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PROFESSIONAL REGULATION COMMISSION
MEMORANDUM ORDER NO. 70
Series of 2019

TO ALL CONCERNED OFFICIALS AND EMPLOYEES

SUBJECT GUIDELINES ON RECORDS HANDLING, MAINTENANCE,

ARCHIVAL AND DISPOSAL

DATE 27 DECEMBER 2019

In order to maintain an effective and efficient records management system and in compliance with
Republic Act No. 9470, otherwise known as the " National Archives of the Philippines Act of 2007,"
the Commission hereby directs all concerned to observe the guidelines on records handling,
maintenance, archival and disposal, as follows:

I. HANDLING OF COMMUNICATIONS/ CORRESPONDENCES

A. INCOMING COMMUNICATIONS/ CORRESPONDENCES

1. Archives and Records Division ( ARD) in the Central Office and Archives and
Records Unit ( ARU) in the Regional Offices are the only authorized Division/ Unit
responsible for receiving all incoming communications/ correspondences, and
farming out to the concerned offices/ divisions/ units of the Commission for
appropriate action.

2. This covers communications/ correspondences received by personal delivery,

ordinary mail, registered mail, private courier, including those marked as
RESTRICTED or " CONFIDENTIAL," " PERSONAL," " FOR YOUR EYES
ONLY," " SECRET," " RUSH," " URGENT," and other remarks of similar import.

3. Received communications/ correspondences must bear a corresponding control

number uniformly applied for purposes of tracking the status/ location of the
document.

4. A separate file for every delivered log sheet' per office shall be prepared by
ARD/ ARU for easy retrieval of the document in case of follow- ups.

Annex " A"

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PRC Building Paredes St., Sampaloc www.prc.gov.ph Philippine International Convention Center
Manila, 1008 Philippines Sotto St., Pasay City, 1307 Philippines
 Communications/ correspondences addressed to the Commission without
specific address/ es can be opened and assigned by ARD/ARU to the
concerned office/ division/ unit for appropriate action in accordance with the
Assignment Guide.

6. All incoming communications/ correspondences must be dispatched to the

different offices without delay; priority shall be given to those marked as "RUSH'
or "URGENT."

Sealed communications marked as "CONFIDENTIAL," - PERSONAL,' - FOR

YOUR EYES ONLY," " SECRET," OR other remarks of similar import must NOT
be opened and shall be delivered directly to the concerned office/ division/ unit.

B. OUTGOING COMMUNICATIONS/ CORRESPONDENCES

1. All outgoing communications/ correspondences must be coursed through the

ARD/ ARU for proper recording and releasing.

Each office/ division/ unit must prepare a control list for all outgoing
communications/ correspondences transmitted to the ARD/ARU.

The original copy of the outgoing communications/ correspondences shall be

marked as "OFFICIAL RELEASE" at the back right side thereof, with signature
of the ARD/ARU staff and date of receipt. This shall be forwarded/ delivered to
the office/ addressee concerned without delay.

4. The duplicate/ 2"c copy shall be marked as "OFFICIAL RELEASE" at the front
right side thereof, with signature of the ARD/ ARU staff and date of receipt. All
supporting documents, such as notes and position papers, if any, shall be
enclosed with the duplicate/ 2nd copy, which shall be considered as the
OFFICIAL FILE of the ARD/ ARU. The same shall be filed according to subject
in a separate room.

The duplicate/ 2nd copy shall be the basis in the issuance of certified true copy
thereof in case of request.

C. PERSONAL DELIVERY OF COMMUNICATIONS/ CORRESPONDENCES

MESSENGERIAL SERVICE)

1. Only authorized ARD/ARU personnel shall be allowed to be in possession of

documents for delivery to concerned offices/ divisions/ units of the Commission
and other government offices.

2 Annex " B"

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 2. Communications/ correspondences must be properly sealed, most especially

those marked as "CONFIDENTIAL " or "PERSONAL."

3. Communications/ correspondences marked as " RUSH" or " URGENT" shall be

given priority.

4. Personal delivery of communications/ correspondences within the Commission

by third parties is strictly prohibited.

5. The ARD/ARU personnel must take precaution to avoid damage/tampering of

the document for delivery, and avoid leakage of information.

II. HANDLING OF ADMINISTRATIVE ISSUANCES

1. This covers all types of Commission issuances as defined in Memorandum Order No.
2016- 05.

2. Once the signed issuance is received, ARD/ARU shall register the same in the issuance
Registration Card Form with the following information: type, number, date of issue, source,
title/subject matter, and other relevant information deemed necessary.

3. In case of policy- making issuances, ARD/ ARU shall transmit a certified true copy of the
same to Commission officials for information and guidance. All other issuances shall be
disseminated to the Commission offices/divisions/units via electronic mail.

4. The ARD/ARU shall prepare a monitoring index of amendments of issuances, as well as

subjective/ organization folders of issuances as part of research information materials.

5. The ARD/ARU shall maintain a separate file for (1) original copies of administrative
issuances which shall be book- bound, and ( 2) supporting documents for each
administrative issuance.

6. Administrative issuances shall be published in the Official Gazette or newspaper of

general circulation, and file with U.P. Law Center, if required.

III. MAINTENANCE AND RECORDS HANDLING IN THE FILE ROOM/ STORAGE AREA

1. The file room shall serve as the storage area for Active/ Current records which are
retrievable from time to time by the management and concerned employees for reference.

2. The file room is exclusively for AUTHORIZED PERSONNEL ONLY. Nobody will be
allowed to enter and roam inside the file room for security and protection of the record
holdings.

3. A separate room in Records Center shall be made available for storage of Inactive
Records which are considered obsolete/ valueless and awaiting disposal after the lapse of

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 retention period in accordance with Records Disposition Schedule ( RDS) approved by

National Archives of the Philippines ( NAP).

4. An updated/ periodic inventory of all record holdings must be conducted every six (6)
months to determine if there are missing or misplaced files.

5. Appraisal of records, most especially for Inactive Records, must be conducted every six
6) months to determine which are already disposable or obsolete after the lapse of its
retention period.

No record shall be borrowed or brought out of the Records Center without the permission
and approval of the duly authorized ARD/ARU personnel, in accordance with the charge-
out receipt system. The same shall be returned as soon as possible after the intended use
or within five (5) working days, whichever is earlier. With respect to case folders, Office

Order No. 2018- 799 shall apply.

All boxes or shelves containing the records must be properly labeled with subject, year,
and other information deemed necessary for easy identification.

IV. HANDLING OF ARCHIVES

Archives are defined as records that are permanent in character and not subject to records
disposition. These records have administrative, financial, historical and archival value and
are permanently kept for preservation and protection to avoid destruction from dust, moist
and termites.

Once received from the concerned office/division/ unit, the duly authorized ARD/ARU
personnel must affix his/ her printed name, signature. date and time of receipt.

ARD/ ARU shall prepare an updated inventory of the archives in custody. properly labeled
according to kind and period covered, which shall be boxed and shelved for easy
reference.

V. DISPOSAL OF OBSOLETENALUELESS RECORDS

The ARD/ARU and Commission offices/ divisions/ units shall undertake an inventory of
their records every six ( 6) months to identify which have already exceeded their retention
periods.

2. All offices/ divisions/ units shall observe the Records Disposition Schedule in the disposal
of obsolete/ valueless records. Records shall be disposed of periodically, usually once a
year.

Any office/division/unit intending to destroy, dispose or sell any obsolete/ valueless record
in its custody shall prepare an inventory sheet of the records to be disposed of.

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 4. The ARD/ ARU shall coordinate with the different offices/ divisions / units to identify the
records to be disposed of. A thorough checking of contents of the boxes shall be made in
order to identify the records to be disposed and ensure that no insertions are made.

5. Disposable records shall then be classified according to type. Thereafter, the concerned
office/ division/ unit shall forward the inventoried records to ARD/ ARU for disposal. The
ARD/ ARU shall be responsible for the safekeeping of obsolete/ valueless records until their
disposal.

6. Thereafter, the ARD/ ARU shall secure an authority to dispose records from the
Commission, through the Records Management and Archives Committee ( RMAC), and
the National and Archives of the Philippines ( NAP), indicating the records series and
description of contents, number of boxes, and the period covered of the records to
disposed of.

7. The ARD/ ARU shall oversee the actual disposal of obsolete/ valueless records with
representatives from the Administrative Service, Commission on Audit and NAP.

Central and Regional Officers are hereby enjoined to observe and follow the Memorandum Order.

All issuances inconsistent herewith are hereby amended accordingly.

For strict compliance.

TEOFILO S. PILANDO, JR.

Chairman

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LEGAL DIVISION INCOMING MAILS AND CORRESPONDENCE SECTION
DATE:

RECEIVED BY: PRINTED DATE AND TIME

SOURCE/ SENDER SUBJECT MATTER REMARKS
NAME AND SIGNATURE RECEIVED
 Annex B"
PROFESSIONAL REGULATION COMMISSION
1008 P Paredes St Sampaloc Manila

ASSIGNMENT GUIDE
FOR INCOMING COMMUNICATIONS AND CORRESPONDENCES

creditation ( Professional Organization) Accreditation & Compliance Division

knowledgement Receipt of Equipment Procurement & Supply Division
Iministrative Cases Legal Office
iministrative Issivance ARD
ivertising Bill ' ARD
nual Master List of Schedule Licensure Office
inual Peer Review Licensure Office
pealed Cases Legal Appeals Unit
plication for Exam Application Division
chive Management ARD
ithentication ( Issuances ARD
ithentication ( Professional Documents) Professional Registry Division
Ils Commission Secretariat
rth Certificate ( Correction) Professional Registry Division
Dard Rating Rating Division
prided Officers Cash Division
Jdgetary Matters PFMS
wilding Maintenance GSD
ash & Disbursement Cash Division
ash Position Cash Division
ertificate of Employment HRDD
ertificate of Registration Professional Registry Division
ertification ARD
hange of Family Name J Status Professional Registry Division
hange of Name ARD
ivil Service Programs / Policies HRDD
learance ( Professional) Legal Office
omputerization ICTS
onciliation and Mediation Cases Legal Office
ontinuing Professional Development Providers CPD Division
onvention / Conferences HRDD
affection of Name ARD
ata Base ICTS
ata Base services ICTS
isbursements ' PFMS
isposal ( Unserviceable Property) Procurement & Supply Division
Employment HRDD
in bane Meetings Commission Secretariat
Exam Results Licensure Office
amity Name ( Change) Professional Registry Division
inal Notice Before Seizing Accounting Division
inancial Plan PFMS
inancial Services PFMS
oreign Professionals International Affairs Office
unds PFMS

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 PROFESSIONAL REGULATION COMMISSION

1008 P. Paredes St. Sampaloc Manila

ASSIGNMENT GUIDE
FOR INCOMING COMMUNICATIONS AND CORRESPONDENCES

H Human Resource Development / Program HRDD

I Information Technology ICTS

Information Systems ICTS
Infrastructure / Physical Facilities GSD
Inspection/ Monitoring ( Educational Institution) Accreditation & Compliance Division
Institutional Performance Research and Statistics Division
Insurance ( Gov' t Property) Procurement & Supply Division
International Agreement International Affairs Office
International Bodies / Inter Agency Bodies Commission Secretariat
International Commitments International Affairs Office
Items Analysis Calendar Licensure Office
J Janitorial Services GSD
L Leave of Absence HRDD
Legal Opinion Legal Office
Licensure Exam Licensure Office
M Media Interview Public Information & Media Relations Unit
Motu Propio Case Legal Office
Mutual Recognization Arrangements Quality Registration Division
N Network Infrastructure ICTS
0 Oath Taking / Orientation ( PRB) PRB Secretariat
Office Hours ( Suspension) Chairman' s Office
Overseas Exam - Licensure Office
P Payables / Obligation Cash Division
Performance audit IAD
Performance Operations IAD
Personnel Administration Services HRDD
Philippine Qualification network International Affairs Office
Plans / Program / Projects PFMS
PRC ID Professional Registry Division
Professional ID Cards Professional Registry Division
Professional License Professional Registry Division
Professional Records Regulation Office
Professional Regulatory Board Concerns PRB Secretariat
Promotion HRDD
Proof of Billing GSD
R Radio Guesting Public Information & Media Relations Unit
Rating Licensure Office
Recognition / Professional Qualifications etc. International Affairs Office
Records Disposal ARD
Registraion ( Professional) Professional Registry Division
Registry/ Roll ( Registered Professionals) ( Local Professional Registry Division
Foreign)
Reinstatement HRDD
Renewal of License Professional Registry Division
Resignation HRDD

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 PROFESSIONAL REGULATION COMMISSION
1008 P. Paredes St. Sampaloc Manila

ASSIGNMENT GUIDE
FOR INCOMING COMMUNICATIONS AND CORRESPONDENCES

Retirement HRDD
Risk Assessment IAD

S Semi Expendable Properties Procurement & Supply Division

Seminar HRDD
Service Record HRDD
State Board Verification Records NCR
Statistical Plan Research and Statistics Division
Strategic Planning & Programs PFMS
Subpoena Ad Testificandum ARD
Subpoena Duces Tecum ARD
T Table of Specifications Licensure Office
Test Booklets Licensure Office
Test Questions Licensure Office
Test Questions Data Bank Licensure Office
Test Results Licensure Office
Trade and Services Agreement International Affairs Office
Training HRDD
Transportation Requests GSD
TV Appearance Public Information & Media Relations Unit
V Vacancies ( PRE) PRB Secretariat
Verification ARD
W Website ICTS
Work and Financial Plans PFMS

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