OFFICE OF THE UNDERSECRETARY

GENERAL ADMINISTRATION AND SUPPORT SERVICES GROUP

AS-GF-01 | REV 00 / 17 JUN 2019

OFFICE TABLE STANDARD SET UP

Option #1

A
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L
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Option #2

A
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PAGE 1 of 18

DSWD Central Office, IBP Road, Batasan Pambansa Complex, Constitution Hills, Quezon City, Philippines 1126

Website: http://www.dswd.gov.ph Tel Nos.: (632) 931-8101 to 07 Telefax: (632) 931-8191

 AS-GF-01 | REV 00 / 17 JUN 2019

Option #3

Note: Paper tray shall be placed at the opposite side of the desktop and the pedestal is placed
underneath the paper tray.

Option #4

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DSWD | GASSG | ADMINISTRATIVE SERVICE
 AS-GF-01 | REV 00 / 17 JUN 2019

PAPER TRAY
Font Style: Arial, BOLD
Font Size: 34
Paper Color: White

MOBILE PEDESTAL
office supplies
Font Style: Arial, BOLD
Font size: 30
Paper Color: White

personal files

personal belongings

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DSWD | GASSG | ADMINISTRATIVE SERVICE
 AS-GF-01 | REV 00 / 17 JUN 2019

DESKTOP WALLPAPER
(Quality Policy)

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DSWD | GASSG | ADMINISTRATIVE SERVICE
 AS-GF-01 | REV 00 / 17 JUN 2019

NAME TAG

COLOR-CODED FILING SCHEME

ADMINISTRATIVE
RECORDS
FINANCIAL LEGAL
RECORDS RECORDS

Pink Orange Red

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DSWD | GASSG | ADMINISTRATIVE SERVICE
 AS-GF-01 | REV 00 / 17 JUN 2019

PERSONNEL SOCIAL
RECORDS SERVICES
RECORDS

Yellow Green

FILE CLASSIFICATION GUIDE-STANDARD FILE

(Please refer to the RDS for the complete list of records series title and description)

Administrative Social Service

Financial Records Legal Records Personnel Records
Records Records
Accreditation/
Acknowledgement Licensing and
Advices Applications
Receipt Registration Files
- Release of Notice Affidavit of Loss -Employment/ Position
-Equipment -Application with
of Cash Allocation -Leave of Absence
-Supplies Supporting
Documents
Adoption Files
-Adoption Decree
-Affidavit of consent
Allotment Document -Certificates
Bidding Documents
- Advice of Allotment Declaring Child is
-Abstract
-Agency Budget Legally Available for
-Brochure/ Portfolio
Matrix Cases Adoption
-Invitation
-Plan of Work and - Administrative Certificates of -Certificate of
-Minutes
Request for - Land Dispute Appearance Foundling
-Pre/Post
Allotment - Litigated Cases - Court Decision
Qualification
- Special/Sub -Inter-Country
-Publication
Allotment Release Adoption Clearance
-Proposal
Order (SARO) -Pre-Adoption
Placement Authority
-Referral/
Communication

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 AS-GF-01 | REV 00 / 17 JUN 2019

Administrative Social Service

Financial Records Legal Records Personnel Records
Records Records
Audit Observation Case Tapes/
Building Plans Contracts of Service Books
Memoranda Documentary Films
Books of Original
Entry
- Journal
- Analysis of
Deeds
Obligation Complaints/
-Donation (Building/ Daily Time Records Brochures
- Bills Rendered Protests
Cash)
- Collection and
Deposit
- Disbursement
Journal
Case Folders
-Centers and
Residential care
Directories of Officials/ Facilities
Delivery Receipts Budget Allocations Contracts
Employees -Client
-Foster Care
Placement

Directives/Issuances
Certificates
-Executive Order
- Client Eligibility
-Administrative
- Travel Issued to
Order
Checks and Check Employee Interview Minor
-Memorandum Court Order
Stubs Records - Registration and
Circulars
License to Operate
-Special Order
- ISO 9001: 2008
-Budget Circulars
Certification Files
General Circulars
Gate Pass
Control Logbooks of
-Equipment
Daily Cash Reports Legal Opinions Leave Credit Cards Minors Travelling
-Locator Slip
Abroad
-Vehicle
Directories
General
- DSWD
Correspondence/
Logbook - Local Government
Communications
Deposit Slips Petitions -Attendance Unit (LGU) Centers
-Letters
-Clearance Issued and Facilities
-Memoranda
- Non-Government
-Advisory
Organization (NGO)
Inventories
Financial Reports of
-Equipment
Operations
-Property Proceedings Medicine Ledger Disaster Statistics
-Balance Sheet
-Records
-Statement
-Supplies
Land Titles General Quasi-Judicial Performance Foreign Donation
Appropriations Appraisal/Evaluation Files
Rating Files - Acceptance Letter
- Certificate of
Understanding

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 AS-GF-01 | REV 00 / 17 JUN 2019

Administrative Social Service

Financial Records Legal Records Personnel Records
Records Records
- Deeds of Donation
- Import Declaration
- Letter of Intent
- Note Verbale
- Packing List
- Plan of Distribution
- Requests for Tax
Exemption of NGO
Logbooks
General Intake Sheet
-Gate Passes Performance
General Payrolls Resolutions and other Supporting
-Incoming/Outgoing Contracts
Documents
Communication
Information Files
- Article of Publication
Minutes of Meeting Personal Data Information/
Subpoenas
-Board Index of Payments Sheets/Curriculum Education/
-Duces Tecum
-Staff Vitae Communication
(Briefing Material)

Permits Personnel Folders Master lists

-Building Journal Entry (201 Files) -Client Served
-Demolition Vouchers -Appointment -Registered Pantawid
-Electrical -Assumption to Duty Beneficiaries
-Tree Balling/Cutting -Certification of Leave -Senior Citizen
Plans Monthly Balances
-Action Settlements of -Clearance from Memorandum of
-Annual Monthly Subsidiary Property and Money Agreement (MOA)
Procurement Ledger Balance Accountabilities (for
Notices transferees)
- Cash Allocation -Contracts of Services-
(NCA) -Copies of Diploma,
- Cash Commendations and
Disbursement Awards Procedures on
Purchase Orders
Ceiling -Copies of Disciplinary Advocacy Materials
- Disallowance Actions (if any)
- Fund Transfer -Copy of Marriage
- Transfer Contract (if Applicable)
Allocation (NTA) -Designations
-Medical Certificate
Programs/Project
-NBI Clearance
Files
-Notices of Salary
-Design
Physical Financial Adjustments/
-Guidelines
Purchase Requests Plans and Targets Increments
-Manual
-Oaths of Office
-Plan
-Personal Data Sheet
-Proposal
-Position Description
Forms
Reports Reports Plantillas of Personnel Raw Data (Surveys)
-ENERCON - Disbursement
- Monthly/Quarterly/ - Liquidation
Semi-Annual - Monthly Report of

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 AS-GF-01 | REV 00 / 17 JUN 2019

Administrative Social Service

Financial Records Legal Records Personnel Records
Records Records
Detailed Utilization
-Supplies Issued of Sub-Allotment
-Vehicle Report - Reports of
-Waste Material Accountability for
Accountable Forms
Report
Requests
-Annual Physical
- Cash Advance
Examination Result
Requests - Fund Transfer
-Grievances
-Non-Routine - Obligation of Referrals
-Medical and dental
-Routine Allotment
Records
-Realignment of
-Monthly Reports on
Fund
Movement of Positions
Reports
- Monthly/Quarterly/
Semi-Annual
- Core Shelter
Assistance Project
Inventory
Requests - Disaster Operation
-Approval of Report
Promotion - Hoe Study Report
Statements
Routing Slips -Create or Fill Vacant (financial assistance)
-Accounts Payable
Positions -LGU/NGO Reports
-Identification Card - Progress/Status
-Reinstatements (Program/Training)
- Social Case Study
Report (for financial
assistance)
- Status of Client
Served

Request
Statements of
Requests for -Counselling
Schedule of Allotment,
Accumulated Leave -Deputation
Activities Obligation and
Credits -Realignment
Balances (SAOB)
-Retainer Lawyer
Travel Documents Statements of Assets, Researches/Case
-Authority Vouchers Liabilities and Net Studies (Output)
-Order Worth
Work and Financial
Trip Tickets Training Files Statistical Reports
Plans

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 AS-GF-01 | REV 00 / 17 JUN 2019

FILE CLASSIFICATION GUIDE-DIGITAL FILE

(Please refer to the RDS for the complete list of records series title and description)

Administrative Social Service

Financial Records Legal Records Personnel Records
Records Records
Acknowledge Audit Observation Affidavit of Loss Application Accreditation/
Receipts Memorandum L-AOL P-APPL Licensing and
A-ACKNOW F-AOM Registration Files
SS-RLA
Administrative Order Billing Statement Case Tapes/Films Certificates Adoption Files
A-AO F-BS L-CT/F P-CERT SS-AF
Applications Checks Cases Contracts of Service Booklets of Minors
A-APP F-CHECKS L-CASE P-COS Travelling Abroad
SS-MTA
Bidding Documents General Payrolls Complaints/ Daily Time Records Books
A-BID F-GP Protests P-DTR SS-BOOK
L-CMPLNTS
Building Plans Notice of Cash Proceedings Directories Brochures
A-BLDG Allocation L-PRCDNGS P-DRCTRS SS-BRCHRS
F-NCA
Certificates Notice of Cash Subpoenas Individual Case Folders
A-CERTS Disbursement L-SUB-POE Performance Contract SS-CF
Ceiling P-IPC
F-NCDC
Chart Notice of Individual IEC Materials
A-CHRT Disallowance Performance Contract SS-IEC
F-NOD Rating/Review
P-IPCR
Delivery Receipts Notice of Fund Leave Credit Cards Information Files
A-DR Transfer P-LCC SS-IF
F-NTF
Directives/Issuances Notice of Transfer Notices Manuals
A-DIR Allocation P-NOT SS-MANUAL
F-NTA
General Obligation Request Organizational Chart Memorandum of
Correspondence/ and Status P-OC Agreement
Communications F-ORS SS-MOA
A-COMM
Insurances Report Performance Contract Modules of Training
A-INSUR F-REP P-PC SS-MOT

Inventories Request for Cash Personal Data Sheets Operations Manual

A-INVT Advance P-PDS SS-OM
F-RCA
Invitation Request for Personnel Folders News Letters
A-INV Obligation of P-PF SS-NEWSLET
Allotment
F-ROA
Invoices of/and Special Budget Statements of Assets, Poster
Receipts F-SPBUD Liabilities and Net SS-POSTER
A-IR Worth
P-SALN
Job Orders Sub Allotment Training Files Project Proposal
A-JO Release Order P-TF SS-PP
F-SARO
Land Titles Statements of Raw Data (Surveys)
A-LT Allotment, SS-RWDS

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 AS-GF-01 | REV 00 / 17 JUN 2019

Administrative Social Service

Financial Records Legal Records Personnel Records
Records Records
Obligation and
Balances
F-SAOB
Lists Payroll Referrals
A-LST F-PYRLL SS-RFRLLS
Memorandum Trial Balances and Solicitation Permits
Circular supporting SS-SP
A-MC Schedules
F-TBSS
Minutes of Meeting Voucher Statistical Reports
A-MOM F-DV SS-SR
Project Procurement Work and Financial Training Proceedings
Management Plan Plans SS-TP
A-PPMP F-WFP
Purchase Orders Weather Bulletin
A-PO SS-WB
Purchase Requests
A-PR
Reports
A-REP
Requisition and
Issue Slips
A-RIS
Schedule of
Activities
A-SOA
Special Order
A-SO
Travel Documents
(Authority)
A-TD
Trip Ticket
A-TT

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DSWD | GASSG | ADMINISTRATIVE SERVICE
 AS-GF-01 | REV 00 / 17 JUN 2019

RECORDS MANAGEMENT FILING SYSTEM

FILE BOX

Office Name
1st line –Font Style - Arial, Bold Font Size – 12
SOCIAL WELFARE Division / Section / Unit
INSTITUTIONAL BUREAU 2nd line – Font Style - Arial, Font Size - 10
Capacity Building Division

TRAINING Records Series Title and Description based

on RDS/GRDS

FILES
Font Style- Arial, Bold, Font Size - 36

Trainor’s
Specific File Name
Training Font Style - Arial, Bold, Font Size - 26

(Batch 1)

Year – Period Coverage

2019 Font Style- Arial, Bold, Font Size - 36

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 AS-GF-01 | REV 00 / 17 JUN 2019

FILE BOX

ADMINISTRATIVE SERVICE RESOURCE GENERATION AND

Records and Archives Management Division MANAGEMENT OFFICE

GENERAL PROGRAMS/
CORRESPONDENCE/
COMMUNICATIONS
PROJECT FILES
 Guidelines
DSWD Field Offices  Proposal
 I, II, III, IV-A and V

2019 2017-2018

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 AS-GF-01 | REV 00 / 17 JUN 2019

ADMINISTRATIVE SERVICE ADMINISTRATIVE SERVICE

Records and Archives Management Division Records and Archives Management Division
Records Processing Section Records Maintenance and Management Section

 DIRECTIVES/
ISSUANCES
REQUESTS
 GENERAL
CORRESPONDENCES/ Freedom of
COMMUNICATIONS Information
(Incoming/Outgoing)
(FOI)

June – December 2017 January-December 2019

SUSTAINABLE ADMINISTRATIVE SERVICE

Records and Archives
LIVELIHOOD PROGRAM Management Division
Records Processing Section

ADMINISTRATIVE
ADMINISTRATIVE
RECORDS
RECORDS
 BIDDING
DOCUMENTS
GENERAL
CORRESPONDENCE/  GENERAL
COMMUNICATIONS CORRESPONDENCES/
COMMUNICATIONS
(Field Offices) Digitization Project
Phase 3

2022
2019-2022

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DSWD | GASSG | ADMINISTRATIVE SERVICE
 AS-GF-01 | REV 00 / 17 JUN 2019

FILE FOLDER
(with taglia lock)

ADMINISTRATIVE FINANCIAL LEGAL SERVICE

SERVICE MANAGEMENT SERVICE Legal Management Division
Office of the Director Accounting Division
PERFORMANCE
CONTRACTS
 BGMD
VOUCHERS CASES
(Building and Grounds

 Service
Management Division)

 GSD Administrative
(General Services Division)

 PSAMD
Providers/ (Decisions)
Property, Supply and Asset
Management
Suppliers
 RAMD
(Records and Archives
Management Division)
Jan – Mar
Jan - June 2019 2019
2019

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 AS-GF-01 | REV 00 / 17 JUN 2019

LOOSE LEAF
(for financial records)

FINANCE AND FINANCE AND

MANAGEMENT MANAGEMENT
SERVICE SERVICE
Cash Division Cash Division
Disbursement for Regular Disbursement for Special
Programs Unit Project Unit

GENERAL
LIST CORRESPONDENC
E
/COMMUNICATIONS
 Due and
Demandable  Transfer of Cash
Accounts Grants
Payable-Advise
to Debit Accounts
(LDDAP-ADA)
Bank Validated

2019
2019

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DSWD | GASSG | ADMINISTRATIVE SERVICE
 AS-GF-01 | REV 00 / 17 JUN 2019

Card Box

Expanding Envelope

Steel Filing Cabinet

Corrugated Box

HUMAN RESOURCE MANAGEMENT AND

DEVELOPMENT SERVICE
Personnel Administration Division

LEAVE CREDIT CARDS

 Field Offices I, II, III and IV-A
2019

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 AS-GF-01 | REV 00 / 17 JUN 2019

FILE FOLDER
REPORTS 2019
Monthly/Quarterly/Semi-Annual

REPORTS 2019
 Monthly/Quarterly/Semi-Annual

NOTE :

 File Labelling: This is the actual size of file label, you may refer to the soft copy
forwarded via email to change the color and print this to colored paper to avoid
misused/wastage of printer ink. Place cursor in the selected file label box, click
Format AutoShape/Picture, Fill and select color white and print in colored
paper.
 Standard Font: ARIAL
 Font Size: may vary depending on the file container and file label
File Classification and/or Records Series Title and Description- must be 4 font
size higher than the Specific File Name. It should be of the same font size as
the year.
 File Container: may vary depending on the design procured and issued
supplies/equipment
If available file container is different from the given examples, find the nearest
appropriate labelling guide/sample.
 Color Filing Scheme: For economical purposes, please use appropriate
colored paper for printing file label.

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DSWD | GASSG | ADMINISTRATIVE SERVICE