Page 14 - SDO1 Pang Housekeeping Guidelines V1

RECORDS FILING PROCEDURES AND GUIDELINES

1. There shall be an assigned focal person for Records

Filing System in every office. The assigned focal person

shall sort the documents into necessary and unnecessary

files to help him/her decide on what to dispose and what

to keep.

2. Documents that met their retention period based on the

guidelines of National Archives of the Philippines shall be

disposed.

3. Documents shall be placed in color-coded file boxes

(Red–Building #3, Blue–Building #2, and Green–Building

#1), properly labeled using the uniform font style, size and

color and shall be kept inside the file cabinet. They can

be arranged according to the following ways:

A. ALPHABETICAL – “natural way to file” (Name,

subject or the important item)

i. Alphabetic Subject Filing (by subject matter)

ii. Alphabetic Name Filing (by name of individual

or organization)

iii. Alphabetic Location Filing (by geographical

location)

B. NUMERICAL/NUMERIC FILING – by the

number assigned to records

C. CHRONOLOGICAL – by the date of the records

9