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 |
|