Republic of the Philippines

COMMISSION ON AUDIT
Commonwealth Avenue, Quezon City

Commission Proper Adjudication & Secretariat Support Services Sector

Claims and Adjudication Office - National

March 12, 2018

Dear Respondent,

As part of my Senior Executive Development Program (SEDP) policy paper, I

am conducting a survey on the perception of COA Auditors on the safekeeping and
preservation of documents under their custody and the corresponding actions in case of
loss of the documents.

Rest assured that in any written report or publication, no one will be identified, as
the grouped data will only be presented thereof.

Thank you very much for your cooperation.

JOHN IAN S. LORENZO

Proponent

Name (optional) : _____________________________________________

Designation/Position : _____________________________________________
Office Address : _____________________________________________

For each statement below, kindly indicate your answer by placing a check in the
appropriate box.

A. PROBLEMS THAT ARE BEING

ENCOUNTERED IN THE
Yes No Comment/s, if any
SAFEKEEPING/PRESERVATION
OF VOUCHERS/DOCUMENTS
1. Insufficient or lack of storage area
2. Not properly secured storage area
3. No designated records custodian
4. No periodic inventory
5. No proper turn-over
6. Non-awareness of the relevant
guidelines1
7. Occurrence of natural calamities2
and other fortuitous events3
8. Presence of termites, rats and other
pests’ infestation
9. Others (if any, please specify)
a.
b.
1
Such as COA Memorandum No. 2017-012 dated June `5, 2017
2
The geographical location of the storage area is prone to natural calamities
3
Other fortuitous events such as theft and robbery.
 High – the likelihood of loss is greater than 65%
Medium – the likelihood of loss is greater than 35% but less than or equal to 65%
Low – the likelihood of loss is less than or equal to 35%
B. PROBABILITY THAT THE
PROBLEMS BEING ENCOUNTED
IN THE SAFEKEEPING MAY Comment/s, if
High Medium Low
RESULT TO, OR CONTRIBUTE TO any
THE, LOSS OF VOUCHERS/
DOCUMENTS
1. Insufficient or lack of storage area
2. Not properly secured storage area
3. No designated records custodian
4. No periodic inventory
5. No proper turn-over
6. Non-awareness of the relevant
guidelines
7. Occurrence of natural calamities and
other fortuitous events
8. Presence of termites and other pests’
infestation
9. Others (if any, please specify)
a.
b.

C. REQUEST FOR RELIEF FROM CUSTODIAL FUNCTION

OR REQUEST FOR RELIEF FROM RESPONSIBILITY/ Yes No
ACCOUNTABLITY OF LOST VOUCHERS/DOCUMENTS
1. Are you aware of any issuance providing the guidelines, rules
or procedures in case of loss of vouchers/documents under your
custody?
2. If yes, please identify the particular issuance/s or reference/s. __________________
____________________________________________________________________

3. If no, please state reason/s. ________________________________________

[ Please send the answered questionnaire at johnianlorenz@yahoo.com ]