Records Center Division (RCD)
List of Services

 

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