GSIS FOI Reports 2017-2018

agency_abbrv agency_name title description file_format online_public location_or_url disclosure original_data_ow data_maintainer date_released (or frequency_of_up
ation ner coverage) date

Agency Name of agency (spelled Title of the information Description of the CSV, XLS, SHP, Yes/No Location of Whether the information is either of the following: Agency or office Unit responsible The date when the Daily, Annually,
abbreviation out) information KML, TXT, PDF, published - public: info can be disclosed for public consumption regardless of identity who origninally for the information was Biannually,
DOC, Standard information or URL - exception: info is under the Exceptions List owns the information initially released Quarterly,
(hard copy) etc. for direct download - internal: info only for agency consumption information (YYYY-MM-DD) Monthly
- with fee: info can be disclosed but with corresponding charges based on
the agency's mandate/policies/business model
- limited: info, upon verification of the requesting party's identity, can only
be disclosed to specific person/s and/or entity/ies
ACTUARY OFFICE
GSIS Government Service Actuarial Assessments Refers to actuarial Standard no Actuary Office exception GSIS Actuary Office 1993 to 2014 Annually
Insurance System assessments/ valuation of (hard copy)
all GSIS Funds
GSIS Government Service Actuarial Research and Pertains to documents as Standard no Actuary Office exception GSIS Actuary Office 1981 to 2015 As required
Insurance System Study a result of research and (hard copy)
study
GSIS Government Service Amount of Insurance Table of rates Standard no Actuary Office exception GSIS Actuary Office 1984 - 2007 Not Applicable
Insurance System (hard copy)
GSIS Government Service Basic Values, Net Table of rates Standard no Actuary Office exception GSIS Actuary Office 1947 Not Applicable
Insurance System Premiums and Mean (hard copy) 1984 - 2007
Reserves
GSIS Government Service Cash Value Table of rates Standard no Actuary Office exception GSIS Actuary Office Not specified Not Applicable
GSIS Government Service Comments on Bills (House Opinion on bills if with Standard no Actuary Office internal GSIS Actuary Office 1960 to 2015 As required
Insurance System and Senate) impact to the life of the (hard copy)
fund
GSIS Government Service Commutation Function Table of rates Standard no Actuary Office exception GSIS Actuary Office Not specified Not Applicable
GSIS Government Service Dividend Factor Table of rates Standard no Actuary Office exception GSIS Actuary Office 1940 to 2013 Not Applicable
GSIS Government Service Feasibility Study Evaluation and analysis of Standard no Actuary Office exception GSIS Actuary Office 1973 to 2015 As required
Insurance System proposed project (hard copy)
GSIS Government Service Financial Data Financial reports Standard no Actuary Office exception GSIS Actuary Office 1971 to 2015 Annually/
Insurance System (hard copy) Semi-annually/
Monthly
GSIS Government Service Gross Premiums Table of rates Standard no Actuary Office exception GSIS Actuary Office Not specified Not Applicable
GSIS Government Service Mortality Rates Table of rates Standard no Actuary Office exception GSIS Actuary Office Not specified Not Applicable
GSIS Government Service Technical Reports Reports on the results of Standard no Actuary Office exception GSIS Actuary Office 1960 to 2015 As required
Insurance System studies (hard copy)
GSIS Government Service Reserve of Different Funds Valuation of reserves for Standard no Actuary Office exception GSIS Actuary Office 1982 to 2013 Annually
Insurance System set up for payment of (hard copy)
future obligations
GSIS Government Service Reserve Tables of Values Table of rates Standard no Actuary Office exception GSIS Actuary Office Not specified Not Applicable
GSIS Government Service Schedules & Tables Table of rates Standard no Actuary Office exception GSIS Actuary Office Not specified Not Applicable
GSIS Government Service Statistical Data Historical / numerical Standard no Actuary Office exception GSIS Actuary Office 1964 to 2015 As required
Insurance System facts used in studies (hard copy)
GSIS Government Service Status of Reserves Refers to the valuation of Standard no Actuary Office exception GSIS Actuary Office 1974 to 2013 Annually
Insurance System benefits on all funds to (hard copy)
establish assumptions on
expenses
GSIS-FOI-INVLIST-09282018 (Rev 01) Page 1 of 242

ACTUARY OFFICE
GSIS Government Service Status of Valuation Pertains to the actuarial Standard no Actuary Office exception GSIS Actuary Office 1963 to 2015 As required
Insurance System assessment of different (hard copy)
studies
GSIS Government Service Technical Reports Reports on the results of Standard no Actuary Office exception GSIS Actuary Office 1970 to 2015 As required
Insurance System studies (hard copy)
GSIS Government Service Terminal Reserves Table of rates Standard no Actuary Office exception GSIS Actuary Office Not specified Not Applicable
GSIS Government Service Terminal Reserves Table of rates Standard no N/A exception GSIS Actuary Office Not specified Not Applicable
BUILDING MAINTENANCE DEPARTMENT (BMD)
GSIS Government Service Acceptance Certificate is a certification system DOC, No BMD limited GSIS Building 2008-present n/a
Insurance System work process that is Standard(hard Maintenance
issued by an owner to a copy), PDF Department
contractor after
successfully completed
the final acceptance
criteria including all the
contractual obligations
and requirements
GSIS Government Service Accomplishment Report is a regularly prepared XLS, PDF, No BMD limited GSIS Building 2006-present n/a
Insurance System status report that Standard (hard Maintenance
provides an overview of copy) Department
what was achieved during
the given period.
GSIS Government Service Amendment Order is a formal or official DOC, No BMD internal GSIS Building 2013-present n/a
Insurance System change made to a law, Standard(hard Maintenance
contract, constitution, or copy), PDF Department
other legal document.
GSIS Government Service Appraisal Report a detailed evaluation a DOC, No BMD limited GSIS Building 2015 Every three years
Insurance System property's value that is Standard(hard Maintenance
typically conducted by a copy), PDF Department
professional. The report is
then based on an
inspection of the property
and a review of nearby,
comparable properties
along with their values.
GSIS Government Service AS-BUILT PLANS revised set of drawing PDF, Standard No BMD limited GSIS Building 2006-present N/a
Insurance System submitted by a contractor (Hard copy), CAD Maintenance
upon completion of a Department
project or a particular job.
They reflect all changes
made in the specifications
and working drawings
during the construction
process, and show the
exact dimensions,
geometry, and location of
all elements of the work
completed under the
contract.
ACTUARY OFFICE
GSIS Government Service As-Found Plans drawings that depict the PDF, Standard No BMD internal GSIS Building 2006-present n/a
Insurance System reality of an existing (Hard copy), CAD Maintenance
building as it is "found" Department
today
GSIS Government Service Attendance Sheet is a document used for DOC, No BMD internal GSIS Building 2006-present every year
Insurance System those who attend a Standard(hard Maintenance
meeting and used as tool copy), PDF Department
for reimbursement
GSIS Government Service Billing Details/Summary a summary of ammount DOC, No BMD limited GSIS Building N/A n/a
Insurance System of Payment paid / unpaid bill for a Standard(hard Maintenance
period of time copy), PDF Department
GSIS Government Service Billing/Statement of is a detailed report of the DOC, No BMD limited GSIS Building 2009 - present n/a
Insurance System Account contents of an account. ... Standard(hard Maintenance
A sample statement of copy), PDF Department
account usually includes
the following
information: The
beginning total of unpaid
invoices. The invoice
number, invoice date,
and total amount of each
invoice issued to the
customer during the time
period
GSIS Government Service Security Bond the security deposit DOC, No BMD limited GSIS Building 2012-present n/a
Insurance System serves to protect the Standard(hard Maintenance
Owner if the tenant copy), PDF Department
breaks or violates the
terms of the lease or
rental agreement. It may
be used to cover damage
to the property, cleaning,
key replacement, or back
GSIS Government Service Surety Bond payment bondrent. is a surety DOC, No BMD limited GSIS Building 2013-present n/a
Insurance System bond posted by a Standard(hard Maintenance
contractor to guarantee copy), PDF Department
that its subcontractors
and material suppliers on
the project will be paid.
GSIS Government Service Brochures a small book or magazine DOC, No BMD limited GSIS Building 2012-present n/a
Insurance System containing pictures and Standard(hard Maintenance
information about a copy), PDF Department
product or service.

ACTUARY OFFICE
GSIS Government Service Building Permit building permits are a Standard (hard No BMD limited GSIS Building 2016-present n/a
Insurance System type of authorization that copy) & PDF Maintenance
must be granted by a Department
government or other
regulatory body before
the construction of a new
or existing building can
legally occur.
GSIS Government Service Certificate of Completion a document certifying DOC, No BMD limited GSIS Building 2009-2012 n/a
Insurance System and Acceptance that a certain product has Standard(hard Maintenance
passed performance tests copy), PDF Department
and quality assurance
tests, and meets
qualification criteria
stipulated in contracts,
regulations, or
specifications
GSIS Government Service Certificate of Good is a state-issued DOC, No BMD limited GSIS Building 2016-present upon request
Insurance System Standing document that shows Standard(hard Maintenance
that your corporation or copy), PDF Department
limited liability company
(LLC) has met its statutory
requirements and is
GSIS Government Service Certificate of Occupancy authorized
is a document to do business
issued by a Standard(hard No BMD limited GSIS Building 2006-present n/a
Insurance System in that state.agency
local government copy), PDF Maintenance
or building department Department
certifying a building's
compliance with
applicable building codes
and other laws, and
indicating it to be in a
condition suitable for
occupancy.
GSIS Government Service Completed Staff Work is a principle of XLS, Standard No BMD internal GSIS Building 2010-present n/a
Insurance System (CSW)/Memorandum management which (hard copy), PDF Maintenance
states that subordinates Department
are responsible for
submitting written
recommendations to
superiors in such a
manner that the superior
need do nothing further
in the process than
review the submitted
document and indicate
approval or disapproval.

ACTUARY OFFICE
GSIS Government Service Construction Plan is a fundamental and XLS, Standard No BMD limited GSIS Building 2006-present n/a
Insurance System challenging activity in the (hard copy), PDF, Maintenance
management and CAD Department
execution of construction
projects. ... For example,
the extent to which sub-
contractors will be used
on a project is often
determined during
construction planning.
GSIS Government Service Contractor's All Risks is a non-standard Standard(hard No BMD limited GSIS Building 2006-present n/a
Insurance System Insurance insurance policy that copy), PDF Maintenance
provides coverage for Department
property damage and
third-party injury or
damage claims, the two
primary types of risks on
construction projects.
GSIS Government Service Contracts (Project / is a mutual or legally DOC, Yes http:// public GSIS Building 2006-present if there is an
Insurance System Maintenance/Lease) binding agreement Standard(hard www.gsis.gov.ph/ Maintenance amendment
between two parties copy), PDF opportunities/gbac Department
based on policies and
conditions recorded in
document form. The two
parties involved are one
or more owners, and one
or more contractors. The
owner has full authority
to decide what type of
contract should be used
for a specific
development to be
constructed and to set
forth the legally-binding
terms and conditions in a
contractual agreement.
GSIS Government Service Cost Estimates a cost estimate is the XLS, Standard No BMD internal GSIS Building 2012-present Adjustment of
Insurance System approximation of the cost (hard copy), PDF Maintenance price
of a program, project, or Department
operation. The cost
estimate is the product of
the cost estimating
process. The cost
estimate has a single total
value and may have
identifiable component
values.

ACTUARY OFFICE
GSIS Government Service Daily Trips Monitoring a monitoring tool used by XLS, Standard No BMD internal GSIS Building 2016-present n/a
Insurance System Sheets BMD(transportation) to (hard copy), PDF Maintenance
track daily trips of drivers Department
GSIS Government Service Delivery Receipt a document that has DOC, No BMD internal GSIS Building 2016-present n/a
Insurance System been signed by the Standard(hard Maintenance
person receiving goods to copy), PDF Department
show that they have been
delivered a document
sent by the post office,
telling someone who has
sent a letter by recorded
GSIS Government Service Detailed Unit Price is thethat
delivery process
it hasofbeen DOC, No BMD internal GSIS Building 2015-present Adjustment of
Insurance System Analysis (DUPA) examining and evaluating
delivered. Standard(hard Maintenance price
a proposed price without copy), PDF Department
evaluating its separate
cost elements and
GSIS Government Service Drawings/Fabrication isproposed profit/fee.
to show what is to be CAD, PDF, No BMD internal GSIS Building N/A change in actual
Insurance System Plans built, while the Standard (Hard Maintenance site condition
specifications focus on copy) Department
the materials, installation
techniques, and quality
GSIS Government Service Gasoline Consumption standards.
is a document used in XLS, DOC, PDF, No BMD limited GSIS Building 2014-present monthly
Insurance System Report the production process to Standard Maintenance
summarize the goods (Hardcopy) Department
used during a specific
accounting period.
GSIS Government Service Geotechnical are performed by Standard (hard No BMD internal GSIS Building 2016-present n/a
Insurance System Investigation geotechnical engineers or copy) & PDF Maintenance
engineering geologists to Department
obtain information on the
physical properties of soil
and rock around a site to
design earthworks and
foundations for proposed
structures and for repair
of distress to earthworks
and structures caused by
subsurface
GSIS Government Service Inspection Report a document that shows DOC, No BMD internal GSIS Building 2016-present n/a
Insurance System inspection Standard(hard Maintenance
copy), PDF Department
GSIS Government Service Insurance Policy a document detailing the Standard (hard No BMD limited GSIS Building 2012-present yearly
Insurance System terms and conditions of a copy) & PDF Maintenance
contract of insurance. Department
GSIS Government Service LEASED PROPERTIES FILES a series of documents Doc, DPF, No BMD internal GSIS Building 2014-present yearly
Insurance System filed for project Standard (hard Maintenance
documentation copy) Department

ACTUARY OFFICE
GSIS Government Service MAINTENANCE FILES a series of documents Doc, DPF, No BMD internal GSIS Building 2017-present n/a
Insurance System (BUILDING FACILITIES filed for project Standard (hard Maintenance
AND OPERATIONS) documentation copy) Department
GSIS Government Service Minutes of Meetings also known as minutes, DOC, No BMD limited GSIS Building 2016-present n/a
Insurance System protocols or, informally, Standard(hard Maintenance
notes, are the instant copy), PDF Department
written record of a
meeting or hearing.
GSIS Government Service Notice of Resumption a document that allows DOC, No BMD limited GSIS Building 2016-present n/a
Insurance System the contractor to work on Standard(hard Maintenance
a project again after a copy), PDF Department
pause or interruption.
GSIS Government Service Notice of Suspension a document that notifies DOC, No BMD limited GSIS Building 2016-present n/a
Insurance System a contractor to stop or Standard(hard Maintenance
pause from work from a copy), PDF Department
period of time
GSIS Government Service Notice to Proceed a notification letter from DOC, yes http:// public GSIS Building 2016-present n/a
Insurance System the owner addressed to Standard(hard www.gsis.gov.ph/ Maintenance
the contractor stating the copy), PDF opportunities/gbac/ Department
date on which the
contractor can begin
project work. The NTP
date marks the beginning
of the performance time
of the contract.
GSIS Government Service Occupancy Permit is a document issued by a Standard (hard No BMD limited GSIS Building 2006-present n/a
Insurance System local government agency copy) & PDF Maintenance
or building department Department
certifying a building's
compliance with
applicable building codes
and other laws, and
indicating it to be in a
condition suitable for
occupancy.
GSIS Government Service Payments for Mandatory a Mandatory Employee PDF, Standard No BMD internal GSIS Building 2016-present n/a
Insurance System Government Benefits like SSS, HDMF & (Hard copy) Maintenance
Contributions PhilHealth. Department

ACTUARY OFFICE
GSIS Government Service Performance Security also known as a contract PDF, Standard yes http:// internal GSIS Building 2016-present n/a
Insurance System (Bond, Cash, bond, is a surety bond (Hard copy) www.gsis.gov.ph/ Maintenance
Manager's Check, Bank issued by an insurance opportunities/gbac/ Department
Guarantee) company or a bank to
guarantee satisfactory
completion of a project
by a contractor. The term
is also used to denote a
collateral deposit of good
faith money, intended to
GSIS Government Service Plans/construction plans secure
drawings needed
a futures as a
contract, CAD, PDF, No BMD internal GSIS Building 2006-present n/a
Insurance System reference
commonly in as
known Standard (Hard Maintenance
construction
margin. / copy) Department
rehabilitation /
renovation
GSIS Government Service Pre-Repair Inspection a report that states the Doc, PDF, No BMD limited GSIS Building 2016-present n/a
Insurance System situation before repairing Standard (hard Maintenance
the damaged goods copy) Department
GSIS Government Service Project Photos progress pictures needed IMG, PNG, PDF, No BMD internal GSIS Building 2016-present n/a
Insurance System for progress billing Standard (hard Maintenance
copy) Department
GSIS Government Service Punchlisting is a document prepared XLS< DOC, PDF, No BMD internal GSIS Building 2016-present n/a
Insurance System near the end of a Standard (hard Maintenance
construction project copy) Department
listing work not
conforming to contract
specifications that the
contractor must complete
prior to final payment.
The work may include
GSIS Government Service Purchase Order incomplete or incorrect
(PO) is a commercial XLS, PDF, yes http:// public GSIS Building 2017-present n/a
Insurance System installations
documentorand incidental
first Standard (hard www.gsis.gov.ph/ Maintenance
damage
official offertoissued
existing
by a copy) opportunities/gbac/ Department
finishes,
buyer to a seller,and
material,
structures.
indicating types,
quantities, and agreed
prices for products or
services
GSIS Government Service Rebilling Details a document that states Doc, PDF, No BMD internal GSIS Building 2017-present n/a
Insurance System the amount for re-billing Standard (hard Maintenance
to concessionaires / copy) Department
lessees
GSIS Government Service Recommendation and a document that is Doc, PDF, No BMD limited GSIS Building 2017-present n/a
Insurance System approval of request for generated in request for Standard (hard Maintenance
renewal approval that concerns a copy) Department
project or procurement
GSIS Government Service Request for Vehicle may come as Request for , DOC PDF, No BMD internal GSIS Building 2016-present n/a
Insurance System vehicle for provincial Standard (hard Maintenance
(RVPT) / request for copy) Department
transport(RFT). A
document that requests a
vehicle for legal trips
outside the premises

ACTUARY OFFICE
GSIS Government Service Retrofitting Plans to refer to specific, CAD, PDF, No BMD internal GSIS Building 2015-present n/a
Insurance System defined items of work, Standard (Hard Maintenance
For example, the tasks copy) Department
involved in the
construction of a building
floor may be repeated
with only minor
differences for each of
the floors in the building.
GSIS Government Service PERT/CPM & S Curve Specifically foruseful
are tools retrofitting
in XLS,CAD, PDF, No BMD internal GSIS Building 2016-present n/a
Insurance System planning, scheduling, and Standard (Hard Maintenance
managing complex copy) Department
projects.
GSIS Government Service Site Inspection Report is a meticulous search of Doc, PDF, No BMD internal GSIS Building 2016-present n/a
Insurance System a clearly defined Standard (hard Maintenance
inspection area to gather copy) Department
evidence on whether or
not a nuclear explosion
has taken place. Radiation
protection is a key issue
for all on-site inspections.
GSIS Government Service Statement of Account is a detailed report of the Doc, PDF, No BMD internal GSIS Building 2016-present n/a
Insurance System contents of an account. Standard (hard Maintenance
An example is a copy) Department
statement sent to a
customer, showing
billings to and payments
from the customer during
a specific time period,
resulting in an ending
balance.
GSIS Government Service Statement of Work a document that shows XLS, PDF, No BMD internal GSIS Building 2016-present n/a
Insurance System Accomplished percentage of Standard (hard Maintenance
accomplished work for a copy) Department
project
GSIS Government Service Status Report is a report that DOC, XLS, PDF, No BMD internal GSIS Building 2016-present n/a
Insurance System summarizes a particular Standard (hard Maintenance
situation as of a stated copy) Department
period of time.

ACTUARY OFFICE
GSIS Government Service Structural Audit is an overall health and DOC, XLS, PDF, No BMD internal GSIS Building 2016-present n/a
Insurance System performance checkup of a Standard (hard Maintenance
building like a doctor copy) Department
examines a patient. It
ensures that the building
and its premises are safe
and have no risk. It
analyses and suggests
appropriate repairs and
retrofitting measures
required for the buildings
to perform better in its
service life.
GSIS Government Service Trip Ticket a document used by a Doc, DPF, No BMD internal GSIS Building 2016-present n/a
Insurance System personnel(driver) as a Standard (hard Maintenance
pass to travel outside the copy) Department
building
GSIS Government Service UTILITIES PAYMENT FILES a document that states Doc, DPF, No BMD internal GSIS Building 2016-present n/a
Insurance System the amount owed to Standard (hard Maintenance
suppliers for electricity, copy) Department
gas, Internet connections,
telephones, water and
etc.
GSIS Government Service Variation Order/Extra is an alteration to the Doc, DPF, No BMD limited GSIS Building 2016-present n/a
Insurance System Work Order/Change scope of works in a Standard (hard Maintenance
Order construction / copy) Department
infrastructure contract in
the form of an addition,
substitution or omission
from the original scope of
works.
GSIS Government Service VEHICLES REPAIRS FILES a series of documents Doc, DPF, No BMD internal GSIS Building 2016-present n/a
Insurance System filed for project Standard (hard Maintenance
documentation mainly on copy) Department
vehicle repair
CORPORATE COMMUNICATIONS OFFICE (CCO)

GSIS Government Service Acquisition and Valuation Documents pertaining to Xls No CCO Exception GSIS Corporate 2010 As need arises
Insurance System Report purchase of artworks Communications
Office
GSIS Government Service Annual Report GSIS's financial report to Pdf Yes http://www.gsis.gov.ph/transparency-seal/ Public GSIS Corporate 2012-2013 Annually
Insurance System stakeholders Communications
Office
GSIS Government Service Appraisal Report Report on valuation of Xls No CCO Exception GSIS Corporate 2015 Every 3 to 5 years
Insurance System GSIS artworks by Communications
appraiser Office

ACTUARY OFFICE
GSIS Government Service Artworks Collection Report on GSIS artworks Xls No CCO Exception GSIS Corporate 2012- to 2017 June and
Insurance System Inventory with brief description Communications December
Office
GSIS Government Service Assessment Form GSP application hard copy No CCO Public GSIS Corporate 2010 Annually
Insurance System requirement Communications
Office
GSIS Government Service Attendance Sheet Record of employees' hard copy No CCO Public GSIS Corporate 2010-2017 As the need arises
Insurance System attendance Communications
Office
GSIS Government Service Audio Voice recording of MP3 No CCO Exception GSIS Corporate 2012 N/A
Insurance System interviews Communications
Office
GSIS Government Service Authentication Records Documents pertaining to hard copy No CCO Exception GSIS Corporate Early 90s As required
Insurance System selected GSIS art Communications
collection with Office
authentication made by
the National Museum
GSIS Government Service Billing Statement Billing Statement for the hard copy No CCO Public GSIS Corporate 2012-2017 As the need arises
Insurance System honoraria issued by Communications
invited speakers for Office
special lectures,
environment activities,
performers, and speakers
for the National Teachers'
Month
GSIS Government Service Birth Certificate GSP application hard copy No CCO Limited GSIS Corporate 2012-2017 One of the
Insurance System requirement Communications requirements in
Office applying for the
GSIS Scholarship
Program
GSIS Government Service Brochures GSIS book- or magazine- Hard copy, indd, Yes http://www.gsis.gov.ph/publications/ Public GSIS Corporate 2012-2017 As the need arises
Insurance System like material containing pdf Communications
GSIS information Office
GSIS Government Service Calendar of Approved Refers to approved No CCO Public GSIS Corporate 2012-2017 Monthly or as
Insurance System Activities cultural activities for the Communications approved
Museum and Theatre Office
GSIS Government Service Catalogue of Entries Catalogue of entries in Hard copy No CCO Public GSIS Corporate 2012-2017 Annually
Insurance System the GSIS Art Competition Communications
Office
GSIS Government Service Certificates Given to employees who hard copy No CCO Limited GSIS Corporate 2012-2017 As the need arises
Insurance System attended seminars or Communications
lectures Office
GSIS Government Service Coffee Table Books File copies of coffee table hard copy No CCO Limited GSIS Corporate 2010 As the need arises
Insurance System books Communications
Office

ACTUARY OFFICE
GSIS Government Service Committee Resolution As stated hard copy No CCO Limited GSIS Corporate 2008-2010 per instruction
Insurance System Communications only
Office
GSIS Government Service Condition Report Pertains to the present hard copy No CCO Exception GSIS Corporate 2012-2014 As the need arises
Insurance System condition/status of the Communications
GSIS Art Collection Office
GSIS Government Service Congratulatory Letter GSP application Doc No CCO Public GSIS Corporate 2012-2017 Annually
Office
GSIS Government Service Conservation and Records of artworks hard copy No CCO Exception GSIS Corporate 2012-2014 As the need arises
Insurance System Restoration Files restored Communications
Office
GSIS Government Service Contract Pertains to projects under hard copy No CCO Exception GSIS Corporate 2012-2014 Per project
Insurance System CCO Communications
Office
GSIS Government Service Course Curriculum GSP application hard copy No CCO Internal GSIS Corporate 2012-2017 As needed
Office
GSIS Government Service Deed of Acceptance A GSIS Adopt-A-School Doc No CCO Exception GSIS Corporate 2013-2017 Annually
Insurance System Program (ASP) Communications
requirement Office
GSIS Government Service Deed of Donation A GSIS ASP requirement Doc No CCO Exception GSIS Corporate 2013-2017 Annually
Insurance System Communications
Office
GSIS Government Service Disbursement Vouchers File copies of System generated No CCO Limited GSIS Corporate 2012-2016 Monthly
Insurance System disbursement vouchers hard copy Communications
pertaining to GSIS Office
transactions
GSIS Government Service Distribution List Copies of recipients of hard copy No CCO Limited GSIS Corporate 2016 As the need arises
Insurance System various tokens and Communications
information materials Office
GSIS Government Service Donated Artworks List of GSIS's artworks hard copy No CCO Exception GSIS Corporate 2012-2017 As the need arises
Insurance System donated to GSIS Communications
Office
GSIS Government Service Flyers Small printed materials Hard copy, pdf, Yes CCO Public GSIS Corporate 2014 As the need arises
Insurance System containing information indd Communications
on GSIS Office
GSIS Government Service G-News (for members and GSIS's official newsletter Indd, pdf http://www.gsis.gov.ph/publications/ Public GSIS Corporate 2014 Bi-monthly
Insurance System pensioners) Yes Communications
Office
GSIS Government Service Grades GSP application Hard copy No CCO Limited GSIS Corporate 2012-2017 As needed
Office
GSIS Government Service Graduation Certificate GSP application Hard copy No CCO Limited GSIS Corporate 2012-2017 As needed
Office
GSIS Government Service Guaranty Certificate GSP application Hard copy No CCO Limited GSIS Corporate 2012-2017 Annually
Office

ACTUARY OFFICE
GSIS Government Service Guidelines of the Art Competition Hard copy No www.gsis.gov.ph Public GSIS Corporate 2012-2017 Annually
Insurance System Competition requirements Communications
Office
GSIS Government Service Honors Certificate GSP application Hard copy No CCO Limited GSIS Corporate 2012-2017 As needed
Office
GSIS Government Service Information Sheet GSP application Hard copy No CCO Limited GSIS Corporate 2012-2017 As needed
Office
GSIS Government Service Invitations As stated Hard copy No CCO Public GSIS Corporate 2012 As needed
Office
GSIS Government Service Layunin File copies of GSIS' Hard copy No CCO Public GSIS Corporate 2012 N/A
Insurance System previous newsletter (prior Communications
to G-News) Office
GSIS Government Service Lease Contract Copies of contracts for Hard copy No CCO Limited GSIS Corporate 2012-2017 yearly
Insurance System lease of the GSIS Theater Communications
Office
GSIS Government Service Letter Approval/Request Approval of requests by Hard copy No CCO Limited GSIS Corporate 2012-2017 As needed
Insurance System proponents (artists, Communications
clients, etc) Office
GSIS Government Service Letters of Members/ File copies of letters of Hard copy; pdf No CCO Limited GSIS Corporate 2012 N/A
Insurance System Replies/ Replies to members, replies to Communications
Sponsorship Requests members, and Office
sponsorship requests
GSIS Government Service List of Approved Schools GSP application Pdf No www.gsis.gov.ph Public GSIS Corporate 2012-2017 As needed
Office
GSIS Government Service List of Artists/Entries List of participants in the hard copy No CCO Limited GSIS Corporate 2012-2017 As needed
Insurance System GSIS Art Competition Communications
Office
GSIS Government Service List of Nominated Artists For the GSIS Artist of the hard copy No CCO Limited GSIS Corporate 2008-2010 per instruction
Insurance System Year Communications only
Office
GSIS Government Service Memorandum of Copies of MOA entered hard copy No CCO Limited GSIS Corporate 2013-2017 N/A
Insurance System Agreement (MOA) into by GSIS Communications
Office
GSIS Government Service Monitoring Reports Compilation of monitored Doc, pdf, video No CCO Exception GSIS Corporate 2012 Daily
Insurance System news on GSIS and audio MP4 Communications
Office
GSIS Government Service News Clippings GSIS's copy of articles Pdf No CCO Exception GSIS Corporate 2012 N/A
Insurance System from media Communications
Office
GSIS Government Service Official Receipts As stated No CCO Limited GSIS Corporate 2012 As the need arises
Office
GSIS Government Service Pamphlet Book- or magazine-like Hard copy, pdf, Yes http:// Public GSIS Corporate 2012 As the need arises
Insurance System material containing indd www.gsis.gov.ph/ Communications
information on GSIS publications/ Office

ACTUARY OFFICE
GSIS Government Service Photo Documentation of various jpeg/raw No CCO Exception GSIS Corporate 2012-2016 As the need arises
Insurance System activities of GSIS Communications
Office
GSIS Government Service Posters Information material jpeg/pdf No CCO Public GSIS Corporate 2012 As the need arises
Office
GSIS Government Service Presentation Materials Audio or visual aids Hard copy, ppt No CCO Limited GSIS Corporate 2012 As the need arises
Office
GSIS Government Service Press Releases GSIS's news or writeup Doc, email Yes http://www.gsis.gov.ph/news/ Public GSIS Corporate 2012-2016 N/A
Insurance System released to media Communications
Office
GSIS Government Service Primer A material, usually in Indd, pdf Yes http://www.gsis.gov.ph/publications/ Public GSIS Corporate 2012 As the need arises
Insurance System question-and-answer Communications
format, that provides Office
salient points on a GSIS
subject
GSIS Government Service Pro-forma Letters to Letter templates Doc, pdf No CCO Exception GSIS Corporate 2012-2016 As the need arises
Insurance System Members and Pensioners Communications
Office
GSIS Government Service Progress Report Submitted for every Doc, pdf No CCO Limited GSIS Corporate 2012-2013 As the need arises
Insurance System phase done during the Communications
restoration of artworks Office
GSIS Government Service Proof of Purchase As stated Doc, pdf No CCO Exception GSIS Corporate As the need arises
Office
GSIS Government Service Purchased Artworks List List of artworks hard copy No CCO Exception GSIS Corporate 2003 per instruction
Insurance System purchased by GSIS Communications only
Office
GSIS Government Service Questionnaires Copies of accomplished Doc No CCO Exception GSIS Corporate 2014 As the need arises
Insurance System feedback survey forms Communications
Office
GSIS Government Service Registration GSP application hard copy No CCO Limited GSIS Corporate 2012-2017 Annually
Office
GSIS Government Service Retrieved Artworks List Report or list of artworks hard copy No CCO Limited GSIS Corporate 2012-2017 Annually
Insurance System retrieved by participants Communications
of the GSIS Art Office
Competition
GSIS Government Service Scripts Text guide for production Xls,doc,email No CCO Limited GSIS Corporate 2012-2016 N/A
Insurance System for GSIS events, ads, Communications
etc.;copies of GMH Office
Scripts
GSIS Government Service Selection Guidelines GSP application hard copy No CCO Limited GSIS Corporate 2012-2017 Annually
Office
GSIS Government Service Souvenir Programs Booklet containing details Hard copy, Yes CCO Public GSIS Corporate 2012-2016 N/A
Insurance System of a GSIS event or pdf,indd Communications
occasion Office

ACTUARY OFFICE
GSIS Government Service Speeches Text guide or talking Doc,email No CCO Exception GSIS Corporate 2012-2016 N/A
Insurance System points for use of GSIS Communications
executives in events Office
GSIS Government Service Summary Report Summary of documents hard copy No CCO Limited GSIS Corporate 2012-2016 as need arises
Insurance System received Communications
Office
GSIS Government Service Tarpaulin: Lay out Designs of tarpaulins on hard copy No CCO Public GSIS Corporate 2012-2016 as need arises
Insurance System approved GSIS programs Communications
Office
GSIS Government Service Video As stated hard copy No CCO Exception GSIS Corporate 2012-2016 as need arises
Office
CONTROLLER GROUP (CG)
GSIS Government Service Abstract of Collection Printed details of daily XLS No CG Internal GSIS Controller Group 1999 n.a.
Insurance System collection
GSIS Government Service Abstract of Disbursement Printed details of daily Standard (hard No CG Internal GSIS Controller Group 1993 Monthly
Insurance System disbursements copy)
GSIS Government Service Abstract of Service Loan Printed details of loans XLS No CG Internal GSIS Controller Group 2010 Monthly
Insurance System Granted granted
GSIS Government Service Accounting Manual Guidelines, procedures DOC No CG Limited GSIS Controller Group BASSAD 2005 As Needed
Insurance System and accounting entries on MSAD 2014
how accounting
transactions are recorded
in the system
GSIS Government Service Advisory Advisory issued to all Standard No CG Internal GSIS Controller Group 2012 As Needed
Insurance System concerned for CG (hard/soft copy)
updates, instructions and
other relevant
information
GSIS Government Service Alphalist of List of regular CSV Yes (as www.bir.gov.ph Limited GSIS Controller Group 2009 Semestral &
Insurance System Suppliers/Vendors Payees/Suppliers or published by Annual
income recipients for the the BIR)
payment of goods and
services in the BIR
prescribed format for
each semester of the
calendar year due for
manual submission to the
BIR on or before July 31
and January 31 for the
first and second
semesters, respectively
GSIS Government Service Annual Audit Report COA's audit report on the DOC Yes www.coa.gov.ph Public GSIS Controller Group This is COA report. Annual
Insurance System GSIS' year-end Financial (as published
Statements by the
Commission
on Audit)

ACTUARY OFFICE
GSIS Government Service Annual Statement for Life Details of the income, Standard (hard Yes (as www.insurance.gov.ph Public GSIS Controller Group since 1997 Annually
Insurance System & Non-Life disbursements, assets copy) published by
and liability of GSIS the Insurance
submitted to the Commission)
Insurance Commission
GSIS Government Service Application for Purchase Form used in applying Standard (hard No CG Exception GSIS Controller Group 1994 up to 1997 Daily/As needed
Insurance System of Stocks stocks purchase in the copy) up to 1997
GSIS
GSIS Government Service Appraisal Report Report made by the Standard (hard No CG Limited GSIS Controller Group Land 2012 (Land) Every 3 years
Insurance System appraiser on how the copy) Investment
valuation of assets is Property - 2005
computed and its basis.
GSIS Government Service Appropriation Ledger A card used to monitor Doc No CG n/a GSIS Controller Group since 1997 up to No longer
Insurance System Card budget utilization for a 2007 maintained since
particular expense computerization
account of the GSIS'
accounting system
GSIS Government Service Assumptions & Forecast A report from the Standard (hard No CG Limited GSIS Controller Group 2011 Annually
Insurance System Operations Group that copy)
contains
assumptions/forecast as a
reference in the
preparation of COB for
the year
GSIS Government Service Audit Observation COA's observations and Standard (hard No CG Limited GSIS Controller Group 2010 As Needed
Insurance System Memorandum recommendations on the copy)
audit of GSIS' financial DOC
records
GSIS Government Service Balance Sheet Statement of assets, Standard (hard No CG Limited GSIS Controller Group 2010 Monthly
Insurance System liabilities and networth copy)
GSIS Government Service Bank Reconciliation Statement for reconciling Standard (hard No CG Internal GSIS Controller Group 1998 Monthly
Insurance System Statements bank and book balances copy)
of cash accounts
GSIS Government Service Bank Report report for negotiated Standard (hard No CG Internal GSIS Controller Group 1989 Monthly
Insurance System checks copy)
GSIS Government Service Bank Statements statement for details cash PDf No CG Exception GSIS Controller Group 2012 Monthly
Insurance System transactions of GSIS with
the authorizing bank

ACTUARY OFFICE
GSIS Government Service BIR Tax Payment Certificate to be Standard (hard No CG Limited GSIS Controller Group 2012 Daily
Insurance System accomplished and issued copy)
by GSIS as a withholding
agent to each recipient of
income subject to
withholding tax
GSIS Government Service Budget Request Template used and Standard (hard No CG Limited GSIS Controller Group 2008 As Needed
Insurance System (Transfer/Reallignment/R submitted by the copy)
eprogramming concerned unit for any
budget request,
evaluated by Controller
Group and approved by
Authorized Executives
GSIS Government Service Budgetary Guidelines Guidelines and DOC No CG Limited GSIS Controller Group since 1994 Annually
Insurance System procedures used in the XLS
preparation and
submission of the FG’s
proposed budget
accomplished in
accordance with the
general and specific
instruction indicated in
each budget form
GSIS Government Service Capital Expenditure schedule of proposed Standard (hard No CG Limited GSIS Controller Group 1994 Annually
Insurance System (CAPEX) and approved budget for copy)
fixed assets
(FFEs/projects) for the
year.
GSIS Government Service Carry forward/over List of obligations/project Standard (hard No CG Limited GSIS Controller Group 2009 Annually
Insurance System Budget and supporting that are incurred beyond copy)
documents budget year provided that
the invitation to bid has
been published
GSIS Government Service Cash Schedule Month-end cash balances Standard (hard No CG Internal GSIS Controller Group 2009 Monthly
Insurance System per bank account copy)
GSIS Government Service Certificate of Full Certification issued for a Standard (hard No CG Internal GSIS Controller Group 2014 As Needed
Insurance System Payment - Car Loan car loan fully paid copy)
GSIS Government Service Certificate of Funds Certification issued for an Standard (hard No CG Exception GSIS Controller Group 2014 As Needed
Insurance System Availability expense/project with copy)
fund available
GSIS Government Service Checks encashed checks returned doc, Standard No CG Limited GSIS Controller Group QC - 1989 daily
Insurance System by the bank (hard copy) CO- 2000

ACTUARY OFFICE
GSIS Government Service Circulars (External) compilation of PDF/Standard Yes it depends on the website of the governing bodies. Public GSIS Controller Group COA - 1996 As Needed
Insurance System Advisories/Memo issued (hard copy)
by the governing bodies
like COA, DBM, DOF etc
GSIS Government Service Collection Report schedule of collection per standard (hard No CG Internal GSIS Controller Group 2009 Monthly
Insurance System account made by GSIS cop)
GSIS Government Service Completed Staff Work a memo that includes Standard (hard No CG Internal GSIS Controller Group 2008 As Needed
Insurance System (CSW) study of a problem, and copy)
presentation of a
solution, in such form
that all that remains to be
done by the
Manager/Staff is to
indicate their approval or
disapproval of the
completed action
GSIS Government Service Consolidated Statements Schedule.report of claims standard (hard no CG Internal GSIS Controller Group january 2010 Monthly
Insurance System of Claims and Benefits and benefits. copy)
GSIS Government Service Consolidated working Working paper standard (hard no CG Internal GSIS Controller Group 1996 to December n/a
Insurance System papers on DBO/DMO/RAC maintained to consolidate copy) 2007
reconciliation and reconcile
transactions of
GSIS'responsibility
accounting centers
GSIS Government Service Contracts Documents for doing a Standard (hard No CG Limited GSIS Controller Group 2001 As Needed
Insurance System business between the copy)
GSIS and the vendor
where both parties
signed/agreed to the
statements indicated
therein.
GSIS Government Service Control Ledger Card Form used to maintain standard (hard n/a CG Internal GSIS Controller Group 1995 n/a
Insurance System transactions under each copy)
general ledger account
GSIS Government Service Corporate Budget Call A yearly book issued by PDF Yes (as www.dbm.gov.ph Public GSIS Controller Group 2014 Annually
Insurance System DBM for DOC published by
information/guidelines in the DBM)
the preparation of budget
for national government
GSIS Government Service Corporate Operating File for approved COB as Standard (hard Yes www.gsis.gov.ph public GSIS Controller Group since 2000 Annually
Insurance System Budget approved by the Board copy)
and copy transmitted to DOC
governing bodies.

ACTUARY OFFICE
GSIS Government Service Debit/Credit Memo Form showing additions Standard (hard n/a CG Internal GSIS Controller Group 2002 n/a
Insurance System or reductions to a copy)
particular account
GSIS Government Service Deposit Slips duplicate form for Standard (hard No CG Exception GSIS Controller Group 2005 daily
Insurance System check/cash being copy)
deposited to authorized
bank made by GSIS
GSIS Government Service Disbursement Vouchers Form used for payment of Standard (hard No CG Limited GSIS Controller Group 1985 Daily
Insurance System a particular expense copy)
account
GSIS Government Service Expense Ledger form use to indicate standard (hard no CG Internal GSIS Controller Group 2007 n/a
Insurance System details of expenses copy)
GSIS Government Service Factsheet a summary of events for Standard (hard no CG Internal GSIS Controller Group 2008 As Needed
Insurance System a particular transactions copy)
GSIS Government Service Financial Schedule report for financial data XLS/Standard no CG Limited GSIS Controller Group 2008 monthly
GSIS Government Service Financial Statements GSIS' balance sheet, DOC/Standard No CG Limited GSIS Controller Group 1974 Monthly
Insurance System income statement and (hard copy)
statement of cash flows
GSIS Government Service General Ledger A ledger that contains Standard(hard no CG limited GSIS Controller Group 1963 n.a
Insurance System data of recorded copy)/DOC
transactions for all
accounts to come up GSIS
Financial data for assets,
liabilities, owners' equity,
revenue, and expenses
GSIS Government Service Income Statement A financial statement that Standard (hard No CG Limited GSIS Controller Group 2010 Monthly
Insurance System reports a company's copy)
financial performance
over a specific accounting
period
GSIS Government Service Investment (Individual List of outstanding Standard No CG Internal GSIS Controller Group 2008 n/a
Insurance System detailed list) investments (as (hard copy)
submitted by FMG)
GSIS Government Service Investment Report Monthly summary report Standard No CG Internal GSIS Controller Group 2008 n/a
Insurance System of outstanding (hard copy)
investments (as
submitted by FMG)
GSIS Government Service Journal Voucher A document on which is Standard (hard No CG Limited GSIS Controller Group 1986 Monthly
Insurance System stored the essential copy)
information about an
accounting transaction.

ACTUARY OFFICE
GSIS Government Service Ledger record that consist of Standard (hard No CG Internal GSIS Controller Group 2006 n/a
Insurance System details of transaction for copy)
a particular accoumt.
GSIS Government Service Letter of Authorization Letter authorizing the Standard (hard No CG Internal GSIS Controller Group 2004 daily
Insurance System (LOA) Bank to do transactions copy)
on the account of GSIS (as
prepared by Treasury)
GSIS Government Service Lists of Dishonored list of checks paid by the Standard (hard No CG Limited GSIS Controller Group Original Report Monthly
Insurance System Checks member but dishonored copy) from Treasury
by the depository bank
due to insufficient fund
GSIS Government Service Loans & Investments Monthly summary report Standard No CG Internal GSIS Controller Group January 2010 n.a
Insurance System Report of loans investments (hard copy)
GSIS Government Service Logbooks Document used for Standard (hard No CG Limited GSIS Controller Group 2009 Daily
Insurance System receiving and outgoing copy)
file/reports/documents
GSIS Government Service Manual of Configuration Guide to users on various DOC No CG Exception GSIS Controller Group June 2008 As Needed
Insurance System configurations made in
SAP
GSIS Government Service Manual of Signing & manual/documents that Standard (hard No CG Limited GSIS Controller Group 2002 As Needed
Insurance System Approval Authority serves as reference for copy)
any DOC
transactions/documents
needed to be signed by
authority
GSIS Government Service Memo for Adjustment of A memo instruction to Standard No CG Internal GSIS Controller Group 2012 As Needed
Insurance System Entries adjust a particular (hard copy)
account/transaction
GSIS Government Service Memo for Partial Payment Memo request by the Standard (hard No CG Internal GSIS Controller Group 2009 As Needed
Insurance System concerned unit for copy)
processing of partial
payment for a particular
accounts payable
GSIS Government Service Miscellaneous Form used to transmit Standard (hard No CG Internal GSIS Controller Group 2012 Daily
Insurance System Disbursement Voucher DV and other supporting copy)
(DV) Transmittal documents for payment
of a particular transaction
GSIS Government Service Monthly and Year-end Financial Data (Balance Standard (hard No CG Limited GSIS Controller Group 1996 t0 2007 n/a
Insurance System Financial Statement of Sheet/ Income copy)
GSIS Branch Offices Statement) of the
Branches

ACTUARY OFFICE
GSIS Government Service Monthly Operating A template used for XLS/Standard No CG Internal GSIS Controller Group 2007 Monthly
Insurance System Budget distribution of an (hard copy)
apporved budget by a
partcular
Department/Office
GSIS Government Service Monthly Revenue Report Report for the XLS/Standard No CG Internal GSIS Controller Group 2010 Annaully
Insurance System categorizati of revenue as (hard copy)
to cash and non-cash
collection
GSIS Government Service Monthly Summary of a consolidated report for Standard (hard No CG Internal GSIS Controller Group 1998 Monthly
Insurance System Bank Reconciliation bank reonciliation copy)
showing the grooup of
items for reconciliation
GSIS Government Service Negotiated Checks encashed checks returned doc, Standard No CG Limited GSIS Controller Group QC - 1989 daily
Insurance System by the bank (hard copy) CO- 2000
GSIS Government Service Notice of Disallowance A form issued by COA to Standard (hard No CG Exception GSIS Controller Group 1990 As Needed
Insurance System inform the concerned end copy)
user that a particular
transaction is disallowed
after the conduct of audit
GSIS Government Service Operations Manual Documentation by which Standard (hard No CG Internal GSIS Controller Group 2007 As Needed
Insurance System an organisation provides copy)/DOC
guidance for members
and employees to
perform their functions
correctly and reasonably
efficiently
GSIS Government Service Order of Payment A document/form Standard (hard No CG Internal GSIS Controller Group 2011 As Needed
Insurance System ordering the settlement copy)
or payment of money
accountabilities due to
the GSIS
GSIS Government Service Production Report of Contains the amounts of XLS no CG Internal GSIS Controller Group 2006 n.a.
Insurance System Reinsurers retention and reinsurance
distribution as well as its
respective reinsurers
GSIS Government Service Project Procurement Form/template used for XLS/Standard No CG Internal GSIS Controller Group 2012 Annually
Insurance System Management Plan (PPMP) all transactions/expense (hard copy)
that are subject for
procurement

ACTUARY OFFICE
GSIS Government Service Proposed Operating report/statement of XLS/Standard No CG Internal GSIS Controller Group 2007 Annually
Insurance System Budget proposed budget of the (hard copy)
Functional Group for a
particular year
System generated excel
file for the proposed
budget of the
department/office
GSIS Government Service Receipts and Template used and XLS/ Standard No CG Internal GSIS Controller Group 2010 Annually
Insurance System Disbursements Budget submitted by the (hard copy)
concerned unit for
estimated cash reciepts
and disbursment budget
for the year
GSIS Government Service Request for Authority to Memo request by the Standard (hard No CG Internal GSIS Controller Group 2008 Quarterly/
Insurance System Render Overtime (OT) concerned unit for copy) Semestral/
certification of funds Annually
availability of the
overtime to be rendered.
GSIS Government Service Requisition Issue Voucher A form used for Standard (hard No CG Internal GSIS Controller Group 2011 As Needed
Insurance System (RIVs) procurement of goods copy)
and services.
GSIS Government Service Schedule of Balances a detailed report for a n/a n/a CG n/a n/a n/a n/a n/a
Insurance System particular account.
GSIS Government Service Schedule of Balances Balances of Due to standard copy n/a CG limited GSIS Controller Group 2002 annually
Insurance System from Insurance Group Reinsurer & Due from
Reinsurer & Brokers ,
Claims Payable
GSIS Government Service Special Report a detailed report for a n/a n/a CG n/a n/a n/a n/a n/a
Insurance System particular account.
GSIS Government Service Statement of Accounts statement that consist of Standard (hard No CG Internal n/a n/a 2002 n/a
Insurance System details of your copy)
outstanding balance
GSIS Government Service Statement of Cash Flow Financial statement that Standard (hard No CG Limited GSIS Controller Group 2010 Monthly
Insurance System shows how changes in copy)
balance sheet accounts
and income affect cash
and cash equivalents
GSIS Government Service Statement of Monthly Report for due to/from of Standard (hard No CG Internal GSIS Controller Group 1996 - 2007 n.a.
Insurance System Due (Home/Manila/ the BOs transactions copy)
Branch/Regional Offices
(including supporting
documents and working
papers)

ACTUARY OFFICE
GSIS Government Service Subsidiary Ledger A subsidiary ledger is a Standard (hard No CG Internal GSIS Controller Group 1965 n.a
Insurance System Balances per Account group of similar accounts copy) XLS
whose combined
balances equal the
balance in a specific
general ledger account
GSIS Government Service Summary of Reinsurance Report on reinsurance standard copy no CG Internal GSIS Controller Group 2006 n/a
Insurance System accounts
GSIS Government Service Tax Payment Records Remittance return of XLS/Standard No CG Internal GSIS Controller Group 2010 Monthly/Annual
Insurance System withholding taxes (hard copy)
deducted from payment
to suppliers of goods and
services rendered
GSIS Government Service Transmittal List of List of cancelled check Standard (hard No CG Limited GSIS Controller Group Members Loan- Monthly
Insurance System Cancelled Checks To transmitted to COA on a copy) January 2011
Commission On Audit regular basis
(COA)
GSIS Government Service Transmittal List of DVs Form used to transmit Standard (hard No CG Limited GSIS Controller Group 2012 Daily
Insurance System and supporting DV and other supporting copy)
documents documents to COA on a
regular basis
GSIS Government Service Travel Order Form used to authorized Standard (hard No CG Limited GSIS Controller Group 2012 As Needed
Insurance System the travel of the GSIS copy)
personnel to a particular
destination on a specific
date
GSIS Government Service Trial Balance An internal report run at Standard (hard No CG Limited GSIS Controller Group 2015 Quarterly
Insurance System the end of an accounting copy)
period, listing the ending
balance in each account
GSIS Government Service Work Sheets is a working paper is a n/a n/a CG n/a n/a n/a n/a n/a
Insurance System spreadsheet.
GSIS Government Service Working papers on working file for Standard (hard No CG Internal GSIS Controller Group 1996 -2007 Monthly
Insurance System consolidation of Financial consolidating the FS of copy)
Statements various accounting
department and BOs
GSIS Government Service Working Papers in Documentation of the XLS No CG Exception GSIS Controller Group 2007 As Needed
Insurance System Financial Information configurations done in FIS
System (FIS) Configuration after implementation
FINANCIAL MANAGEMENT GROUP (FMG): ASSET LIABILITY COMMITTEE

GSIS Government Service Advisory Notice of Meeting Standard Hard No ALCO Exception: Info is under the Exceptions List GSIS Asset Liability 2012 to present as need arises
Insurance System Copy Internal: Info only for Agency Consumption Committee
GSIS Government Service Agenda Matters to be Discussed Standard Hard No ALCO Exception: Info is under the Exceptions List GSIS Asset Liability 2012 to present as need arises

ACTUARY OFFICE
GSIS Government Service Confirmation/Notation Matters for Standard Hard No ALCO Exception: Info is under the Exceptions List GSIS Asset Liability 2012 to present as need arises
Insurance System Confirmation / Notation Copy Internal: Info only for Agency Consumption Committee
GSIS Government Service Correspondences Committee's Standard Hard No ALCO Exception: Info is under the Exceptions List GSIS Asset Liability 2012 to present as need arises
Insurance System communication letters Copy Internal: Info only for Agency Consumption Committee
GSIS Government Service Investment Proposals Committee's investment Standard Hard No ALCO Exception: Info is under the Exceptions List GSIS Asset Liability 2012 to present as need arises
Insurance System plans / suggestions Copy Internal: Info only for Agency Consumption Committee
GSIS Government Service Minutes of Meeting Details of Meeting and Standard Hard No ALCO Exception: Info is under the Exceptions List GSIS Asset Liability 2012 to present as need arises
Insurance System Matters discussed Copy Internal: Info only for Agency Consumption Committee
GSIS Government Service Matters Arising Matters arising Standard Hard No ALCO Exception: Info is under the Exceptions List GSIS Asset Liability 2012 to present as need arises
GSIS Government Service Matters for Approval Matters for the Approval Standard Hard No ALCO Exception: Info is under the Exceptions List GSIS Asset Liability 2012 to present as need arises
Insurance System of the Committee Copy Internal: Info only for Agency Consumption Committee
GSIS Government Service Memorandum Committee's related Standard Hard No ALCO Exception: Info is under the Exceptions List GSIS Asset Liability 2012 to present as need arises
Insurance System memo/CSW Copy Internal: Info only for Agency Consumption Committee
GSIS Government Service Resolutions Resolutions as Approved / Standard Hard No ALCO Exception: Info is under the Exceptions List GSIS Asset Liability 2012 to present as need arises
Insurance System Recommeded by the Copy Internal: Info only for Agency Consumption Committee
Committee
GSIS Government Service Status of ALCO Directives Info on the Status Standard Hard No ALCO Exception: Info is under the Exceptions List GSIS Asset Liability 2012 to present as need arises
Insurance System whether Completed or Copy Internal: Info only for Agency Consumption Committee
Ongoing Compliance
FINANCIAL MANAGEMENT GROUP (FMG): INVESTMENTS BIDS AND AWARDS COMMITTEE
GSIS Government Service Advisory IBAC Announcements/ updates
PDF, Standard Yes www.gsis.gov.ph Public info can be disclosed for public consumption regardless of identity GSIS Investment Bids 2012 to present as need arises
Insurance System Hard Copy Awards
Committee (IBAC)
GSIS Government Service Agenda IBAC Agenda / List or PDF/ Standard No Email Calendar Internal; Limited GSIS Investment Bids 2012 to present as need arises
Insurance System outline of things to be Hard Copy/ email/ Awards
discussed Committee (IBAC)
GSIS Government Service Bid Bulletin Brief report, statement , PDF, Standard Yes www.gsis.gov.ph Public info can be disclosed for public consumption regardless of identity GSIS Investment Bids 2012 to present as need arises
Insurance System advisory, responses and Hard Copy Awards
updates regarding an Committee (IBAC)
ongoing Investment
Projects
GSIS Government Service Bid Files IBAC Files of Advisory of PDF, Standard No IBAC Secretariat and Internal; Limited GSIS Investment Bids 2012 to present as need arises
Insurance System ITBs, submission of bids, Hard Copy TWG Custody Awards
opening of bids, filing of Committee (IBAC)
minutes of the
bidding/selection
sessions, recording of the
award decision.
GSIS Government Service Correspondences IBAC communication by PDF, Standard No IBAC Secretariat Limited GSIS Investment Bids 2012 to present as need arises
Insurance System letters or e-mails Hard Copy Custody Awards
Committee (IBAC)

ACTUARY OFFICE
GSIS Government Service Invitation to Bid IBAC written invitation to PDF, Standard Yes GSIS Website Public info can be disclosed for public consumption regardless of identity GSIS Investment Bids 2012 to present as need arises
Insurance System propective and interested Hard Copy Awards
parties for GSIS Committee (IBAC)
Investment Mandates
GSIS Government Service Minutes of Meeting IBAC records/file of PDF, Standard No IBAC Secretariat Internal; Limited GSIS Investment Bids 2012 to present as need arises
Insurance System written official Hard Copy Custody Awards
proceedings; IBAC Committee (IBAC)
Minutes of Meetings
GSIS Government Service Memorandum IBAC Record of statement PDF, Standard No IBAC Secretariat Internal; Limited GSIS Investment Bids 2012 to present as need arises
Insurance System transmitted; IBAC Memos Hard Copy Custody Awards
Committee (IBAC)
GSIS Government Service Notice of Award IBAC written confirmation PDF, Standard No Email Limited GSIS Investment Bids 2012 to present as need arises
Insurance System of award to succesfull Hard Copy Awards
bidder stating the amount Committee (IBAC)
and date of award
GSIS Government Service Notice to Proceed IBAC written confirmation PDF, Standard No Email Limited GSIS Investment Bids 2012 to present as need arises
Insurance System of notice to proceed for Hard Copy Awards
the signing of Investment Committee (IBAC)
Management Agreement
GSIS Government Service Request for IBAC comprehensive PDF, Standard No Email Limited GSIS Investment Bids 2012 to present as need arises
Insurance System Quotation/Proposal information to Hard Copy Awards
(RFQ/RFP) prospective parties Committee (IBAC)
concerning the
investment project's
requirements
GSIS Government Service Resolutions A Formal statement of PDF, Standard No IBAC Secretariat Internal; Limited GSIS Investment Bids 2012 to present as need arises
Insurance System decision adopted by IBAC; Hard Copy Custody Awards
IBAC resolutions Committee (IBAC)
GSIS Government Service TWG Evaluation Reports IBAC Technical Working PDF, Standard No IBAC TWG Custody Internal; Limited GSIS Investment Bids 2012 to present as need arises
Insurance System Group's study, appraisal, Hard Copy Awards
assessment of documents Committee (IBAC)
related to Investment
Projects
FINANCIAL MANAGEMENT GROUP (FMG): TREASURY OPERATIONS OFFICE

GSIS Government Service Account Reversal Report Report on cancelled ORs Hard copy No Treasury Office limited GSIS Treasury Office Jan 2015 to present Monthly
Insurance System
GSIS Government Service Altered Checks Report Report on altered checks Hard copy No Treasury Office exception GSIS Treasury Office 2010-2016 Not applicable
Insurance System
GSIS Government Service Bank Advice Copy of Advices from Hard copy No Treasury Office exception GSIS Treasury Office 2011-Present as need arises
Insurance System Banks
GSIS Government Service Bank Confirmation Copy of Confirmation Hard copy No Treasury Office exception GSIS Treasury Office 2011-Present as need arises
Insurance System from banks
GSIS Government Service Cancelled Checks Report Report on cancelled Hard copy No Treasury Office exception GSIS Treasury Office 2011-Present as need arises
Insurance System checks

ACTUARY OFFICE
GSIS Government Service Cash Dividend Schedule The schedule contains the xls No Treasury Office - exception: info is under the Exceptions List GSIS Treasury Office (12/6/2012 up to Monthly
Insurance System dividend - internal: info only for agency consumption present
receivables/received for - limited: info, upon verification of the requesting party's identity, can only
the month. IPMD be disclosed to specific person/s and/or entity/ies
provides schedule to
FMAD of Controller
Group and Portfolio
Management Office
GSIS Government Service Cash Report Cash on Hand .xls No Treasury Office limited GSIS Treasury Office Jan 2015 to present Monthly
Insurance System
GSIS Government Service Certificate of Placements Proof of GSIS Placements Hard Copy no Treasury Office exception: info is under the Exceptions List GSIS Treasury Office March 5, 2012 As needed
Insurance System (i.e. Certificate of Time - internal: info only for agency consumption (Certificate of Time
Deposit, Placement - limited: info, upon verification of the requesting party's identity, can only Deposit with BDO)
Confirmation, Passbook, be disclosed to specific person/s and/or entity/ies
etc.
GSIS Government Service TRANSMITTAL of Summary of claimed Hard copy no Treasury Office internal GSIS Treasury Office 2012 - Present Monthly
Insurance System CLAIMED CHECKS checks transmitted
Certification of Claimed
Check
GSIS Government Service TRANSMITTAL OF STALED Summary of staled checks Hard copy no Treasury Office internal GSIS Treasury Office 2012 - Present upon request
Insurance System CHECKS Certification of transmitted to FIS
Staled Check
GSIS Government Service CHECK DELIVERY Report on pending Hard copy No Treasury Office public GSIS Treasury Office 2011-01-31 Monthly
Insurance System GUARANTEE/ RECEIPT delivery guarantee
GSIS Government Service Checks Issued to Field Issued Checks .xls No Treasury Office limited GSIS Treasury Office Jan 2015 to present Monthly
Insurance System Offices (thru CPAS) Report
GSIS Government Service Checks Report Issued Checks .xls No Treasury Office limited GSIS Treasury Office Jan 2015 to present Monthly
Insurance System
GSIS Government Service COA Transmittal Reports Transmittal to COA Hard copy No Treasury Office limited GSIS Treasury Office Jan 2015 to present Monthly
Insurance System of Central Office/Field
Offices
GSIS Government Service Collection and Deposit Comparative Reports .xls No Treasury Office limited GSIS Treasury Office Jan 2015 to present Monthly
Insurance System Report
GSIS Government Service Conditional Sale Agreement for the Block Standard (Hard No Treasury Office - exception: info is under the Exceptions List GSIS Treasury Office January 21, 2010 As needed
Insurance System Agreements (CSA) Sale of GSIS' Copy); Word - internal: info only for agency consumption (Two Rivers)
stockholdings format - limited: info, upon verification of the requesting party's identity, can only
GSIS Government Service Confirmation of Purchases It is a validation of trade Standard (Hard No Treasury Office - exception: info is under the Exceptions List GSIS Treasury Office Derivatives - April Daily; As needed
Insurance System between GSIS and Copy); Excel or - internal: info only for agency consumption 2013
counterparty Email format - limited: info, upon verification of the requesting party's identity, can only Spots - May 2013
be disclosed to specific person/s and/or entity/ies Corporate Bonds
(Foreign) - May
2014
Equities - January
2010
Fixed Income (Peso)
- January 2016

ACTUARY OFFICE
GSIS Government Service Confirmation of Trades It is a validation of trade Standard (Hard No Treasury Office exception: info is under the Exceptions List GSIS Treasury Office Derivatives - April Daily; As needed
Insurance System between GSIS and Copy); Excel or internal: info only for agency consumption 2013
counterparty Email format limited: info, upon verification of the requesting party's identity, can only be Spots - May 2013
disclosed to specific person/s and/or entity/ies Corporate Bonds
(Foreign) - May
2014
Equities - January
2010
HYSTP - January
2012
Fixed Income (Peso)
- January 2016
GSIS Government Service Custodianship It is a formal agreement Standard (Hard No Treasury Office exception: info is under the Exceptions List GSIS Treasury Office March 2, 2009 As needed
Insurance System Agreements between GSIS and Copy); Word - internal: info only for agency consumption (JP Morgan)
custodian counterparty format - limited: info, upon verification of the requesting party's identity, can only
stipulating the terms on be disclosed to specific person/s and/or entity/ies
which the custodian will
be providing the
custodial, settlement, and
other associated services
to GSIS.
GSIS Government Service Daily Transaction Report- It is a summary of equity Excel format No Treasury Office - exception: info is under the Exceptions List GSIS Treasury Office January 1, 2010 to Daily; As needed
Insurance System SELL transactions traded for - internal: info only for agency consumption present
the day. - limited: info, upon verification of the requesting party's identity, can only
GSIS Government Service Disbursement Voucher Complied DVs Hard copy No Treasury Office public GSIS Treasury Office 2011-01-31 Monthly
Insurance System
GSIS Government Service Dishonored Checks Report Dishonored Checks .xls No Treasury Office limited GSIS Treasury Office Jan 2015 to present Monthly
Insurance System
GSIS Government Service Electronic Filing and Payments made thru eFPS Hard copy No Treasury Office public GSIS Treasury Office 2011-01-31 Monthly
Insurance System Payment System (EFPS)
GSIS Government Service Excess Pension Credited List of excess pension Hard copy No Treasury Office public GSIS Treasury Office 2011-01-31 Monthly
Insurance System Back to GSIS Report credited back to GSIS
GSIS Government Service Field Offices Reports Comparative Reports .xls No Treasury Office limited GSIS Treasury Office Jan 2015 to present Monthly
Insurance System
GSIS Government Service Inventory & Consumption Inventory of checks Hard copy No Treasury Office exception GSIS Treasury Office 2011-Present Monthly
Insurance System of Checks Report
GSIS Government Service INVESTMENT ACCOUNTS It is the GSIS stake in the Standard (Hard No Treasury Office exception: info is under the Exceptions List GSIS Treasury Office 2008* As needed
Insurance System Non-Traded companies. Copy); Excel or internal: info only for agency consumption
Word format limited: info, upon verification of the requesting party's identity, can only be
disclosed to specific person/s and/or entity/ies
GSIS Government Service Investment Contracts Agreement between GSIS Standard (Hard No Treasury Office exception: info is under the Exceptions List GSIS Treasury Office 2000 As needed
Insurance System and counterparty Copy) internal: info only for agency consumption
limited: info, upon verification of the requesting party's identity, can only be
disclosed to specific person/s and/or entity/ies

ACTUARY OFFICE
GSIS Government Service Investment Management It is a formal agreement Standard (Hard No Treasury Office exception: info is under the Exceptions List GSIS Treasury Office February 27, 2007 Every 3 years; As
Insurance System Agreements (IMA) between GSIS and Copy) internal: info only for agency consumption needed
Investment Manager limited: info, upon verification of the requesting party's identity, can only be
stipulating the terms disclosed to specific person/s and/or entity/ies
under which the
Investment Manager is
authorized to transact in
behalf of GSIS.
GSIS Government Service INVESTMENT POLICY It provides the framework Standard (Hard No Treasury Office exception: info is under the Exceptions List GSIS Treasury Office February 10, 2011 As needed
Insurance System GUIDELINES for the GSIS to carry out Copy) internal: info only for agency consumption (First approved IPG)
its fiduciary responsibility limited: info, upon verification of the requesting party's identity, can only be
in a transparent and disclosed to specific person/s and/or entity/ies
accountable manner, and
serve as a guide to
promote the safety of the
funds, optimize the
returns on its
investments, and satisfy
the liquidity requirements
of the System.
GSIS Government Service Investment Reports It is a schedule per Standard (Hard No Treasury Office - exception: info is under the Exceptions List GSIS Treasury Office January 2011 Monthly; as
Insurance System investment instrument Copy); Excel - internal: info only for agency consumption needed
comprising the format - limited: info, upon verification of the requesting party's identity, can only
outstanding and/or be disclosed to specific person/s and/or entity/ies
matured placements,
collection of interest, and
etc…
GSIS Government Service Issued Checks Report Report on printed and Hard copy No Treasury Office exception GSIS Treasury Office 2011-Present Daily
Insurance System released checks
GSIS Government Service Letter of Authority to Copy of Letter os Hard copy No Treasury Office exception GSIS Treasury Office 2011-Present Monthly
Insurance System Banks Authority to banks
GSIS Government Service Master Agreement & It is a master agreement Standard (Hard No Treasury Office GSIS Treasury Office June 23, 2010 As needed
Insurance System Schedule- International for over the counter Copy); Word
Swaps & Derivatives derivative transactions format - exception: info is under the Exceptions List
Association, Inc. (ISDA) internationally. It is - internal: info only for agency consumption
designed to enable the - limited: info, upon verification of the requesting party's identity, can only
over the counter be disclosed to specific person/s and/or entity/ies
transactions to be
documented fully and
flexibly.
GSIS Government Service Memorandum of Memorandum of Hard copy No Treasury Office internal GSIS Treasury Office year 2016 As need arises
Insurance System Agreements (MOA) Agreements (MOA)
GSIS Government Service Monthly Consolidated Comparative Reports .xls No Treasury Office limited GSIS Treasury Office Jan 2015 to present Monthly
Insurance System List/Report of Deposits
without Official Receipts
(ORs)

ACTUARY OFFICE
GSIS Government Service Monthly Investment It is a schedule per Standard (Hard No Treasury Office - exception: info is under the Exceptions List GSIS Treasury Office January 2011 - Monthly
Insurance System Report investment instrument Copy); Excel - internal: info only for agency consumption present
comprising the format - limited: info, upon verification of the requesting party's identity, can only
outstanding and/or be disclosed to specific person/s and/or entity/ies
matured placements,
collection of interest, and
etc.
GSIS Government Service OR Accountability Report OR Inventory .xls No Treasury Office limited GSIS Treasury Office Jan 2015 to present Monthly
Insurance System
GSIS Government Service Out of Town Checks (OTC) Out of Town checks .xls No Treasury Office limited GSIS Treasury Office N/A No longer
Insurance System Report updated
GSIS Government Service Passbook Passbook of banks Hard copy Treasury Office exception GSIS Treasury Office 2012 as need arises
Insurance System
GSIS Government Service Payment Instructions It is the bases for LOA SAP - Standard No Treasury Office - exception: info is under the Exceptions List GSIS Treasury Office Trade Date + 1 Daily; As needed
Insurance System preparation. Payment to - internal: info only for agency consumption working day
our counter party - limited: info, upon verification of the requesting party's identity, can only (4/8/2009 up to
be disclosed to specific person/s and/or entity/ies 8/3/2018)*
GSIS Government Service Payment thru Banks (PTB) Comparative Reports .xls No Treasury Office limited GSIS Treasury Office Jan 2015 to present Monthly
Insurance System
GSIS Government Service Portfolio Report from It is a summary of PDF No Treasury Office - exception: info is under the Exceptions List GSIS Treasury Office Daily (6/28/2012 to Daily
Insurance System PDTC (Philippine outstanding shares - internal: info only for agency consumption August 3, 2018)*
Depository and Trust owned by GSIS. - limited: info, upon verification of the requesting party's identity, can only
Corp) be disclosed to specific person/s and/or entity/ies
GSIS Government Service Promissory Notes A financial instrument Standard (Hard No Treasury Office - exception: info is under the Exceptions List GSIS Treasury Office 1991 As needed
Insurance System that contains a written Copy) - internal: info only for agency consumption
promise by one party (the - limited: info, upon verification of the requesting party's identity, can only
note's issuer or maker) to be disclosed to specific person/s and/or entity/ies
pay another party (the
note's payee) a definite
sum of money, either on
demand or at a specified
future date.
GSIS Government Service Proposal/ Proposal/ Hard Copy No Treasury Office - exception: info is under the Exceptions List GSIS Treasury Office 2018 As the need arises
Insurance System Recommendations Recommendations - internal: info only for agency consumption
GSIS Government Service Purchase Confirmation It is a validation of trade Standard (Hard No Treasury Office - exception: info is under the Exceptions List GSIS Treasury Office Derivatives - April Daily; As needed
Insurance System between GSIS and Copy); Excel or - internal: info only for agency consumption 2013
counterparty Email format - limited: info, upon verification of the requesting party's identity, can only Spots - May 2013
be disclosed to specific person/s and/or entity/ies Corporate Bonds
(Foreign) - May
2014
Equities - January
2010
Fixed Income (Peso)
- January 2016
GSIS Government Service QMS Progress QMS Functional Objective Hard copy No Treasury Office public GSIS Treasury Office 2015-01-31 Monthly
Insurance System Performance Report Report

ACTUARY OFFICE
GSIS Government Service Reques for Reversal Reversal of Entries Hard copy No Treasury Office limited GSIS Treasury Office Jan 2015 to present Monthly
Insurance System (Coll/Disb)
GSIS Government Service Request for Check Transmittal on check Hard copy No Treasury Office public GSIS Treasury Office 2011-Present As need arises
Insurance System Cancellation cancellation request
GSIS Government Service Request for OR Request for OR .xls No Treasury Office limited GSIS Treasury Office 2017 No longer
Insurance System updated
GSIS Government Service Research/Study Research/ Study Hard copy no Treasury Office internal GSIS Treasury Office 2018 As the need arises
Insurance System
GSIS Government Service Service Level Agreements Copies of SLAs Hard copy No Treasury Office exception GSIS Treasury Office 2012 As need arises
Insurance System (SLAs)
GSIS Government Service Settlement Advice It is the bases for LOA Hard copy No Treasury Office - exception: info is under the Exceptions List GSIS Treasury Office 2008-Present As need arises
Insurance System preparation. Payment to - internal: info only for agency consumption
our counter party - limited: info, upon verification of the requesting party's identity, can only
GSIS Government Service Snap Shots/Statement of Balances of SOAs from Hard copy No Treasury Office public GSIS Treasury Office 2011-Present Monthly
Insurance System Accounts (SOAs) banks
GSIS Government Service Special Purchase Agreement for the Block Standard (Hard No Treasury Office - exception: info is under the Exceptions List GSIS Treasury Office October 27, 2008 As needed
Insurance System Agreement Sale of GSIS' Copy); Word - internal: info only for agency consumption (San Miguel
stockholdings in Meralco format - limited: info, upon verification of the requesting party's identity, can only Corporation)
(MER) be disclosed to specific person/s and/or entity/ies
GSIS Government Service Specimen Signature Cards Signature cards of Hard copy No Treasury Office exception GSIS Treasury Office N/A As the need arises
Insurance System of Authorized Signatories authorized signatories
GSIS Government Service Summary of Cash/Checks Comparative Reports .xls No Treasury Office limited GSIS Treasury Office Jan 2015 to present Monthly
Insurance System Deposits Report
GSIS Government Service Summary of ORs issued OR Inventory .xls No Treasury Office limited GSIS Treasury Office Jan 2015 to present Monthly
Insurance System per SAP Report
GSIS Government Service Trade Tickets It comprises the details of Standard (Hard No Treasury Office exception: info is under the Exceptions List GSIS Treasury Office Derivatives - April Daily; As needed
Insurance System the trade transaction in Copy); Excel - internal: info only for agency consumption 2013
cash, fixed income, and format - limited: info, upon verification of the requesting party's identity, can only Spots - May 2013
derivatives transactions. be disclosed to specific person/s and/or entity/ies Corporate Bonds
(Foreign) - May
2014
HYSTP - January
2012
Fixed Income (Peso)
- January 2016
GSIS Government Service Transmittal List of Blank Transmittal List of Blank Hard copy No Treasury Office public GSIS Treasury Office 2011-Present Monthly
Insurance System Checks Mailed to Field Checks Mailed to Field
Offices Offices
GSIS Government Service Transmittal List of Blank Transmittal List of Blank Hard copy No Treasury Office public GSIS Treasury Office 2011-Present Monthly
Insurance System Official Receipts (ORs) Official Receipts (ORs)
Issued to Field Offices Issued to Field Offices
GSIS Government Service Transmittal List of Checks Transmittal List of Checks Hard copy No Treasury Office public GSIS Treasury Office 2011-Present Monthly
Insurance System
GSIS Government Service Transmittal List of Transmittal List of Hard copy No Treasury Office public GSIS Treasury Office 2011-Present Monthly
Insurance System Debit/Credit Advice Debit/Credit Advice

ACTUARY OFFICE
GSIS Government Service Transmittal List of Transmittal List of Hard copy No Treasury Office exception GSIS Treasury Office 2012 As need arises
Insurance System Miscellaneous Miscellaneous
Disbursement Vouchers Disbursement Vouchers
Mailed to Field Offices Mailed to Field Offices
GSIS Government Service Transmittal List of Report Transmittal List of Report Hard copy No Treasury Office public GSIS Treasury Office 2011-Present Monthly
Insurance System of Released checks (with of Released checks (with
corresponding DVs) to corresponding DVs) to
COA COA
GSIS Government Service Transmittal of Checks Transmittal of Checks Hard copy No Treasury Office exception GSIS Treasury Office 2011-Present Monthly
Insurance System Report Report
GSIS Government Service Treasury Report Accomplishment Report Hard copy no Treasury Office Internal; Limited GSIS Treasury Office 2011-Present Monthly
Insurance System
GSIS Government Service Voided Checks Report Voided Checks Report are Hard copy No Treasury Office exception GSIS Treasury Office 2013 As the need arises
Insurance System included in the Check
Inventory & Consumption
Report
GSIS Government Service Working Papers Internal papers, informal Hard copy No Treasury Office Internal; Limited GSIS Treasury Office 2011-Present as need arises
Insurance System reports, worksheets as
basis for related work
GSIS BIDS AND AWARD COMMITTEE (GBAC)

GSIS Government Service Abstract of Bids This document is XLS NO Project Folders, INTERNAL GSIS GBAC 2014-present N/A
Insurance System generated during the Procurement Files
Opening of Bids. at the GBAC
It is prepared and Storage Area
released within the day
after the opening of
bids.
GSIS Government Service Affidavits A formal written DOC NO Project Folders, LIMITED GSIS GBAC 2014-present N/A
Insurance System statement setting out of Procurement Files
the facts. at the GBAC
Within the day of the Storage Area
opening of bids
GSIS Government Service Agenda Matters for discussion DOC NO EMAIL NOTICES PUBLIC GSIS GBAC 2014-present may be updated
Insurance System during the meeting. anytime,
Issued at least five (5) depends on the
WDs before the needs
scheduled meeting

ACTUARY OFFICE
GSIS Government Service Annual Procurement The requisite document PDF YES GSIS PUBLIC GSIS GBAC 2014-present may be
Insurance System Plan (APP) that the agency must Transparency Seal undertaken
prepare to reflect the every six months
necessary information or as often as
on the entire maybe required
procurement activities by the HoPE.
that it plans to (RA9184)
undertake within the
calendar year.
On or before 31 of
January of the budget
year
GSIS Government Service Attendance Sheet A list of attendees DOC NO Project Folders, PUBLIC GSIS GBAC 2014-present N/A
Insurance System during Bid Conferences Procurement Files
signed by all parties, at the GBAC
GBAC, TWG, EUU, Storage Area
OBSERVERS,
BIDDERS AND SEC.
Released on the day
when regular and
special procurement
meetings are
conducted
GSIS Government Service Audited Financial Financial DOC NO Project Folders, LIMITED GSIS GBAC 2014-present N/A
Insurance System Statements statements are a Procurement Files
collection of reports at the GBAC
about an organization's Storage Area
financial results,
financial condition, and
cash flows. Part of Bid
docs.
submitted by the bidder
within the day of the
opening of bids
GSIS Government Service Bank Guarantee Form Is a form of DOC NO Project Folders, INTERNAL GSIS EUU 2014-present N/A
Insurance System performance security Procurement Files
submitted by the Bidder at the GBAC
and issued by a Storage Area
commercial bank.
Submitted within 10
calendar days upon
receipt of Notice of
Award by the winning
Bidder

ACTUARY OFFICE
GSIS Government Service Bid Bulletin Bid Bulletin is issued to PDF YES PhilGEPS and PUBLIC GSIS GBAC 2014-present Depends on the
Insurance System modify or amend items GSIS Websites result of
in the Bid Documents. and GSIS Bulletin procurement
Issued to Bidders at Boards meeting
least 7 CDs before
submission or opening
of Bids
GSIS Government Service Bid Data Sheet A spec sheet or DOC YES PhilGEPS and PUBLIC GSIS GBAC 2014-present Depends on the
Insurance System document that GSIS Websites Revision of
summarizes the RA9184 and
performance and other internal
technical characteristics guidelines
of a product, machine,
component, it is part of
the Bid Document.
During the first day that
the Bidding documents
is published in the
Newspaper/PhilGEPS
and Agency websites
GSIS Government Service Bidding Documents Documents issued by PDF YES PhilGEPS and PUBLIC GSIS GBAC 2014-present Depends on the
Insurance System the GSIS as the basis GSIS Websites result of
for bids, furnishing all procurement
information necessary meeting/discussi
for a prospective bidder on
to prepare a bid for
infrastructure projects,
goods and/or consulting
services required by the
GSIS.
is published in the
Newspaper/PhilGEPS
and Agency websites

ACTUARY OFFICE
GSIS Government Service Bid Proposal In procurement, the DOC NO Project Folders, LIMITED GSIS GBAC 2014-present N/A
Insurance System bid and proposal (B&P) Procurement Files
are a firm's plan at the GBAC
(proposal) and Storage Area
proposed cost (bid) for
fulfilling the conditions
outlined in a request for
proposal (RFP) or other
information gathering or
supplier contact activity.
On the day of the
Opening of Bids
GSIS Government Service Bid Security A bid security is an DOC NO Project Folders, LIMITED GSIS GBAC 2014-present N/A
Insurance System amount of money that Procurement Files
may be calculated as a at the GBAC
percentage of the Storage Area ; A
budget estimate of a copy is also kept in
procurement the Admin Filing
requirement or a Cabinet
percentage of a
bidder's bid price.
On the day of the
Opening of Bids
GSIS Government Service Certificate of Certification from SEC, DOC NO Project Folders, LIMITED GSIS GBAC 2014-present N/A
Insurance System Registration DTI, PhilGEPS- -Part of Procurement Files
Bidding documents and at the GBAC
included in class "A" Storage Area
documents.
On the day of the
Opening of Bids
GSIS Government Service Checklist/Schedule of List of Documentary DOC NO Project Folders, PUBLIC GSIS GBAC 2014-present Depends on the
Insurance System Requirements requirements to Procurement Files Revision of
commence at the GBAC RIRR and
procurement, in which Storage Area internal
the documents shall be guidelines
submitted or complied
with before a project is
certified included in the
APP.
Submitted during the
first day of submission
of Request for
procurement

ACTUARY OFFICE
GSIS Government Service Contracts A formal and legally DOC YES PhilGEPS and PUBLIC GSIS EUU 2014-present The contract
Insurance System binding agreement GSIS Websites may be
between the procuring and GSIS Bulletin amended
entity and the winning Boards depends on the
bidder. agreement and
The contract is needs.
executed to the
Winning Bidder within
10 CDs upon receipt of
Notice of Award
GSIS Government Service Directives An official instruction. DOC DEPENDS GBAC Admin Files LIMITED GSIS GBAC 2012-present Directives
Insurance System As the needs arise. maybe amended
anytime
GSIS Government Service Instruction to Bidders The ITB includes the PDF YES PhilGEPS and PUBLIC GSIS GBAC 2012-present Depends on the
Insurance System scope of bid, GSIS Websites Revision of
documents comprising RA9184and
the bid criteria for internal
eligibility, bid guidelines ; also
evaluation, it depends on
methodology/criteria in the requirements
accordance with the of the project
Act, and post-
qualification, as well as
the date, time and
place of pre-bid
conference, where
applicable, submission
of bids and opening of
bids. It is a part of the
Bid Documents.
is published in the
Newspaper/PhilGEPS
and Agency websites

ACTUARY OFFICE
GSIS Government Service Invitation to Bid This contains the brief PDF YES PhilGEPS and PUBLIC GSIS GBAC 2012-present ITB is being
Insurance System descripton of the GSIS Websites updated thru Bid
subject matter of the and GSIS Bulletin Bulletin/
procurement, criteria to Boards Supplemental
be used by the Bid Bulletins
Procuring Entity (PE),
date, time and place of
the deadline for
submission and
receitps of eligibility
docs, ABC, source of
funds, period of
availability of bid docs
and place where this
may be secured,
contract duration ad
other information
deemed necessary bt
the PE.
Posted at least 7CDs
before Pre-Bid
Conference
(PhilGEPS; GSIS
Website and Bulletin
GSIS Government Service Latest Income Tax An income Board)
tax return is DOC NO Project Folders, LIMITED GSIS GBAC 2014-present N/A
Insurance System Return a form where taxpayers Procurement Files
declare their taxable at the GBAC
income, deductions, Storage Area
and tax payments. Part
of PQD.
within 5 CDs upon
receipt of notification of
bidder as LCB/SCB
GSIS Government Service Letter of conformity A letter signed by the DOC NO Project Folders, LIMITED GSIS GBAC 2014-present N/A
Insurance System bidder stating that they Procurement Files
conform with the terms at the GBAC
and conditions, Storage Area
bulletins, if any of the
project awarded to
them and submitted to
the PE.
On the day of the
opening of Bids as part
of Technical
Component Envelope

ACTUARY OFFICE
GSIS Government Service Memorandum Request A request submitted by DOC NO Project Folders, LIMITED GSIS GBAC 2014-present may be
Insurance System for Procurement the EUU to commence Procurement Files revised/upated
Procurement with at the GBAC depends on the
attached Documentary Storage Area recommendation
Requirements based on or needs of the
the list. EUU
first issued In 2013 and
thereafter, all
procurements are
submitted with MRP
GSIS Government Service Minutes of Meeting A note that records all DOC NO Project Folders, PUBLIC if Pre-Bid; GSIS GBAC 2013-present may be updated
Insurance System information, Procurement Files LIMITED if Pre-Procurement, Bid Opening, Special Meeting depends on the
agreements and at the GBAC review of the
discussion during the Storage Area attendees.
meeting.
Opening of Bids -
8WDs after each
meeting ; Pre-Proc -
within 8WDs after each
meeting ; Pre-Bid - 5
CDs after each meeting
GSIS Government Service Motion for A motion submitted by DOC NO Project Folders, LIMITED GSIS GBAC 2014-present N/A
Insurance System Reconsideration ineligible bidders for Procurement Files
certain reasons or at the GBAC
incomplete documents. Storage Area
within three CDs upon
receipt of the bidder of
written notice of post-
disqualification
GSIS Government Service Notice of Award Written confirmation of DOC YES PhilGEPS and PUBLIC GSIS GBAC 2012-present N/A
Insurance System an award of contract by GSIS Websites
GSIS to a successful and GSIS Bulletin
bidder indicating the Boards
project awarded,
submission of
performance security,
as applicable, among
others. Issued to Bidder
3 CDs from approval of
Resolution
recommending award
of contract.

ACTUARY OFFICE
GSIS Government Service Notice of A notice to disqualified NO Project Folders, LIMITED GSIS GBAC 2014-present N/A
Insurance System Disqualification Bidder Procurement Files
as soon as determined at the GBAC
by GBAC that the Storage Area
bidder is disqualified
GSIS Government Service Notice of Meeting In the procurement, DOC YES E-MAIL PUBLIC GSIS GBAC 2012-present may be updated
Insurance System Notice means an daily or before
invitation in writing to release or
the concerned persons depends on the
for attending needs
procurement meeting
which is sent to GBAC,
TWG, EUU, Observers,
Bidders, Secretariat
and others and is an
essential requirement
of a valid meeting. ... b)
Date, time,Agenda and
place of the meeting.
Issued at least five
working days before the
scheduled meeting
GSIS Government Service Notice To Proceed A notice issued to DOC YES PhilGEPS and PUBLIC GSIS EUU 2012-present N/A
Insurance System Winning Bidder GSIS Websites
informing when to and GSIS Bulletin
implement the project. Boards
issued within 7 CDs
from the date of
approval of the contract
by the approving entity.
GSIS Government Service Notice of Qualification Notice or Information to DOC NO Project Folders, LIMITED GSIS GBAC 2014-present N/A
Insurance System eligible and qualified Procurement Files
Bidder. at the GBAC
The notice is issued on Storage Area
the same day of the
opening of bids for
simple projects, but for
complex projects, within
7CDs, the Bidders are
notified.

ACTUARY OFFICE
GSIS Government Service Omnibus Sworn An affidavit signed and DOC NO Project Folders, LIMITED GSIS GBAC 2014-present N/A
Insurance System Statement submitted by the Bidder Procurement Files
during the Opening of at the GBAC
Bids, this is in Storage Area
accordance with sec 35
of the RIRR of RA9184.
within 5 CDs upon
bidder as LCB/SCB
GSIS Government Service Performance Security This is to guarantee the DOC NO Project Folders, INTERNAL GSIS EUU 2014-present N/A
Insurance System truthful performance of Procurement Files
the winning bidder of its at the GBAC
obligations under the Storage Area ; A
contract. copy is also kept in
submitted by the bidder the Admin Filing
within ten working days Cabinet
upon receipt of NOA of
the winning bidder
GSIS Government Service Publications An information or YES PUBLIC GSIS GBAC 2012-present N/A
Insurance System announcement about
the Projects for
Competitive/public
Bidding
GSIS Government Service Protest Letter A letter of protest is a DOC NO Project Folders, LIMITED GSIS GBAC 2014-present N/A
Insurance System formal declaration Procurement Files
whereby a person at the GBAC
expresses a personal Storage Area ; A
objection or disapproval copy is also kept in
of an act. the Admin Filing
submitted by the bidder Cabinet
within 3 CDs upon
receipt of written notice
or upon verbal
instruction

ACTUARY OFFICE
GSIS Government Service Purchase Order Document signed by DOC NO Project Folders, PUBLIC GSIS EUU, MMD 2014-present N/A
Insurance System the EUU, received by Procurement Files
the Vendor and at the GBAC
submitted to COA per Storage Area
COA Circular no 2012-
001, it is required for
delivery and payment.
within 5 WDs from
issuance, GSO/SO
shall submit to COA an
authenticated
photocopy of PO
GSIS Government Service Procurement Monitoring The PMR is a semestral XLS YES GPPB and GSIS PUBLIC GSIS GBAC 2012-present semestral
Insurance System Report (PMR) report on procurement Websites updating and
activities specified in consolidation
the APP, whether on
going or completed. It
shall cover major
activities from the
holding of pre-
procurement
conference to issuance
of notice of award,
approval of the
contract, delivery
/completion, and
acceptance/turnover
including the standard
and actual time for
each major
procurement activity.
(Sec 1.2, of EO 662).
Per RA9184, within
fourteen (14) CDs after
the end of each
semester.
GSIS Government Service Quarterly An assessment of DOC NO Project Folders, INTERNAL GSIS GBAC 2014-present quarterly
Insurance System Accomplishment Report quarterly performance Procurement Files updating
and accomplishments at the GBAC
of each unit/office. Storage Area
On or before 14th day
of the following month
after each quarter

ACTUARY OFFICE
GSIS Government Service Requisition and Issue A document prepared DOC NO Project Folders, LIMITED GSIS GBAC, EUU 2014-present as the needs
Insurance System Voucher by the Requisitioning Procurement Files arise
Unit that bears the at the GBAC
signatures of the Storage Area
Requesting and
approving officials,
description and date of
the request, Funds
availability and
certificaiton of Inclusion
in the APP.
within the deadline set
by the MMD and GBAC
depends on the day or
month it is needed
GSIS Government Service Resolutions A document that DOC NO Project Folders, LIMITED GSIS GBAC 2012-present may be revised
Insurance System resolved the issues and Procurement Files based on the
concerns about the at the GBAC review of the
project, this document Storage Area authorized
is the end product of all signatories
meetings and
discussion, whether for
award or failed bid.
submitted to Hope withi
8 CDs after deliberation
of PQE Report
GSIS Government Service Supplemental Bid A document that DOC YES PhilGEPS and PUBLIC GSIS GBAC 2012-present any time
Insurance System Bulletin supplements the Bid GSIS Websites /depends on the
Bulletin after and GSIS Bulletin result of the
discussion. Boards discussion of the
Issued to Bidders at committee and
least 7 CD before attendees during
submission or opening procurement
of Bids meeting

ACTUARY OFFICE
GSIS Government Service Tax Clearance One of the major DOC NO Project Folders, LIMITED GSIS GBAC 2014-present n/a
Insurance System requirements for a Procurement Files
contractor or bidder in at the GBAC
participating Storage Area
government projects is
a tax
clearance certificate
duly issued by the
Bureau of Internal
Revenue (BIR). ... The
government wants to
award projects to those
companies which are
complying with
the tax regulations and
paying the right taxes.
This is a technical
component of Bid doc
(class "Ä").
within 5 CDs upon
bidder as LCB/SCB
GSIS Government Service Technical Specifications A technical DOC YES PhilGEPS and PUBLIC GSIS GBAC 2012-present may be revised
Insurance System specification is a GSIS Websites based on the
document that defines recommendation
a set of requirements and needs of the
that a product or EUU or as result
assembly must meet or of the pre-
exceed. A product or procurement
assembly that does not meeting
meet all of the
specifically expressed
requirements does not
meet the specification,
and often is referred to
as being out
of specification or "out
of spec."
is published in the
Newspaper/PhilGEPS
and Agency websites

ACTUARY OFFICE
GSIS Government Service Terms of Reference Define the purpose DOC YES PhilGEPS and PUBLIC GSIS GBAC 2014-present may be revised
Insurance System and structures of a GSIS Websites based on the
project, committee, recommendation
meeting, negotiation, or and needs of the
any similar collection of EUU or as
people who have result of the pre-
agreed to work together procurement
to accomplish a shared meeting
goal. Form an integral
part of the contract.
is published in the
Newspaper/PhilGEPS
and Agency websites
GSIS Government Service Undertakings GSIS GBAC 2012-present

Insurance System
GSIS Government Service TWG Evaluation An evaluation of DOC NO Project Folders, LIMITED GSIS GBAC 2014-present may be
Insurance System Report eligibility and Post Procurement Files revised/updated
Qualification at the GBAC anytime or
Documents of Bidders. Storage Area depends on the
within seven calendar review or re-
days from submission validation
of PQD of eligible
bidder
GSIS DATA PRIVACY AND PROTECTION COMMITTEE

GSIS Government Service Data Privacy Statement a privacy policy statement pdf, doc, standard yes www.gsis.gov.ph public GSIS DPPC 2018 as needed
Insurance System that discloses the manner (hard copy)
how data is collected,
use, dicloses, manages a
member's/ client's data. It
fulfills a legal requirement
to protect a member or
client's privacy.
GSIS Government Service Data Privacy Statement a privacy statement pdf, doc, standard yes www.gsis.gov.ph public GSIS DPPC 2018 as needed
Insurance System and Consent Form attached to any form that (hard copy), etc.
GSIS use to collect
information; this will
serve as the official
document for member/
client to give their
consent by affixing his or
her signature in the said
form.

ACTUARY OFFICE
GSIS Government Service Email Disclaimer is a notice or warning txt, doc yes www.gsis.gov.ph public GSIS DPPC 2018 as needed
Insurance System which is added to an
outgoing email and forms
a distinct section which is
separate from the main
message
HUMAN RESOURCES OFFICE (HRO)

GSIS Government Service Acknowledgment Receipt Acknowledgment Receipt Hard copy and Yes https://efps.bir.gov.ph Limited GSIS HRO 10/2008 - present Monthly
Insurance System of Filing to BIR of Filing of taxes for PDF
remittance to BIR
GSIS Government Service Acknowledgment Receipt Acknowledgment Receipt Hard copy No n/a Limited GSIS HRO 10/2008 - present Monthly
Insurance System of Payment to BIR of Payment of remittance
to BIR (From transaction
made by the Treasury
Group)
GSIS Government Service Affidavit (Separation Affirms that there is no DOC No n/a Limited GSIS HRO 2013 - present As needed
Insurance System purposes) pending criminal or
administrative case filed
against the employee
GSIS Government Service Affirmation (Separation Affirms that disallowance DOC No n/a Limited GSIS HRO 2012 - present As needed
Insurance System purposes) supheld with finality may
be deducted from the
terminal leave benefits
GSIS Government Service Agency Remittance Advice Basis for updating the XLS No n/a Internal GSIS HRO 8/2009 - present As needed
Insurance System (ARA) membership profile of
government employees
GSIS Government Service Agency Remittance Computer generated PDF No n/a Limited GSIS HRO 1/2009 - present Monthly
Insurance System Summary (ARS) or Summary of ERF
Summary of Totals (SOT) uploaded in the eBCS
GSIS Government Service Annual Tax Consolidation BIR Form No. 1604-CF Hard copy and Yes https://efps.bir.gov.ph Limited GSIS HRO 2008 - 2017 Annually
Insurance System Result Containing the summary PDF
of BIR remittances for the
year
GSIS Government Service Appointments (201) Issued to a person in the Hard copy No n/a Limited GSIS HRO 1980 - present As needed
Insurance System government service who
meets all the
requirements for the
position
GSIS Government Service Assumption to Duty Form being accomplished DOC No http:// Limited GSIS HRO 1980 - present As needed
Insurance System Certificate (201) and submitted by the www.csc.gov.ph/
newly
appointed/promoted/rea
ssigned employee upon
assumption to office (CS
Form No.4 Revised 2017)

ACTUARY OFFICE
GSIS Government Service Attendance Sheet/Daily A tool used for logging PDF No n/a Internal GSIS HRO 1997 - present Monthly
Insurance System Time Record (DTR) and organizing
employee's time
information.
GSIS Government Service Authority to Deduct Authorizes the GSIS and DOC No n/a Internal GSIS HRO 2012 - present As needed
Insurance System Provident Fund to deduct
money and property
accountabilities from the
salary and other benefits
GSIS Government Service Bills (from Car Dealers) Statement of Account of Hard copy No n/a Limited GSIS HRO 12/2008 - present As needed
Insurance System purchased vehicle
GSIS Government Service BIR Forms 2305 & 2316 Details of soft copy No n/a Limited GSIS HRO 2015 - present As needed
Insurance System (201) Compensation/Tax
Withheld
GSIS Government Service Birth Certificate (201) Vital record that Hard copy No n/a Limited GSIS HRO 1989 - present As needed
Insurance System documents the birth of a
person
GSIS Government Service Bureau of Internal Detailed amount of tax XLS No n/a Limited GSIS HRO 10/2008 - present Monthly
Insurance System Revenue (BIR) Remittance for remittance per month
List and per employee
GSIS Government Service Car Insurance Premium Copy of COC/Policy Hard copy No n/a Limited GSIS HRO 6/2005 to present Annually
Insurance System Files
GSIS Government Service Car Loan Application Application form Hard copy No n/a Internal GSIS HRO 11/2008 to present As needed
Insurance System containing personal
details of the loan availee
GSIS Government Service Cash Surrender Value A certification
and that an
details of vehicle for hard copy no n/a Limited GSIS HRO 2012 - present As needed
Insurance System Certificate employee
purchase has
surrendered its Life
Insurance and was paid
of its corresponding cash
value
GSIS Government Service Certificate of Cover (COC) Details of insured vehicle Hard copy No n/a Limited GSIS HRO 11/2008 to present Annually
Insurance System as covered by insurance
GSIS Government Service Certificate of Full Certificae of fully paid car Hard copy No n/a Internal GSIS HRO 5/1999 - present As needed
Insurance System Payment loan
GSIS Government Service Certificate of Registration LTO Certificate which Hard copy No n/a Limited GSIS HRO 12/2008 - present Annually
Insurance System contains details of
ownership/ vehicles and
date of registration
GSIS Government Service Certificates (201) Certificates issued to Hard copy No n/a Limited GSIS HRO 2012 - present As needed
Insurance System training participants
certifying their
attendance/participation
in a training program

ACTUARY OFFICE
GSIS Government Service Civil Service Form 48 A CSC Form which will be Hard Copy/XLS No n/a Internal GSIS HRO 1997 - present Monthly
Insurance System used as a tool for logging
and organizing of
executive's time
information.
GSIS Government Service Commendations (201) Particularly in GALING ng printed hard copy, No n/a Limited GSIS HRO 2016-04-08 commendations
Insurance System GSIS, a commendation is or electronic file are recorded and
any written document or accepted by the
proof of commendation GARC Secretariat
(could be published in throughout the
Gnews) of a client or co- year
GSIS Government Service Completed Staff Work employee to an
A written hard copy No n/a Limited GSIS HRO 2007 - present As needed
Insurance System (CSW) for Approval of employee/ to be
recommendation
Leave Monetization endorsed to superiors
who are authorized to
approve the request for
leave monetization
GSIS Government Service Computation Sheet Details of computation of XLS NO n/a Limited GSIS HRO 7/2015 - present As needed
Insurance System the first or last salary of
employees
GSIS Government Service CSC Validation of Appointments validated DOC No n/a Limited GSIS HRO 2015 - present As needed
Insurance System Appointments (201) and returned to GSIS by
CSC
GSIS Government Service Daily Attendance Record A tool to be used for Hard Copy No n/a Internal GSIS HRO 1987 - present Daily
Insurance System (DAR) logging and organizing
employee's time
information.
GSIS Government Service Daily Time Record (DTR) A tool to be used for SAP No n/a Internal GSIS HRO 1987 - present Monthly
Insurance System logging and organizing Generated/PDF
employee's time
information. Refers to a
form which records the
employee's time in and
time out each work day.
GSIS Government Service Deed of Sale Authenticated deed hardcopy No n/a Limited GSIS HRO 11/2008 to present As needed
Insurance System notarized which serves as
proof of approved car
loan
GSIS Government Service Disbursement Voucher A form to be used to SAP Generated No n/a Internal GSIS HRO 2008 - present Upon payment
Insurance System make check as payment
to employee for service
rendered.
GSIS Government Service Endorsement of Memorandum (CSW DOC (hard copy) No n/a Limited GSIS HRO 2012 - present As needed
Insurance System Retirement format) addressed to
PGM endorsing the
request for retirement of
an employee
GSIS Government Service Fingerscan Reports A computer generated SAP No n/a Internal GSIS HRO 1997 - present Monthly
Insurance System report of employee's time Generated/PDF
information.

ACTUARY OFFICE
GSIS Government Service Government Service Electronic Remittance File XLS Yes https://ebcs.gsis.gov.ph Limited GSIS HRO 1/2009 - present Monthly
Insurance System Insurance System (GSIS) Containing detailed
Electronic Remittance File amount of premiums and
loan repayments per
month and per employee
GSIS Government Service GSIS Office ID Card bearing identifying PVC No Limited GSIS HRO 2012 - present As needed
Insurance System data about the individual
whose name appears
thereon
GSIS Government Service Guarantee Letter (LOG) Contract for the car loan hardcopy No n/a Limited GSIS HRO 11/2008 - present As needed
Insurance System of GSIS employee or
executive
GSIS Government Service Home Development Detailed amount of XLS No n/a Limited GSIS HRO 10/2008 - present Monthly
Insurance System Mutual Fund (Pag-IBIG) premiums and loan
Remittance list repayments per month
and per employee
GSIS Government Service Individual Performance the form used to xls or printed hard No n/a internal GSIS HRO 2016-06-20 biannually
Insurance System Appraisal Rating (IPARF) generate and accomplish copy
(201) the targets, actual
deliverables, and rating of
an employee for a specific
rating period
GSIS Government Service Leave Application Form A form used by the XLS No n/a Internal GSIS HRO 1991 - present Upon availment
Insurance System for Leave Monetization employee to apply for
leave in accordance with
the leave entitlements
policy and relevant leave
procedures.
GSIS Government Service Leave Computation Is a form where the SAP No n/a Internal GSIS HRO 1997 - present Monthly
Insurance System Sheets details of the Generated/PDF
computation of leave
earnings and deductions
are indicated.
GSIS Government Service Letter (justification to Authority to render hardcopy No n/a Limited GSIS HRO 2008 - present As needed
Insurance System render overtime) overtime signed by SVP
concerned
GSIS Government Service Letter Request Addressed A personal letter attached DOC No n/a Internal GSIS HRO 1997 - present Upon Request
Insurance System to the PGM to the submitted
approved application
form citing the
reason/justification and
or purpose.
GSIS Government Service Licenses and Eligibilities Civil service eligibility as Hard copy No n/a Limited GSIS HRO 1980 - present As needed
Insurance System (201) requirement for working
for the government

ACTUARY OFFICE
GSIS Government Service List of availees and the List of availees for XLS No n/a Internal GSIS HRO 2007 - present Monthly/
Insurance System corresponding amount monetization refers to Quarterly
the payment in advance
under prescribed limits
and subject to specified
terms and conditions of
the money value of leave
credits of an employee
upon his request without
actually going on leave.
GSIS Government Service Marriage Certificate (201) Certification that a hard copy No n/a Limited GSIS HRO 1999 - present As needed
Insurance System person is married
GSIS Government Service Medical Clearance (201) Issued by employee's Hard copy No n/a Limited GSIS HRO 1980 - present As needed
Insurance System attending physician as
supporting documents for
leave applications and for
other applicable claims
GSIS Government Service Medical Referral Form records of referral to hard copy No n/a Limited GSIS HRO 2012 to present As needed
Insurance System other medical specialists
or hospitals as the case
maybe
GSIS Government Service Memo on Violation of Memorandum issued to DOC No n/a Internal GSIS HRO 2012 - present Monthly
Insurance System Office Rules & Regulations employees with violations
(201) on Tardiness, Non-Filing,
Late Filing and
Disapproved Leave.
GSIS Government Service Money Property Statement that contains Hard copy No n/a Limited GSIS HRO 2012 - present As needed
Insurance System Accountability Clearance/ the accountabilities of an
Statement (MPAS) (201) employee towards the
GSIS
GSIS Government Service National Home Mortgage Detailed amount of loan XLS No n/a Limited GSIS HRO 10/2008 - present Monthly
Insurance System Finance Corporation repayments per month
(NHMFC) Remittance list and per employee
GSIS Government Service NBI Clearance (201) Certification issued by the Hard copy No n/a Internal GSIS HRO 1980 - present As needed
Insurance System NBI if there have been
criminal cases filed
against the person
GSIS Government Service No Accountability Supporting document for hardcopy No n/a Limited GSIS HRO 2017 - present As needed
Insurance System Certificate (201) last salary received signed
by SVP of CSG
GSIS Government Service Notice of Appointment Notice of Appointment is DOC (hard copy) No n/a Internal GSIS HRO 2009 - present As needed
Insurance System (201) a letter that outlines the
appointment to newly
appointed/promoted
employees.

ACTUARY OFFICE
GSIS Government Service Notice of Salary Notice given to an printed hard copy No n/a Limited GSIS HRO 2016-06-20 As needed
Insurance System Adjustment (NOSA) (201) employee when the same
is due for a salary
adjustment
GSIS Government Service Notice of Salary Notice given to an printed hard copy No n/a Limited GSIS HRO 2016-06-20 As needed
Insurance System Increment (NOSI) (201) employee when the same
is due for a salary
increment
GSIS Government Service Official Receipt Official Receipt of Hard copy No n/a Limited GSIS HRO 10/2008 - present Monthly
Insurance System remittances to GSIS, PHIC,
Pag-Ibig, GSIS Provident
Fund, BIR, NHMFC, KMG
and Multipurpose
Cooperative
GSIS Government Service Overtime Control Sheets Details of overtime hardcopy No n/a Limited GSIS HRO 1/2017 - present Monthly
Insurance System rendered by employees
submitted per
department
GSIS Government Service Panunumpa sa A common requirement DOC (hard copy) No http:// Limited GSIS HRO 1980 - present As needed
Insurance System Katungkulan (Oath of for regular appointments www.csc.gov.ph/
Office) (201) submitted by GSIS to the
CSC (CS Form No.32
Revised 2017).
GSIS Government Service Payslips Statement of monthly SAP No n/a Limited GSIS HRO 4/2003 - present Monthly
Insurance System Earnings and deductions Generated/PDF
GSIS Government Service Performance Evaluation an evaluation of xls or printed hard No n/a Internal GSIS HRO 2016-06-20 As needed
Insurance System (201) performance of an copy
employee, comparing the
target deliverables with
GSIS Government Service Personal Data Sheet (PDS) A common requirement DOC excel (hard
the actual No http:// Limited GSIS HRO 1980 - present As needed
Insurance System (201) being accomplished by
accomplishments copy) www.csc.gov.ph/
the appointee, attached
to the appointment and
submitted by GSIS to the
CSC (CS Form No.212
Revised 2017).

ACTUARY OFFICE
GSIS Government Service Personnel Actions/ Office Document being issued DOC (hard copy) No n/a Internal GSIS HRO 1954 - present As needed
Insurance System Orders (201) for any action denoting
the movement or
progress of personnel in
the civil service. Such
action shall include
appointment through
certification, promotion,
transfer, reinstatement,
re-employment, detail,
reassignment,
designation, demotion
and separation
GSIS Government Service Personnel Records (201 Employee personnel file Hard copy No n/a Limited GSIS HRO 1980 - present As needed
Insurance System files) that contains the history
of employment and
personal information
GSIS Government Service Philippine Health Detailed amount of XLS and PDF Yes https://eprs01.philhealth.gov.ph Limited GSIS HRO 10/2008 - present Monthly
Insurance System Insurance Company premiums per month and
(PHILHEALTH) Remittance per employee
List
GSIS Government Service Position Description Form DBM-CSC Form No.1, DOC(hard copy) No http:// Limited GSIS HRO 1980 - present as needed
Insurance System (PDF) (201) Revised 2017 which www.csc.gov.ph/
should be properly and
completely accomplished
shall be attached to all
appointments.
GSIS Government Service Quit Claim Certification of fully paid Hard copy No n/a Limited GSIS HRO 08/2015 - present As needed
Insurance System car loan and that the
GSIS has no other claim or
lien to the subject vehicle
GSIS Government Service Registered Chattel Details of loaned vehicle Hard copy No n/a Limited GSIS HRO 11/2008 - present As needed
Insurance System Mortgage registered with the
Register of Deeds
GSIS Government Service Release of Chattel Details of fully paid Hard copy No n/a Limited GSIS HRO 6/2005 - present As needed
Insurance System Mortgage loaned vehicle cleared
from encumbrance
GSIS Government Service Remittance Lists Detailed amount of XLS No n/a Limited GSIS HRO 10/2008 - present Monthly
Insurance System premiums and loan
repayments per month,
per agency and per
employee
GSIS Government Service Remittance Summary or Total amount of Hard copy No n/a Limited GSIS HRO 10/2008 - present Monthly
Insurance System Summary of Remittances premiums and loan
repayments per month

ACTUARY OFFICE
GSIS Government Service Report of Leave of A report of XLS No n/a Internal GSIS HRO 2004 - 2014 Monthly
Insurance System Absence (ROLA) tardiness/absences/unaut
horized leave due to late
filing or non-filing of leave
of officials and
employees.
GSIS Government Service Request for Authority to Permission granted or DOC No n/a Internal GSIS HRO 2004 Upon Request
Insurance System Travel Abroad issued by the head of
agency or authorized
official to an employee
who will travel outside
the country.
GSIS Government Service Request for Change of A letter requesting hard copy No n/a Limited GSIS HRO 2012 - present As needed
Insurance System Marital Status/ Personal change of marital status
Information (201)
GSIS Government Service Request for Change of A letter requesting hard copy No n/a Limited GSIS HRO 2012 - present As needed
Insurance System Marital Status/ Personal change of marital status
Information (201)
GSIS Government Service Request for Fingerscan A request from employee DOC No n/a Internal GSIS HRO 2014 - present Monthly
Insurance System Printout to print the fingerscan
report.
GSIS Government Service Request for Insurance Letter-request submitted hardcopy No n/a Limited GSIS HRO 11/2008 - present As needed
Insurance System Cover to the Marketing
Department of the GSIS
for the insurance
coverage of vehicles
approved under the GSIS
Car Loan Program
GSIS Government Service Request for Leave for A comprehensive DOC No n/a Internal GSIS HRO 2009-09-15 Upon Request
Insurance System Magna Carta for Women women's rights law that
seek to eliminate
discrimination through
the recognition,
protection, fulfillment
and promotion of the
rights of Filipino women
especially those
belonging to the
marginalized sectors of
society. To further
provide special leave
benefits for qualified
female public sector
GSIS Government Service Request for Permission to Aemployees
letter request
who from
have hard copy No n/a Limited GSIS HRO 2014 - present As needed
Insurance System Change Work Schedule employee
undergone requesting
surgery
permission
caused to change
by gynecological
work schedule
disorders endorsed
pursuant to the
by HRO for approval
provisions and of
GSIS Government Service Request for Permission to implementing
A letter request
concerned from
authorities hard copy No n/a Limited GSIS HRO 2014 - present As needed
rules and
Insurance System Practice Profession employeeof
regulations requesting
the Magna
permission
Carta forto practice
Women.
profession endorsed by
HRO for approval of
concerned authorities

ACTUARY OFFICE
GSIS Government Service Request for Study Leave A request for time-off DOC No n/a Internal GSIS HRO 2014 - present Upon Request
Insurance System from work not exceeding
not exceeding six (6)
months with pay for
qualified officials and
employees to help them
prepare for their bar or
board examinations or
complete their master's
degree.
GSIS Government Service Resignation/Retirement/ Acceptance or approval hard copy No Limited GSIS HRO 2012 - present Upon request
Insurance System Separation of separation of an
employee duly signed
Acceptance/ Approval by the PGM
GSIS Government Service Separation Benefits/ Entitlement of benefits XLS No n/a Internal GSIS HRO 2/2008 - present Upon retirement
Insurance System Retirement /Terminal for official/employee of
Leave the government who
retires, voluntarily
resigned, or is separated
from the service
GSIS Government Service Service Records Documentation of a XLS No n/a Limited GSIS HRO 1980 - present As needed
Insurance System government employee's
service in the government
GSIS Government Service Statement of Assets and Commonly known as DOC No http:// Limited GSIS HRO 2012 - present Annually
Insurance System Liabilities (SALN) SALN, is a document that www.csc.gov.ph/
all GSIS employees,
whether permanent or
coterminous , must
complete and submit
attesting under oath to
their total assets and
liabilities, including
businesses and financial
interests, that make up
their net worth
GSIS Government Service Stencil copies of Chassis / Car loan requirement hardcopy No n/a Limited GSIS HRO 12/2008 - present As needed
Insurance System Engine Number showing the engine
number of the vehicle
purchased.
GSIS Government Service Terminal Leave A form to be used to XLS No n/a Internal GSIS HRO 1988 - present Upon Retirement
Insurance System Application Form claim the accumulated
leave earned by
official/employee of the
government who retired,
resigned or is separated
from the service.

ACTUARY OFFICE
GSIS Government Service Time Card A tool to be used for Hard Copy No n/a Internal GSIS HRO 1997 Monthly
Insurance System logging and organizing
employee's time
information. It is a card,
either filled out by an
employee or stamped by
a time clock, recording
the employee's starting
and quitting times each
work day.
GSIS Government Service Training Certificate (201) Certificate issued to Hard copy No n/a Limited GSIS HRO 2012 - present As needed
certifying their
GSIS Government Service Transcript of Records Documentation of a Hard copy No n/a Limited GSIS HRO 1980 - present As needed
Insurance System students permanent
academic record
GSIS Government Service Transfer Employee Statement from the Hard copy No n/a Limited GSIS HRO 2012 - present Upon hiring
Insurance System Clearance (201) previous government
agency that the employee
is authorized to transfer
to the present office
GSIS Government Service Vehicle Delivery Receipt Proof of receipt of loaned Hard copy No n/a Limited GSIS HRO 12/2008 - present As needed
Insurance System (VDR) vehicle
GSIS Government Service Vehicle Sales Invoice (VSI) Proof of sales of loaned Hard copy No n/a Limited GSIS HRO 12/2008 - present As needed
Insurance System vehicle
GSIS Government Service Work Programs on A document containing of hardcopy No n/a Limited GSIS HRO 2008 - present Quarterly
Insurance System Overtime activities and the
corresponding hours and
amount of overtime to be
rendered in a given year
GSIS Government Service Accession & Separation Reflects the data on DOC No n/a Limited GSIS HRO 2012 - present Quarterly
Insurance System Report hired, promoted, and
separated employees
GSIS Government Service Accomplishment Report A matrix and record of XLS No n/a internal GSIS HRO 2008 - present monthly, quarterly
Insurance System tasks/projects
accomplished by
employees/unit/office

ACTUARY OFFICE
GSIS Government Service Annual Medical and consists of laboratory and Hard copy No n/a Limited GSIS HRO 2015 - present Annually
Insurance System Physical Examination other diagnostic results
Result pertaining to the conduct
of AMPE of each
employee from SG 26 and
below and also the results
of Annual Executive
Check-up of GSIS
executives SG 27 and
above
GSIS Government Service Answer Sheet Answer Sheet being used hard copy No n/a Limited GSIS HRO 7/1/2013 As needed
Insurance System (Recruitment Exam) in answering the provided by CSC
recruitment exam
GSIS Government Service Application for Application letter and DOC, PDF No n/a Limited GSIS HRO 2012 - present Upon submission
Insurance System Employment resume for vacant of application
position/s being
submitted by the
applicants.
GSIS Government Service Appointment form Formed used for DOC No http:// Limited GSIS HRO August 2017 Upon the CSC
Insurance System appointments in the www.csc.gov.ph/ instruction
career and non-career
service (CS Form No.33
Revised 2017)
GSIS Government Service Approved Memorandum A memorandum stating hard copy No n/a Internal GSIS HRO 2012 - present As scheduled
Insurance System to Conduct Seminar approval to conduct a
seminar/training program
as specified in the
Training Plan which is
signed by the Senior Vice
President
GSIS Government Service Attendance Sheet A tool used for logging hard copy No n/a Internal GSIS HRO 2012 - present As scheduled
Insurance System and organizing training
participants' time
information.
GSIS Government Service Authority to Travel Permission granted or DOC No n/a Internal GSIS HRO 1986 - present Upon request
Insurance System issued by the head of
agency or authorized
official to an employee
who will travel outside
the country.
GSIS Government Service Benefit/Claims Files Proof of Hard copy No n/a Limited GSIS HRO 2008 - present As needed
Insurance System payment/vouchers of
benefits/claims paid
GSIS Government Service Calendar/Schedule of A calendar or plan XLS No n/a Internal GSIS HRO 2012 - present Annually
Insurance System Trainings/Seminars indicating the schedule of
conduct of training
programs/seminars

ACTUARY OFFICE
GSIS Government Service Certificate of Completion Particularly in the GSIS printed hard copy No n/a Limited GSIS HRO 2012 - present As needed
Insurance System Internship Program, this
document is provided to
an intern who was able to
complete and render
services as stated in
his/her contract.
A certificate issued to a
training provider
indicating completion of
services required in the
Terms of Reference (TOR)
GSIS Government Service Certificate of Completion A certificate issued to Hard copy No n/a Limited GSIS HRO 2012 - present As needed
Insurance System of Training training participants
indicating completion of
attendance to a training
program
GSIS Government Service Certificate of Acceptance Documents of Hard copy No n/a Limited GSIS HRO 2012 - present As needed
Insurance System acknowledgments for
service providers
GSIS Government Service Certifications Certificates issued to Hard copy No n/a Limited GSIS HRO 2012 - present As needed
certifying their
GSIS Government Service Clinical Records of visits to the Hard copy No n/a Internal GSIS HRO 2012 - present As needed
Insurance System Treatment/Consultation clinic of employees with
Card with medical histories
and corresponding
treatment, medical
referral, advise or
medicines prescription if
necessary
GSIS Government Service Competency Assessment Competency assessment online No n/a Internal GSIS HRO 2015 annually
Insurance System focuses on how well an
employee is performing
the required job skills in
relation to specified
performance standards.
The results of the
competency assessment
serve as basis for the
preparation of the
Training Plan.

ACTUARY OFFICE
GSIS Government Service Certification of Rating A certificate issued to a hard copy No n/a Limited GSIS HRO 2012 - present As requested
Insurance System training provider
indicating the rating given
to the services rendered
GSIS Government Service Complaint Letter In particular to GALING ng hard copy, or No n/a Limited GSIS HRO April 8, 2016 and; As needed
Insurance System GSIS, this document electronic file
refers to complaints, or
grievances showcased in
a form of letter,
pertaining to any of the
categories of said June 20, 2016
program, which shall be
addressed by the GARC
within fifteen (15) WD
from the receipt of
complaint.
In case of performance
rating, complaints are
filed to the Performance
and Evaluation
Committee (PERC) when
an official or employee
expressesd dissatisfaction
on the performance
rating he/she received.
GSIS Government Service Contract Refers to Job Order DOC (hard copy) No n/a Limited GSIS HRO 2008; and renewal of JO
Insurance System Contract being prepared contract is every
by Recruitment and six (6) months
Personnel Selection
Division for signature of printed hard copy 8/15/2017
the employee and SVP- 8/15/2017
CSG.
In GSIS Internship
Program, this is termed as
GSIS Government Service Curriculum Vitae/Resume Notice of Assignment,
Accomplished Hard copy No n/a Limited GSIS HRO 2012 to present As required
Insurance System which contains terms
Resume/Personal and
Data
conditions
Sheet a student
submitted by the
trainee shall fulfill in
applicants to Recruitment the
duration
and of his/her
Personnel ojt.
Selection
Division when they are
applying for vacant
position/s in the GSIS.

ACTUARY OFFICE
GSIS Government Service Dental and Medical files These are dental and Hard copy No n/a Limited GSIS HRO 2012 - present As requested
Insurance System medical files of
employees consisting of
medical histories, dates of
visit to the Infirmary and
records of treatment
administered
GSIS Government Service Dental Card A record of the denatal Hard copy No n/a Limited GSIS HRO 2012 - present As requested
Insurance System examination/procedures
done on an employee.
GSIS Government Service Employee Card containing the Hard copy No n/a Internal GSIS HRO 1980 - present As needed
Insurance System Data/Information Card personal and professional
(EDC) information of an
employee
GSIS Government Service ECG Tracings Results of the ECG Hard copy No n/a Limited GSIS HRO 2012 - present As requested
Insurance System examination done on an
employee.
GSIS Government Service Evaluation Questionnaires A tool used to gather Hard copy No n/a Internal GSIS HRO 2012 - present As needed
Insurance System training participants'
feedback on the training
program attended
GSIS Government Service Examination Result Database of Results of DOC (excel No n/a Limited GSIS HRO 2013 - present Weekly or as
Insurance System (Recruitment Exam) Recruitment Exam format) needed
GSIS Government Service Exit Interview Report Report on Exit Interview Standard hard No n/a Limited GSIS HRO April 2016 Quarterly
Insurance System Results submitted to the copy
OSVP, CSG as voluntarily
undertaken by separating
employees
GSIS Government Service Exit Interview Sheet Accomplished or blank DOC, Standard No n/a Limited GSIS HRO April 2017 As needed
Insurance System forms in the conduct of hard copy
the Exit Interview
GSIS Government Service Feedback Survey Forms In particular to GALING ng filled out hard No n/a Limited GSIS HRO 2016-04-08 As needed
Insurance System GSIS, this document copy
contains a set of
questions to be filled out
by a chosen respondent
pertaining to a
nomination.
GSIS Government Service Enrolment Application Pertains to enrolment Hard copy No n/a Limited GSIS HRO 1999 - present Annually
Insurance System application of employees
declaring their options
and qualified dependents
according to the Terms of
Reference under HIP

ACTUARY OFFICE
GSIS Government Service Forced Ranking List A matrix and record of xls or printed hard No n/a Limited GSIS HRO 2016-06-20 annually
Insurance System performance ratings of copy
employees ranked from
lowest to highest,
segregated per office
(SPMS).
GSIS Government Service Functional Chart Diagram that shows the PPT No n/a Limited GSIS HRO 2013-02-13 As needed
Insurance System structure of an office and
the relationships and
relative ranks of its offices
and the functions each
unit.
GSIS Government Service Hand-outs/Manual Printed information hard copy no n/a Internal GSIS HRO 2012 - present As needed
Insurance System provided to participants
to serve as guide or job
aid
GSIS Government Service Hospital / Clinical Records Provides details of Hard copy None n/a Limited GSIS HRO 2012 - present As needed
Insurance System hospital confinement,
clinical records and
medical histories and
other pertinent
information pertaining to
employee/patient.
GSIS Government Service HRMPSB Form No. 4 The HRMPSB Form 4 DOC No n/a Limited GSIS HRO 2012-May-16 As needed
Insurance System (Shortlist Decision Form) contains all shortlisted
applicants which is being
prepared and
accomplished prior to
HRMPSB deliberation
GSIS Government Service HRMPSB Form No. 1 Form containing the DOC No n/a Limited GSIS HRO 2012-May-16 As needed
Insurance System (Summary of Applicants) summary of all
applications per vacant
item position
GSIS Government Service HRMPSB Form No. 2 Form containing the list DOC No n/a Limited GSIS HRO 2012-May-16 As needed
Insurance System (Long List of Candidates- of internal and external
Internal/External candidates with the
Applicants) details of their
qualifications
GSIS Government Service HRMPSB Form No. 3 An Individual Assessment DOC No n/a Limited GSIS HRO 2012-May-16 As needed
Insurance System (Individual Assessment Form of each applicant
Form) scheduled for panel
interview
GSIS Government Service Human Resource Merit Documents prepared by DOC (hard copy) No n/a Limited GSIS HRO 2012 - present Every HRMPSB
Insurance System Promotion and Selection HRO and utilized by the deliberation
Board (HRMPSB) FILES HRMPSB

ACTUARY OFFICE
GSIS Government Service Individual Performance the performance xls or printed hard No n/a Limited GSIS HRO 2016-06-20 As needed
Insurance System Appraisal Rating rating ,either adjectival or copy
numerical, achieved by an
employee for a specific
rating period
GSIS Government Service In-House An activity where xls no n/a Limited GSIS HRO 2012 - present as scheduled
Insurance System Seminar/Training Files participants are expected
to gain or strengthen
their technical,
management or
leadership skills
conducted solely for GSIS
employees that may be
done off-site or inside the
GSIS premises
GSIS Government Service Initial Standing of Notice on the initial rating printed hard copy No n/a Limited GSIS HRO 2009-06-03 As needed
Insurance System Probationary of a newly hired
employee undergoing a
probationary period,
taking into consideration
score achieved from the
New Employees'
Orientation, the WRAPT,
and performance rating
for the first three (3)
months of said employee.
GSIS Government Service Internship Program Termed as the GSIS hard copy or pdf No n/a Internal GSIS HRO 2014-08-15 As needed
Insurance System Internship Program, a
program that lets
undergraduate students
to render ojt services in
GSIS to help them in the
completion of their
school requirements and
encourage them to work
in a govt setting.
GSIS Government Service Foreign Travel Files Files relevant to foreign Doc NO n/a Internal GSIS HRO 2018-01-23 As needed
Insurance System (Conferences/Trainings/ travel as attendance to an
Seminars Abroad) activity outside the
Philippines where
participants are expected
to gain or strengthen
their skills and technical
or management expertise
in their areas of endeavor
including continuing
education for
professionals and
certification courses
which may have certifying
exams

ACTUARY OFFICE
GSIS Government Service Invitation A memo sent to doc no n/a Internal GSIS HRO 2012 - present As needed
Insurance System concerned
supervisors/heads inviting
them to send eligible
participants to attend a
scheduled training
program
GSIS Government Service Job Descriptions Describes the general Standard (hard No n/a Limited GSIS HRO 2018-06-01 As needed
Insurance System tasks, or other related copy)
duties and responsibilities
of a positions
GSIS Government Service Job-Order (JO) Personnel List of Job Order DOC No n/a Limited GSIS HRO 2012 - present Monthly
Insurance System Personnel
GSIS Government Service Medical Logbooks Medical Logbooks Hard copy No n/a Internal GSIS HRO 2012 - present As needed
Insurance System provides list of
employees' visit in the
Infirmary.
GSIS Government Service Letters a written, typed, or Hard copy No n/a Limited GSIS HRO 1986 - present Daily
Insurance System printed communication
requesting certain HRO
services from existing or
separated GSIS
employees.
GSIS Government Service List of Accredited Hospital List of GSIS HMO- Hard copy No n/a Internal GSIS HRO 2018 As needed
Insurance System accredited hospitals
GSIS Government Service List of Claimants Contains employee Hard copy No n/a Limited GSIS HRO 2010-2011 As needed
Insurance System claimants for medical
settlement or
reimbursements
GSIS Government Service List of Seminars List of seminars or hard copy No n/a Limited GSIS HRO 2012 - present As needed
Insurance System Conducted training programs
conducted as scheduled
GSIS Government Service List of Seminars List of seminars or hard copy No n/a Limited GSIS HRO 2012 - present As needed
Insurance System Coordinated training programs
coordinated with
concerned units
GSIS Government Service List of Dependents These are the registered Hard copy No n/a Internal GSIS HRO 2018 As needed
Insurance System and identified qualified
dependents of
employee/principal and
are declared in their
enrolment with HIP
service provider
GSIS Government Service Manpower Inventory Report on current staffing XLS No n/a Limited GSIS HRO 2005 Monthly
Insurance System Report based on count of warm
bodies

ACTUARY OFFICE
GSIS Government Service Masterlists of Participants List of training program xls; hard copy No n/a Limited GSIS HRO 2012 - present As needed
Insurance System participants who
confirmed their
attendance to training
programs
GSIS Government Service Memorandum of Documents of Hard copy No n/a Internal GSIS HRO 2012 - present As needed
Insurance System Agreement Understanding with HIP
or AMPE Providers
GSIS Government Service Merit Selection Plan Consist of policies for DOC, hard copy No n/a Internal GSIS HRO 2001-Sept-07 As needed
Insurance System systematic method of
assessing and selecting
employees on the basis of
their qualifications and
competence to perform
of the position.
GSIS Government Service Minutes of the Meeting In most Secretariat could be soft or No n/a Limited GSIS HRO 2017 - present As needed
Insurance System functions, this is a printed hard copy
document of the things
that have transpired
during a meeting.
GSIS Government Service Minutes of the Meeting HRMPSB Minutes of DOC(hard copy) No n/a Limited GSIS HRO 2017 - present Every HRMPSB
Insurance System (HRMPSB) Meeting is the written or deliberation
recorded documentation
that is required by the
CSC to know about what
was discussed and what
happened during the
meeting. The minutes of
the meeting is generally
taken or recorded during
the meeting so that
participants have a record
of what transpired
GSIS Government Service Monetization of Leave Refers to the payment in XLS No n/a Internal GSIS HRO 2007 - present Monthly/
Insurance System Files advance under prescribed Quarterly
limits and subject to
specified terms and
conditions of the money
value of leave credits of
an employee upon his
request without actually
going on leave.

ACTUARY OFFICE
GSIS Government Service Nominations In particular to GALING ng either pdf or No n/a Limited GSIS HRO 2016-04-08 As needed
Insurance System GSIS, this document printed hard copy
contains a written
justification re the
nomination, may also
include personal info
regarding the nominee.
GSIS Government Service Number of Vacant List of Number of Vacant DOC (excel No n/a Limited GSIS HRO 2012 - present As needed
Insurance System Positions Report positions format)
GSIS Government Service Number of Warm Bodies Report of Number of DOC (excel No n/a Limited GSIS HRO 2012 - present As required
Insurance System Report active employees as format)
maybe directed for
submission to the Board
or Management
GSIS Government Service Organizational Chart Diagram that shows the PPT No n/a Limited GSIS HRO 2013-02-20 As needed
Insurance System structure of an
organization, and the
reportorial and
interrelationshipof units.
GSIS Government Service Performance Contract A document that contains xls or printed hard No n/a Limited GSIS HRO 2016-06-20 biannually
Insurance System the targets and copy
commitments in a
particular performance
period of an employee
GSIS Government Service Performance Evaluation A secretariat function soft or printed No n/a Internal GSIS HRO 2016-06-20 As needed
Insurance System and Review Committee that handles matters re hard copies
files performance evaluation
complaints
GSIS Government Service Performance Rating files All the necessary soft or printed No n/a Limited GSIS HRO 2016-06-20 As needed
Insurance System references that support hard copies
the performance
evaluation/rating
GSIS Government Service Physical Examination Consist of employees Hard copy no n/a Limited GSIS HRO 2012 - present Annually
Insurance System Card/Chart/Result medical history and
records of treatment
including laboratory and
other diagnostic results
done
GSIS Government Service Plantilla of Personnel A form of staffing DOC (excel No n/a Limited GSIS HRO 2012 - present As needed
Insurance System modification and/or format)
position classification
action
GSIS Government Service Position Chart Diagram that shows the PPT No n/a Limited GSIS HRO 2013-02-20 As needed
Insurance System structure of an
organization and the
relationships and relative
ranks of its Offices and
the position/s under each
offices.

ACTUARY OFFICE
GSIS Government Service Post-Training Evaluation Report on the evaluation hard copy no Limited GSIS HRO 2012 - present As needed
Insurance System Report of conducted training
program obtained
through the participants'
feedback
GSIS Government Service Probationary Personnel All the necessary soft or printed No n/a Limited GSIS HRO 2009-06-03 As needed
Insurance System Files documents such as initial hard copies
standing files,
performance rating for
the first three (3) months,
results of new employees'
orientation, and WRAPT.
GSIS Government Service Profile of Awardees In the GALING ng GSIS, soft or printed No n/a Limited GSIS HRO 2016-04-08 As needed
Insurance System this includes the hard copies
nomination justification,
the necessary
certifications,
commendations, survey
feedback, among others,
relating to the awardee.
GSIS Government Service Publication of Job Is a form containing the DOC (excel Yes http:// Public GSIS HRO August 2017 As needed
Insurance System Vacancies (Request for list of vacant positions format) ncr.csc.gov.ph/
Publication) which is is a requirement
being accomplished by
GSIS for submission to the
CSC for the publication of
its vacant positions (CS
Form No.9 Revised 2017).

ACTUARY OFFICE
GSIS Government Service Qualification Standards Minimum and basic DOC No n/a Public GSIS HRO Revised GSIS QS as required
Insurance System requirements of positions 2012-09-04
in GSIS in terms of
education, training,
experience, Civil Service
eligibility, physical fitness
and other qualities
required for successful
performance of the
duties of the position.
These shall serve as the
basic guide in the
selection of the
employees and in the
evaluation of
appointments to all
positions in the
government.
GSIS Government Service Recruitment Examination Recruitment Examination DOC (hard copy) No n/a Limited GSIS HRO 2013-July As needed
Insurance System materials (General Ability
Test) being administered
to qualified external
applicants
GSIS Government Service Recruitment Files Files pertaining to DOC No n/a Limited GSIS HRO 2012 - present As needed
Insurance System documents that have a
direct relation to the
recruitment and selection
process, such as
applicants' resumes and
interview notes and
others
GSIS Government Service Regular Representation & Allowances received by SAP No n/a Limited GSIS HRO 4/2004 - present As needed
Insurance System Transportation Allowance Division and up as an Generated/PDF
(RATA) additional allowance in
the performance of their
functions
GSIS Government Service Recommendations/ Refers to letter submitted DOC (hard copy) No n/a Limited GSIS HRO 2013-July As needed
Insurance System Referrals by the politicians or
government officials
recommending applicants
for hiring/appointment in
the GSIS

ACTUARY OFFICE
GSIS Government Service Request for Exemption A letter requesting for Limited GSIS HRO 2014 - present As needed
Insurance System from Wearing the exemption from wearing
Prescribed Office Uniform the prescribed office
uniform with
justification/reason.
GSIS Government Service Request for Rehabilitation It is an application of DOC No n/a Internal GSIS HRO Revised form Upon Request
Insurance System Leave Privilege officials and employees released by CSC on
for leave of absence on August 2017
account of wounds or
injuries incurred in the
performance of duty
extending beyond the
available leave credits of
the employee concerned,
supported by the proper
medical certificate and
evidence showing that
the wounds or injuries
were incurred in the
performance of duty.
GSIS Government Service Resolutions (PERC and This is the document hard copy No n/a Internal GSIS HRO 2005-2006 As needed
Insurance System GARC) being issued by the
Committee which
contains pertinent
information, deliberation
and decision arrived on
the matter being
discussed.
GSIS Government Service Resource Speaker Profiles An overview of the hard copy no n/a Limited GSIS HRO 2012 - present As needed
Insurance System speaker's educational
background, work
experience, expertise and
other information
relevant to the conduct of
a particular training
program
GSIS Government Service Rice Allowance An monthly allowance SAP No n/a Limited GSIS HRO 4/2004 - present As needed
Insurance System given to all employees Generated/PDF
GSIS Government Service Schedules of A plan for carrying out or doc; hard copy no Internal GSIS HRO 2012 As needed
Insurance System Training/Seminars implementing a planned
training program
indicating dates of
conduct and no. of
batches

ACTUARY OFFICE
GSIS Government Service Self -Administered Consists of MOA with Limited GSIS HRO 2010-2011 As needed
Insurance System Hospitalization Program hospitals, list of
Files accredited hospitals and
doctors, enrollment
forms, SAHP Budget/
Fund disbursement and
other pertinent
documents
GSIS Government Service Service Obligation A promise represented by Doc No n/a Internal GSIS HRO 2014-07-23 As needed
Insurance System a contract for an
individual to spend a
certain period of time
working in the GSIS in
return for the costs
defrayed by the System in
the attendance to local
and international
trainings and seminars or
local and international
scholarships
GSIS Government Service Terminal Leave Benefit A benefit of XLS No n/a Internal GSIS HRO 1997 - present Upon Retirement
Insurance System official/employee of the
government who retires,
voluntarily resigned, or is
separated from the
service and who is not
otherwise covered by
special law, shall be
entitled to the
commutation of his/her
accumulated leave credits
exclusive of Saturday,
Saturdays, and holidays
without limitation and
regarless of the period
when the credits were
earned.
GSIS Government Service Terms of Reference A document which doc and hard copy yes PhilGeps and GSIS Public GSIS HRO 2012 - present As needed
Insurance System defines the purpose and website
structure of a project that
serves as reference to
vendors in preparing their
proposals
GSIS Government Service Test booklet Recruitment Examination DOC (hard copy) No n/a Limited GSIS HRO 2013-July As needed
Insurance System test booklet containing
the 100 item test

ACTUARY OFFICE
GSIS Government Service Training files Files relevant to training hard copy No n/a Internal GSIS HRO 2012 - present As needed
Insurance System programs
GSIS Government Service Training Plans/Programs A document which hard copy No n/a Internal GSIS HRO 2012 - present annually
Insurance System outlines or details the
training programs lined
up for employees within a
certain calendar year
GSIS Government Service Training Report Report on the evaluation hard copy No n/a Internal GSIS HRO 2012 - present as scheduled
Insurance System of conducted training
program
GSIS Government Service Written Actual Exam given to a printed hard copy No n/a Limited GSIS HRO 2009-06-03 As needed
Insurance System Performance Test probationary period,
(WRAPT) forming part of his/her
initial standing
INFORMATION SECURITY OFFICE (ISO)

GSIS Government Service Access Requests with Refers to the form filled doc, hardcopy, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System User Agreement up by the Business Users Security Office
or Operating Unit
Concerned (OUC) in
requesting for an access
to internet and virtual
private network
GSIS Government Service Vulnerability Scan Refers to the form filled doc, hardcopy, pdf No ISO exception GSIS Information 2016 as need arises
Insurance System Request form up by ITSG personnel in Security Office
requesting for
vulnerability scan
GSIS Government Service Asset Master Data A form accomplished by hard copy, xls No ISO exception GSIS Information 2010 as need arises
Insurance System ISO once an asset under Security Office
constructions (AUCs)
projects has been
completed and accepted
by ISO. It contains a list
of tangible assets
delivered by service
provider to GSIS relative
to the implementation of
a particular AUCs.
GSIS Government Service Business Requirements Refers to pdf, doc No ISO exception GSIS Information 2010 as need arises
Insurance System specifications/parameters Security Office
which once delivered,
provide significance/value
to business

ACTUARY OFFICE
GSIS Government Service Certificate of Acceptance An official document pdf, doc No ISO exception GSIS Information 2010 as need arises
Insurance System usually issued for Security Office
items/work
delivered/done that is
duly
received/acknowledged
and meets the vendee’s
requirements.
GSIS Government Service Certification of An official document pdf, doc No ISO exception GSIS Information 2010 as need arises
Insurance System Completion usually issued by ISO to Security Office
its vendor for items
delivered and/or work
done.
GSIS Government Service Change Management/ A form used for a formal pdf, doc No ISO exception GSIS Information 2010 as need arises
Insurance System Change Management request for the Security Office
Request implementation of a
change
GSIS Government Service Complete Staff Work Is a recommendations to pdf, doc No ISO exception GSIS Information 2010 as need arises
Insurance System superiors in such a Security Office
manner that the superior
need do nothing further
in the process than
review the submitted
document and indicate
approval or disapproval.
GSIS Government Service Contracts Particularly refers to pdf, doc No ISO exception GSIS Information 2010 as need arises
Insurance System Information Security Security Office
Office contracts with
information security
service providers
GSIS Government Service Delivery Receipts A document signed by ISO pdf, doc No ISO exception GSIS Information 2010 N/A
Insurance System personnel to confirm Security Office
delivery of goods/items
GSIS Government Service Disbursement Voucher Is a form processed/ used pdf, doc No ISO exception GSIS Information 2010 N/A
Insurance System when there is an invoice Security Office
or contract on file that
needs to be paid.
GSIS Government Service Endpoint and Server Provide information pdf, doc No ISO exception GSIS Information 2010 as need arises
Insurance System Threat Reports relating to anything that Security Office
has the potential to cause
serious harm to server
and endpoint

ACTUARY OFFICE
GSIS Government Service Implementation/Network It describes a graphical pdf, doc No ISO exception GSIS Information 2010 as need arises
Insurance System Diagrams representation of the Security Office
project and is composed
of a series of connected
arrows and boxes to
describe the inter-
relationship between the
activities involved in the
project.
GSIS Government Service Incident Cases Pertains to an pdf, doc No ISO exception GSIS Information 2010 as need arises
Insurance System information security Security Office
incident that is suspected,
attempted, successful, or
imminent threat of
unauthorized access, use,
disclosure, breach,
modification, or
destruction of
information.
GSIS Government Service Information Asset Risk Refers to a risk analysis xls, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System Assessment report focusing on Security Office
information asset
GSIS Government Service INFORMATION SECURITY Refers to security status xls, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System POSTURE of GSIS’ networks, Security Office
information, and systems
GSIS Government Service Internet and network A report that measurse xls, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System reports and rates the Security Office
performance of a
network in real-time
situations
GSIS Government Service Invoice Pertains to a commercial doc, pdf No ISO exception GSIS Information 2010 N/A
Insurance System instrument issued by a Security Office
seller to a buyer. It serves
as a demand for payment
and becomes a document
of title when paid in full.
GSIS Government Service Justification for ABC Is an explicit doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System explanation/description Security Office
of the proposed costs for
a particular project
GSIS Government Service Mail Reports Refers to email spam doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System reporting Security Office

ACTUARY OFFICE
GSIS Government Service Malware Reports Information about doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System malicious softwares or Security Office
any software intentionally
designed to cause
damage to a computer,
server or computer
network.
GSIS Government Service MANUAL/GUIDES Manual of operations/ doc, pdf No ISO exception GSIS Information 2014 N/A
Insurance System QMS of ISO Security Office
GSIS Government Service Memorandum Request Refers to a written doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System for Procurement request addressed to Security Office
GBAC to commence
procurement of ISO
projects. It is usually
supported by list of
documentary
requirements pursuant to
RA 9184
GSIS Government Service Minutes of Meetings Refers to official written doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System record of ISO meetings Security Office
GSIS Government Service Policy and Procedural Refers to ISO proposed doc, pdf No ISO exception GSIS Information 2013 as need arises
Insurance System Guidelines policy and procedural Security Office
guidelines on information
security
GSIS Government Service Procurement Files Pertains to all documents doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System relevant to the pre-bid, Security Office
bidding and contract
administration phase
GSIS Government Service Project Implementation Pertains to all documents doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System Files relevant to project Security Office
implementation
GSIS Government Service Project Implementation A plan which describes doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System Plan how the information Security Office
system will be deployed,
installed and transitioned
into an operational
system.
GSIS Government Service Project Monitoring Report Describes status of a doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System particular project i.e. Security Office
progress or setback
GSIS Government Service Project Payment Files It includes all documents doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System relevant to procurement Security Office
closure & completion and
acceptance of a particular
project

ACTUARY OFFICE
GSIS Government Service Purchase Order Is the official confirmation doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System of an order. It is a Security Office
document sent from a
purchaser to a vendor
that authorizes
a purchase.
GSIS Government Service Quarterly Management Pertains to ISO doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System Reports progress/update report Security Office
to ManCom meeting
GSIS Government Service Request for Good It is a transmittal list of doc, pdf, xls No ISO exception GSIS Information 2010 as need arises
Insurance System Receipts (GR) documentary Security Office
requirements completed
during project
completion/acceptance
of ISO CapEx projects
GSIS Government Service Request for Purchase It is a transmittal list of doc, pdf, xls No ISO exception GSIS Information 2010 as need arises
Insurance System Receipts (PR) documentary Security Office
requirements needed in
PO creation/processing
GSIS Government Service Requisition and Issue A form used by ISO to xls, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System Voucher request Security Office
supplies/goods/services.
GSIS Government Service Root Cause Analysis (RCA) Is a report that allows for doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System a detailed examination of Security Office
the event in order to
identity the root causes
of faults or problems
GSIS Government Service Security Security tools used for doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System Applications/Tools identifying vulnerabilities Security Office
in applications and in the
network
GSIS Government Service Security Warranty Is a type of guarantee doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System required from the Security Office
contract awardee for such
period of time as may be
provided in the IRR, for
the procurement of
goods, in order to assure
that manufacturing
defects shall be corrected
by the supplier,
manufacturer, or
distributor

ACTUARY OFFICE
GSIS Government Service Service Request with SAP Refers to the form filled xls, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System User Agreement up by the Business Users Security Office
or Operating Unit
Concerned (OUC) in
requesting for an access,
change of access and
password reset.
GSIS Government Service Strategic Plans Refers to ISO process of doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System defining its direction or Security Office
plan
GSIS Government Service System Updates (RSU) Security checklist of ISO doc, pdf No ISO exception GSIS Information 2010 as need arises
Insurance System used during User Security Office
Acceptance Test and
Consolidated User
Requirement
GSIS Government Service Technology Risk Reports that helps xls, hardcopy No ISO exception GSIS Information 2016 Annual
Insurance System Assessments identify risks from the use Security Office
of technology that could
potentially cause
information loss or
financial or reputational
harm to GSIS.
GSIS Government Service Test Plans/Scripts A document describing doc, hardcopy No ISO exception GSIS Information 2010 N/A
Insurance System software testing scope Security Office
and activities
GSIS Government Service Training Certificate A document that doc, hardcopy No ISO exception GSIS Information 2010 N/A
Insurance System indicates completion of a Security Office
course or series of
courses
GSIS Government Service USER ACCESS Form to be signed by a doc, hardcopy, pdf No ISO exception GSIS Information 2010 N/A
Insurance System AGREEMENT new account user where Security Office
he/she acknowledges
his/her responsibility in
using and taking care of
the user ID and the
system. User recognizes
the confidentiality of the
information that he/she
could access in the
system through the User
Agreement form
GSIS Government Service User Access An excel file containing xls, hardcopy No ISO exception GSIS Information 2010 N/A
Insurance System Recertification list of users and their Security Office
access/ role assignment
subject for hor his/her
responsible manager's
review

ACTUARY OFFICE
GSIS Government Service Web Reports Is the measurement, doc, hardcopy No ISO exception GSIS Information 2010 N/A
Insurance System collection, analysis Security Office
and reporting of web data
for purposes of
understanding and
optimizing web usage
INFORMATION TECHNOLOGY SERVICES GROUP (ITSG)

GSIS Government Service Abstract of Canvass Summary of received PDF/Hardcopy No N/A Internal MMD Information n/a N/A
Insurance System proposals for small value Technology
procurement Services Group
GSIS Government Service Acknowledgement Signed Acknowledgement hardcopy no NWD Compactor Internal NWD Information 2012 As the need arises
Insurance System Receipts-Consumables Receipts issued to end- Technology
users Services Group
Insurance System Reciepts-IT Receipts issued to end- Technology
Equipment/Peripherals users Services Group
Insurance System Receipts-Service Units Receipts issued to end- Technology
GSIS Government Service Asset Master Data Bill of materials inclusive PDF/Hardcopy No N/A Internal ITSG-GSIS Information 2013 N/A
Insurance System of cost breakdown and Technology
accountability Services Group
GSIS Government Service Batch Job A batch job is a computer electronic - NO N/A Internal GSIS Information 2011-12 Daily
Insurance System program or set of computer Technology
programs processed in program of Services Group
batch mode and commands
submitted for execution
as a single unit
GSIS Government Service BATCH JOB SCHEDULE Shedule and timing when XLS, Hard Copy NO N/A Internal GSIS Information 2011-12 Monthly
Insurance System to specifically run a batch and PDF Technology
job Services Group
GSIS Government Service Batch Processing Run List of executed Batch Hard copy NO N/A Internal GSIS Information 2011-12 Daily
Insurance System Sheet Jobs Technology
Services Group
GSIS Government Service BOSCARD Document containing the Doc/PDF No N/A Internal ITSG-GSIS Information 2016 as need arises
Insurance System projects' Background, Technology
Objectives, Scope, Services Group
Constraints, Assumptions,
Risk, Deliverables
GSIS Government Service Business Requirements Document containing the PDF/Hardcopy No N/A Internal ITSG-GSIS End User 2015 As needed
Insurance System Document detailed business
requirements for systems
development project

ACTUARY OFFICE
GSIS Government Service Business/Systems The document details PDF No \\gsis.local\gsis\ Limited ITSG-GSIS Information 2014-01-17 as need arises
Insurance System Requirements the business solution for Documents\ Technology
(for outsource BRD) a project including the ITSGProjectMonitori Services Group
documentation of ngStatus
customer needs and
expectations.
GSIS Government Service Certificate of Acceptance A signed document Hard Copy NO N/A Internal ITSG-GSIS Information 2011 as need arises
Insurance System (ITSG projects only) accepting completeness Technology
and compliance of a Services Group
project/service in
deliverables accordance
to Terms of Reference /
Bid Documents
GSIS Government Service Certificate of Exclusivity Document declaration PDF No N/A Internal Service Provider Information n/a As needed
Insurance System stating the proprietary Technology
nature of the Services Group
services/product
GSIS Government Service Certification of A signed document Hard Copy NO N/A Limited ITSG-GSIS Information 2011 as need arises
Insurance System Completion (ITSG projects accepted from "vendor / Technology
only) service provider" claiming Services Group
completeness and
compliance of a
project/service
deliverables in
accordance to Terms of
Reference / Bid
Documents
GSIS Government Service Certification that the Document certifying that PDF No N/A Internal ITSG-GSIS Information 2014 As needed
Insurance System Project has not Started the project has not Technology
(ITSG projects only) started Services Group
GSIS Government Service Change Management Also called a Request for Electronic ticket No N/A Exception ITSG-GSIS Information January 2011 As need arises
Insurance System Request Change (RFC); Is a formal Technology
request for the Services Group
implementation of a
Change; The CMR
contains all information
required to approve a
Change. CMR ticket is
logged in IT Service
Management (ITSM)
System.
GSIS Government Service Complete Staff Work Document containing the DOC, Hard Copy NO N/A Internal ITSG-GSIS Information 2013 N/A
Insurance System (ITSG CONCERNS) projects' history relative and PDF Technology
to a specific action Services Group
request for approval

ACTUARY OFFICE
GSIS Government Service Consolidated User The form which defines PDF No https://sso- internal GSIS Information 2016-05-12 as need arises
Insurance System Requirement (CUR) the business emea.panaya.com/ Technology
requirements of the idp/profile/SAML2/ Services Group
application POST/SSO?
enhancement/changes to execution=e1s1
be done to the existing
systems. As long as there \\gsis.local\gsis\
will be an introduction of Documents\
new functionality or ITSGProjectMonitori
modification in the ngStatus\AMO
existing set up, regardless Project Monitoring\
of the complexity and risk SMQA CUR and RSU
level of the change, a CUR Monitoring\Scanned
should be given as CUR
attachment to the CMR.
CUR is provided by the
User or the Operating
Unit Concern (OUC).
GSIS Government Service Contract Agreement between GSIS PDF/Hardcopy No N/A Exception ITSG-GSIS Information 2009 As needed
Insurance System and vendor Technology
Services Group
GSIS Government Service Cost Proposals Document containing the PDF No N/A Internal ITSG-GSIS Information 2013 As needed
Insurance System justification for ABC, Technology
summary of cost Services Group
proposals, and proposals
submitted by prospective
service providers
Government Service Custodian Receipts Signed Custodian hardcopy no NWD Compactor Internal NWD Information 2012 As the need arises
Insurance System (Software Licenses) Receipts issued to end- Technology
GSIS Government Service DATA CENTER ACCESS A signed document Hard Copy and NO N/A Internal GSIS Information 2011-12 as need arises
Insurance System AND ACTIVITY SHEET detailing a specific Data PDF Technology
Center Access or Activity Services Group
for a given period
GSIS Government Service DATA CENTER AND DATA Any files related to Data DOC, XLS, PDF and NO N/A Internal GSIS Information 2011-12 as need arises
Insurance System RECOVERY FILES Center and Data Recovery Hard Copy Technology
Services Group
GSIS Government Service DATA CENTER DATA Signed documents DOC, XLS, PDF and NO N/A Internal GSIS Information 2011-12 as need arises
Insurance System RECOVERY (DCDR) detailing how the Data Hard Copy Technology
MANUALS, POLICIES AND Center Department Services Group
PROCEDURES operates
GSIS Government Service Data Center Facilities A document showing Hard Copy NO N/A Internal GSIS Information 2011-12 Daily
Insurance System Monitoring status of Data Center Technology
Facilities (Power, Cooling Services Group
and Protection)

ACTUARY OFFICE
GSIS Government Service Data Center Incident and A document showing Hard Copy NO N/A Internal GSIS Information 2011-12 as need arises
Insurance System Problem incidents/problems Technology
related to Data Center Services Group
Facilities (Power, Cooling
and Protection)
GSIS Government Service Data Center Media Tape A type of media used in N/A NO N/A Internal GSIS Information 2011-12 as need arises
Insurance System the Data Center for Technology
backing up and/or Services Group
restoration
GSIS Government Service Data Center Shift Hand- A document showing Hard Copy NO N/A Internal GSIS Information 2011-12 Daily
Insurance System over Report/Daily summary of Data Center Technology
Activity Report activities per work shift Services Group
GSIS Government Service Debugging Report Documents the program DOC, PDF no Panaya; Internal ITSG-GSIS Information 2013-09-04 as need arises
Insurance System trace done to identify \\gsis.local\gsis\ Technology
program error/bug Documents\ Services Group
SystemsDev\
DOCUMENTATION
GSIS Government Service Disbursement Voucher Checklist attached to PDF/Hardcopy No N/A Internal ITSG-GSIS Information 2013 As needed
Insurance System Review Form Computer Maintenance Technology
and CAPEX disbursement Services Group
vouchers listing the
supporting documents
attached
GSIS Government Service Disbursement Vouchers Transmittal of PDF/Hardcopy No N/A Internal ITSG-GSIS Information 2011 As needed
Insurance System disbursement voucher Technology
and supporting Services Group
documents to Controller
Group
GSIS Government Service Documents for COA (GR) Transmittal list of PDF/Hardcopy No N/A Internal ITSG-GSIS Information 2017 N/A
Insurance System documents endorsed to Technology
COA Services Group
GSIS Government Service Documents for GR Transmittal list of PDF/Hardcopy No N/A Internal ITSG-GSIS Information 2013 N/A
MMD for GR processing Services Group
GSIS Government Service Documents for PR Transmittal list of PDF/Hardcopy No N/A Internal ITSG-GSIS Information 2013 N/A
MMD for PR processing Services Group
GSIS Government Service Documents from MMD Documents returned by PDF/Hardcopy No N/A Internal MMD Information n/a N/A
Insurance System (GR) MMD upon completion of Technology
GR processing Services Group
GSIS Government Service Documents from MMD Documents returned by PDF/Hardcopy No N/A Internal MMD Information n/a N/A
Insurance System (PR) MMD upon completion of Technology
PR processing Services Group
GSIS Government Service Eligibility and Technical Documents pertaining to PDF/Hardcopy No N/A Internal GBAC GBAC n/a N/A
Insurance System Documents the legal & technical
eligibility of bidders
GSIS Government Service Financial Proposal Documents containing PDF/Hardcopy No N/A Internal GBAC GBAC n/a N/A
Insurance System the financial & itemized
bid of eligible bidders

ACTUARY OFFICE
GSIS Government Service HR Validation Documents containing PDF/Hardcopy No N/A Internal ITSG-GSIS End User 2017 N/A
Insurance System lists of participants for
the training requested
GSIS Government Service Implementation Plan This form contains the DOC, PDF No N/A Internal ITSG-GSIS Information March 2012 As need arises
Insurance System step by step activities Technology
needed for the seamless Services Group
and successful
implementation of the
CMR in Production.
Implementation plan is
attached in the CMR
ticket as part of Change
Management
requirements.
GSIS Government Service Individual Request Form Document containing PDF/Hardcopy No N/A Internal ITSG-GSIS End User 2017 N/A
Insurance System information about
participant and
justification to attend the
training
GSIS Government Service Information Systems Document containing 3- PDF No N/A Limited ITSG-GSIS Information 2011-08-01 Every 3 Years
Insurance System Strategic Plan year IT plan Technology
Services Group
GSIS Government Service Inventory Report of An inventory report of XLS and Hard NO N/A Internal GSIS Information 2011-12 Daily
Insurance System Physical Tape Media (Off- Tape Media used in the Copy Technology
Site and On-Site) Data Center Services Group
GSIS Government Service Kiosk Utilization kiosk utilization softcopy no \\192.168.251.159\KIIC Reports\2018 KIOSK UTILIZATION\
Internal NWD Information 2014 Monthly
Insurance System Technology
Services Group
GSIS Government Service Linear Tape Open (LTO) A type of media used in N/A NO N/A Internal GSIS Information 2011-12 as need arises
Insurance System 4/LTO6 the Data Center for Technology
restoration
GSIS Government Service LOGBOOK OF DATA A book detailing logs of Hard Copy NO N/A Internal GSIS Information 2011-12 as need arises
Insurance System CENTER VISITORS vendor's/service Technology
provider's access inside Services Group
the Data Center
GSIS Government Service Manual of Operations Document containing Doc/PDF No Corplan Portal Internal ITSG-GSIS Information 2015-07-08 As needed
Insurance System PIBF process description Technology
and process flow Services Group
GSIS Government Service Memorandum Request Document containing the PDF No N/A Internal ITSG-GSIS Information 1905-07-03 As needed
Insurance System for Procurement projects' approved Technology
budget, schedule of pre- Services Group
procurement conference
and mode of
procurement

ACTUARY OFFICE
GSIS Government Service Microfilms An old type of media used N/A NO N/A Internal GSIS Information 2011-12 as need arises
Insurance System in the Data Center for Technology
restoration
GSIS Government Service Minutes of Meetings A document which DOC/PDF NO N/A Limited ITSG-GSIS Information 1905-07-08 as need arises
Insurance System contains the details of Technology
discussions/agreements Services Group
during meetings within
ITSG and with other
departments/FG's.
GSIS Government Service MMD Transmittal Documents PDF/Hardcopy No N/A Internal MMD Information n/a As needed
Insurance System endorsed/returned by Technology
MMD requiring action Services Group
from ITSG
GSIS Government Service Network Lay-out Plan Network lay-out plan blue hardcopy no NWD File Cabinet Internal NWD Information 2012 As the need arises
Insurance System prints Technology
Services Group
GSIS Government Service Notice to Proceed Document containing the PDF/Hardcopy No N/A Exception ITSG-GSIS Information 2011 N/A
Insurance System effectivity date of the Technology
contract Services Group
GSIS Government Service OPERATIONS A signed document XLS, Hard Copy NO N/A Internal GSIS Information 2011-12 as need arises
Insurance System ACCEPTANCE TESTING detailing criteria of a and PDF Technology
change request before Services Group
deployment to
production
GSIS Government Service Performance Security Bond submitted by the PDF/Hardcopy No N/A Exception ITSG-GSIS Information 2013 N/A
Insurance System vendor to ensure Technology
satisfactory performance Services Group
of services
GSIS Government Service PIR Sign Off The form includes project PDF No https://sso- Limited ITSG-GSIS Information 2018-04-13 as need arises
Insurance System details, such as: project emea.panaya.com/ Technology
name, reference number, idp/profile/SAML2/ Services Group
PIR completion date, POST/SSO?
remarks and internal execution=e1s1
department affected. This
form officially ends the
project and helps ensure
the project finish well
with no loose ends.
GSIS Government Service Playbook Work Instruction Manual pdf No \\gsis.local\gsis\Documents\SysAdmin\4. Others_All Technical-related
Internal docs SysAd / DAD Information 2014-01-01 As needed
Insurance System for various procedures Technology
Services Group

ACTUARY OFFICE
GSIS Government Service Program Documentation Form used for DOC, PDF no Panaya; Internal ITSG-GSIS Information 2013-08-07 as need arises
Insurance System documenting changes to \\gsis.local\gsis\ Technology
every program revised for Documents\ Services Group
the project SystemsDev\
DOCUMENTATION
GSIS Government Service Project Management Plan The document is a formal, PDF/Hardcopy No \\gsis.local\gsis\ Internal ITSG-GSIS Information 2014/01/016 as need arises
Insurance System (Outsource projects) approved document used Documents\ Technology
to manage project ITSGProjectMonitori Services Group
execution. The PMP ngStatus
documents the actions
necessary to define,
prepare, integrate and
coordinate the various
planning activities. The
PMP defines how the
project is executed,
monitored and
controlled, and closed.
GSIS Government Service Project Plan The document which is PDF No https://sso- internal ITSG-GSIS Information 2015-07-28 as need arises
Insurance System design to guide the emea.panaya.com/ Technology
control and idp/profile/SAML2/ Services Group
implementation of a POST/SSO?
project. This is prepared execution=e1s1
and defined when
starting any project. This
includes the project team
composition, their roles
and responsibilities,
project activities,
deliverables, and
schedules.
GSIS Government Service Pullout Receipts Form used for pullout of doc No \\gsis.local\gsis\ Internal SysAd Information 2012-01-31 As needed
Insurance System IT server / equipment Documents\ Technology
SysAdmin\1. SysAD Services Group
& DBA Forms
GSIS Government Service Purchase Order Document issued by GSIS PDF/Hardcopy No N/A Limited ITSG-GSIS Information 2011 As needed
Insurance System to the winning vendor to Technology
establish items for Services Group
purchase and
corresponding amount

ACTUARY OFFICE
GSIS Government Service Quality Assurance (QA) The form use by the QA PDF No Panaya Internal ITSG-GSIS Information 2013-01-18 As Need Arises
Insurance System Testing Documents Department to record the Technology
testing activities per Shared Folder: Services Group
project which should \\192.168.123.192\
include the testing qad shared
environment, its scope
and limitations, results
and other items needed
for the internal testing of
the project.
GSIS Government Service Reel Tapes An old type of media used N/A NO N/A Internal GSIS Information 2000 as need arises
Insurance System in the Data Center for Technology
restoration
GSIS Government Service Request for Quotation Request of GSIS for PDF/Hardcopy No N/A Limited MMD Information n/a As needed
Insurance System submission of quotation Technology
Services Group
GSIS Government Service Request for Storage of Transmittal list of PDF/Hardcopy No N/A Internal ITSG-GSIS Information 2017 N/A
Insurance System Contracts and documents endorsed to Technology
Performance Bond RMD for safekeeping Services Group
GSIS Government Service Requisition and Issue Document containing PDF No N/A Internal ITSG-GSIS Information 2011 As needed
Insurance System Voucher projects' approved Technology
budget, GL Account, Fund Services Group
Center and Certification
of Funds Availability
GSIS Government Service Root Cause Analysis The technical document PDF \\gsis.local\gsis\ Internal ITSG-GSIS Information September 2014 As needed arises
Insurance System which describe the Documents\ Technology
detailed events leading to SystemAnalysisAndD Services Group
reported incident, esign\Project
theactivity that ioccured, Documents
the reason of occurrence
and the mitigation plan
initiated.
GSIS Government Service SAD/DAD Files Various documents used doc/xls/pdf No \\gsis.local\gsis\ Internal SysAd / DAD Information 2012-01-31 As needed
Insurance System by the department Documents\ Technology
SysAdmin\1. SysAD Services Group
& DBA Forms
GSIS Government Service SAP Transport List List of SAP devkeys to be XLS, PDF no Panaya; Internal ITSG-GSIS Information 2013-12-16 as need arises
Insurance System deployed to implement a \\gsis.local\gsis\ Technology
specific project. This is Documents\ Services Group
attached in the CMR SystemsDev\
ticket as part of Change DOCUMENTATION
Management
Requirements

ACTUARY OFFICE
GSIS Government Service SERVICE DELIVERY Department Microsoft Word & No N/A Exception GSIS Information 2011-01-01 As the need arises
Insurance System MANAGEMENT FILES Administrative files Excel Technology
including perfomance Services Group
monitoring and contract,
MOM, Process Manuals,
Project documents, etc.
GSIS Government Service Service Desk Tickets There are two (2) types of Electronic Ticket No N/A Exception GSIS Information 2010-01-01 As the need arises
Insurance System Service Desk Tickets: Technology
Service Request and Services Group
Incident ticket. Service
Requests are formal
requests from employees
for provision of IT
Services; Incidents are
disruption on normal
operation or IT issues
raised by affected
employees. Service
request and Incident
tickets are being logged in
IT Service Management
(ITSM) System, raised via
email to
ITSD@gsis.gov.ph, or
raised via phone call to
Avaya 4911.

ACTUARY OFFICE
GSIS Government Service Service Level Agreement This Agreement PDF No N/A Exception GSIS Information September 2014 As need arises
Insurance System (SLA) represents a Service Level Technology
Agreement ("SLA" or Services Group
"Agreement") between
the “Service Provider” -
Information Technology
Services Group (ITSG) and
“Customer” - GSIS
Functional Groups (FGs)
and Board of Trustees
(BOT) for the provision of
IT services required to
support and sustains GSIS
products or services. The
SLA describes the IT
Service, documents
Service Level Targets and
Metrics, and specifies the
responsibilities of the
Service Provider and the
Customer.
GSIS Government Service Service Obligation Document containing the PDF/Hardcopy No N/A Internal ITSG-GSIS End User 2016 N/A
Insurance System Contract agreement between GSIS
& trainee/participants
GSIS Government Service Service Report Project related PDF/Hardcopy No N/A Internal Vendor Information 2016 N/A
Insurance System requirements and reports Technology
(health check reports/ Services Group
additional supporting
documents for payment)
GSIS Government Service Standards Review Documentation of the DOC, PDF no Panaya; Internal ITSG-GSIS Information 2013-08-13 as need arises
Insurance System review done on objects \\gsis.local\gsis\ Technology
revised for the specific Documents\ Services Group
project SystemsDev\
DOCUMENTATION

ACTUARY OFFICE
GSIS Government Service System Updates (RSU) The form used to initiate PDF No https://sso- internal ITSG-GSIS Information 2013-12-09 as need arises
Insurance System system updates to fix emea.panaya.com/ Technology
system bugs of the GSIS idp/profile/SAML2/ Services Group
application POST/SSO?
execution=e1s1
\\gsis.local\gsis\
Documents\
ITSGProjectMonitori
ngStatus\AMO
Project Monitoring\
SMQA CUR and RSU
Monitoring\Scanned
RSU
GSIS Government Service Systems and Process Flow Process Manual of every pdf No IT Officer IV of DAD Internal SysAd / DAD Information 2015-06-31 As needed
Insurance System procedures safe keeping Technology
Services Group
GSIS Government Service Technical Documentation Documents containing PDF/Hardcopy No N/A Internal ITSG-GSIS End User 2015 As needed
Insurance System the detailed technical
requirements for systems
development project
GSIS Government Service Technical Specifications Technical Specifications softcopy no Internal

\\RAVLAZA\Users\ravlaza\Desktop\ITSG Budget Guidelines NWD Information 2012 As the need arises
Insurance System of Desktop, Printer and Technology
Scanner as indicated in Services Group
the ITSG Budget
Guidelines
GSIS Government Service Technical Specifications The technical document PDF \\gsis.local\gsis\ Internal ITSG-GSIS Information March 2012 As needed arises
Insurance System and Design which defines the Documents\ Technology
technical design of a SystemAnalysisAndD Services Group
system including its flow esign\Project
chart, process flow, data Documents
dictionary and diagrams
GSIS Government Service Technical Specifications The preparation of .pdf No \\gsis.local\gsis\ internal ITSG-GSIS Information 2016-10-01 as need arises
Insurance System Extraction technical specifications Documents\ Technology
and instructions for new ProductionSupportD Services Group
extraction requests. ept\PSD_DOCS\
TECH_SPECS
GSIS Government Service Technical Specifications- Technical Specifications softcopy no \\RAVLAZA\Users\ravlaza\Desktop\ITSG Budget Guidelines
Internal NWD Information 2012 As the need arises
Insurance System Desktop of Desktop, Printer and Technology
the ITSG Budget
Guidelines

ACTUARY OFFICE
GSIS Government Service Technical Specifications- Technical Specifications softcopy no \\RAVLAZA\Users\ravlaza\Desktop\ITSG Budget Guidelines
Internal NWD Information 2012 As the need arises
Insurance System Printer of Desktop, Printer and Technology
the ITSG Budget
Guidelines
GSIS Government Service Technical Specifications- Technical Specifications softcopy no Internal

\\RAVLAZA\Users\ravlaza\Desktop\ITSG Budget Guidelines NWD Information 2012 As the need arises
Insurance System Scanner of Desktop, Printer and Technology
the ITSG Budget
Guidelines
GSIS Government Service Terms of Document containing the PDF No N/A Exception ITSG-GSIS GBAC 1905-07-03 As needed
Insurance System Reference/Scope of requirements to be
Work/Technical delivered by the bidder
Specifications
GSIS Government Service Test Matrix The form used to convey PDF No https://sso- internal ITSG-GSIS Information 2016-10-14 as need arises
Insurance System progress of the project emea.panaya.com/ Technology
status report. This is idp/profile/SAML2/ Services Group
simply a spreadsheet that POST/SSO?
suggests test and execution=e1s1
captures test results by
laying them out in the
form of a table.
GSIS Government Service Test Plan The scope of the system PDF No Panaya Internal ITSG-GSIS Information 2015-07-13 As Need Arises
Insurance System tests, the general strategy Technology
to adopt, the activities Shared Folder: Services Group
that should be carried \\192.168.123.192\
out, the general qad shared
resources needed and the
processes and methods
that will be followed for
the tests on each release
are indicated in this
document, as well as the
effort required to
perform the system tests.

ACTUARY OFFICE
GSIS Government Service Test Script Refers to the plans for the PDF, XLS No Panaya Internal ITSG-GSIS Information 2015-07-13 As Need Arises
Insurance System User Acceptance Testing Technology
(UAT) activity of the Shared Folder: Services Group
project. \\192.168.123.192\
qad shared
The scope of the system
tests, the general strategy
to adopt, the activities
that should be carried
out, the general
resources needed and the
processes and methods
that will be followed for
the tests on each release
are indicated in this
document, as well as the
effort required to
perform the system tests.
GSIS Government Service Tracking Sheet Document containing the PDF/Hardcopy No N/A Internal ITSG-GSIS Information 2013 As needed
Insurance System tracking history of the Technology
payment documents Services Group
being routed
GSIS Government Service Training Certificate Certificate issued to the PDF/Hardcopy No N/A Internal ITSG-GSIS End User 2014 N/A
Insurance System attendee/participants by
the training provider
GSIS Government Service Training Invitation Training invitation of the PDF/Hardcopy No N/A Internal ITSG-GSIS End User 2016 N/A
Insurance System prospective training
provider
GSIS Government Service Transmittal lists of UMID A signed document DOC and Hard NO N/A Internal ITSG-GSIS Information 2011-2012 as need arises
Insurance System extracted records for card detailing the Copy Technology
printing endorsement, receipt and Services Group
turn-over of extracted
UMID records for card
printing
GSIS Government Service Transmittal of Transmittal list of PDF No N/A Internal ITSG-GSIS Information 2018 As needed
Insurance System TORs/SOW/Technical TORs/SOW/Technical Technology
Specifications to OPGM Specifications endorsed Services Group
to OPGM
GSIS Government Service Transmittal to GBAC Transmittal list of PDF No N/A Internal ITSG-GSIS Information 2015 As needed
GBAC for procurement Services Group
GSIS Government Service Transmittal to MMD Transmittal list of PDF/Hardcopy No N/A Internal ITSG-GSIS Information 2015 As needed
MMD for procurement Services Group
GSIS Government Service UNIFIED MEMBER's ID Extracted records of GSIS TXT, etc. NO N/A Internal GSIS Information 2011-2012 as need arises
Insurance System (UMID) Files Members Technology
Services Group

ACTUARY OFFICE
GSIS Government Service Unit Test for Extracted Used to test and review .pdf No \\gsis.local\gsis\ internal ITSG-GSIS Information 2016-10-01 as need arises
Insurance System Data extracted data output Documents\ Technology
according to specification. ProductionSupportD Services Group
ept\PSD_DOCS\
UNITTEST_UAT
GSIS Government Service Unit/ Integration Testing Form used for DOC, PDF no Panaya; Internal ITSG-GSIS Information 2013-08-01 as need arises
Insurance System documenting system \\gsis.local\gsis\ Technology
development test results Documents\ Services Group
SystemsDev\
DOCUMENTATION
GSIS Government Service User Acceptance Refers of the form signed PDF No Panaya Internal ITSG-GSIS Information 2013-01-18 As Need Arises
Insurance System Certificate by the all concerned to Technology
confirm that the Shared Folder: Services Group
application passed UAT \\192.168.123.192\
testing qad shared
GSIS Government Service User Acceptance Test Refers to the step-by-step PDF, XLS No Panaya Internal ITSG-GSIS Information 2013-01-17 As Need Arises
Insurance System Scripts/ Screen Shots procedure of the UAT Technology
Results testing which should Shared Folder: Services Group
include the expected \\192.168.123.192\
results. This is provided qad shared
by the UAT Team and the
related data that will be
used during the testing.
GSIS Government Service User Acceptance Testing Documents pertaining to PDF/Hardcopy No N/A Internal ITSG-GSIS End User 2013-01-18 As needed
Insurance System Certificate the projects'
implementation
GSIS Government Service User Access Agreement Is a formal contract which Microsoft Word No N/A Exception GSIS Information 2017-01-01 As the need arises
Insurance System sets out the terms on Technology
accessing GSIS Services Group
computerized data
systems which may
include personally
identifiable membership
and financial information.
GSIS Government Service Warranty Certificate Certificate issued by the PDF/Hardcopy No N/A Internal Vendor Information n/a As needed
Insurance System vendor indicating the Technology
warranty period of the Services Group
item delivered
GSIS Government Service Warranty Security Bond submitted by the PDF/Hardcopy No N/A Internal Vendor Information n/a As needed
Insurance System vendor as warranty for Technology
items and/or services Services Group
rendered
INSURANCE GROUP (IG)

GSIS Government Service Acknowledgment Letter Letter acknowledging Standard No IG area limited GSIS Marketing 2016 - Present Daily
Insurance System receipt of letter from
assured
GSIS Government Service Airport Liability Application form for Standard No IG area Exception GSIS Underwriting 2012 - present Annually
Insurance System Application Form Airport Liability Insurance

ACTUARY OFFICE
GSIS Government Service Annual Report Report generated on Standard, excel, No IG area internal GSIS Marketing 2016 - Present Monthly
Insurance System (Production) business generated for CD
General Insurance
GSIS Government Service Appraisal/Survey Report Report generated by Standard No IG area Exception GSIS Underwriting 2013 - present Annually
Insurance System Underwriting after
inspection of properties
to determine risks
GSIS Government Service Audit Report Report from IASO or COA Excel, standard No IG area internal GSIS Marketing 2016 - Present Annually
Insurance System
GSIS Government Service Aviation Application Form Application form for Standard No IG area Exception GSIS Underwriting 2005 - present Annually
Insurance System Aviation Insurance
GSIS Government Service Bankers Blanket Bond Application form for BBB Standard No IG area Exception GSIS Underwriting 2015 - present Annually
Insurance System Policy Application Form policy insurance
GSIS Government Service Bill of Lading Supporting Document for Standard No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System Marine Cargo Insurance
GSIS Government Service Cases Filed supporting document for Standard No IG area Exception GSIS Underwriting 2008 - present Annually
Insurance System DOLI application
GSIS Government Service Certificate of Funds Supporting documents Standard, PDF No IG area Exception GSIS Underwriting 2000 - present Annually
Insurance System Availability required when availing an
insuance policy stating
that funds are available to
pay for the premium of
the insurance
GSIS Government Service Civil Engineering Application form for CECR Standard No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System Completed Risk insurance
Application Form
GSIS Government Service Comprehensive General Application form for CGL Standard No IG area Exception GSIS Underwriting 2010 - present Annually
Insurance System Liability Application Form Insurance
GSIS Government Service Contractors All Risks Application form for CARI Standard No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System Application Form
GSIS Government Service Declarations of Shipment Supporting document Standard No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System required for Marine
Cargo Insurance
GSIS Government Service Deed of Sale Supporting document for Standard No IG area Exception GSIS Underwriting 2015 - present Annually
Insurance System Motor Vehicle Insurance
GSIS Government Service Directors and Officers Application Form for Standard No IG area Exception GSIS Underwriting 2008 - present Annually
Insurance System Liability Insurance (DOLI) - DOLI
application form
GSIS Government Service Disbursement Voucher form used to have a Standard No IG area Exception GSIS Marketing 2016 - Present Monthly
Insurance System check made to pay an
individual or an
organization for
merchandise sold or
services rendered.

ACTUARY OFFICE
GSIS Government Service Dishonesty, Application Form for DDD Standard No IG area Exception GSIS Underwriting 2008 - present Annually
Insurance System Disappearance and Insurance
Destruction application
form
GSIS Government Service Electronic Equipment Application Form for Standard No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System application form Electronic Equipment
Insurance
GSIS Government Service Endorsement Request Letter request for change Standard No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System in the policy
GSIS Government Service Enhanced Fire (ONLI) Application Form for Standard, pdf No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System application form Optional Non-Life
Insurance Fire
GSIS Government Service Erection All Risks Application form for Standard No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System Application form Erection All Risk
Insurance
GSIS Government Service Financial Statement Supporting documents Standard No IG area Exception GSIS Underwriting 2008 - present Annually
Insurance System required for a DOLI
Insurance
GSIS Government Service Fine Arts Application form Application Form Standard No IG area Exception GSIS Underwriting 2010 - present Annually
Insurance System template for Fine Arts
Insurance
GSIS Government Service Hull Insurance - Appplication form for Standard No IG area Exception GSIS Underwriting 2012 - present Annually
Insurance System application form Marine Hull
GSIS Government Service Industrial All Risk - Application form for IAR Standard No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System application form Insurance
GSIS Government Service Insurance Application Letter request from Standard No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System /Letter request for assured requesting for
insurance cover insurance coverage of
their properties
GSIS Government Service Insurance Proposal Insurance Proposal for Standard No IG area Exception GSIS Marketing 2016 - Present Annually
Insurance System assured
GSIS Government Service Inventory list of Supporting documents Standard, excel, No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System property/ies required when availing an word
insuance policy which lists
the properties to be
insured
GSIS Government Service List of Mailed Transmittal for mailing Standard No IG area Exception GSIS Marketing 2016 - Present Daily
Insurance System Policies/Communications letters sent to the
Records Management
Department
GSIS Government Service Machinery Breakdown Application form for MBI Standard IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System Insurance - application
form
GSIS Government Service Marine Cargo Insurance - Application Form for Standard, doc file No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System APPLICATION form Marine Cargo Insurance

ACTUARY OFFICE
GSIS Government Service Memorandum of is a written document Standard No IG area Exception GSIS Marketing 2016 - Present Annually
Insurance System Agreement (MOA) that describes and
defines the cooperative
relationship between two
parties who want to work
together to achieve
common goals
GSIS Government Service Mercantile Robbery and Application for MSRB Standard No IG area Exception GSIS Underwriting 2000 - present Annually
Insurance System Safe Burglary Application Insurance
Form
GSIS Government Service Money, Securities and Application form for Standard No IG area Exception GSIS Underwriting 2000 - present Annually
Insurance System Payroll Robbery - MSPR Insurance
application form
GSIS Government Service Motor Vehicle ONLI - Application form for Standard, pdf No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System APPLICATION form Motor Vehicle Insurance
GSIS Government Service Motor Vehicle Traditional Application Standard No IG area Exception GSIS Underwriting 2000 - present Annually
Insurance System - APPLICATION form form/template for Motor
Vehicle Insurance for
Government agencies
GSIS Government Service Motor Vehicle OR/CR Supporting document for Standard No IG area Exception GSIS Underwriting 2000 - present Annually
Insurance System Motor Vehicle Insurance
GSIS Government Service Movable Comprehensive - Application form for Standard No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System application form Movable Comprehensive
Insurance
GSIS Government Service Personal Accident Application form for Standard, pdf No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System Insurance (ONLI) - Personal Accident
application form Insurance
GSIS Government Service Personnel for Insurance Supporting document for Standard, excel No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System Personnel Accident
Insurance listing the
names and other
pertinent details of
persons to be insured
GSIS Government Service Pictures of Supporting document for Standard No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System properties/vehicles Motor Vehicle Insurance
GSIS Government Service Property Insurance FIRE Application form for Fire Standard, doc file No IG area Exception GSIS Underwriting 2007 - present Annually
Insurance System Traditional - APPLICATION Insurance for gov't
form agencies
GSIS Government Service Proposal Letter Cover letter for insurance Standard No IG area Exception GSIS Marketing 2016 - Present Annually
Insurance System proposal
GSIS Government Service Purchase Order form issued by buyer to Standard No IG area Exception GSIS Marketing 2016 - Present Annually
Insurance System seller on agreed goods
and/or services

ACTUARY OFFICE
GSIS Government Service Renewal Advice Renewal sent to assured Standard No IG area Exception GSIS Marketing 2016 - Present Annually
Insurance System reminding them to renew
on time their expiring
policies
GSIS Government Service Sabotage and Terrorism - Application form for Standard, doc file No IG area Exception GSIS Underwriting 2012 Annually
Insurance System APPLICATION form Sabotage and Terrorism
GSIS Government Service Seaworthiness Certificate Supporting documents Standard No IG area Exception GSIS Underwriting 2012 Annually
Insurance System for Marine Hull Insurance
GSIS Government Service Travel Order Document which Standard No IG area Exception GSIS Marketing 2016 - Present Monthly
Insurance System authorizes employees to
travel in a given date for a
given purpose
GSIS Government Service Action Sheet A form accomplished by Standard (hard Application http://www.gsis.gov.ph/downloadable-forms/ Limited Application/ Bonds Unit 2005 daily
Insurance System the bond underwiter, copy) and Checklist Action Sheet/
stating pertinent details _ YES , Action Checklist - GSIS
of the bond application, Sheet, Articles Articles of
including the networth of Incorporation/
and capacity of the bond Incorporatin/P Partnership -
applicant, for the artnership NO Bond Applicant/
consideration and/or Principal
approval of the
authorized officer based
on MOSAA.
GSIS Government Service Additional Terms and Part of the policy issued Standard No IG Area Internal Agency Underwriting 2007 - present Annually
Insurance System Conditions to Agency/Assured in
additional to the standard
policy wordings.
GSIS Government Service Airworthiness Certificate Certificate issued by CAAP Standard No N/A Internal GSIS Underwriting 2012 - present Annually
Insurance System to measure if an aircraft is
suitable for a safe flight.
GSIS Government Service Article of Incorporation Refers to a set of formal Standard (hard Application http://www.gsis.gov.ph/downloadable-forms/ Public Application/ Bonds Unit 2005 Annually
Insurance System documents filed with the copy) and Checklist Action Sheet/
Security and Exchange _ YES , Action Checklist - GSIS
Commission (SEC) to Sheet, Articles Articles of
legally document the of Incorporation/
creation of a corporation Incorporatin/P Partnership -
and recognized the same artnership NO Bond Applicant/
as a corporate entity. It Principal
must contain pertinent
information such as the
firm's name, street
address, agent for service
of process, and the
amount and type of stock
to be issued.

ACTUARY OFFICE
GSIS Government Service Articles of Partnership It a document Standard (hard Application http://www.gsis.gov.ph/downloadable-forms/ Public Application/ Bonds Unit 1976 Annually
Insurance System representing a voluntary copy) and Checklist Action Sheet/
contract between/among _ YES , Action Checklist - GSIS
two or more persons to Sheet, Articles Articles of
place their capital, labor, of Incorporation/
and skills into business, Incorporatin/P Partnership -
with the understanding artnership NO Bond Applicant/
that there will be a Principal
sharing of profits and
losses between/among
partners. The said Articles
of Partnership is being
filed with the SEC.
GSIS Government Service Bank Confirmation A letter issued by the Standard (hard NO N/A Limited Bank Bonds Unit 2013 Annually
Insurance System bank in relation to the copy)
bank collateral posted by
the PRINCIPAL
GSIS Government Service Bank Guarantee A form of collateral issued Standard (hard NO N/A Limited Bond Bonds Unit 1976 Annually
Insurance System by a bank and which was copy) Applicant/Principa
offered and assigned by l
the PRINCIPAL in favor of
GSIS as security for the
bond issuance.
GSIS Government Service Bid Files Various files of bidded Standard No IG Area Internal Agency Underwriting 2012 Annually
Insurance System accounts
GSIS Government Service Bill - Underwriting Document issued to the Standard No IG Area Internal Agency Underwriting 2000 Daily
Insurance System Agency/Assured which
indicate the amount to be
paid for their insurance
cover.
GSIS Government Service BIR Income Tax Return A document being filed Standard (hard NO N/A Limited Bond Bonds Unit 1976 Annually
Insurance System with the BIR reporting copy) Applicant/Principa
one's income, profit and l
losses of business and
other deductions as well
as details about your tax
refund and tax liability.

ACTUARY OFFICE
GSIS Government Service BIR Tax Clearance An official document Standard (hard NO N/A Limited Bond Bonds Unit 2013 Annually
Insurance System issued by the Bureau of copy) Applicant/Principa
Internal Revenue (BIR) in l
the Philippines. It is
commonly requested by
the taxpayers or
businesses used as a
verification to the
investors or clients that
the business is tax
compliant or of good
standing.
GSIS Government Service BIR Tax Receipts Official receipts issued by Standard (hard NO N/A Limited Bond Bonds Unit 2013 Annually
Insurance System BIR upon payment of copy) Applicant/Principa
owner of Income tax due l
GSIS Government Service Bond An agreement among Standard (hard NO N/A Limited GSIS Bonds Unit 1976 daily
Insurance System three parties whereby a copy)
SURETY guarantees the
performance of an
obligation or undertaking
by another party called
the PRINCIPAL or
OBLIGOR in favor of the
third party called the
OBLIGEE.
GSIS Government Service Bond Application A form accomplished by Standard (hard Application http://www.gsis.gov.ph/downloadable-forms/ exception and internal Application/ Bonds Unit 2005 daily
Insurance System the bond applicant stating copy) and Checklist Action
the summary of the bond _ YES , Action Sheet/Checklist -
application such type of Sheet, Articles GSIS
bond, amount and term of Articles of
of the bond. Incorporatin/P Incorporation/Par
artnership NO tnership - Bond
Applicant/Principa
l
GSIS Government Service Business Permit Issued by a local Standard (hard NO N/A Limited Bond Bonds Unit 2013 Annually
Insurance System govenrment unit (LGU) copy) Applicant/Principa
which is required for l
every business wishing to
operate in the
Philippines.

ACTUARY OFFICE
GSIS Government Service By Laws Is a corporation's official Standard (hard NO N/A Limited Bond Bonds Unit 1976 Annually
Insurance System documents for organizing, copy) Applicant/Principa
governing, and operating. l
It sets forth the internal
operating rules the
corporation must follow
and detail the roles of
board members and
officers.
GSIS Government Service Cash Collateral Means cash denominated Standard (hard NO N/A Limited Bond Bonds Unit 1976 Annually
Insurance System in Philippine currency or copy) Applicant/Principa
manager’s/cashier’s l
checks issued by a
reputable bank given as
collateral to secure a
bond. It is also a
collateral security offered
and assigned by the
PRINCIPAL as security for
the bond issued or to be
issued by the SURETY.
GSIS Government Service Certificate of Funds Certification from the Standard No IG Area Internal Agency Underwriting 2013 Annually
Insurance System Availability Agency that funds are
available to pay the
premium of their policy
or in case of bond claim.
GSIS Government Service Certificate of Registration It is a basic requirement Standard (hard NO N/A Limited Bond Bonds Unit 2005 Annually
Insurance System in the conduct of one's copy) Applicant/Principa
business in the l
Philippines.

ACTUARY OFFICE
GSIS Government Service Certificate of Time It is an interest bearing Standard (hard NO N/A Limited Bond Bonds Unit 2005 Annually
Insurance System Deposit bank deposit account that copy) Applicant/Principa
has a specified date of l
maturity such as a savings
account or certificate of
time of deposit. The
funds in these accounts
must be held for a fixed
term and include the
understanding that the
depositor can make a
withdrawal only by giving
notice. It is collateral
security offered and
assigned by the
GSIS Government Service Certification of No A certification issued by Standard (hard NO N/A Limited Bond Bonds Unit 2013 Annually
Insurance System Outstanding Liability from the Bond Obligee copy) Applicant/Principa
the Obligee confirming that the bond l
applicant has no more
liability and has been
cleared by its office.
GSIS Government Service Checklist of Documentary Refers to list of Standard (hard Application http://www.gsis.gov.ph/downloadable-forms/ Public Application/ Bonds Unit 1994 daily
Insurance System Requirements for Bond documentary copy) and Checklist Action
Application requirements needed for _ YES , Action Sheet/Checklist -
bond application. Sheet, Articles GSIS
of Articles of
Incorporatin/P Incorporation/Par
artnership NO tnership - Bond
Applicant/Principa
l
GSIS Government Service Company Profile A document which Standard (hard NO N/A Limited Bond Bonds Unit 2013 Annually
Insurance System includes firm's history, copy) Applicant/Principa
organizational and l
management structure,
past, current, and
anticipated performance,
and its reputation, and
the standing of its good
and services

ACTUARY OFFICE
GSIS Government Service Condominium Certificate A form of collateral Standard (hard NO N/A Limited Bond Bonds Unit 2005 Annually
Insurance System of Title (CCT) offered and assigned by copy) Applicant/Principa
the PRINCIPAL in favor of l
GSIS as security for the
bond issuance.
GSIS Government Service Consignor Statement A form duly accomplished Standard (hard Yes http://www.gsis.gov.ph/downloadable-forms/ Limited Bond Bonds Unit 2013 Annually
Insurance System by a person other than copy) Applicant/Principa
the PRINCIPAL to show l
its/his/her bonafide
intention to bind
itself/himself/herself as
co-indemnitor with the
PRINCIPAL and liable in
his/her personal capacity,
stating therein its/his/her
corporate or personal
circumstances together
with properties (real or
personal) owned and
other source of income in
order to determine
its/his/her net financial
contracting capacity.
GSIS Government Service Corporate Secretary It is a document that is Standard (hard NO N/A Limited Bond Bonds Unit 1976 Annually
Insurance System Certificate signed and sealed by the copy) Applicant/Principa
Secretary of the l
Corporation, stating,
among others, the list of
present directors and
officers and the name of
the officer/representative
authorized by the
Corporation to sign the
bond and all other
relevant documents.
GSIS Government Service Cover Note Temporary cover issued Standard No IG Area Internal Agency Underwriting 2012 Annually
Insurance System to the Agency/Assured
pending issuance of the
policy.
GSIS Government Service Deed of Assignment It is a document Standard (hard NO N/A Limited Bond Bonds Unit 2005 Annually
Insurance System representing the copy) Applicant/Principa
assignment by the l
PRINCIPAL of its/his bank
deposit in favor of GSIS as
security for the bond
issuance.

ACTUARY OFFICE
GSIS Government Service Deed of Real Estate A contract in which a Standard (hard NO N/A Limited GSIS Bonds Unit 1994 Annually
Insurance System Mortgage (DREM) specific real property is copy)
conveyed to secure the
fulfillment of an
obligation, without the
necessity of change of
possession. It is collateral
assigned by the
issued by the GSIS.
GSIS Government Service Disbursement Voucher It is a form used to have Standard (hard NO N/A Limited GSIS Bonds Unit 2008 Monthly
Insurance System the check made to pay to copy)
an individual or a
corporation as a refund of
cash collateral or for any
other purpose.
GSIS Government Service Financial Statement Documents used to gauge Standard (hard NO N/A Limited Bond Bonds Unit 1994 Annually
Insurance System or measure company's copy) Applicant/Principa
capital and l
creditworthiness. The
components of the
financial statements are:
1.) Report of Independent
Certified Public
Accountant , 2.) Balance
Sheet, 3.) Income
Statement, 4.) Statement
of Cash Flows, 5.) Notes
to the financial
statement. It is one of
the documents that need
to be submitted in
support of the bond
application.
GSIS Government Service General Information Document that must be Standard (hard NO N/A Limited Bond Bonds Unit 2005 Annually
Insurance System Sheet - Securities and submitted on a yearly copy) Applicant/Principa
Exchange Commission basis by every company l
(SEC) registered with the
Securities Exchange
Commission (SEC)

ACTUARY OFFICE
GSIS Government Service Indemnity Agreement It is a side contract Standard (hard No N/A Limited GSIS Bonds Unit 1976 daily
Insurance System between the PRINCIPAL copy)
and the SURETY which
provides that in case the
SURETY is compelled to
pay or settle a claim of
the OBLIGEE when the
PRINCIPAL violates its/his
contract, the PRINCIPAL
and/or his co-indemnitor
shall become jointly and
severally liable to the
SURETY to answer for any
loss, damage, expense,
and costs which the
surety may incur or
sustain by reason of such
default, with stipulated
interests and attorney’s
fees.
GSIS Government Service Inspection/survey Report Report on the ocular Standard No IG Area Internal Agency Underwriting 2010 Annually
Insurance System inspection conducted on
the insured/insurable
properties of the
Agency/Assured.
GSIS Government Service Insurance Proposal Insurance proposal Standard No IG Area Internal Agency Underwriting 2010 Annually
Insurance System offered to the Agency in
response to their request
for insurance cover. This
includes the amount of
insurance , corresponding
premium of the
property/ies to be
covered and terms and
conditions of the policy.
GSIS Government Service Inventory list of List of insurable Standard No IG Area Internal Agency Underwriting 2010 Annually
Insurance System property/ies properties transmitted by
the Agency/Assured to
GSIS.

ACTUARY OFFICE
GSIS Government Service Invitation to Bid Is an invitation to Standard (hard NO N/A Limited Bond Bonds Unit 1994 daily
Insurance System contractors or equipment copy) Applicant/Principa
suppliers to submit an l
offer on a specified
project to be realized or
product or service to be
furnished. One of the
requirements in support
of the Bidder's bond
application.
GSIS Government Service Land Registration Certified true copy issued Standard (hard NO N/A Limited Bond Bonds Unit 2005 Annually
Insurance System Authority (LRA) issued by Land Registration copy) Applicant/Principa
land title Authority (LRA) l
confirming the . One of
the documentary
requirements of the co-
signer and bond applicant
if collateralized (subject
for approval)
GSIS Government Service Letter Request for the A document signed by the Standard (hard NO N/A Limited Bond Bonds Unit 1976 Annually
Insurance System Release of Collateral bond applicant/principal copy) Applicant/Principa
with the intent to l
withdraw his/her
collateral (cash, bank, or
TCT)
rastructure contract, citing experience

GSIS in similar or comparative
Government undertakings,
Service List especially
of Projectswith Government, and list of past andStandard
present supplies/
(hard service
NOcontracts, stating
N/A
the amount and kind; construction/ furnishing/Limited
installation/ projects completed and ongoing (if applicable)
Bond Bonds Unit 1994 Annually
Insurance System copy) Applicant/Principa
l
GSIS Government Service Membership Certificate Certificate applicable to Standard (hard NO N/A Limited Bond Bonds Unit 2008 Annually
Insurance System travel agency applicants copy) Applicant/Principa
referring to their l
accreditation (NITAS,
PTAA)

ACTUARY OFFICE
GSIS Government Service Notice of Award A written confirmation of Standard (hard NO N/A Limited Bond Bonds Unit 2008 daily
Insurance System an award of a contract by copy) Applicant/Principa
an owner or principal to a l
successful bidder, stating
the amount of the award,
the award date , and
when the contract will be
signed. It may also
contain a notice to
proceed, and it is
sometimes also used in
lieu of a purchase order
to vendor. It is one of the
documentary
of the application for
Performance or Surety
bond.
GSIS Government Service Notice to Proceed A letter from the Project Standard (hard NO N/A Limited Bond Bonds Unit 2008 daily
Insurance System owner or principal to a copy) Applicant/Principa
contractor stating the l
date the contractor can
begin work subject to the
conditions of the
contract. The
performance time of the
contract starts from the
Notice to Proceed date.
GSIS Government Service Official Receipt Mandated by the Bureau Standard (hard NO N/A Limited GSIS Bonds Unit 2005 daily
Insurance System of Internal Revenue (BIR) copy)
for every business entity
to issue for every sale of
goods, properties, or
services.
GSIS Government Service Order of Payment A document ordering the Standard (hard NO N/A Internal GSIS Bonds Unit 1994 daily
Insurance System payment of money drawn copy)
by one person or bank on
another, bill of exchange,
draft, negotiable
instrument.

ACTUARY OFFICE
GSIS Government Service Original or Transfer A document evidencing Standard (hard NO N/A Limited Bond Bonds Unit 1980 Annually
Insurance System Certificate of Title (TCT) ownership of real copy) Applicant/Principa
property. It is a collateral l
assigned by the
GSIS Government Service Partnership Agreement A written agreement Standard (hard NO N/A Limited Bond Bonds Unit 1980 Annually
Insurance System between two or more copy) Applicant/Principa
individuals who join as l
partners to form and
carry on a for-profit
business. Among other
things, it states the (1)
Nature of the business,
(2) capital contributed by
each partner, and (3)
their rights and
responsibilities.
GSIS Government Service Photocopy of IDs Refers to the Standard (hard NO N/A Limited Bond Bonds Unit 2008 Annually
Insurance System identification of an copy) Applicant/Principa
individual issued by l
Philippine Government
bearing the photograph
and signature of the
individual. It is one of the
documentary
of the bond application
and part of collateral
documents.
GSIS Government Service Pledge Agreement A document evidencing Standard (hard NO N/A Limited Bond Bonds Unit 1976 Annually
Insurance System assignment of shares of copy) Applicant/Principa
stocks owned by the l
the bond issuance.
GSIS Government Service Property Tax Declaration It is a property record, Standard (hard NO N/A Limited Bond Bonds Unit 2013 Annually
Insurance System which is a traditional copy) Applicant/Principa
assessment document l
maintained by the
provincial, city, or
municipal assessors,
showing, among others
the market assessed
values of the property as
the basis for the
collection of real property
tax.

ACTUARY OFFICE
GSIS Government Service Purchase Order It is a commercial Standard (hard NO N/A Limited Bond Bonds Unit 1976 daily
Insurance System document and first copy) Applicant/Principa
official offer issued by a l
buyer to a seller,
indicating types,
services. The issue of a
purchase order does not
itself form a contract.
GSIS Government Service Savings Account Passbook A type of savinigs account Standard (hard NO N/A Limited Bond Bonds Unit 2005 Annually
Insurance System in which transactions are copy) Applicant/Principa
entered into a passbook l
in the possession of the
account holder. It is a
collateral security offered
and assigned by the
GSIS Government Service Stand By Letter Credit An instrument issued by a Standard (hard NO N/A Limited Bond Bonds Unit 2005 Annually
Insurance System bank which represents an copy) Applicant/Principa
irrevocable obligation on l
the part of the issuer
bank, to make payment,
upon call by the SURETY,
on account of
PRINCIPAL’s default in the
performance of its
undertaking or obligation
covered by the bond. It is
also a collateral security
offered and assigned by
the PRINCIPAL as security
for the bond issued or to
be issued by the SURETY.

ACTUARY OFFICE
GSIS Government Service Stocks Certificates A document issued by a Standard (hard NO N/A Limited Bond Bonds Unit 1980 Annually
Insurance System Corporation evidencing copy) Applicant/Principa
ownership of shares of l
stocks. It is a collateral
assigned by the
GSIS Government Service Disbursement Voucher - Disbursement Voucher Standard No Claims Storage Area Internal GSIS Claims 1996-2018 quarterly
Insurance System Claims for settlement/payment Department
of Claims;
Disbursement Voucher
for payment of Claims
Expenses
GSIS Government Service Claims Report for either Motor Standard No Claims Storage Area Internal GSIS Claims 1996-2018 quarterly
Insurance System Evaluation/Inspection Vehicle Claim of Non- Department
Report/Sheet Motor Vehicle Claims
which are evaluated in-
house
GSIS Government Service Claims Denial / Computer or Manually Standard No Claims Storage Area Internal GSIS Claims 1996-2018 quarterly
Insurance System Settlement Report generated report for the Department
settlement or denial of a
particular claim
GSIS Government Service Adjuster's Bill Billing statement sent by Standard No Claims Storage Area Internal Adjuster Claims 1996-2018 quarterly
Insurance System the adjuster for the Department
services they have
rendered for a particular
claim
GSIS Government Service Adjuster's Report Reports submitted by the Standard No Claims Storage Area Internal Adjuster Claims 1996-2018 quarterly
Insurance System assigned adjusters for a Department
particular claim
GSIS Government Service Appointment of Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System Director/Officer of the requirement for Directors Department
Insured GOCC and Officer's Liability
Claim
GSIS Government Service Bill of Materials/Cost Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System Estimate/Bill of Quantities requirement for Property Department
Claims
GSIS Government Service Billing Statement/Service Billing for the services Standard No Claims Storage Area Internal Service Claims 1996-2018 quarterly
Insurance System Billing rendered by a service Provider/Motor Department
provider/motor Shop/Dealer
shop/dealer for the
settlement of a motor car
claim
GSIS Government Service Birth Certificate Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System requirement for Personal Department
Accident Claims

ACTUARY OFFICE
GSIS Government Service Building Plan / Sketch Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System requirement for Property Department
Claims
GSIS Government Service Certificate of Registry / Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System Ownership requirement for Property Department
Claims
GSIS Government Service Checklist Checklist of documents to Standard No Claims Storage Area internal GSIS Claims 1996-2018 quarterly
Insurance System support approval of Department
settlement
GSIS Government Service Coastwise License Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System requirement for Marine Department
Claims
GSIS Government Service Complaint / Summon / Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System Subpoena requirement for Directors Department
and Officer's Liability
Claim
GSIS Government Service Complaint Letter Letters being received Standard No Claims Storage Area Internal Claimant/ Claims 1996-2018 quarterly
Insurance System from assured/claimants Assured/8888/ Department
regarding their claims Presidential
Action Center/Etc
GSIS Government Service Acceptance Document signifying Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System Letter/Assured's acceptance of the Department
Conformity settlement of of GSIS for
a prticular claim
GSIS Government Service Cost Estimate of affected Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System items requirement for Property Department
Claims
GSIS Government Service Death Certificate Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Accident Claims
GSIS Government Service Delivery Receipt Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System requirement for Department
Property/Marine Claims
GSIS Government Service Demand Letter Letters sent to adverse Standard No Claims Storage Area Limited GSIS Claims 1996-2018 quarterly
Insurance System parties demanding Department
payment for claims
settled
GSIS Government Service Denial Letter Letter being sent to the Standard No Claims Storage Area Limited GSIS Claims 1996-2018 quarterly
Insurance System assured denying their Department
claim
GSIS Government Service Driver's License Documentary Standard No Claims Storage Area Limited Claimant/ Assured Claims 1996-2018 quarterly
Insurance System requirement for Motor Department
Vehicle Claims
GSIS Government Service Final Loss Advice (FLA) Advise being sent to Standard No Claims Storage Area Limited GSIS Claims 1996-2018 quarterly
Insurance System reinsurer upon Department
settlement/closure of a
claim

ACTUARY OFFICE
GSIS Government Service Formal Claim against Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System Bailees (Broker/ Arrastre/ requirement for Marine Department
Shipping or Airlines) Claims
GSIS Government Service Incident Report Documentary Standard No Claims Storage Area Limited Claimant/Assured Claims 1996-2018 quarterly
Vehicle Claims
GSIS Government Service INSURANCE CLAIMS book where claims Standard No Claims Storage Area Limited GSIS Claims 1982-2018 quarterly
Insurance System REGISTRY BOOK reported are being Department
recorded
GSIS Government Service Letter of Instruction to Formal instruction being Standard No Claims Storage Area Limited GSIS Claims 1996-2018 quarterly
Insurance System Adjuster / Surveyor sent to the assigned Department
adjuster/surveyor for the
disposition of a particular
claim
GSIS Government Service Letter Offer/Settlement Letter being sent to the Standard No Claims Storage Area Limited GSIS/Adjuster Claims 1996-2018 quarterly
Insurance System Offer claimant offering the Department
proposed settlement
amount for a particluar
claim
GSIS Government Service Loan and Trust Agreement Letter of Guarantee in the Standard No Claims Storage Area Limited GSIS Claims 1996-2018 quarterly
Insurance System event GSIS was proven to Department
have no liability on a DOLI
Claim
GSIS Government Service Loss and Subrogation Release document Standard No Claims Storage Area Limited GSIS Claims 1996-2018 quarterly
Insurance System Receipt evidencing setllement of Department
a particular claim and
assigning the subrogation
rights of the assured to
the GSIS
GSIS Government Service Marine Protest Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Claims
GSIS Government Service Marriage Certificate Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Accident Claims
GSIS Government Service Master’s License Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Claims
GSIS Government Service Medical Certificate Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Accident/Comprehensive
General Liability Claims

ACTUARY OFFICE
GSIS Government Service Non-Waiver Initial document being Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System Agreement/Contract requested from claimant Department
upon initial evaluation of
a claim that states that
liability is not yet
admitted by the GSIS until
evaluation has been
completed
GSIS Government Service Notice of Final Judgment Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System requirement for Directors Department
Claim
GSIS Government Service Notice of Formal Claim / Document Standard No Claims Storage Area Internal Claimant Claims 1996-2018 quarterly
Insurance System Loss notifying/informing the Department
GSIS of a claim
GSIS Government Service Notice of Garnishment Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Claim
GSIS Government Service Pilot License Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System requirement for Aviation Department
Claim
GSIS Government Service Preliminary Loss Advice Advise being sent to Standard No Claims Storage Area Limited GSIS Claims 1996-2018 quarterly
Insurance System (PLA) reinsurer upon receipt of Department
a claim
GSIS Government Service Premium Payment Form being certified by Standard No Claims Storage Area Internal GSIS Claims 1996-2018 quarterly
Insurance System VERIFICATION ISS for premium payment Department
verification for a policy
with a loss
GSIS Government Service Release of Claim Document evidencing Standard No Claims Storage Area Limited GSIS Claims 1996-2018 quarterly
Insurance System settlement of a claim and Department
releasing the GSIS from
any further liability on the
subject claim
GSIS Government Service Repair Estimate Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Vehicle Claims
GSIS Government Service Satisfaction of Repair Document to support Standard No Claims Storage Area Internal Claims 1996-2018 quarterly
Insurance System release of settlement for Department
Motor Vehicle Claims
evidencing
Assured/Client's
Satisfaction on the service
done on the vehicle
subject of the claim
GSIS Government Service Shortlanded Certificate Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Cargo Claims

Documentary Standard No Claims Storage Area Internal Claimant/Assured 1996-2018 quarterly

requirement for Marine ACTUARY OFFICE
Cargo Claims
GSIS Government Service Shortshipment Certificate Claims
Insurance System Department
GSIS Government Service Special Power of Attorney Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System requirement for All lines Department
of Claims
GSIS Government Service Statement of Monies due Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System the contractor requirement for Bond Department
Claims
GSIS Government Service Surveyor's Bill Billing statement sent by Standard No Claims Storage Area Internal Surveyor Claims 1996-2018 quarterly
Insurance System the surveyor for the Department
services they have
rendered for a particular
claim
GSIS Government Service Sworn Statement of Proof Release document Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System of Loss evidencing setllement of Department
a particular claim
GSIS Government Service Turn-over of Bad Order Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System Cargoes requirement for Marine Department
Cargo Claims
GSIS Government Service Vessel Class (Class Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Insurance System Maintained vessel) requirement for Marine Department
Certificate Hull Claims
GSIS Government Service Writ of Execution Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Claim
GSIS Government Service Laboratory Certificate Documentary Standard No Claims Storage Area Internal Claimant Claims 1996-2018 quarterly
Accident Claims
GSIS Government Service Acknowledgment Letter - Letter to the assured Standard No Claims Storage Area Internal GSIS Claims 1996-2018 quarterly
Insurance System Claims acknowledging receipt of Department
either the notice of
loss,submitted
documents, and other
correspondences
GSIS Government Service Fact Sheet Contains facts of each Standard No Claims Storage Area Internal GSIS Claims 1996-2018 quarterly
Insurance System claim Department
GSIS Government Service Cash Settlement Offer Letter offering the Standard No Claims Storage Area Internal GSIS Claims 1996-2018 quarterly
Insurance System evaluated/proposed Department
amount for settlement for
Motor Vehicle Claims
GSIS Government Service Official Receipts - Claims Documentary Standard No Claims Storage Area Internal Claimant Claims 1996-2018 quarterly
Insurance System requirement for some Department
motor and non-motor
claims

ACTUARY OFFICE
GSIS Government Service Inspection Report - Claims Report being Standard No Claims Storage Area Internal GSIS Claims 1996-2018 quarterly
Insurance System accomplished for Motor Department
Vehicle Claims where the
vehicle was presented by
the claimant for
inspection
GSIS Government Service Audit Findings Report being issued by Standard No NA Internal GSIS-IASO Claims 2013-2018 quarterly
Insurance System the IASO Department
GSIS Government Service Surveyor's Report Reports submitted by the Standard No Claims Storage Area Internal Surveyor Claims 1996-2018 quarterly
Insurance System assigned surveyor for a Department
particular claim
GSIS Government Service Purchase Order Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Claims
GSIS Government Service Notice to Proceed Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Claims
GSIS Government Service Order of Payment Document required in the Standard No Claims Storage Area Internal GSIS Claims 1996-2018 quarterly
Insurance System processing of settlement Department
of a claim or payment for
the services rendered by
the adjuster
GSIS Government Service Bill of Lading/Airway Bill Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
and Aviation Claims
GSIS Government Service Motor Vehicle OR/CR Documentary Standard No Claims Storage Area Internal GSIS Claims 1996-2018 quarterly
Vehicle Claims
GSIS Government Service Pictures of Documentary Standard No Claims Storage Area Internal GSIS Claims 1996-2018 quarterly
Insurance System properties/vehicles requirement for Motor Department
Vehicle/Non-Motor
Claims
GSIS Government Service Seaworthiness Certificate Documentary Standard No Claims Storage Area Internal Claimant/Assured Claims 1996-2018 quarterly
Hull Claims
GSIS Government Service Letters to Agencies Various correspondences Standard No Claims Storage Area Internal GSIS Claims 1996-2018 quarterly
Insurance System being sent to agencies in Department
relation to their claim
GSIS Government Service Inventory list of Documentary Standard No Claims Storage Area Internal GSIS Claims 1996-2018 quarterly
Insurance System property/ies requirement for Property Department
Claims

ACTUARY OFFICE
GSIS Government Service Reinsurance Form duly signed by Standard, PDF No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System Disbursement Voucher authorized signatories Department
submitted to the
BASSAD,CG to have a
check made to pay an
individual or an
organization for
merchandise sold or
services rendered with
pertinent attachments
GSIS Government Service Acknowledgment Letter Letter acknowledging Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System letter from Reinsurer Department
GSIS Government Service Fact Sheet Historical facts of an Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System account Department
GSIS Government Service Official Receipt (Copy) A legal document that Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System serves as the printed Department
record of payment
tendered by Reinsurer to
the GSIS
GSIS Government Service Notice to Proceed A letter informing the PDF Yes Philgeps/GSIS public GSIS Reinsurance 2012 - 2017 Annually
Insurance System reinsurer to proceed with Website Department
the reinsurance cover of
the contract with
reference to their
submission of the
complete placing slips
GSIS Government Service Order of Payment A document showing the Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System details of accounts being Department
paid by the Payor as pre-
requisite before issuance
of Official Receipt.
GSIS Government Service STATEMENT OF Losses A billing statement to Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System Recoverable reinsurer for their share Department
of a loss
GSIS Government Service Abstract of Distribution of Report on the Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System Losses Distribution of reinsurer's Department
shares on the GSIS losses
recoverable
GSIS Government Service Abstract of Losses Report on the number of Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System Recoverable reinsurer and their share Department
on a loss
GSIS Government Service Abstract of A report showing the Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System Quotation/Bids submitted bid price by Department
the participating bidders

ACTUARY OFFICE
GSIS Government Service Abstract of Reinsurance A report showing the GSIS Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System Premium retention, facultative Department
share, RI Commission,
Taxes and the net amount
due reinsurer
GSIS Government Service Acceptance Slip A document showing the Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System reinsurer and its Department
retrocessionaires'
agreement on their
percentage share of the
risk.
GSIS Government Service Annual Procurement Plan Schedule of renewals of Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System accounts and ABC Department
GSIS Government Service Confirmed Reinsurance Contract Standard No IG area limited GSIS Reinsurance 2012 - 2017 Monthly
Insurance System Binder/Alteration Advice duly signed by the Department
Reinsurer's authorized
signatory
GSIS Government Service RI Binder Evaluation Comprehensive report on Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System the evaluation of the Department
reinsurance binder
GSIS Government Service DV Evaluation Comprehensive report on Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System the disbursement of the Department
reinsurance premium
GSIS Government Service Final Loss Summary Slip A report showing the Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System retained and reinsurer's Department
share of a loss.
GSIS Government Service Financial A document where the Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System Quotation/Proposal bidder states its total bid Department
price, its breakdown and
the rate they applied.
GSIS Government Service Inward Business Reinsurance business Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System Facultative Acceptance offered to GSIS by ceding Department
companies
GSIS Government Service Inward Treaty Agreement Inward business Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System automatically ceded to Department
GSIS covered under a
treaty agreement
between GSIS and an
Insurance Company
GSIS Government Service List of Panel of Reinsurers this is the list of Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System securities(retrocessionair Department
es) for the portion in
excess of the reinsurer's
net retention.

ACTUARY OFFICE
GSIS Government Service Memorandum Request Memorandum request for Standard internal GSIS Reinsurance 2012 - 2017 Annually
Insurance System for Procurement procurement of a Department
contract stating the
Approved Budget for the
Contract
GSIS Government Service Monthly Abstract of RI Monthly summary of Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System Premium Abstract of RI Premium Department
GSIS Government Service Motor Car Quota Share Motor Car Treaty contract Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System Treaty between the GSIS and the Department
service provider.
GSIS Government Service Multi-line Quota Share Multi-Line Treaty contract Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System Treaty between the GSIS and the Department
service provider.
GSIS Government Service Offer Slip Letter Offer to reinsurer Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System on Department
endorsement/extension
GSIS Government Service Omnibus Sworn a statement attesting that Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System Statement (Small Value the execotor of the Department
Procurement) statement is the
authorized representative
of the co., that it is in
good standing with the
Gov't., the completeness
and authenticity of the
documents and that the
company has performed
its responsibilities as a
bidder.
GSIS Government Service Performance Guarantee/ A form of collateral that Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System Security/Bond ensures monetary Department
payment in case the
winning bidder fails in the
full performance of the
contract.
GSIS Government Service Reinsurance Binder This is a contract where PDF Yes Philgeps/GSIS limited GSIS Reinsurance 2012 - 2017 Monthly
Insurance System the Reinsurer confirms its Website Department
acceptance of the
facultative share of the
risk/contract and its
policy's terms and
conditions.
GSIS Government Service Request for Financial a document posted on PDF Yes Philgeps/GSIS public GSIS Reinsurance 2012 - 2017 Annually
Insurance System Quotation the GSIS website inviting Website Department
interested bidders to
submit their quotation.

ACTUARY OFFICE
GSIS Government Service RI Alteration Advice For any change made to Standard No IG area limited GSIS Reinsurance 2012 - 2017 Monthly
Insurance System Binder the terms and condition Department
to the policy which affects
the reinsurance,
amendments to the
Reinsurance binder shall
be made via an alteration
advice.
GSIS Government Service RI Summary Slips A report showing the GSIS Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System retention, facultative Department
share, RI Commission,
Taxes and the net amount
due reinsurer
GSIS Government Service Schedule of Offsetting - RI List of payable and Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System receivable supporting the Department
Offsetting Arrangement
between GSIS &
Reinsurer
GSIS Government Service Statement of Reinsurance A statement showing the Standard No IG area limited GSIS Reinsurance 2012 - 2017 Monthly
Insurance System Premium computation of the net Department
premium due to the
reinsurer
GSIS Government Service Treaty Slip Contract between GSIS Standard No IG area limited GSIS Reinsurance 2012 - 2017 Annually
Insurance System and the Treaty members Department
GSIS Government Service Notice of Award A letter informing the PDF Yes Philgeps/GSIS public GSIS Reinsurance 2012 - 2017 Annually
Insurance System reinsurer that their Website Department
company has been
awarded the contract
GSIS Government Service Certificate of Funds A document certifying Standard No IG area limited GSIS Reinsurance 2012 - 2017 Monthly
Insurance System Availability that funds have been Department
allocated and is available
for the premium of the
contract. (applicable for
both the Insured and the
Insurer).
GSIS Government Service Disbursement Voucher Form duly signed by Standard, No IG area internal GSIS Insurance Support 2016 - present Monthly
Insurance System authorized signatories PDF Staff
submitted to the
BASSAD,CG to have a
check made to pay an
individual or an
organization for
merchandise sold or
services rendered with
pertinent attachments
GSIS Government Service Official Receipt (copy) Printed record of Standard, No IG area limited GSIS Insurance Support 2006 - present Daily
Insurance System payment tendered by PDF Staff
Assureds to the GSIS

ACTUARY OFFICE
GSIS Government Service Aging of Receivables Summary of outstanding Standard No IG area limited GSIS Insurance Support 2009 - present quarterly
Insurance System or unpaid IG receivables Staff
aged according to
number of years past due
GSIS Government Service Annual Financial Collection of reports Standard No IG area limited GSIS Insurance Support 2009 - present Annually
Insurance System Statement (copy) about the organization's Staff
financial results, financial
condition, and cash flows
GSIS Government Service Confirmation of Bank A document from the Standard No IG area internal GSIS Insurance Support 2015 - present Daily
Insurance System Credit Treasury Office, FMG Staff
reflecting the amount and
date credited to GSIS
account
GSIS Government Service Catastrophe Risk The aggregate exposure Standard No IG area limited GSIS Insurance Support 2012 - present Biannually
Insurance System Evaluating and per CRESTA zone serves Staff
Standardizing Target as a monitoring tool for
Accumulation (CRESTA) the General Insurance
Fund's accumulated
exposure against
Earthquake, Typhoon and
Flood perils.
GSIS Government Service Certificate of Warranted A statement/ certification Standard, No IG area limited GSIS Insurance Support 2013 - present Daily
Insurance System No Loss issued by the Assured PDF Staff
that no loss has occurred
on the subject policy
being paid from inception
up to the time of
payment
GSIS Government Service Collection Letter A letter/notice sent to Standard, No IG area limited GSIS Insurance Support 2013 - present Daily
Insurance System Assureds reminding them PDF Staff
of the accounts due for
payment
GSIS Government Service Collection Efficiency A report showing the Standard, Xls No IG area limited GSIS Insurance Support 2012 - present Quarterly
Insurance System Report collection efficiency and Staff
outstanding accounts for
the month
GSIS Government Service Computation of Actuarial The computed Reserves Xls, Doc No IG area limited GSIS Insurance Support 2012 - present Annually
Insurance System Reserves (Appropriated Surplus) Staff
that must be set-up in
order to ensure the
solvency and viability of
the General Insurance
Fund.

ACTUARY OFFICE
GSIS Government Service Computation of Risk To establish the required Xls No IG area limited GSIS Insurance Support 2014 - present Quarterly
Insurance System Based Capital (RBC) amounts of Capital to be Staff
Requirement maintained by the
General Insurance Fund
in relation to its
Investment and Insurance
Risks.
GSIS Government Service Findings/Replies to A report showing the Standard No IG area limited GSIS Insurance Support 2012 - present Annually
Insurance System Commission on Audit replies of Management to Staff
(COA) COA Audit Observations
GSIS Government Service Findings/Replies to A report showing the Standard No IG area limited GSIS Insurance Support 2012 - present Annually
Insurance System Insurance Commission replies of Management to Staff
(IC) IC Audit
Findings/Observations
GSIS Government Service Findings/Replies to Replies to IASO Audit Standard No IG area limited GSIS Insurance Support 2012 - present Annually
Insurance System Internal Audit Services Observations Staff
Office (IASO)
GSIS Government Service Re-application of Memorandum forwarded Standard, PDF No IG area limited GSIS Insurance Support 2011 - present Daily
Insurance System Payments to the GIAD, CG on the Staff
reapplication of payments
to unpaid bills against
credit memo as
requested by Assureds,
with pertinent
attachments.
GSIS Government Service Reconciliation Statements A document reflecting the Standard, PDF No IG area Internal GSIS Insurance Support 2013 - present Daily
Insurance System requests for adjustments Staff
to GIAD, CG
GSIS Government Service Risk Profile Report showing the Xls No IG area limited GSIS Insurance Support 2012 - present Biannually
Insurance System General Insurance Fund's Staff
retention per range of
exposure as well as
amount being reinsured.
GSIS Government Service Schedule of Aging of Schedule of Outstanding Standard, PDF No IG area limited GSIS Insurance Support 2007 - present Quarterly
Insurance System Receivables: Due From receivable from Staff
Reinsurers/Ceding Reinsurers/Due from
Companies Ceding Companies
showing the age of
collections/receivables
GSIS Government Service Schedule of Aging of Schedule of Outstanding Standard, PDF No IG area limited GSIS Insurance Support 2007 - present Quarterly
Insurance System Payables: Due to payable to Staff
Reinsurer Reinsurers/Due to
Reinsurer showing the
age of payable/expense

ACTUARY OFFICE
GSIS Government Service Schedule of Aging of Schedule of Outstanding Standard No IG area limited GSIS Insurance Support 2007 - present Quarterly
Insurance System Receivables: Premium Premium Receivable Staff
Receivables showing the age of
unpaid accounts from
Assureds
GSIS Government Service Schedule of Balances : Schedule of Outstanding Standard No IG area limited GSIS Insurance Support 2007 - present Annually
Insurance System Claims Payable Claims Payable showing Staff
the of unpaid claims to
the Assureds/Claimants
GSIS Government Service Schedule of Balances: Due Schedule of Outstanding Standard No IG area limited GSIS Insurance Support 2007 - present Annually
Insurance System From Reinsurers/Ceding Receivables showing the Staff
Companies of unpaid losses
recoverable and inward
premiums due from
Reinsurers/Ceding
Companies
GSIS Government Service Schedule of Balances: Schedule of Outstanding Standard No IG area limited GSIS Insurance Support 2009 - present Annually
Insurance System Premium Receivables Premium Receivables Staff
showing the of unpaid
premiums due from
Assureds
GSIS Government Service Statement of Account Detailed report showing Standard No IG area limited GSIS Insurance Support 2013 - present Daily
Insurance System billings to and payments Staff
from the Assured during a
specific time period.
GSIS Government Service Studies and Researches Various studies on Standard No IG area limited GSIS Insurance Support 2013 - present Annually
Insurance System insurance related matters Staff
GSIS Government Service Subsidiary Ledgers: Claims Supplementary records Standard No IG area limited GSIS Insurance Support 2002 and prior Annually
Insurance System Payable maintained to keep more Staff
detailed information or
the status of individual
claim accounts of
Assureds/Claimants
Components or
breakdown of major or
controlling accounts are
likewise recorded in
subsidiary ledgers.

ACTUARY OFFICE
GSIS Government Service Subsidiary Ledgers: Due Supplementary records Standard No IG area limited GSIS Insurance Support 2002 and prior Annually
Insurance System to/from Reinsurer/Ceding maintained to keep more Staff
Companies detailed information or
payable/receivable
accounts to/from
Reinsurers and Ceding
Companies. Components
or breakdown of major or
subsidiary ledgers.
GSIS Government Service Subsidiary Ledgers: Losses Supplementary records Standard No IG area limited GSIS Insurance Support 2002 and prior Annually
Insurance System Recoverable maintained to keep more Staff
losses recoverable from
Reinsurers. Components
or breakdown of major or
subsidiary ledgers.
GSIS Government Service Subsidiary Ledgers: Supplementary records Standard No IG area limited GSIS Insurance Support 2002 and prior Annually
Insurance System Premium Receivable maintained to keep more Staff
premium receivable
accounts from
Assureds/Insureds.
Components or
breakdown of major or
subsidiary ledgers.
GSIS Government Service Order of Payment A document generated by Standard, PDF No IG area limited GSIS Insurance Support 2006 - present Daily
Insurance System SAP-FI-AR showing the Staff
details of accounts being
paid by the Payor as pre-
requisite before issurance
of OR.
GSIS Government Service Summary of Deliveries List of Policies, Bills and Xls No IG area limited GSIS Insurance Support 2012 - present Daily
Insurance System Endorsements delivered Staff
to Assureds

ACTUARY OFFICE
GSIS Government Service Bill A statement summarizing Standard, PDF No IG area limited GSIS Insurance Support 2012 - present Daily
Insurance System the policy details and the Staff
amount of insurance
premium and/or other
amount/s charged to be
collected from the
Assured
INTERNAL AUDIT SERVICES OFFICE (IASO)

GSIS Government Service AUDIT MANUALS Manual / Guidelines in Standard (hard No IASO Limited GSIS IASO 2012 as need arises
Insurance System the operations of IASO copy)
(Manual of Operations
[MOO]) / IASO QMS
Manuals)
GSIS Government Service Audit Order Includes the project Standard (hard No IASO Limited GSIS IASO 2008 as need arises
Insurance System assignment and the copy); PDF
concerned IASO
department. It may or
not include the origin of
the project (i.e. PGM or
Board directive).
GSIS Government Service IASO Order Includes internal Standard (hard No IASO Limited GSIS IASO 2006 as need arises
Insurance System policy/ies in IASO. copy); PDF
GSIS Government Service Internal Audit Reports End product of an audit Standard (hard No IASO Exception GSIS IASO 1977 as need arises
Insurance System cycle. Contains the copy); PDF
background of an audit,
scope, methodology,
limitation, audit period,
observations,
recommendations,
management responses,
exhibits/ annexes/
schedules. It is signed off
by the audit team,
department manager
concerned, and head of
IASO.
GSIS Government Service Letter of Introduction Memorandum addressed Standard (hard No IASO Limited GSIS IASO 2007 as need arises
Insurance System to OUCs/ auditees. copy); PDF
Contains the name of the
project, scope, audit
period, team
composition, and
supervising executive.

ACTUARY OFFICE
GSIS Government Service Travel Order Document authorizing an Standard (hard No IASO Exception GSIS IASO 2004 as need arises
Insurance System auditor or audit team to copy); PDF
travel on official business.
Contains the team
composition, destination,
purpose of travel and
travel period.
GSIS Government Service Working Papers Contains the work of the Standard (hard No IASO Exception GSIS IASO 1977 as need arises
Insurance System auditor, which may be in copy), PDF
the form of paper,
electronic copies in any
file format, tapes, disks,
diskettes, films, etc.
LEGAL SERVICES GROUP (LSG)

GSIS Government Service Affidavit Sworn statement made DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System before a notary public. (hard copy) Group
GSIS Government Service Answer A written pleading filed DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System by the Committee on (hard copy) Group
Claims to respond to the
Petition served,
containing a response to
each allegation in the
Petition by denying or
admitting it, or admitting
in part and denying in
part.
GSIS Government Service Appeals: Verified pleading filed by DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System CSC/CA/SC/COA/ECC the losing party who shall (hard copy) Group
now be called the
appellant praying for the
reversal of the assailed
Decision
GSIS Government Service Board Decision A judgment or final order DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System determining the merits of (hard copy) Group
the case promulgated by
the Board of Trustees of
GSIS in the exercise of its
quasi-judicial functions
under R.A. No. 8291.
GSIS Government Service Comment Pleading filed by the DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System adverse party in answer (hard copy) Group
to a Motion, Position
Paper or Memorandum.

ACTUARY OFFICE
GSIS Government Service Complaint The complaint is the DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System pleading alleging the (hard copy) Group
plaintiff's cause or causes
of action.
GSIS Government Service Complaint/affidavit Sworn statement made DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System before a notary public (hard copy) Group
alleging a plaintiff or
complainants cause or
causes of action.
GSIS Government Service Compromise An agreement executed DOC and Standard No Legal Services Group Exception GSIS Legal Services 2007 to present as need arises
Insurance System Agreements/MOA by parties with conflicting (hard copy) Group
interest to settle their
differences.
GSIS Government Service Court Decision A judgment or final order DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System determining the merits of (hard copy) Group
the case written
personally and directly
prepared by the judge or
the ponente, stating
clearly and distinctly the
facts and the law on
which it is based, signed
by judge or members of
the court and filed with
the clerk of the court.
GSIS Government Service Decision Judgment, decree or DOC and Standard No Legal Services Group Exception GSIS Legal Services when required as need arises
Insurance System determination of findings (hard copy) Group
of fact and/or of law by
the hearing officer.
GSIS Government Service Decision on Appeal Decision of a higher court DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System or office with competent (hard copy) Group
jurisdiction either
affirming or reversing a
decision promulageted by
a lower court or office.
GSIS Government Service Decision/Resolution A judgment or final order DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System determining the merits (hard copy) Group
of the case or resolving a
legal or factual issue or
question brought before
it by a party or an
intervenor to a case.

ACTUARY OFFICE
GSIS Government Service Demand Letter A demand letter is a DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System formal notice demanding (hard copy) Group
that the person to whom
the letter is addressed
perform an alleged legal
obligation such as
rectifying some identified
problem, paying a sum of
money or acting on a
contractual commitment.
Most demand letters will
include a deadline for
action.
GSIS Government Service Directives An official or authoritative DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System instruction to be (hard copy) Group
complied with by
concerned persons.
GSIS Government Service Documentary Evidence Documents as evidence DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System consist of writing or any (hard copy) Group
material containing
letters, words, numbers,
figures, symbols or other
modes of written
expression offered as
proof of their content.
GSIS Government Service Endorsement of EC Claim A Memorandum-request DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System (with supporting with supporting (hard copy) Group
documents) documents for legal
evaluation of an EC Claim
GSIS Government Service Evaluation Report A determination which DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System necessarily involves a (hard copy) Group
legal question and not a
mere evaluation of the
facts
GSIS Government Service Fact Finding Report The report made by an DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System invetigation officer upon (hard copy) Group
the termination of an
investigation relative to a
complaint or an incident
which shall include the
results thereof, the
evidence gathered, and
any recommendations
relative thereto.

ACTUARY OFFICE
GSIS Government Service Formal Charge An official document DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System formally charging a (hard copy) Group
person complained of
continaing a specification
of the charge(s), a brief
statement of material or
relevant facts,
accompanied by certified
true copies of the
documentary evidence, if
any, sworn statements
covering the testimony of
witnesses, a directive to
answer the charge(s) in
writing under oath in not
less than seventy-two
hours from receipt
thereof, an advice for the
respondent to indicate in
his/her answer whether
or not he/she elects a
formal investigation of
the charge(s), and a
notice that he/she is
entitled to be assisted by
a counsel of his/her
choice.
GSIS Government Service Judicial Affidavits A written statement of DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System facts, sworn to and signed (hard copy) Group
by a deponent before a
notary public or some
other authority having
the power to witness an
oath and filed with the
court in lieu of direct
testimony of a competent
witness. It is governed by
the Judicial Affidaivt Rule
issued by the Supreme
Court.
GSIS Government Service Letters A written or printed DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System communication (hard copy) Group
addressed to a person or
organization served
personally or by mail.

ACTUARY OFFICE
GSIS Government Service Memo Request An official memorandum DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System requesting the execution (hard copy) Group
of a particular action or
the submission of
information, documents
or other matters.
GSIS Government Service Memo request for An official memorandum DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System drafting/review of requesting the drafting or (hard copy) Group
contract/ MOA/ MOU review of a draft MOA to
ensure that the same in
order or is complaint with
laws and rules and
regulation and existing
PPGs.
GSIS Government Service Memoranda A party's written DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System statement of its legal (hard copy) Group
arguments peresnted to
the court or office usually
in the form of a brief.
GSIS Government Service Motion A motion is an application DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System for relief other than by a (hard copy) Group
pleading.

ACTUARY OFFICE
GSIS Government Service Notice/Subpoena Notice is legal notification DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System required by law or (hard copy) Group
agreement or imparted
by operation of law as a
result of some facts.
Subpoena is a process
directed to a person
requiring him to attend
and to testify at the
hearing or the trial of an
action, or at any
investigation conducted
by competent authority,
or for the taking of his
deposition. It may also
require him to bring with
him any books,
documents, or other
things under his control,
in which case it is called a
subpoena duces tecum.
GSIS Government Service Notices Notice is legal notification DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System required by law or (hard copy) Group
agreement or imparted
by operation of law as a
result of some facts.
GSIS Government Service Opinion / Comment / Written statement from DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System Legal Advice the Legal Services Group (hard copy) Group
(LSG) issued in
Memorandum form
expressing or explaining
LSG’s position on a given
issue, situation or
circumstance including a
statement of facts and
laws involved.
GSIS Government Service Order /Resolution An official written DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System proclamation, which (hard copy) Group
generally contains a
mandate or direction,
made by a Hearing Officer
during the pendency of a
case.

ACTUARY OFFICE
GSIS Government Service Order of Hearing Officer Order issued by the DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System Hearing Officer (hard copy) Group
authorized under R.A.
No. 8291 to hear cases
brought before the Board
of Trustees.
GSIS Government Service Order of Hearing Officer Order issued by the the DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System (Quasi Judicial bodies) Board of Trustess in the (hard copy) Group
exercise of its quasi-
judicial functions under
R.A. No. 8291.
GSIS Government Service Orders An official written DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System proclamation, which (hard copy) Group
generally contains a
mandate or direction,
made by a Hearing Officer
during the pendency of a
case.
GSIS Government Service Petition A formal and verified DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System written claim filed before (hard copy) Group
the Board of Trustees
through the Office of the
Corporate Secretary
seeking the review of a
Decision/Resolution of
the CoC.
GSIS Government Service PGM Decision Decision issued by the DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System PGM relative to the case (hard copy) Group
brought before the PGM
for decision or resolution.
GSIS Government Service Pleadings Pleading is a legal form DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System containing, in a (hard copy) Group
methodical and logical
form, a plain, concise and
direct statement of the
ultimate facts on which
the party relies for his
claim or defense, as the
case may be, omitting the
statement of mere
evidentiary facts.

ACTUARY OFFICE
GSIS Government Service Position Paper A document containing DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System facts, issues, legal (hard copy) Group
arguments and
discussions, with a
citation of the applicable
laws and jurisprudence,
supporting the arguments
and the reliefs prayed for.
GSIS Government Service Position A document containing DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System Paper/Memoranda facts, issues, legal (hard copy) Group
arguments and
discussions, with a
citation of the applicable
laws and jurisprudence,
supporting the arguments
and the reliefs prayed for.
GSIS Government Service Preliminary investigation The initial report or DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System Report finding made by an (hard copy) Group
invetigation officer upon
the termination of an
investigation whether
there is a prima faci case
against a respondent or
an accused which shall
include the results
thereof, the evidence
gathered, and any
recommendations
relative thereto.

ACTUARY OFFICE
GSIS Government Service Pre-Trial Briefs A brief filed by a party DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System before trial fy the issues (hard copy) Group
of law and fact and
stipulate certain matters
between the parties, in
order to expedite justice
and curtail costs at the
trial. Under the Rule of
Court, it should contain
the following (a) The
possibility of an amicable
settlement or of a
submission to alternative
modes of dispute
resolution; (b) The
simplification of the
issues; (c) The necessity
or desirability of
amendments to the
pleadings; (d) The
possibility of obtaining
stipulations or admissions
of facts and of documents
to avoid unnecessary
proof; (e) The limitation
of the number of
witnesses; (f) The
advisability of a
preliminary reference of
issues to a commissioner;
(g) The propriety of
rendering judgment on
the pleadings, or
summary judgment, or of
dismissing the action
should a valid ground
therefor be found to
exist;
(h) The advisability or
necessity of suspending
the proceedings; and (i)
GSIS Government Service Processes Processes
Such other arematters
summons,as DOC and Standard No Exception GSIS Legal Services 2000 to present as need arises
Insurance System maysubpoena, notices,
aid in the prompt (hard copy) Group
orders, resolutions,
disposition of the action.
decisions issued by the
court, the hearing officer,
or the Board of Trustees
relative to case brought
before the any of them.
GSIS Government Service Proof of Receipt Proof of Recipt are DOC and Standard No Exception GSIS Legal Services 2000 to present as need arises
Insurance System written evidence that a (hard copy) Group
documents was duly
received by the
addressee.
GSIS Government Service Resolutions Ruling on the Motion for DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System Reconsideration after a (hard copy) Group
re-evaluation of the facts
and laws pertinent to the
case.

ACTUARY OFFICE
GSIS Government Service Service Level Agreements A service-level agreement DOC and Standard No Legal Services Group Exception GSIS Legal Services 2007 to present as need arises
Insurance System (SLA) is a commitment (hard copy) Group
between a service
provider and a client
providing particular
aspects of the service –
quality, availability,
responsibilities – agreed
between the service
provider and the service
user.
GSIS Government Service Showcause Memorandum A formal notice issued by DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System a court or competent (hard copy) Group
authority asking an
individual or a group of
people to explain or to
"show cause" in writing as
to why the disciplinary
action should not be
taken against the
individual or the group of
people involved in certain
incidents, misconduct,
poor performance and
wrongdoing. Order to
show cause is issued by
the authority or the
Management after
reviewing the entire
incident and if finds that
the person accused or
may involved in
wrongdoing and it is also
to give a fair chance of
hearing him and his
explanation towards
his/her actions and so
avoid disciplinary action.
GSIS Government Service Signed/Notarized A copy of a contract or DOC and Standard No Exception GSIS Legal Services 2007 to present as need arises
Insurance System Contract/MOA/MOU MOA signed before a (hard copy) Group
notary public.

ACTUARY OFFICE
GSIS Government Service Summons A document issued by the DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System hearing officer after (hard copy) Group
receiving a Petition,
stating the name of the
Petitioner and the CoC,
title and file number of
the case, the hearing
officer’s name, name and
address of the
Petitioner’s counsel, and
a directive to the CoC to
file an Answer to the
Petition within the period
indicated.
GSIS Government Service Supreme Court (SC) Supreme Court is the DOC and Standard No Exception GSIS Legal Services 2000 to present as need arises
Insurance System highest court in the (hard copy) Group
Philippines. It is presided
over by a Chief Justice
and is composed of
fifteen (15) Justices,
including the Chief
Justice. Pursuant to the
Constitution, the
Supreme Court has
"administrative
supervision over all courts
and the personnel
thereof.
GSIS Government Service Termination of complaint When a compaint is DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System withdrawn or resolved (hard copy) Group
with finality.
GSIS Government Service Transcript of Stenographic A written recording DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System Notes representing an accurate (hard copy) Group
translation of the notes.
GSIS Government Service Writs an order or mandatory DOC and Standard No Legal Services Group Exception GSIS Legal Services 2000 to present as need arises
Insurance System process in writing issued (hard copy) Group
in the name of the
sovereign or of a court or
judicial officer
commanding the person
to whom it is directed to
perform or refrain from
performing an act
specified therein
MATERIALS MANAGEMENT DEPARTMENT (MMD)

GSIS Government Service Abstract of Bids This form is generated standard no MMD public GSIS Materials Jan 2008-present upon disposal
Insurance System upon disposal through Management
public auction Department

ACTUARY OFFICE
GSIS Government Service Abstract of Canvass A form prepared setting standard no MMD Internal GSIS Materials January 2008- as need arises
Insurance System forth the names of the Management present
suppliers who responded Department
to the RFQ, their
corresponding price
quotations, and the
lowest quotation (for
goods or infrastructure
projects)
GSIS Government Service Abstract of Daily Form generated upon standard no MMD public GSIS Materials Jan 2008 - Present monthly
Insurance System Deliveries Delivery of items and Management
submitted to COA Department
GSIS Government Service Agency Procurement Form used for Doc no MMD Internal GSIS Materials January 2008- Quarterly or as
Insurance System Request requisitions of Common- Management present the need arises
Use goods and for orders Department
of Consumables & Non-
Common Use Supplies
from the DBM-PS
GSIS Government Service ANNUAL PROCUREMENT serves as APR of agency pdf no MMD public GSIS Materials 2013 - 2018 Annually
Insurance System PLAN - COMMON-USE who plans to procure Management
SUPPLIES AND from the DBM-PS Department
EQUIPMENT (APP-CSE)
GSIS Government Service Approval/ letter re award of item for standard no MMD Internal GSIS Materials 2008 - Present no updating
Insurance System Recommendation Letter disposal Management needed
Department
GSIS Government Service Asset Master Data upon receipt of new standard no MMD public GSIS Materials May 2009 - Present upon receipt of
Insurance System Template delivered assets Management delivered assets
Department
GSIS Government Service Attendance Sheet of Details of prospective standard no MMD public GSIS Materials 2008 - Present schedule disposal
Insurance System participating bidders bidders in disposal of Management
assets Department
GSIS Government Service Bid Form Form that contains the standard no MMD public GSIS Materials 2008 - Present schedule disposal
Insurance System bid proposal of a bidder Management
Department
GSIS Government Service Billing Statement Details of items delivered standard no MMD public GSIS Materials July 2008 - Present upon receipt of
Insurance System Management complete
Department delivered goods
and services
GSIS Government Service Certificate from end-user Document requirements standard no MMD public GSIS Materials July 2008 - Present upon receipt of
Insurance System upon completion of Management complete
delivery to other end-user Department delivered goods
and services
GSIS Government Service Certificate of Acceptance Generate the form upon standard no MMD public GSIS Materials July 2008 - Present upon receipt of
Insurance System execution of Goods Management complete
receipt Department delivered goods
and services

ACTUARY OFFICE
GSIS Government Service Certificate of Completion Document requirements standard no MMD public GSIS Materials July 2008 - Present upon receipt of
Insurance System upon completion of Management complete
delivery to other end-user Department delivered goods
and services
GSIS Government Service Certificate of Certificate issued by the doc no MMD Internal GSIS Materials January 2008- Annually, if
Insurance System Exclusive/Sole exclusive/sole dealer or Management present needed, per
Distributorship manufacturer which does Department schedule in PPMP
not have subdealers for items under
selling at lower prices and Direct Contracting
for which no suitable
substitute can be
obtained at more
advantageous terms to
the government
GSIS Government Service Certificates of Good Issued to Suppliers with standard no MMD public GSIS Materials January 2013 - as need arises
Insurance System Standing satisfactory performance Management present
Department
GSIS Government Service Contract A legal agreement Doc yes and no www.gsis.gov.ph/opportunities/gbac/ public GSIS Materials January 2008- for every project
Insurance System between GSIS and other Management present awarded other
company which involves Department than Small Value
doing work for a stated Procurement and
sum of money. Shopping modes
of procurement
GSIS Government Service Custodianship Receipt Form used in issuance of standard no MMD public GSIS Materials July 2012 - Present Issued only upon
Insurance System Assets which are attached Management receipt of asset
to the bldg. Department attached to the
bldg
GSIS Government Service Deed of Donation / Issued to Requesting govt standard no MMD public GSIS Materials April 2011 - Sept If there is a
Insurance System Transfer agencies for vehicle only Management 2016 vehicle to donate
Department
GSIS Government Service Deed of Sale Issued to the winning standard no MMD public GSIS Materials April 2009 - May If there is a
Insurance System bidder for vehicle only Management 2016 vehicle dispose
Department through auction
GSIS Government Service Delivery Receipt Issued by supplier for standard no MMD public GSIS Materials July 2008 - Present there is a delivery
Insurance System partial delivery Management
Department
GSIS Government Service Disbursement Voucher A form used to support standard no MMD Public GSIS Materials January 2008- every after
Insurance System payment to a supplier for Management present delivery of goods
goods and services Department or services
rendered. rendered
GSIS Government Service Gate Pass given to winning bidder standard no MMD internal GSIS Materials 2008 - Present issued only upon
Insurance System for hauling purposes Management hauling of the
Department items given
through donation
or won in the
public bidding

ACTUARY OFFICE
GSIS Government Service Inspection & Acceptance Upon delivery of goods & standard no MMD public GSIS Materials Jan 2012 - Present upon receipt of
Insurance System Report services Management delivery
Department
GSIS Government Service Inventory and Inspection Document requirements standard no MMD public GSIS Materials 2008 - Present quarterly or as
Insurance System Report of unserviceable for disposal of assets Management need arises
Property Department
GSIS Government Service Inventory Custodian Slip Form used in issuance of standard no MMD public GSIS Materials Jan 2008 - Present quarterly
Insurance System semi-expendable Management
Department
GSIS Government Service Property Accountability Contain the EXL no MMD internal GSIS Materials 2008 - Present as need arises
Insurance System List accountabilities of an Management
employee Department
GSIS Government Service INVENTORY REPORTS Document requirements standard no MMD public GSIS Materials 2008 - Present annually
Insurance System by COA every end of the Management
year Department
GSIS Government Service Invitation to Bid document used in standard no MMD public GSIS Materials 2008 - Present quarterly or as
Insurance System publication at the website Management need arises
for disposal of assets Department
GSIS Government Service Invoice Receipt Issued by supplier upon standard no MMD public GSIS Materials July 2008 - Present as need arises
Insurance System completion of delivery Management
Department
GSIS Government Service Letter from Supplier Any written concerns standard no MMD Public GSIS Materials January 2008- as need arises
Insurance System related to specifications Management present
of goods, delivery period, Department
and the like from the
supplier
GSIS Government Service Letter to COA doc used in the disposal standard no MMD public GSIS Materials 2008 - Present quarterly or as
Insurance System of assets Management need arises
Department
GSIS Government Service List of issued RIVs doc requirement for standard no MMD public GSIS Materials Jan. 2008 - Present monthly
Insurance System reporting to COA Management
Department
GSIS Government Service Memorandum / Form signed by employee standard no MMD public GSIS Materials MR - 2009 to as need arises
Insurance System Acknowledgement with issued assets Management present
Receipt for Equipment Department ARE - Dec 2015
(ARE) to present

ACTUARY OFFICE
GSIS Government Service Memorandum Request A request submitted to Doc no MMD Internal GSIS Materials 2012- present may be
Insurance System for Procurement (MRP) the GBAC Secretariat to Management revised/updated
commence Procurement Department depends on the
with attached discussion and
Documentary agreement/s
Requirements based on during Pre-
the list. Procurement
Conference, for
modes of
procurement
other than Small
Value
Procurement,
Shopping and
Agency-toAgency
(DBM-PS only)
GSIS Government Service Money and Property Documents as a standard no MMD public GSIS Materials Dec. 18, 2007 to as need arises
Insurance System Accountability Clearance requirement for leaving Management Present
employee Department
GSIS Government Service Monthly Consumption doc requirement for standard no MMD public GSIS Materials Yr 2005; Jan 2009 - monthly
Insurance System Report reporting to COA Management Present
Department
GSIS Government Service Notice of Award (NOA) Written confirmation of standard yes and no www.gsis.gov.ph/opportunities/gbac/ public GSIS Materials January 2008- for every project
Insurance System an award of a contract to Management present awarded other
a successful bidder, Department than Small Value
stating the amount of the Procurement and
award, the award date, Shopping modes
the mode of of procurement
proocurement and when
the contract will be
signed.
GSIS Government Service Notice of Serves to members standard no MMD public GSIS Materials 2008 - Present as need arises
Insurance System Meeting/Auction informing of the Management
upcoming Department
meeting/auction
GSIS Government Service Notice to Proceed (NTP) Letter to a contractor standard no MMD public GSIS Materials January 2008- maybe revised
Insurance System stating the date the Management present depending on End
contractor can begin the Department User's advice
work subject to the
conditions of the
contract.
GSIS Government Service Official Receipts doc - proof of payment standard no MMD public GSIS Materials 2008 - Present as need arises
Insurance System Management
Department

ACTUARY OFFICE
GSIS Government Service PROCUREMENT A form prescribed by the Doc yes www.gppb.gov.ph/monitoring/pmr.php public GSIS Materials 2012 - present within fourteen
Insurance System MONITORING REPORT GPPB which covers all Management (14) calendar days
procurement activities Department after the end of
specified in the APP, each semester.
whether ongoing and
completed, from the
approval of the contract,
including the standard
and actual time for each
major procurement
activity.
GSIS Government Service Purchase Order A document formalizing Doc no MMD Public GSIS Materials January 2008- may be revised, if
Insurance System the request or instruction Management present reasonable
to a vendor to supply or Department
provide the goods and
services required by the
GSIS.
GSIS Government Service Quotations from Vendors An offer by a vendor of standard no MMD exception GSIS Materials January 2008- after every
Insurance System the prices, conditions and Management present negotiation
terms of delivery for the Department
goods and services
indicated in the RFQ.
Government Service Request for Information Price quotations standard no MMD Internal GSIS Materials August 2017- before annual
Insurance System (RFI) canvassed from at least 2 Management present budget
suppliers to determine Department preparation or as
the actual market value of the need arises
goods needed for
updating of the Materials
Price List
GSIS Government Service REQUEST FOR MATERIAL A form requesting for standard no MMD Internal GSIS Materials July 2017 - present as need arises
Insurance System CREATION AND CHANGE creation and/or change in Management
IN DESCRIPTION description of material in Department
the Material Master
Database
GSIS Government Service Request for Posting Needs to post disposal in standard no MMD public GSIS Materials 2008 - Present as need arises
Insurance System the GSIS website Management
Department
GSIS Government Service Request for Publication Needs to publish disposal standard no MMD public GSIS Materials Jan 2009 - Present as need arises
Insurance System costing P1million up Management
Department
GSIS Government Service Request for Quotation An invitation extended to doc no MMD public GSIS Materials January 2008- Change in TOR or
Insurance System (RFQ) a vendor for the Management present after every
submission to a price Department negotiation
quotation for the supply
and delivery of the
required goods and
services.

ACTUARY OFFICE
GSIS Government Service Request for Reissue Doc requirement when an standard no MMD public GSIS Materials 2010 - Present as need arises
Insurance System employee request for re- Management
issuance of asset Department
GSIS Government Service Request for Relief of Document requirement standard no MMD public GSIS Materials Dec. 18, 2007 to as need arises
Insurance System Accountability (with when a person is leaving Management Present
supporting documents) the GSIS Department
GSIS Government Service Request for Transfer Doc requirement when an standard no MMD public GSIS Materials 2010 - Present as need arises
Insurance System employee request for Management
transfer of his Department
accountability
GSIS Government Service Requests for donation letter from various no MMD public GSIS Materials 2008 - 2017 upon receipt of
Insurance System offices/people requesting Management request
donations Department
GSIS Government Service Requisition and Issue A document which standard no MMD Internal GSIS Materials January 2008- quarterly or as
Insurance System Voucher (RIV) triggers the process of Management present need arises
acquiring goods and Department
services that are generally
based on the approved
APP.
GSIS Government Service GOODS ISSUE SLIP Generate upon standard no MMD public GSIS Materials July 2008 - Present quarterly or as
Insurance System preparation of supplies Management need arises
for issuance Department
GSIS Government Service Statement of Account In lieu of Invoice Receipt standard no MMD public GSIS Materials July 2008 - Present as need arises
Insurance System Management
Department
GSIS Government Service STOCK CARD Form used in recording standard no MMD public GSIS Materials Jan 2008 - Present monthly or as
Insurance System the incoming and Management need arises
outgoing of supplies at Department
the warehouse
GSIS Government Service Supplier's Evaluation Form A form used by the EUU doc no MMD Internal GSIS Materials August 2016 - after every
Insurance System to evaluate the Management present completed project
performance of the Department
supplier in terms of
quality of goods/services,
submission of
documentary
requirements, delivery
performance and
relation.
GSIS Government Service Supplier's Registration A form used for pdf yes www.gsis.gov.ph/opportunities/gbac/ public GSIS Materials August 2016 - Annually
Insurance System Information registration of new Management present
Sheet suppliers that can be Department
down loaded at the GSIS
website
GSIS Government Service Terms of Reference Statement showing standard no emails public GSIS Materials January 2008- as need arises
Insurance System background, objectives, Management present
purpose of a project, Department
proposal or program

ACTUARY OFFICE
GSIS Government Service Total Issuances doc requirement for standard no MMD public GSIS Materials Jan 2008 - Present monthly
Insurance System reporting to COA Management
Department
GSIS Government Service TRANSMITTAL LISTS Docs used in transmitting standard no MMD public GSIS Materials Oct 2016 - Present as need arises
Insurance System documents to COA Management
Department
GSIS Government Service Valuation Report Docs as a requirement for standard no MMD public GSIS Materials 2008 - Present quarterly or as
Insurance System disposal of assets through Management need arises
public auction Department
GSIS Government Service Warranty Certificate A certificate issued by a doc no MMD Public GSIS Materials January 2008- for every
Insurance System company that, if found Management present delivered FFE
fault on delivery of goods Department
or services rendered
within a certain time,
they will repair it or
replace it free of charge.
GSIS Government Service Waste Material Report Forms used in the standard no MMD public GSIS Materials 2008 - Present quarterly
Insurance System disposal of waste Management
materials turned over to Department
MMD
OFFICE OF THE CORPORATE SECRETARY (OCS)

GSIS Government Service Adjustments in pensions Board Resolutions Hard Copy Yes http://www.gsis.gov.ph Public with fee GSIS Office of the 1980 to present as need arises
Insurance System and other benefits Corporate
Secretary (OCS)
GSIS Government Service Annual corporate Annual Report Hard Copy Yes http://www.gsis.gov.ph Public with fee GSIS CCO/OCS per website 2008 Annual
Insurance System perfomance reports,
which is publicly available
GSIS Government Service Appointment Papers Official Documents issued Hard Copy No OCS exception GSIS OCS 1980-present as the need arises
Insurance System by the Office of the
President
GSIS Government Service Appointments to inter- Board Resolution & Office Hard Copy No OCS exception GSIS OCS 1995-present as the need arises
Insurance System agency committees and Orders
board of
directors/trustees of
subsidiary corportions
GSIS Government Service Audited financial Audited Annual Report Hard Copy Yes http://www.gsis.gov.ph Public with fee GSIS COA / Controller per website 2006 Annual
Insurance System statements Group/OCS

ACTUARY OFFICE
GSIS Government Service Case Folders/ Decisions/ Petitions & Reports Hard Copy Yes http:// limited with fee GSIS OCS 1994-present as the need arises
Insurance System Timeliness Reports of www.gsis.gov.ph/
Resolved Board Cases publications/gsis-
reports/
GSIS Government Service Contracts for services Contracts Hard Copy No OCS/HRO internal GSIS HRO / OCS 2010 to present as the need arises
Insurance System
GSIS Government Service Corporate plans and Work in Financial Plans Hard Copy No OCS/CG internal GSIS CG 2012-present annual
Insurance System operating budget, and
supplemental budgets
GSIS Government Service Creation of committees Board Resolution Hard Copy No OCS internal GSIS OCS Board Committees as the need arises
Insurance System and appointment thereto 2004 - present
GSIS Government Service Decisions in Decision Hard Copy No OCS/LSG limited with fee GSIS LSG / OCS 1970-present as the need arises
Insurance System administrative cases
GSIS Government Service Designation of depository BRs / Guidelines Hard Copy No OCS/FMG internal GSIS FMG / OCS 2010 to present as the need arises
Insurance System banks
GSIS Government Service Directives Board instructions Hard Copy No OCS exception GSIS OCS 1922-present 6x per month
Insurance System
GSIS Government Service Discussion in Board and Executive Summary / Hard Copy No OCS exception GSIS OCS 1922-present 6x per month
Insurance System Committee meetings (e.g. Directives and Minutes
compensation, retirement
plans, etc.)
GSIS Government Service Documents prepared for CSW for the Proposals Hard Copy No OCS exception GSIS OCS 2010 to present everythime there
Insurance System the consideration of, or submitted by the FGs is a meeting
review and approval by
the Board and
Management unless
disclosure is expressly
specified or otherwise
authorized for disclosure
by the Board

ACTUARY OFFICE
GSIS Government Service Employees and office Office Orders Hard Copy No OCS/HRO Public with fee GSIS HRO/OCS 2010-present as the need arises
Insurance System rules and regulations
GSIS Government Service Employees' salaries and Board Resolutions Hard Copy No OCS/HRO Internal GSIS HRO / 2009-present as the need arises
Insurance System benefits (e.g. Management /
compensation, retirement OCS
plans, etc.)
GSIS Government Service Financial business, CSW / Reports Hard Copy No OCS/FMG exception GSIS FMG / OCS 2017-present as the need arises
Insurance System propriety or other non-
public information
provided to the Board by
its stakeholders or other
third parties
GSIS Government Service Grant of emergency and Board Resolutions Hard Copy Yes http://www.gsis.gov.ph Public with fee GSIS OCS 2006-present as the need arises
Insurance System special loans,
condonations, and the
terms and conditions
thereto
GSIS Government Service GSIS advisories News Clippings Hard Copy OCS/CCO public GSIS CCO 2010-present as the need arises
Insurance System
GSIS Government Service Implementing rules and IRR Hard Copy Yes http://www.gsis.gov.ph public GSIS Management / 1997
Insurance System regulations to the GSIS OCS
Charter
GSIS Government Service Internal audit reports Reports Hard Copy No OCS/IASO exception GSIS IASO 2004-present as the need arises
Insurance System
GSIS Government Service Internal communications Memoranda Hard Copy No OCS/OUCs exception GSIS FGs 2010-present as the need arises
Insurance System Concerned/OCS
GSIS Government Service Investment decisions or BRs / Guidelines Hard Copy No OCS/FMG/IPMD exception GSIS FMG - IPMD / OCS 2017-present as the need arises
Insurance System those related to
commercially sensitive
transactions
GSIS Government Service Legislation affecting GSIS Position Paper Hard Copy No OCS/LSG Public with fee GSIS LSG / OCS 2011-present as the need arises
Insurance System
GSIS Government Service Memoranda of MOA Hard Copy http:// limited GSIS OPS 2008-present as the need arises
Insurance System agreement, joint venture www.gsis.gov.ph/
agreements with publications/policy-
corporations and and-procedural-
government agencies guidelines-and-
board-resolutions-
affecting-the-public-
in-general/

ACTUARY OFFICE
GSIS Government Service Minutes Board & Board Hard Copy No OCS exception GSIS OCS 1922-present 6x per month
Insurance System Committee Discussions &
Decisions
GSIS Government Service Monthly/quarterly Reports Hard Copy No OCS/OUCs Internal GSIS FGs/ OCS 2010 to present Monthly /
Insurance System performance and status Quarterly
reports
GSIS Government Service Organization structure BRs / Reports Hard Copy No OCS/HRO Public with fee GSIS HRO 2009-2011 as the need arises
Insurance System
GSIS Government Service Original Submissions from Memoranda & Proposals Hard Copy No OCS/HRO exception GSIS FGs Concerned / 1956-present as the need arises
Insurance System FGs Approved or Noted OCS
by the Board
GSIS Government Service Personnel matters such as Personnel Action & Hard Copy No OCS/HRO Internal GSIS HRO/OCS 1990 to present as the need arises
Insurance System appointments and Appointment Papers
transfers
GSIS Government Service Personnel vacancies, and Soft Copy Hard Copy Yes http:// public GSIS HRO 1980-present as the need arises
Insurance System application requirements www.gsis.gov.ph/
and procedures opportunities/
GSIS Government Service Policies and procedural PPG Yes http://gsisportal:8080/webcenter/system/ public GSIS FG Concerned / Per website 2004 to as the need arises
Insurance System guidelines involving Hard Copy OCS present
employees' members' and &
pensioners' benefits Soft Copy
GSIS Government Service Policies and procedural Hard Copy No OCS/OUCs exception GSIS FGs Concerned / 2010 to present as the need arises
Insurance System guidelines involving OCS
investments, insurance
coverage of government
properties, settlement of
claims and dispositions of
acquired assets, insurance
coverage of government
properties, signing
authorities, and pesonnel
administration
GSIS Government Service Reorganization / Hard Copy No OCS/HRO Internal GSIS HRO / 2009-present as the need arises
Insurance System rationalization programs Management

ACTUARY OFFICE
GSIS Government Service Resolutions Board Decisions Hard Copy Yes limited GSIS OCS
http://www.gsis.gov.ph/publications/policy-and-procedural-guidelines-and-board-resolutions-affecting-the-public-in-general/ 1922-present as the need arises
Insurance System
GSIS Government Service Unaudited financial Financial Statements Hard Copy No OCS/COA/CG Internal GSIS COA / Controller 2010 to present annual
Insurance System statements, schedules of Group
specific assets or
liabilities, provisions for
reserves and doubtful
accounts, etc.
GSIS Government Service Unresolved or pending CSW & Decisions Hard Copy No OCS/LSG exception GSIS LSG / OCS 2010 to present as the need arises
Insurance System court cases or other legal
proceedings involving the
GSIS, its Board of
Trustees, Management
and/ or other parties
GSIS Government Service Unresolved quasi-judicial Decisions Hard Copy No OCS/LSG limited with fee GSIS LSG / OCS 1994-present as the need arises
Insurance System cases involving members
and/ or beneficiaries
GSIS Government Service Work programs, projects, Scorecards Hard Copy No OCS/OSM Internal GSIS OSM / OCS 2011-present as the need arises
Insurance System and performance targets
OPERATIONS GROUP
GSIS Government Service AAO Application Application Form used to Standard (hard NO OPS exception and internal GSIS Operations Group 2007 as need arises
Insurance System designate and register an copy)
Agency's Authorized
Officer
GSIS Government Service Abstract of Cancelled List of GSIS-issued checks Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1985-2005 as need arises
Insurance System Checks that were cancelled copy)
GSIS Government Service Abstract of Life Claims List of processed Life Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1985-2005 as need arises
Insurance System Insurance claims copy)
GSIS Government Service Abstract of Over List of Payments more Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1985-2005 as need arises
Insurance System Payments than the required amount copy)
GSIS Government Service Abstract of Premium List of Unpaid Premiums Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1985-2005 as need arises
Insurance System Receivables (Bills) copy)
GSIS Government Service Abstract of Retirement List of processed Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1985-2005 as need arises
Insurance System Claims Retirement Claims copy)

ACTUARY OFFICE
GSIS Government Service Abstract of Unreleased List of processed claims Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1985-2005 as need arises
Insurance System Claims that are not yet released copy)
GSIS Government Service Account Resetting Request for Account Standard (hard NO OPS exception and internal GSIS Operations Group Sep 2007 as need arises
Insurance System Request Resetting in SAP copy)
GSIS Government Service Account Reversal Request Request for Account Standard (hard NO OPS exception and internal GSIS Operations Group Sep 2007 as need arises
Insurance System Reversal in SAP copy)
GSIS Government Service Acknowledgment Receipt A form used to Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2009 as need arises
Insurance System acknowledge the copy)
submission/ filing of
documents
GSIS Government Service Action on Disability Claim Result of evaluation on Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001-to present as need arises
Insurance System the application for copy)
Disability Benefits
GSIS Government Service Activation Request Request for Activiation of Standard (hard NO OPS exception and internal GSIS Operations Group May 2004 as need arises
Insurance System eCard copy)
GSIS Government Service Affidavit A written statement Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010-2018 as need arises
Insurance System confirmed by oath or copy)
affirmation, for use as
evidence in court
GSIS Government Service Affidavit of Corroboration An oath or statement of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001-to present as need arises
Insurance System corroborating witness/es copy)
GSIS Government Service Affidavit of Discrepancy An oath or statement to Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1980-to present as need arises
Insurance System correct discrepancy in the copy)
entry of a birth certificate
GSIS Government Service Affidavit of Funeral An oath or statement of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001-to present as need arises
Insurance System Expense Funeral Expenses copy)
GSIS Government Service Affidavit of Guardianship An oath or statement of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001-to present as need arises
Insurance System of Incapacitated Child guardianship for copy)
incapacitated child
GSIS Government Service Affidavit of Guardianship An oath or statement of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001-to present as need arises
Insurance System of Minor Dependent Child guardianship for minor copy)
dependent child
GSIS Government Service Affidavit of Loss A written statement Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001-to present as need arises
Insurance System declaring the physical loss copy)
of a document or record
GSIS Government Service Affidavit of Surviving Legal An oath or statement of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001-to present as need arises
Insurance System Heir/s Surviving Legal Heir/s copy)
GSIS Government Service Affidavit of Surviving An oath or statement of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001-to present as need arises
Insurance System Parents Surviving Parents copy)

ACTUARY OFFICE
GSIS Government Service Affidavit of Surviving An oath or statement of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001-to present as need arises
Insurance System Spouse Surviving Spouse copy)
GSIS Government Service Affidavit of Two An oath or statement of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1993-to present as need arises
Insurance System Disinterested Person Two Disinterested Person copy)
GSIS Government Service Affirmation of Denial A document that shows Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001-to present as need arises
Insurance System the confirmation of the copy)
previous denial of an EC
claim
GSIS Government Service After Battle Report A summary report Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001-to present as need arises
Insurance System showing the number of copy)
uniformed personnel
wounded or killed in
action
GSIS Government Service Agency ledger cards Monitoring Report on Standard (hard NO OPS exception and internal GSIS Operations Group 2001-to present as need arises
Insurance System Agency Remittance copy)
GSIS Government Service Agency Remittance Advise Report submitted by the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001-to present as need arises
Insurance System Agency for the creation/ copy)
updating of member's
employment and
personal information
GSIS Government Service Agency/Office Order Document to disseminate Standard (hard NO OPS exception and internal GSIS Operations Group 2001-to present as need arises
Insurance System information/ reminders/ copy)
orders
GSIS Government Service AGREEMENTS/ A meeting of the minds of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2006 as need arises
Insurance System CONTRACTS two persons, whereby copy)
one binds himself with
respect to the other, to
give something or to
render some service (Art.
1305, Civil Code).
GSIS Government Service Anaesthesia Record Record of administered Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System anaesthesia during copy)
operation
GSIS Government Service Annual Renewal of Active A process to confirm the Standard (hard NO OPS exception and internal GSIS Operations Group 2003 as need arises
Insurance System Status (ARAS) active status of a copy)
pensioner
GSIS Government Service Application & Health A report on the pre Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1997-2018 as need arises
Insurance System Declaration existing health condition copy)
of a member applying for
a hospitalization plan
GSIS Government Service Application for Cash Form use to apply for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Surrender Value (CSV) cash surrender benefits copy)

ACTUARY OFFICE
GSIS Government Service Application for Death Form use to apply for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Benefit Death Benefit copy)
GSIS Government Service Application for Funeral Form use to apply for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Benefit Funeral Benefit copy)
GSIS Government Service Application for Income Application for Income Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Benefit Claim for Payment Benefit Claim for Payment copy)
GSIS Government Service Application for Maturity Form use to apply for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Benefit Maturity Benefit copy)
GSIS Government Service Application for MRI Form use to apply for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System MRI copy)
GSIS Government Service Application for Form use to apply for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Recomputation recomputation of benefit copy)
GSIS Government Service Application for Refund Form use to apply for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Refund of overpayments copy)
Insurance System Resumption of Pension Resumption of Pension copy)
GSIS Government Service Application for Retirement Form use to apply for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1952-2018 as need arises
Insurance System Retirement copy)
GSIS Government Service Application for Stock Form used to apply for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2012 as need arises
Insurance System Purchase Loan Stock Purchase Loan copy)
Insurance System Termination Value Termination Value copy)
GSIS Government Service Appointment A document that shows Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1973-2018 as need arises
Insurance System the status of employment copy)
of a member
GSIS Government Service Approval / Disapproval A letter that conveys the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1977-2018 as need arises
Insurance System Letter approval or disapproval copy)
on the status of a request
GSIS Government Service Approval and Proceeds Form which reflects the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Sheet computation of claims copy)
GSIS Government Service Approval of PTD Benefit Form that shows the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System approval of PTD Benefit copy)
GSIS Government Service Attending Physician's Certification from Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Certification Physician other than GSIS copy)
Doctor
GSIS Government Service Authorization Letter A letter from the member Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System designating a copy)
representative to transact
business on his or her
behalf
GSIS Government Service Bond of Indemnity Form used to pay the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System death benefit in case the copy)
guardian of the minor
child is not the parent

ACTUARY OFFICE
GSIS Government Service Breakdown of Deductions A document showing the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1956-2018 as need arises
Insurance System itemized list of copy)
deductions from the
proceeds of paid claim
benefits
GSIS Government Service Brief Clinical Record Summary of Medical Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Record of Claimant copy)
GSIS Government Service Casualty Report Documentary Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System requirement in evaluating copy)
EC claim indicating
information of the
injured/deceased
member with name,
address, position title,
date of contingency,
cause of disability/death,
type of casualty and
signed by Authorized
Officer of the AFP
GSIS Government Service Certificate of AAO Proof of registration as Standard (hard NO OPS/RMD public GSIS Operations Group 2001 to present as need arises
Insurance System Accreditation Agency's Authorized copy)
Officer
GSIS Government Service Certificate of Actual Statement of duties and Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Duties responsibilities of an copy)
applicant for EC benefit
GSIS Government Service Certificate of Birth A document showing Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1935-2018 as need arises
Insurance System record of birth copy)
GSIS Government Service Certificate of Death A document showing Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1988-2018 as need arises
Insurance System record of death copy)
GSIS Government Service Certificate of Full A document to signify full Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1999-2018 as need arises
Insurance System Payment (CFP) payment of account copy)
GSIS Government Service Certificate of Last Day of A document indicating Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010 to present as need arises
Insurance System Actual Service the last day of service of a copy)
member
GSIS Government Service Certificate of Leave of Document that indicates Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System absences with or without the leave of absences copy)
pay with or without pay on an
employee

ACTUARY OFFICE
GSIS Government Service Certificate of Liaison Document that certifies Standard (hard NO OPS/RMD public GSIS Operations Group 2001 to present as need arises
Insurance System Officer Accreditation that a Liaison Officer is copy)
accredited with the GSIS
GSIS Government Service Certificate of Loan A document showing the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Balances/ SOA outstanding balance of a copy)
member's loan account
GSIS Government Service Certificate of Marriage A document showing Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1953 to present as need arises
Insurance System record of Marriage copy)
GSIS Government Service Certificate of A document showing the Standard (hard NO OPS/RMD public GSIS Operations Group 2001 to present as need arises
Insurance System Membership/Non- individual's membership copy)
Membership or non-membership with
GSIS
GSIS Government Service Certificate of No Marriage Report showing the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System (CENOMAR) record of marriage of an copy)
individual
GSIS Government Service Certificate of Pension A document showing the Standard (hard NO OPS/RMD exception GSIS Operations Group 2001 to present as need arises
Insurance System status of a pensioner and copy)
the amount of monthly
pension being received
GSIS Government Service Certificate of Registration Registration form issued Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2005 as need arises
Insurance System by the school as a copy)
requirement in the
processing of pre-need
claims
GSIS Government Service Certificate of Verification a document showing the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1984-2018 as need arises
Insurance System period of service for copy)
consideration as part of
actual service rendered
by a member
GSIS Government Service Certification of Full A record showing the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010-2018 as need arises
Insurance System Payment (CFP) Working details of computation for copy)
Sheet the issuance of CFP
GSIS Government Service Certification under oath Notarized certification Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System issued by the head of copy)
Agency surrounding the
circumstances of the
accident/ incident
GSIS Government Service Certified Instruction to Form used to create Standard (hard NO OPS exception and internal GSIS Operations Group 2005 as need arises
Insurance System Create Record (CICR) Membership Records copy)
GSIS Government Service Certified Instruction to Form to Update Standard (hard NO OPS exception and internal GSIS Operations Group 2005 as need arises
Insurance System Update Record (CIUR) Membership Records copy)
GSIS Government Service Certified Notice to Post Form used to request for Standard (hard NO OPS exception and internal GSIS Operations Group 2002 as need arises
Insurance System (CNP) posting in SAP copy)

ACTUARY OFFICE
GSIS Government Service Certified Notice to Set-Up A document issued to the Standard (hard NO OPS exception and internal GSIS Operations Group 2007 as need arises
Insurance System Pension Account (CNSPA) Membership Department copy)
to create or Set-Up the
Pension Account (CNSPA)
of the retiree
GSIS Government Service Charge Slip An itemized list and cost Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System of hospital expenses copy)
during confinement
GSIS Government Service Check Utilization Report Report on the usage of Standard (hard NO OPS public GSIS Operations Group 2012 as need arises
Insurance System accountable forms (check, copy)
OR)
GSIS Government Service Claim Form A form used to request Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System for processing of benefit copy)
GSIS Government Service Claim Worksheet A record that shows the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System details of the copy)
computation of the
proceeds of claim benefit
GSIS Government Service Claims Inquiry Form used to inquire Standard (hard NO OPS exception and internal GSIS Operations Group 2009-2018 as need arises
Insurance System benefit for Genesis Plus copy)
(memorial) Plan
GSIS Government Service Collection Letter Letter to demand Standard (hard NO OPS exception and internal GSIS Operations Group 2014 as need arises
Insurance System payment for an overdue copy)
loan account
GSIS Government Service Collection Report Report on the amounts Standard (hard NO OPS exception and internal GSIS Operations Group 2014 as need arises
Insurance System collected by the Cash copy)
Units
GSIS Government Service AAO Commitment Form A form accomplished by Standard (hard NO OPS public GSIS Operations Group 2014 as need arises
Insurance System the AAO signifying his or copy)
her conformance to his
as AAO
GSIS Government Service Computation on Excess Computation sheet for Standard (hard NO OPS exception and internal GSIS Operations Group 2007 as need arises
Insurance System Pension overpayment of pension copy)

ACTUARY OFFICE
GSIS Government Service Contract Withdrawal A request to delete from Standard (hard NO OPS exception and internal GSIS Operations Group 2007 as need arises
Insurance System SAP outstanding loan copy)
accounts which were
validated to be fully paid
prior to migration or
invalid
GSIS Government Service Course Curriculum A document that shows Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010-2018 as need arises
Insurance System the list of subjects to be copy)
taken by a scholar
GSIS Government Service Cover Certificate is the policy contract Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System copy)
GSIS Government Service Create Open Items a form use to request to Standard (hard NO OPS exception and internal GSIS Operations Group 2007 as need arises
Insurance System (CNCOI) Notice post open item in SAP copy)
GSIS Government Service CT Scan Computed Tomography Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System (CT) Result used for copy)
Medical Evaluation of
Disability Claims
GSIS Government Service Declaration of Pendency Requirement prior to Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010-2018 as need arises
Insurance System or Non-Pendency of Case crediting of retirement / copy)
separation benefits to
member/ retiree's
account
GSIS Government Service Deficit Letter Letter to inform member/ Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System retiree of his outstanding copy)
loan balances
GSIS Government Service Demand Letters A letter issued to Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System member/ retiree to copy)
demand payment for
outstanding loan balances
GSIS Government Service Designation of Form used to designate/ Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Additional / Change of change/ add copy)
Beneficiaries beneficiary/ies for life
insurance of member
GSIS Government Service Discharge Summary A medical report showing Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System the final diagnosis prior to copy)
discharge
GSIS Government Service Dividend Masterlist List of members entitled Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System to dividends for a copy)
particular calendar year
GSIS Government Service Dividend Register Abstract of dividend pay- Standard (hard NO OPS exception and internal GSIS Operations Group 2004 as need arises
Insurance System out copy)

ACTUARY OFFICE
GSIS Government Service Doctor's prescriptions Prescriptions issued by Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System doctors copy)
GSIS Government Service Document Checklist List of requirements for a Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010-2018 as need arises
Insurance System claim for benefits copy)
GSIS Government Service eCARD Customer Form accomplished by a Standard (hard NO OPS exception and internal GSIS Operations Group 2003 as need arises
Insurance System Information Record member prior to eCARD copy)
Enrollment
GSIS Government Service eCARD Releasing Form accomplished prior Standard (hard NO OPS exception and internal GSIS Operations Group 2003 as need arises
Insurance System to release of eCARD copy)
GSIS Government Service ECG reading results of ECG Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
GSIS Government Service Edu-Child Scholar's record card for scholar of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Benefit Card Edu-Child copy)
GSIS Government Service Electronic Billing File Monthly billing statement CSV NO OPS exception and internal GSIS Operations Group 2003 as need arises
Insurance System on premiums and loans
generated through the
Electronic Billing
Collection System (EBCS)
GSIS Government Service Electronic Remittance File Agency remittance list in CSV NO OPS exception and internal GSIS Operations Group 2003 as need arises
Insurance System (ERF) an electronic form
GSIS Government Service Emergency Out Patient hospital-issued form Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Service showing services copy)
rendered in the
emergency room
GSIS Government Service Employee Compensation Decision by ECC on Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Commission Decision denied cases copy)
GSIS Government Service Employee Compensation Reports on paid or unpaid Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Reports EC claims copy)
GSIS Government Service Endorsement to ECC Memo referral to ECC for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System appealed claims copy)
GSIS Government Service Enrollment Applications form accomplished by a Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System member prior to eCARD copy)
Enrollment
GSIS Government Service Entry of Judgment Court decision on EC Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System claim copy)
GSIS Government Service Evaluation/ Medical Evaluator's Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010-2018 as need arises
Insurance System Recommendation Sheet summary of PTD copy)
claimant's condition
GSIS Government Service Examination Permit Examination Permit Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System issued by the scholar's copy)
school

ACTUARY OFFICE
GSIS Government Service Extra Judicial Settlement a requirement in Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System processing claims payable copy)
to legal heirs designating
a single payee
GSIS Government Service Facts of the Case Narrative account of facts Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System presented for decision of copy)
the body
GSIS Government Service Follow-up Investigation A requirement in Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Report processing EC claims copy)
GSIS Government Service Certificate of certificate of guardianship Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Guardianship(by Barangay issued by the Barangay or copy)
or Social Welfare Office) Social Welfare Office
GSIS Government Service Home Visit Certification Certificate used as a Standard (hard NO OPS exception and internal GSIS Operations Group 2009 as need arises
Insurance System requirement in the copy)
conduct of home visit for
bedridden/ incapacitated
pensioner
GSIS Government Service Home Visitation Report Report of Home Visit Standard (hard NO OPS exception and internal GSIS Operations Group 2009 as need arises
Insurance System Conducted to a Pensioner copy)
GSIS Government Service Hospitalization Claim for Application form for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1988 to present as need arises
Insurance System Payment (Parts I, II, III) EC/Sickness Income copy)
Benefit (SIB)
GSIS Government Service Identification Card (ID) ID Card Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010-2018 as need arises
GSIS Government Service Incident Report Narrative Presentation of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Facts for EC claims copy)
GSIS Government Service Income Benefit Claim for Application form for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1989-2018 as need arises
Insurance System Payment EC/SIB claim copy)
GSIS Government Service Information Control Card Information of details of Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System payment and member copy)
GSIS Government Service Information for A document showing Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1974-2018 as need arises
Insurance System Membership Insurance personal information of copy)
(IMI) member
GSIS Government Service Injury/ Death or Incident Narrative Presentation of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Report Facts leading to copy)
injury/death
GSIS Government Service Laboratory Results Refers to medical results Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System on Urinalysis, Blood copy)
Chem, etc.
GSIS Government Service Last Day of Actual Service Reference point for the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010-2018 as need arises
Insurance System (LDAS) computation of claim copy)
benefits

ACTUARY OFFICE
GSIS Government Service Leave without Pay (LWOP) Document showing the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System periods where the copy)
employee incurred Leave
without Pay (LWOP)
GSIS Government Service Legal Evaluation result of legal evaluation Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System of EC claims copy)
GSIS Government Service Letter of Appeal/ A request from the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Reconsideration member/ claimant to copy)
reconsider an adverse
decision or a denied
claim
GSIS Government Service Letter of Complaints, Form used to refer a Standard (hard NO OPS exception and internal GSIS Operations Group 2010 as need arises
Insurance System Requests and Queries technical issue to copy)
(CRQs: with supporting Technical Services
documents) Division (TSD) or to
Information Technology
Services Group (ITSG)
GSIS Government Service Letter of Guardianship resolution issued by the Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System from Court court designating the copy)
guardian of a minor or
physically or mentally
incapacitated person
GSIS Government Service Letter Reply answer to letters received Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System from members, copy)
pensioners, agencies, and
other external clients
GSIS Government Service Letter to Agencies Letter to Agencies on Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System clarificatory items copy)
GSIS Government Service Line of Duty Declaration Requirement for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System of Proceedings processing of EC claim copy)
GSIS Government Service Loan Applications Form used to apply for a Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1990 to present as need arises
Insurance System loan copy)
GSIS Government Service Loan Stubs A document showing the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1990 to present as need arises
Insurance System loan details of a member copy)
attached to the loan
voucher
GSIS Government Service Loan Vouchers A document showing the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1990 to present as need arises
Insurance System (Disbursement Voucher) details of the payment of copy)
the loan granted to a
member
GSIS Government Service Mailed & Delivered Transmittal list of mailed Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2012 to present as need arises
Insurance System Checks and delivered checks copy)
GSIS Government Service Medical Certificate requirement for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System processing of EC/SIB copy)
claims

ACTUARY OFFICE
GSIS Government Service Medical Evaluation Sheet Medical Evaluation used Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System as basis for the copy)
entitlement to EC/SIB
benefit
GSIS Government Service Medical Expense Computation of medical Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Worksheet expenses for copy)
reimbursement
GSIS Government Service Medical History requirement in evaluating Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System EC/SIB claims copy)
GSIS Government Service Medical Progress Report Regular (annual) report Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System submitted by PTD copy)
pensioners
GSIS Government Service Medical Records of Regular (annual) report Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Incapacitated Child submitted for the copy)
incapacitated child
GSIS Government Service Medico Legal Certificate requirement in evaluating Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System EC claims copy)
GSIS Government Service Member's Request (MRF) Form used by members, Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System pensioners, or copy)
representatives to
request for information
with GSIS
GSIS Government Service Mortgage Contract Contract for mortgage Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System redemption insurance copy)
(MRI)
GSIS Government Service Motion for Letter of appeal for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Reconsideration reconsideration copy)
GSIS Government Service Multiple Employment Record showing various Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Benefit Worksheet agencies where the copy)
member was employed in
a particular period
GSIS Government Service NAPOLCOM Adjudication a requirement in Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Award processing EC claim copy)
GSIS Government Service Notice of Availment Form use to apply for Pre Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Need benefits copy)
GSIS Government Service Notice of Change Form used to request for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System change/ correction of copy)
Pre-Need records
GSIS Government Service Notice of Insurability Notice of Insurability Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
GSIS Government Service Notice of Judgment (entry is a court form that states Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System of judgment) the judge's decision copy)
GSIS Government Service Notice to Settle SPL Collection letter to settle Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Account SPL Account copy)
GSIS Government Service Notice/Advisory to Settle Collection letter to settle Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Account outstanding loan account copy)

ACTUARY OFFICE
GSIS Government Service Official Receipt document to officially Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1995 as need arises
Insurance System acknowledge receipt of copy)
payment
GSIS Government Service Ombudsman Clearance Clearance issued by the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010-2018 as need arises
Insurance System Ombudsman copy)
GSIS Government Service Order of Payment Form presented prior to Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System payment to cashier copy)
GSIS Government Service Payslip (copy) proof of payment as Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System secondary evidence copy)
GSIS Government Service Pensioners Validation Report on the status of Standard (hard NO OPS exception and internal GSIS Operations Group 2003 as need arises
Insurance System Report pensioners after the copy)
conduct of home visit
GSIS Government Service Petition Order A formal and verified Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System written claim filed seeking copy)
the review of a Decision/
Resolution of a case
GSIS Government Service Philhealth Deductions a record showing proof of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Philhealth deductions as copy)
requirement for
processing EC claim
GSIS Government Service Physical and Medical Results after the conduct Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Examination Results of Physical and Medical copy)
Examination
GSIS Government Service Physical and Mental Results after the conduct Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Examination of Physical and Mental copy)
Examination
GSIS Government Service Picture a requirement for the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System evaluation of EC claims copy)
GSIS Government Service Plan Agreement/ Contract A policy contract issued Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010-2018 as need arises
Insurance System to member who availed copy)
of preneed plan
GSIS Government Service Plan Agreement/ Data policy contract showing Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010-2018 as need arises
Insurance System the details of the pre- copy)
need plan
GSIS Government Service Plan Conversion Request to change the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2008-2018 as need arises
Insurance System terms/mode of the plan copy)
GSIS Government Service Plan Inquiry request for information Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System on the details of the copy)
applied plan

ACTUARY OFFICE
GSIS Government Service Police Blotter Report A record of accident or Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System incident by the police copy)
which serves as a
requirement in evaluation
of EC claims
GSIS Government Service Police Investigation A record of accident or Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Report incident which was copy)
investigated by the police
which serves as a
requirement in evaluation
of EC claims
GSIS Government Service Premium-in-Arrears (PIA) A computation template Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Refund Template to determine the amount copy)
of premiums-in arrears
GSIS Government Service Proceeds Sheet/ details of computation of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1956-2018 as need arises
Insurance System Worksheet benefits copy)
GSIS Government Service Production Report Monthly accomplishment Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System report copy)
GSIS Government Service Quit Claim An application to avail Standard (hard NO OPS exception and internal GSIS Operations Group 2010-2018 as need arises
Insurance System Quit Claim copy)
GSIS Government Service Real Estate Loan Voucher A document showing the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System details of the payment of copy)
real estate loan granted
to a member
GSIS Government Service Recomputation / Refund A request for Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System recomputation of claim or copy)
refund of overpayment
GSIS Government Service Reconciliation of account A request for Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System reconciliation of copy)
member's premium and
loan accounts
GSIS Government Service Record of Operation Hospital record of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System operation as requirement copy)
for EC medical evaluation
GSIS Government Service Record of Premium Record of Premium Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010-2018 as need arises
Insurance System Payments Payments for pre-need copy)
accounts

ACTUARY OFFICE
GSIS Government Service Refund Endorsement memorandum addressed Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System to Treasury Office copy)
requesting for refund of
excess payments
GSIS Government Service eCard Release Form Form accomplished by Standard (hard NO OPS exception and internal GSIS Operations Group 2004 as need arises
Insurance System member/ pensioner prior copy)
to release of eCard
GSIS Government Service Release of eCARD Balance Advise to the servicing Standard (hard NO OPS exception and internal GSIS Operations Group 2004 as need arises
Insurance System bank to release the copy)
amount of pension
balance from pensioners
eCARD account to the
legal heirs of the
deceased pensioner
GSIS Government Service Remittance Lists (RLs) Printed copies of the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1976-2016 as need arises
Insurance System Agency's remittance copy)
GSIS Government Service Request for Authorization Form used by authorized Standard (hard NO OPS exception and internal GSIS Operations Group 2017 as need arises
Insurance System representative to transact copy)
business with GSIS
GSIS Government Service Request for Home Visit A request received from Standard (hard NO OPS exception and internal GSIS Operations Group 2009 as need arises
Insurance System pensioner for GSIS to copy)
conduct home visit

ACTUARY OFFICE
GSIS Government Service Request for Medical Form indicating the list of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Reimbursement of medicines purchased and copy)
Hospital Expenses and hospital expenses for
Medicines reimbursement
GSIS Government Service Request for Refund Request for refund of Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System overpayments copy)
GSIS Government Service Request for Resumption Form used by pensioner Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System of EC Pension to Request for copy)
Resumption of EC Pension
GSIS Government Service Request for Transfer of Request for Transfer of Standard (hard NO OPS exception and internal GSIS Operations Group 2012 as need arises
Insurance System Bank Account Bank Account copy)
GSIS Government Service Request to Release Request made by the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2005 as need arises
Insurance System Allowance member-availee/ scholar copy)
for the release of
allowance
GSIS Government Service Retirement Annuities Retirees who availed of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010-2018 as need arises
Insurance System pension benefit copy)
GSIS Government Service Retirement Gratuity Retirees who availed of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1952-2018 as need arises
Insurance System lump-sum benefit paid by copy)
the last employer
GSIS Government Service Schedule of Premium Report on the amount of Standard (hard NO OPS exception and internal GSIS Operations Group 2007 as need arises
Insurance System Receivables premium receivables copy)
GSIS Government Service Schedule of Pre-Need List of Pre-Need checks Standard (hard NO OPS exception and internal GSIS Operations Group 2007 as need arises
Insurance System Cancelled Checks that were cancelled copy)
GSIS Government Service Service Record Document from the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Agency showing the copy)
employment record of an
employee

ACTUARY OFFICE
GSIS Government Service Sketch/ Vicinity Map A requirement in the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System evaluation of an EC claim copy)
showing the distance in
meters of the place of
accident, place of work,
and place of residence
GSIS Government Service Special Power of Attorney a written authorization Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 1956-2018 as need arises
Insurance System (SPA) that grants an individual copy)
authority to act on behalf
of the principal (member/
pensioner), under certain,
specified circumstances
GSIS Government Service SPL Repayment Card a record showing Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System repayments for SPL copy)
account
GSIS Government Service Spot Report an on-the-spot report of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System the incident/ accident copy)
made by an authorized
person
GSIS Government Service SSS Contributions Certification from SSS Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2014 as need arises
Insurance System showing the premium copy)
contributions of a worker
as a requirement in
processing of retirement
under the portability law
GSIS Government Service Statement of Account A document showing the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System balance of a loan account copy)
GSIS Government Service Statement of Patient's A record issued by the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Account hospital showing the copy)
hospital expenses
incurred by the patient

ACTUARY OFFICE
GSIS Government Service Statement of Premium A document showing the Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Payments premium payments copy)
history of a member
GSIS Government Service Statement of Salary Secondary evidence as Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Deduction proof of payment to SPL copy)
account
GSIS Government Service Subpoena Duces compliance to courts and Standard (hard NO OPS exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Tecum/Ad Testificandum quasi-judicial bodies on copy)
the submission of
required documents and
attendance to court
hearings
GSIS Government Service Summary of Totals A document showing the Standard (hard NO OPS exception and internal GSIS Operations Group 2007 as need arises
Insurance System summary of totals of copy)
accounts and amounts to
be paid issued prior to
payment to cashier
GSIS Government Service Survivorship Application Application for Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System survivorship benefit copy)
GSIS Government Service Sworn Statement of a notarized affidavit of Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Witnesses two witnesses to the copy)
incident
GSIS Government Service Tentative Computation Computation of claims or Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2004 as need arises
Insurance System benefits which are still copy)
subject to change
GSIS Government Service Tentative Voucher a record showing the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2004 as need arises
Insurance System tentative computation of copy)
the proceeds of a claim
GSIS Government Service Time Card/Record of a requirement in the Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
Insurance System Attendance evaluation of EC claims copy)
GSIS Government Service Transaction Monitoring A system used to monitor Standard (hard NO OPS exception and internal GSIS Operations Group 2009 as need arises
Insurance System System or track down requests/ copy)
transactions of members/
pensioners
GSIS Government Service Transfer of Bank Account a request from the Standard (hard NO OPS exception and internal GSIS Operations Group 2015 as need arises
Insurance System member/ pensioner to copy)
transfer from one GSIS
servicing bank to another
GSIS servicing bank
GSIS Government Service Travel/ Mission Order documentary Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
evaluation of EC claims

ACTUARY OFFICE
GSIS Government Service UMID/eCARD (unclaimed) Report on UMID/eCARD Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2004 as need arises
Insurance System not yet released to copy)
members or pensioners
GSIS Government Service Visitor's Inventory a record showing logs of Standard (hard NO OPS public GSIS Operations Group 2009 as need arises
Insurance System GSIS visitors copy)
GSIS Government Service Waiver of Rights a notarized document Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2010 to present as need arises
Insurance System submitted by a claimant copy)
in relation to processing
of his claim
GSIS Government Service Weekly Notice to Deduct A reminder for the agency Standard (hard NO OPS exception and internal GSIS Operations Group 2007 as need arises
Insurance System to deduct from the salary copy)
of members the
amortization for loans
availed by the employee
GSIS Government Service Work-around Procedure an alternative manual Standard (hard NO OPS exception and internal GSIS Operations Group 2010-2018 as need arises
Insurance System procedure performed in copy)
the absence of a defined
automated procedure in
the system
GSIS Government Service X-ray documentary Standard (hard NO OPS/RMD exception and internal GSIS Operations Group 2001 to present as need arises
medical evaluation of EC
claims
OFFICE FOR STRATEGY MANAGEMENT

ACTUARY OFFICE
GSIS Government Service Accomplishment/ Accomplishment report is xls, doc No OSM internal GSIS Office for Strategy 2014 to June 2018 Annually,
Insurance System Compliance Report a document submitted Management Biannually,
per Office containing the Quarterly,
status of the approved Monthly
Office Scorecards. It also
contains a comparative
data on accomplishments
vis-à-vis target outputs
based on established
performance indicators.
Reports may be quarterly,
semestral, annual or as
may be required by the
President and General
Manager (PGM) or Board
of Trustees (BOT)
Compliance reports based
on reports submitted by
FGs/Offices are prepared
by OSM and submitted to
external agencies upon
clearance/approval of the
OPGM
GSIS Government Service Advisory Notices of Meeting Outlook email no OSM internal GSIS Office for Strategy 2012 to 2018 Depends on
Insurance System Schedule and timelines Management frequency of
for submission of meetings
proposed agenda items
and presentation
materials

ACTUARY OFFICE
GSIS Government Service Agenda A list of items in the doc/pdf
order (scanned and hard copy)No file://gsis.local/ internal GSIS Strategic Planning 2009 to 2018 Depends on
Insurance System or sequence in which they gsis/Documents/ and Control frequency of
are to be taken up in the CorPlan/ManCom/ Department, meetings
meeting, beginning with Office for Strategy
the call to order and Management
ending with adjournment.
It familiarizes the
Committee members with
topics to be discussed and
issues to be raised. It also
indicates what prior
knowledge would be
expected from the
members and what
outcome the members
could expect from the
meeting.
GSIS Government Service Annual Report Annual report prepared doc, pdf No OSM Internal GSIS Office for Strategy 2012 to 2017 Annual
Insurance System by OSM based on Management
Quarterly
Accomplishments
submitted by FGs/Offices,
and which serves as input
to the Annual Report
published by GSIS
GSIS Government Service ARTA Compliance Records Results of GSIS ARTA doc, xls, pdf No OSM Internal GSIS Office for Strategy 2014 to 2017 As the need arises
Insurance System Compliance Monitoring Management
Survey conducted by
OSM to update the
management on the
status of GSIS' compliance
with the ARTA Law.
GSIS Government Service Catalogue of Reports List of reports prepared doc, xls, pdf No OSM Internal GSIS Office for Strategy 2014 to 2017 As the need arises
Insurance System by SPCD and submitted to Management
various Offices
GSIS Government Service Certificate of ISO Certification issued by the standard No OSM public GSIS Policies and 2015-2017 Annually
Insurance System Accreditation Certifying Body to GSIS Systems
after successfully passing Department,
an audit Office for Strategy
Management

ACTUARY OFFICE
GSIS Government Service Comments on Position Comments provided by standard No OSM internal GSIS Policies and 2018 As the need arises
Insurance System Papers OSM to LSG on different Systems
Senate and House bills Department,
Office for Strategy
Management
GSIS Government Service Compliance/ Status (i.e., A report submitted by the xls, doc, pdf No OSM internal GSIS Strategic Planning 2012 to 2018 Quarterly,
Insurance System ManCom/PGM Directives) Offices to the PGM, copy (scanned or hard and Control Biannually
furnished OSM-SPCD, on copy) Department,
actions taken to comply Office for Strategy
with the ManCom/PGM Management
directives. It also contains
updates on directives not
yet complied with.
GSIS Government Service Developmental & Board It contains a comparative xls, doc No OSM internal GSIS Office for Strategy 2014 to June 2017 Quarterly
Insurance System Monitored Projects data on Developmental Management
Programs per FG/ Offices.
Compliance reports based

on reports submitted by
FGs/Offices are prepared
by OSM and submitted to
external agencies upon
OPGM
GSIS Government Service Document Distribution Registry of issuance and standard No OSM internal GSIS Policies and 2018-08-16 As the need arises
Insurance System Register retrieval of QMS Systems
documents Department,
Office for Strategy
Management
GSIS Government Service External Issuances - Letter Letter replies related for doc, xls, pdf No OSM External GSIS Office for Strategy 2012 to 2018 As the need arises
Insurance System from External Agencies the data requested from Management
external agencies -
prepared by OSM and
submitted to external
agencies upon
OPGM

ACTUARY OFFICE
GSIS Government Service Feedback Reports Regular feedback reports doc No OSM Internal GSIS Office for Strategy 2016 to 2017 Quarterly
Insurance System prepared by OSM on the Management
performance of
FGs/Offices based on
submitted
Accomplishment Reports
It includes information on
reporting of
Accomplishments and
submission of Proofs of
Compliance; Use of
Monitoring Tools;
Accomplishment of
Targets; Clarification on
Key Performance
Indicators/Targets/Metric
s; and Other Observations
GSIS Government Service Governance Commission Reports/documents doc, xls, pdf Yes http:// External GSIS Office for Strategy 2013 to 2018 Quarterly,
Insurance System for Government submitted to GCG in www.gsis.gov.ph/ Management Annually
Owned or Controlled compliance with its transparency-seal/
Corporations (GCG) requirements requirements-
Reports (and other under-section-43-
supporting documents) ofgcg-mc-no-2012-
07/
GSIS Government Service Group Performance The document containing doc, xls, pdf No OSM Internal GSIS Office for Strategy 2014 to 2017
Insurance System Appraisal System (GPAS) the performance ratings Management
of the Offices as
measured using the GPAS
Guidelines.
GSIS Government Service Highlights (i.e., ManCom A brief writtendoc/pdf (scanned and hard copy)No file://gsis.local/ internal GSIS Strategic Planning 2013 to 2018 Depends on the
Insurance System meetings) documentation on what gsis/Documents/ and Control frequency of
has transpired and agreed CorPlan/ManCom/ Department, meetings.
upon during the Office for Strategy
meeting. Management
GSIS Government Service INFORMATION DIGEST Summary report on key doc, pdf. Photoshop No OSM Internal GSIS Office for Strategy 2014 to 2018
Insurance System financial, membership, Management
loans, claims, new PPGs
and other relevant
information prepared for
Executives semi-annually.

ACTUARY OFFICE
GSIS Government Service GSIS Integrity Assessment of the doc, xls, pdf No OSM Internal GSIS Office for Strategy 2017 As the need arises
Insurance System Management Committee current GSIS practice of Management
(GIMC) integrity in relation to
different dimensions such
as on Service Delivery;
Institutional Leadership;
Financial, Procurement
and Asset Management;
Human Resource
Management and
Development; Corruption
Risk Management; and
Internal Reporting and
Investigation.
GSIS Government Service GSIS Integrity The Five-year Integrity doc, xls, pdf No OSM Internal GSIS Office for Strategy For preparation in N/A
Insurance System Management Committee Management Plan of GSIS Management 2018
(GIMC) is a document that
Integrity Management identifies and details the
Plan requirements, concerns
and specific courses of
action of GSIS in response
to its integrity
management needs and
in pursuit of its anti-
corruption agenda and
integrity objectives.
GSIS Government Service ISSUANCES Hard Copy with PSD. doc/pdf/xls eLibrary http://gsisportal:8080/webcenter/ internal GSIS Office for Strategy Board Res - 2010 to as the need arises
Insurance System Scanned Copies of Policy Management 2016
Documents are uploaded PPG - 1976 to 2018
to the eLibrary per PPG OO - 2001 to 2018
302-16. These include: ManCom Dirs -
Board Resolutions cleared 2013 to 2018
by OCS for uploading; MIG - 2009 to 2010
PPGs; Office Orders; MOO - 2014, 2015,
ManCom Directives; 2017
MOOs; MOSAA; Approved MOSAA - 2013,
P&P; Relevant Laws; 2014, 2017, 2018
Other documents P&P - 2015, 2016
approved for posting
GSIS Government Service Job Description Manual Manual which contains Standard No OSM internal GSIS QMS DCC 2015-06-01 as the need arises
Insurance System the basic and key roles
and knowledge and
competency required for
each job /position.

ACTUARY OFFICE
GSIS Government Service List of Disposed Registry of obsolete QMS Standard No OSM internal GSIS Policies and 2015-06-01 as the need arises
Insurance System Documents and Records documents disposed Systems
since these are beyond Department,
their respective retention Office for Strategy
periods. Management
GSIS Government Service Logbook on Distribution Registry of issuance of Standard No OSM internal GSIS Policies and 2015-06-01 as the need arises
Insurance System of Uncontrolled uncontrolled documents. Systems
Documents Department,
Office for Strategy
Management
GSIS Government Service Mancom/PGM Directives Instructions and doc/pdf (scanned No http:// internal GSIS Strategic Planning 2003 to 2018 Depends on the
Insurance System resolutions given by the and hard copy) gsisportal:8080/ and Control frequency of
PGM which arise from a webcenter/ Department, meetings.
ManCom meeting or a Office for Strategy
small group meeting Management
issued thorugh OSM-
SPCD.
GSIS Government Service Manual of Approving & copy of a comprehensive standard Yes OSM internal GSIS Policies and 2012 depending on
Insurance System Signing Authorities reference indicating the Systems approved revision
duly authorized Department,
signatories and approvers Office for Strategy
of transactions and its Management
corresponding
documents, if any, and
their respective limits of
authority (original with
OCS)
GSIS Government Service Masterlist of Records Registry of QMS records Standard No OSM internal GSIS Policies and 2015-06-01 as the need arises
Insurance System maintained by GSIS. This Systems
also contains the Department,
retention period of QMS Office for Strategy
records. Management
GSIS Government Service Meeting Files compilation of minutes Standard No OSM internal GSIS OSM 2012-2018 updated after a
Insurance System during a meeting meeting
GSIS Government Service Memorandum Circulars Issued by GSIS intended Standard Yes OSM public GSIS Policies and 2018 as the need arises
Insurance System for mass distribution to Systems
provide general Department,
information and Office for Strategy
guidelines on a certain Management
GSIS programs, rules, etc.

ACTUARY OFFICE
GSIS Government Service Minutes (Note: A thorough written doc/pdf (scanned No n/a internal GSIS Strategic Planning 1998 to 2012 n/a
Insurance System For ManCom meetings, documentation of what and hard copy) and Control
the documentation only transpired and agreed Department,
covers highlights of the upon during the meeting. Office for Strategy
discussion.) Management
GSIS Government Service Minutes written record of the Standard No OSM internal GSIS OSM 2012-2018 updated after a
Insurance System discussions made during a meeting
meeting
GSIS Government Service Monthly Report QMS Progress reports are xls/pdf No OSM internal GSIS Office for Strategy 2018 Monthly
Insurance System submitted monthly by Management
OSM to QMS DCC
GSIS Government Service Non-Routinary Issuances A communication doc/pdf (scanned No OSM internal GSIS Office for Strategy 2015 - 2017 As the need arises
Insurance System document which may and hard copy) Management
contain policies,
procedures and/or
implementating
guidelines concerning
performance
management activiites
such planning and
accomplishment
reporting.
GSIS Government Service Notices Advisories sent through email format No GSIS Microsoft internal GSIS Strategic Planning 2015 to 2018 Depends on the
Insurance System electronic mail, to Outlook and Control frequency of
members of the Department, meetings.
Committee to inform Office for Strategy
them of meeting schedule Management
(i.e., date, time and
venue of meeting).
GSIS Government Service Office Order A set of implementing standard/ pdf No OSM Public - if affecting members and stakeholders GSIS Policies and 2008-2018 Depending on
Insurance System guidelines which are Internal - if not affecting members and stakeholders Systems approval of Office
approved by the ManCom Department, Order
and/or the PGM Office for Strategy
Management
GSIS Government Service Operations Manual A detailed documentation standard No OSM internal GSIS Policies and 2005-2018 whenever there is
Insurance System and compilation of all Systems a policy document
exisiting systems, Department, affecting the
methods, procedures and Office for Strategy manual of
processes designed and Management operations
developed in accordance
with pertinent policies
and organizational
structure of the GSIS

ACTUARY OFFICE
GSIS Government Service Performance Agreement A document which doc, xls, pdf No OSM public GSIS Office for Strategy 2014 to 2018 Annually
Insurance System provides information on Management
GSIS' commitment for the
year, including the
performance measures
and targets as approved
by GCG.
GSIS Government Service Performance Based Bonus All documents related to doc, xls, pdf No OSM public GSIS Office for Strategy 2014 to 2018 Annually
Insurance System Files the request and approval Management
of granting the GSIS PBB
GSIS Government Service Performance Monitoring Monitoring of doc, pdf No OSM Internal GSIS Office for Strategy 2014 to 2018 Quarterly,
Insurance System performance of the Management Annually
Offices in relation to the
attainment of the
corporate objectives
through the
accomplishment of
performance measures
and targets under the
P&P/Office Scorecards
and compliance with
Board Directives
GSIS Government Service Executive Planning All documents prepared doc, pdf No OSM Internal GSIS Office for Strategy 2014 to 2018 annually
Insurance System Conferences Records and produced, recording Management
and highlights of Planning
Conferences with
Executives, Management
and Partners in Planning
GSIS Government Service Plans and Programs The document containing doc, xls, pdf No OSM Internal GSIS Office for Strategy 2014 to 2018 Annually
Insurance System (P&P)/ Office Scorecards the details of the Management
operational and
developmental programs,
projects and activities to
be undertaken by an
Office to achieve the
purpose for which it was
established or created.
GSIS Government Service Policy and Procedural A set of policies and standard/ pdf No OSM Public - if affecting members and stakeholders GSIS PSD 1976-2018 depending on
Insurance System Guidelines general procedures Internal - if not affecting members and stakeholders approval of PPG
pertaining to a functional
area, which are approved
by the Board of Trsutees
(BOT) through a Board
Resolution

ACTUARY OFFICE
GSIS Government Service Policy Manual a compilation of all Standard No OSM internal GSIS PSD 2016-2018 updated
Insurance System governing laws, board whenever there is
resolutions, pertinent a policy document
policies and procedural affectingn the
guidelines, office orders policy manual
and directives, grouped
accoding to policy areas,
which govern the
operations of GSIS
GSIS Government Service Policy Manual a compilation of all Standard No OSM internal GSIS PSD 2016-2018 updated
Insurance System governing laws, board whenever there is
resolutions, pertinent a policy document
policies and procedural affectingn the
guidelines, office orders policy manual
and directives, grouped
accoding to policy areas,
which govern the
operations of GSIS
GSIS Government Service Presentation Materials Visual aids and other ppt, pdf, doc No file://gsis.local/ internal GSIS Strategic Planning 2009 to 2018 Depends on the
Insurance System form of media that will gsis/Documents/ and Control frequency of
support the delivery of CorPlan/ManCom/ Department, meetings.
message. Office for Strategy
Management
GSIS Government Service Process Manual Manual which contains Standard No OSM internal GSIS QMS DCC 2015-06-01 as the need arises
Insurance System the established
procedures of the process
covered by the QMS of
the GSIS
GSIS Government Service Quality Manual Manual which lays out Standard No OSM internal GSIS QMS DCC 2015-06-01 as the need arises
Insurance System the structure of the GSIS
QMS. This includes the
GSIS Vision, Mission, and
Culture, Quality Policy,
among others.
GSIS Government Service Quarterly Report An informational work doc/pdf, xls No OSM internal GSIS Strategic Planning 2012-2018 Quarterly
Insurance System submitted every quarter (scanned and hard and Control
of the calendar year. copy) Department,
Office for Strategy
Management

ACTUARY OFFICE
GSIS Government Service Recordings of Proceedings A physical or sound mp3 No OSM internal GSIS Strategic Planning 2012 to 2018 Depends on the
Insurance System (i.e., ManCom meetings) record of procedures in a and Control frequency of
meeting that could be Department, meetings.
played back for Office for Strategy
reference . Management
GSIS Government Service Reference Manual Manual which contains Standard No OSM internal GSIS QMS DCC 2015-06-01 as the need arises
Insurance System the Corporate and
Functional Quality
Objectives, Action Plans,
Quality Plans, Process
Goals, and Process
Affecters Diagram
GSIS Government Service Request for changes in Documents related to the doc/pdf (scanned No OSM internal GSIS Office for Strategy 2015 - 2017 As the need arises
Insurance System P&P requests for changes in and hard copy) Management
the approved Plans and
Programs of the Offices.
May include Memo
request of an Office,
supporting documents,
CSW or Memo
recommendation of OSM.
GSIS Government Service Routinary Issuances Memo reminders from doc/pdf (scanned No OSM Internal GSIS Office for Strategy 2012 to 2017 As the need arises
Insurance System OSM to other Offices on and hard copy) Management
the submission of
required accomplishment
reports. Also, include
Guidelines for the
submission of Plans and
Programs (now Office
Scorecards) and
Accomplishment Reports.
GSIS Government Service Semestral Report Semestral report doc/pdf (scanned No OSM Internal GSIS Office for Strategy 2012 to 2017 Annual
Insurance System prepared by OSM based and hard copy) Management
on 1st and 2nd Quarterly
Accomplishments
submitted by FGs/Offices.
GSIS Government Service Special Report (to other Records of reports or doc/pdf (scanned No OSM Internal GSIS Office for Strategy 2012 to 2017 As the need arises
Insurance System agencies) data/information and hard copy) Management
requested by other
government agencies.

ACTUARY OFFICE
GSIS Government Service Transcription of A full, unabridged doc/pdf No OSM internal GSIS Strategic Planning 2012 to 2018 Upon request of
Insurance System Proceedings account and verbatim and Control concerned FGs.
translation of what was Department,
said/discussed during a Office for Strategy
meeting. Management
GSIS Government Service Working Papers A working paper refers to standard No OSM internal GSIS PSD 2012-2018 as the need arises
Insurance System a preliminary scientific or
technical paper
containing ideas,
hypotheses and/or
research questions, which
can later change or be
modified based on
comments or review.
REAL ESTATE ASSET DISPOSITION MANAGEMENT OFFICE (READMO)

GSIS Government Service Acknowledgment of TCT Name of recipient / hard copy No HARTD exception and internal GSIS Real Estate Asset 1960 as need arises
Insurance System Release Notice relationship & date Disposition
received/ID presented Management
Office
GSIS Government Service Acknowledgment Receipt confirmation that a Standard NO RPAMD Internal GSIS Real Estate Asset 2012 Not Applicable
Insurance System letter/memo has been Disposition
received Management
Dept
GSIS Government Service Affidavit of Acceptance & acknowledgment that the Standard NO RPAMD Internal GSIS Real Estate Asset 1997 As need arises
Insurance System Occupancy property has been Disposition
received Management
Dept
GSIS Government Service Affidavit of Down Affidavit executed by Standard NO HARD/RMD Limited GSIS Real Estate Asset 1975 Biannually
Insurance System payment / No Down member if with Down Disposition
payment Payment/ No Down Management
Payment Office
GSIS Government Service Affidavit of Extrajudicial A settling of an estate via Standard NO HARD GSIS Real Estate Asset 1999 as need arises
Insurance System Settlement of Estate the drafting of a contract, internal and limited Disposition
which indicates how a Management
deceased owner's Office
properties will be divided
among the heirs as they
see fit.
GSIS Government Service Affidavit of Inspection a sworn statement by an Standard NO PAD limited GSIS Real Estate Asset 2017-2018 Not Applicable
Insurance System inspector/appraiser on Disposition
the occupancy status of a Management
certain GSIS property Dept

ACTUARY OFFICE
GSIS Government Service Affidavit of Publication Name of Deceased hard copy No RPAMD GSIS Real Estate Asset 2016 NA
Insurance System Awardee/Heirs/Property internal and limited Disposition
Location/Technical Management
Description/Notarization/ Office
Date of
Publication/Signature of
the Publisher
GSIS Government Service Affidavit of Self A document executed by Standard NO HARTD GSIS Real Estate Asset 1971/1/11 as need arises
Insurance System Adjudication sole heirs who wish to internal and limited Disposition
adjudicate the entire Management
estate to him- or herself Dept
GSIS Government Service Affidavits a written statement Standard NO HARTD GSIS Real Estate Asset 1965 as need arises
Insurance System confirmed by oath or internal and limited Disposition
affirmation, for use as Management
evidence in court Dept
GSIS Government Service Agreements Document executed as a Standard NO READMO GSIS Real Estate Asset 1987 Not Applicable
Insurance System result of agreement internal and limited Disposition
between parties Management
Dept
GSIS Government Service Application for Extra- Filing a petition to the Standard NO RPAMD Exception GSIS LSG 2012 Not Applicable
Insurance System Judicial Foreclosure of Office of the sheriff for
Real Estate Mortgage foreclosure of real estate
mortgage
GSIS Government Service Appraisal Report contains Current Market Standard NO PAD internal GSIS Real Estate Asset 2012 Annually
Insurance System Value (CMV) of certain Disposition
GSIS properties at specific Management
date of site inspection Dept
GSIS Government Service Authorization Letter written authorization givi Standard NO RPAMD Exception GSIS Real Estate Asset 2012 Not Applicable
Insurance System ng someone else specific Disposition
access or privileges to Management
certain resources such as Dept
spending a specified sum
or to delegate his or her
duties and powers which
covers a wide range of
intentions and
responsibilities
GSIS Government Service Authorizations a document giving Standard NO RPAMD Exception GSIS Real Estate Asset 2012 Not Applicable
Insurance System permission or authority Disposition
Management
Dept
GSIS Government Service Bid Application this document is Standard NO RPAMD Exception GSIS Real Estate Asset 2012 Not Applicable
Insurance System generated for the Disposition
computation of Bid Price Management
for Auction of Foreclosed Dept
REL Accounts

ACTUARY OFFICE
GSIS Government Service Bid Price this document is Standard NO RPAMD Internal GSIS Real Estate Asset 2012 Not Applicable
Insurance System generated in the conduct Disposition
of Auction of Foreclosed Management
REL Accounts Dept
GSIS Government Service Board Report Reports on real estate Standard NO READMO Internal GSIS Real Estate Asset 2012 As need arises
Insurance System submitted to the Board Disposition
Management
Dept
GSIS Government Service Board Resolution approval/disapproval of Standard NO RPAMD Exception GSIS Real Estate Asset 2016 As need arises
Insurance System matter/s presented to the Disposition
Board Management
Dept
GSIS Government Service Business Permit Proof of registration of Standard NO RPAMD Internal LGU Real Estate Asset 6/25/2014 Not Applicable
Insurance System business registration Disposition
Management
Dept
GSIS Government Service Buyer's Data Sheet Profile of buyers Standard NO READMO Internal GSIS Real Estate Asset 1997 Not Applicable
Insurance System containing personal Disposition
information, IDs, and Management
picture Dept
GSIS Government Service Certificate of Authorizing a certification issued by hard copy No HARTD internal GSIS Real Estate Asset 2012 N/A
Insurance System Registration (CAR) the BIR authorizing the Disposition
transfer and conveyance Management
of the property Office
GSIS Government Service Certificate of Bank a certification issued by Standard No RPAMD Internal Private Entities Real Estate Asset 6/25/2014 As need arises
Insurance System Partnership bank Disposition
Management
Dept
GSIS Government Service Certificate of Barangay Proof of business Standard NO RPAMD Internal LGU Real Estate Asset 6/25/2001 Not Applicable
Insurance System Business Registration registration Disposition
Management
Dept
GSIS Government Service Certificate of BIR Proof of business Standard NO RPAMD Internal BIR Real Estate Asset 1/2/2012 Not Applicable
Insurance System Registration (BIR Form registration Disposition
No. 2303) Management
Dept
GSIS Government Service Certificate of Business Proof of business Standard NO RPAMD Internal DTI Real Estate Asset 6/25/2014 Not Applicable
Insurance System Name Registration (DTI) registration Disposition
Management
Dept
GSIS Government Service Certificate of Employment pertains to documents Standard NO RPAMD Internal Private Entities Real Estate Asset 2007 Not Applicable
Insurance System (COE) required for the bidding Disposition
of IPRUs Management
Dept
GSIS Government Service Certificate of Loan pertains to documents Standard NO RPAMD Internal Private Entities Real Estate Asset 1995 Not Applicable
Insurance System Eligibility (CLE) required for the bidding Disposition
of IPRUs Management
Dept

ACTUARY OFFICE
GSIS Government Service Certificate of Marriage official recorded Standard NO RPAMD Internal NSO Real Estate Asset 2015 Not Applicable
Insurance System document issued by a Disposition
governmental authority Management
that proves that the Dept
couple listed on
the marriage
certificate have a
legal marriage
GSIS Government Service Certificate of Registration Proof of business Standard NO RPAMD Internal GOCCs/PRIVATE ENTITYReal Estate Asset 6/25/2014 Not Applicable
Insurance System (SEC) registration Disposition
Management
Dept
GSIS Government Service Certificate of Certificate issued by the Standard NO HARD Internal GSIS Real Estate Asset 1970 Biannually
Insurance System Remittances / Deductions remitting agency Disposition
Management
Office
GSIS Government Service Certificate of Sale A document issued to the Standard NO HARTD internal GSIS Real Estate Asset 2012 Not Applicable
Insurance System winning bidder at a Disposition
foreclosure sale Management
Office
GSIS Government Service Checks is a written, dated, and Standard NO RPAMD Exception Private Entities Real Estate Asset 2012 Not Applicable
Insurance System signed instrument that Disposition
contains an unconditional Management
order from the drawer Dept
that directs a bank to pay
a definite sum of money
to a payee
GSIS Government Service Collection Ledger with list of posted Standard NO HARD Internal GSIS Real Estate Asset 1970 Biannually
Insurance System payments Disposition
Management
Dept
GSIS Government Service Collection Letter Notice to agency for Standard NO HARD Internal GSIS Real Estate Asset 1970 Biannually
Insurance System salary deduction Disposition
Management
Office
GSIS Government Service Commitment Letter Commitment letter for Standard NO HARD Internal GSIS Real Estate Asset 1970 Biannually
Insurance System issuance of Post Dated Disposition
Checks Management
Office
GSIS Government Service Community Tax residence certificate Standard NO RPAMD Internal GSIS Real Estate Asset 1994 Not Applicable
Insurance System Certificate (CTC) Disposition
Management
Dept
GSIS Government Service Company Profile short article on Standard NO RPAMD Internal Private Entity Real Estate Asset 6/25/2014 Not Applicable
Insurance System company's description Disposition
Management
Dept

ACTUARY OFFICE
GSIS Government Service Compromise Settlement Document executed as a Standard NO RPAMD Exception GSIS Real Estate Asset 1/30/2013 Not Applicable
Insurance System Agreement result of settlement Disposition
Management
Dept
GSIS Government Service Condonation Program a form to be filled in Standard NO RPAMD Internal GSIS Real Estate Asset 8/8/1988 once for every
Insurance System Application when applying for a Disposition condation
housing loan Management program
restructuring/condonatio Dept
n program
GSIS Government Service Contract to Sell formal agreement in Standard NO RPAMD Exception GSIS Real Estate Asset 1987 Not Applicable
Insurance System which a person, company, Disposition
etc. agrees Management
to sell something to a Dept
buyer at a time in the
future, and the buyer
agrees to buy it
GSIS Government Service Contracts Document executed as a Standard NO RPAMD Exception GSIS Real Estate Asset 1987 Not Applicable
Insurance System result of agreement Disposition
Management
Dept
GSIS Government Service Correspondences written communications Standard NO HARTD Internal GSIS Real Estate Asset 2012 Not Applicable
Insurance System Disposition
Management
Dept
GSIS Government Service Court A document issued by Standard NO RPAMD Exception Quasi-Judicial/Judicial Body
Real Estate Asset 1/2/2012 Not Applicable
Insurance System Decision/Judgement./Ord Quasi-Judicial/Judicial Disposition
er Body Management
Dept
GSIS Government Service Court Orders A court order is an official Standard NO HARTD Internal RTC Real Estate Asset 2012 Not Applicable
Insurance System (Administrator / document issued by the Disposition
Guardianship / Judicial court required for Management
settlement) decision making Dept
GSIS Government Service Credit Report a detailed report of an Standard NO RPAMD Exception GSIS Real Estate Asset 1988 Not Applicable
Insurance System individual or company's Disposition
credit history Management
Dept
GSIS Government Service Dacion en Pago Document executed as a Standard NO RPAMD Exception Private Entities/GOCCs/LGU
Real Estate Asset 7/24/2009 Not Applicable
Insurance System result of settlement Disposition
Management
Dept

ACTUARY OFFICE
GSIS Government Service Debit/Credit Memo A transaction that Standard NO HARD Limited GSIS Real Estate Asset 1970 Biannually
Insurance System reduces Amounts Disposition
Receivable from a Management
customer is a credit Office
memo. For eg. The
customer could return
damaged goods. A debit
memo is a transaction
that reduces Amounts
Payable to a vendor
because; you send
damaged goods back to
your vendor.
GSIS Government Service Deduction Letter Written notice to agence Standard No HARD Limited GSIS Real Estate Asset 1970 Biannually
Insurance System for Payroll deductions Disposition
withheld from an Management
employee's payroll check, Dept
and these amounts are
withheld by their
employer
GSIS Government Service Deed of Absolute Sale Name of Parties and hard copy No HARTD GSIS Real Estate Asset 1994 NA
Insurance System personal details/ property internal and limited Disposition
details/amount/ Management
notarization Office
GSIS Government Service Deed of Absolute Sale A document that Standard NO HARTD Limited GSIS Real Estate Asset 1983 Not Applicable
Insurance System with Assignment (DASA) transfers or "assigns" the Disposition
seller's rights in the Management
property to another Dept
lender
GSIS Government Service Deed of Absolute Sale A document that Standard NO HARTD Limited GSIS Real Estate Asset 7/24/1977 Not Applicable
Insurance System with Assignment of Rights transfers or "assigns" the Disposition
lender
GSIS Government Service Deed of Assignment A document that Standard NO HARTD Limited GSIS Real Estate Asset 1997 Not Applicable
Insurance System transfers or "assigns" the Disposition
lender

ACTUARY OFFICE
GSIS Government Service Deed of Conditional Sale A bilateral contract Standard NO HARTD Limited GSIS Real Estate Asset 1965 As need arises
Insurance System (DCS) whereby the GSIS, as Disposition
housing loan creditor, Management
expressly reserves the Dept
ownership of the
property subject of the
DCS loan despite delivery
thereof to the housing
loan borrower and binds
itself to deliver the title of
the said property to the
housing loan borrower
upon full payment of the
loan amortizations
GSIS Government Service Deed of Conveyance Name of Parties and hard copy No RPAMD GSIS Real Estate Asset 2009-07-24 Not Applicable
Insurance System personal details/ property internal and limited Disposition
details/ Management
circumtances/amount/ Office
notarization
GSIS Government Service Deed of Real Estate Contract executed by and Standard NO HARTD Limited GSIS Real Estate Asset 2007 As need arises
Insurance System Mortgage (DREM) between the mortgagor Disposition
and mortgagee, wherein Management
the latter obtains a loan Dept
secured by real estate
collateral.
GSIS Government Service Deed of Real Estate Contract executed by and Standard NO RPAMD Limited GSIS Real Estate Asset 1987 As need arises
Insurance System Mortgage (DREM) or between the mortgagor Disposition
Mortgage Contract and mortgagee, wherein Management
the latter obtains a loan Dept
secured by real estate
collateral.
GSIS Government Service Deed of Redemption document which the Standard NO RPAMD Exception GSIS Real Estate Asset 2005 Not Applicable
Insurance System mortgagor reacquired or Disposition
buys back the property Management
which may have passed Dept
under the mortgage, or
divests the property of
the lien which the
mortgage may have
created
GSIS Government Service Deed of Transfer Document (instrument) Standard NO RPAMD Limited GSIS Real Estate Asset 2000 As need arises
Insurance System by which ownership of a Disposition
registered property (such Management
as land or securities) is Dept
conveyed from its seller
to its buyer.

ACTUARY OFFICE
GSIS Government Service Demand Letter Document issued for Standard NO RPAMD Limited GSIS Real Estate Asset 2000 As need arises
Insurance System collection of receivables Disposition
Management
Dept
GSIS Government Service Deposit Slip Bank Form Standard NO RPAMD Exception GSIS Real Estate Asset 2009 Not Applicable
Management
Dept
GSIS Government Service Disbursement Vouchers For disbursement of Standard NO READMO Exception GSIS Real Estate Asset 2012 Not Applicable
Insurance System various reimbursements, Disposition
payments and cash Management
advance Dept
GSIS Government Service Executive Committee is a written statement Standard no READMO Limited GSIS Real Estate Asset 1970 Biannually
Insurance System (ExeCom) Resolution created by the Executive (hard copy) Disposition
Committee detailing an Management
action Dept
GSIS Government Service External Report contains Current Market Standard NO READMO internal GSIS Real Estate Asset 2012 Every 3 year / as
Insurance System Value (CMV) of certain Disposition need arises
GSIS properties at specific Management
date of site inspection Dept
conducted by external
appraiser
GSIS Government Service Affidavit of Extrajudicial A settling of an estate via Standard NO RPAMD internal GSIS LSG 2012 as need arises
Insurance System Settlement of Estate the drafting of a contract,
which indicates how a
deceased owner's
properties will be divided
among the heirs as they
see fit.
GSIS Government Service Fact Sheet Document showing the Standard NO RPAMD Exception GSIS Real Estate Asset 1/2/2012 As need arises
Insurance System background and status of Disposition
Big and Medium Ticket Management
Account / Private Loans Dept
GSIS Government Service Filing Fee This document is Standard NO RPAMD Exception GSIS Real Estate Asset 2005 Not Applicable
Insurance System generated for Disposition
computation of Management
Foreclosure Expenses Dept
GSIS Government Service Final Demand letter A written notice given to Standard No HARD Limited GSIS Real Estate Asset 1970 Biannually
Insurance System borrowers for Due and Disposition
Demandable accounts. Management
Dept
GSIS Government Service Final Statement of this document is Standard NO RPAMD Exception GSIS Real Estate Asset 1970 Biannually
Insurance System Account generated in the Disposition
preparation of the Management
Restructuring/Supplemen Dept
tal Agreement and/or
release of the title

ACTUARY OFFICE
GSIS Government Service Financial Statement records that convey the Standard NO RPAMD Exception GOCCs/PRIVATE Real Estate Asset 2014-06-25 Annually
Insurance System financial activities and ENTITY Disposition
conditions of a business Management
or entity Dept
GSIS Government Service Financial Statement records that convey the Standard NO RPAMD Internal GOCCs/PRIVATE ENTITYReal Estate Asset 2014-06-25 Annually
Insurance System Report financial activities and Disposition
conditions of a business Management
or entity Dept
GSIS Government Service Fire Insurance Premium Document indicating Fire Standard no READMO Limited GSIS Real Estate Asset 1970 Biannually
Insurance System Computation/Loan Details Insurance Premium with (hard copy) Disposition
Computation Management
Dept
GSIS Government Service Floor Plan floor plan is a drawing to Standard NO RPAMD Limited GSIS Real Estate Asset 1987 Not Applicable
Insurance System scale, showing a view Disposition
from above, of the Management
relationships between Dept
rooms, spaces, traffic
patterns, and other
physical features at one
level of a structure
GSIS Government Service General Information SEC reportorial Standard NO RPAMD Internal SEC Real Estate Asset 2014-06-25 Not Applicable
Insurance System Sheet (GIS) requirements on Disposition
registered company Management
Dept
GSIS Government Service Guarantee Letter pertains to documents Standard NO RPAMD Internal GOCCs/PRIVATE Real Estate Asset 2016 Not Applicable
Insurance System required for the bidding ENTITY Disposition
of IPRUs Management
Dept
GSIS Government Service HLURB License certification obtained by a Standard NO RPAMD Internal HLURB Real Estate Asset 1993 Not Applicable
Insurance System property developer from Disposition
the Housing and Land Use Management
Regulatory Board Dept
GSIS Government Service Housing Loan Certificate Certification of Housing Standard NO HARD Limited GSIS Real Estate Asset 1970 Biannually
Insurance System Loan issued to client Disposition
Management
Office
GSIS Government Service Housing Loan Program a form to be filled in Standard NO RPAMD Internal GSIS Real Estate Asset 1997 Not Applicable
Insurance System Application when applying for a Disposition
housing loan Management
n program
GSIS Government Service Identification Cards (IDs) A document that serves t Standard NO RPAMD Internal GSIS Real Estate Asset 2007 Not Applicable
Insurance System o identify a person Disposition
Management
Dept
GSIS Government Service Court issued order Standard NO PAD Limited GSIS Real Estate Asset 2015-2018 Not Applicable
Insurance System Implementation of Writs Disposition
& Orders Management
Dept

ACTUARY OFFICE
GSIS Government Service Income Tax Returns (ITR) a tax form or forms used Standard NO RPAMD Internal BIR Real Estate Asset 1962 Not Applicable
Insurance System to file income tax Disposition
Management
Dept
GSIS Government Service Individual Report appraisal report of an Standard NO PAD Internal GSIS Real Estate Asset 2012 Annually
Insurance System individual account Disposition
Management
Office
GSIS Government Service Inspection Report contains the occupancy Standard NO PAD internal GSIS Real Estate Asset 2012 Annually
Insurance System status of certain property Disposition
subject of inspection Management
Dept
GSIS Government Service Insurability Notice A notice provided by Standard NO PAD Limited GSIS Real Estate Asset 2012-2018 Not Applicable
Insurance System Insurance Group for the Disposition
renewal of insurance Management
coverage for GSIS Dept
properties
GSIS Government Service Interview Sheet Proof of released of TCT hard copy No HARTD exception and internal GSIS Real Estate Asset 2012 N/A
Insurance System containing the name of Disposition
awardee/mortgagor, Management
recipient of the TCT (if Office
any), signature / TCT No./
Property Details and date
of released of TCT
GSIS Government Service Inventory Report List of Standard NO PAD internal GSIS Real Estate Asset 2012 As need arises
Insurance System Artworks/Furniture/Mach Disposition
ines and equipment Management
found in GSIS acquired Office
property/ies
GSIS Government Service Invitation to Bid Notice to Public on the PDF YES http:// Public GSIS Real Estate Asset 12/21/2012 As need arises
Insurance System conduct of bidding www.gsis.gov.ph/ Disposition
opportunities/ Management
acquired-assets/ Dept
GSIS Government Service Invoice bill or tab is a commercial Standard NO HARD/RMD Limited GSIS Real Estate Asset 1970 Biannually
Insurance System document issued by a Disposition
seller to a buyer, relating Management
to a sale transaction and Office
indicating the products,
services the seller had
provided the buyer.
GSIS Government Service Lease Contract Document executed as a Standard NO RPAMD Exception GSIS Real Estate Asset 1/2/2012 Not Applicable
Insurance System result of lease agerement Disposition
Management
Dept

ACTUARY OFFICE
GSIS Government Service Lease Purchase Document executed as a Standard NO RPAMD Exception GSIS Real Estate Asset 1969-09-30 Not Applicable
Insurance System Agreement result of lease purchase Disposition
agerement Management
Dept
GSIS Government Service Ledger Cards The Ledger Card is where Standard NO HARD Limited GSIS Real Estate Asset 1970 Biannually
Insurance System the history of charges, (hard copy) Disposition
credits, payments with Management
the balance for agency is Dept
recorded.
GSIS Government Service Licenses/Permits Proof of registration of Standard NO RPAMD Internal LGU Real Estate Asset 2014-06-25 Not Applicable
Insurance System business registration Disposition
Management
Dept
GSIS Government Service Loan Amortization Statement of Account Standard NO RPAMD Limited GSIS Real Estate Asset 2007-10-08 Monthly
Insurance System Schedule which shows the balance Disposition
of the account for a Management
certain month Dept
GSIS Government Service Loan and Mortgage this document is Standard NO RPAMD Limited GSIS Real Estate Asset 1987 Not Applicable
Insurance System Agreement generated in the Disposition
tal Agreement, release of
the title, for
determination of bid
price, deficiency claim
and redemption price
GSIS Government Service Loan Application a form to be filled in Standard NO RPAMD Limited GSIS Real Estate Asset 1997 Not Applicable
Insurance System when applying for a loan Disposition
Management
Dept
GSIS Government Service Loan Approval this document is Standard NO RPAMD Limited GSIS Real Estate Asset 1997 Not Applicable
Insurance System generated in the Disposition
tal Agreement
GSIS Government Service Loan Approval Letter this document is Standard NO RPAMD Limited GSIS Real Estate Asset 1997 Not Applicable
tal Agreement
GSIS Government Service Loan Evaluation Report / A report or document Standard No RPAMD Internal GSIS Real Estate Asset 1997 As need arises
Insurance System Loan Approval containing evaluation or Disposition
approval of loan Management
Office
GSIS Government Service Loan Restructuring Document executed as a Standard NO RPAMD Limited GSIS Real Estate Asset 1988-08-08 once for every
Insurance System Agreement result of approved Disposition condation
restructuring/condonatio Management program
n of a housing account Dept

ACTUARY OFFICE
GSIS Government Service Location Plan Map showing the location Standard NO PAD internal GSIS Real Estate Asset 2012 Not Applicable
Insurance System of a certain property/ies Disposition
Management
Dept
GSIS Government Service Logbook of Released Titles Name of Physical document No HARTD exception and internal GSIS Real Estate Asset 2008 N/A
Insurance System awardee/mortgagor, Disposition
recipient of the TCT (if Management
any), signature / TCT No./ Office
Property Details and date
of released of TCT
GSIS Government Service Lot Plan A plan that shows Standard NO PAD internal GSIS Real Estate Asset 2012 Not Applicable
Insurance System technical description and Disposition
orietation of a parcel of Management
land as describe in TCT Dept
GSIS Government Service Market Study Report research on market data Standard NO PAD internal GSIS Real Estate Asset 2012 Annually
Insurance System needed for land valuation Disposition
of GSIS property/ies Management
Dept
GSIS Government Service MASTERLIST OF List containing the block, Standard NO RPAMD Exception GSIS Real Estate Asset 1997 Not Applicable
Insurance System AWARDEES PER PROJECT lot, and corresponding Disposition
awardee of GSIS' Management
Subdivision Projects Dept
GSIS Government Service Medical Record Standard NO RPAMD Exception GSIS Real Estate Asset 1987 As need arises
Management
Dept
GSIS Government Service Memoranda Internal Offical Standard NO RPAMD Exception GSIS Real Estate Asset 2012-01-02 As need arises
Insurance System Correspondence Disposition
Management
Dept
GSIS Government Service Minutes of Meeting written or recorded Standard NO HARD Exception GSIS Real Estate Asset 2012 Biannually
Insurance System documentation that is Disposition
used to inform people of Management
what happened during Dept
the meeting and define
the next step planned
GSIS Government Service Mortgage Contract (MC) this document is Standard NO RPAMD Limited GSIS Real Estate Asset 1987 Not Applicable
tal Agreement
GSIS Government Service Newspaper Clippings this document is Standard NO RPAMD Internal Private Entities Real Estate Asset 2016 As need arises
tal Agreement

ACTUARY OFFICE
GSIS Government Service Notice of Approval this document is Standard NO RPAMD Limited GSIS Real Estate Asset 1997 Not Applicable
tal Agreement
GSIS Government Service Notice of Arrearages written notice of Standard no HARD Exception GSIS Real Estate Asset 2012 Biannually
Insurance System outstanding balance with (hard copy) Disposition
arrearages Management
Dept
GSIS Government Service Notice of Award A written notice issued to Standard NO RPAMD Exception GSIS Real Estate Asset 1997 Not Applicable
Insurance System the winning bidder whise Disposition
offer was accepted and Management
approved based on Dept
existing policies
GSIS Government Service Notice of Cancellation A written notice given Standard NO HARD & RPAMD Exception GSIS Real Estate Asset 2005 Biannually
Insurance System when there is a failure to Disposition
pay after 30 days from Management
date of receipt of the Office
Final Demand.
GSIS Government Service Notice of Collection written notice of Standard No HARD Exception GSIS Real Estate Asset 1969 monthly
Insurance System outstanding balance for a Disposition
certain month. Management
Dept
GSIS Government Service Notice of Extra Judicial A notice issued issued Standard NO RPAMD Exception GSIS Real Estate Asset 2005 Not Applicable
Insurance System Sale against mortgagor for the Disposition
Extra Judicial Sale of the Management
subject property Dept
GSIS Government Service Notice of Foreclosure A notice issued of the Standard NO RPAMD Internal GSIS Real Estate Asset 2005 Not Applicable
Insurance System beginning foreclosure Disposition
proceedings against Management
mortgagor Dept
GSIS Government Service Notice of Publication The notice of sale shall be Standard NO RPAMD Internal GSIS Real Estate Asset 2005 Not Applicable
Insurance System published in a newspaper Disposition
of general circulation Management
Dept
GSIS Government Service Notice of Stoppage of written notice to agency Standard no HARD Exception GSIS Real Estate Asset 1970 Biannually
Insurance System Housing Loan Payments for stoppage for fully paid (hard copy) Disposition
housing accounts Management
Dept
GSIS Government Service Notice to Vacate A written notice to the Standard NO PAD Exception GSIS Real Estate Asset 2015-2018 Not Applicable
Insurance System occupant of a certain GSIS Disposition
property that he/she Management
should vacate the Dept
property otherwise a case
will be filed against
him/her.
GSIS Government Service Offer to Buy Letter received from Standard NO RPAMD Exception-Internal GSIS Real Estate Asset 2012-01-02 Not Applicable
Insurance System interested buyers of GSIS Disposition
properties Management
Dept

ACTUARY OFFICE
GSIS Government Service Official Receipt (OR) acknowledgement on Standard NO RPAMD Exception-Internal GSIS Real Estate Asset 2012-01-02 Not Applicable
Insurance System collection of cash Disposition
payment Management
Dept
GSIS Government Service Order of Payment Generated document for Standard NO RPAMD Exception-Internal GSIS Real Estate Asset 2012-01-02 As need arises
Insurance System payment Disposition
Management
Dept
GSIS Government Service Partnership Profile short article on Standard NO RPAMD Internal GOCCs/PRIVATE ENTITYReal Estate Asset 2014-06-25 As need arises
Insurance System partnership's description Disposition
Management
Dept
GSIS Government Service Payroll/Payslip a documentary Standard NO HARD/RMD Exception GSIS Real Estate Asset 1987 Not Applicable
Insurance System requirement in the Disposition
evaluation of housing Management
loan Office
GSIS Government Service Pictures Photographs of the Standard NO PAD & RPAMD limited GSIS Real Estate Asset 2012 Annually
Insurance System properties Disposition
appraised/inspected Management
Dept
GSIS Government Service Plan and Designs a document submitted by Standard NO PAD/RPAMD/ RMD internal GSIS Real Estate Asset Not Specified Not Applicable
Insurance System mortgagor to GSIS upon Disposition
application of real etate Management
loan - can be found in HE Office
GSIS Government Service Plans (Location / a document submitted by Standard NO PAD/RPAMD/ RMD internal GSIS Real Estate Asset 1969 Not Applicable
Insurance System Specifications) mortgagor to GSIS upon Disposition
application of real etate Management
loan - can be found in HE Dept
GSIS Government Service Policy Contract Contracts issued to GSIS Standard NO RPAMD Exception GSIS Real Estate Asset 1998 Not Applicable
Insurance System members Disposition
Management
Dept
GSIS Government Service Presentation Materials Materials used for Standard NO READMO internal GSIS Real Estate Asset 2012-2018 Not Applicable
Insurance System managements' Disposition
information and/or Management
approval. Dept
GSIS Government Service Project Loan Agreement Document executed as a Standard NO RPAMD Exception GSIS Real Estate Asset 1997/11/27 Not Applicable
Insurance System result of approved loan Disposition
Management
Dept
GSIS Government Service Promissory Note this document is Standard NO HARTD/RMD Exception GSIS Real Estate Asset 1965 Not Applicable
tal Agreement

ACTUARY OFFICE
GSIS Government Service Proof of Delivery A method to establish the Standard NO PAD internal PHILPOST/2GO Real Estate Asset 2012 Not Applicable
Insurance System fact that the recipient Disposition
received the contents Management
sent by the sender Dept
GSIS Government Service Proposal/Purchase Offer Letter showing intent to Standard NO RPAMD Exception GOVERNMENT/PRIVATE ENTITY
Real Estate Asset 2012-01-02 As need arises
Insurance System purchase or lease Disposition
Management
Dept
GSIS Government Service Publication Fee An article processing Standard NO RPAMD Internal GSIS LSG 2016 As need arises
Insurance System charged by newspaper
companies
GSIS Government Service Rate Reduction Program Application form for a Standard no HARD Limited GSIS Real Estate Asset 1970 Biannually
Insurance System Application certain condonation (hard copy) Disposition
program Management
Dept
GSIS Government Service Real Estate Taxes is an ad valorem tax on Standard NO HARTD Internal ASSESSORS OFFICE Real Estate Asset 2003 As need arises
Insurance System the value of a property Disposition
Management
Dept
GSIS Government Service Refund Request for refund or Standard no HARD Limited GSIS Real Estate Asset 1970 Biannually
Insurance System misremittance (hard copy) Disposition
Management
Dept
GSIS Government Service Registry of Deeds pertains to documents Standard NO RPAMD Internal RD Real Estate Asset 2012 As need arises
Insurance System Certifications required for the bidding Disposition
of IPRUs Management
Dept
GSIS Government Service Registry Return Receipt Notice to show proof Standard NO RPAMD Limited PHILPOST/2GO Real Estate Asset 2003, 1/2/12 As need arises
Insurance System of delivery Disposition
Management
Dept
GSIS Government Service Release of Mortgage Name of Parties and hard copy No HARTD GSIS Real Estate Asset 1965 NA
Insurance System personal details/ exception and internal Disposition
property, encumbrance, Management
payment Office
details/amount/
notarization
GSIS Government Service Release of Mortgage/ Name of Parties and hard copy No HARTD GSIS Real Estate Asset 1965 / 1994 NA
Insurance System Deed of Absolute Sale personal details/ exception and internal Disposition
property, encumbrance, Management
payment Office
details/amount/
notarization
GSIS Government Service Release of TCT Notice Name/Address/ hard copy No HARTD internal and limited GSIS Real Estate Asset 2014 NA
Insurance System Account No/ Property Disposition
Location Management
Office

ACTUARY OFFICE
GSIS Government Service Request for Action Pertaining to Big and Standard NO RPAMD internal GSIS Real Estate Asset 2012 Not Applicable
Insurance System Medium Ticket Accounts Disposition
Management
Office
GSIS Government Service Request for Audit Pertaining to Big and Standard NO RPAMD internal GSIS Real Estate Asset 2012 Not Applicable
Management
Office
GSIS Government Service Request for Certified True Name / Details of hard copy No HARTD & RPAMD exception and internal GSIS Real Estate Asset 2008 N/A
Insurance System Copy (CTC) Property / TCT No. Disposition
Management
Office
GSIS Government Service Request for Check written request for Check Standard no HARD exception GSIS Real Estate Asset 1970 Biannually
Insurance System Replacement replacement (hard copy) Disposition
Management
Dept
GSIS Government Service Request for CTC of Deed written Request for CTC Standard NO HARTD exception and internal GSIS Real Estate Asset 2009 As need arises
Insurance System of Conditional Sale (DCS) of Deed of Conditional Disposition
Sale (DCS) Management
Dept
GSIS Government Service Request for CTC of Deed written Request for Real Standard NO HARTD exception and internal GSIS Real Estate Asset 2013 As need arises
Insurance System of Real Estate Mortgage Estate Mortgage (DREM) Disposition
(DREM) Management
Dept
GSIS Government Service Request for CTC of written Request for CTC Standard NO HARTD Internal GSIS Real Estate Asset 2015 As need arises
Insurance System Extrajudicial of Extrajudicial Disposition
Requirements for a Requirements for a Management
Deceased Awardee/ Deceased Awardee/ Dept
Mortgagor Mortgagor
GSIS Government Service Request for CTC of written Request for CTC hard copy No HARTD exception and internal GSIS Real Estate Asset 2008 NA
Insurance System Transfer Certificate of of Transfer Certificate of Disposition
Title (TCTs) Title (TCTs) Management
Name of awardee/TCT Office
No/Lot area/Property
location
GSIS Government Service Request for Housing Loan written Request for Standard no HARD internal GSIS Real Estate Asset 1970 Biannually
Insurance System Envelope/Voucher Housing Loan (hard copy) Disposition
(HE/VE) Envelope/Voucher Management
(HE/VE) Dept
GSIS Government Service Request for Permanent Name of awardee/TCT hard copy No HARTD exception and internal GSIS Real Estate Asset 2007 NA
Insurance System Withdrawal of TCTs No/Lot area/Property Disposition
location Management
Office
GSIS Government Service Resolution is a written statement Standard NO HARTD internal GSIS Real Estate Asset 1970 Biannually
Insurance System created by the board of Disposition
directors of GSIS detailing Management
a binding corporate Dept
action

ACTUARY OFFICE
GSIS Government Service Restructured Statement Restructured Statement Standard NO RPAMD exception and internal GSIS Real Estate Asset 8/8/1988 As need arises
Insurance System of Account of Account which shows Disposition
the balance of the Management
restructured account Dept
GSIS Government Service Restructuring Agreement Document executed as a Standard NO RPAMD exception and internal GSIS Real Estate Asset 1988-08-08 once for every
Insurance System result of approved Disposition condation
restructuring/condonatio Management program
n of a housing account Dept
GSIS Government Service Restructuring Program a form to be filled in Standard NO RPAMD exception and internal GSIS Real Estate Asset 1998 once for every
Insurance System Application when applying for a Disposition condation
housing loan Management program
n program
GSIS Government Service Return to Sender (RTS) A method to establish the Standard NO RPAMD Internal PHILPOST/2GO Real Estate Asset 1986 Not Applicable
Insurance System Mails fact that the recipient Disposition
received the contents Management
sent by the sender Dept
GSIS Government Service Sales Report list of properties already Standard/XLS NO RPAMD internal GSIS Real Estate Asset 1997 Monthly
Insurance System sold Disposition
Management
Dept
GSIS Government Service Secretary's Certificate Document executed by Standard NO RPAMD Internal GOCCs/PRIVATE ENTITYReal Estate Asset 2014-06-25 As need arises
Insurance System Corporate Secretary Disposition
regarding matters Management
approved by the Board Dept
GSIS Government Service Sheriffs Commission Fee Fees for Sheriffs and Standard NO RPAMD internal RTC Real Estate Asset 2005 Not Applicable
Insurance System deputy sheriffs Disposition
Management
Dept
GSIS Government Service Special Power of Attorney written authorization Standard NO HARTD Exception and internal GSIS Real Estate Asset 1997 Not Applicable
Insurance System (SPA) that grants an agent the Disposition
authority to act on behalf Management
of the principal (the Dept
person granting this
authority) under certain,
specified circumstances.
GSIS Government Service Statement of Account Statement of Account Standard no HARD exception and internal GSIS Real Estate Asset 1970 monthly
Insurance System (SOA) which shows the balance (hard copy) Disposition
certain month Dept
GSIS Government Service Status/Updates Report Report on the latest Standard NO RPAMD internal GSIS Real Estate Asset 2012-01-02 As need arises
Insurance System status/updates of an Disposition
account Management
Dept

ACTUARY OFFICE
GSIS Government Service Subdivision Plan subdivision plan of a Standard NO RPAMD exception and internal GSIS Real Estate Asset 1971-08-27 Not Applicable
Insurance System registered land wherein a Disposition
street, passageway or Management
open space is delineated Dept
on the plan
GSIS Government Service Subpoena Duces an injunction that the Standard NO HARD exception and internal GSIS Real Estate Asset 2012 monthly
Insurance System Tecum/Ad Testificandum witness shall testify or Disposition
bring with him and Management
produce at the Office
examination the books,
documents, or things
described in the
subpoena
GSIS Government Service Subrogation Contract Document (instrument) Standard NO HARTD exception and internal GSIS Real Estate Asset 2003 As need arises
Insurance System by which ownership of a Disposition
registered property (such Management
as land or securities) is Dept
conveyed from its seller
to its buyer.
GSIS Government Service Subsidiary Ledger The Ledger Card is where Standard no READMO internal GSIS Real Estate Asset 1970 Biannually
Insurance System the history of charges, (hard copy) Disposition
credits, payments with Management
the balance for agency is Dept
recorded.
GSIS Government Service Summary Report summary of appraisal Standard NO PAD internal GSIS Real Estate Asset 2012 Annually
Insurance System report of accounts within Disposition
the same subdivision Management
Office
GSIS Government Service Summary Sheet Pertaining to Big and Standard NO READMO internal GSIS Real Estate Asset 1993-07-07 As need arises
Management
Office
GSIS Government Service Supplemental Agreement Document executed as a Standard NO RPAMD exception and internal GSIS Real Estate Asset 1992 As need arises
Insurance System result of amendment or Disposition
additional provisions Management
Dept
GSIS Government Service Supplementary - Document executed as a Standard NO RPAMD exception and internal GSIS Real Estate Asset 2012-01-02 As need arises
Insurance System Additional Condition result of amendment or Disposition
additional provisions Management
Dept
GSIS Government Service Survey Plan are the official record of Standard NO HARTD exception and internal GSIS Real Estate Asset 1963 Not Applicable
Insurance System the legal boundaries of Disposition
land and will usually Management
indicate the dimensions Dept
and size of a lot

ACTUARY OFFICE
GSIS Government Service Table of Amortization Statement of Account Standard no HARD internal GSIS Real Estate Asset 1970 Monthly
Insurance System Schedule which shows the balance (hard copy) Disposition
certain month Dept
GSIS Government Service Tabulation Sheets List of Awardees in a Standard NO RPAMD internal GSIS Real Estate Asset 1997 Not Applicable
Insurance System particular property Disposition
Management
Dept
GSIS Government Service Tax Declaration a property record, which Standard NO HARTD internal ASSESSORS Real Estate Asset 1970 Not Applicable
Insurance System is a traditional OFFICE Disposition
assessment document Management
maintained by the Dept
provincial, city or
municipal assessors,
showing, among others
the market and assessed
values of the property as
the basis for the
collection of real property
tax
GSIS Government Service Tax Declaration of Real Name of hard copy No HARTD internal GSIS Real Estate Asset 1993 NA
Insurance System Property Owner/Occupant/Tax Dec Disposition
No/PIN No./Title No./ Management
description-location of Office
Property/Assess Value
GSIS Government Service Tax Identification Number an individual taxpayer Standard NO RPAMD Internal BIR/Private Real Estate Asset 2012 Not Applicable
Insurance System (TIN) Card identification number Entities Disposition
issued by BIR for tax Management
purposes Dept
GSIS Government Service Technical Description of PSD-PCS/Lot-Block/ hard copy No HARTD internal GSIS Real Estate Asset 2012-up to present NA
Insurance System Land Title Property Disposition
Location/Area/Bounderie Management
s Office
GSIS Government Service Telegrams a message sent by Standard NO RPAMD internal GSIS Real Estate Asset 2005 Not Applicable
Insurance System telegraph and then Disposition
delivered in written or Management
printed form Dept
GSIS Government Service Tentative Computation of Previously issued selling Standard NO RPAMD exception and internal GSIS Real Estate Asset 2007 Not Applicable
Insurance System Selling Price price of IP-Rus for sale Disposition
through then GMA Helps Management
Program Office
GSIS Government Service Terms of Reference (TOR) Rules and Procedures on Standard NO http:// Public with fee GSIS Real Estate Asset 2012-12-31 as need arise
Insurance System the conduct of bidding www.gsis.gov.ph/ Disposition
opportunities/ Management
acquired-assets/ Dept
GSIS Government Service Title Traceback/ Documents retrieved or Standard NO RPAMD internal GSIS Real Estate Asset 2012 Not Applicable
Insurance System Traceforward secured as a result of Disposition
verification from Registry Management
of Deeds Office

ACTUARY OFFICE
GSIS Government Service Transfer Certificate of Original Owner's hard copy No RMD internal GSIS Real Estate Asset Not Specified Not Applicable
Insurance System Title (TCT) Duplicate Copy of Disposition
Transfer Certificate of Management
Title Office
GSIS Government Service Transmittal List list of hard copy No HARD internal GSIS Real Estate Asset 2012 Biannually
Insurance System transmitted/transferred/ Disposition
endorsed Management
documents/records Office
GSIS Government Service Transmittal Lists of Name of hard copy No HARTD internal GSIS Real Estate Asset 2011 N/A
Insurance System Original Owner's awardee/mortgagor, TCT Disposition
Duplicate Titles to RMD No., Property Details Management
Office
GSIS Government Service Transmittal Lists of transmittal request for Standard no HARTD internal GSIS Real Estate Asset 2009 as need arises
Insurance System Returned Housing return of Housing (hard copy) Disposition
Envelopes/Voucher Envelopes / Voucher Management
Envelopes to RMD Envelopes to RMD Dept
GSIS Government Service Transmittal Lists of Name of hard copy No HARTD internal GSIS Real Estate Asset 2012-up to present N/A
Insurance System Returned Mailed awardee/mortgagor, TCT Disposition
Documents (Notice of No., Property Details Management
Release of Title) Office
GSIS Government Service Vicinity Map Map showing the location Standard NO PAD internal GSIS Real Estate Asset 2012 Not Applicable
Management
Dept
GSIS Government Service Vicinity Map/ Floor Plan Map showing the location Standard NO PAD internal GSIS Real Estate Asset 2012 Not Applicable
Management
Dept
GSIS Government Service Waiver Affidavit pertains to documents Standard NO HARTD internal GSIS Real Estate Asset 1982 Not Applicable
Insurance System required for Disposition
refund/replacement of Management
property Dept
GSIS Government Service Waiver and Quit-Claim pertains to documents Standard NO RPAMD internal GSIS Real Estate Asset 2013-01-30 as need arises
Insurance System executed showing non- Disposition
liability of parties Management
Dept
RECORDS MANAGEMENT DEPARTMENT (RMD)

GSIS Government Service Annual Inventory of Inventory report of xls, doc, pdf, No RMD exception GSIS Records 2010-2018 annually
Insurance System Valuable Documents documents or records standard (hard Management
stored in GSIS vaults i.e., copy) Department
transfer certificate of
titles (TCTs), Stocks
Certficates; Bank
Collaterals, etc.
GSIS Government Service Certificate of Disposal of Proof of disposal of pdf, standard No RMD internal GSIS Records 2010-2018 Not Applicable
Insurance System Records records as certified by the (hard copy) Management
National Archives of the Department
Phlippines (NAP)
GSIS Government Service Certification of Non Certification issued for doc, pdf, standard No RMD exception GSIS Records 2010-2018 Not Applicable
Insurance System Availability of Records/ requested records not (hard copy) Management
Documents available in GSIS-RMD Department

ACTUARY OFFICE
GSIS Government Service Certified True Copy (CTC) CTC of records issued to doc, pdf, standard No RMD exception GSIS Records 2010-2018 Not Applicable
Insurance System of Documents requesting unit/person (hard copy) Management
Department
GSIS Government Service Daily Statement of Mails Summary of mails xls No RMD exception GSIS Records 2012-present daily
Insurance System received/ release Management
Department
GSIS Government Service GSIS Form No. 6 Authority This refers to the xls, doc, pdf, No RMD internal GSIS Records 2010-2018 Not Applicable
Insurance System to Dispose of Records authorization of the standard (hard Management
Beyond Retention Period records owner to dispose copy) Department
records indicated in the
form
GSIS Government Service GSIS Records Disposition Records Disposition xls, pdf, standard No RMD internal GSIS Records 2013 & 2016 every 2 years
Insurance System Schedule Schedule approved by (hard copy) Management
NAP Department
GSIS Government Service GSIS Records Inventory Inventory and appraisal of xls, pdf, standard No RMD internal GSIS Records 2012 periodically
Insurance System and Appraisal all GSIS records (hard copy) Management
Department
GSIS Government Service Letter Approval of Letter from NAP doc, pdf, standard No RMD internal GSIS Records 2010-2018 Not Applicable
Insurance System Disposal from NAP approving the disposal of (hard copy) Management
records that have already Department
reached their retention
period
GSIS Government Service List of incoming/ outgoing List of incoming/ outgoing xls, standard (hard No RMD exception GSIS Records 2012-present daily
Insurance System documents/ mails documents/ mails copy) Management
Department
GSIS Government Service List of Records for List of records that have xls, pdf, standard No RMD internal GSIS Records 2010-2018 Not Applicable
Insurance System Disposal reached its retention (hard copy) Management
period and approved for Department
disposal
GSIS Government Service NAP Form No. 3 Request Form used to request for xls, standard (hard No RMD internal GSIS Records 2010-2018 Not Applicable
Insurance System for Authority Dispose of authorization to dispose copy) Management
Records of records that have Department
reached its retention
period
GSIS Government Service Maintenance/ Utilization Maintenance Utilization xls, standard (hard No RMD exception GSIS Records 2012-present daily
Insurance System Report of Photocopying Report of photocoppying copy) Management
Machines machines Department
GSIS Government Service PULL-OUT SLIP Form used to record the standard (hard No RMD exception GSIS Records 2015-2018 Not Applicable
Insurance System details of the record copy) Management
being requested Department
GSIS Government Service REGISTRY BOOK OF Masterlist of GSIS policy book form No RMD exception GSIS Records 1968 Not Applicable
Insurance System POLICY NUMBERS numbers Management
Department
GSIS Government Service Report on List of borrowed records xls, standard (hard No RMD exception GSIS Records 2012-2018 quarterly
Insurance System Accountabilities of and the accountable copy) Management
Borrowed Records person Department
GSIS Government Service Request for Safekeeping Form used to request for standard (hard No RMD exception GSIS Records 2000-2018 monthly
Insurance System and Custodianship of the transfer and copy) Management
Records/ Documents safekeeping of records Department

ACTUARY OFFICE
GSIS Government Service Request for Retrieval of Form used to request for standard (hard No RMD exception GSIS Records 2012-2018 Not Applicable
Insurance System Documents/Records a copy of particular copy) Management
record whether original, Department
certified true copy or
scanned copy
GSIS Government Service Return to Sender (RTS) List of mails returned to xls, standard (hard No RMD exception GSIS Records 2012-present daily
Insurance System Mails GSIS copy) Management
Department
GSIS Government Service ROUTING SLIPS Form used to record standard (hard No RMD exception GSIS Records 2012-2018 Not Applicable
Insurance System where a particular copy) Management
document or record was Department
referred to
GSIS Government Service Summary of Delivered Report of delivered xls, standard (hard No RMD exception GSIS Records 2012-present monthly
Insurance System Mails/Cargo mails/cargo copy) Management
with proof of delivery Department
GSIS Government Service TRANSMITTAL LISTS This is the list attached to xls, pdf, standard No RMD exception GSIS Records 2000-2018 monthly
Insurance System the request for transfer (hard copy) Management
and safekeeping of Department
records which will form
part of the inventory of
records
RISK MANAGEMENT OFFICE (RMO)

GSIS Government Service Business Continuity Plans Manuals containing PDF, DOC, EXCEL No RMO Internal GSIS Risk Management 2015-07-20 as the need arises
Insurance System and Programs continuity of operations Office
procedures for mission-
essential functions and
processes of GSIS; risk
and buisiness impact
assessments; call trees
GSIS Government Service Enterprise Risk Document that describes PDF No RMO; RMD Internal GSIS Risk Management 2009; 2013 as the need arises
Insurance System Management Frameworks the underlying system, Office
structure,methods used
by GSIS to manage risks
and opportunities for the
achievement of
objectives.
GSIS Government Service Risk Monitoring Reports Reports on select key risk PDF, DOC, EXCEL No RMO Internal GSIS Risk Management 2013 quarterly
Insurance System indicators Office

ACTUARY OFFICE
GSIS Government Service Risk Registers Central repository for PDF, DOC, EXCEL No RMO Internal GSIS Risk Management 2009; 2013; as the need arises
Insurance System risks and opportunities Office 2016;2017
identified in the
organisation/processes,
their sources, nature,
treatment options,
existing controls and
measures, recommended
counter-measures
GSIS Government Service Studies/Proposal/ Memos of various studies PDF, DOC, EXCEL No RMO Internal GSIS Risk Management 2013 as the need arises
Insurance System Working Papers on risk issues Office
SECURITY DEPARTMENT (SD)

GSIS Government Service AFFIDAVITS/ Affidavits relevant to standard (hard NO SD Filing Cabinet Not for disclosure GSIS Security 2012-07-16 as need arises
Insurance System STATEMENTS Investigations and copy) Department
incidents
GSIS Government Service CCTV FILES Includes CCTV footages avi format for NO Hard Disk located at Limited GSIS Security 2016-01-01 as need arises
Insurance System and still images videos and jpeg Data Center Department
for photos
GSIS Government Service Daily Monitoring Report Report on Weather Excel File NO SD Filing cabinet Not for disclosure GSIS Security 2013-05-01 Daily
Insurance System Updates from PAG-ASA Department
GSIS Government Service List of Executives, Officers List of GSIS Executives excel file and NO SD Filing cabinet Internal GSIS Security 2014-05-22 Daily
Insurance System and Employees with Car and Offices who have photocopy of IDs, Department
Plate Numbers/Stickers been issued the GSIS OR & CR of motor
decals for access to the vehicle or Sales
GSIS Indoor Parking Areas Invoice (for newly
acquired vehicles
without CR)
GSIS Government Service GATE PASS (Tally-in/out of Document pertaining to standard (hard NO SD Filing cabinet Internal GSIS Security 2010-01-01 Daily
Insurance System property) the bringing in or pull out copy) Department
of GSIS and/or personal
property into the GSIS CO
GSIS Government Service Guards' Logbooks Record book of security standard (hard NO SD Filing cabinet Not for disclosure GSIS Security 2012-10-15 Daily
Insurance System guards per post in the copy) Department
GSIS CO
GSIS Government Service Guards Report Reports prepared by the standard (hard NO SD Filing cabinet Not for disclosure GSIS Security 2012-10-01 Daily
Insurance System agency provider on copy) Department
activities/issues other
than incidents that may
or may not lead to an
investigation
GSIS Government Service Incident Report Reports pertaining to standard (hard NO SD Filing cabinet Not for disclosure GSIS Security 2013-01-01 Daily
Insurance System incidents that may lead to copy) Department
investigations
GSIS Government Service Inventory list of Firearms List of GSIS owned ms word file and NO SD Filing cabinet Not for disclosure GSIS Security 2015-01-02 as need arises
Insurance System Firearms excel Department

ACTUARY OFFICE
GSIS Government Service Investigation Report Reports prepared by standard (hard NO SD Filing cabinet Not for disclosure GSIS Security 2012-07-16 as need arises
Insurance System designated investigators copy) Department
on specific incidents
involving theft, accidents,
altercations, etc.
GSIS Government Service Licenses Licenses of GSIS-owned standard (hard NO SD Filing cabinet Not for disclosure GSIS Security 2018-06-28 as need arises
Insurance System firearms copy) Department
GSIS Government Service List of Marshals List of marshals provided ms word file and NO internal GSIS Security 2015-01-05 as need arises
Insurance System by the Disaster excel Department
Contingency Committee
(DCC)
GSIS Government Service Police Report Reports from the PNP standard (hard NO SD Filing Cabinet Not for disclosure GSIS Security none as need arises
Insurance System (blotter) involving cases copy) Department
referred by the GSIS
GSIS Government Service Survey and Inspection Prepared by SD personnel ms word file and NO SD Filing Cabinet Not for disclosure GSIS Security 2012-10-15 as need arises
Insurance System Report standard (hard Department
copy)

Year-Quarter Tracking Number Request Type Date Received
year and quarter of Internal FOI Tracking if request was date request was
report coverage number lodged through lodged by
eFOI or requesting party
standard (YYYY-MM-DD)
(paper-based)
JAN-MAR 2017 (CO/BO)

Jan-17
2017-Q1 0001 Standard 2017-01-24
Feb-17
2017-Q1 BOH-20170306-000008 Standard 2017-02-23
Mar-17
2017-Q1 FOI-03062017-001 Standard 2017-03-06
2017-Q1 FOI-03072017-002 Standard 2017-03-07
2017-Q1 FOI-03312017-003 Standard 2017-03-31

2017-Q1 LEG-20170316-000005 Standard 2017-03-09
2017-Q1 None assigned Standard 2017-03-13

2017-Q1 0001 Standard 2017-03-28
APR-JUN 2017 (CO/BO)

Apr-17
2017-Q1 FOI-04202017-004 Standard 2017-04-20
2017-Q2 0002 Standard 2017-04-05
May-17
2017-Q2 FOI-05092017-005 Standard 2017-05-09
2017-Q2 FOI-05092017-005 Standard 2017-05-22
2017-Q2 FOI-05122017-006 Standard 2017-05-12

2017-Q2 FOI-05212017-001 Standard 2017-05-21
2017-Q2 FOI-05222017-001 Standard 2017-05-16
2017-Q2 FOI-05302017-001 Standard 2017-05-30
2017-Q2 ILO-20170522-000061 Standard 2017-05-22

Jun-17
2017-Q2 FOI-06062017-001 Standard 2017-06-06
2017-Q2 FOI-06132017-001 Standard 2017-06-13
2017-Q2 None assigned Standard 2017-06-14
2017-Q2 BAG-20170621-000032 Standard 2017-06-21

JUL-SEPT 2017 (CO/BO)
Jul-17
2017-Q3 FOI-07032017-001 Standard 2017-07-03
2017-Q3 FOI-07172017-001 Standard 2017-07-17
2017-Q3 07/06/2017-0001 Standard 2017-07-06
2017-Q3 07/06/2017-0002 Standard 2017-07-06
2017-Q3 BTN-001 Standard 2017-07-10
2017-Q3 KID-2017-Q3-001 Standard 2017-07-10

2017-Q3 BAG-20170720-00001 Standard 2017-07-20
2017-Q3 CAU - 002 Standard 2017-07-25
2017-Q3 0001 Standard 2017-07-28
Aug-17
2017-Q3 FOI-08012017-001 Standard 2017-08-01
2017-Q3 FOI-08082017-001 Standard 2017-08-08

2017-Q3 FOI-08162017-001 Standard 2017-08-16
2017-Q3 FOI-08162017-002 Standard 2017-08-16
2017-Q3 FOI-08302017-001 Standard 2017-08-30
2017-Q3 FOI-08302017-002 Standard 2017-08-30
2017-Q3 FOI-08302017-002 Standard 2017-08-30
2017-Q3 FOI-08312017-001 Standard 2017-08-31
2017-Q3 0001 Standard 2017-08-14
2017-Q3 BOH-001 Standard 2017-08-25

Sep-17
2017-Q3 FOI-09072017-001 Standard 2017-09-07
2017-Q3 FOI-09142017-001 Standard 2017-09-14
2017-Q3 FOI-09142017-002 Standard 2017-09-14
2017-Q3 FOI-09152017-001 Standard 2017-09-15
2017-Q3 FOI-09202017-001 Standard 2017-09-20

2017-Q3 FOI-09252017-001 Standard 2017-09-25
2017-Q3 FOI-09262017-001 Standard 2017-09-26
2017-Q3 FOI-09272017-001 Standard 2017-09-27
2017-Q3 FOI-09282017-001 Standard 2017-09-28
2017-Q3 FOI-09292017-001 Standard 2017-09-29
2017-Q3 BAG-04 Standard 2017-09-05

2017-Q3 CAU - 023 Standard 2017-09-07
2017-Q3 CAU - 026 Standard 2017-09-12
2017-Q3 BOH-002 Standard 2017-09-13

2017-Q3 BAG-20170919-00002 Standard 2017-09-19
2017-Q3 CAU - 031 Standard 2017-09-22
2017-Q3 BAG-05 Standard 2017-09-25
2017-Q3 NAG-20170927-000045 Standard 2017-09-27

2017-Q3 KID-2017-Q3-002 Standard 2017-09-29
OCT-DEC 2017 (CO/BO)

Oct-17
2017-Q4 FOI-10112017-001 Standard 2017-10-11
2017-Q4 FOI-10132017-001 Standard 2017-10-13
2017-Q4 FOI-10192017-001 Standard 2017-10-19
2017-Q4 FOI-10202017-001 Standard 2017-10-20
2017-Q4 FOI-10242017-001 Standard 2017-10-24
2017-Q4 FOI-10242017-002 Standard 2017-10-24
2017-Q4 FOI-10252017-001 Standard 2017-10-25
2017-Q4 FOI-10272017-001 Standard 2017-10-27
2017-Q4 FOI-10302017-001 Standard 2017-10-30
2017-Q4 BAG-07 Standard 2017-10-02

2017-Q4 KID-2017-Q4-003 Standard 2017-10-10
2017-Q4 CAU - 039 Standard 2017-10-13
2017-Q4 CAU - 040 Standard 2017-10-13

2017-Q4 CAU - 044 Standard 2017-10-23
2017-Q4 BUT1024 1 Standard 2017-10-24
2017-Q4 CAU - 051 Standard 2017-10-30
Nov-17
2017-Q4 FOI-11072017-001 Standard 2017-11-07
2017-Q4 FOI-11292017-001 Standard 2017-11-29
2017-Q4 11/07/2017/0001 Standard 2017-11-07

2017-Q4 KID-2017-04-004 Standard 2017-11-10
2017-Q4 CAU-057 Standard 2017-11-17
2017-Q4 CAU-958 Standard 2017-11-17
2017-Q4 CAU-059 Standard 2017-11-20
2017-Q4 CAU-060 Standard 2017-11-21
2017-Q4 BAG-08 Standard 2017-11-22
2017-Q4 CAU-061 Standard 2017-11-27
Dec-17
2017-Q4 FOI-12122017-001 Standard 2017-12-12
2017-Q4 FOI-12192017-001 Standard 2017-12-19
2017-Q4 FOI-12282017-001 Standard 2017-12-28
2017-Q4 FOI-12292017-001 Standard 2017-12-29
2017-Q4 BUT1201 1 Standard 2017-12-01
2017-Q4 BAG_10 Standard 2017-12-05

2017-Q4 HO-20171205-000006 Standard 2017-12-05
2017-Q4 SOR2017-06 Standard 2017-12-05

2017-Q4 CAU-065 Standard 2017-12-08
2017-Q4 CAU-066 Standard 2017-12-11
2017-Q4 CAU-067 Standard 2017-12-11

2017-Q4 SOR2017-07 Standard 2017-12-13
2017-Q4 KID-2017-Q4-005 Standard 2017-12-22
JAN-MAR 2018 (CO/BO)

Jan-18
2018-Q1 FOI-01092018-001 Standard 2018-01-09
2018-Q1 FOI-06082017-001 Standard 2018-01-09
2018-Q1 FOI-01122018-001 Standard 2018-01-12
2018-Q1 FOI-01172018-001 Standard 2018-01-17
2018-Q1 FOI-01192018-001 Standard 2018-01-19
2018-Q1 FOI-01192018-002 Standard 2018-01-19
2018-Q1 FOI-01232018-001 Standard 2018-01-23
2018-Q1 BAY-20180205-000005 Standard 2018-01-03
2018-Q1 BAY-20180205-000010 Standard 2018-01-12
2018-Q1 BAC-20180112-000020 Standard 2018-01-12
2018-Q1 BUT-2018-01-01 Standard 2018-01-08
2018-Q1 COT-2018-001 Standard 2018-01-23

2018-Q1 ZAM-2018-01-22-0001 Standard 2018-01-22
Feb-18
2018-Q1 FOI-02082018-001 Standard 2018-02-08
2018-Q1 FOI-02122018-001 Standard 2018-02-12
2018-Q1 FOI-02132018-001 Standard 2018-02-13
2018-Q1 FOI-07172017-001 Standard 2018-02-22
2018-Q1 FOI-02282018-001 Standard 2018-02-28
2018-Q1 FOI-07172017-001 Standard 2018-02-28
2018-Q1 QUE-2018-02-01 Standard 2018-02-01
2018-Q1 DAG-2018-02-28-0001 Standard 2018-02-28
2018-Q1 SOR-2018-02-15 Standard 2018-02-15

Mar-18
2018-Q1 FOI-03012018-001 Standard 2018-03-01
2018-Q1 FOI-03052018-001 Standard 2018-03-05
2018-Q1 FOI-03122018-001 Standard 2018-03-12
2018-Q1 FOI-03122018-002 Standard 2018-03-12
2018-Q1 FOI-03132018-001 Standard 2018-03-13
2018-Q1 FOI-03132018-002 Standard 2018-03-13

2018-Q1 FOI-03142018-001 eFOI 2018-03-14
2018-Q1 FOI-03152018-001 Standard 2018-03-15
2018-Q1 FOI-03152018-002 Standard 2018-03-15
2018-Q1 FOI-03162018-001 Standard 2018-03-16
2018-Q1 FOI-03162018-001 Standard 2018-04-11
2018-Q1 FOI-03192018-001 Standard 2018-03-19
2018-Q1 FOI-03202018-001 Standard 2018-03-20
2018-Q1 FOI-03202018-002 eFOI 2018-03-20
2018-Q1 FOI-03212018-001 Standard 2018-03-21
2018-Q1 FOI-03212018-002 Standard 2018-03-21
2018-Q1 FOI-03212018-003 Standard 2018-03-21
2018-Q1 FOI-03212018-004 Standard 2018-03-21
2018-Q1 FOI-03212018-005 Standard 2018-03-21
2018-Q1 FOI-03222018-001 Standard 2018-03-22

2018-Q1 BAG-12 Standard 2018-03-08
2018-Q1 CAU-099 Standard 2018-03-19
2018-Q1 CAU-103 Standard 2018-03-21
2018-Q1 03212018-005 Standard 2018-03-21
2018-Q1 BUT-2018-03-01 Standard 2018-03-13
APR-JUN 2018 (CO/BO)

Apr-18
2018-Q2 FOI-04022018-001 Standard 2018-04-02
2018-Q2 FOI-04022018-002 Standard 2018-04-02
2018-Q2 FOI-04102018-001 Standard 2018-04-10
2018-Q2 FOI-04172018-001 Standard 2018-04-17
2018-Q2 FOI-04232018-001 eFOI 2018-04-23
2018-Q2 BAY20180425-001 Standard 2018-04-25
2018-Q2 BOH-20180416-001 Standard 2018-04-13

2018-Q2 BUT-003 Standard 2018-04-27
2018-Q2 ZAM-04-001 Standard 2018-04-26
May-18
2018-Q2 FOI-05022018-001 Standard 2018-05-02
2018-Q2 FOI-05072018-001 eFOI 2018-05-07

2018-Q2 FOI-05072018-002 Standard 2018-05-07
2018-Q2 FOI-05212018-001 Standard 2018-05-21
2018-Q2 FOI-05282018-001 Standard 2018-05-28
2018-Q2 FOI-05292018-001 Standard 2018-05-29
2018-Q2 BAG-14 Standard 2018-05-08
2018-Q2 BAG-15 Standard 2018-05-17
2018-Q2 BAY20180425-001 Standard 2018-05-29

2018-Q2 LAG-20180509-000087 Standard 2018-05-09
2018-Q2 CEB-001 Standard 2018-05-11
2018-Q2 BUT-001 Standard 2018-05-09
2018-Q2 BUT-002 Standard 2018-05-09
2018-Q2 BUT-004 Standard 2018-05-23
Jun-18
2018-Q2 FOI-06042018-001 Standard 2018-06-04
2018-Q2 FOI-06062018-001 Standard 2018-06-06
2018-Q2 FOI-06212018-001 Standard 2018-06-21

2018-Q2 FOI-06252018-001 Standard 2018-06-25
2018-Q2 FOI-06252018-002 Standard 2018-06-25

2018-Q2 FOI-06262008-001 Standard 2018-06-26
2018-Q2 FOI-06262018-002 Standard 2018-06-26
2018-Q2 BAG-17 Standard 2018-06-08
2018-Q2 BAG-18 Standard 2018-06-13
2018-Q2 BAG-19 Standard 2018-06-26
2018-Q2 BAG-20 Standard 2018-06-26

2018-Q2 BAG-21 Standard 2018-06-27
2018-Q2 ZAM-06-001 Standard 2018-06-19
JUL-SEP 2018 CO/BO

Jul-18
2018-Q3 FOI-07022018-001 Standard 2018-07-02
2018-Q3 FOI-07062018-001 Standard 2018-07-06
2018-Q3 FOI-07102018-001 Standard 2018-07-10
2018-Q3 FOI-07192018-001 Standard 2018-07-19
2018-Q3 FOI-07262018-001 Standard 2018-07-26
2018-Q3 FOI-07312018-001 Standard 2018-07-31
2018-Q3 BAG-22 Standard 2018-07-09

2018-Q3 BAG-24 Standard 2018-07-23
2018-Q3 BAG-25 Standard 2018-07-30
2018-Q3 BOH-20180712-000001 Standard 2018-07-09
2018-Q3 BUT-007 Standard 2018-06-06
2018-Q3 BUT-008 Standard 2018-06-20
Aug-18
2018-Q3 FOI-08102018-001 Standard 2018-08-10
2018-Q3 FOI-08152018-001 Standard 2018-08-15
2018-Q3 FOI-08172018-001 Standard 2018-08-17
2018-Q3 FOI-08282018-001 Standard 2018-08-28
2018-Q3 FOI-08302018-001 Standard 2018-08-30
2018-Q3 BAG-26 Standard 2018-08-02
2018-Q3 BAG-27 Standard 2018-08-29

2018-Q3 CAU-116 Standard 2018-08-06
2018-Q3 BUT-009 Standard 2018-08-22

Sep-18
2018-Q3 FOI-09102018-001 eFOI 2018-09-10
2018-Q3 FOI-09102018-002 eFOI 2018-09-10
2018-Q3 FOI-09102018-003 eFOI 2018-09-10
2018-Q3 FOI-09112018-001 Standard 2018-09-11
2018-Q3 FOI-09182018-001 Standard 2018-09-18
2018-Q3 FOI-09172018-001 Standard 2018-09-17
2018-Q3 FOI-09242018-001 eFOI 2018-09-24
2018-Q3 FOI-09242018-002 Standard 2018-09-24

2018-Q3 FOI-09252018-001 Standard 2018-09-25
2018-Q3 FOI-09262018-001 Standard 2018-09-26
2018-Q3 FOI-09262018-002 eFOI 2018-09-26
2018-Q3 BAG-28 Standard 2018-09-05
2018-Q3 BAG-29 Standard 2018-09-17
2018-Q3 BUT-010 Standard 2018-09-14

2018-Q3 FOI-09062018-001 Standard 2018-09-06
2018-Q3 FOI-09262018-003 eFOI 2018-09-26
OCT-DEC 2018 CO/BO

Oct-18
2018-Q4 FOI-10192018-001 Standard 2018-10-19
2018-Q4 FOI-10222018-001 Standard 2018-10-22
2018-Q4 FOI-10252018-001 Standard 2018-10-25
2018-Q4 NAG-10-001 Standard 2018-10-08

2018-Q4 NAG-10-002 Standard 2018-10-23
2018-Q4 COT-10192018-001 Standard 2018-10-19
Nov-18
2018-Q4 FOI-11072018-001 Standard 2018-11-07
2018-Q4 FOI-11082018-001 eFOI 2018-11-08
2018-Q4 FOI-11092018-001 Standard 2018-11-09
2018-Q4 FOI-11122018-001 Standard 2018-11-12
2018-Q4 FOI-11212018-001 Standard 2018-11-21
2018-Q4 FOI-11222018-001 Standard 2018-11-22
2018-Q4 BAG-30 Standard 2018-11-05
2018-Q4 BAG-31 Standard 2018-11-07
2018-Q4 BAG-32 Standard 2018-11-20
2018-Q4 BAG-33 Standard 2018-11-23
2018-Q4 BAY20181128-001 Standard 2018-11-28

2018-Q4 CAU-119 Standard 2018-11-12
2018-Q4 SOR2018-02 Standard 2018-11-22
2018-Q4 BUT-012 Standard 2018-11-20
2018-Q4 BUT-013 Standard 2018-11-27
Dec-18
2018-Q4 FOI-12042018-001 Standard 2018-12-04
2018-Q4 FOI-12042018-002 Standard 2018-12-04
2018-Q4 FOI-12072018-001 Standard 2018-12-07
2018-Q4 FOI-12122018-001 Standard 2018-12-12
2018-Q4 FOI-12122018-002 Standard 2018-12-12
2018-Q4 FOI-12212018-001 Standard 2018-12-21
2018-Q4 FOI-12272018-001 Standard 2018-12-27

2018-Q4 FOI-12272018-002 Standard 2018-12-27
2018-Q4 CAU-119 Standard 2018-12-19

2018-Q4 CAU-119 Standard 2018-12-20
2018-Q4 BUT-014 Standard 2018-12-13

Title of Request Extension? Status Date Finished
title of information requested if the agency status of request date request was
requested for processed/finishe
extension or d by the agency;
additional 20 if not yet
working days processed/finishe
(YES or NO) d, indicate
ONGOING
GSIS records bearing signature for No Closed 2017-01-27

submission to NBI
Deed of Conditional Sale No Info Under Exceptions 2017-03-09
SALN, BIR Form and HMO Beneficiaries No Closed 2017-03-06
GSIS Policy and Procedural Guidelines No Info under Exceptions 2017-04-03

(PPG) No. 183-06
GSIS Investment Policy Guidelines (IPG) No Info under Exceptions 2017-04-03

Housing Loan Records No Info Under Exceptions 2017-03-16
Date of Release of the Retirement Benefits No Closed 2017-03-15

MOA between the Province of Basilan & No Info Under Exceptions 2017-03-28
GSIS
List of Dependents No Info under Exceptions 2017-04-20

Certification of GSIS Remittances No Closed 2017-04-17
representing the government share of the
PGO Basilan for CY 2007-2008
Copy of all documents submitted in line No Info Under Exceptions 2017-05-10

with suspension of survivorship pension
Copy of Complaint No Info Under Exceptions 2017-05-25
Housing Loan documents No Info Under Exceptions 2017-06-02

Executive Order No Proactively disclosed 2017-06-14
List/names of awardees of Phase D, No Closed 2017-05-23
Francisco Homes San Jose del Monte,
Bulacan
Documents relative to the procurement of No Successful 2017-06-19

supply, delivery, installation and
commissioning of 1000TR Oil Free Chiller
ECard/UMID Enrolment Record No Info Under Exceptions 2017-05-22
Service Records No Info Under Exceptions 2017-06-08

TCTs Nos. 227736 and 183494 No Info not maintained 2017-06-13
Medical Certificate and Insurance Policy No Closed 2017-06-14
Release of Mortgage of TCT #T-23418 No Info not Maintained 2017-06-30
Board Resolutions No. 137 dated May 2, No Partially Successful 2017-07-04

2000 & No. 345 dated November 21, 2001
Board Resolution No. 03-2014 No Successful 2017-07-19
Service Record No Successful 2017-07-06
Profile Information No Successful 2017-07-11
Waiver of Rights executed for the claim of No Info Under Exceptions 2017-07-17
Funeral Benefits
Board Resolution No. 177 (2007) No Info not Maintained 2017-07-10
Retirement Voucher and Approval No Successful 2017-07-20
Duplicate copy of Retirement Records No Successful 2017-07-25
Information on Loans obtained by three (3) No Successful 2017-07-31

employees of BIR RO IX, Zamboanga City
Details as to who received and when title No Closed 2017-08-24

was released, with attached copy of Deed
of Absolute Sale with Assumption of
Mortage
Board Resolution No. 177 dated No Successful 2017-08-20

12 December 2007 and Board Resolution
No. 187 dated 18 November 2009
Documents pertaining to the National Grid No Proactively disclosed 2017-08-17
Corporation of the Philippines (NGCP)
List of Senior Citizens receiving pension Yes Successful 2017-09-08

from GSIS all over the country
GSIS Board Decision No. 88 and Board No Successful 2017-09-05

Resolution No. 103
GSIS Consolidated Financial Statements No Successful 2017-09-05

for the periods 1986-2000
GSIS Consolidated Financial Statements Yes Successful 2017-09-22

for the periods 1986-2000
Board Decision dated 15 August 2017, No Successful 2017-09-08
Order dated 01 October 2016 and Decision
dated 17 March 2016
SOA/Summary of Remittances from No Successful 2017-08-17
1/2006-12/2008 of the Provincial
Government of Basilan
Statement of Pension No Info Under Exceptions 2017-08-29
CTC of documents in relation to case No Successful 2017-09-11

docketed as GSIS Board Case 002-16 such
as: Pleadings and Letters with Attachments
filed before the BOT; Decision and
Resolution of the BOT on his Petition and
Motion for Reconsideration and Pleadings
and other Documents issued by the
Hearing Officer
Any information or document re Old GSIS No Successful 2017-10-11

Building located in Arroceros, Manila (for
thesis entitled "Proposed Adaptive Re-Use
of a Historical Building, The Old GSIS
Building, Manila")
Probability of Default Members on GSIS Yes Successful 2017-10-09

(for thesis entitled "Risk Factors on Default
of members in Loans ECL")
CTC of documents regarding Case No. No Successful 2017-09-22

026-15
Certification on the Receipt of Early No Info Under Exceptions 2017-09-20

Retirement Benefits
CTC of documents regarding GSIS Case No Successful 2017-09-28
No. 003-16
Clear CTC of Deed of Absolute Sale No. No Successful 2017-09-27

010853
CTC of Board Case Decision 005-15 (April No Successful 2017-10-05

28, 2016) and Resolution No. 66 (April 25,
2017)
CTC of documents in relation to Case No Successful 2017-09-29

docketed as GSIS Board Case 002-16 such
as: Entry of Appearance of the PAO Pasay
with Motion for Reconsideration dated 06
Feb 2017 with attachments and
Clarification dated 17 March 2016
List of Medical Technologist Yes Successful 2017-10-23

Retirees/Senior Citizens together with
contact information of The Philippine
Society of Medical Laboratory Scientists,
Inc.

Certification as GSIS Pensioner No Successful 2017-09-07
Duplicate copy of GSIS OR representing No Successful 2017-09-12

payment of Motor Car Insurance
Photocopy of Subdivision Plan No Info Under Exceptions 2017-09-13

Certificate of Full Payment of Real Estate No Closed 2017-09-27
Loan
Service Record No Info Under Exceptions 2017-09-27

Certification for Length of Service No Successful 2017-09-29
GSIS Memo Circular No. 4-2001, Board No Successful 2017-10-25
Resolution No. 290 and Application for
Retirement under RA 1616
Data on Loans made by members from No Successful 2017-10-23

2014-2016 without personal information
Document regarding "Disposition of No Closed 2017-10-20

valueless records"
Comment on Motion for Reconsideration, No Successful 2017-10-25

Order and GSIS Board Case No. 005-15
7 Committee on Claims (COC) documents No Successful 2017-11-16
38 documents with regards to GSIS Board No Successful 2017-11-02

Case No. 005-15
Complete records of a designated No Info not maintained 2017-11-22

beneficiary
Any record of Title No. 430222 (114187) No Info under exceptions 2017-11-02
under GSIS
Estimated Value of Death Benefit No Info Under Exceptions 2017-10-02
Retirement Voucher and Service Record No Info not Maintained 2017-10-20
Certification as GSIS Survivorship No Successful 2017-10-13

Pensioner
Retirement Records No Successful 2017-10-13
GSIS OR representing Payment of Motor No Successful 2017-10-23
Car Insurance of PNP Isabela Provincial
Police Office
Retirement Voucher No Successful 2017-10-24
Retirement and Survivorship Records No Successful 2017-10-30

CTC of Deed of Absolute Sale No Closed 2017-11-17
CTC of Decision and Resolution re GSIS No Successful 2017-12-05

Case No. 024-16
GSIS checks No Info Under Exceptions 2017-11-07
Retirement Voucher and Service Record No Info not Maintained 2017-11-13
Certification as GSIS retiree No Successful 2017-11-17
Certification as GSIS pensioner No Successful 2017-11-17
Certification as GSIS pensioner No Successful 2017-11-20
Certification of Loan Balance No Successful 2017-11-21

Pensioner
CTC of Release of Mortgage No Successful 2017-12-13

Current address No Successful 2018-03-01
Retirement documents No Successful 2018-01-12
Retirement and Medical Benefits No Successful 2018-01-10

Service Record and Retirement Voucher No Successful 2017-12-07
Retirement Claim Status No Info Under Exceptions 2017-12-12

Pensioner

No. of GSIS Members - Province of No Successful 2017-12-14
Sorsogon, Municipalities, DepEd, National,
GOCC and State College
Request for any available record No Successful 2017-12-28
GSIS Revenue, Expenditures, Net Income No Successful 2018-01-16

and Assets for the period of CY 2010 to
November 2017 and Number of GSIS
members from CY 2010-CY 2017
Request for Transfer Certificate of Title No Partially Successful 2018-01-16
Retirement benefits received by spouse No Info under Exceptions 2018-01-15
Certified true copy (CTC) of documents No Closed 2018-01-19

pertaining to cancellation of Mortgage
CTC of Transfer of Certificate of Title (TCT) No Info under Exceptions 2018-01-19
Details and computations of loan accounts No Info under Exceptions 2018-01-19

of late brother
Inventory of Queens Row Property under No Info under Exceptions 2018-01-23
GSIS
Issuance of Static Information for Spouse No Closed 2018-01-03
and List of GSIS Contributions
Certification that Deceased is a GSIS No Successful 2018-01-12
Pensioner
Request for Service Record, Death No Info under Exceptions 2018-02-19
Certificate, Marriage Certificate, PNP PDS,
photocopies of orignal Appointment Order,
Reinlistment Orders, Absorption Order,
Promo Orders & Attested appointments
(1975- 1987) for NOPPO
Tentative computation of retirement and No Successful 2018-01-09

pension benefit
List of GSIS members from Autonomous No Info Under Exceptions 2018-01-26
Region in Muslim Mindanao (ARMM)
indicating positions and salaries
Certification from the GSIS stating whether No Successful 2018-01-26
General Manager of Isabela Water District
(ISAWAD) already claimed her retirement
benefits
Certifications of No Copy of Deed of No Closed 2018-02-08

Absolute Sale and No Record on File of
requested TCT
CTC of documents relative to GSIS Case No Successful 2018-02-13
No. 021-16
Certification on the status of a property No Proactively disclosed 2018-02-19

owned by GSIS
Notice of Decision and Resolution of GSIS No Successful 2018-02-27

Case and pertinent records relative to EC
claim benefits
CTC of documents under Board Resolution No Successful 2018-02-28
No. 24 Case No. 017-17
Letter requesting for the Payment of No Successful 2018-02-28
Pension Benefits under PD No. 1146
addressed to GSIS Board of Trustees
dated 12/5/17 from Public Attorney's Office
(PAO)
Complete Copy of Office Order No. 304-16 No Info Under Exceptions 2018-02-07
Death Certificate submitted upon filing for No Info Under Exceptions 2018-02-28
Funeral Claim
Condonation of interest on Salary Loan No Info Under Exceptions 2018-02-19
Total Number of Retirees with Monthly No Successful 2018-03-06

Pension (CY 2010-7017) of the National
Home Mortgage Finance Corporation
(NHMFC)
Information on the Owner of a Property No Proactively disclosed 2018-03-06
Notice of Resolution No. 23 and Resolution No Successful 2018-03-14

No. 23
Documents relative to purchased rights No Info not mantained/Info 2018-03-14
under exception
Documents relative to Claim, GSIS Case No Successful 2018-03-20
No. 015-16
Application of Housing Loan, Deed of No Successful 2018-03-16
Absolute Sale (DAS) and Supplementary
documents
Data of former Ambassadors receiving No Successful 2018-03-26
pensions from GSIS and monthly pension
currently being received
Notice of Approval of Award and Transfer No Partially succesful 2018-03-20
of Right
Original Title of Land (TCT NO. 0-1819) Yes Successful 2018-08-29
Deed of Absolute Sale with Assignment No Successful 2018-03-21

(DASA)and Deed of Conditional Sale
(DCS)
Acknowledgement No Successful 2018-04-19
Information on the Retirement Benefits of No Successful 2018-03-27

(3) Philippine Retirement Authority (PRA)
Employees
CTC of Deed of Absolute Sale (DAS) No Successful 2018-03-22

between Spouses (TCT No. 446023)
Benefits from the GSIS No Proactively disclosed 2018-03-22
CTC of Documents relative to PT-94917 No Partially Succesful 2018-04-05

such as Payment History, Board
Resolutions, etc.
Documents pertaining to Project on Access No Successful 2018-03-22
Control and Alarm Systems Including Gate
Barriers
CTC of Service and Retirement Records of No Successful 2018-03-26
a Deceased PNP Retiree
Status (in active service or retired) and No Closed 2018-04-03

addresses of 7 GSIS Members
CTC of Board Resolution No. 366 No Successful 2018-03-27
CTC of Release of Mortgage No Successful 2018-03-27

Original Copy of Retirement Voucher and No Successful 2018-03-09
Approval
Certified True Copy of Retirement Records No Successful 2018-03-19
Certified True Copy of Retirement Records No Successful 2018-03-21
Board Resoultion No. 366 No Successful 2018-04-16
List of Monthly Pension of a Deceased No Successful 2018-03-13

Pensioner from August 2006 to March 2015
Original Transfer Certificate of Title (TCT) No Successful 2018-04-02

No. 100968 and document bearing person
who received title
Certified True Copy (CTC) of Release of No Successful 2018-05-03

Mortgage
Level of Approving and Signing Authority No Info under Exceptions 2018-04-10

of Officer in the Acquisition of Real Estate
Properties Including Equipment and Office
Supplies
Information with regards to GSIS Rules and Yes Successful 2018-05-15
Regulations on Retirement for determining
compliance of retired employees
Latest statistics in the number of GSIS No Successful 2018-04-25

Pensioners in the Philippines
Certification for Retiree/ Endorsement No Successful 2018-04-25
Lindaville Subdivision Plan No Info under Exceptions 2018-04-16

Certification under oath from the GSIS for No Successful 2018-05-05

the status of remittances for the period
January 2018-March 2018 of the
Municipalities under the Province of Tawi-
Tawi
Records Payments of Housing Loan No Denied 2018-05-21
List of Accredited Private Lending No Denied 2018-05-10

Institutions submitted by the Department of
Education (DepEd)
CTC of Deed of Conditional Sale (DCS) No Successful 2018-05-11
CTC of Board Resolution (BR) No. 197 dtd No Successful 2018-05-25

8/27/03, BR No. 106 dtd 6/28/12, BR No.
201 dtd 9/8/11 and BR No. 66 dtd 4/11/07
CTC of Application for Retirement Benefit, No Successful 2018-06-20

Current Summary of Claims and Payments
and Current Screenshot of Claims History
Investigation Report, Service Record and No Successful 2018-05-31

Certificate of Monthly Pension
Birth Certificate, Membership Record and No Successful 2018-05-08

Affidavit of Discrepancy
Application for Retirement No Successful 2018-05-17
Retirement Voucher/Clerance No Successful 2018-05-29

List of GSIS Pensioners No Info under Exceptions 2018-05-10
Certified True Copy of Retirement No Successful 2018-05-11
Application Form and Approval
List of Beneficiaries No Successful 2018-05-09
Ombudsman Clearance No Successful 2018-06-01
Deed of Conditional Sale (DCS) No Successful 2018-06-05

Cancellation of Mortage Account No Successful 2018-06-21
Proof of Release of Title No Successful 2018-06-21

CTC of Release of Real Estate Mortgage No Successful 2018-06-27
CTC of Full Payment of Certification, Deed No Info not mantained 2018-06-29

of Conditional Sale (DCS), Deed of
Absolute Sale (DAS) and Release of Title
Status of Two (2) Houses under GSIS No Info under 2018-06-27
Housing Exceptions/Proactively
disclosed
Historical Records of (4) Houses and Lots No Denied 2018-06-27

bought from the GSIS
Collection Letter No Successful 2018-06-13
Retirement Application (4 copies) No Successful 2018-06-26
Retirement Voucher (2 copies) No Successful 2018-06-26

GSIS premiums of DAR TAWI-TAWI from No Successful 2018-06-22

January 2017-May 2018
Proof of Release of Transfer Certificate No Info not maintained 2018-07-06

Title (TCT)
Member Information re Retirement and No Denied 2018-07-09
Benefits
Application for Retirement Benefits No Successful 2018-07-10
Absolute Deed of Sale No Info under Exceptions 2018-07-25
Certification on Change of Name of No Successful 2018-08-01

Awardee
Notice of Cancellation and Proof of Delivery No Info under Exceptions 2018-08-01
Membership Form & Retirement Application No Successful 2018-07-09

Retirement Approval & Retirement No Successful 2018-07-23
Voucher
Retirement Approval & Retirement No Successful 2018-07-30

Voucher
Information Membership Insurance No Info under Exceptions 2018-07-11
Accident Report/Police Report/Appoinment No Successful 2018-06-20

and Service Record
Application for Survivorship Benefit No Successful 2018-07-13
Owner's Duplicate of Transfer Certificate of No Successful 2018-08-24

Title and Deed of Conditional Sale
Deed of Reconveyance or Document No Info not maintained 2018-08-24

Supporting Transfer Certificate Title
Documents pertaining to Case No. 22-24- No Successful 2018-08-23

2017 and Board Resolutions No. 113 and
67
Deed of Absolute Sale No Denied 2018-10-25
Pertinent Information that will help support No Partially Successful 2018-08-31

House Bill No. 4113 or 100-Day Maternity
Leave Law
Retirement Voucher and Retirement No Successful 2018-08-02

Approval
Service Record, Retirement Application and No Successful 2018-08-29

Survivorship Voucher
GSIS Official Receipt for the payment of No Successful 2018-08-08
building insurance premium of Cauayan
City Water District
Summary of GSIS Premiums paid by the No Successful 2018-09-25

Province of Basilan
Information on the last time GSIS offered a No Successful 2018-09-20

Housing Loan Restructuring Program and
when it will be offered again
COA Audit Reports from 1990-2006 No Info not maintained 2018-09-11
Information to measure government Yes Successful 2018-09-19

services like GSIS specifically a 10-year
data from 2007-2018
Statement of Account No Denied 2018-09-19
Certification on Deed of Aboslute Sale No Denied 2018-10-04

(DAS) authorized signatory
Data on Contributing Members, Total No Successful 2018-09-24

Population Aged 60 and Above Benefitting
from Retirement/Old Age Pension, Average
Monthly Pensions and Pension
Disbursements
Certificate of Full Payment (Housing Loan) No Successful 2018-10-09

Pension Details of Retiree No Info under Exceptions 2018-09-27
Information on the PPG relative to No Info under Exceptions 2018-09-27

Secondary Evidences as basis for posting
loan repayments
Case Files with resolutions filed by GSIS Yes Closed 2019-01-11

against IBM and Questronix on 2009 with
regard to the Integrated Loans,
Membership, Acquired Assets and
Accounts Management System
(ILMAAAMS)
Retirement Voucher and Retirement No Successful 2018-09-05

Approval
Service Record, Retirement Voucher and No Successful 2018-09-17

Retirement Approval

Land Title, Tax Declaration and Insurance n/a Not FOI 2018-09-07
Policy
Consolidation of Premium contributions n/a Not FOI 2018-09-27
CTC of Release of Mortgage or No Successful 2018-11-05

Cancellation of Mortgage
PPG on Claims and Loan Interdependency No Partially Successful 2018-10-29
Policy (CLIP) and Remittance List
GSIS Service Record, Retirement No Successful 2018-10-30

Order/GSIS Voucher (PD 1184) and
Certificate of Monthly Pension
Retirement and Service Record No Info under Exemptions 2018-10-09

Lot Plan No Info under Exemptions 2018-10-24
Retirement Approval No Info under Exemptions 2018-10-22
Deed of Conditional Sale, Title, Mortgage No Partially Successful 2018-11-22
Redemption Insurance (MRI), Fire
Insurance Policy and Statement of Account
List of all government-owned buildings in No Closed 2018-11-20

Metro Manila insured with the GSIS
Full copy of Board Resolution No. 110 dtd No Successful 2018-11-15

7/2/2012
Total number of Active Members and No Successful/Proactively 2018-11-15
Pensioners for CY 2017, Total Number of Disclosed
Benefits Paid to Members and Pensioners
for CY 2017 and GSIS Financial
Statements
Total number of Separation Claim Yes Successful 2018-12-12

Transactions for CY 2000-2017
TCT No. 202923 No Closed 2018-12-13
All supporting documents for EC No Successful 2018-11-23

Application
Maturity Voucher No Successful 2018-11-29

Release of Mortgage No Successful 2018-11-12
Affidavit No Info under Exemptions 2018-11-23
Approval/Certificate of Separation No Successful 2018-11-27
GSIS' email to East West Bank re GFAL No Successful 2018-12-27

check for pick-up
Deed of Sale No Info not maintained 2018-12-06
Decision and Resolution in relation to GSIS No Successful 2018-12-07

No. 022-16
Guidelines or Policy governing SAIS ang No Successful 2018-12-19
Interest sa Lahat Program
Guidelines or Policy governing SAIS ang No Successful 2018-12-19

Interest sa Lahat Program
Actual Monthly Salaries and the Total n/a Processing n/a

Annual Remuneration including Bonuses
and Allowances of GSIS Officials and
Employees
Notices of Cancellation/to Vacate n/a Processing n/a

Retirement Benefits No Successful 1/9/2019
CTC of TCT T-330253 No Successful 2018-12-19

CTC of Title No. 14551 No Successful 2018-12-20
Copy of GSIS Visitation Request and No Successful 2018-12-13

Medical Certificate
Days Appeal/s
Cost Remarks
Lapsed filed?
number fees paid If the Additional details about the request
of days by the requesting
lapsed requesting party or any
facilitatin party for other citizen
g the facilitation filed an
request of request; appeal for
if none, the specific
indicate request
FREE (YES or NO)
4 WDs None No Denied, requester was advised to

obtain a copy of the letter from NBI to
support her request for documents.
11 WDs None No Not for disclosure.
1 WD None No Incomplete requirements.

3 WDs None No Denied, not in the FOI List.

1 WD None No Not for disclosure.

7 WDs None No Denied. Requester was advised to
submit an appeal addressed to OIC-
PGM, GSIS.
4 WDs None No Not for disclosure; incomplete details.

17 WDs None No Not a GSIS Document but can be
viewed at www.officialgazette.gov.ph.
6 WDs None No Denied, not in FOI List.
14 WDs P25.00 No Not in FOI List but was cleared for

release. Statement, List of
Technicians, Certificate and Proof of
Employment were provided.

1 WD None No Records not on file.
1 WD None No Denied, information not in the FOI List
also did not provide valid ID for
purposes of identification.
8 WDs None No Not available on file.
2 WDs P6.00 No Only Board Resolution was provided.
3 WDs P 70.00 No Resolutions and Decision were

provided.
1 WD None No Service Record was provided. No fee
collected, no advise yet.
4 WDs None No Service Record were provided. No fee
1 WD None No Referred to GSIS Central Office.

1 WD P10.00 No Retirement Voucher and Approval
were provided.
1WD P10.00 No Duplicate copy of Retirement Records

were provided.
2 WDs None No Letters were mailed thru JRS
AWB#069339 and PPC ( RD 503 865
808 ZZ ; RD 503 865 811 ZZ ; RD
503 865 826 ZZ ; RD 503 865 839
ZZ) dtd 8/1/2017.
17 WDs None Yes Denied, incomplete requirements

submitted, absence of consent.
9 WDs P40.00 No Board Resolutions were provided.

2 WDs None No Documents pertaining to NGCP can
be viewed at gsis.gov.ph
16 WDs None No Request in CD form was provided.
5 WDs P270.00 No Board Decision and Resolution were

provided.
5 WDs P186.00 No GSIS Consolidated Financial

Statememts were provided.
18 WDs P32.00 No Analysis of Investment Expenses

(missed-out) were provided.
7 WDs P125.00 No Board Decision and Order were
provided.
4 WDs None No Documents were mailed to the

Corporate Secretary re Subpoena
Duces Tecum of PGO, Basilan thru
JRS AWB# 070682 dated
08/17/2017.
3 WDs P810.00 No Pleadings, Letters, Decisions and

Resolutions were provided.
20 WDs P96.00 No Six (6) sets of GSIS Old Building

Floor plans were provided.
18 WDs None. No *Request in CD form was provided.
6 WDs None No No fee, PAO Law. Pleadings and

related documents were provided.
1 WD None No Not for disclosure and needs to

submit authorization letter from
owner.
4 WDs None No Documents were provided without fee
since a Certificate of Indigency was
presented. Notice, Resolution,
Comment, Motion for
Reconsideration, Answer and Petition
were provided.
2 WDs P10.00 No Deed of Absolute Sale was provided.

presented. Board Case Decision and
Resolution were provided.
2 WDs P70.00 No Entry of Appearance and Clarification

were provided.
17 WDs None No Requester was informed 3/16/2017

but Information in CD form was
released on 10/23/2017.
1 WD P5.00 No Service Record was provided.

1WD P2.00 No Certification as GSIS Pensioner was
provided.
1WD P5.00 No Duplicate copy of GSIS OR
representing payment of Motor Car
Insurance was provided.
1WD None No Not for disclosure.

7 WDs None No Denied, requester not authorized
party.
1 WD P22.00 No Certification as GSIS Pensioner was

provided.
were provided.
1 WD None No Certification for Length of Service was
provided. No fee collected, no advise
yet.
presented. Memo Circular, Board
Resolution and Application for
Retirement were provided.
7 WDs P4.00 No Summary of Loans Granting were

provided.
2 WDs None No Denied, not all needed details on

request were provided.

presented. Comment on Motion for
Reconsideration and Order were
provided.
16 WDs P360.00 No Letters, Petition, Answer, Position

Papers and Reply to Petioner were
provided.

presented. Letters, Petitions, Position
Papers, Decision, Answer and other
related documents were provided.
1 WD P5.00 No Service Record was provided,

submitted SPA.
17 WDs None No Record not on file.
2 WDs None No Not for disclosure. Also record not on

file.
9 WDs None No Referred to GSIS Cotabato Branch
Office.
1 WD P2.00 No Certification as GSIS Survivorship
Pensioner was provided.
1 WD P5.00 No Retirement Records were provided.
1 WD P23.00 No GSIS OR representing Payment of
Motor Car Insurance of PNP Isabela
Provincial Police Office was provided.
1 WD None No Retirement Voucher was provided. No

fee collected, c/o branch manager.
1 WD P5.00 No Retirement and Survivorship Records

were provided.
9 WDs None No Denied, advised wife to get requested
document from Housing Office
instead.
4 WDs P130.00 No Decision and Resolution were

provided.
2 WDs None No Referred to GSIS Cotabato Branch
Office.
1 WD P4.00 No Certification as GSIS retiree was

provided.
1 WD P2.00 No Certification as GSIS pensioner was
provided.
1 WD P2.00 No Certification as GSIS pensioner was

provided.
1 WD P2.00 No Certification of Loan Balance was
provided.
were provided.

2 WDs P10.00 No Release of Mortgage was provided.

3 WDs P2.00 No Requester was informed 12/21/2017
but Certification was released
3/1/2018.
3 WDs P5.00 No Certification was provided.
8 WDs None No Requested documents were sent thru

email.
1 WD None No Retirement Voucher was provided. No

fee collected, c/o branch manager.
1 WD P10.00 No Retirement Voucher was provided.

3 WDs None No Service Record and Retirement
Voucher were provided. No fee

provided.

provided.
2 WDs None No Number of GSIS Members in the
Province of Sorsogon, Municipalities,
DepEd, National, GOCC and State
College were provided. No fee
collected, no document was released
only figures were mentioned.
4 WDs None No Forwarded request to Central Office

(as regular transaction).
6 WDs P6.00 No Financial statement and No. of GSIS

members provided.
6 WDs P2.00 No The TCTs being requested are no

longer available in GSIS since said
TCTs were already released to the
requester's parents. What was
provided to him was the Release of
Transfer Certificate of Title Form.
2 WDs None No Not for disclosure; authorization letter

from the data subject is required.
3 WDs None No No specific document; no

authorization letter and ID presented.
1 WD None No Not for disclosure; for transfer of land

title to grandson.
1 WD None Yes Not for disclosure.
1 WD None No No authorization from Spouse.
1 WD None No Certification was provided.
6 WDs None No Not for Disclosure.
2 WDs None No Computation was provided.

5 WDs None No Not for disclosure but was cleared for
release.
1WD None No No authorization letter or any proof of

ownership presented.
2 WDs P285.00 No Notice of Decision and Board

Resolution No. 215 with attachments
were provided.
4WDs None No List of acquired assets for disposition

can be viewed at gsis.gov.ph.
4 WDs Free No No fee, PAO Law.
1WD Free No No fee, PAO Law.
1 WD Free No No fee, PAO Law.
4 WDs P4.00 No Total No. of Retirees from CY 2010-

2017, Average Monthly Pension of a
Retiree (CY 2017), Minimum Monthly
Pension (CY 2017) and Maximum
Monthly Pension (CY 2017) were
provided.
2 WDs None No Request not in the FOI list but list of

GSIS properties for bidding is
available and can be viewed at
gsis.gov.ph.
3 WDs None No All requested documents were not

provided.
4 WDs P50.00 No Appplication for House and Lot, DAS

and Deed of Transfer of Rights were
provided.
9 WDs P18.00 No List was provided.
4 WDs P4.00 No Authorization letter from owner was

required. Only the Memorandum for
Agreement was provided.
100WDs None No Exception case since request requires

further evaluation and processing
from concerned Offices. Letter for
pick-up of requested TCT was
emailed on 8/29/18 by our Housing
Accounts Reconcilitaion Department.
4 WDs P12.00 No DASA and DCS were provided.
7 WDs P2.00 No Acknowledgement page, part of

DASA was provided.
7 WDs P15.00 No Individual Certifications for each

retiree from the NCR Group were
provided.
3 WDs P10.00 No DAS was provided.
3 WDs None No Request can be viewed at gsis.gov.ph
9 WDs P20.00 No Resolution No. 515 and Deed of

Absolute Sale was provided.
2 WDs P272.00 No Invitation to Bid, Bid Bulletins, Bid

Documents, Instruction to Bidders,
and Meetings Files were provided.
4 WDs None No Service Record, Retirement Approval
and Certification were provided
without fee since documents were
mailed like regular transaction.
7 WDs None No Denied after re-assessment;

authorization letter or consent from
concerned members were not
provided.
5 WDs P20.00 No Board Resolution No. 366 was

provided by GSIS Laoag Branch
Office to requested 4/16/18 but was
sent to GSIS Laoag BO on 3/27/18.
4 WDs P5.00 No Release of Mortgage was provided.

2 WDs Free No Original Retirement Voucher and
Approval were provided.
1 WD P20.00 No Disbursement Voucher, Retirement
Computation Sheet, etc. were
provided.
1 WD P55.00 No Disbursement Voucher, Retirement

Computation Sheet, etc. were
provided.
15 WDs P20.00 No Board Resolution No. 366 was

provided.
1 WD P2.00 No SAP generated List of Pension

Payments provided.
1 WD P8.00 No Proof of Release of Title, ID of

recipient of Title and Special Power of
Attorney (SPA) were provided.
22 WDs P5.00 No CTC of Release of Mortgage was

provided.
20 WDs Free No No fee, CD was provided.
3 WDs P2.00 No Old Age & Survivorship Pensioners

Statistics were provided.
1 WD P2.00 No Retirement Clearance

9 WDs Free No Retirement Voucher was provided
without fee since document was
mailed like regular transaction. Mail
was returned 5/23/18 since address
given was not located by 2GO.
6 WDs Free No Certification was provided without fee

since document was mailed like
regular transaction.
14 WDs None No Housing Loan Account was cancelled

since 3/31/2005.
4 WDs None No Contact Information of DepEd Office

was instead provided.
5 WDs P10.00 No CTC of DCS was provided.
5 WDs P63.00 No CTC of Board Resolution (BR) No.

197 dtd 8/27/03, BR No. 106 dtd
6/28/12, BR No. 201 dtd 9/8/11 and
BR No. 66 dtd 4/11/07 were provided.
3 WDs Free No Documents were forwarded to

National Headquarters, Philippine
National Police.
1 WD P20.00 No Birth Certificate, Membership Record

and Affidavit of Discrepancy were
provided.
1 WD P10.00 No Application for Retirement was

provided.
1 WD P4.00 No Retirement Voucher/Clearance

1 WD Free No CTC of Retirement Application Form
and approval were provided. No fee
was collected since documents were
already released but was lost
(duplicate only).
1 WD Free No Retirement Voucher and Approval

were given. Manager of GSIS Butuan
paid for the fee.
1 WD Free No List of Beneficiaries was given.

Manager of GSIS Butuan paid for the
fee.
8 WDs Free No Copy of Letter received from the
Ombudsman was given. Manager of
GSIS Butuan paid for fee.
2 WDs P10.00 No CTC of DCS was provided.

provided.
1 WD P2.00 No Requisition Slip Form was provided.
provided.
5 WDs None No All requested documents were not

provided. However, was suggested to
inquire directly from the developer of
the subdivision.
2 WDs None No Not for disclosure but List of GSIS
Properties for Sale can be viewed at
gsis.gov.ph.
2 WDs None No Based on Notice of Approval of Sale:

(1) The property shall be sold on an
"AS IS, WHERE IS" basis and (2)
Requester shall take possesion of the
property without seeking assistance
from the GSIS".
1 WD P5.00 No Collection Letter was provided.
1 WD P20.00 No Retirement Application was provided.

were provided.
4 WDs Free No Certification was provided without fee

since document was mailed like
regular transaction.
5 WDs None No No document was released.
2 WDs None No Absence of Consent, Specific

Purpose for Request and Valid ID of
requester.
1 WD None No Two (2) NBI personnel went to take

pictures of the documents being
requested and examined the
signature in question. No document
was released.
5 WDs None No Not for Disclosure. Required to

execute an Extra-Judicial Among
Heirs with Certification of Publication
since awardee is deceased.
5 WDs None No Certification of Housing Loan

Availment and Transfer through
Subrogation was provided.
2 WDs None No Not for Disclosure. However, a copy

of Notice of Cancellation was
provided.
1 WD P10.00 No Membership Form & Retirement

Application were provided.
1 WD P10.00 No Retirement Approval & Retirement
Voucher were provided.
1 WD P10.00 No Retirement Approval & Retirement

Voucher were provided.
10 WDs P4.00 No Accident Report/Police

Report/Appoinment and Service
Record were provided.
18 WDs P2.00 No Application for Survivorship Benefit

was provided.
10 WDs P30.00 No Owner's Duplicate of Transfer

Certificate of Title and Deed of
Conditional Sale were provided.
7 WDs None No Referred request to our Housing

Accounts Remedial and Titling
Department and suggested that
Technical Description asked for be
requested from DENR-NCR.
4 WDs None No Petitions, Certifications, Notices,

Resolutions, Acknowledgment
Letters, Motion for Reconsideration,
Letters and Appeal were provided. No
fee was collected since a Certificate
of Indigency was presented.
43 WDS None Yes Letter of Denial (requested document

not for disclosure) was received
8/28/2018 by requester. Letter of
Appeal was received 9/17/2018 by
the GSIS. Requester received reply to
his appeal 10/25/18.
2 WDs None No Requester was informed that only the

total number of female workers in the
government sector can be provided.
Also, should fill-up FOI request form
and to submit a valid ID.
1 WD P10.00 No Retirement Voucher and Retirement

1 WD P5.00 No Service Record, Retirement

Application and Survivorship Voucher
were provided.
3 WDs P5.00 No GSIS Official Receipt for the payment
of building insurance premium of
Cauayan City Water District was
provided.
12 WDs P2.00 No Certification on the Remittances of the

Provincial Government of Basilan was
provided.
9 WDs None No Letter of Information regarding

upcoming Condonation Program
mailed by our Housing Accounts
Reconcilitaion Department.
2 WDs None No Advised to contact the Public

Information Office of the COA, for
better assistance.
7 WDs None No Number of members who availed

GSIS services, Number of members
forming different sectors availing
services in GSIS, Number of Filipino
members availing GSIS benefits
services, Number of Filipino
membership enrolled or registered in
GSIS in the country, Number of
Filipino membership enrolled in GSIS
fund "outside" the country, Age and
sex distribution on membership and
enrolment on GSIS in the country and
Number of members form different
sectors enrolled in GSIS were
provided as email attachment to reply.
2 WDs None No Request not granted to requestor

since not authorized as per SPA, was
advised to secure new SPA.
14 WDs None No Incomplete information on the

authorized signatory, was also
advised that as per the Registry of
Deeds, the standard document is the
DAS.
1 WD None No A table regarding Share of

economically active population
contributing to a pension scheme was
sent thru email as attachment to reply.
12 WDs P2.00 No Certificate of Full Payment (Housing

Loan), for pick-up.
3 WDs None No Not for Disclosure. Also, an
authorization letter was not provided.
2 WDs None No Letter of Denial (requested document

not for disclosure) was received
9/27/2018. However, our Housing
Accounts Reconciliation Department
sent him a letter reply on 10/12/2018
stating that they are still processing
the reconciliation if his accounts.
69WDs None No Letter for Extension was requested.

Details of requested cases with
resolutions were provided. Informed
of available documents, as of this
date no reply.
1WD P10.00 No Retirement Voucher and Retirement

1WD P25.00 No Service Record, Retirement Voucher

and Retirement Approval were
provided.
1WD P2.00 No Service Record was provided.

n/a n/a n/a Referred to our Housing Accounts
Remedial and Titling Department, for
appropriate action.
n/a n/a n/a Referred to our NCR Membership

Department, for appropriate action.
10 WDs P5.00 No Certification of Records on Housing

Loan was provided.
50 WDs none Yes Mailed Resolution Nos. 238 and 105
s. 2011 to GSIS Tagum BO.
Requested remittance lists were not
provided since an SPA was not
submitted.
4 WDs none No Mailed copies of Service Record,

Retirement Voucher and Certificate of
Monthly Pension to the Philippine
National Police Office.
2 WDs n/a No Not for Disclosure.

12 WDs P42.00 No Deed of Conditional Sale and
Statement of Account were provided.
However, there are no available MRI
and Fire Insurance Documents on file.
9 WDs P14.00 No List of all government-owned
buildings in Metro Manila insured with
the GSIS in CD was provided and
informed 11/20/18. Requester was
informed again to pick-up CD on
1/18/19.
5 WDs none No Board Resolution No. 110 was
provided thru email.
4 WDs none No Requested information were provided
thru email except the GSIS Financial
Statements which can be viewed at
the GSIS website as an open data
(requester was informed about the
same).
15 WDs P4.00 No Total number of Separation Claim
Transactions for CY 2000-2017 was
provided and informed 12/12/18 and
reminded again 1/20/19, still for pick-
up.
15 WDs none Yes On 12/5/2018, GSIS required the
submission of an SPA from the
mortagagor. As of date, still no
submission.
were provided.
were provided.
were provided.
1 WD P68.00 No 30 copies of various ORS/Medical
Slips and 4 copies of Letters were
provided.
2 WDs P2.00 No Maturity Voucher was provided.
1 WD P5.00 No Release of Mortgage was provided.
1 WD none No Retirement Voucher was provided. No
payment was required.
1 WD none No Approval/Certificate of Separation
were provided. No payment was
required.
15 WDs P4.00 No Copy of email to East West Bank was

sent to requester re availability of
GFAL check.
3 WDs none No Deed of Sale was not provided since
transaction was done outside GSIS
and was advised to secure copy from
the Office of the Clerk of Court or from
the National Archives of the
Philippines. Reply was texted on
12/7/2018 and reminded again
1/20/2019, still for pick-up.
1 WD P125.00 No Decision and Resolution No. 022-16
were provided.
6 WDs P55.00 No Board Resolution No. 74 and PPG
No. 198-07 were provided 12/19/18.
Documents were not released to
representative on 12/21/18 due to
lack of ID and authorization letter
presented, reminded again 1/20/19,
still for pick-up.
6 WDs P70.00 No Board Resolution No. 74, PPG No.
198-07 and Office Order No. 24-09
(pertinent provisions only) were
provided.
n/a n/a n/a n/a
n/a n/a n/a n/a

7 WDs None No Reply of Legal Office was emailed to
GSIS Tagum.
1 WD P20.00 No CTC of TCT T-330253 was provided.

1 WD P15.00 No CTC of Title No. 14551 was provided.
1 WD P4.00 No Copy of GSIS Visitation Request and

Medical Certificate were provided.
STATUS OF ONGOING REQUESTS
Ongoing Requests
Awaiting
Pending Accepted Processing
Clarification
total number of number of requests number of number of number of requests
requests currently submitted by requests requests received by the
being processed requestors but not yet acknowledged returned to the Decision Maker
acknowledged by the by the requestors for and is currently
Receiving Officer Receiving some being processed
Officer and clarifications or
forwarded to if he/she failed
the Decision to provide all
Maker requirements
concerned such as a valid
ID
2017-Q1 0 0 0 0 0 Standard
2017-Q2 0 0 0 0 0 Standard
2017-Q3 0 0 0 0 0 Standard
2017-Q4 0 0 0 0 0 Standard
2017-Q1 0 0 0 0 0 eFOI
2017-Q2 0 0 0 0 0 eFOI
2017-Q3 0 0 0 0 0 eFOI
2017-Q4 0 0 0 0 0 eFOI
2018-Q1 0 0 0 0 0 Standard
2018-Q2 0 0 0 0 0 Standard
2018-Q3 0 0 0 0 0 Standard
2018-Q4 2 0 0 0 2 Standard
2018-Q1 0 0 0 0 0 eFOI
2018-Q2 0 0 0 0 0 eFOI
2018-Q3 0 0 0 0 0 eFOI
2018-Q4 0 0 0 0 0 eFOI

GSIS FOI Reports 2017-2018

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FINANCIAL MANAGEMENT GROUP (FMG): ASSET LIABILITY COMMITTEE

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FINANCIAL MANAGEMENT GROUP (FMG): TREASURY OPERATIONS OFFICE

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GSIS Government Service Undertakings GSIS GBAC 2012-present

GSIS DATA PRIVACY AND PROTECTION COMMITTEE

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HUMAN RESOURCES OFFICE (HRO)

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