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                   c)  Delivery to action units

                       1)  Recorded  communications  shall  be  acknowledged  by  duly-assigned  clerks  in  the
                          division, etc.
                       2)  The receiving clerks shall sign their initials and place the date of receipt.

                   d)  Classifying and Filing of Records
                       1)  Records should first be classified according to their subject classification. Determine
                          whether the records are ready for filing. The file copy is marked “File” or “Released”
                          and signed or initialed by the appropriate official to show the paper has been officially
                          released and is ready for filing. Select from the file classification guide the appropriate
                          classification for the file by which it will be requested for later. After the papers have
                          been classified, sorted and assembled, file the material.

                   B.  The Functional subject-Alphabetic Filing System shall be adopted wherein the records are
                       arranged by subject covering all activities of the organization and the functions of the
                       agency.  Records  are  filed  under  a  major  subject,  which  is  subdivided  into  primary
                       classification. This system retains the simplicity of the alphabetic arrangement of subject
                       titles and brings together related subjects. The following shall be followed:

                          1)  Analyze the functions of the agency
                          2)  Make a list of all these functions and arrange them alphabetically
                          3)  Make a list of all subject topics pertaining to each function
                          4)  Make a list of correlated

               After completing these steps, prepare a File Classification Guide. This guide will help determine
               consistently the proper file designations of materials to be filed. The necessary guide tabs and
               folder labels can be prepared for each of the subjects. The following File Classification Guide shall
               be adopted.

               FILE CLASSIFICATION GUIDE

               ADM – Administration and Management
                       Administrative Issuances
                       Circulars
                              General Circulars
                              Memorandum Circulars
               Directives
               Manuals and Codes
                       Administrative Code
               Orders
                       Administrative Orders
                       Special Orders


               PER – Personnel Administration
                       Appointments
                       Conduct
                              Complaints, Charges
                              Disciplinary Action
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