Records Management Service Division (RMSD) 
List of Services

Technical Advice and Assistance

Technical Advice and Assistance (Briefing on Records Management)

 

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
  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

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  

 

Technical Advice and Assistance (How to accomplish NAP Form No. 1 – Records Inventory & Appraisal)

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
  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

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  

 

Technical Advice and Assistance (How to accomplish NAP Form No. 2 – Records Disposition Schedule)

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
  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

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  

 

Technical Advice and Assistance (How to accomplish NAP Form No. 3 – Request for Authority to Dispose of Valueless Records)

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
  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

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  

 

Technical Advice and Assistance (Establishment of RDS)

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
  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

  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
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

  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

 

 

AGENCACTIONS FEES TO BE PAID PERSORESPONSIBLE
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
  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
  Prepares the Notification letter of the approval of the request. 

Signs the Notification letter. 

  Records Management Analyst

Chief Records Management Analyst

  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    

Request for Authority to Dispose of Damaged Public Records

CLIENT STEPS AGENCACTIONS FEES TO BE PAID PERSORESPONSIBLE
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
  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

  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

  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

  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
  Prepares the Notification letter of the approval of the request. 

Signs the Notification letter.

  Records Management Analyst

Chief Records Management Analyst

  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

 

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
  Assigns RMA to witness actual disposal 

Hand-over approved request to assigned RMA.

None Chief Records Management Analyst

Records Management Analyst

  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

  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

 

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
  Forwards to ADS for scheduling 

Coordinate with official buyer/agency for schedule.

None Records Management Analyst
  Assigns RMA to witness actual disposal 

Hand-over approved requests to assigned RMA.

None Chief Records Management Analyst 

Records Management Analyst

  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