CONTROL OF RECORDS — | 220°-N._| Page tof 6 ‘p02 Quality Procedure 2016 The Procedure on Control of Records sims to provide a system of managing. ‘controlling, disposing and archiving records within PAGCOR, in accordance with the PAGCOR Guide and Manual of Procedures in Records Management which Contains the National Archives of the Philippines (NAP)-approved Records Disposition Schedule of PAGCOR that is implemented and monitored by the Records Management Improvement Committee thro.gh the Corporate Secretary ‘Support Unit-Records Management Section. 1.0 PURPOSE 2.0 COVERAGE ‘The procedure covers the controls needed for “he identiicaion, storage, protection, retrieval, retention, and cisposition of records. +t also covers the hanaling of externally generated data, ‘The procedure is in accordance with the provisions of Republic Act No. 9470, Otherwise Known as The National Archives of the Philippines (NAP) Act Of 2007, An Act to Strengthen the System of Management and Administration of Archival Records, Establishing for the Purpose the National Archives of the Philippines, and for Other Purposes, 3.0 DEFINITION OF TERMS Defition ] ‘any documentary material regardless of physical orm ‘or characteristics that has been created or received by PAGCOR in connection with its function, and is considered as evidence ofthe organization's polices, decision, procedures, operations or other actives of the government PAGCOR records may incude the following ‘© Comrespondences - consist of | letters, memoranda, endorsements (prepared by the ‘company for its own use or for delivery to offices in and outside of the government) and directives, the latter being an issuance that “guides, instructs and informs" employees in their work, e.g, ofes orders Reports - oficial staements of facts relevant to ‘any activity, operation, program or condition. It is usually writen n‘ narrative, statistical or —_ ‘graphic form —_—Tae, | GontROL OF RECORDS” [PAGE NO Page7 ae] CONTROL OF RECORDS — [PadeNO. | Pave 20f6 [Current Active Records Non-Current inactive | Records Quality Procedure | Effectvity 2016 Definition ‘¢ Filed-out forms - templated communication, letter or document which may either be hard of soft copies, which have been completed or filed-out __| Tecords reguiarly referred to and required for current business, being maintained and used, and kept within reach records thal are no longer required to Support currant operations, have a reference rate of less than one ‘search per file drawer per month, that are not needed immediately but which must be kept for ‘administrative, fiscal, legal or historical purpose, thet ‘could be transferred to cheaper or less costly space. such as an offsite storage, or be destroyed when they cease {0 be of value or when such action is indicated in the NAP-approved Records Disposition Schedule. Valusless Records records whose retention periods have expired and ‘are no longer needed Files Joollection of related data usually arranged | systematically or classified Fling System: Records Disposition | Records Disposition ‘Schedule identification, arrangement snd finding of recorde systematic identification of non-current records in the fice and their transfer to any storage area whereby those classified as valuable records are permanently Preserved or archived and those which are classified 28 valueless are disposed of | a listing of records showing their releriion periods ‘and disposition schedule Retention Pariod | Recards Disposal RESPONSIBILITIES Improvement Committee (RMIC) ‘Spectic period of me when records must be Kept in ‘accordance with the NAP guidelines on records | inventory and disposition Final action taken regarding destruation of valueless records in accordance with the provisions of RA 9470, (L8. shredding, selling, donation __| [Designation —] ——— Respensiies Records Management | ensufes that the records management program of PAGCOR is implemented in all offices (departments, branches, SOGs, units). It reviews and approves the ‘Annual Records Holdings Reports submitted by these. ‘offices in accordance with the current NAP-approved Records Disposition Schedule inline with the[ ese ] CONTROL OF RECORDS [eazeNe. [ Pese36 | [NV ee Designation Rev. No. [Quality Procedure | Etfectvity 2016 [~~ Responsiii procedures set up under RA 9470 or the National Archives of the Philippines Act of 2007, Records Management Improvement Sub- Commitee (RMISC) Records Officer (RO) ‘composed of representatives from depariments/anits ‘and branches/SOGs. Prepares the Annual Records Holdings Reports of the cepartmentiunitvoranchvSOG where they belong in accordance with the current NAP-approved Records Disposition Schedule in line ‘with the procedures set up under RA 9470 or the National Archives of the Philippines Act of 2007 and submits to the Chairman of RMIC for approval on an annual basis, Reviews Records for Safekeeping/Disposal Top sheet prior to approval of the RMIC Chaitman, as well as the Request for ‘Authority to Dispose of Records prior to dispose) Provides suggestions on improvement of records management in respective aro representative from the Records Management | Section of the Corporate Secretary Support Unit Provides guidance on the proper safekeeping maintenance and disposal of pertinent company documents and records. Records Custodian (RC) ‘Brogess Owner (PO) 5.0 PROCEDURE OUTLINE AND DETAILS member of the Records Mafiagement Improvement ‘Sub-Committee, Ensures thal records are propery ‘ented, protected and stored in safe locations and made available for easy retrieval untl they are turned ‘over for safekeeping in remote lacetion while awaiting fend of retention pericd. Responsible for the ‘reparation of the Annual 4ecords Holdings Report in ‘accordance the PAGCOR Guide and Manual of Procedures in Records Management and the current ‘National Archives _of the Phiippines-approved | Records Disposition Schedule. ~_| [Owner of record: creates cr revises record [Ret No] Koy Actives espana ‘Creaion/Revision of Record | Procaas Owner ‘Siorage and Protecion Recores Officer / Records ___| Gustodan 53 | Maintenance Recores Oficer/ Records + Filing Custodian + Retreval + Usage 34 | Bispostion/Disposal Records Managament ‘Inventory and Apgraisal _ | Improvement Committee/RecordsResponsibi + Disposal Management improvement Sub Committoe!Records Officer! | Records Custodian/L MD/Disposal _ | Commities 55 _| Bata Conta: Process Owner ‘5:1 Creation / Revision of Record The Process Owner may create or revise recerd, subject to review and approval by authorized personnel 5.2 Storage and Protection Records are kept by the Records Custodian in appropriate locations to ‘minimize physical deteroration, damage, and oss. As such, records may be protected in accordance with the following + Use of folders and file boxes; ‘= Stored in shelvesicabinets to prevent deterioration Regular back-up in digitized format, access restriction and other security measures for polices and trarsactional files 5.3 Maintenance Records are managed by the Records Custodian according to their "age or “stage” (0.9. current or non-current), These records should be filed systematically to ensure quick retrieval and immediate usage of information 5.3.1 To ensure easy retrieval of records, fling cabinets/shelves, boxes, folders and envelopes are labelled accordingly. Likewise, Inventory of Records and Records Disposition Schedule (RDS) is maintained indicating information such as Records Series, Title and Description, Retention Period, and Disposition Authorty. 5.3.2 Any interested personnel may request for @ copyfies of 2 record from the Records Custodian, using existing documented request procedures er departmenvdivisiontunivbranch, Requests from external parties should be covered by a letter, and is subject to the approval of the Department/Branch/SOG Head5.4 Disposition/Disposal 5 PageNo__| Page Soi6 CONTROL OF RECORDS =| F27°.N0 z Pez | Quality Procedure [Etteciviy: | 2016 PAGCOR follows a coordinated plan of activities for its Corporate departmentslafices, Metro Manila and provincial casino branches, and Satelite Operations Groups for the transfer, safekeeping, retertion, preservation and destruction of records in accordance with RA 9470, the PAGCOR Guide ard Manual of Procedures in Records Management and existing guidelines. Modes of disposal may include any of the following: ‘+ Sale ~ Under the law, the disposal by sale of valueless records of the ‘government may be made only through public bidding, folowing pertinent provisions of PD 1445 on public bidding and awarding of Contracts fo determine the highest price availabe. fined the accredited buyer of valueless records NAP has however ‘+ Shredding - Confidential records ere shredded then sold or donated following regulators. = Donation 2 Deed of Donation is executed between PAGCOR and Charitable institution, @s identified in coordination with the Community Relations and Services Department. The valueless records, including shredded confidential documents, are picked up by the NAP- accredited buyer and brought directly to @ paper mill which pays the donee the Prevailing price of scrap paper based on the volume, 5.5 Data Contro! 5.5.1 Only the Procass Owner or authorized personne! may correct or eckt record 19.9.2 A single strikethrough across data for correction, accompanied with initals of the Process Owner / authorized personnel and date of Correction shall be allowed. Use of correction tape or fluid over data for correction is prohibited ‘5.8. Use of pencil in entering or correcting data is not allowed, 6.0REFERENCES 6.1. PAGCOR Guide end Manual of Procedures in Records Management containing the NAP-approved Records Disposition Scheduleoo CONTROL OF RECORDS —[Fase.No._| Page Sots QO [eres [eat resi [ero | — a8 7.OAPPROVAL Prepared Ma. Vina Claudtto P. Oca Deputy Quality Management Represertative Reviowod by: ‘Anita 0) Sytim ‘Quality Management Representative Noted by: 2 gi Manalastas President & Chief Operating Officer