REPUBLIC OF THE PHILIPPINES CABANATUAN CITY DISASTER RISK REDUCTION AND MANAGEMENT OFFICE City Hall Compound, Phase Il, Kapt. Pepe Subd. MEMORANDUM ORDER: 2023-01 DATE: FROM: RE: TO: FEBRUARY 1, 2023 CDRRMO MANAGEMENT RETENTION AND DISPOSAL OF RECORDS CDRRMO EMPLOYEES 1. Objectives Provide utmost priority for the safeguarding, protection, and preservation of public documents and records, as fundamental instruments for the efficient and effective delivery of services. 2 Scope This covers all public documents/ records with archival value pursuant to the provisions of Republic Act No. 9470 “National Archives of the Philippines Act of 2007,” and other national issuances. 3. Definition of terms © Archives- Public records, papers, periodicals, books or other items, articles or materials, whether in the form of electronic, audio-visual, or print, which by their nature and characteristics have enduring value, that has been selected for permanent preservation * Disposal the transfer of records, especially noncurrent records, to their final state, either destruction or transfer to an archive. Also, the act of selling, burning or any other way of discarding valueless records in accordance with the provisions of Republic Act No. 9470 * Disposition- refers to the systematic sorting out of records in the office storage whereby those classified as valuable records are permanently preserved and those which are classified as valueless are disposed of © Records- refers to information, whether in its original form or otherwise, including documents, signatures, seals, texts, images, sounds, speeches, ot data compiled, recorded, or stored, as the case may be: * In the written form on any material; = On film, negative, tape or other medium so as to be capable of being reproduced; orREPUBLIC OF THE PHILIPPINES P\ CABANATUAN CITY K( DISASTER RISK REDUCTION AND MANAGEMENT OFFICE ‘e' City Hall Compound, Phase Il, Kapt. Pepe Subd. * By means of any recording device or process, computer or other electronic device or process. ‘* Vital Records- records containing information essential for: emergency ‘operation during a disaster, the resumption and/or continuation of operations; the re-establishment of the legal, financial, and/or functional status of the organization; and the determination of the rights and obligations of individuals and corporate bodies with respect to the organization 4, Schedule of Retention and Disposal of Records Item eae * ‘ ster | Revords Category and Description Retention Period ADMINISTRATIVE AND MANAGEMENT RECORDS 1.1 | Communications Letter 2 years 1.2 | Office Issuances/ Memo 1.2.1 | Issued by the LCE, or department head documenting policies/functions/ _| Permanent and program of the City 1.2.2 | Issued by the LCE, or department head reflecting routinary | 2 years after superseded information or instruetions i eae F 13) Plan 1.3.1 | Action Plan 3 years after implemented 13.2 | DRRM Plan’ A ae 3 years after implemented 1.3.3 | SOPs 3 years, after superseded 134 | Manuals Permanent 14 | Meetings TA] Agenda 1 year | TA2 | Minutes a | | 1.43 | Notices year | 1.4.4 | Presentations 1 year 15 | Certifications T year 1.6 | ChartsREPUBLIC OF THE PHILIPPINES CABANATUAN CITY DISASTER RISK REDUCTION AND MANAGEMENT OFFICE City Hall Compound, Phase Il, Kapt. Pepe Subd. T] Organizational Chart | permanent 1.6.2 | Citizen's Charter Permanent 17 | Proposals Permanent if implemented, otherwise dispose of after 5 years from the date of records 1.8 | Reports 1.8.1 | Annual Permanent 1.82 | Monthly/ Weekly | 2¥€8° after being incorporated inthe Annual Report 1.833 | Special Permanent 1.9 | Trip Tickets 1 year A, BUDGET RECORDS 2.A.1 | Procurement Papers 3 years 2.A2 | Annual Budget 3 years 2.43 | Annual Procurement Plans/ Annual Investment Plan aye 2.4.4 | Utilization 5 years provided post-audited B. FINANCIAL AND ACCOUNTING RECORDS 2B. | Bills 10 years after settled . 2.B2 | Vouchers 10 years provided post-audited 2.B3 | Bonding Files. 10 years provided post-audited 2.B4 | Insurance 10 years provided post-audited, finally Es Pal settled and not involved in any case 2.B.6 | Summaries of Unliquidated Obligations and Accounts Payable 10 years after settled 2.B.7 | Authorizations Transfer of funds | 3 years Travel 3 years Overtime 3 years Authorization for | 3 years AllowanceREPUBLIC OF THE PHILIPPINES. CABANATUAN CITY DISASTER RISK REDUCTION AND MANAGEMENT OFFICE City Hall Compound, Phase ll, Kapt. Pepe Subd. C. PROCUREMENT AND SUPPLY RECORDS ‘Annual Procurement Plans and 3 years 2.On pepe 2.C.2 | Bids and Awards Committee Files | 3 years 2.C.3 | Inventory 1 year 2.C.4 | Invoice and Receipts 3 years provided post-audited 2.C.5 | Invoices of Delivery 3 years provided post-audited Monthly Report of Supplies and : ; 2.C.6 | Materials issued 3 years provided post-audited Inventory and Inspection Report of _ | 3 years 2.7 Unserviceable 2.C.8 | PO, PR, and Vouchers 10 years provided post-audited 2.9 | Requisition Slip yan 2.C.10 | Suppliers Identification Certificate | 3 years HUMAN RESOURCE/ PERSONNEL MANAGEMENT RECORDS 3.1 | Personnel Portfolio 3.1.1 | Personnel 201 Files _| 15 years after separated/ retired 3.1.2 | Centfication year 3.1.3 | Training Permanent 314 | Leave of Absence eave Credit 15 years after separated! retired 3 3.1,6)| SmementotNet Worth and Liabilities 3.1.7 | IPCR 5 years 3.2 | OPCR 5 years 333 | Attendance iiyear 3.3.1 | Logbooks 2 years 3.4 | Job Order Employment Contracts 5S years after terminated 3.5 | Others 1 year after the purpose has been servedREPUBLIC OF THE PHILIPPINES CABANATUAN CITY DISASTER RISK REDUCTION AND MANAGEMENT OFFICE City Hall Compound, Phase II, Kapt. Pepe Subd. ‘TRAINING RECORDS 4.1 | Course Description/ Outline 1 year after superseded 42 | Training Hand-out | year after superseded 43 | Training Report 2 years 4.4 | Attendance year 435 | Survey Evaluation 1 year after the data had been evaluated 4.6 | Others 1 year after the purpose has been served | LEGAL RECORDS | 5.1 | Resolutions Permanent Memorandum of Agreement/ 52 | Memorandum of Understanding Pemanent 5.3. | Executive Orders Permanent pe teens 3 years afler renewed! terminated and/ or settled 5.5 | Legal Opinion Permanent 5.6 | Other References 1 year after the purpose has been served EMERGENCY MEDICAL SERVICES RECORDS 61 Patient Chart Records (PCR)/ Patient Information Sheet and EMS l year | Logbooks d 2 years after being incorporated in the 6.2 _| Dispatch logs, reports, and others | A at Report Endorsement Forms, Ambulance 6.3 _| Service Forms, Ambulance 1 year after the data had been evaluated Checklists 6.4 | Patient Waiver 3 years 6.5 | Client Feedback Form 1 year after the data had been evaluated 6.6 | Others 1 year after the purpose has been servedREPUBLIC OF THE PHILIPPINES S| CABANATUAN CITY A DISASTER RISK REDUCTION AND MANAGEMENT OFFICE ” City Hall Compound, Phase I, Kapt. Pepe Subd. 5. Procedure Flow Person responsible Details Every First quarter of the year, the Admin and Training Officer Admin and Training | must conduct an inventory of Officer records Tent obsotewe Based on the Schedule of seconds ‘Admin and Training | Retention and Disposal of Officer Records. Submit eport of obsolete records The Local DRRM Officer IV Admin and Training | must review the report of Request Authority to Officer obsolete records and provide | Dispose Authority to Dispose. Receive authority to Upon approval, dispose records dispose records according to the mode of Admin and Training | destruction provided in this Officer document. Dispose the records Reviews activities of the process to see where quality Admin and Training | improvements can be done in the Officer process. Review and improve activities ‘Submit complete quarterly accomplishments ‘tothe Local DRRM Officer.REPUBLIC OF THE PHILIPPINES. CABANATUAN CITY DISASTER RISK REDUCTION AND MANAGEMENT OFFICE City Hall Compound, Phase Il, Kapt. Pepe Subd. 6. Reference ‘* Republic Act No. 9470 “National Archives of the Philippines Act of 2007”. «National Archives of the Philippines General Cireular No. 1 dated January 20,2009, “Rules and Regulations Governing the Management of Public Records and Archives Administration”. * National Archives of the Philippines General Circular No. 2 dated January 20, 2009, “Guidelines on the Disposal of Valueless Records in Government Agencies" Health Privacy Code Specifying the Joint Administrative Order No. 2016- 002 “ Privacy Guidelines for the Implementation of the Philippine Health Information Exchange. For strict compliance. EUGE! Local thers U, jee ROMUALDO V. MINTU IL Officer