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PROGRAM PERFORMANCE PROFILE

The person in charge of the records office is the Records Officer who is responsible for
recording and tracking of documents received and released in the university.

There are two major classifications of documents in the existing system. These are
correspondence and financial documents. These documents are entirely different from each
other, thus, they are recorded on separate logbooks.

On the other hand, correspondence are written communications which are further
classified into incoming and outgoing communication (See Figure 8). Incoming
communications are those coming from outside the office while outgoing communications are
those that originate from the office.

FLOW OF COMMUNICATION

Incoming documents are forwarded to the Records Office for evaluation, stamping and
assignment of document/reference number. Documents are stamped with date received and
initialed by the receiving personnel. (See Figure 8.1). 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. (See Figure 8.2). The communication
is forwarded to OVPASS or OVPAA for recommending approval depending upon the nature
of the incoming communication. Documents that are academic in nature are forwarded to
OVPAA while documents that are administrative in nature are forwarded to OVPASS for
appropriate action. Before signing however, the documents are checked if they are in order.
In the event that there is a need for some clarification, or there are some requirements that
need to be complied with, OVPAA/OVPASS send 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 be transmitted to OVPAA/OVPASS for recommending
approval and finally to the OP for approval.

Upon approval, the communication is returned to the Records Office wherein the same
shall be released to the office, individual concerned after such action of the

document has been recorded in the logbook including the date of release. (See Figure 8).

FINANCIAL DOCUMENTS

Included in financial documents are Request and Issue Voucher (RIV), Request for
Allotment (ROA), Disbursement Voucher (DV), and Payroll.

FLOW OF FINANCIAL DOCUMENTS

Financial documents usually start as a Request and Issue Voucher (RIV) or a
Disbursement Voucher (DV) coupled with Request for Allotment (ROA). Upon submission to
the Records Office, the Records Officer evaluates all the documents (See Figure 7.1). All
required signatures and required documents are scrutinized as to completeness. RIV with
incomplete requirements are sent back to origin. After ascertaining the completeness of

Area X: Administration