PAMBANSANG SINUPAN

Records Management and Archives Office

ARCHIVO NATIONAL NATIONAL ARCHIVES

RECORDS DISPOSITION SCHEDULE

FOR THE LOCAL GOVERNMENT
Series 2003

RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years

EXECUTIVE OFFICES
(City Mayor / Municipal Mayor / Governor)

1. Action Plans 3 After implemented

2. Affidavits PERMANENT
Birth
Citizenship
Change of Name
Death
Discrepancy
Identity
Illegitimacy
Joint (Common-law husband/wife)
Marriage
Ownership
Retirement

3. Affidavits of Loss 1 After purpose had been served

4. Announcements (Bandillo) 1

5. Applications 1 After renewed / terminated / acted upon

Business Permit (New / renewal)
Employment
Franchise
Housing
Mayor's Permit (With requirements)
Tricyle Operation

6. Barangay Files PERMANENT

Barangay Profile
Chart
Land Area
Livelihood Program
Official
Population

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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
Profile

7. Boundary Disputes Documents PERMANENT

8. City/Municipal / Provincial Profiles PERMANENT

9. Closure Orders 5 After complied with

10. Commendations / Awards PERMANENT

11. Committee / Organization Files

Non-routine PERMANENT

Routine 2 After terminated

12. Complaints / Petitions / Protests 2 After settled

13. Confirmations of Application to Operate 1

14. Cultural Files PERMANENT

Celebration
Fiesta
History

15. Deeds of Donation / Exchange / Ratification PERMANENT

16. Directories of Local Officials (Record set) PERMANENT

17. Franchises / Permits

File Copy
Building 15 After completed

Business 5 After renewed

Bicycle / Tricycle Franchise 3 After franchise had been renewed

Carolling 1

Electrical Inspection 2 After renewed

Fair 1

Mayor 1 After renewed

Motorized Tricycle Operator's Permit 3 After renewed

Occupational Permit 2 After renewed

Social 1

Sport 1

Transfer of Cadaver 1

Use of Vehicle 1

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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
Vehicle / Tricycle 2 After renewed

Masterlist Permanent

18. Insurances / Registrations of Vehicles 1 After renewed

19. Land Titles Owned by the LGUs PERMANENT

20. Lease Contracts of Market Stalls 5 After contract had been terminated and finally
settled

21. Lists 1 After updated

Association
Committee
Cooperative
Donor
Markets Stall Occupant
Organization

22. Logbooks
Business Permit Issued by the Mayor's Office 5

Official Receipt 10 After date of last entry

Visitor
Ordinary 2 After the last entry

VIP PERMANENT

23. Masterlists of Registered Tricycle PERMANENT

24. Mayor's Profile PERMANENT Transfer to the agency's library for reference

25. Meeting Files 1

Agenda
Notice

26. Messages / Speeches (Record set) PERMANENT

27. Motor Vehicle Legalization Files 2

28. Oath of Office of Local Government Officials 15 After expired / terminated

29. Petitions 5 After settled

30. Recommendations / Referrals 1 After acted upon

31. Reorganization Records PERMANENT

32. Reports 2
Emergency Relief Assistance
Land Problem
Market Inspection
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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
Monitoring
Nursery Seedling
Police
Rebel Returnee
Typhoon Damage

33. Requests 1 After acted upon

Additional Plantilla Allocation
Auditorium
Ambulance
Budgetary Allocation for Salary
Standardization
Bulldozer and Dumper
Calamity Aid
Donation / Solicitation
Financial Assistance
Increase of Internal Revenue Allocation
Infrastructure Project
Sound System
Transport Service
Use of Town Plaza

34. Special Events Files / Photographs PERMANENT

ASSESSOR'S OFFICE

35. Abstracts of Sworn Statement of True Current PERMANENT

Fair Market Value of Real Property

36. Affidavits
Absolute Sale PERMANENT

Adverse Claim PERMANENT

Aggregate Land Holding PERMANENT

Assets / Properties 2 After purpose had been served

Joint Quit Claim (Joint affidavit) PERMANENT

Others To be filed with appropriate record series

Quit Claim PERMANENT

Transfer Adjudication PERMANENT

37. Agreements PERMANENT

Cost Share Reimbursement Agreement for
Completed Tax Mapping

38. Annual Reports of Provincial Assessor PERMANENT

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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years

39. Annual Statements of Assessed Value of Real

PERMANENT
Properties

40. Assessments PERMANENT

Building Plan
Data Sheet
Subdivision Plan
Tax Declaration
Title
41. Assessment Rolls of Taxpayers PERMANENT
Agricultural Land and Product
Building (Construction / renovation / repair)
Residential Land

42. Cancellation of Tax Declaration PERMANENT

43. Cases 15 After decided and finally executed

Adverse Claim (Auction sales, lis pendens,

replevin, writs of attachment / execution)
Assessment Appeal
Certificate of Title
Original
Transfer

44. Certifications 1
Ownership
Pauper Litigant
Real Property
True Copy of Tax Declaration

45. Certificates of Assessed Value of Real Properties PERMANENT

46. Declarations of Real Property PERMANENT

Affidavit of Adjoining Owner
Certificate from the Bureau of Lands /
Bureau of Forest Development
Deed (Sale, absolute sale, extra judicial
partition)
Sketch
Transfer

47. Field Appraisal and Assessment Sheets / Field 5 After revised

Sheets for Assessment (Worksheets showing
floor plan and description of buildings together
with computation)
Building
Land
Machinery
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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
Plant and Tree

48. Guidelines / Manuals PERMANENT

City Charter
Depreciation Rate Table
Revised Realty Tax Declaration Guide
Table Adjusted Value

49. Inventories of Declared Accumulated Accounts 2 After updated

50. Journals 3 After superseded

Assessment Transaction
Cancelled Assessment

51. Land Holding Certificates PERMANENT

52. Lists 1 After updated

Awarded Lot
Committee Appraiser
Declared Owner of Unknown Address
Real Property

53. Logbooks of Notice of Assessment and Sworn 2 After the last entry
Statements

54. Mapping Control Rolls PERMANENT

Post Tax
Pre tax

55. Maps / Blueprints PERMANENT

Barangay
Base
Cadastral
Engineer Controlled Map (Used in locating
undeclared properties)
Road
Survey
Tax Map (Barangay, city, provincial, town,
index, location, photo and sketch -
pertaining to the section within the
barangay)
Topographic

56. Market Values of Buildings PERMANENT

57. Minutes of Meetings of City / Municipal / PERMANENT

Provincial Appraisal Committee

58. Notices 1 After settled

RDS for LGU Page 6

 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
Assessment to Declarant
Cancellation of Assessment

59. Notices of Assessment and Tax Bill / Real 5

Property Tax Orders of Payment (RPTOP)

60. Ownership Record Cards PERMANENT

61. Property Index Cards PERMANENT

62. Public / Real Estate Mortgages 10 After settled

63. Real Property Records and Appraisal Cards PERMANENT

64. Registry Books of Tax Declaration PERMANENT

65. Reports
Comparative Statement of Assessed 2
Valuation

Daily Accomplishment of Tax Mapping Work 2

Inspection 2

Monthly Assessment 2

Monthly Report of Undeclared Real Property 2

Progress 2

Quarterly Report 2

Statistical PERMANENT

Uncollected Tax by Municipalities 2

66. Requests for Copies of Official Documents 1 After acted upon

67. Schedules of Base Unit Costs for Buildings and PERMANENT

Improvement

68. Schedules of Base Unit Values for All Kinds of PERMANENT

Lands and Improvements

69. Sworn Statements of Real Property Owners PERMANENT

70. Sworn Statements of the True Correct and Fair 5 After superseded
Market Value of Real Properties

71. Tax Declarations of Real Property PERMANENT

72. Transfer of Extra Judicial Statements PERMANENT

BUDGET OFFICE

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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
73. Advices of Allotment 5
Barangay Administration Fund
Internal Revenue Allotment
Local Government Revenue Stabilization
Fund
National Aid to Local Government Unit
Supplemental

74. Annual Investment Program Files PERMANENT

75. Approved Position Classification and Pay Plans 1 After superseded

76. Budgets
Annual Budget PERMANENT

Local School Board 3

Supplemental 5
77. Budget Files 3
Analysis and Resumé
Barangay Budget Preparation
Development Fund
Local Budget Circular and Memorandum
Local School Fund
Preparation of Different Offices
Review-Budget Allocation Infrastructure

78. Cash Allocation Ceilings/Notices of Cash 3

Allocation

79. Certifications of Fund Availability 1

80. General Appropriations Acts 3

81. Logbooks 3 After date of last entry

General Fund Allocations
Infrastructure
National Aid for Local Government Unit
Special Education Fund
Trust Fund
Withdrawal

82. Position Allocation Lists 3

83. Realignment of Infrastructure Projects 2

84. Record Books of Payroll and Vouchers 10 From date of last entry

RDS for LGU Page 8

 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
85. Reports
Local Government Unit 2

Quarterly Advice of Allotment 3

86. Summaries of Appropriations 3

87. Work and Financial Plans 5

CIVIL REGISTRAR'S OFFICE

88. Admission of Paternity Files PERMANENT

89. Adoption Files PERMANENT

90. Advices Upon Intended Marriage PERMANENT

91. Affidavits PERMANENT

Acknowledgement
Date of Birth
Legal Age Marriage
Legitimization
Officiating Minister
Marriage Articulo-Mortis
Marriage between Non-Christians
Name of Child
Wrong Entry

92. Alien / Civil Registration Books PERMANENT

93. Applications for Marriage License and Supporting PERMANENT

Papers
Consent of Parents for Under Age (18 - 20)
Parental Advice (21 - 24)
Seminar of Family Planning (25 up)
Seminar or Counselling (24 down)
Notice for Posting
Birth Certificate

94. Authorities to Solemnize Marriage PERMANENT

95. Certificates PERMANENT

Death
Fetal Death
Foundling
Live Birth

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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
Marriage License

96. Consents to Marry a Person Under Age PERMANENT

97. Court Decrees / Orders PERMANENT

Adoption
Annulment of Marriage
Change of Name
Civil Status
Correction of Entry
Legitimization
Naturalization

98. Marriage Contracts PERMANENT

99. Marriage Licenses PERMANENT

100. Notices of Re-applicants PERMANENT

101. Petitions for Correction of Clerical Error / Change PERMANENT

of First Name (In the certificate of birth / death /
marriage)

102. Registry Books PERMANENT

Birth
Death
Marriage

103. Reports PERMANENT

Monthly Report to NSO / Mayor
Provincial Statistical Office
Supplemental Reports on Legal Instrument

104. Requests

Application for Civil Registry Records 1

Celebration of Marriage (Permit) PERMANENT

Others 1 After acted upon

Verification Slips for Birth / Death / Marriage 1

105. Sworn Statements that Advice of Parents or PERMANENT

Guardian Had Been Asked

ENGINEERING OFFICE

RDS for LGU Page 10

 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
106. Awards of Affidavit of Project Completion and 15 After project had been completed
Acceptance Letters

107. Building Plans PERMANENT

Approved as Built Plan
Architectural
Commercial
Industrial / Residential
Structural

108. Building / Sanitary Permits (Applications & 15 After project had been completed
supporting documents)

109. Certificates 15
Occupancy
To Operate Business

110. Certificates of Locational Clearance PERMANENT

Commercial
Industrial
Institutional
Residential

111. Certifications 2
Building Permit Issued (True copy)
Completion of Project
Electrical / Sanitary / Safety Inspection
Electrical Installation
Final Inspection & Contraction
Finished Project
House Number
Inspection
Building
Electrical
Payment of Laborer & Material

112. Charts / Sketches PERMANENT

113. Complaints 2 After finally settled

Clogged Drainage
Leakage
Others

114. Consolidated Statistical Data (Barangay, PERMANENT

municipal, city, provincial)

RDS for LGU Page 11

 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
115. Construction / Reconstruction / Repair Files 15 After project had been completed and finally
Bill of Materials settled
Contract / Agreement
Cost Estimate
Details of Cost Estimate
Program of Works
Project Accomplishment Report
Schedule of Base Unit Cost for Building
and Improvement
Suspension / Resumption / Change Order

116. Equipment Files

Certificate of Registration PERMANENT

Daily Assignment of Equipment 2

History Card 2 After equipment had been declared

unserviceable

Inspection Report 2

Insurance Policy 2 After renewed

Ledger Card PERMANENT

117. Illegal Construction Cases 5 After finally settled

118. Inventory Lists

Bridge PERMANENT

Building PERMANENT

Equipment 2 After updated

Road
Annual PERMANENT

Monthly 2 After consolidated

119. Laboratory Tests on Construction Material and

Soil
Material Sample Card PERMANENT

Quality Control Plan PERMANENT

Report 5

Result PERMANENT

RDS for LGU Page 12

 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
120. Lease / Equipment Rental Files 10 After rental had been paid

121. Lists of Contractors 1 After updated

122. Logbooks
Clearance 2 After the last entry

Final Certificate Issued 2 After the last entry

Order of Payment 2 After the last entry

Permit Issued PERMANENT

Building
Electrical

Plan / Specification 2 After the last entry

123. Maintenance Files

Accomplishment / Completion Report 5 After completed

Inventory of Bridge / Building / Road 5 After updated

Monthly Assignment 2

Quarterly Routine Program 2

Road Classification PERMANENT

Road Maintenance Program PERMANENT

Schedule of Implementation PERMANENT

124. Mechanical Computation Sheet 5 After project had been completed

125. Notices 2 After finally settled

Contractor
Demolition
Excavation
Illegal Construction
Violation

126. Orders 15 After project had been completed

Change Order (Spare parts)
Rental Request Order (Equipment)

127. Permits / Clearances

Arcades / News Stand / Waiting Shed / 1 After expired

Musoleum / Sidewalk

Boiler / Elevator / Escalator 1 After renewed

RDS for LGU Page 13

 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
Building Construction 15 After project had been completed

Demolition 3 After building had been demolished

Electrical 5 After completed

Excavation 5 After completed

Fence / Wall / Partition 5 After completed

Fire Escape 1 After Building Code had been complied with

Locational / Zoning PERMANENT

Mechanical 5 After completed

Occupancy PERMANENT

Plumbing / Sanitary 5 After completed

Road Sign 1 After purpose had been served

Sign Board / Advertisement / Advertising 1 After expired

Sign / Billboard / Streamers / Sign

Waterwork 5 After project had been completed

128. Plans / Maps / Blueprints PERMANENT

Building
Approved as Built Plan
Architectural
Commercial / Industrial / Residential
Structural
Road and Bridge
Specification
Work Plan

129. Project Files 15 After project had been completed and finally
Acceptance settled
Bill of Materials & Cost Estimate /
Detailed Cost of Material
Building Repair
Certificate of Completion/Fire/Inspection
Communication
Completion of Project
Contract/Agreement
Contractor's Affidavit Repayment of Laborer
and Material
Final Inspection and Contractor's Affidavit
Final Inspection of Project
Final Payment
Graph / Plan & Specification / Blueprint /

RDS for LGU Page 14

 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
Construction Plan
Labor / Material / Equipment Requirement
Occupancy
Program of Work
Project Appropriation / Maintenance /
Performance Budget / Fund Release
Project Proposal / Feasibility Study
Report
Accomplishment
Monitoring
Pre & Post Inspection
Status
Termination
Request / Resolution for Project / Funding /
Program
Resume / Suspension Order

130. Project Proposals (With bill of materials and

estimates)
Approved 15 After project had been completed

Disapproved 3

131. Requests To be filed with appropriate record series

Construction
Department / School
Improvenment of Water System
Inspection (Building, bridge and road)
Letter
Barangay
Different Department / School
Maintenance / Reconstruction / Repair
Material / Equipment / Laborer
Reconstruction
132. Road Right of Way Files PERMANENT
Agreement
Permit to Trespass

133. Surveys 2 After evaluated

HEALTH OFFICE

134. Certifications 1
Examination
Health
Medical

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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years

135. Charts
In-Patient 15 Provided they are not product of research /
study and training purposes

Out-Patient 10 After date of last consultation / visit

Tuberculosis / Monitoring / Leprosy PERMANENT

136. Clinical Referral Slips 1

137. Family Planning Files

Charts PERMANENT

Contraceptives Stock Record 3 After date of last entry

Pre-Marital Counseling 1

138. Five Year Impact Programs 5 After implemented

Dental Care
Diarrheal Disease
Environmental Sanitation
Expanded Immunization Program

139. Health Information Sheets 2 After superseded

Medical Treatment Record
Mortality and Monitoring Record
Pregnant Mother

140. Index Cards PERMANENT

Family Member
Patient

141. Laboratory Services Results / Findings 5

Hemoglobia Examination
Leprosy Detection
Malaria
Paps Smear
Sputum Examination
Stool / Urine
Tuberculosis
White / Red Blood Cell

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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years

142. Logbooks 2 After date of last entry

Diarrhea
Family Member
Medicines Distribution
Minutes of Monthly and Weekly Meeting
Sputum Examination
Treatment

143. Masterlists PERMANENT

Birth
Death
Health Education
Health Program

144. Morbid Cases of Cerebro Vascular Diseases 5

(Hypertension, rheumatic heart disease, coronary
thrombosis & the like)

145. Plans / Programs / Projects 5 After completed

146. Reports
Annual PERMANENT

Monthly 2
Dehydration
Expanded Program On Immigration
Family Planning
Maternal Child Health
Marriage Counselling
Mortality
National Tubercolosis Program
Nutrition
Under-five
Others

147. Surveys 2 After evaluated and consolidated in the Annual

Report

LEGAL / ATTORNEY'S OFFICE

148. Administrative Cases 15 After separated, retired, death

149. Articles of Incorporation / By - Laws PERMANENT

150. Complaints / Protests 5 After finally settled

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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
151. Contracts PERMANENT
Chattel Mortgage
Deed of Sale
Deed of Sale with Reservation of Title

152. Legal Opinions PERMANENT

153. Memoranda of Agreements / Understanding PERMANENT

154. Special Powers of Attorney 1 After purpose had been served

PERSONNEL OFFICE

155. Annual Status Reports PERMANENT

156. Certifications 1
Employment
Residency
Service

157. Guidelines 2 After superseded

Civil Service Reporter
Local Government Consultancy Resource
Outreach for Productivity Project

158. Lists of Eligibles / Non - Eligibles 1 After updated

159. Local School Board Applications 1

160. Logbooks
Attendance 1 Provided leave and undertime are posted in the
leave card

Clearances Issued 2 After date of last entry

General Funds 3 After date of last entry

Visitors
Ordinary 2 After date of last entry

VIP PERMANENT

161. Requests for Accumulated Leave Credits 2 After acted upon

PLANNING DEVELOPMENT AND COORDINATING

OFFICE

162. Annual Development Plans PERMANENT

163. Barangay Files (Development council) PERMANENT

Plan
Project

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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
Socio - Economic

164. Boy Scout Camp Position Papers 5

165. Census Statistics 1 After updated

166. Charts PERMANENT

Functional
Organizational

167. Committee / Council / Association Files 1

Association of Barangay Council
Cabinet Action Committee
for Implementation
Development Board / Council
Housing and Urban Coordination Council
National and Local Government Unit
Peace and Order Council
People Economic Council
Project Reconciliation, Evaluation
and Monitoring Committee

168. Data on Different Needs of the Community PERMANENT

169. Foreign Assisted Project Files PERMANENT

170. Infrastructure Files 15 After project had been completed

Barangay Road and Bridge
Public Building

171. Inventories of Barangay Roads and Bridges 2 After superseded

172. Livelihood Projects and Programs 5 After project had been completed /
implemented

173. Masterlists 1 After updated

Barangay Integrated Development Plan
Barangay Official
Botanical Garden and Park Development
Cattle Fattening
Cooperative
Housing Project
Kabisig Mall
School Building Construction
Spring Development

174. Planning and Development Staffing Pattern PERMANENT

175. Profiles PERMANENT

Barangay
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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
City / Municipal
Demography
Employment
Land Characteristic
Socio - Economic

176. Reports
Annual Investment Program 2

Financial and Development Return 5

Status of Projects and Infrastructure 2

Local Community Assistance

177. Statistical Data PERMANENT

178. Survey 1 After evaluated

Household
Land Ownership

179. Territorial Boundaries and Population PERMANENT

180. Zoning Ordinances / Clearances PERMANENT

SANGGUNIANG PANGLUNSOD / BAYAN /

PANLALAWIGAN

181. Agenda 1

182. Certifications of Attendance / Attendance Sheets 1

183. Minutes of Meetings / Sessions PERMANENT

Hearing
Regular Session
Barangay
City

184. Ordinances / Resolutions PERMANENT

TASK FORCE ORDINANCE OFFICE

185. Blotters 15 After finally settled

186. Subpoenas 3 To be filed with appropriate record series

TREASURER'S OFFICE

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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
187. Abstracts 5
Daily Collection
Deposit and Trust Fund
General Collection

188. Abstracts of Real Property / Real Estate / 4

Collections

189. Alien Annual Taxes 10

190. Alien Registration Documents PERMANENT

191. Allotments by Appropriation (Internal Revenue) 3

192. Alpha Listings of Real Property Owners PERMANENT

193. Annual Real Property Tax Payments (Yearly 4

Registered of Real Property Tax Payments)

194. Applications for Bond of Accountable Officials PERMANENT

and Employees

195. Apprehension of Advices (Advice Issued by the 5 After the case had been settled
Licensed Inspector on Erring Taxpayers)

196. Appropriations / Allotments & Expenses PERMANENT

Subsidiary Ledgers

197. Approved Pay Plans (Provincial and Municipal) PERMANENT

198. Auction Sales (By Municipalities) 1

199. Authorizations 2 After expired

Purchase of Equipment / Property
Transfer of Fund
Travel
Others

200. Bond Index Cards PERMANENT

201. Bonding Documents 3

Action
Request
Indemnity for Issue of Due Warrant

202. Books of Account PERMANENT

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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
203. Cash Books PERMANENT

204. Cashier's Treasurer's Reports of Daily 10 Provided post - audited, finally settled and not
Collections and Deposits involved in any case

205. Certificates and Receipt of Transfer of Large PERMANENT

Cattle

206. Comparative Statements of Markets and 5

Slaughters

207. Demand Letters (Letters to the taxpayers 5 After settled

demanding taxes as result of the ocular
verification of the inspector)

208. Deputized Provincial / Municipal Treasurer 4

Comparative Collection

209. Electric / Water Bills 10 After settled

210. Estimated Income Expenditures 3

211. Files on 10% Barangay Shares in Real Property 10

Tax

212. Financial Statements PERMANENT

Statement of Operation

213. Fund Distribution Reports (Revenue derived from 5

real property taxes)

214. Guidelines on Application of Penalties in 2 After superseded

Administrative Cases

215. Index Cards PERMANENT

Payments of Real Property
Real Property Owner
Salary
Taxpayer

216. Journal of Barangay Transactions (Barangay 5

Form No. 2)

217. KKK Programs PERMANENT

218. Land Tax Receipts 10 Provided post-audited, finally settled and not
involved in any case

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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
219. Ledger Covers 5

220. Lists 1 After superseded / updated

Delinquent Taxpayer
Market Owner (Stall)
Owner of Large Cattle

221. Lists of Taxpayers PERMANENT

222. Municipal Burial Permits and Official Receipts 10 Provided post - audited, finally settled and not
involved in any case

223. Municipal Tax Ordinances (Revised / approved PERMANENT

by provincial treasurer)

224. Municipal Treasurer's Account Books PERMANENT

225. Municipal Treasurer's Journal of Collections and PERMANENT

Deposits

226. Notices 1
Assessment Value of Real Property
Delinquent Taxpayer
Demand L:etter
Suspension

227. Partial Implementation of Salary Standardization 5 After superseded

Files

228. Posting Guides of Real Property Tax Payment 4

229. Provincial Summary of Collections 10

230. Provincial Treasurer's General Receipts 10 Provided post - audited, finally settled and not
involved in any case

231. Quarterly Surveys of Employment and Computer 2 After consolidated in the Annual Report
Payrolls of Local Government

232. Real Property Cash PERMANENT

233. Real Property Tax Receipts 10 Provided post - audited, finally settled and not
involved in any case

234. Real Property Tax Registers PERMANENT

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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
235. Real Property Tax Remittances (Provincial / 1 After the last entry provided data are
Cities) transferred to Master Lists

236. Receipts and Certificates of Ownership of Large PERMANENT

Cattle

237. Records of Ownership PERMANENT

238. Reports
Cash PERMANENT
Advance
Disbursement

Consolidated Collective 5

Daily Program Collection 3

Financial Audit PERMANENT

Local Government's Quarterly Financial 2 After consolidated in the Annual Report

Operation

Municipal Treasurer's Weekly Cash Report 2

Provincial / City Treasurer's Monthly 2 After consolidated in the Annual Report

Accountability

Revenues / Receipts PERMANENT

239. Requests for Bonding and / or Cancellations of PERMANENT

Bond of Accountable Officials and Employees

240. Residence Certificates A, B, C and C1 10

241. Revenue Files 10 Provided post - audited, finally settled and not
Asset involved in any case
BIR Allotment and Local Government
Revenue Stabilization
Branding of Cattle
Land Tax
Permit
Secretary's Fee
Tax

242. Revenue Subsidiary Ledgers 5

243. Slaughter Permits and Fee Receipts 10 Provided post - audited, finally settled and not
involved in any case
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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years
244. Statements and Inventories of Accountable 5
Forms

245. Statements of Income and Expenditures 10

General Fund
Infrastructure

246. Statements of Short / Over Remittances, 5 After cleared

Collections, Validations and Missing Receipts

247. Tax Declaration Registers PERMANENT

Note: For other administrative and management records follow General Records Disposition Schedule series of 200

Date Approved: October 15, 2003

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 RETENTION PERIOD
DESCRIPTION OF RECORDS Number of
Remarks
Years

RDS for LGU Page 26