LIBRARY AND ARCHIVES OFFICE
internal services

Records Management and Disposal System

Office or Division: Archives Division (Records Management Services)
Classification: Highly Technical
Type of Transaction: G2G-Government to Government
Who May Avail: Provincial Offices, District Hospitals and LGU


CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. National Archives of the Philippines (NAP) Form No. 3 (Request for Authority to Dispose of Records (3 copies Archives Division
2. Letter of Availment (NAP’s Official Buyer) From Requesting Agency
3. Letter Availability of Pit (for landfill)
4. NAP Form No.4 Records Management Analysis Report National Archives of the Philippines- Archival Division Mandaue Cebu
5. Notification Letter
6. NAP Form No. 5 Authority to Dispose of Records
7. NAP Form No. 6 Certificate of Disposal


CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Receives the notification Letter of actual disposal 1.1 Upon receipt of the approval of the request, the requesting agency shall be notified and releases a copy of Notification Letter and Analysis Report None 1 day Records Officer/ Administrative Aide
  1.2 Gives instructions on the records to be retained (if any) and the schedule of actual disposal None 1 day Records Officer/ Administrative Aide
  1.3 Notifies the Resident Auditor on the date of actual disposal None 1 day Records Management Analyst or Records Officer
2. Supervises the segregation and safekeeping of their valueless records  2.1 Proceeds to the agency to supervise and witness the actual disposal of records None 1 day Records Management Analyst or Records Officer
2.2 Distribute the Certificate of Disposal  None 1 day Records Management Analyst
TOTAL None  5 days