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Republic of the Philippines
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE
CIVIL SECURITY GROUP
FIREARMS AND EXPLOSIVES OFFICE
Camp BGen Rafael T Crame, Quezon City

July 17,2020

FEO -TSO-GDC{01-2020

UPDATED GUIDELINES AND PROCEDURE

ON DOCUTIENT CODING STANDARDS

,I. REFERENCES:

a. PNP Quality Management System ISO 9001: 2015;

b. Memorandum Circular No. 2019-01 3 re: Guidelines for the Preparation
of Communications, and
c. Philippine ISO 9001 : 2015 Standards.

2. RATIONALE:

This document control guidelines and procedure define the system and
method br registration and filing of incoming and outgoing communicltions, records,
files, forms and other documents in a log book or a record book with the use of
coding system and the creation of new coding system to be used by the FEO in
compliance with the requirements of PNP Quality Management System and ISO
9001 :2015.

3. PURPOSE:

This document control guidelines and procedure intends to emphasize the

commitment of this ofiice in ensuring that all documentation utilized is fit for its
purpose and compliant with the PNP Quality Management System and ISO
9001 :2015, specifically with the use of document coding system. The purpose of this
is to provide the overall guidelines and procedures to ensure uniformity, consistency
and general quality of FEO documents,

4. DEFINITION OF TERMS

FEO Document - refers to intemal documentations and/or records which are

specifics and/or essential to perfurmance of FEO mandates.
 Document Coding System- refers to the coding system and standards used
to easily track or identify specific FEO Document. For FEO document, alphanumeric
coding system shall be used.
5. SPECIFIC GUIDELINES
The following guidelines and procedures shall be followed by all FEO
personnel handling FEO documents and/or other documents relevant to this office:

a. Only document with signature and date shall be considered as official

FEO document;
b. Outgoing communication such as but not limited to (Lefters,
Memorandum, Certificates etc.) shall be signed appropriately and with
date;
c. Alphanumeric coding shall be placed at the upper left corner of the
FEO Document.
d. Approved Licenses and Permits shall have a unique coding system
generated by the office of origin;
e. Resolutions as a result of deliberation by FEO Licenses Revocation
and Restoration Board (FLRRB), FEO Classification Board and FEO
Storage Board shall follow the existing coding format.
f. ISO related documents shall follow the coding format (FEO-lSO-Series
Number - Year ex. FEO-|SO-OO1-2020).
g. Action slips and commitment slips shall have a unique coding system
generated by the office of origin.
h. lssued certificates shall follow the unique coding system generated by
the office of origin.
i. Routing slip shall follow the unaque coding system generated by the
office of origin.
j. All other communications and documents not mentioned above shall
follow the standard communication format of the PNP.

6. EFFECTIVIW
This guidelines and procedure shall take effect immediately.

Police General