Page 133 - ADMINISTRATIVE MANUAL

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Use of Cross-Reference Sheet
- When two or more persons or subjects are involved in a document, a reference sheet
shall be provided indicating the location of the official file. Should the document
consist of only one page, a Reproduction may be used for the purpose.

Use of Charged-Out Receipt/Card
- As a matter of general policy and for purposes of control and accountability, only
authorized personnel are allowed to have access or barrow records from the File
Station. Whenever necessary, a charged-out receipt/card shall be provided indicating
the name and office of the borrower and date it was borrowed, and the return of file.

Filing Procedures
- As a matter of policy and for purpose of standardization, all files shall not exceed one
(1) inch thick. Additional folder shall be provided for files in excess thereof.
- In addition, no records shall be filed without compliance with the other control
processes, such as cross-referencing, indexing, etc.

Handling of Administrative Issuances and Directives
- As a matter of policy, all signed administrative issuances and directives, regardless
of purpose, shall be processed in accordance with the following procedures:
- Register all issuances and directives in the form provided for the purpose, indicating
the type, number, date of issue, title/subject matter and such other relevant
information deemed necessary;
- Reproduce sufficient copies for dissemination and provide a copy for reference and
back up file purposes;
- Prepare title guides y types of issuances and directives in chronological order and
provide indices by subject, names of individuals and organizations as may be
indicated;
- Maintain a separate filing system for originals of administrative issuances and
directives;
- Provide the UP Law Center with copies of administrative issuances pursuant to the
provisions of the Administrative Code of 1987; and
- Maintain a separate filing system of laws and issuances received from other
government agencies.

Handling of Non-current Records/Records Center Operations
- As a matter of policy, the Head of the N-CRSA shall have the responsibility to
transfer all materials with continuing value as determined by the RMIC to have
Archives for posterity. Such transfer shall be accompanied by an inventory list.

Protection of Records
- Records and documents shall be provided with preventive and protective measures
in order to safeguard from unauthorized and indiscriminate disclosure, damage,
destruction and loss in all stages of the life cycle of records depending on its
classification. Records classified as routine shall be given normal protection while
records classified as confidential or vital shall be provided with normal protection plus
protection.

Disposal of Obsolete Records
- It shall be the responsibility of the Head of NCRS to invite the attention of the Head of
the Records Division to recommend to the RMIC and Head of the Agency the
disposal of records and documents after their retention period have elapsed and
ceased to have administrative, fiscal, legal, research or historical values, taking into
account the guidelines prescribed under DECS Order No. 13-A, series of 1998 and in
accordance with the Departments RRDS.