IMPLEMENTING RULES AND

REGULATIONS ON SAFEKEEPING AND

MANAGEMENT OF DOCUMENTS

REVISION HISTORY:
Version
Date Revised By: Approved By: Noted By: Details
No.
May 30, Janine Nicole C. Matthew U. Mr. Roel E. Initial
1
2013 Orcena Gopez Hermosilla Issue
May 19, Rushnell B. De Janine Nicole C. Annual
2
2014 Vera Orcena Update
May 29, Ellen Joy T. Rushnell B. De Annual
3
2015 Cajes Vera Update
May 27, Michael Renz A. Francoise Dale C. Annual
4
2016 Ramos Fua Update
May 13, Melorie Micka S. John Michael R. Annual
5
2017 Peña Mujer Update
CONTENTS:

IRR 1.0 INTRODUCTION 3

IRR 2.0 OBJECTIVES 3

IRR 3.0 GENERAL GUIDELINES ON CREATION, APPROVAL, AND SUBMISSION 4

OF CRITICAL DOCUMENTS
IRR 4.0 FORMATTING 12

IRR 5.0 STORAGE AND BACKUP 12

IRR 6.0 TURNOVER AND RETENTION 13

IRR 7.0 ENFORCEMENT OF THE IMPLEMENTING RULES AND REGULATIONS 14

IRR 8.0 AMENDMENTS OR REVISIONS 14

IRR 9.0 SEPARABILITY CLAUSE 15

IRR 10.0 REPEALING CLAUSE 15

IRR 11.0 EFFECTIVITY 15

IRR 1.0 BACKGROUND
IRR 1.1 Safekeeping of documents is one of the vital functions in an
organization to preserve its history and records. Relevant information
that cannot be found is useless and cannot produce a positive effect for
the organization. Documents that are not systematically arranged and
disorganized cause inconvenience. Records which would play an
imperative role in every crucial decision-making process must be well-
protected to keep its usefulness, fairness, and integrity. Thus, in this
concern, a well-schemed safekeeping rules and regulations is structured
to support every endeavor that would be undertaken and to maintain a
track of the legacy which is perpetually written by NFJPIA.

IRR 2.0 OBJECTIVES

IRR 2.1 To allow quick and simple retrieval of documents.
IRR 2.2 To establish a policy on how these documents will be kept properly
kept, filed, and preserved.
IRR 2.3 To designate the parties responsible for the creation, approval, and
custody of documents.
IRR 2.4 To advise the media on how letters will be disseminated and how to
monitor the dissemination process.
IRR 2.5 To ensure that all documents required for the sound management of
the Board are maintained in a secure manner and in conformity with all
of the requirements.
IRR 2.6 To explain how these documents will be turned over in the succeeding
year.
IRR 3.0 CREATION, APPROVAL, AND SUBMISSION OF
CRITICAL DOCUMENTS
IRR 3.1 OFFICIAL DOCUMENTS
 Constitution and By-Laws
 Board Resolutions
 Implementing Rules and Regulations
 Memorandum
 Masterplans
 Minutes of the Meetings
 Budget Proposals
 Financial Statements
 Activity Documentations
 Event Accomplishment Reports
 Communication Letters
 Evaluation Reports

IRR 3.1.1 CONSTITUTION AND BY-LAWS

IRR 3.1.1.1 Based on Article XX Section 5 of the 2011
NFJPIA Constitution and By-Laws,
Constitution and By-Laws shall not be
amended nor revised within three (3) years
after its last ratification.
IRR 3.1.1.2 Constitution and By-Laws shall be safely kept
by the National Secretary General and a
copy of this shall be propagated to all the
Officers of the Federation, as well as to
members of the organization who shall ask
for it.
IRR 3.1.2 BOARD RESOLUTIONS
IRR 3.1.2.1 The Board Resolution shall be prepared by
the National Secretary General upon the
quorum vote of the Board during a duly
called meeting.
IRR 3.1.2.2 The Board Resolution shall be certified
correct by the National Secretary General,
approved by the Board and noted by the
Adviser two (2) days after the duly called
meeting.
IRR 3.1.2.3 To facilitate the systematic arrangement of
files, the Board Resolutions shall appear with
a title of:

Board Resolution No. (Cardinal Number)

Series of (Year)

Example:
Board Resolution No. 1
Series of 2017

IRR 3.1.3 IMPLEMENTING RULES AND REGULATIONS

IRR 3.1.3.1 Implementing Rules and Regulations shall be
prepared by the Chairperson or Head of the
undertaking he/she purports to represent.
IRR 3.1.3.2 Implementing Rules and Regulations shall
always include the following:
 Description
 Objectives
 Procedure on how these shall be
 enforced and implemented
 Provisions for Amendments and
Revisions
 Separability Clause
 Repealing Clause
 Effectivity
IRR 3.1.3.3 Implementing Rules and Regulations shall be
submitted and presented by its author in the
Team Planning Event of the Officers.
IRR 3.1.3.4 Implementing Rules and Regulations shall be
approved by the Board on its National
Executive Board Meeting and be noted by
the National Adviser.

IRR 3.1.4 MEMORANDUMS

IRR 3.1.4.1 Memorandums shall be prepared by the
head/chairperson of the event to be
undertaken.
IRR 3.1.4.2 Memorandum shall always include the
following:
 Objective
 Date
 Itinerary
 Breakdown of activities
 Others may deem necessary to be
disclosed

IRR 3.1.5 MASTER PLANS

IRR 3.1.5.1 Master plans shall be prepared by the
Chairperson or Head of the undertaking
 he/she purports to represent.
IRR 3.1.5.2 Master plans of events shall always include
the following:
 Project Title
 Project Description
 Project Objectives
 Target Participants
 Theme Description
 Prospective Date and Venue
 Program of Activities/Scenario Plan
 Qualifications and Requirements
 Attachment of Complementary
Implementing Rules and Regulations,
if any
 Delegation of Manpower
 Task List and Timeline
 Promotional Strategies
 Attachment of Financial Matters (see
Budget Proposal)
 Others that are necessary to be
disclosed
IRR 3.1.5.3 Master plans shall be submitted and
presented by its author on the Team
Planning Event and shall be approved by the
Board and noted by the National Adviser.

IRR 3.1.6 MINUTES OF THE MEETING

IRR 3.1.6.1 The Minutes of the Meeting shall be
prepared by the National Secretary General
for both regular and special meetings.
 IRR 3.1.6.2 The Minutes of the Meeting shall always
include the following:
 Date and Venue
 Scheduled Time and Actual Starting
Time
 Attendance (Late-comers shall be
presented together with the actual
time arrival, unless no agenda were
tackled yet)
 Subject Matter
 Call to order
 Quorum and Purpose
 Others that may deem necessary to
be disclosed
IRR 3.1.6.3 A copy of the Minutes of the Meeting shall
be propagated to the Board within five (5) to
seven (7) days after the meeting.
IRR 3.1.6.4 The Minutes of the Meeting shall be certified
correct by the National Secretary General
approved by the Board and noted by the
National Adviser.

IRR 3.1.7 BUDGET PROPOSALS

IRR 3.1.7.1 Budget Proposals should be prepared by the
Chairperson or Head of the undertaking
he/she purports to represent.
IRR 3.1.7.2 Budget Proposals shall include a
comprehensive breakdown of projected
expenses for which the proposed budget will
be allocated.
 IRR 3.1.7.3 Budget Proposals shall be submitted and
presented by its author for review and
approval on Team Planning Activity of the
Officers.
IRR 3.1.7.4 Budget Proposals shall be reviewed and
approved by the National Vice President for
Finance and the National President
respectively, and noted by the National
Adviser.

IRR 3.1.8 FINANCIAL STATEMENTS

IRR 3.1.8.1 Financial Statements shall be prepared by
the National Vice President for Finance one
week after execution, monthly (every 15th of
the following month), and annually.
IRR 3.1.8.2 Financial Statements shall be submitted to
the National Vice President for Audit within
ten (10) to twelve (12) days after the date of
the report.
IRR 3.1.8.3 Audited Financial Statements shall be
submitted by National Vice President for
Audit to the Officers within fifteen (15) days
after the date of the report.
IRR 3.1.8.4 An Annual Audited Financial Statement shall
be submitted to the Board within twenty (20)
to thirty (30) days after the Convention.
IRR 3.1.8.5 Audited Financial Statements shall be
certified correct by the National Vice
President for Audit, and noted by the Activity
Head (if any), National President, and
National Adviser.
IRR 3.1.9 ACTIVITY DOCUMENTATIONS
IRR 3.1.9.1 Activity Documentations shall be made by
the National Vice President for Graphics and
Publication together with his / her Standing
Committees in coordination with the
chairperson / head of the activity to be
documented.
IRR 3.1.9.2 Activity Documentations shall include the
following:
 Photographs of the event
 Videos of the event
 Poster
 Countdowns
 Other media materials
IRR 3.1.9.3 Activity Documentations shall be approved
by the Board and noted by the National
Adviser.
IRR 3.1.9.4 A period of one week shall be allotted for
the responsible parties to accomplish and
submit to the National Secretary General all
the necessary documentation.

IRR 3.1.10 EVENT ACCOMPLISHMENT REPORTS

IRR 3.1.10.1 Event Accomplishment Reports shall be
prepared by the National Secretary General
together with the Records and
Documentations Committee.
IRR 3.1.10.2 All Event Accomplishment Reports shall have
an event article with project title, project
date and venue. Attached to the article shall
include the following:
 Evaluation Reports
 Financial Documents
  Documented Photos
IRR 3.1.10.3 The Event Accomplishment Reports shall be
approved by the Board and noted by the
National Adviser.
IRR 3.1.10.4 A twenty-five (25)-day period shall be
allotted for the responsible parties to
accomplish the reports and disseminate it to
the entire executive board for their perusal.

IRR 3.1.11 COMMUNICATION LETTERS

IRR 3.1.11.1 All letters that will be disseminated by the
Officers shall be made by the National
Secretary General with the approval of the
National President.
IRR 3.1.11.2 All letters that will be disseminated by the
Officers shall be copy furnished to the
National President.
IRR 3.1.11.3 Letters for invitation, notices, and others
which would imply a need for a confirmation
shall be responded by the recipient, either
affirmation or negation, three (3) days after
they have been sent.

IRR 3.1.12 EVALUATION REPORTS

IRR 3.1.12.1 The Evaluation Reports shall be done by the
National Vice President for Audit
IRR 3.1.12.2 Evaluation Reports shall be submitted to the
Officers eight (8) days after the date of the
activity.
IRR 3.1.12.3 The basis for the Evaluation Report is the
audited result of the evaluation forms. The
evaluation forms shall be given to all
attending delegates in each event of the
federation.
 IRR 3.1.12.4 Evaluation Reports shall be noted by the
Activity Head, National President, and
National Adviser.

IRR 4.0 FORMATTING

IRR 4.1 All of the above-mentioned documents shall be prepared in conformity
with this format:

Font Style: Segoe UI

Font Size:
Title: 26 (BOLD)
Headings: 16 (BOLD)
Body: 12
Page Size: Letter (8.5” x 11”)
Margins:
Top: 1”
Bottom: 1”
Left: 1”
Right: 1”
Line Spacing: 1.15

IRR 5.0 STORAGE AND BACKUP

IRR 5.1 All documents to be stored shall follow this file name format:

NFJPIA(Fed Year) – (Activity) – (Document Type)

Example: NFJPIA1718 – 1st NEBM – Memorandum

NFJPIA1718 – Safekeeping and Management of
Documents – IRR

IRR 5.2 All documents to be kept in the Board’s databank should be final
versions; it shall be in a PDF Format to avoid alterations of its content.
 IRR 5.3 Each officer is required to have a flash drive/hard drive/memory card
for NFJPIA exclusive use, which will serve as their storage device.
IRR 5.4 The author of the document shall maintain a soft copy of his file.
IRR 5.5 Saved in each officer’s flash drive are also the documents made by the
Standing Committee under his / her supervision.
IRR 5.6 The flash drive of the Secretary General shall serve as the databank
where all the documents generated by the Board shall be stored.
IRR 5.7 The National Secretary General shall maintain a separate hard disk, a
secondary backup solution (e.g. Dropbox, Google drive, Skydrive) where
copy of the files shall be stored for contingency in case of file crash and
corruption.
IRR 5.8 The final copy of the documents shall be saved.
IRR 5.9 A hard copy of all the documents prepared for the entire federation
year shall be safely kept and properly sorted
IRR 5.10 A monthly backup run testing shall be performed by the National
Secretary General to ensure the recoverability of data

IRR 6.0 TURNOVER AND RETENTION

IRR 6.1 Turnover of documents shall occur within 15 to 20 days on the start of
the next federation year.
IRR 6.2 The retention period shall be for two (2) years.
IRR 6.3 The databank of the two (2) consecutive preceding federation years
shall be in the custody of the present year Secretary General.
IRR 6.4 All the documents passed on by the preceding Board shall only be
patterned and used for decision making process and must not altered.
IRR 7.0 ENFORCEMENT OF THE IMPLEMENTING RULES
AND REGULATIONS
IRR 7.1 It shall be the primary duty of the National Secretary General and the
Federation to efficiently and effectively enforce the provisions stated in
this Implementing Rules and Regulations. The Federation also has the
sole right and power to interpret the contents of this Implementing
Rules & Regulations and their decision will be final and irrevocable.
IRR 7.2 The National Adviser or his duly designated representative shall act as
legal adviser to the National Secretary General and the Federation, and
shall render legal assistance as may be deemed necessary in carrying
out the provisions of this Implementing Rules and Regulations.

IRR 8.0 AMENDMENTS OR REVISIONS

IRR 8.1 The Federation shall be vested with the exclusive power to revise and
amend the Implementing Rules and Regulations.
IRR 8.2 Any amendments to or revisions to this Implementing Rules and
Regulations may be proposed by any member of any Regional Council
upon a written request of such member, stating the reasons thereto
and sent to the National Secretary General for initial review. Any
proposed amendments not done in writing must be deemed null.
IRR 8.3 Any request for amendments and revisions as well as proposed
amendments must initially be reviewed by the National Secretary
General then to be forwarded to the National Executive Board for
discussion, editing and final approval and to be noted by the National
Adviser.
IRR 8.4 Upon the receipt of the proposed amendments from the National
Secretary General, the National Executive Board shall have the right to
debunk any proposed revisions and amendments which are deemed
unnecessary and inapplicable to the Federation. The final decision on
any inclusions and exclusions to this Implementing Rules and
Regulations must be determined by a majority vote of all National
 Executive Board in which the National Secretary General is included.
IRR 8.5 Amendments to particular provisions in this Implementing Rules and
Regulations shall be allowed provided that such amendments will be
communicated to stakeholders at least two weeks before it could take
effect.

IRR 9.0 SEPARABILITY CLAUSE

IRR 9.1 If any clause, provision, paragraph or part of this Implementing Rules
and Regulations shall be declared unconstitutional or invalid, such
judgment shall not affect, invalidate, or impair any other part hereof,
but shall be merely confined to the clause, provision, paragraph or part
directly involved in the controversy in which such judgment has been
rendered.

IRR 10.0 REPEALING CLAUSE

IRR 10.1 Any rule and regulation or resolution or part/s thereof inconsistent with
the provisions of this Implementing Rules and Regulations are hereby
revoked, amended, and/or modified accordingly.

IRR 11.0 EFFECTIVITY

IRR 11.1 This Implementing Rules and Regulations shall take effect immediately
after its presentation and approval from the National Executive Board.
Promulgated this 8th Day of June, 2017.