Dlvision/ Implementing unit:...
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Republic of the Philippines DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT Region 1 Aeuila Road, Sevilla, CiW ofSan Fernando. La Union www.resion 1.dile.gov.ph Dlvision/ Implementing unit: FINANCE AND ADMINISTRATIVE DlvtstoN, RE6oRDs UNIT FM-SP-R01-02 Rev, No. Eff. Drt. Prgc 00 10.01.17 1of1 MASTER IIST OF RETAINED INFORMATION FILING SYSTEM RETENTION Pf,RIOD DOCUMENT CODE DOCUMENTTITLE CUSTODIAN TOCATION FOTDER SCHEME ACTIVE STORAGE TOTAL DISPOSAL QME-QP-RO1-FAD-10 Regional Records Management Quality Monitoring and Evaluation Regional Records Management QME Sequentlal by Year (Latest on Top) 2years 2 years 4 years Disposal FM-QP-RO1-FAD-10-1 Process Summary Log Sheet Process Summary Log Sheet Sequentlal by Year flatest on Ton'l 2 years 2 years 4 years Disposal Log Book for Incoming Communication Log Book for Incoming Communication Sequentlal by Year ILatest on Top] 2 years 2 years 4 years Disposal Log Book for 0utgoing Cornmunication RCA Apilado Regional Records Management ISO Cabinet Drawer 1 Log Book for Outgoing Communlcation Sequentlal by Year ILatest on Too) 2 years 2 years 4 years Disposal RUBY CATHERINE A . APILADO ALICIA C. BANG-OA vtcToRtA H. RAMOS, CESO V Process Owner Division Chief ARD/ Reeional Qualitv Manegement ReDresentative Preoared Bv Reviawad Bw Notcd Bv
Transcript of Dlvision/ Implementing unit:...
Republic of the PhilippinesDEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT
Region 1
Aeuila Road, Sevilla, CiW ofSan Fernando. La Unionwww.resion 1.dile.gov.ph
Dlvision/ Implementing unit: FINANCE AND ADMINISTRATIVE DlvtstoN, RE6oRDs UNIT
FM-SP-R01-02
Rev, No. Eff. Drt. Prgc00 10.01.17 1of1
MASTER IIST OF RETAINED INFORMATIONFILING SYSTEM RETENTION Pf,RIODDOCUMENT CODE DOCUMENTTITLE CUSTODIAN TOCATION
FOTDER SCHEME ACTIVE STORAGE TOTALDISPOSAL
QME-QP-RO1-FAD-10 Regional Records Management QualityMonitoring and Evaluation
Regional RecordsManagement QME
Sequentlal by Year(Latest on Top)
2years 2 years 4 years Disposal
FM-QP-RO1-FAD-10-1 Process Summary Log Sheet Process Summary LogSheet
Sequentlal by Yearflatest on Ton'l
2 years 2 years 4 years Disposal
Log Book for Incoming Communication Log Book for IncomingCommunication
Sequentlal by YearILatest on Top]
2 years 2 years 4 years Disposal
Log Book for 0utgoing Cornmunication
RCA Apilado RegionalRecords
ManagementISO CabinetDrawer 1
Log Book for OutgoingCommunlcation
Sequentlal by YearILatest on Too)
2 years 2 years 4 years Disposal
RUBY CATHERINE A . APILADO ALICIA C. BANG-OA vtcToRtA H. RAMOS, CESO VProcess Owner Division Chief ARD/ Reeional Qualitv Manegement ReDresentative
Preoared Bv Reviawad Bw Notcd Bv
User
control copy stamp
DILG
Name of Bureau/Service/Division: Finance and Administrative Division,Records Unlt
MASTERLIST OF MAINTAINED
Republic of the PhilippinesDEPARTMENT OFTHE INTERIORAND LOCAL GOVERNMENT REGIONAL OFFFICE 1
Aguila Road, Sevilla, San Fernando City, La Union
FORMATION
FM.SP-R-;;-il---t Fff nrt.oo 10 01 !7 l of 1
rl't trK ]UCUMIN-I'DOCUMENT TITTE REVISION
00 01 o2 03 04 05
QP-R01-FAD-10 Regional Records Management 10.01.17
QO-QP-R01-FAD-10 Regional Records Management QualityObjective
10.01.17
QME-QP-R01-FAD- 10 Regional Records Management QualityMonitoring and Evaluation
10.0t.t7
FM-QP-R01-FAD- 10 Regional Records Management QualityMonitoring and Evaluation
L0.07.17
FM-QP-R01-FAD-10-1Process Sumrnary Logsheet
10.01.17
Logbook for Incoming Communication 10.01.17
Logbook for Outgoing Cofnmuilication 10.0t.17
Routing Slip 10,01.17
PRAYANDI.EO E. CAHIGA
Regional Document ControllervrctoRlA H. RAMOS, CESO V
ARD/ Regional Quality Management Representative
Prenarcd Rv Noted Bv
DILGFM-SP-R01-018-01Document Code
Republic of the PhiliBpinesDEPARTMENT OF THE INTERIORAND LOCAL GOVERNMENT REGIONAL OFFICE IAeuila Road, Sevilla, San Fernando CiW, La Union
Name of Bureau/Service/Division: Finance and Administrative, Records Unit
OF AINED
Rev. No. Eff Date Page00 10.01.t7 1of1
)CUIUEN'I'
DOCUMENT CODE DOCUMENT TITLE REVTSION/EDTTTON
Regional Records Managemen!
RA 9470 National Archives of the Philippines Act 2007
NAP General Circular No. 1
Rules and Regulatlons Governing theMarragement of Public Records and ArchivesManagement
NAP Geheral Circular No. 2Guidelines on the Disposal of Valueless Records
in Government Agencies
NAP Form No.3 Request for Authority to Dispose of Records
NAP National Inventory Formseries 2012
National Records lnventory
NAP Form No. 1 Records lnventory and Appraisal
NAP Form No.2 Records Disposition Schedule
NAP Form No.6 Certificate of Disposal of Records
PRAYANDTEO E. CAHIGA
Reeional Document ControllervtcToRtA H. RAMOS, CESO V
ARDI Reeional Qualitv Manasement Reoresentative
Pranared Bv Noted Bv
DILG
DILG REGIONAL OFFICE 1
QUALITYPROCEDURE (QP)
QP-RO1-FAD-10Rev, No, Eff. Date Page
00 10.o1.2017 1of3
Document Code
PROCEDURE TITLE REGIONAL RECORDS MANAGEMENT
SCOPEThis process starts from the receipt/release of documents up to maintenance andstorage.
PURPOSE To ensure the systematic control and management of DILG-RO's Records.
PROCESS DESCRIPTION (Receipt of Documents/Records)
!NPUT PROCESS OUTPUT
Document/
Record
REGIONAL RECORDS
MANAGEMENT
Document/
RecordOperating
Unit
DESCRIPTIVE STATEMENT
The process starts with the receipt of the document or record from the client or from the operating unit. lt isfiled by the concerned personnel. Upon filing and recording it is stamped with "Received" and thenforwarded, depending on the document, to the concerned operating unit.
PROCESS DESCRTPTION (Release of Documents/Records)
INPUT PROCESS OUTPUT
Document/Record
+
Document/
Record
Client
DESCR!PTIVE STATEMENT
The process starts with the receipt of the document or record from the client or from the operating unit. lt isfiled by the concerned personnel. Upon filing and recording it is stamped with "Released" and thenforwarded, depending on the document, to the concerned client.
StepNo.
ResponsiblePersonnel
Process/Activity Details References
A. Receipt of Documents/Records
t RecordsOfficer/Staff
Receive, Log andRoute Documents/Communications.
o Stamp RECEIVED documents/ records inthe accompanying receiving copyindicating therein the assigned docketnumber
o Logbook
REGIONAL RECORDS
MANAGEMENT
DILG
DILG REGIONAL OFFICE 1
QUALITYPROCEDURE (QP)
QP-RO1-FAD-10Eff. Date Page
00 10.01.2017 2ol 3
Docrunent (lode
StepNo.
ResponsiblePersonnel
Process/Activity Details References
r Classify documents and enter particularsin the corresponding logbooks
r Route to concerned offices:o Regular reports are directly forwarded
to the concerned divisions;
o Other communications are forwarded tothe ORD;
o Sealed envelopes/parcels bearing thename of the RD as addressee areforwarded to the ORD unopened; and
o Claim/Financial documents areforwarded to the Budget Section.
B. Release ol Documents/Records1 Records
Offlcer/Messenger/LlalsonOfflcer
Recelve/Record/Classlfyl ReleaseRecords
Stamp RELEASED documents/records.l.
| . Classify and enter in the designated
I logbooks.I
I o Release communications' o Out-of-town oddressees:
F Seal the document with the correctaddress indicated on top of theenvelope;
F Contacts private courier for pick upand due acknowledgement of theparcel or; and
P Mails the document in sealedenvelope.
o Local oddressees:
P Reproduce 1 copy of the transmittalletter for the receiving copy;
ts Sends out communications throughthe Messenger/Liason Officer; and
ts Request confirmation of receipt ofdocuments/records by affixing thesignature/initial of receiving officeron the Distribution List.
o Note: For returned documents/communications, the same procedureapplies as indicdted above,
o Logbooko Monitoring
Logsheet
2 Records
Officer/DlvlslonChlefs
MalntalnDocuments/Records
r Scan the issuances and save to designatedhard folders (hardcopies), DILG RO1
Tracking System (e-copies)o File copies of original issuances and
communications to be kept by concerneddivisions.
o Receivingcopy
o Logbooko Monitoring
Logsheet
Rcv, No.
DILG
DILG REGIONAL OFFICE 1
QUALITYPROCEDURE (QP)
Definition of Terms:
o Distribution Ust refers to the list of recipients of a particular communication where the receiving
officer is requested to sign for acknowledgement.
o local Addressees refers ti the offices/individuals within the suburbs of the City which can be reached
by the Messenger within a maximum of 15 minutes.
References:
o RF refer to Requisition Form.
o NAP refer to the National Archives of the Philippines.
r NAP form No. 1 or the lnventory and Appraisal Form.
o NAP form No. 2 or the Records Disposition Schedule Form.
o NAP form No. 3 or the Request for Authority to Dispose Records Form.
o NAP Inventory Form or the NAP National lnventory Form Series of 2072o NAP Form No. 5 or the Authority to Dispose of Records.
o NAP Form No. 6 or the Certificate of Disposal of Records
Records
o Logbook
o File Copy
QP-RO1-FAD-10Rev. No. Eff. Date Page
00 10.01.2017 3of3
Document Code
RUBY CATHERINE A. APIII\DO ALICIA C. BANG-OA VICTORIA H. RAMOS, CESO V IAMES F. FADRILAN, CESO IV
Process Owner Division Chief ARD/Regional QualityManagement ReDresentative
Regional Director
ared Reviewed ByP roved
DILG
DILG REGIONAL OFFICE 1
PROCESS QUALITY MONITORING ANDEVALUATTON (QME)
QME-QP-RO1-FAD-10Rev. No. Eff Date Page
00 1o.o1.2017 t ol2
Document Code
DrvrsroN/ oPERATING
UNITFINANCE AND ADMTNISTRATIVE DIVISION, RECORDS UNtT
QUALIW PROCEDURE
TITLE
REGIONAL RECORDS MANAGEMENT
OBJECTIVE STATEMENT L. 80% of received Documents acted upon within 1 working day upon receipt.
CURRENT PERIOD
INDICATORS Jan Feb Mar I Jun Jul Se Oct Nov Dec Totalt: 80% of received Documents acted within l workin d u on recet
A Total no. of documents acted u n within 1 n
B Total No. of Documents received.c Formu x 100 Ta Result: 80%D Gap Analysis: ln case the objective is not met, put your analysis
why it is not met.
Note: For unmet the QMS Secretariat will issue Corrective Action du the D
D]LG
DILG REGIONAL OFFICE 1
QUALITYoBIECrrvE (QO)
QO-QP-RO1-FAD-10Rev, No. Eff Date Page
00 1o.o1.2017 1of 1
Document Code
DrvrsroN/oPERAT|NGUNIT
FINANCE AND ADMINISTRATIVE DIVISION, RECORDS UNlT
QUALITY PROCEDURE
TITLEREGIONAL RECORDS MANAGEMENT
Function
Key Performance lndicators (KPl)Frequency ofMonitoring
Results
Responsiblefor Monitoring
ApplicableDocumentsObjective Target
!ndicator/Formula(if applicable)
Records Management(Receipt, Release, andStorage)
Timely action onDocuments received
within l workingday upon receipt.
80% Total no. Of documents actedupon within l day upon
receipt/ Total No. ofDocuments received.
Monthly Records
OfficerRegional Records
Management(Receipt, Release,
and
Storage)Process
Summary Log
Sheet.
RUBY CATHERINE A. APILADO ALICIA C. BANG.OA VICTORIA H. RAMOS, CESO V JAMES F, FADRILAN, CESO IV
Process Owner Division Chief ARD/Regional Quality ManagementRepresentative Regional Director
By Reviewed By Approvcd Bv
DILGDIIG REGIONAT OFFICE 1
Aguila Road, Sevilla, City of San Fernando,La Union 2500
Records ManagementProcess Summary Log Sheet
QUALIW OBJECTIVE: L.80%of received Documents acted upon within 1 working day upon receipt.FREQUENCY OF MONITORING: MonthlyCURRENT PERIOD:
FID = For lnternal Distribution; FED = For External Distribution; C = Confidential; FS = For Storage
FM.QP-RO1-FAD-01
Rev. No, Eff. Oate PEte
o0 10.01.17 1of1
No, Date Received
Type Action Taken Results
NotesFED FS c Date Returned
DateDistributed/
Released
DateStored/Filed
No. OfDays
Elapsed
Met
Slworking
day
Unmet> I working
day
Remarks (indicate thereason if target is
unmet)
TOTAL
RESULT %
RUBY CATHERINE A. APITADO
Process Owner
Prepared By
ATICIA C. BANG-OA
Chief. FAD
Approved
RUBY CATHERINE A. APITADO
Process Owner
ared
ALICIA C, BANG-OA
Chiel FAD
Reviewed By
VICTORIA H. RAMOS, CESO V
ARD/ Reeional QMR
Approved BJ
Document Code
FID
