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Processing of Outgoing Signed Communications
- It is, likewise, the responsibility of the Records Division to process signed outgoing
communications in accordance with existing policy to include its classification, mode of
dispatch, and such other control precesses as may be needed for its easy retrieval.

Issuance of Certified Copy
- As a general rule, only designated custodians of records, documents and papers of the
Agency is authorized to issue certified copy or certification of its authenticity, which shall
be based on the original document or official file.

Messengerial Services
- As a matter of general policy, the Records Division shall provide internal and external
messengerial service. It shall see to it that “URGENT”, “RUSH” and “CONFIDENTIAL”
communications shall be delivered to the addressees within 24 hours from receipt thereof.

Use of the file Classification Scheme
- As a matter of policy, classification of records and documents shall be based on approved
File classification Scheme and shall be the responsibility of the Head of the Records
Division or his authorized representative. No record shall be filed without any
classification.

Use of Cross-Reference Sheet
- When two or more persons or subjects are involved in a document, a reference sheet shall
be provided indicating the location of the official file. Should the document consist of only
one page, a Reproduction may be used for the purpose.

Use of Charged-Out Receipt/Card
- As a matter of general policy and for purposes of control and accountability, only
authorized personnel are allowed to have access or barrow records from the File Station.
Whenever necessary, a charged-out receipt/card shall be provided indicating the name
and office of the borrower and date it was borrowed, and the return of file.

Filing Procedures
- As a matter of policy and for purpose of standardization, all files shall not exceed one (1)
inch thick. Additional folder shall be provided for files in excess thereof.
- In addition, no records shall be filed without compliance with the other control processes,
such as cross-referencing, indexing, etc.

Handling of Administrative Issuances and Directives
- As a matter of policy, all signed administrative issuances and directives, regardless of
purpose, shall be processed in accordance with the following procedures:
- Register all issuances and directives in the form provided for the purpose, indicating the
type, number, date of issue, title/subject matter and such other relevant information
deemed necessary;
- Reproduce sufficient copies for dissemination and provide a copy for reference and back
up file purposes;
- Prepare title guides y types of issuances and directives in chronological order and provide
indices by subject, names of individuals and organizations as may be indicated;
- Maintain a separate filing system for originals of administrative issuances and directives;