Page 143 - ADMINISTRATIVE MANUAL

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Rule 5. Appraisal Examination of Disposable Records

Upon receipt of the request for authority to dispose of records, the Chief of the current
Records Division, acting for the director, shall assign a Records Management Analyst to
appraise and examine the disposable records of the requesting agency and recommend the
manner or method of disposal, such as by burning or direct sale or shredding before sale in
the prescribed form (Form 4).

Rule 6. Authority to Dispose

6.1 The Director of Records Management and Archives Office, acting for the Secretary
of DECS with the concurrence of the Head of the agency concerned, is authorized
to direct destruction or disposal of records in accordance with the recommendation
of the Records Management Analyst of the Records Management and Archives
Office who appraised the records.
6.2 The Director of the Records Management and Archives Office shall issue the
authority to dispose of records and the manner of disposal using the prescribed
form (Form 5).
6.3 All records pertaining to claims and demands by the government of the Philippines
either as a debtor or creditor, and are required to be audited by the Commission on
Audit shall not be destroyed or disposed of by any entity under the authorization
granted without the necessary clearance from the Commission on audit, certifying
among other things that the records for disposal are not involved in any case.

Rule 7. Custody of Valueless Records

The Records Officer who is in custody of the records holding of an agency shall be
responsible for the safekeeping of the valueless records until its disposal is authorized.

Rule 8. How Disposals are to be accomplished

8.1 The Records Management and Archives Office together with the representative of
DECS and the COA may reappraise and re-examine records for disposal as the
need arises.
8.2 To safeguard the sanctity of the records and to check that the records to be
disposed are of the same records which were appraised and examined and that no
insertions have been done, the actual disposal of records shall be witnessed by
representatives of the agency concerned, the RMAO and COA.

Rule 9. Authority to Conduct Public Bidding

9.1 Each agency shall conduct public bidding for the disposal of valueless records
once a year following the pertinent provisions on public bidding and awarding of
contracts of P.D. 1445. Preferably, the public bidding should be conducted
towards the end of the calendar of the winning bidder shall be in January of the
following year.
9.2 The Records Management and Archives Office shall be furnished with a copy of
the contract.

Rule 10. Certificate of Disposal
10.1 A Certificate of Disposal (Form 6) shall be prepared in triplicate by the agency
concerned and witnessed by the representatives of the Commission on audit,
Records Management and Archives Office and the owning agency upon the