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PROGRAM PERFORMANCE PROFILE

Non-Record Materials Defined

Non-record materials that should be maintained separately from record materials:

1. Library materials acquired by an entity solely for the information and use of its staff and
the public and not created or received by its incidental to the transaction or public
business.
2. Museum materials acquired and preserved solely for exhibition.
3. Documents submitted for copyright.
4. Models submitted in connection with application for patents.
5. Processed or published materials received from other agencies or offices which require
no action and are not required for documentary purposes.
6. Catalogues, trade journals, and other publications or paper received from other
government agencies, commercial firms or private institutions which require no action
and are part of a case upon which action is taken.
7. Reproduction materials such as stencils, hectograph masters and offset plates.
8. Stocks of publications or unused forms that are kept for supply purposes only.

Non-Record Materials which can be discarded as soon as they are read and should never
reach the filing cabinet:

1. Extra copies of documents preserved solely for convenience of for reference.
2. Transmittal letters and acknowledgment which do not add any information to the
materials transmitted.
3. Requests for printed materials after the requests have been filled.
4. Informal notes, worksheets or rough draft of letters, memoranda or reports that do not
represent basic steps in the preparation of documents.
5. Working papers, preliminary drafts and other similar materials which are summarized in
final or other forms which has no evidential or information value once action has been
completed.
6. Shorthand notes, including stenographic notebooks and stenotype tapes and dictating
media which has been transcribed.
7. Miscellaneous notices of agency affairs and employees’ meetings or holidays.
8. Tickler or follow up correspondence

THE RECORDS OFFICE

The Records office serve as the receiving and releasing arm of the university for official
correspondence, reports, memorandum and financial documents. It assigns reference number
for each document received to identify the communication and the date of receipt as well as to
facilitate recording and location of communication. Moreover, it

facilitates the fast transmission and routing of communication to the next action unit. It
authenticates, classifies, indexes, and files official documents of the university. It is also
responsible for the disposing papers that are no longer needed in accordance with the existing
rules and regulations. It also monitors the weekly accomplishment of administrative personnel
and submits reports to OVPASS. Finally, it provides accurate information on the exact location
or status of document within the offices of the administration.

Area X: Administration