Page 44 - PARAMETER E

Part 1- Administrative Manual

CHAPTER 4
ADMINISTRATIVE SYSTEMS AND PROCEDURES

4.1. Service Units Functional Chart (Sample)

University President

VP – Admin and Finance

Director, Dept. of Director, Dept. of Finance
Administrative Services Services

Head, Records Head, Head, Supply Head, Budget Head, Accounting Head, Cash
Section Administrative Section Section Section Section
Section

Stakeholders

4.2. Department of Administrative Services
This office is headed by the Director for Administrative Services of the University. Its basic
functions are: 1) Assist the University President and other officials implement the policies, rules and
regulations promulgated by the University, Civil Service Commission, Commission on Higher Education,
and other general laws governing the University on administrative functions; 2) Assist the University
officials to plan and coordinate administrative functions; and 3) Directly supervise the following
offices: Records Section, Administrative Section and Supply Section.

4.2.1. Records Section

It is the policy of the University to strictly adhere to the efficient, effective and economical
implementation of the records management program as it is a vital tool for the provision of accurate
and timely information whenever and wherever it is needed in the University system. The office in-
charge of records management is the records section headed by the Records Officer III or Section
Head (if by designation).

4.2.1.1. Records Creation:
4.2.1.1.1. It is the phase of the organizational operations where exchange of written communications
between two sources occurs, thereby starting the life cycle of the record. This may be in the
form of either: 1) incoming communications coming from outside the office; or 2) outgoing
and/or intra-department communications originating from the office.
4.2.1.1.2. Records are generally grouped into four (4) kinds:
4.2.1.1.2.1. -Correspondence (Plain letters, Endorsements);
4.2.1.1.2.2. -Administrative Issuances (Executive Orders, Administrative Orders, Proclamations, Intra-
Office Circulars like Office Circulars, General Circulars, Memorandum Circulars, Office
Memorandum, Office Orders, Bulletins, Manuals, Handbooks, Special Orders, Travel Orders);
4.2.1.1.2.3. -Reports (Special, narrative, inspection, investigation, statistical, etc.);
4.2.1.1.2.4. -Forms (Information sheets, service record, employment application, etc.); and
4.2.1.1.3. Other kinds of records such as legal opinions, research studies, minutes, etc. may be created.

4.2.1.2. Records Maintenance:

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IFSU Code