MOVs Filing System (Hardcopies)

Activity or Module Folder Name or Label Attachments Remarks

Municipal Profile Project + Phase + Municipal Profile Municipal Profile Form 1 folder per municipal profile

Project + Phase + Municipal Orientation Minutes (Narrative and Activity Minutes

1 folder per activity / phase
(if applicable) Form) and Attendance Sheet

Minutes (Narrative and Activity Minutes

Project + Phase + 1st MDRRMC Meeting 1 folder per activity / phase
Form), Attendance Sheet, and Resolution

Minutes (Narrative and Activity Minutes

Project + Phase + Municipal Data
Form), Attendance Sheet, Municipal 1 folder per activity / phase
Harmonization
Development Plan, and MDRRM Plan

Project + Phase + Special MDRRMC Meeting Minutes (Narrative and Activity Minutes
1 folder per activity / phase
(if applicable) Form), Attendance Sheet, and Resolution

M Project + Phase + Project Development Minutes (Narrative and Activity Minutes

1 folder per activity / phase
Workshop Form) and Attendance Sheet
U
N
Minutes (Narrative and Activity Minutes
I Project + Phase + MIAC Technical Review
Form) and Attendance Sheet
1 folder per activity / phase

C
I Trainings Project + Phase + 2nd MDRRMC Meeting
Minutes (Narrative and Activity Minutes
1 folder per activity / phase
Form), Attendance Sheet, and Resolution
P
A
Minutes (Narrative and Activity Minutes
L Project + Phase + Procurement Training
Form) and Attendance Sheet
1 folder per activity / phase

L Minutes (Narrative and Activity Minutes

Project + Phase + Infrastructure Training 1 folder per activity / phase
E Form) and Attendance Sheet

V
Minutes (Narrative and Activity Minutes
E Project + Phase + Finance Training
Form) and Attendance Sheet
1 folder per activity / phase

L
Minutes (Narrative and Activity Minutes
Project + Phase + O&M Training 1 folder per activity / phase
Form) and Attendance Sheet

Minutes (Narrative and Activity Minutes

Project + Phase + Municipal Accountability
Form), Attendance Sheet, and Resolution 1 folder per activity / phase
Reporting
(if applicable)

Other Municipal-Level Trainings (Specify the Minutes (Narrative and Activity Minutes
1 folder per activity / phase
project, phase, and name of the activity) Form) and Attendance Sheet

PTA Integration Checklist Form and

PTA Integration Checklist Project + PTA Integration Checklist 1 folder across phases
Resolutions

Oversight and Coordinating Committee Project + Oversight and Coordinating Oversight and Coordinating Committee
1 folder across phases
Checklist Committee Checklist Checklist

All Barangay Profiles in one folder. 1 folder

Barangay Profile Project + Phase + Barangay Profiles. Barangay Profile Form
per phase.

Minutes (Narrative and Activity Minutes

Project + Phase + Barangay Data
Form), Attendance Sheet, BDP/AIP, and 1 folder per barangay
Harmonization / BPSA + Barangay Name
BDRRM Plan

Project + Phase + 1st BDRRMC Meeting - Minutes (Narrative and Activity Minutes
1 folder per barangay
Barangay Name Form), Attendance Sheet, and Resolutions

Project + Phase + Special BDRRMC Meeting + Minutes (Narrative and Activity Minutes
1 folder per barangay
Trainings Barangay Name Form), Attendance Sheet, and Resolution

Minutes (Narrative and Activity Minutes

B Project + Phase + Barangay Accountability
Reporting + Barangay Name
Form), Attendance Sheet, and Resolution 1 folder per barangay
(if applicable)
A
R
Other Barangay-Level Trainings (Specify the
A project, phase, name of the activity and name
Minutes (Narrative and Activity Minutes
Form) and Attendance Sheet
1 folder per barangay
of the barangay)
N
G
RDANA Project + Phase + RDANA RDANA All RDANAs in one folder
A
Y 1 folder per SP. Succeeding SEs (e.g., 2nd
Project + Phase + SET + Barangay Name + SP Round and 3rd Round) of 1 SP must be
SET
Type consolidated in one folder. Rename the phase,
L barangay name, and SP type accordingly.
E
V Project + Phase + Barangay Name + SP Type
ERS and CDD Sub-Project Workers Basic 1 folder per SP. Rename the phase, barangay
Profile name, and SP type accordingly.
E
L
Sub-Project Completion Report (CDD E-31),Sub-
SP Profiles Project Household Beneficiaries (Actual), Sub-
Project Fund Utilization Report (SPFUR), Final
Inspection Report (FIR), Certificate of Completion
and Acceptance (CCA), Certificate of Turnover
(COT) - if applicable, Updated ESMP, Mutual
Partnership Agreement (MPA) - if applicable,
Project + Phase + Completion Documents + 1 folder per SP. Rename the phase, barangay
Operation and Maintenance Plan - if applicable,
Barangay Name + SP Type O&M Registration Certificate - if applicable, Sub-
name, and SP type accordingly.
Project Concept Form, Site Validation Report - if
applicable, Variation Order/ Supplemental POW - if
applicable, As Built Plan - if applicable, Geotagged
Photo (Completed), Functionality Audit (FA) - if
applicable, and IEC Documents (Minutes and
Attendance Sheet) - if applicable.

Project + Barangay Name + Community

Person Profile Community Volunteer's Profile 1 folder per barangay (across phases)
Volunteers

Municipal and Barangay GRS Installation Municipal and Barangay GRS Installation
GRS Installation Project + Phase + GRS Installation
Checklist Checklist in 1 folder. 1 folder per phase
O
T Grievances Project + Phase + Grievances Grievance Intake Form and Resolution Sheet
All Grievance Intake Forms and Resolution
Sheets in 1 folder. 1 folder per phase
H
E Project + Phase + CDD-52 CDD-52 All CDD-52 in 1 folder. 1 folder per phase
Finance Documents
R Project + Phase + CDD-51 CDD-51 All CDD-51 in 1 folder. 1 folder per phase
S
Project + Phase + RFR + Barangay Name + SP 1 SP per folder. Rename the phase, barangay
RFR Documents All RFR Attachments
Type (1st/2nd Tranche) name, SP type, and tranche accordingly

Note: Additional MOVs can be added if it is related to the activity. Some documents from the finance and engineering are not listed since they have their own records management.