Republic of the Philippines

BANGSAMORO AUTONOMOUS REGION IN MUSLIM MINDANAO

MINISTRY OF PUBLIC ORDER AND SAFETY
Givfrell Bldg., Gov. Gutierrez Ave., RH 7, Cotabato City

BASIC RECORDS MANAGEMENT

TRAINING WORKSHOP OUTPUT

1. File Retrieval Form

2. Office Order
a. ADOPTION OF FILE RETRIEVAL FORM IN
RETRIEVING/BORROWING ORIGINAL FILE/DOCUMENTS

b. SUBMISSION OF RECORDS INVENTORY REQUIRED BY NATIONAL

ARCHIVE OF THE PHILIPPINES (NAP)

C. CREATION OF RECORDS MANAGEMENT IMPROVEMENT

COMMITTEE (RMIC)
 Republic of the Philippines
BANGSAMORO AUTONOMOUS REGION IN MUSLIM MINDANAO
MINISTRY OF PUBLIC ORDER AND SAFETY
Givfrell Bldg., Gov. Gutierrez Ave., RH 7, Cotabato City

OFFICE ORDER NO.: _____

Series of 2023

TO : ALL CONCERNED OFFICIALS AND EMPLOYEES

This Ministry

FROM : OFFICE OF THE MINISTER

This Ministry

SUBJECT : ADOPTION OF FILE RETRIEVAL FORM IN

RETRIEVING/BORROWING ORIGINALFILE/DOCUMENTS

DATE : March 08, 2023

1. In the interest of records creation, records maintenance and use, transmission,

retention and records disposition in order to achieve adequate and proper
documentation of policies and transactions of the ministry for its efficient,
effective and economical operation.

2. In view of the above, this ministry will be adopting the attached file retrieval form
whenever original files or documents are needed to retrieve from the authorized
records manager of each division/section/unit of this ministry.

3. This Office Order shall be effective after 5 (Five) working days from its release to
ensure proper dissemination and shall remain valid and binding unless recalled
or modified by the undersigned.

4. FOR INFORMATION AND COMPLIANCE.

HUSSEIN P. MUÑOZ
Minister
 Republic of the Philippines
BANGSAMORO AUTONOMOUS REGION IN MUSLIM MINDANAO
MINISTRY OF PUBLIC ORDER AND SAFETY
Givfrell Bldg., Gov. Gutierrez Ave., RH 7, Cotabato City

File Retrieval Form

___________________________
(Name of Origin)

Document Title: __________________________________________

Date of Request: __________________________________________
Division/Section/Unit: __________________________________________
Purpose: __________________________________________

_________________________
Requestor

Approved by Division/Section Head:

_________________________
Name and Signature

To be filled by the Records personnel.

Availability of requested file: Yes No

Remarks: ____________________________________________________________
Date and Time of Release: ___________________________________.

Released by: Received by:

_________________________ _________________________
Signature above printed name Signature above printed name
 Republic of the Philippines
BANGSAMORO AUTONOMOUS REGION IN MUSLIM MINDANAO
MINISTRY OF PUBLIC ORDER AND SAFETY
Givfrell Bldg., Gov. Gutierrez Ave., RH 7, Cotabato City

Process flow

Request for File Retrieval

Verification of Request by
the Records Custodian

file is not Available file is Available

coordinate with
appropriate File Retrieval
personnel and release

Monitoring of borrowed file

by the records custodian

Returned of borrowed file and

signed acknowledgement
receipt
 Republic of the Philippines
BANGSAMORO AUTONOMOUS REGION IN MUSLIM MINDANAO
MINISTRY OF PUBLIC ORDER AND SAFETY
Givfrell Bldg., Gov. Gutierrez Ave., RH 7, Cotabato City

1. Outgoing Communication
2. Incoming Communication
 Invitation Letter
 Memorandum Order
 Memorandum Circular
 Transmittal Letter
 Resolution
 Audit Memorandum Observation (COA)
 Annual Financial Report (COA)
 Newsletter/Brochure/Calendar

3. Internal Communication/Documents/Issued by head

 Memorandum
 Office Order
 Travel Order

4. Other documents
 BAC Resolution
 Activity Design
 Activity Report
 Contract
 Guidelines
 Republic of the Philippines
BANGSAMORO AUTONOMOUS REGION IN MUSLIM MINDANAO
MINISTRY OF PUBLIC ORDER AND SAFETY
Givfrell Bldg., Gov. Gutierrez Ave., RH 7, Cotabato City

OFFICE ORDER NO.: _____

Series of 2023

TO : ALL DIVISION, SECTION, UNIT and

CONCERNED PERSONNEL
This Ministry

FROM : OFFICE OF THE MINISTER

This Ministry

SUBJECT : SUBMISSION OF RECORDS INVENTORY REQUIRED

BY
NATIONAL ARCHIVE OF THE PHILIPPINES (NAP)

DATE : March 08, 2023

1. In line with the intention of the Ministry to continually improve its Records and
Archival Management, all divisions, sections, and units are hereby requested to
submit Records Inventory using the National Archives of the Philippines (NAP)
Form 1.

2. This initiative is in compliance with the Rules and Regulations developed under
the provision of Republic Act 9470 or the National Archives of the Philippine Act
of 2007 namely:

a. NAP General Circular 1 series of 2009 Rules and Regulations Governing the
Management of Public Records and Archives Administration; and

b. NAP General Circular 1 series of 2009 Guidelines in the Disposal of Valueless

Records in the Government Agencies.

3. For consolidation purposes and preparation of the final report of inventory,

kindly submit your compliance to email address, mpos@bangsamoro.gov.ph on
or before March 13, 2023.

4. The Records Management Improvement Committee (RMIC) shall evaluate the

same prior to submission to NAP.

5. For strict compliance.

HUSSEIN P. MUÑOZ
Minister