Records Management Service Division (RMSD)
List of Services
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Technical Advice and Assistance
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CLIENT STEPS |
AGENCY ACTIONS | FEES TO BE PAID | PERSON RESPONSIBLE |
| 1. Submits request for technical advice and assistance through electronic mail, mail, fax, phone (landline or mobile) or delivered personally. | Receives the request from Message Center | None | Receiving Clerk |
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Assigns Analyst/s to render technical advice and assistance. Receives and informs the requesting agency and schedules the conduct of briefing. |
None |
Chief Records Management Analyst Records Management Analyst |
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| 3. Attends briefing and assists the assigned analyst/s in the evaluation process. | Conducts briefing and renders technical advice and assistance. | None |
Records Management Analyst (Records Management Services Division) |
| Total | None | ||
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| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PERSON RESPONSIBLE |
| 1. Submits request for technical advice and assistance through electronic mail, mail, fax, phone (landline or mobile) or delivered personally. | Receives the request from Message Center | None | Receiving Clerk |
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Assigns Analyst/s to render technical advice and assistance. Receives the assignment and coordinates with the requesting agency for the schedule |
None |
Chief Records Management Analyst Records Management Analyst |
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| 2. Attends presentation and assists the assigned analyst/s in the evaluation process. | Conducts technical assistance on how to fill-out NAP Form No. 1 | ||
| Total | None | ||
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| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PERSON RESPONSIBLE |
| 1. Submits request for technical advice and assistance through electronic mail, mail, fax, phone (landline or mobile) or delivered personally. | Receives the request from Message Center | None | Receiving Clerk |
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Assigns Analyst/s to render technical advice. Receives the assignment and coordinates with the requesting agency for the schedule. |
None |
Chief Records Management Analyst Records Management Analyst |
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| 2. Attends presentation and assists the assigned analyst/s in the evaluation process. | Conducts technical assistance on how to fill-out NAP Form No. 2 | None | |
| Total | None | ||
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| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PERSON RESPONSIBLE |
| 1. Submits request for technical advice and assistance through electronic mail, mail, fax, phone (landline or mobile) or delivered personally. | Receives the request from Message Center | None | Receiving Clerk |
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Assigns Analyst/s to render technical advice and assistance. Receives the assignment and coordinates with the requesting agency for the schedule |
None |
Chief Records Management Analyst Records Management Analyst |
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| 2. Attends presentation and assists the assigned analyst/s in the evaluation process. | Conducts technical assistance on how to fill-out NAP Form No. 3 | None | |
| Total | None | ||
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| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PERSON RESPONSIBLE |
| 1. Submits request for technical advice and assistance through electronic mail, mail, fax, phone (landline or mobile) or delivered personally. | Receives the request from Message Center | None | Receiving Clerk |
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Assigns Analyst to render technical advice and assistance. Receives the assignment and coordinates with the requesting agency for the schedule |
None |
Chief Records Management Analyst |
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| Conducts technical assistance on how to Establish Records Disposition Schedule | None | ||
| Total | None | ||
| Establishment of Records Disposition Schedule | |||
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PERSON RESPONSIBLE |
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1. Submits the following requirements: a. NAP Form No. 1, Records Inventory and Appraisal b. Constitution of RMIC c. Organizational Structure d. Proposed Records Disposition Schedule with duly signed last page |
Receives, acknowledge and evaluate the completeness of all the records / requirements needed. If complete schedule deliberation with the agency. If not, inform agency of the lacking requirements. |
None |
Records Management Analyst (Records Management Services Division) |
| Conduct deliberation of proposed RDS in the agency. (1-2 divisions per day) | |||
| Proposed RDS will be forwarded to ISS for review and schedule. | None | ||
| Reviews (Sub- committee) the proposed agency Records Disposition Schedule. | None |
Senior Records Management Analysts Records Management Analyst |
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| Inform the agency with the recommendation of the Subcommittee and Incorporate corrections. | Records Management Analyst | ||
| 5. Conforms with the recommendations of the Subcommittee. | Reviews the proposed Agency Records Disposition Schedule and schedules Records Management Evaluation Committee Review. | None | Senior Records Management Analyst |
| 6. Receives the schedule of the Records Management Evaluation Committee Review, confirms attendance and participates in the review of their Records Disposition Schedule. | Reviews and recommends the approval of the agency’s Records Disposition Schedule. | None |
All Division Chief Records Management Analyst |
| Forwards the Agency Records Disposition Schedule to the Executive Director for approval. | None | Chief Records Management Analyst | |
| Notifies the agency of the approval of their RDS. | None | ||
| Total | None | ||
| Request for Authority to Dispose of Valueless Records | |||
| STEPS | AGENCY ACTIONS | FEES TO BE PAID | PERSON RESPONSIBLE |
| 1. Submits the Request for Authority to Dispose of Records through electronic mail, mail, fax or delivered personally. | Receives the request from Message Center | None | Receiving Clerk |
| Assigns Analyst to evaluate the request. | None | Chief Records Management Analyst | |
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Evaluates the requests; No records for verification/properly filled out request 1-50 records series 1-100 records series
With for verifications 1-40 records series 1-75 records series with 10 records for verification
Prepares and submits NAP Form No. 4, Records Management Analysis Report to the Section Chief |
None | Records Management Analyst | |
| Checks Analysis Report and forwards to Section | Senior Records Management Analyst | ||
| Chief of Appraisal and Disposal Section if with no corrections, return to RMA if with corrections | |||
| Checks Analysis Report and forwards to Division Chief of Appraisal and Disposal Section if with no corrections, return to RMA if with corrections | Section Chief – Appraisal and Disposal Section | ||
| Evaluates and signs the report then forwards to ADS for preparation of NAP Form No. 5 (Authority to Dispose of Records) if with no corrections, return to RMA if with corrections. | None | Chief Records Management Analyst | |
| Prepare NAP Form No. 5 (Authority to Dispose of Records) and forwards to Division Chief for initial. | Records Management Analyst | ||
| Forwards to the Office of the Director for approval. | Receiving Clerk | ||
| Receives the approved Authority to Dispose of Records from the Office of the Executive Director and forwards to Appraisal and Disposal Section | Receiving Clerk | ||
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Prepares the Notification letter of the approval of the request. Signs the Notification letter. |
Records Management Analyst Chief Records Management Analyst |
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| Informs the agency of the approval of the request | Records Management Analyst | ||
| Sends Notification of Approval and Evaluation Report via Mail, e-mail, fax. |
Records Management Analyst |
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| Total | None | ||
| Request for Authority to Dispose of Damaged Public Records | |||
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PERSON RESPONSIBLE |
| 1. Submits the request and requirements on the disposal of damaged public records through electronic mail, mail, fax or delivered personally. | Receives the request from Message Center | None | Receiving Clerk |
| Assigns Analyst to evaluate the request. | None | Chief Records Management Analyst | |
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Evaluates the request and forwards the recommendation to conduct actual physical inspection and evaluation of the damaged records. Request APD to conduct actual inspection (if needed). |
None | Records Management Analyst | |
| Notifies the agency of the schedule of inspection and coordinates with the assigned Archivist (if needed). | None | Records Management Analyst | |
| 2. Receives notification and assists in the inspection and evaluation. | Conducts the actual inspection and evaluation. | None |
Records Management Analyst |
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Receives and reviews the Condition Report (from APD) and submits NAP Form No. 4, Records Management Analysis Report based on the examination to the Section Chief. |
None |
Records Management Analyst |
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| Checks Analysis Report and forwards to Section Chief of Appraisal and Disposal Section if with no corrections, return to RMA if with corrections |
Senior Records Management Analyst |
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| Checks Analysis Report and forwards to Division Chief of Appraisal and Disposal Section if with no corrections, return to RMA if with corrections | Section Chief – Appraisal and Disposal Section | ||
| Evaluates and signs the report then forwards to ADS for preparation of NAP Form No. 5 (Authority to Dispose of Records) if with no corrections, return to RMA if with corrections. | None | Chief Records Management Analyst | |
| Prepare NAP Form No. 5 (Authority to Dispose of Records) and forwards to Division Chief for initial. | Records Management Analyst | ||
| Forwards to the Office of the Director for approval. | Receiving Clerk | ||
| Receives the approved Authority to Dispose of Records from the Office of the Executive Director and forwards to Appraisal and Disposal Section | Receiving Clerk | ||
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Prepares the Notification letter of the approval of the request. Signs the Notification letter. |
Records Management Analyst Chief Records Management Analyst |
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| Informs the agency of the approval of the request | Records Management Analyst | ||
| Sends Notification of Approval and Evaluation Report via Mail, e-mail, fax. | Records Management Analyst | ||
| Total | None | ||
| Witnessing Actual Disposal of Records in NCR | |||
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CLIENT STEPS |
AGENCY ACTIONS | FEES TO BE PAID | PERSON RESPONSIBLE |
| 1. Submits letter of availment of official buyer / certification of availability of pit. | Receives the request from Message Center | None | Receiving Clerk |
| 2. Coordinates with NAP’s official buyer and informs NAP of the schedule via phone (mobile/landline), email or fax. | Forwards to ADS for confirmation of schedule with the official buyer. | None | Records Management Analyst |
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Assigns RMA to witness actual disposal Hand-over approved request to assigned RMA. |
None |
Chief Records Management Analyst Records Management Analyst |
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| Assigned RMA confirms schedule with the agency and reminds them to inform their Auditor of the schedule. | None | Records Management Analyst | |
| RMA prepares Certificate of Disposal and Authorized Permission Slip. |
Records Management Analyst |
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| Witness and supervise actual disposal of records and issues Certificate of Disposal and supporting Documents to the Agency and COA. | Records Management Analyst | ||
| Total | None | ||
| Witnessing actual disposal of valueless records outside NCR |
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CLIENT STEPS |
AGENCY ACTIONS |
FEES TO BE PAID |
PERSON RESPONSIBLE |
| 1. Submits letter of availment of official buyer / certification of availability of pit | Receives the request from Message Center/ Receiver | None | Receiving Clerk |
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Forwards to ADS for scheduling Coordinate with official buyer/agency for schedule. |
None | Records Management Analyst | |
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Assigns RMA to witness actual disposal Hand-over approved requests to assigned RMA. |
None |
Chief Records Management Analyst Records Management Analyst |
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Assigned RMA informs the agencies of the schedule of the actual disposal and reminds them to inform their Auditor of the schedule. Validate records for verification. |
None | Records Management Analyst | |
| Prepares Certificate of Disposal and Travel Order, Witness and supervise actual disposal of records and issues Certificate of Disposal and supporting Documents to the Agency and COA. | Records Management Analyst | ||