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Rule 4. Request for Authorization

4.1 No agency shall destroy or sell record without having first secured authority from the
Director of the Records Management and Archives Office.
4.2 Each agency shall submit to the Records Management and Archives Office for (4) copies
of accomplished “Request for Authority to Dispose of Records” (Form 3).

Rule 5. Appraisal Examination of Disposable Records

Upon receipt of the request for authority to dispose of records, the Chief of the current Records
Division, acting for the director, shall assign a Records Management Analyst to appraise and
examine the disposable records of the requesting agency and recommend the manner or method
of disposal, such as by burning or direct sale or shredding before sale in the prescribed form
(Form 4).

Rule 6. Authority to Dispose

6.1 The Director of Records Management and Archives Office, acting for the Secretary of
DECS with the concurrence of the Head of the agency concerned, is authorized to direct
destruction or disposal of records in accordance with the recommendation of the Records
Management Analyst of the Records Management and Archives Office who appraised
the records.
6.2 The Director of the Records Management and Archives Office shall issue the authority to
dispose of records and the manner of disposal using the prescribed form (Form 5).
6.3 All records pertaining to claims and demands by the government of the Philippines either
as a debtor or creditor, and are required to be audited by the Commission on Audit shall
not be destroyed or disposed of by any entity under the authorization granted without the
necessary clearance from the Commission on audit, certifying among other things that
the records for disposal are not involved in any case.

Rule 7. Custody of Valueless Records

The Records Officer who is in custody of the records holding of an agency shall be responsible
for the safekeeping of the valueless records until its disposal is authorized.

Rule 8. How Disposals are to be accomplished

8.1 The Records Management and Archives Office together with the representative of DECS
and the COA may reappraise and re-examine records for disposal as the need arises.
8.2 To safeguard the sanctity of the records and to check that the records to be disposed are
of the same records which were appraised and examined and that no insertions have
been done, the actual disposal of records shall be witnessed by representatives of the
agency concerned, the RMAO and COA.

Rule 9. Authority to Conduct Public Bidding