ACAD Services and Process | National Archives of the Philippines

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Archives Collection and Access Division (ACAD)
List of Services
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Reference Service

Issuance of Certification of Non-availability of civil and notarial records with complete and accurate information, except request subject for further research.

CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PERSON RESPONSIBLE
1. Inquires through telephone or comes personally to the Reference Service Unit	Responds to the inquiry, instructs client on the next step to take and delegates the assignment to the proper personnel	None	Archivist Administrative Aide
2. Fill-out properly the request form and place in the receiving box, then wait for the name to be called	Receives the request and checks the completeness of the information	None	Archivist Administrative Aide
3. Approach counter after name has been called and answer question/s clarifying some entries in the form	For requests with complete information, proceeds to next step	None	Archivist Administrative Aide
4. Waits for Order of Payment and proceeds to Step 5	Logs request, Prepares Order of Payment Encodes Certification of Non- Availability	None	Archivist Administrative Aide
	Submit/s the certification/s for review and affixing of signature	None	Chief Archivist Senior Archivist Archivist II
5. Pays the required fee at the Cashier and returns the request form and record/s at the counter	Releases the record/s to the requesting party after affixing the official Dry Seal	P40.00 per copy of certification P30.00 per documentary stamp tax	Archivist Administrative Aide
6. Receives the certification and signs in the Releasing Logbook	Logs the transaction and files all related documents	None	Archivist Administrative Aide

Issuance of Certified True Copy or Certification of Non-Availability of civil and notarial records with complete and accurate information that are subject for further research.

CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
Authorization for court cases records		Supreme Court/Judgement Division/Regional Trial Court, National Capital Judicial Region Branch 47-Manila or any other court whichever is applicable.
CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PERSON RESPONSIBLE
1. Inquires through telephone or comes personally to the Reference Service Unit	Responds to the inquiry, instructs client on the next step to take and delegates the assignment to the proper personnel	None	Archivist Administrative Aide
2. Fill-out properly request form and place in the receiving box, then wait for the name to be called	Receives the request and checks the completeness of the information	None	Archivist Administrative Aide
3. Approach counter after name has been called and answer questions clarifying some entries in the filled- out form, wait for the claim stub	Logs request, prepare claim stub	None	Archivist Administrative Aide
	Processing of requested records	None	Archivist
	Submit/s the certified true copy or certification/s of non-availability for review and affixing of signature	None	Chief Archivist Senior Archivist Archivist II
4. Client return/s on the schedule date of release	Prepares order of payment	None	Archivist Administrative Aide
5. Pays the required fee at the Cashier and returns the request form and records at the counter	Releases the records to the requesting party after affixing the official Dry Seal	For civil records P80.00 per certification of true copy birth, marriage or death) with certification of correctnessP30.00 per documentary stamp tax For Notarial Records P20.00 per certification of correctness per document reproduced photo privilege fee P4.00 per page (from original documents, computer printout, microfilm printout ) Photocopy fee of P1.50 per shot P30.00 per documentary stamp tax or P40.00 per copy of certification P30.00 per documentary stamp tax	Archivist Administrative Aide
6. Receives the certification and signs in the Releasing Logbook	Logs the transaction and files all related documents	None	Archivist Administrative Aide

Issuance of Certified True Copy of Civil, Notarial, and Spanish records request with unspecific information or details subject for further research.

CLIENT STEPS	AGENCY ACTIONS		FEES TO BE PAID	PERSON RESPONSIBLE
1. Inquires through telephone or comes personally to the Reference Service Unit	Responds to the inquiry, instructs client on the next step to take and delegates the assignment to the proper personnel		None	Archivist Administrative Aide
2. Fill-out properly request form and place in the receiving box, then wait for the name to be called	Receives the request and checks the completeness of the information		None	Archivist Administrative Aide
3. Approach counter after name has been called and answer questions clarifying some entries in the filled-out form, wait for the claim stub	Logs request, prepare claim stub		None	Archivist Administrative Aide
	Processing of requested records		None	Archivist
	Submit/s the certified true copy or certification/s of non-availability for review and affixing of signature		None	Chief Archivist Senior Archivist Archivist II
4. Client return/s on the schedule date of release	Prepares order of payment		None	Archivist Administrative Aide
5. Pays the required fee at the Cashier and returns the request form and records at the counter	Releases the records to the requesting party after affixing the official Dry Seal		For civil records P80.00 per certification of true copy birth, marriage or death) with certification of correctness P30.00 per documentary stamp tax For Notarial Records P20.00 per certification of correctness per document reproduced photo privilege fee P4.00 per page (from original documents, computer printout, microfilm printout Photocopy fee of P1.50 per shot P30.00 per documentary stamp tax or P40.00 per copy of certification P30.00 per documentary stamp tax	Archivist Administrative Aide
6. Receives the certification and signs in the Releasing Logbook	Logs the transaction and files all related records		None	Archivist Administrative Aide

Reading Room Services

Use of NAP Reading Room Services for Research of Spanish Documents

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PERSON RESPONSIBLE
1. Inquires through email, fax or phone, or personally goes to the Reading Room to present an inquiry regarding a research topic OR Personally comes to the Reading Room, leaves personal belongings at the guard, then proceeds to the Reading Room where they sign the logbook and present their inquiry and research topic to the staff	Answers the research inquiry and instructs client on the next step to take	None	Archivist Administrative Aide
2. Fills out form and provides all necessary requirements	Collects and files the form and the necessary attachments	P100.00 (walk-in) P200.00 (annual fee) P40.00 (students)-	Senior Archivist Archivist Admin. Aide
3. Listens to briefing	Briefs client on the rules and regulation of the Reading Room, and the available research tools and finding aids that can be used	None	Senior Archivist Archivist Admin. Aide
Requests to use the finding aids (catalog cards or the electronic database or the master list of the collection)	Provides the finding aid (catalog cards) and gives it to client OR Guides the client on how to view and use the database	None	Senior Archivist Archivist Admin. Aide
Requests for use of archival materials	Receives the request, prepares the materials for viewing if materials are already digitized. If not available in digital format, schedule date of return of client to view the documents	None	Senior Archivist Archivist Administrative Aide
4. Waits for the schedule, receives the materials and signs the logbook	Turns over to client the materials and the logbook for acknowledgement of receipt	None	Senior Archivist Archivist Administrative Aide
5. Proceeds to viewing area, computer terminal or microfilm reader to view the materials after signing in the logbook	Monitors and assists the client on any need	None	Senior Archivist Archivist Administrative Aide
6. Waits for the schedule, receives the materials and signs the logbook	Turns over to client the materials and the logbook for acknowledgement of receipt	None	Senior Archivist Archivist Administrative Aide
7. Proceeds to viewing area, computer terminal or microfilm reader to view the materials after signing in the logbook	Monitors and assists the client on any need	None	Senior Archivist Archivist Administrative Aide
8. Fills out Request for Reproduction Form	Monitors and attends to requests, and issues a temporary receipt	P4.00 per camera image P5.50 per page of record	Senior Archivist Archivist Administrative Aide
9. Presents to cashier the provisional receipt, pays the amount indicated, then returns to the Reading Room to present official receipt to staff	Receives and records the transaction then releases the photocopy of records	None	Senior Archivist Archivist Administrative Aide
10. Returns borrowed materials, logs out of PC or equipment, then leaves the Reading Room at least before 4:00 pm	Receives the bundles, rechecks the contents, performs other necessary processes and returns the bundle to the Spanish Document Section OR Receives the volume/s of photocopied records and returns the same to the shelves	None	Senior Archivist Archivist Administrative Aide