Page 132 - ADMINISTRATIVE MANUAL

132

GSIS Contract
Transcript of Records
Eligibility

RES – Research and Development

C. Records Servicing
Files are classified, filed and maintained in order that they can be promptly found and
charged out when requested by a unit or person who needs them.

Issuing Files – the procedure for drawing records from the files upon request depends on
circumstances. Only authorized official/personnel can draw other records. The most
important consideration, however is that the files should be found promptly and issued out to
the ones who need them. In drawing records, a File Control Slip must be filled up to prevent
the loss of borrowed records and to render continuing service to their users. No record shall
be drawn without approved request by authorities concerned where such record requested
shall be used in filing case an the like.

D. Records Disposition

Valueless records of any agency shall be disposed of selling or burning of valueless
records shall be adopted provided the requisites in disposing of records shall have been
satisfied. When authority to dispose is granted by the RMAO, the Records Officer of the
agency, COA and the RMAO, witness the disposal by sale or burning. In case of sale,
proceeds shall go to the Treasury of the Philippines.

Isabela State University
Echague, Isabela
December 7, 1987

Processing of Outgoing Signed Communications
- It is, likewise, the responsibility of the Records Division to process signed outgoing
communications in accordance with existing policy to include its classification, mode
of dispatch, and such other control precesses as may be needed for its easy
retrieval.

Issuance of Certified Copy
- As a general rule, only designated custodians of records, documents and papers of
the Agency is authorized to issue certified copy or certification of its authenticity,
which shall be based on the original document or official file.

Messengerial Services
- As a matter of general policy, the Records Division shall provide internal and external
messengerial service. It shall see to it that “URGENT”, “RUSH” and
“CONFIDENTIAL” communications shall be delivered to the addressees within 24
hours from receipt thereof.

Use of the file Classification Scheme
- As a matter of policy, classification of records and documents shall be based on
approved File classification Scheme and shall be the responsibility of the Head of the
Records Division or his authorized representative. No record shall be filed without
any classification.