Records Center Division (RCD)
List of Services
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Reference Service

Issuance of Certification of Non-availability of Records with complete and accurate information

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 and instructs client on the next step to take	None	Records Management Analyst/Archivist
2.  Fills out properly the request form	Receives the request, clarifies illegible entries and informs requesting party on the issuance and payment	None	Records Management Analyst/Archivist
3.  Waits for the release of certification	Logs request, prepares Order of Payment, encodes Certificate of Non- availability and print out	None	Records Management  Analyst/ Archivist
	Submits the certification for review and signature	None	Reference Section Head Chief Records Management Analyst
4.  Pays the required fee at the counter and fills out Survey Form	Releases the records to the requesting party after  affixing the official Dry Seal	P40.00 per copy of certification P30.00 per documentary stamp	Records Management Analyst/Archivist
5.  Receives the certification, submit filled out survey form and signs logbook of release	Logs transaction and files all related records	None	Records Management Analyst/Archivist

 

Issuance of Certified True Copy of Records with complete and accurate information.

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 and instructs client on the next step to take	None	Records Management  Analyst/Archivist
2.  Fills out properly the request form	Receives the request, clarifies illegible entries to facilitate research and issuance of claim stub	None	Records Management Analyst/Archivist
	Assigns Personnel to conduct research Submits certified true copy for review and signature	None	Reference Section Head Records Management Analyst/ Archivist Chief Records Management Analyst
3.  Waits for the release of certification	Logs request, prepares Order of Payment, encodes Certified true copy	None	Records Management Analyst/ Archivist
4.  Pays the required fee at the counter and fills out Survey Form	Releases the records to the requesting party after affixing the official Dry Seal	P20.00 per certification of correctness per document reproduced P4.00 per page from the original document, computer printout, P2.00 per shot P30.00 per documentary stamp	Records Management Analyst/Archivist
5.  Receives the certified true copy of record/s, submit filled out survey form and signs logbook of release	Logs transaction and files all related records	None	Records Management Analyst/Archivist

 

Technical Assistance

Technical Assistance for Transfer of Inactive Government Records, particularly abolished, merged or reorganized agencies.

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PERSON RESPONSIBLE
1.  Sends request addressed to the Executive Director	Receives request then forwards to RCD	None	Message Center
2.  Fill-out the Request for Authority to Transfer Form	Assigns Records Center Division personnel	None	Chief Records Management Analyst Senior Management Analyst
3.  Wait for the visit of NAP Personnel	Informs the agency on the day of visit  For Agencies within Metro Manila: Prepares and fills out Approved Permission SliporFor Agencies Outside Metro Manila: Prepares the Travel and Office Order	None	Records Management Analyst/ Archivist
4.  Assists the NAP personnel in the evaluation process and attends briefing	Evaluates the condition of records and briefs the agency on the necessary steps to take, then submits inspection report	None	Records Management Analyst/ Archivist
5.  Waits for the approval of the request	Reviews the inspection report and the recommendations	None	Supervising Records Management Analyst
	Signs the inspection report	None	Chief Records Management Analyst
	Prepares the Authority to Transfer then forwards to the Executive Director	None	Records Management Analyst/ Archivist
	Approves/Disapproves the request, then signs the Authority to Transfer Form and forwards to RCD	None	Executive Director
6.  Receives the approval and prepares for the actual transfer	Informs the agency for the result of the request For approved request: Instructs on the next step to take For disapproved request: Inform through telephone	None	Records Management Analyst /Archivist
7.  Fills out the Transmittal and Receipt of Government Records Form and assists in the transfer of records including the checking and inventory of records	Evaluates the form for correctness of information	None	Records Management Analyst/ Archivist
8.  Actual transfer of records to NAP	Receives and checks the records transferred	None	Records Management Analyst/Archivist