BUC STO PR 001 Communication Management

Document Reference Code
Bureau of Corrections BUC-STO-PR-001

Revision No. Effectivity Date
0
INTERNAL AND EXTERNAL
COMMUNICATION MANAGEMENT Page 1 of 13
SYSTEM
Rev. Date Nature of Changes Approved By
0 Original Issue Rey M. Raagas


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SYSTEM
1. PURPOSE
Defines how internal and external communications are managed by

BuCor through the Administrative Division and its attached Offices. It
directs the receipt, routing and preparation of communications to
appropriate action officers. Further, it coordinates admin?!?!?!?!
2. SCOPE
This procedure covers the internal and external communications in

written form received by the Administrative Division as the Receiving
Arm of BuCor,
3. DEFINITION OF TERMS & ACRONYMS
BuCor Refers to the Bureau of Corrections

Commo Refers to communication
Internal Communications coming within the BuCor
Communication offices
External Communications coming from outside sources
Communication such as relevant interested parties and other
institutions.
4. RESPONSIBILITIES
Administrative Office responsible in receiving all official

Division documents for BuCor
Administrative Responsible in the management of
Officer Administrative Division
Concerned Office Office responsible for the preparation of actions
to be taken.
Administrative Staff Responsible in the receipt, recording, routing
and preparation of internal and external
communications.

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SYSTEM
5.1 PROCEDURE DETAILS
INTERNAL AND COMMUNICATION PROCEDURE
Activity Person Details/Functions References

Receiving Officer  Receives official Logbook
Start communication from
internal and external
entities
1
 Records all incoming
communication and refer
Receive
to Assistant Chief for
Communication evaluation
Assistant Chief  Evaluates received commo

2 and assess to whom the
commo will be forwarded
Evaluation/
for appropriate action
Distribution of  Distribute the commo to
received clerk-in-charge for
communication preparation of referral to
concerned offices or reply
to requesting party.
3
Clerk-in-Charge  Prepare referral commo
Prepare commo
addressed to the concerned
addressed to
office for appropriate action
appropriate action
offices
Assistant Chief  Make necessary

Evaluation/ amendments for any
Amendment corrections
Chief,  Revise if necessary, returns

Administrative to Assistant Chief
Approve/sign
Officer
commo  Approves the referral
commo/reply.
4
Dispatch to Dispatching  Record and distribute the
concerned office Officer referral commo/reply to the Logbook
concerned office for
appropriate action.
END

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SYSTEM
5.2 PREPARATION OF SPECIAL ORDER, TRAVEL ORDER AND OTHER

RELATED DOCUMENTS

Responsible
Start  Receives request Logbook

for preparation of
Special Order,
Travel Order,
Memorandum,
1 Receiving Officer etc.
Admin Staff  Forwards to
Receiving of
Communication Admin. Officer for
initial evaluation
 If found in order
after initial
Admin evaluation,
Officer forward to
designated
2 Admin. Staff for
Initial evaluation and
the preparation of
Approval of communications
communication e.g. Special
Order, Travel
Order,
Memorandum etc.
If found not in
order, back to
step 1.
3
 Prepare and
Preparation of forward to
Admin Staff Admin. Officer for
commo
initial evaluation
a
of the prepared
communication

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SYSTEM
Admin Officer  Evaluates the

4
Evaluation prepared
communication
 If found in order,
countersigns the
commo, forward to
the Chief Admin.
Div for final
evaluation. If not
found in order,
back to step 3.
5  Chief Admin
Chief Admin
Conducts final
Final Evaluation evaluation
 If found in order,
the Chief Admin
Div approves and
6 counter sign the
Approved and commo. If not
Countersigned found in order,
back to step 4.
Admin Staff
7
 Forward to
Forward to concerned concerned Office
Office for complete staff
work.
 Disseminate the
commo to
concerned offices

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SYSTEM
5.3 HANDLINGS OF THE RECEIVED LETTERS BY HANDCARRY

Responsible

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SYSTEM
Start  Receive letters by RA 6713

mail RA 9485
Receiving  Opens, staples and

Officer stamps date and
1
Admin time and signature
Staff
Receiving of of the receiving
Communication officer
Communication
Checks the validity
of the documents
2 (dry seal,
Initial evaluation
signatures, etc.).
 Found in order ,
Admin forward to Admin
Staff Officer for
classification and
screening. If found
not in order,
returns the
documents to the
concerned
individual and
informs him of the
validity of the
documents.
 Forwards and
instruct the
Admin designated Admin
Giving instructions
Officer Staff for action
for action needed
needed
 Prepares routing
slip, indorsement
3 or any form of
letter reply to
Admin Staff
Preparation of which is
commo a necessary
A
 Forwards to
4 Admin Officer
a

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SYSTEM
5.4 HANDLINGS OF DISBURSEMENT VOUCHER, OB SLIP, APPLICATION

FOR LEAVE, REQUISITION AND ISSUE SLIP AND OTHER RELATED
DOCUMENTS
Person Details/
Activity References
Responsible Functions

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SYSTEM
Start
•Receives
1 Admin Staff documents
Receiving of from
documents concerned
individual
Admin Staff
2 •Stamps
Initial evaluation received date,
time and affixes
signature to the
documents.
Admin Staff •Forwards
3 documents to
Receiving and signing Admin Officer
for review.
•Found in
order, forward
to the Chief
4 Admin Officer Admin for
Evaluation and
signature. If
Review
found not in
order, back to
step 3.
Signs
documents
Chief Admin
and forwards
5
Sign documents
to designated
Admin Staff
for proper
dissemination.
A
Dispatches
documents to
concerned
6
Dispatch
documents

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SYSTEM
5.5 HANDLINGS OF REQUEST FOR CERTIFICATE OF APPEARANCE

Person Details/
Activity References
Responsible Functions

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SYSTEM
Start •Receives
travel order Logbook
•Instructs
requesting
employee to
1 Admin Staff sign at the
Receiving of designated
Documents
logbook
•Informs
requesting
employee to
pick up
clearance on
the date of
duration of the
Travel Order
2 Admin Staff •Prepares
Preparation of certificate of
Certificate appearance
and forwards
to Admin
Officer for
review.
Reviews and
3 countersigns
Review and Admin Officer the document
countersign and forward to
the Chief
Admin. If
A found not in
order, back to
step 2.
Approving and

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SYSTEM
5. GUIDELINES IN THE HANDLING OF INCOMING INTERNAL AND

EXTERNAL COMMUNCATIONS
1.1 Receiving and Recording

1.1.1 Use of Logbooks
1.1.2 Stamps date and time of received
1.1.3 All communications coming from internal and external
offices by personal delivery, mail, courier shall be received
through the Administrative Division. e.g. letters, entry of
judgment, order of release, court decisions.
1.1.4 All communications coming from internal and external
offices by personal delivery, mail, courier shall be received
through the Administrative Division. e.g. letters, entry of
judgment, order of release, court decisions.
1.1.5 All letters shall be recorded in a logbook for monitoring

purposes.
1.1.6 If found not in order, return the documents and inform the
concerned individual, courts. Offices regarding the validity of
the documents.
1.1.7 Requires photocopy of ID of the concerned individual for
reference (for hand carried court documents only).
1.1.8 All sealed envelope, communications marked
“CONFINDENTIAL, bearing the complete name of Head of
Agency shall be forwarded to the concerned unopen.
1.2 Evaluation, Reviewing and Checking
1.2.1 All communications shall be reviewed by the Assistant Chief

to assess whether there is a need for preparation of referral

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SYSTEM
commo to concerned offices that requires appropriate action

or direct response to party concerned.
1.2.2 Ensure that all commo had undergone assessment prior to
its distribution.
1.3 Preparation/Approval of referral/response communications
1.3.1 Admin Staff shall prepare the appropriate referral/response

based on the assessment using the existing format used by
BuCor such as Routing Slip, Disposition Form,
Memorandum, Special Order, Indorsement, letter reply and
other applicable format.
1.3.2 Administrative Officer shall review and approve the prepare
communications and signs on the designated portion
once approved.
1.4 Dispatching and Distribution of Communications

1.4.1 All communications for dispatch shall be recorded in a
logbook.
1.4.2 Ensures that communication are properly received by the
concerned offices by affixing their signature on the
designated logbook.
1.5 Receives and prepares necessary action on the
communications
6.5.1 Concerned office who received the referral

communications
actions are taken in accordance with RA 6173.
1.5.2 Maintains a logbook or any form of media to easily
monitor/verify the actions taken on the received
communications.
6.5.3 For corresponding reply, the same shall be acted upon in


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SYSTEM
accordance with RA 6173.

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Document Reference Code

Bureau of Corrections BUC-STO-PR-001

Rev. Date Nature of Changes Approved By

0 Original Issue Rey M. Raagas

Bureau of Corrections BUC-STO-PR-001

Defines how internal and external communications are managed by

This procedure covers the internal and external communications in

3. DEFINITION OF TERMS & ACRONYMS

BuCor Refers to the Bureau of Corrections

Administrative Office responsible in receiving all official

Bureau of Corrections BUC-STO-PR-001

5.1 PROCEDURE DETAILS

INTERNAL AND COMMUNICATION PROCEDURE

Activity Person Details/Functions References

Assistant Chief  Evaluates received commo

Assistant Chief  Make necessary

Chief,  Revise if necessary, returns

Bureau of Corrections BUC-STO-PR-001

5.2 PREPARATION OF SPECIAL ORDER, TRAVEL ORDER AND OTHER

Activity Person Details/Functions References

Start  Receives request Logbook

Bureau of Corrections BUC-STO-PR-001

Admin Officer  Evaluates the

Bureau of Corrections BUC-STO-PR-001

5.3 HANDLINGS OF THE RECEIVED LETTERS BY HANDCARRY

Activity Person Details/Functions References

Bureau of Corrections BUC-STO-PR-001

Start  Receive letters by RA 6713

Receiving  Opens, staples and

Document Reference Code

Bureau of Corrections BUC-STO-PR-001

5.4 HANDLINGS OF DISBURSEMENT VOUCHER, OB SLIP, APPLICATION

Bureau of Corrections BUC-STO-PR-001

Bureau of Corrections BUC-STO-PR-001

5.5 HANDLINGS OF REQUEST FOR CERTIFICATE OF APPEARANCE

Bureau of Corrections BUC-STO-PR-001

Bureau of Corrections BUC-STO-PR-001

5. GUIDELINES IN THE HANDLING OF INCOMING INTERNAL AND

1.1 Receiving and Recording

1.1.5 All letters shall be recorded in a logbook for monitoring

1.2 Evaluation, Reviewing and Checking

1.2.1 All communications shall be reviewed by the Assistant Chief

Bureau of Corrections BUC-STO-PR-001

commo to concerned offices that requires appropriate action

1.3 Preparation/Approval of referral/response communications

1.3.1 Admin Staff shall prepare the appropriate referral/response

1.4 Dispatching and Distribution of Communications

6.5.1 Concerned office who received the referral

6.5.3 For corresponding reply, the same shall be acted upon in

Bureau of Corrections BUC-STO-PR-001

accordance with RA 6173.

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