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9.1 Each agency shall conduct public bidding for the disposal of valueless records once a
year following the pertinent provisions on public bidding and awarding of contracts of
P.D. 1445. Preferably, the public bidding should be conducted towards the end of the
calendar of the winning bidder shall be in January of the following year.
9.2 The Records Management and Archives Office shall be furnished with a copy of the
contract.

Rule 10. Certificate of Disposal
10.1 A Certificate of Disposal (Form 6) shall be prepared in triplicate by the agency
concerned and witnessed by the representatives of the Commission on audit,
Records Management and Archives Office and the owning agency upon the delivery
of the disposable records to the paper mills or warehouse of the winning bidder.
10.2 The Certificate shall indicate the nature of the records, the manner, place and date
of disposal and their approximate volume in cubic meters and weight.
10.3 The original copy goes with the agency concerned, a copy for the Records
Management and Archives Office and a copy for the Commission on Audit.
10.4 Each agency shall submit a report on the disposal of valueless records to the Records
Management and Archive Office.

Rule 11. Proceeds of Sale
All proceeds realized from the sale of disposal of valueless records shall be remitted either to the
National Fund, to the Local Government Fund, or to the Corporate Fund.

Rule 12. File Breaks and Disposal Periods

12.1 Each agency shall determine when to have its file breaks. File breaks are generally set
during the slack periods of filing and servicing. A file break may be set at the end of the
fiscal year or calendar year.
12.2 Records shall be disposed of periodically, usually once a year, soon after a file break.

ARTICLE IV – PENAL PROVISIONS

Rule 13. Any act or omission in relation to the rules and regulations promulgated in the guidelines
shall be punishable under the provisions of Article 226, 234 and 235 of the Revised Penal Code
or any specific rule which may be considered a violation of the specific provision of criminal laws
without prejudice to the filing of administrative case against the offender.

ARTICLE V – MISCELLANEOUS PROVISIONS

Rule 14. Repealing Clause
All orders, rules and regulations or part thereof, which are inconsistent herewith are hereby
repealed or amended accordingly.

Rule 15.Effectivity
This Department Order shall take effect fifteen (15) days after its publication in the Official
Gazette.

Published in the Official Gazette Volume 84, No. 10 dated March 7, 1988