memorandum Circular snail take efiect immediately. Dove, in the City of Manta, this 15:% day of January in the year of our Lord, Two Thousand end Fourteen, ($0q.) Victorino Mara ManeLo Executive DirectorRecords Management Operations Manual SECTION 3 — DepED Records Disposition Schedule (RDS) ‘NATIONAL ARGHIVES OF THEPHILIPINES J] “= ‘Pamoansang Siupan ng Plipnas DEPARTMENT OF EDUCATION RECORDS DISPOSITION SCHEDULE || sHoREBE tra, Pasig Cay ITEMWO.] —_&RECORO SeRES THLE AN DESCRIPTION ‘ADMINISTRATION & MANAGEMENT + | AckwoWLeDGMENTLETTERS / RECEPTS 2 | atiuercsisporrs rites ‘Altes Profies| LetirsEndorsemens Results Souvenir Programs 3 | AuTHORMES TO TRAVEL Employees Offa ‘Teachers/PrincipaliAss. Schoo! ‘Oision Superintendents / Divison Superintendents 4 | awaros ano commenoarions 5 | eoxRD/councn Fes Memoranda Orginal Leto Reports Resoutons 6 | CALAMITY RecoRDS 7 | CERTIFICATES OF APPEARANCE 8 | ceRTiFcATIONS Cntfications, Authencatons and Verieations (CAV) Cotas of Gradaton Diplomas ‘Student Report Cards (Form 137) ‘Special Orders Employment and Salary Ewellmant Good Moral Character (esued by the ‘Superintendents Tobe ied wih eppropite ecord series ‘year ‘year | ater geauated 2 years 2years PERMANENT PERMANENT 2 years 2 years 1 year 1 year year ‘year ee ee IMPORTANT: Pursuant to Secton $8, Arica Il, RA 8470 « 2007, “No government department, bureau, agency snd lnsirumentaty shal dispose of, estoy ot authotze tre disposal or destucton of any puble records, which are in he custody or under is contol except wi the prior writen austy ofthe execuve director.”{RECORD SERES TLE AND DESCRIPTION TRETERTON FEROS renaaas 0 " 2 3 “ 5 6 wv 19 CHARTS COrganizatonalFunctonal Process Flow CLEARANCES ‘Students Teachers/Employeas “Tullo Fees ‘CREATION OF DIVISION AND DISTRICT OFFICE RECORDS COMMITTEE FILES Investigating “Task Force CCOMMUNICATIONSICORRESPONDENCES + NonRoutine Routine DIRECTIVES | ISSUANCES Issued bythe Head of Agency documenting poces, procedures, standards, rues and regulations, programe ofthe agency Issued by he Head of Agency reflecting rouinary information DIRECTORIES OF PERSONNEL! ‘SCHOOL OFFICIALS ‘Advisories Bulletins Cours InquiRies / QUERIES ‘Non-Routine| Routine usts Monurments/Strnes (National) Officials (LocaiNational) MANUALS [MEETING FILES (ExeCom/ManCom) Committee Reports Minutes of Meetings Poles Resolulons Other Related Documents MESSAGES SPEECHES. PERMANENT year 1 year PERMANENT PERMANENT ‘years 2 years PERMANENT 2 years 2yeare 2 years 2years 2 years years 1 year year PERMANENT PERMANENT PERMANENT To be fled with appropriate records saris ‘Afr acted upon ‘Alter superseded ‘Aor superseded To be fed with appropiste ‘records series ‘Aer acted upon ‘Aer updated 96Records Management Operations Manual [A T RETENTION PERO Smeuvo] entconmeenes tmz awoescnenon | a An Renae, 21 | PRoGRamS/ PROJECTS (Papers PERMANENT | timplemeniad, chaise, Including background matarl,etucies, spose ater § years kom ‘analyses, noles, rough drat, nierim ate of record repos and related papers to ‘menagementprograms/pojets) 22 | Pusuicarions PERMANENT — | Records Set (Crested by DepEd) i 23 | SEMINAR / WORKSHOP / CONVENTION | 1 year 4 year INVITATIONS, 24 | souiciraTions 1 year 4 year 25 | SPECIMEN sionaTuRES PERMANENT 26 | TRAVEL /ViSmT FILES ‘year 1 year Foreign Local Genera! Services 27 | Fuel CONSUMPTION REPORTS 1 year syeer 28 | sonoroers jyear year 23 | STATEMENTS OF AccoUNTSIaILLS | 5 years Syears | Aor stiod » | (PASS, PLOT, Electtc, Water) 30 | TRIPTICKETS year 1 year 31 | umumesanoservicesrecorns | 1 year ‘year 32 | venous msurance aNo REGISTRATIONS | 1 year ‘year | Aner renewes 83. | venous mANTENANCE AND OPERATIONS | +1 yeer 1 year RECORDS, Procurement Service and ‘Supply/Property Records 4 | ACKNOWLEDOMENTRECEIPTS OF | 1 year ‘year | After equpmenthas been EQUIPMENT (ARE) / MEMORANDUM returned RECEIPTS OF EQUIPMENT (MRE, SEMIEXPENDABLE AND NON EXPENDABLE PROPERTIES 5 | ANNUAL PROCUREMENT PROGRAMS | 3 years years 97‘RECORD SERIES TLE AND DESCRIPTION T RETENTION PERIOD "Tal fe reuarcs 38 a wn a INVENTORIES AND INSPECTION REPORTS | ‘OF UNSERVICEABLE PROPERTIES INVENTORIES OF SUPPLIES AND PROPERTIESIFIXTURES LEDGER CARDS: Equipment ‘Supplies PROCUREMENT FILES ‘Abstracts ‘Bids / Canvases Evaluations of Quotations ‘id Evaluations Contracts Invitations to Bid Mnutes of Pre-Bid Conference Modes of Procurement (Resolution) Notices of Award Notices to Proceed Programs of Work Pre-Bié Bulletins Resolutions to Award BAC Resolutions ‘Atemative Modes of Procurement ‘Award Shopping and other modes ‘of procurement an othr partnent ‘documents PROPERTY INVENTORIES Bullings Equipment PURCHASE ORDERS: PURCHASE REQUESTS REPORTS Loss Waste Materials Inspection and Accaptance [REQUISITION AND ISSUE SLIPS (RIS) ‘TRANSFERS WITHOUT COST FINANCE MANAGEMENT CERTIFICATIONS Last Payments Lost Checks 1 year 1 year 2 years 5 yoars syoare | 5 years year Ayears 1 year PERMANE 2 years 1 year 1 year PERMANE! 1 year 1 year 1 year 2years ‘S years 10 years 4 year 4 years 41 year hs year or 1 year NT 1 year ‘After property hes been retuned ‘After updated ‘Aor ecusprent hasbeen spose Provided projects competed ‘and setied ‘After updated ‘After property has boon retuned 98Records Management Operations Manual [EQ T RETENTION PERIOD irene] eneconpsenea rms axmoescrnon | Tee aor a Ren 47 | cHecKs Syears | Syears | 10 years} Provided post-aucted, tally ‘Automated Payroll Deduction System ‘setled and nat involved in Expenses, any oa Capital Outlay Personal Services Maintenance and other Operating Expenses ( MOOE) Funds Provident Realignment Transfer ‘Trust/Special Purpose 48 | FINANCIAL STATEMENTS: PERMANENT Balance Shoots Statements of Operaton/income 49° | NoTICESOF CASH ALLOCATIONS — | 3 years 3 yoars 50 | PAYROLLS! PAYROLL SHEETS Syeare | 5 years | 10years| Provided postauclted, nay ‘settled and not involved In any case 51 | REMITTANCES (GSIS, HMOF, PhiHeath) ‘Advices Syeare | 5 years | 10 years Usis| PERMANENT Loans Premiums 52 | REPORTS. Financia! 5 years years | After Annual Financial Report hhas been published . 3 years Syears | After superseded Syears | 5 years | 10 years 83 years | 3 years j'¢ years Syesrs | 3 years | 6 years Expanided Value Added Tax ‘years | 3 years | 6 years Income Syears | 3 years | 6 years Withholding Tax Certtestes 4 yeas 4 years | After superseded 54 | VOUCHERS, INCLUDING BILLS, ‘Syears | S years | 10 years} Provided post-udted, fray INVOICES & OTHER SUPPORTING ‘settled and not involved DOCUMENTS inany case Disbursements Joumals Uguidations Petty Cash Reimbursement Expense Receipts ‘Traveling Expenses | 99T RETENTION PERIOD aon ‘SITEWNO.] 6 RECORD SERIES TLE AND DESCRIPTION rere ane ‘Accounting Records 55 | AUTHORMES FOR ALLOWANCES — | 2years 2 years | Ate trminated Clothing /| Costof Living Alowance (COLA) Hardhip Representation and Transportation ‘Allowance (RATA) 58 | BOOKS OF FINAL ENTRIES PERMANE ‘General Ledgers Joumals and Analysis of Leog ‘Subsidiary Ledgers 57 | BOOKS OF ORIGINAL ENTRIES. PERMANENT CashCheck Disbursements Cash Receipts General Journats Journals and Analysis of Obligations ‘Journals of Bils Rendered ‘Journals of Checks Issued ‘Journals of Collections and Deposits ‘oumals of Disbursement by Disbursing ‘Officors | 58. | cONSOLIOATED ANNUAL AUDIT REPORTS] PERMANENT 52 | NOTICES OF TRANSFER ALLOCATIONS] 1 year 1 year 60 | QUARTERLY STATEMENTS OF CASH | Syoars | 5 years | 10 years: ‘ADVANCES: 61 | TRIAL BALANCES AND OTHER REPORTS ‘Cumulative Results of Operatons- PERMANENT . ‘Unappropriated Monthiy/Querterty Trial Galances | 2yeers. ‘2years | After consolidated in the | ‘anal ner Rept Praline Anna i stares ‘Accountant's Copy ‘years | 5 years | 40 years| After Annual Financial Report has been pubshes ‘Auditors Copy PERMANENT Regional Office Copy years | Syears | 10 years| Aer Annual Financial Report has been published Pre/Post Closing Tal Balances 5 years ‘years | After Annual Financial Report thas been published ‘Budget Records 62 | AGENCY BUDGET MATRICES 3 years 3 years 63 | BUDGET CIRCULARS AND ISSUANCES | 5 years | 5 years | 10 years) ‘e4 | BUDGET PROPOSALS & SUPPORTING | 3 years 3 years DOCUMENTS: 65. | GENERAL APPROPRIATIONACTS | 3 years 3 years 6 _| MONTHLY CASH PROGRAMS, 3 years 3 years 100Records Management Operations Manual [QO 7 RETENTION FEROS ssmeuva | anscomsenesrmeAvovescrenon |Z Reranreno arenas 67 | osticarion REQUESTS 3 years 3 years 68 | PHYSICAL ANDFINANCIAL PLANS — | Syears 2 years 62 | PROGRAMS OF EXPENDITURES Syears | Sears | 10 years Local National 70 | REGISTRIES OF ALLOTMENT Syears 5 years 71 | SPECIAL ALLOTMENT RELEASE. yeas 3 years ‘ORDERS (SARO) 72 | SUBALLOTMENTRELEASE ORDERS | 3 years ‘years (Sub-ARO) Cash Records 73 | Fiveury soNos / soNos ‘year ‘year | AStr renewed 74 | Frio cash 800Ks: PERMANENT ‘Coletons Disbursements 75 | OFFICAL RECEIPTS ‘years | 5 years | 10 years| Aer post-audied, nally ‘sete and notinvoved inanycase 76 | RECORD BOOKS FOR CHECKS ‘years | 5 years | 10 years| Aer date oftast ety RELEASES: 77 | Reports ‘years | 5 years | 10 years ‘Adios of Checks issued and Canales » | Casticheck Disbursements ‘Checks Issued and Canceled Collections ‘Summaries of Checks Released and Canceled Proportional Vacation Pay HEALTH AND NUTRITION SERVICES 78 | HEALTH ANO NUTRITION REPORTS ‘Annual PERMANENT Monthy /Quaterty 2 years 2years 73 | usts HEALTH AND NUTRITION Personne! | 1 yeor ‘year | Aner updated Distrbulon of Medicines & Suppiies 30. | MAGNA CARTAOF PUBLIC HEALTH PERMANENT WORKERS, 101T-RETENTION PERIOD ‘6 RECORO SERIES TLE AND DESCRIPTION ‘arenes, at 85 or 8 MEDICAL / DENTAL RECORDS OF PERSONNEL / ATHLETES Dental/ Medical Cards Heath Profs Laboratory Results ‘SCHEDULES OF NURSES AND DENTISTS: ‘SPECIAL PROJECTS / PROGRAMS. Dental Health Programs Medical and Nursing Health Programs Nuttin Programs HUMAN RESOURCE MANAGEMENT SERVICES (PERSONNEL SERVICES) ANNUAL SUMMARY REPORTS FOR REPLACEMENT PROGRAMS FOR NON-ELIGIBLES [APPLICATIONS / RECOMMENDATIONS. FOR EMPLOYMENT [APPLICATIONS FOR LEAVE OF ‘ABSENCES Maternity Parental (Solo Parent), Paternity Privioge/Specia Rehabilitation Sick Study Terminal vacation ‘Violence Against Women and ‘Children (VAWC) Details Stations [AUTHORITIES TO FILL VACANT POSITIONS (CLAMS ON EMPLOYEES COMPENSATION CERTIFICATES OF ELIGIBLE CONTRACTS TO TEACH DAILY TIME RECORDS EQUIVALENT RECORDS FORMS ‘WITH TRANSMITTAL JOB ORDER CONTRACTS PERMANENT PERMANENT 2years 2 years 1 ypar year PERMANENT S years 5 yoars 1 year 1 year year 4 year years 2 years Syears | Syesrs | 10 years 2years years 5 years 5 years 4 yeer year 5 years 8 years ‘year 4 year ‘After updated implemented, otherwise, ‘spose ator 5 year rom ate of record ‘After soparatedireted of ‘concemed employee ‘Ate recorded in Leave Cards ‘Ate peiion hasbeen filed up ‘After renewed /terminaied and ‘noted in Service Cards ‘Ate data have been posted in ‘Leave Cards and post-austes ‘Ate separated rom office After terminates 102Records Management Operations Manual [RUSE TRETERTON PERIOD ‘srTeWN| «RECORD SERIES TILE AND DESCRIPTION ‘a rewanns 4 | LEAVE CARDS ‘years | 10 years| 15 years| After separstedretes of ‘concerned employee 95 | LETTERS OF INTRODUCTION 2 yours 2 years 96 | MepicaL cERTIFicaTes OUETO —_| Syears ‘years | Afr sbsencas have been LLNESS: recorded in Leave Carts ov | MEMBERSHIP FLES PERMANENT sis ag-big Pritt ‘others 98 | MONTHLY REPORTS OF SERVICE __ | 2 years year "AND ATTENDANCE / ABSTRACTS OF ‘ABSENCES 9@ | NEW APPRAISAL PERFORMANCE ‘SYSTEM FILES Performance ApprasalsEveluaons! | 1 yosr 4 year Rating Reports Performance Rating Cards 5 years ‘years | Afr ronewedterminates Performance Target Worksheets | 1 year 1 year 100 | NOTICES OF ASSIGNMENTS 1year ‘year sts Detais Stations 101 | PERMITS TO STUDYITEACH Ayeer ‘year | Afr ronewedterminated 102 | PERSONNEL FOLDERS (201 FILES) | Syears | 10 years) 1Syears| After retre/sepereted ‘Appointments ‘Approvals of Retrement ‘awards Change of Status Designations ‘Dropping from the Rls (AWOL) FietLatt Day of Service Certifications Longevity Notices of Salary Adjustment (NOSA) "Notice of Stop increment (NOS!) Oatrs of ce Personal Data Sheets (ats!) Poston Description Forms. PRC Licenses Reports of Rating (Eigibities) Resignations/Tras ‘Roum t Duty Reteements (GSIS Clearance) Separations ‘Service Records (undated) ‘Transcript of Records 103. | PERSONNEL SERVICES TEMZATION | PERMANENT — | Other copies dspose afer ‘AND PLANTILLA OF PERSONNEL 3 years 103‘RECORD SERIES TLE AND DESCRIPTION agemns 104 105 108 107 108 109 110 m 1 13 1 115 POSITION / TEM FILES Conversion Creaton| Deployment Extension Rcassieaton and Transfer Requests fr Postion PROMOTION RECORDS PUBLICATIONS OF VACANT POSITIONS| Filing up of Postions Protest Ranking Recommendations RECORDS OF SERVICE CREDITS SCHOLARSHIP FILES ‘Onthe-Job Trainees Students Teachers ‘SEPARATION ORDERS / EXTRACTS OF RETIREDITRANSFERREDISEPARATED | PERSONNEL SERVICE CARDS ‘SERVICE RECORDS. STATEMENTS OF ASSETS AND UABILTIES LEGAL SERVICES ADMINISTRATIVE DECISIONS (With Respect fo Cases/Opinions/Decisions! Reselutons/Orders) cases ‘Administrative (ivi Service Commission Department of Education Ombudsman hv! Criminal ‘COMPLAINTS / GRIEVANCES ‘Acons Taken onthe Complains Counter Atidavits andlor Answers Investigation Reports Rejoinders Rescisions 2 years 2 years year 2 years 4 years year PERMANE 2years syears | Syears | PERMANE 4 years | 3 years ‘years 2 years 2years 2years 1 year 2 yeors 1 year 4 years 1 year NT 2years 10years Tyeers S years ‘Aer folow-uplepprovel ‘Aner vacant postion has been ‘ied ‘Afr vacant positon has been ‘ies ‘Aor cording in th eve ‘Aor ishing the erm ‘After ishing the course ‘Alter updated proviced a copy IsIncorprated n 201 Fes ‘Aftor ray seed except Decors whch ate Perrane ‘After raly sated 104Records Management Operations Manual [UB [srrewna.| —« Recono series mus ano DescmTION — gem 118 | CONTRACTS OF SERVICES (Contract | 5 years 5 years | After renewediterinated! Records including Cocrespondences! ‘and finaly setled Related Papers) 117 | CORRECTIONS GF NAME/ BIRTHDATE] = PERMANENT Personnel ‘Students 118. | DEEDS (Acquistion of Books/Teaching PERMANENT ‘lds and Vehicles) Donations Salo 119 | mewormnon oF Acreewewtuaoenstavonc| PERMANENT PHYSICAL FACILITIES AND SCHOOL, ENGINEERING SERVICES 120 | ASSESSMENTS OF SCHOOLS 5 yeors Syears 121 | EDUCATIONAL FACILITIES MANAGEMENT] PERMANENT MANUALS. 122 | INVENTORIES OF SCHOOL BUILDINGS | +1 year ‘year | anor superseded ‘AND FIXTURES. 123 | summaries oF estimateo cost | Syears 5 yoars (OF REHABILITATION Basle Education Information Services 124 | GOVERNMENT INFO SYSTEM BASED PERMANENT =| SCHOOL PROFILING SYSTEM PROJECTS 125 | REQUESTS FOR DEMOLITION AND PERMANENT REPLACEMENT OF SCHOOL ' BUILDINGS - 126 | SCHOOL BULOINGS/ FURNITURES! PERMANENT PLANS AND SPECIFICATIONS 127 | SCHOOL BUILOING PROGRAMS Lstngs of RED and BLACK Schoois | 5 years years ‘Budget Allocations Requesis for Construction ‘School Based Repair and Maintenance Scheme ‘te Ownership PERMANENT Ste Development Pans. PERMANENT i } sz | suaveysor waTeRaewectricty | PERMANENT FAGILITY ASSESSMENT PROGRAMS oat 105se 0. {RECORD SERIES TILE AND DESCRIPTION T RETENTION FEROS apenas 129 130 131 12 133 PLANNING SERVICES [BASIC EDUCATION INFORMATION ‘SYSTEM (EMIS) MODULES Module | CCentole Identifications Giientale Database ‘Module I ‘Staff Personnel Database Mode i Curiculum Database Module IV Legislations and Control Database Module V Physical Facies (By Divison! DistictBarangay) * Module Vi Fiaanclal Database Module Vi ‘Community Extension Database Module Vil Educational Planning, Research ‘and Evaluation Database (Quick Count Framework Module (@EIS-aC) DEVELOPMENT PLANS ‘ation ‘Strategie PERFORMANCE INDICATORS. ‘Achievement Rates ‘Cohort! Survival Rates ‘Completion Rates Dropout Rates Literacy Rates Partcipation Rates Promotion Rates PupitClassroom Ratios PupitDesk Ratios Pupi- Textbook Ratios Retention Rates PERFORMANCE MEASURE FRAMEWORKS BY REGIONS AND BY QUARTERS. PROFILES ‘Government Secondary Schoo! Profles (GSSP) Private Schools. REQUESTS FOR ITEM POSITIONS REPORTS ‘Accomplishments ‘Annual Central PERMANENT PERMANENT ‘years | 5 years | 10 years years years PERMANENT 2yeare 2 years PERMANENT | ‘After aciec upon 106Records Management Operations Manual J ‘rTei nO] «RECORD SERIES TTLE AND DESCRIPTION 7 RSTERTON FEROS. a yewns cont. 138 | REPORTS ‘Accomplishments ‘Annual PERMANENT isons Regions Quartery/MonthynWesky 1 year ‘year | ter consetdtsin Anmsl Reet ‘annul Aust PERMANENT 18502 Supervisory 4 year “1 year | Ater conte i Anal Rept Deployment ‘3 years 9 years Management Actions on AusitFindngs| PERMANENT Monttering and Evaluation of Regional Projects ‘Statistical Summaries PERMANENT Enrolment and Atendance Numbers of Teachers and Stusets ‘Schools ‘Statistical Bulletins ‘SCHOOL MANAGEMENT ‘Alternative Learning System 136 | ACCREDITATION AND EQUIVALENCY PERMANENT ‘TEST RESULTS 137 | ANSWER SHEETS Used 16 months [6 months} Provided results have been {tabulated and kept permanenty | Unused 6 months }6 months| 138 | ADMINISTRATIVE-BASED DATA (MIS) PERMANENT. | 139 | ANNUAL ACTION PLANS PERMANENT Lists of Target Clients Target Areas 140 | CAPABILITY BUILDING PROFILES PERMANENT | | 141 | PROJECT FILES PERMANENT ‘Balk-Paaralan Para sa Outof-Schoo! ! ‘Adult (BP-OSA) ‘Community Lesrring Center (CLC) \earing Suppo Devry Systm (LS0S) Literacy Service Contracting Scheme va2_| Test BooKets 6 mont }6 months| Retain sieast2 sets proviced Elementary Level ‘ha ongira kept oermenenty Secondary Level in the disketoed Promotional Division (€lomontary and Secondary Divisions) 143 | ACHIEVEMENT TEST RESULTS PERMANENT DDhision Achievement Tests ‘Naional Achievement Tests Elementary ‘Secondary 107(RECORD SERIES TTLE AND OESCRIPTION TRETENTION FEROD_ Tava [ sone [Tou ‘engeanas cont 143, 14 4s M8 7 18 49 160 151 153 154 185 187 ACHIEVEMENT TEST RESULTS Regional Achievement Tests School Achievement Tests 00K FILES. ‘Comments on the Evaluation of Books Requests for Certicatons CERTIFICATIONS. ‘Enrolment ‘Good Moral Charactor Graduation Report of Rating of Students ‘Special Orders (CHANGE OF NAME OF SCHOOLS CLUSTERING / DECLUSTERING OF ‘SCHOOL DOCUMENTS CONTESTS AND COMPETITIONS. ESTABLISHMENTS / SEPARATIONS / INTEGRATION OF SCHOOLS GOVERNMENT RECOGNITIONS: (PRIVATE SCHOOLS) INSTRUCTIONAL MATERIALS Books: Modules Supplementary Readings VideosiCDa/Gessette TapesiFims NATIONAL CAREER ASSESSMENT EXAMINATION RESULTS PHILIPPINE VALIDATING EXAMINATIONS (NETRC) PERMITS Cross-Enrol ‘Study (Foreign Students) PROMOTIONAL REPORTS (ELEMENTARYISECONDARY) REQUESTS / APPROVALS. (vertoad of Subjects for Graduating ‘Students ‘Summer Ciasses Transfer of LacalForeign Students Translations of Diplomas ‘SPECIAL PROGRAMS / PROJECTS. Implemented Not implemented PERMANENT Syears 5 years ‘year 1 year PERMANENT 8 yeors years 2 years 2 years PERMANENT PERMANENT PERMANENT PERMANENT PERMANENT 2 years 2 years PERMANENT 1year 1 year PERMANENT tee | id ‘Alter files have been recorded ‘Aer acted upon ‘Air superseded Retain 2 copies pemanentyin hard & sft copy. Other copies isrose 2 years ater evsse ‘Ate graduation 108Records Management Operations Manual [srrenno.] «econo semes mao oescnrnon |_——t-RETENTON FEROD gps 188 | SPECIAL ORDERS OF GRADUATION PERMANENT 159 | SCHOLARSHIP GRANTS PERMANENT 160 | summaries orunmstaKeN ey | 2years 2years ‘STUDENTS OF PRIVATE SECONDARY SCHOOLS {Form 3) 161 | TumoNFEEIOREASE RECORDS | 3years year Applications Approval Schoo! Level Records 182 | ACTION DEVELOPMENT PLANS PERMANENT Schoo! improvement Plans *Supersory Pans 163 | ADMSSION TesTS years 3 yeors | ter acmited te | apPucaTions 2yea aan amraratae ‘Accredtaions Enrolment Envance Exancnaons ‘Graduation and Special Orders PormisfRecognitons 165 | ATTENDANCE SHEETS /ATTENDANGE | 2 years 2yea REPORTS (Form 2) 166 | aasic scHOOL MANAGEMENT COURSE | 3 years Syeas TERM PAPERS 167) BULLETINS OF INFORMATION PERMANENT 168 | CALENOARS OF AcTIVTIES 1 year Ayes 169 | CASES/ FEASIBILITY STUDIES / PERMANENT RESEARCHES 1 170 | cLass RECORDS ‘Anecdotal Records of Pupi/Studens | 5 years Syears | Ar graduated ‘iass Cards (Form 138-8) PERMANENT ‘iass Observation and Supervisory PERMANENT Reports (Form 178) ‘lass Schedles (Form 30) 4 year 1 year Cass Values Chars 1 year 1 year Diplomas PERMANENT Lists of Honor Graduates PERMANENT Nttonal Status of Pups 2yeas | | 2years Report Gerds (Form 188) PERMANENT SudetPemanert Records Fom 1374}| PERMANENT Summary of Unis Taken (Form 9} PERMANENT 109= T-RETERTION PERIOD srmewivo] «necorosenes rm m@cescnenon | —LSTeONr ‘ae remans T 471 | CLASS AND TEACHERS PROGRAMS PERMANENT ‘Gass Programs (Form 28) Summaries of information of Teachers (Form 31), “Teachers Program (Form 30) 172 | CONSOLIDATED DATA OF TEACHING) | 5 years years | ter updatad/superseded NON-TEACHING'PERSONNEL (Form 31) 173 | couRses oF sTuoy/ syLLABt PERMANENT 174 | ENROLLMENT SLIPS year 4 year 175, | GRADING SHEETS 2 years 2 years 176 | LESSON PLANS: : ‘year ‘year 17 | usts ‘Accredited Courses/Subjocts PERMANENT CCandidales for Graduation PERMANENT ENROLLMENT LISTS 2years | | 2years ‘GradustesHonor Graduates PERMANENT, ‘School Personnel nd Oils 4 year ‘year | Ater superseded 178 | uBrary rites: ‘Accession Books (PF 148) PERMANENT Book Gards (PF 148) PERMANENT Borrower's Carés year | |. tyear | Ater date ofast erty Catalogue Cards (PF 150) PERMANENT we | Pers, | Government Permits PERMANENT | Goverment Recognitions PERMANENT | Permits to Operate syean | Syears | Aterexsred Permits to Study 2 yea 2years | Ater graduated ‘Tuton Fee increases S yess Syeas | 180 | PRoFLES Schools PERMANENT Socio-Economic of Punts 5 years Syeas | Aner radustec Students 8 years Syeas | Afar redusted Teachers Syears | 1Oyears| 1Siyears| Afar separated 181 | PROPOSED ORGANIZATION OF CLASSES: PERMANENT | implemented. cheruise DepEd MTAP | aspoce ater 3 years Quiz Bee | Science Quiz 182 | RANKING /LISTS OF HONOR STUDENTS} 3 years years | Atergrecustec 183 | RANKING OF TEACHER APPLICANTS. | 1 year ‘year | Aner upseted ‘104 | RECORDS OF STUDENTS DISCIPLINARY 2 yoars 2ypars | After grecusie’ ‘ACTIONS 110Records Management Operations Manual [NEES see] ane TmusANDoEscurnen | —_7-AeTENTONPERD apeunes concer eo 105 | REPORTS “Annual Resorts PERMANENT Enrolment and Atndance (Fam 3). | 2yeare 2yean ‘Administer Penpals Monthly Enrolment (orm 2) 2yean 2yean ‘Narratv Repor of Department Heads | 2 years 2yean "Number of Schools/Stusens! 2yean 2years Promotions (Summarized) Perfomance Incas (Year Repor)| | PERMANENT Physical Inventory Reports 2yeas | | 2years Reports on Promotion PERMANENT 18 Secondary Schools Primary Grades LV £2 Intermediate Grados VV Schoo! Fund/Fnancial Reports Syears Syeas, ‘Summaries of Monthy Atendnce(Form7)] 2 years Zea ‘Spersory 2yeen 2yea 18 | REQUESTS 2years 2yeors | Aer acted upon ‘Aditional Courses Carry Overoas Incision in the Eroiment Lists Summer Clases Transier 187 | scHooL CALENDARS tye 1 year 188 | scHooL REGISTERS (Fom 1) PERMANENT seo | stuoents Test rarersicyass | tear 4 year EXAMINATIONS 180 | SUPERVISORY PLANS FOR TEACHERS| 1 yoar 4 year tor") TeACHERS'ScHEDULES Form 29) | 1 yoar ‘year toa | TesTRESULTS 2 years 2years | Aer consoldation 99 | TESTING MATERIALS PERMANENT — | Other copies, ipose ater ‘year 184 | YEAR BOOKS ANNUAL BOOKS, PERMANENT 111410. Assisted by: neta VENECIA C. MAXIMO 41. Recommending Approval ‘TETREE Pen hare Tenors stveGevonscwteDepcoRecorc tans! oniheDevemen OPED Recaos Maat 12, Approves LAPUS Secretary ‘Senior Records Management Aras ‘This records Disposition Schedule Is being returned for improvement correction (ee) [777] resi er atin meen ae [te Jo perma f£ Late u 112