Page 423 - AREA X_PPP_BSBM

➢ Describe the system procedures in the management of records in terms

of transfer of records from different offices to RMO; request of records
and records disposal.

• Incoming documents from different offices are forwarded to
the Records Office for evaluation, stamping and
assignment of document reference number. Documents
are stamped with date received by the receiving personnel.
Important information about the document is recorded in
the logbook including the origin, the particulars of the
request, the date of receipt, the office sent to and the date
of release. The communication is forwarded to Office of the
President for Administration and Support services
(OVPASS) or Office of the Vice President for Academic
Affairs (OVPAA) for recommending approval depending
upon the nature of the incoming communication. In the
event that there is a need for some clarification, or there
are some requirements that need to be complied,
OVPAA/OVPASS sends back the communication to the
Records Office. The Records Office in turn, sends the
communication back to the origin after the date of release
and remark/notation of the signing officer has been
recorded in the logbook. After complying with the
remarks/requirements, the document is then returned to
the Records Office after which the same document will
transmitted to OVPAA/OVPASS for recommending and
finally to the Office of the University President for approval.
Upon approval, the communication is returned to the
Records Office wherein the same shall be released to the
office concerned after such action of the document has
been recorded in the logbook including the date of release.

AREA X: Administration