Page 163 - Area 10 - PPP

2. IMPLEMENTATION

 Composition and services of the Records Management Office (RMO) in
terms of records creation and generation; records transmission, records
maintenance and use; records disposal and records disaster recovery

IFSU adopts the standard operating procedures of record keeping such as:
Records Creation, maintenance, Classifying and Filing, Records Disposition,
and Reference Service found at IFSU Code Administrative Manual Chapter 4
line 4.2.1.1 to 4.2..5.2.5. It has been supported with Office Order 19-2014
followed by Executive Order No. 4-2019 issued by the University President the
Regulations in the submission and delivery of communication, correspondences
and documents.

OFFICE OF THE UNIVERSITY PRESIDENT

EXECUTIVE ORDER NO. 04, s. 2019

SUBJECT Regulations in the submission and delivery of Communications
and correspondences (Incoming and Outgoing)

1. In line with the University's Goal to pursue excellent public service and good governance,
there is a need to adhere to the efficient, effective and economical management (recording,
sharing, and utilization) of all official communications/ correspondences received and sent
out by various offices in the University system.

2. In view of this, the following must be observed, to wit:

A. ROUTING/ DELIVERY PROCEDURE

A. 1. All communications/ correspondences intended for the University whether
addressed to the University President or any other official of the University
should be submitted to the Records Section for recording and routing to the
proper office/ concerned employee for their information or appropriate
action;

A.2. The Records Section personnel are the only persons authorized to route/ deliver
official communications they receive to offices or action units;

A.3.It is strictly prohibited for interested/ requesting parties to hand carry or directly
deliver their communications to any office or individual in the University except
personal and unofficial communications/correspondences;
A.4. Follow-ups to correspondences/ communications should then be made to the
Records Section and not directly to the action units/ offices;

A.5 All communications that do not follow the above stated regulations are then
deemed unofficial and are without the knowledge and the responsibility of the
University.