Archives Collection and Access Division (ACAD)
List of Services

 

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
P
30.00 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