Beruflich Dokumente
Kultur Dokumente
LAW CENTER
~ASTERCOPY
1.0
OBlECfIVES
a) To provide guidelines on disposal :Ofvalueless records/documents;
b) To secure records/documents which are still within the retention
period; and
I
c) To decong.est the record storage rooms from unnecessary
records/documents.
2.0
COVERAGE
This Order covers all records created and used by the Bureau of Customs
(BOC).
I
3.0
ADMINISTRATIVE PROVISIONS
The determination of whether a record is eligible for disposal or not shall
be based on the existing General Records Disposition Schedule (GRDS),
Annex "All and the BOC Records Disposition Schedule (RDS), Annex "B".
4.0
OPERATIONAL PROCEDURES
a) The Administrative Staff of the office/division/port/subport
shall
prepare the National Archives of the Philippines (NAP) Form No. 3 REQUEST FOR AUTHORIlY TO DISPOSE OF RECORDS in five (5)
copies. (NAP Form attached as Annex "C").
b) The prepared and duly signed request shall be submitted to the Chief,
Central Records Management Division (CRMD) who shall transmit the
same to the NAP.
c) Upon receipt of the approval of the request, the Chief, CRMD shall
inform the head of the office/division/portjsubport
concerned.
el G. De Jesus
SVCOO
CRMD-BOC
~A?TER
C~py
CMO Il-UllsP 2
5.0
MISCELLANEOUS
PROVISIONS
Secretariat
and
6.0
EFFECTIVITY
This Order shall take effect immediately.
.--:="rrE:R
'" 't'"
UN'~Tl' ONAtAOMINiSTRATIVE REGISTER
OFFICE 01 the "I
AOMINISTRATIV~ RU~ES
AND REGULA,IONS
w~,
ALBERTO D. LINA
~ Commissioner
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23. 200[i
MARCH
NATIONAL
PamNngng
GENERAL
GAZETTE
Slnupan
lIg
PllIpinas
common
$'ri~s 2009
ITEM
NUMBER
..
ADMINISTRATIVE
MANAGEMENT
AUTHORIZED
RETENTION PERIOD
ano
RECORDS
Acknowledgmenl
Reccip~
BrochureslLflilflelsIPhamplel5
:I
Calendars/Schedules
Certincales of AppearancelClearances
reccrcs series
I year
Certificalions
1 year
Chal'lS
PERMANENT
Functional
Organizalional
7
Correspondences
Non-roUllnlt
To beliled
Routine
2 years
Delivery Receipts
2 years
OireclQries 01 EmploYfleslOfficials
\0
FOilsibili1y Sludies
PERMANENT
i. implemenled.
olherwise
Gale Passes
6 months
12
InQuiries
13
Issuances
Issued by or 'or lI1e head 01 agency
documenting
PERMANENT
polieioslfunctiOn$/
or
instruction
1~
LIsts
Associations
Committees
Cooperallve:;
svcoo
CRl\1D -BOC
""'C
~MASTER
COpy
r 4
CWlO H -l,Ol~
TIME:
OFFICIAL GAZETTE
1730
ITEM ~\
"UMBER
RECORDS
..:on! 14\
AUTHORIZED
I
I
RETENTION
PERIOD
O:mc:(s
:.la11ing
I
I
l.
LISIS
...
Transmittal
r-
recoros senes
Olhers
If:
Logho"ks
Incomlng!OUIQOIOQ Correspondences
Vnr..ilors
O,dlnilry
VIP
Otners
\
16
II
17
enlry
entry
Manuals
PERMANENT
MeclIngs!ProceedlOg:;
AgenCla
Files
1 year
Minules
OOilrdlExeculive
Committee
PERMANENT
SlaH
NOllces
I year
I year
'8
OffiCial Gazelles
PERMANENT
19
Pern"l:;
20
Plans
AchonlWork
l)UIP.fS
PERMANENT
2i
pr,~~s ReleaseN
22
Programs
(AbOUI
or by the agency)
Work
If implemenled.
otherwise
3 years
Others
PERMANENT
il implemented.
otherwise
~3
ProposalS
PERMANENT
il implemented.
otherwise
2.a
Pubncancns
25
Reorganization
26
Reports
(Record
Sell
PERMANENT
Records
PERMANENT
AnnuallSpeclal
PERMANENT
Olhels
SVCOO
CR1vID-BOC
10Ihe Annuat
BY:
U.P. l/N~r.':f\'-r.
1"/S';~';TlVREG
ADMINISTRATIVE RULES
ANO REGULATIONS
~~STERCOPY
Qv\f) \\-
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W\-.l
TIME:
23. 2009
iv\,\f':(.:I1
!
!
ITEM
NUMBi:oR
OFFICIAL
R!:COROS
BY:
GAZETTE
AUTHORIZED
RI;TENTION
27
Requests
20
SlipS
1 yeGr
PER 100
t.oceror
Permission
Routing
29
Speeches
(Record
Slan~"rd
Oper;lIino
Sel)
PERMANENT
(SOP)
Procedures
PERMANENT
32
Telegrams
Trip Tickels
1 year
BUDGET
33
Allolmenl
RECOROS
Files
Advices
of Allatmenl
Agency
Budget
A1lolment Release
General
(AA)
3 years
J years
3 years
Malrixes
Orders
(GARO)
Special (SARO)
Obligation ReQuesl!Slips
(ALOaS;
01 AlIalmenl
10,
J years
3 years
Allal"' .nl
10 years
Expenses
(RAOFE)
Malnlenance
E)(penses
Personal
of AlIolmenl.
Balances
or Allolmenl
Obligilloons
(RqAI
3 ~Ip.ars
3 ~eat.
& .;
(SAOa)
Statements
or Appropriauons.
Allolmen'
3 years
AdVice (SA.AA)
35
Annual
Budgets
Budget
Eslimalr.s
and Eshmatcs
36
Budget
3 yeats
InCluding Analysis
3 years
Sheets
01 tn::ome
5 years
Expel\Qltures
Programs
Sources
37
Budoel
Issuances
lor agency
38
01 Financing
(Those
10 years
used as aulhorilY
transaChonS)
3 years
----------_._._---'--_._---------
jel G.
ne
JesUS
~\IC'.n()
CfuvliJ ~.BOC
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ISTER
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TIME:
OFFICIAL GAZETTE
1732
rrEIoI
NUMBER
VGb.
I
RECORDS SERIES TITLE AND DESCRIPTION
39
Budgatary Ceilings
40
4\
42
J years
43
Permanent
44
3 years
45
Special/Supplemental BudgeLS
3 years
46
3 years
3 YII31'$
"
J years
1 year
Abstracts
Dally Colledlons
Deposits and Trust Funds
General Collections
Sub-Vouchers
5 years
5 years
5 years
2 years
Advlces
CheCks Issued & Cancelled
Remittance
4 years
10 years
49
PERMANENT
50
J years
51
52
Authorizations
Overtime
Purchase 01 EquipmenUProperty
Transfer 01 Fund
Travel
Others
53
Bank Slips
Deposits
46
10 years
Reminanc8S
54
10S, No
B,lIs
uel G. De Jesus
SVCOO
CRMD-BOC
"
OF
~IlAST~R
C1iN\1)
COpy
Ii - U) }IJ-- t t
ITEM
NUMBER
RECOROS
SERIES
AUTHORIZED
Bonding Files
Action
55
Fidelity/Surety
tndemnity
RETENTION
PERIOD
Jyeal'5
years aller explradltermlnated
'i..
..
Bond
3 years
57
VIIiIl
3 years
ApplicationslRequnts
56
MAY 08 2015
TIME:
OFFICIAL GAZETTE
23. 2009
MARCH
peRMANENT
Ledgers
Books 01 Original
Entty
PERMANENT
CaSh DisDursement
Joumals
Casn Journals
casn
Receipts
Check
Journals
Disbursement
Journals
General
Journals
Journals
01 Analysis
Journals
01 Bill Rendered
Joumals
01 Check
Journals
01 Collection
01 Obligation
Issued
and Deposit
Journals 01 Disbursement
Officer
56
59
Certificates
by Disbursing
PERMANENT
10 years provided
post-audited.
finalty
60
Claims
Insurance
Health
Benefits
Hospitat
61
Checks
and Check
Stubs
10 years prollided
post-aUdited.
finally
62
3 years
63
Daily Statement
64
Expense
Ledgers
PERMANENT
65
Financial
SLatements
PERMANENT
Balance
Income
of Collections
5 years
Sheets
Statements
Slalements
of Cash
Statements
01 Operauon
Flows (Annual)
svcoo
CRMD-BOC
~AST~RCOP
D~b
1\ -~~
<2
~I
L-T--.:..fME:-vm:=~B~Y-.;r-,,:
OFFICIAL GAZETTE
1734
~~~!t~l::--==
\r.-!,"
PS ~I
r:
Sundry Payments
."
by
~ PERMANENT
L.sts nl Rorruuances
PE.RMANENT
PERIOD
5 ~ears
15 years alter retorediseparated
~
CheckSIWallants
I~n
RETENTION
P~yrr6t"1!5
etiltors
Employees
AUTHORIZED
Le:)"!,
::'rcrlIU..,.,\
5~
\
:0
Logbooks
01 General
Funds
Dj
lolSI entrv
2 years
Ledger Balance
1o..\.);ICI.:S
[Ji5~110"'ances
'l.u~;tI
t' .nn:;.
"
73
7.1
PERMAN~'
lor Bank Cash Book
Pf'.RMANENT
10 l'"a:s
pro"'ided poslaudiled
finally
10 Y~ilfs
10 years
78
79
Rflgislry
80
ReqlSlors
Quarterly
SlalemenlS
of CIlarges
to ~unt$
I
I
10 ~ear5
Payable
Books of Checks Released
PERMANENT
PERMANENT
CheckslWarranlS
Checks/Warranls
Conlrol
III
~.'!
Hp.ports
Accountabnmes
for Accoumabre
Fonns
Cash Disbursements
10 yeilrs
Cash Examinallons
3 years provided
been examined
post-audited.
finally
G. De J'~sus
SVCOO
CRMD-BOC
~'1ASTER
C)\IV\ 0
COP
uU
t-\1-III--"-I
23, 2009
MI\RCH
ITEM
NUMBER
cent
r9
I-.C-
. MAY 08 2015
RECOROS
82
AUTHORIZEO
RETENTION
Reports
& DisbU~lng
Colleclirg
Offlc~'s
10 ya;.rs orovroed
semec
..
Pelly casn
postaudi\ed.
Scnedutes
114
.'
10 yea,.. provided
posl-audited
Recelvablfls
'i""II~
in any case
J years
Statements
Accoums
Current
3 years
Payable
\,
Receivacre
10 years
PF.WoI\ANENT
Cemmon
Funds
10 \,~ars
Fonanclal Coneiuons
10 years
Profits
PERMANENT
and Losses
ReconC:lhaloons
10 years
BS
Summilroes 01 UnhQuidaled
Accoun\.s Pay:lble
~e
Sundrl
a7
Tr" su,y
Check,og
Treasury
Dra/ls
iHJ
Hr
90
!I
\
Obligations
and
10 years
Payments
10 'tears
Accourols "I ASenc>, (TeAt
1;) yea's
10 vears
Trf:>asurv Warrants
10 years prow:lod
posl-:ludlled.
and Supporting
Cumurauve
(1Ililliy
in ilny case
Schedules
ResullS 01 Operations-Unapp'opllilled
PERMANENT
Copy
Aud,IO"S Copy
PERMANENT
Regional
Office Copy
Report
Trial Rala"ces
in the AnnUill
F onanclal Report
Preliminary
Trial Balances
Accounting's
Copy
L_____
'-
Audllor':;
Copy
Regional
Otfice-s
PERMANENT
eDpy
I
i
c.ase
RepleniShments
nl Accounts
in aI',
3 years
10 years
10 years
"HoU"
..
MonU'ly Income
Overdt~fls and Misuse of Trust Fvnds
in
PERIOD
U.P. LA'N
CENTER
ADMINISTRATIVS RULeS
1.110 RGUlATIONS
~STER COP'''~
R ~-
, MAY 08 2015
OFFICIAL GAZETTE
1736
!TEN
NUioIaER
'j:
RECORDS
TtTLE .so
SERIES
oes.cP.1P'11Q6:1
..
\
\
TIME:
92
Withholding
r-
Tall Certificates
!lNo. 12
Jo.UTHORlZEO PETENTION
PERIOD
1i"911~'
HUMAN
RESOVRCEtPERSONti.
MANAGEMENT
93
Annual
Summary
Program
94
Reports
RECORDS
lor Replacement
5 years
lor Non-eligibles
AppliCalions
Employment
1 year
Oocuml'nts
:> years
RetiremenUResignaUon
95
Attendance
96
AuthoriUesJRequests
vacant
Monitoring
to Creale
1 year
01
Fill
Positions
Certifications
Employment
Resiaency
had been
filladup
I
!l7
aller SePaAtedJretirad
1 year
Sheels
1 year
Service
Others
I
la
Comparauve
99
2 years
1 year aner data had been posiec in
leave cards and posl-audiled
100
Employee
101
Handwriting
'02
lnlervi_
Records
1 year
SpeclmensJSign"lure
PERMANENT
CO:'ltracts
I
103
L.ea""
104
Credit Cards
Lists 01 EtigibleslNon-Eligibles
105
Logbooks
Arrival
& Departure
Altendance
01 Employees
2 year$
1 year provided
ISSI.Ied
2 years
RlttllSTeR
or the U.P
LA'."!' -'="'~l-OFFICE
HA TIOHAL AD....
M~,-: '_i i:.f~_
~".-'
H/SIRArIVr:
ADMINISTRATIVE RULES
AND REGULATIONS
~v'~IiASTER
R hi.
.,
: MAY 08 2015
ITEM
NUMBER
106
RECORDS
Medical Certificates
Membership
AUTHORIZED
in Support 01 Absence
on Account ollUn~Malemity
107
TIME:
OFFICIAL GAZETTE
23. 2009
MARCH
PERIOD
..
Files
RETENTION
csis
Pag-ibig
PhilHeal1h
108
Mert! Promolion
109
Performance
Plans
Files
Appraisal
110
EYalualion
1 year
1 year
Rating Cards
5 years
Targel Wori<sheets
1 year
Permissions
10 Engage in BuslnessiPrivale
PraclicefT eacn
111
112
Personnel
VilaelResume)
Appointments
Acceptance
01 Resignation
Approval 01 Retirement
Awards
BenefiVGratuity
Certificales
EIIQIDili'y
Rural Service
Training/Seminar
Anended
(Ialest)
DesignauonslDetails
Oalhs 01 Office
113
(updaled)
Planlilla 01 Personnel
PERMANENT
alter 3 years
114
Position Allocation
115
Position Classifications
116
RecommendalionslRefe~als
Lists
3 years
and Pay Plans
0507~'--8
o~ Jesus
lO
CK.lvl1) - b QC
REGISTER
"
~MASTER
COpy
OFFICIAL GAZETIE
1738
ITEM
NUMBER
117
RECORDS
SERIES
TITLE
AND DESCRIPTION
AUTHORIZED
RETENTION
PERIOD
Reports
\i
Examinations
Personnel
2 years
Acti::ns
Requests
Accumulaled
Leave Credlls
Approval on Promolions
Bonding Officials/Employees
"8
PE?MANENT
...
Changes 01 Staius
Relnstalemenls
Transfers
119
Salary Standardization
120
Slafflng
Panems
PERMANENT
121
Service
Cards
PERMANENT
122
Slatements
01 Assels
Records
and Llabililias
LEGAL
1"23
AdministrativG
10 years
RECORDS
Cases
I
,
124
Aff,davits
125
ArtIcles 01 Incorporation/By-Laws
PERMANENT
1;''3
Complainls/Prolesls
5 years an er settle'"
I"
-.
~,')nlracls
5 years
128
Decisions
PERMANENT
129
Deeds
PERMANENT
after renewedllerrninaled
ftnillly sellled
andlor
Oonalion
Sale
130
Legal Opinions
PERMANENT
13t
Memoranda
PERMANENT
132
Petitions
of AgreemenVUnderslanding
I
133
Resolutions
134
Special
Powers
of Attorney
ReGISTER
UP LAW C-"--R
OFFICE of the NATIONAL ADM~,~iR~T/VE
ADMINISTRATIVE RULES
AND REGULATIONS
~IfASTER
23. 2009
MARCH
rrEM
NUMBER
135
RECORDS
SERtES
SUbpoenas
Ad Testificandum
Acknowtedgment
Receipl$
Semi-Expendable
137
Annual
AND SUPPLY
Receipts
Memorandum
RETENTION
PERIOD
case
..
PROCUREMENT
12f
AUTHORIZED
Ouces Tecum
TI
for Equipment
01 Equipment
'-
RECORDS
(ARE)/
(MREI.
and NonExpandable
Properties
Procurements
3 years
Plans
Programs
138
Commillee
Flies
Abstracts
rrwuattcns
01 winner had
been lerminated/setUed.
after 1 year
others dispose
Minutes
Pre/Post
I
I
\
Qualifications
Publications
Resolutions
139
Bills 0/ Lading
140
Bin Card:>lSlock
141
Canvass
01 Prices
H~
EqUIpment
143
Inventory
Ledller
Cards
dispose
aner
2 years
I
and Inspection
Reports
01 Unservlr.Ailble
PropertIes
144
Inventories
145
Inventory
146
InVOIces I Receipts
or EquipmenllSupplles
Propertie:;!T
mvoices
Tag Cards
F Of1Tl$
Accountable
147
ranster
01 Delivery
been lermlnated/alter
of Properties
on Supply Open-End
Job Orders
149
Lists 0/ Supplies
150
Monthly
01 Suppliu
R!lports
property
had
had
been retumed
Order Contracts
146
0/ clearance
5 years
1 year
and Malorials
5 years
tssued
1 year
-:
REGISTER
HATIO''-A'"
HALAO'-'~--.,MC;" i ER
UF
OFFice of the
INISTRATIVE REGISTEfl
ADMINISTRATIVE RULES
AND REGULAr/O/iS
COpy
OfV\
b 11-
TIME;
~O~F~F~IC~I~A~L~G~AZ~E2TT~E~
::::====~~17~3~~~:~~~====
__
~M~A~Rc~H~2~3~.~2~O~09~
ITEM
NUMBER
115
RECORDS
SERIES
AUTHORIZED
RETENTION
c;.aS$
..
Tecum
PROCUREMENT
AND SUPPLY
<\,
RECORDS
l:.~
ACknowledgment
Receipts for Equipment (ARE)I
Memorandum
Receipt:; 01 Equipment (MRE \.
Serrii-E.pendabte
and Non-Expandable
Properties
137
Annual
J years
PERIOD
Subpoenas
Ad T estificandul'll
uucee
\I
1
Procuremerus
Plans
Programs
\38
Comminee
Files
ADSlract:;
Invllations
been terminated/settled,
oll\el"5 dispose
anor 1 year
Minules
Pre/Post
Qualifications
Publications
Rasolulions
139
Bills 01 Ladin9
140
141
Canvass
01 Prices
\
I
!
cmerwise,
1-12
Equlpmeni
143
144
Invenlories
145
Invenlory
\46
Invoices
LeClger Caros
dispose
aner 2 years
I
had been disposed
I Recelpls
Fonns
of Delivery
Tag Cards
Properties/Transler
Invoices
of EquipmenVSupplies
Accountable
147
Reports 01 U'lservlC:;Aatlle
been lermlnaled/alter
Of Properties
or clearance
had
property
had
been returned
on Supply Open-End
5 years
Order Conlrac:;lS
148
JOD Orders
149
Lists 01 Supplies
150
Monlhl),
of Supplies
Reports
1 year
and Malonals
5 years
luued
, yoar
CI~tv.u.)- BUC
OFFICE
otthe
HATlONAl AOMI~jSTR~fr\E
ADMINISTRATIVE RULES
AND REGULATIONS
MAY
OFFICIAL GAZETTE
ITEM
NUMBER
RECORDS
SERIES
TITLE
151
p'op rt~Cards
152
Purchase
Orders
153
Purchase
Reque5~
\~A
15:'
Reports
156
Requisition
of Waste
AND DESCRIPTION
20t5
V18n
TIME:
1740
n8
BY:
AUTHORIZED
RETENTION
PERIOD
PERMANENT
..
, years
1 year
Addilional
1 year
Materials
2 year:;
Issue
Vouchers
records
series
157
ShipPing
15B
Suppliers Identification
Procure men I
159
Supplies
Adjustment
Shee~
160
Supplies
A"ailabitity
Inquiries
Hil
Supplies
Ledger
11;2
Supplies
Purchase
on Items Purchased
Certificates
with
Cards
Journals
TRAINING
1 year
1 year
5 years
5 years
RECORDS
\63
Calendars
164
Course
165
Masler1isls
Participants
Seminars Conducted/Coordinaled
PERMANENT
166
Resource
167
Schedules
166
Survey
169
Tralntng
Handouts
170
Training
Programs/Plans
171
T raining
Reports
2 years
172
Won.shop
OesignslOullineslSyllabi
Speaker
Profiles
of TraininglSemin:1f
Evaluation
Results
Questionnaires
, year
G. De Jesus
~'l.'(\Ci
Cluvu) - hue
REGISTER
I of-:
..
.
REGISTER
RW'o15tbr 0
TIME:
BY:
BUREAU OF CUSTOMS
MANILA 1099
TO:
1.0
2.0
3.0
4.0
For compliance.
i:
SVCOO
CRMD-BOC
tv~r-;>
Internal AdministrationGrou{
:t
1
,.'/
Al'iNEX "B"
(Accomplish in Quintuplicate)
'/
I
RECORDS DISPOSITION
3. Schedule No.
SCHEDULE
5. Page 1 of 10 pages
STOMS
2. Address
Port Area, Manila
O. , 17.
Item
No.
I RECORDS
Ca)
Active
By:
4. Date Prepared
December 3,1981
8. Retention Period
r: c..-,(.-",;'_
I
July it. 1998
I
GJ.~"-
)0-
I Chief. CM-to
9.
Disposition Authority/Remarks
This is a failhful
reproduction of
the approved
RDS on tile of
R.."vtA.O,
disseminated thru ,
Memo dated Jan. i
3.1997
!
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