quality procedure on documented informationquality procedure on documented information effectivity...

QUALITY PROCEDURE ON

DOCUMENTED INFORMATION

PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY

PCA Annex Building, Elliptical Road, Diliman, Quezon City

Code PFDA-ISO-QP-001

Version No. 1

QUALITY PROCEDURE ON DOCUMENTED INFORMATION Effectivity February 1, 2019

Page No. Page 1 of 58

This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.

1. PURPOSE

1.1. This document aims to define, establish, provide and maintain a procedure for the

identification, creation, review, revision, approval, codification, use and maintenance, distribution, storage, security, retrieval, retention and disposition of all internal/external documented information determined by the agency to ensure the efficient, effective and economical operation its Quality Management System.

1.2. This document aims to ensure that documented information used for recording

information or data from Project Management and Lease Management related activities are maintained, retained and controlled.

1.3. This document shall ensure that data protection under the Republic Act 10173

known as the Data Privacy Act of 2012 is strictly enforced and the objectives and provisions under Republic Act 9470 being implemented by the National Archives of the Philippines is being observed.

2. POLICY

2.1. It is the policy of Philippine Fisheries Development Authority (PFDA) to ensure that

the documented information determined by the agency are properly defined, established, provided, identified, created, reviewed, updated, approved, coded, controlled, stored, secured, retained, disposed and made available for official use.

2.2. It is the policy of PFDA to adhere the general principles of Data Privacy Act of 2012

and the provisions prescribed under Republic Act 9470 to ensure that the significant documented information are properly protected, preserved and controlled.

3. DEFINITION OF TERMS

3.1 Active Records - records that are currently being maintained, used and controlled. These records are normally kept in desk drawers, nearby filing cabinets, shelves or racks for easy access and retrieval.

3.2 Controlled Copy - reproduced copy of the original document, latest issued document indicated by Controlled Copy stamp.




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3.3 Data Subject - refers to an individual whose personal, sensitive personal, or privileged information is collected and processed.

3.4 Document Controller (DC) - ensures that the controls defined in this procedures are effectively implemented throughout the agency. Maintains the Central Document Masterlist, listing all the controlled documents of the organization.

3.5 Document Feedback Form (DFF) - a form used by the originator (3.14) in the creation of a new quality-related document or to suggest any revision to an existing document.

3.6 Document/Record Custodian - - -

officer or staff responsible for the safekeeping of controlled copies of documents. identified individuals from each unit held responsible for the maintenance, filing and safekeeping of records, as indicated in the Records Matrix. ensures that documents needed by the Division/Unit are properly maintained and are readily available.

3.7 Document Masterlist - a list of the documents being controlled by a Document Controller in terms of creation, approval, revision, distribution, access, and use.

3.8 Documents - as referred to in this procedure are

QMS

Quality Procedures, Standard

Operational Instructions, the Quality

Manual, and other

procedures/standards/forms

indicated in the Document Masterlist.




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3.9 External Documents - documents of external origin determined by the PFDA to be necessary for the maintenance and implementation of QMS.

3.10 File - a cabinet with records in it; a folder containing records; a collection of papers involving a specific name or topic; a class of records in a separate group of series of filing drawers.

3.11 Forms - refers to the pre-defined documents used to maintain QMS related documents for Project Management and Lease Management activities

3.12 Inactive Records - records that are very rarely or no longer referred to, and which must be transferred to a less expensive area (e.g. PFDA-CO Records Storage Room/Area). These records have already served their purpose but must be kept just the same for legal requirements or some compelling reasons. They are only destroyed the moment their retention periods have been expired.

3.13 Obsolete Copy - superseded document, indicated by Obsolete Copy stamp.

3.14 Obsolete Records - records whose retention periods have expired and which are no longer needed.

3.15 Original Copy/ Master Copy - original document bearing approvals maintained by the DC and indicated by Original Copy stamp. Original copy and master copy are terms used interchangeably.




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3.16 Originator - person who initiated document creation/revision who shall fill out the Prepared by portion of the document.

3.17 Other Documents - Documents other than Manuals, Procedures, Sub-Procedures, Standard Operational Instruction, Policy, Forms and the like are considered Other Documents

3.18 Personal Information - refers to any information, whether recorded in a material form or not, from which the identity of an individual is apparent or can be reasonably and directly ascertained by the entity holding the information, or when put together with other information would directly and certainly identify an individual.

3.19 Personal Information - refers to any information, whether recorded in a material form or not, from which the identity of an individual is apparent or can be reasonably and directly ascertained by the entity holding the information, or when put together with other information would directly and certainly identify an individual.

3.20 Privacy Notice - a statement made to a data subject that describes how PFDA-CO collects, uses, retains and discloses personal information.

3.21 Process Owner - person who has the ultimate responsibility for the performance of a process in realizing its objectives.

3.22 Record - a document stating results achieved or providing evidence of activities performed. It can be used to document traceability and to provide evidence of




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verification, preventive action and corrective action. Generally records need not be under revision control (Document Control Procedure)

3.23 Records Disposition Schedule - a listing of records series by organization showing, for each record series, the period of time it is to remain in the office area, in the storage (inactive) area, and its preservation or destruction.

3.24 Records Masterlist - a list that identifies the major groups of records required by the Quality Management System and their respective retention periods and dispositions.

3.25 Records Officer - responsible for overseeing the records management program and providing guidance on adequate and proper recordkeeping. Maintain the Port's Records Masterlist.

3.26 Records Series - refers to a group of related records arranged under a single unit or kept together as a unit because they deal with a particular subject, result from the same activity or have a special form.

3.27 Retention Period - refers to the specific period of time established and approved by the National Archives of the Philippines (NAP) as the life span of records, after which they are deemed ready for permanent storage or destruction.

3.28 Uncontrolled Copy - reproduced copy of a controlled copy document strictly for reference use, indicated by Uncontrolled Copy stamp.




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4. SCOPE

4.1 This procedures applies to all identified internal and external documented

information required by the PFDA’s Quality Management System as indicated in the Document and Record Master list.

4.2 This procedure also covers the identification and distribution of quality-related documents of external origin.

4.3 This procedure also covers the handling of externally generated data and those data provided by the customers.

4.4 This procedure also defines the mechanism to control the document used to record the Project Management and Lease Management activities as an evidence of conformity to its corresponding Standard Operational Instructions (SOI) Manual.

5. OBJECTIVE

5.1. To establish a standard documented information coding system and templates for

document/record details consistency and uniformity.

5.2. To establish the requirements of the Documented Information and ensure the control of:

5.1 Creation; 5.2 Identification; 5.3 Collection; 5.4 Review and Approval; 5.5 Registration; 5.6 Distribution and Retrieval; 5.7 Revision; 5.8 Retention, Maintenance and Protection; and 5.9 Deletion and Disposition of Documented Information




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6. RESPONSIBILITIES

6.1 DOCUMENT

6.1.1 Top Management - approves the implementation of the quality procedures

and the distribution of Uncontrolled Copy outside the purpose of QMS implementation.

6.1.2 Quality Management Representative (QMR) - reviews the established quality procedures in line with the requirements of the PFDA`s Quality Manual.

6.1.3 Document Controllers (DC) - ensure that all documents are properly

identified, updated, approved, and made available at relevant areas for use. The DC is also responsible for the maintenance and implementation of this procedure on Control of Documents.

6.1.4 Document Custodians - coordinate the implementation of this procedure

within their respective group or center. Ensure that obsolete documents are identified and prevented from unintended use.

6.1.5 Department Manager/Division Chief - reviews and approves internal

documents needed by his unit, process, or function. Approves the distribution of copies of external documents pertaining to his process.

6.2 RECORD

6.2.1 Top Management - approves the policies for the implementation of Record Disposition Program.

6.2.2 Quality Management Representative (QMR) - reviews the recommendation of the RMIC regarding the policies for the implementation of Record Disposition Program including records retention schedule and ensures that the RMIC Records Custodians adhere to the requirements of this procedure.

6.2.3 Department Manager/Division Chief - reviews and recommends to the RMIC the records’ retention schedule for records pertaining to the process.

6.2.4 Unit Records Custodian – inventory and classifies records needed by his/her

process and recommends retention periods for such records. Maintains active files needed by his process; turns-over inactive records to the Records Officer,




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as needed; disposes obsolete records in his area. He/She must keep the Records Officer informed of any issues regarding the records in their custody.

6.2.5 Records Officer – ensures that active records relative to PFDA-CO operation

are properly maintained, and is also responsible for the maintenance and disposition of inactive records.

6.2.6 Records Management Improvement Committee (RMIC) - responsible for

the improvement of the records activities; formulate policies for the implementation of Record Disposition Program, responsible for the initial study, appraisal and inventory of records, secure overall custody of valueless records until their disposal is authorized. Reviews and recommends the records retention schedule for records pertaining to mandatory procedures on control of records designated by the PFDA-General Manager

RMIC constitute Chairperson, Vice-Chairperson, Records Officer and Unit Records Custodians designated by the PFDA-Top Management responsible for the improvement

7. DOCUMENTED INFORMATION (DI) STANDARD CODING SYSTEM

The DI code is a five (5) segment unique code assigned to a documented information, located at the upper right box of the document header.

1st - 2nd - 3rd - 4th - 5th

where:

7.1 Office Code – is a predetermined office source of the documented information.

PFDA : Central Office NFPC : Navotas Fish Port Complex GSFPC : General Santos Fish Port Complex

Office Code

Series No.

DI Code

Unit Code

Year (for communications only)




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IFPC : Iloilo Fish Port Complex ZFPC : Zamboanga Fish Port Complex LFPC : Lucena Fish Port Complex DFPC : Davao Fish Port Complex CFP : Camaligan Fish Port SFP : Sual Fish Port BFPC : Bulan Fish Port Complex

7.2 Group/Unit Code - is a predetermined group/unit source of the documented

information.

OGM : Office of the General Manager OAGM : Office of the Assistant General Manager CPMISD : Corporate Planning and MIS Department FSD : Finance Services Department ASD : Administrative Services Department OBS : Office of the Corporate Board Secretary OSD : Operations Services Department TSD : Technical Services Department IAD : Internal Audit Department LSD : Legal Division PID : Public Information Division CPD : Corporate Planning Division ITD : Information Technology Division AD : Accounting Division BD : Budget Division CD : Cash Division HRD : Human Resource Division PPMD : Property Procurement Management Division GSD : General Services Division QAD : Quality Assurance Division RMPOD : Regional & Municipal Project Operations Division PED : Project Evaluation Division PPED : Project Planning and Engineering Division CMD : Construction Management Division FSD : Facilities Services Division OAD : Operations Audit Division FAD : Financial Audit Division OPM : Office of the Port Manager ASD : Administrative Services Division FSD : Finance Services Division




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HOD : Harbor Operations Division MOD : Market Operations Division PMD : Port Maintenance Division RED : Refrigeration Division PSD : Police & Security Division PMO : Project Management Office DPO : Data Protection Office ISO : ISO Core Team SLKB : SALAKAB

7.3 Documented Information (DI) Code – is a predetermined code of the documented

information.

QMS : Quality Management System Manual QP : Quality Procedure SOI : Standard Operational Instruction FRM : Forms REC : Records DIP : Documented Information Procedure MNL : Policy Manual OO : Office Order SO : Special Order ICO : Internal Communications OCO : Outgoing Communications EC : External Communications CON : Contracts TDOC : Tender Documents BDOC : Bid Documents BPL : Building Plan ITB : Invitation to Bid

7.4 Series No. – is a 3 digit incremental numbering of the documented information

(resets to 1 every year). 7.5 Year – the last 2 digit of the current year (for communications only).




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8. DI STANDARD TEMPLATES

Part of a Documented Information includes header, body and footer that contains the following information for: 8.1 POLICY MANUALS AND PROCEDURES

8.1.1 TEMPLATE

where:

A - PFDA Official Logo B - Agency Name C - Documented Information Title D - Unique Code of the Documented Information E - Version No. of the Document F - Effectivity Date of the Document




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G Page information of the document – where n is the page number, and m is the total number of page.

H - A standard footer stating that the document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.

8.2 INTERNAL COMMUNICATION

Department Name

Division Name

Header

Footer

Document Body

Code/DTS No. Page n of m

Philippine Fisheries Development Authority

A B C D

FE

where: A - PFDA Official Logo B - Agency Name C - Name of the Department where the document originated D - Name of the Division where the document originated E - DTS No. - the document tracking number or the unique code of the

document. Please refer to Section 7 for detailed description. F - Page information of the document – where n is the page number,

and m is the total number of page.




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8.3 OUTGOING COMMUNICATION

Header

Footer

Document Body

Republic of the PhilippinesDEPARTMENT OF AGRICULTURE

PHILIPPINE FISHERIES DEVELOPMENT AUTHORITYPCA Annex Building, Elliptical Road Diliman, Quezon City

Telefax No. 925-61-41

A B

C D


where: A - PFDA Official Logo B - Agency Contact Details C - DTS No. - the document tracking number or the unique code of

the document. Please refer to Section 7 for detailed description. D - Page information of the document – where n is the page

number, and m is the total number of page.




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8.4 OFFICE ORDER, SPECIAL ORDER

Header

Footer

Document Body



PCA Annex Building, Elliptical Road Diliman, Quezon City

A B

C D

where: A - PFDA Official Logo B - Agency Name and Address C - DTS No. - the document tracking number or the unique code of

the document. Please refer to Section 7 for detailed description. D - Page information of the document – where n is the page

number, and m is the total number of page.




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8.5 FORMS

Republic of the Philippines

DEPARTMENT OF AGRICULTUREPHILIPPINE FISHERIES DEVELOPMENT AUTHORITYPCA Annex Building, Elliptical Road Diliman, Quezon City

Code

Form Content/Body

A B

C

Header

Form Footer

Privacy Notice : The personal information so collected are intended only for the purpose of this document and will not be disclosed absent legal authority.

D

where: A - PFDA Official Logo B - Standard header details with agency address C - The unique code of the document. Please refer to Section 7 for

detailed description D - Privacy Notice




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9 PROCESS FLOW

START

Creation, Revision, Collection, and

Identification of Documented Information

ORIGINATOR

Review the Documented Information

REVIEWING AUTHORITY

Approve the Documented Information

APPROVING AUTHORITY

Reviewed with revisions?

YES

NO

Approved?NO YES

Stamping, Dissemination, Storing, Protecting,

Retrieval and Retention of a Documented Information

CONTROLLER/CUSTODIANS

END




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10 PROCEDURE DETAILS

The following are the procedures to be followed to ensure the traceability of each documented information.

No. KEY ACTIVITIES RESPONSIBILITIES

9.1 Documents

9.1.1 Creation and Identification of documents Originator

9.1.2 Review and Approval of documents Process Owner, Division Chief, Department Manager, QMR, Top Management

9.1.3 Registration and Stamping of document Document Controller

9.1.4 Distribution of approved documents Document Controller

9.1.5 Revision and Updating of documents Originator

9.1.6 Control of external documents Document Controller

9.1.7 Control of accountable forms Document Custodian

9.1.8 Control of electronic copies of documents Document Controller

9.2 Records

9.2.1 General Procedures PFDA-ASD/RMIC

9.2.2 Collection and Identification of records Records Custodian

9.2.3 Review and/or approval of records, as appropriate

Division Chief, Department Manager, QMR, Top Management

9.2.4 Storage and Protection of records Records Custodian

9.2.5 Retrieval and Retention of records Records Custodian

9.2.6 Disposition of current/active records Records Custodian

9.2.7 Maintenance and disposition of inactive records

PFDA/ASD, RMIC

92.8 Control of electronic copies of records Records Officer

10.1 DOCUMENTS

10.1.1 CREATION AND IDENTIFICATION OF DOCUMENTS

10.1.1.1 For controlled documents, a Document Feedback Form (DFF) shall be used, an Originator prepares the DFF together with the draft document.




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10.1.1.2 Use the font Cambria with font size twelve (12) as default font type to ensure the document readability unless deemed necessary to use other fonts and sizes.

10.1.1.3 Use the established standard document template for Policy

Manuals and Procedures (Section 8.1), Internal Communication (Section 8.2), Outgoing Communication (Section 8.3), Office/Special Order (Section 8.4), and Forms (Section 8.5).

10.1.1.4 Draft controlled documents, shall be labelled (watermark, if

possible) with the word DRAFT and should not be used officially unless it is approved.

10.1.1.5 The document code shall be according to the established coding

system in Section 7. The responsibility for the coding will be as follows.

10.1.1.5.1 For controlled documents, (e.g. Quality Manual

System, Quality Procedures, Forms)

The Originator may obtain a document code from the DC to initially identify/classify the document.

10.1.1.5.2 For communications determined by PFDA (e.g.

Internal/Outgoing Communications);

The Originator may obtain a document code from the Unit Document/Records Custodian to initially identify/classify the document.

10.1.1.5.3 Old reference manuals (e.g. documentation prior to

the implementation of the QMS) retrieved from general circulation may be reused subject to registration as a controlled document. DFF shall be prepared to obtain approval for reuse.

10.1.1.5.4 External documents received electronically (e.g. via email, softcopy) shall be printed, and documents received by fax and printed initially on fax thermal paper must be photocopied (thermal paper printouts




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fade in time) prior to registration, review, and distribution.

10.1.2 REVIEW AND APPROVAL OF DOCUMENTS

10.1.2.1 Controlled Documents (QMS Manuals, Quality Procedures, SOI, Forms);

10.1.2.1.1 The draft document and its DFF shall be routed to

the Originator/Process Owner for review and acceptance.

10.1.2.1.2 The Originator/Unit Head (Reviewing Authority)

shall review and approve the document. Review and approval shall ensure that the documents are appropriate to the needs of the agency in general, and the intended use of the document in particular.

10.1.2.1.3 After the Originator/Unit Head (Reviewing

Authority) approves the draft document, it will be endorsed to the QMR/Top Management for approval. Approved documents bear the signature of approving authorities.

10.1.2.2 Other Documents

10.1.2.2.1 The draft document shall be routed within the

originator’s unit/department for review and acceptance.

10.1.2.2.2 The Originator/Unit Head (Reviewing Authority)

shall review and approve the document. Review and approval shall ensure that the documents are appropriate to the needs of the agency in general, and the intended use of the document in particular.

10.1.2.2.3 After the Originator/Unit Head (Reviewing

Authority) approves the document, it will be endorsed to the next intended unit for approval. Approved documents bear the signature of approving authorities.




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10.1.3 REGISTRATION AND STAMPING OF DOCUMENT

10.1.3.1 Controlled Documents (QMS Manuals, Quality Procedures, SOI, Forms);

10.1.3.1.1 Upon approval of the document, the DC confirms

the new version of the document or assigns a new unique code following the established coding system in Section 7 of this procedure.

10.1.3.1.2 The DC enters the details of the document in the

Document Masterlist and keeps the master copy stamped with Original Copy in blue ink. The DC reproduces the master copy according to the number of custodians specified in the Distribution List. All copies of the document are stamped with Controlled Copy in blue ink, and signed by QMR prior to distribution.

10.1.3.1.3 Document Control Stamps are maintained and used

by the Document Controller.


10.1.3.2.1 Upon approval of the document, it will be endorsed to the originator or to the next intended unit for recording.

10.1.4 DISTRIBUTION OF APPROVED DOCUMENTS

10.1.4.1 Distribution of controlled copies of documents is recorded in the Document Distribution List (PFDA-ISO-DIP-002) which is a supplemental page of the master copy. Upon receipt of the controlled copy, the receiving Document Custodian shall affix their signature on the Distribution List.

10.1.4.2 If a copy of the document is requested for purpose other than

QMS implementation, the requesting party shall accomplish a formal letter of request. The said request should be approved by the QMR. If approved, the Document Custodian may reproduce from the master copy and stamp the copy with




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Uncontrolled Copy, in green ink, prior to release or distribution. The DC may also provide electronic copy of the document to the requesting party. Obtained electronic copies are by default Uncontrolled Copy as stated in 10.1.7.

10.1.4.3 If a document being requested (Section 10.1.4.2) contains

personal information (3.18), the requesting party shall accomplish a formal consent letter duly signed by the data subject (3.3) clearly stating that they are allowing PFDA-CO to disclose their respective personal information to a specified external party. Only then shall the QMR may approve the release of document for purpose other than the QMS implementation.

10.1.5 REVISION AND UPDATING OF DOCUMENTS

10.1.5.1 Controlled Documents (QMS Manuals, Quality Procedures, SOI, Forms); 10.1.5.1.1 The guidelines set under Section 10.1.1 shall be

followed in the revision and updating of a document.

10.1.5.1.2 For controlled documents use the DFF to indicate all changes made from the document. Changes made to the document are typed in italics for easy identification. If about 50% or more of the pages is affected by the revision, the revision is classified as Complete Rewrite. In such case, the version number of all pages of the document shall be incremented by 1.

10.1.5.1.3 Review, Approval, Registration and Stamping of a

revised document shall follow the guidelines set under Section 10.1.2 and 10.1.3 of this procedure.

10.1.5.1.4 Redistribution of the updated document shall

conform to the procedure 10.1.4. Upon distribution of the revised/updated document, obsolete copies are retrieved. Both master/original copy and retrieved controlled copies shall be stamped with




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Obsolete copy in red ink. The Document Controller files the master/original copy of the obsolete document and shall be classified as inactive record subject for disposal (see Records Matrix for retention period) in accordance with the procedure on Control of Records of this procedure (Section 10.2). Other obsolete controlled copies of documents (other than the obsolete master/original copy) shall be subsequently shredded.


10.1.5.2.1 The guidelines set under Section 10.1.1 shall be

followed in the revision and updating of a document.

10.1.5.2.2 Likewise, the guidelines set under Section 10.1.2 to 10.1.4 for the review up to the distribution of a document shall be strictly observed.

10.1.6 CONTROL OF EXTERNAL DOCUMENTS

10.1.6.1 External documents may have been assigned their respective document reference codes at source. In the absence of a document code, external documents may be coded according to Section 7 of this procedure. Document Custodian shall maintain a separate Record Masterlist to register external documents.

10.1.6.2 Registration and distribution to concerned unit and/or

individual shall be done immediately upon receipt. Externally generated documents received through e-mail are likewise recorded in the External Record Masterlist.

10.1.7 CONTROL OF ELECTRONIC COPIES OF DOCUMENTS

10.1.7.1 QMS documents intended for compilation into manuals such as (but not limited to) Quality Manual, Quality Procedure, Standard Operational Instructions are UNCONTROLLED by default as stated in the documents’ footnote unless stamped as




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CONTROLLED COPY and duly signed by the QMR. This will ensure that electronic copies are deemed UNCONTROLLED COPY when printed by anyone other than the document controller.

10.1.7.2 Electronic copies of documents are not used as a reference for

QMS implementation since there is no assurance of being the latest version of the document. Electronic files of Original Copies are edited, copied, and printed only by the Document Controller to protect from unauthorized copy and use.

10.1.7.3 The Document Controller authorizes uploading and

downloading of documents into and from the intranet in PDF format. Access to QMS documents available on the intranet is regulated through the use of an access code and password provided by the Information Technology Division under Corporate Planning and MIS Department (CPMISD). Access to controlled documents available on the intranet may be extended to other users.

10.2 RECORDS

10.2.1 GENERAL PROCEDURE

10.2.1.1 Records are legible, identifiable and easily retrievable. 10.2.1.2 Records can be in the form of any type of media such as hard

copy or electronic file. 10.2.1.3 If necessary, records are reviewed and/or approved prior to

issue. 10.2.1.4 Records indicate the person/s who authorizes its use.

10.2.2 COLLECTION AND IDENTIFICATION OF RECORDS

10.2.2.1 Records are identifiable through any or combination of the following information, as appropriate:

a. Title of Record b. Date(s) c. Name of signatory (ies) d. Record Series Code e. Revision status




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f. Reference Document g. Control number

10.2.2.2 Capture forms of records that contain personal information

shall bear a legible privacy notice that is visible to the concern data subject. The privacy notice shall clearly state how PFDA-CO collects, uses, retains, and discloses personal information.

10.2.2.3 Records are collected upon availability from their source, for

appropriate filing by the Records Custodian or concerned process owner. Marking pens are used on records. Pencil markings should be avoided and is considered unofficial.

10.2.2.4 In case of erasure or correction, the corrected data bears the

initials of the person who corrected it.

For example: 63127564 ADK

10.2.3 REVIEW AND/OR APPROVAL OF RECORDS, AS APPROPRIATE

10.2.3.1 All records require the signature of authorized individuals. The reviewer ensures that said records are legible and contain sufficient information as basis for its endorsement or approval. Hence, records without the signature of approving authorities shall be treated unofficial.

10.2.4 STORAGE AND PROTECTION OF RECORDS

10.2.4.1 Records are kept in appropriate locations to minimize physical deterioration, damage, and loss. As such, records may be protected in accordance with the following:

a. Use of expanded folders, protective sheets, and/or ring

binders; b. Stored on shelves or steel cabinets to prevent from

deterioration; c. Regular backups of e-files; and, d. Access restriction, through password to prevent from

unauthorized use.




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10.2.4.2 Files shall be managed to facilitate storage retrieval, protection of records

10.2.4.2.1 Physical Folders shall be labeled using the

following format:

where:

RS Control No. : Unique control no. for each record entry RS Code : Record Series Code Record Title : Name of the file Date 1 : Coverage Date or Period Date 2 : Date of transfer to the Admin Records Date 3 : Disposal Date

Sample: RS Control No. : HRD-001

Record Series Code : PFDA-HRD-REC-001

Record Title : SALARY DEDUCTION/ADJUSTMENT SHEET

Coverage Date : January-December 2018

Date of Transfer to RMIC :

Disposal Date : January 2021

Location Storage No. : 1

Box No. : 1

10.2.5 RETRIEVAL AND RETENTION OF RECORDS

10.2.5.1 To ensure easy retrieval, filing cabinets, shelves, boxes, folders, and envelopes are labeled according to the established filing system. Likewise, a Records Matrix is maintained indicating information, such as: Record Title, Retention Period, and Coverage Date, for both active and for inactive records (with Disposal Date).

Sample:

Storage No.

Box No.

Division Unit

Disposal Date

1

1

Human Resource Division

January 2021




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10.2.5.2 Inactive records shall be stored in the Records Stock Room. Access to the Stock Room shall be restricted to the Unit Records Custodian.

10.2.5.3 A file box may contain multiple titles, but the files must have a

common disposal date.

10.2.5.4 Each rack and shelf in the unit's Records Stock Room shall have a unique address (Rack Number, Shelf Number). This address shall be indicated in the Record Masterlist to allow files to be located.

10.2.5.5 Records borrowed by other offices or workgroups, are traced

using logbooks or log sheets. Borrowers should return the files to the Units' Records promptly, after use.

10.2.5.6 Borrowing of records by an external party shall conform to the

process of distribution of approved documents defined in the quality procedure on documented information in Section 10.1.4.

10.2.6 DISPOSITION OF CURRENT/ACTIVE RECORDS

10.2.6.1 The RMIC, PFDA-CO shall prepare and establish a records retention and disposal program subject for the approval of the Quality Management Representative and as prescribed by the National Archives of the Philippines.

10.2.6.2 The RMIC, PFDA-CO shall conduct periodic inventory of records

and shall ascertain that all records are intact, properly filed and adequately protected from loss or damages.

10.2.7 MAINTENANCE AND DISPOSITION OF INACTIVE RECORDS

10.2.7.1 Maintenance and disposal of records shall be done in accordance with the provision of RA 9470 otherwise known as the National Archives of the Philippines Act of 2007 and its Implementing Rules and Regulations. Turnover of inactive records is scheduled on and recorded in a specific logbook of the concerned individual or unit. Concerned unit shall prepare the Turnover List and Disposal Authorization (TLDA) – (PFDA-ISO-DIP-004).




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10.2.7.2 Disposal of Records shall comply with the retention schedule authorized and approved by the National Archives of the Philippines (NAP).

10.2.7.2.1 Unit Records Custodian shall be responsible for the

turn-over of records to the RMIC. 10.2.7.2.2 RMIC, PFDA-CO shall be responsible for the disposal

of records of PFDA-CO.

10.2.7.3 Disposal of damaged or loss records brought by a disaster (i.e. floods, theft) should be done in accordance with NAP Memo Circular No.001 s.2014 Guideline on Records Recovery and Disposal Measures.

10.2.7.4 Records can be scanned and retain as electronic copy

10.2.8 CONTROL OF ELECTRONIC COPIES OF RECORDS

10.2.8.1 Electronic Files shall be organized by Division

10.2.8.1.1 Files shall be stored on a server, a folder shall be assigned to a division, named using the unit code.

10.2.8.1.2 Electronic folders shall have a RS Control No. &

Coverage Date or Period. 10.2.8.1.3 Records shall be named using the following format:

Sample: Folder Name : HRD-001 January-December 2018 File Name : PFDA-HRD-REC-001 SALARY DEDUCTION/ADJUSTMENT SHEET HRD-001 January-December 2018

10.2.8.2 Permanent records bearing authentic signatures shall be

converted to e-files; but the hard copy should be retained or maintained (the e-files can serve as back-up files).




Version No. 1




10.2.8.3 Electronic Copies of records shall be printed only by the Records Custodian and certified true copy by the designated Records Officer.

10.2.9 ACTIVITIES

ACTIVITIES RESPONSIBILITIES DETAILS REFERENCES

Identify Records

1

Maintain Current and

Active Record

2

Process Owner > Identify the record series and determine the retention periods.

> Design internal forms, as needed, subject to the Document Control procedure.

> Approve the records retention schedule.

Records Custodian > Create and label files as needed.

> Set up and label current and active storage locations as needed.

> Maintain current and active files in conjunction with his function or process; Maintain the Masterlist of Records.

> Monitor records borrowed and returned using the Charge Out Card.

> Turnover files to the RMIC following the retention schedule.

> Records Series Definition

> Masterlist of Records (PFDA-ISO-DIP-003) is needed.

> Charge Out Card (PFDA-ISO-DIP-005)

> Turnover List and Disposal RMIC following Authorization (TLDA,PPFDA-ISO-DIP-

004)

> Records Series Definition

> Set up and label inactive storage locations as needed

> Put inactive records in boxes; prepare the TLDA

> Masterlist of Records> Turnover list and Disposal Authorization Records Series Definition

A




Version No. 1




ACTIVITIES RESPONSIBILITIES DETAILS REFERENCES

Maintain In-Active Record

3

> Approve TLDA

> Receive inactive files for storage

>Maintain inactive files following the retention schedule

>Record files borrowed from and returned to the Record Custodian in the Charge Out Card

>Maintain the Masterlist of Records

Records Custodian > Dispose files in his area following the retention schedule; update the Masterlist of Records

> Charge Out Card (PFDA-ISO-DIP-005)

> Masterlist of Records (PFDA-ISO-DIP-003) schedule

> Turnover list and Disposal Authorization

> NAP Form No.3 Request for Authority to Dispose Records

> Records Matrix

> Records Disposition Schedule/NAP General Disposition Schedule

A

Dispose Records

4

RMIC, PFDA-CO

* Based on the PFDA-CO Records Disposition Schedule & NAP General Records Disposition Schedule




Version No. 1




10.2.10 RECORDS MATRIX

TITLE RETENTION CUSTODIAN

ACTIVE INACTIVE ACTIVE INACTIVE

OFFICE OF THE GENERAL MANAGER

Internal: Incoming and Outgoing Memoranda and Letter

10 years Scanned:

Permanent

Dispose after 10 years

Unit Records Custodian

RMIC/PFDA

Special Order 1 year Scanned:

Permanent

Dispose after 1 year


RMIC/PFDA

Office Order Permanent Unit Records Custodian

RMIC/PFDA

Certificate of Appearance Notice of Meeting

1 year Scanned:

Permanent



RMIC/PFDA

Minutes of Meetings 1 year Scanned:

Permanent

Dispose 2 years after superseded

Scanned: Permanent


RMIC/PFDA

Logbooks 6 years Scanned:

Permanent

Dispose 4 years after superseded

Scanned: Permanent


RMIC/PFDA

Calendar/ Schedules of Activities or Events

1 year Dispose after 1 year


RMIC/PFDA

Leave Forms Pass Slips Daily Time Records (DTR) SALN IPCR

Permanent Dispose 25 yrs. After

compulsory retirement or

death


RMIC/PFDA

Flag Ceremony Attendance



RMIC/PFDA

Annual Equipment Procurement Program

3 years Dispose after 3 years


RMIC/PFDA

• Purchase Requests (Supplies Materials/ Equipment) (P.R.)

1 year Scanned:

Permanent



RMIC/PFDA




Version No. 1




• Requisition and Issue Slip (RIS)

• Purchase Order (P.O.) • Pre- Repair and

Inspection Slip • Inspection and

Acceptance Report (IAR)

• Service Vehicle Request (Trip Tickets)

• Service Vehicle Request (Trip Tickets)

• PLDT Certifications/ Justification/ Termination

Acknowledgement Receipt for Equipment System (ARES)

Permanent Dispose 2 years after superseded


RMIC/PFDA

Travel Order/ Ticket Requests

1 year Scanned:

Permanent



RMIC/PFDA

Travel Authority (for abroad)

6 years Scanned:

Permanent

Dispose after

4 years Scanned:

Permanent


RMIC/PFDA

Travel Liquidations (appendix B/ Itinerary/ plane tickets)

1 year Unit Records Custodian

RMIC/PFDA

Travel Reports/ Liquidation Report


Scanned: Permanent


RMIC/PFDA

Travel Reimbursements Dispose after 4 years

Scanned: Permanent


RMIC/PFDA

Report of Disbursements (EME)


RMIC/PFDA

Budget Utilization Request and Status (BUR)



RMIC/PFDA

Disbursement Voucher (DV)


RMIC/PFDA




Version No. 1




Checks Scanned: Permanent


RMIC/PFDA

Cash Advance (CA) Unit Records Custodian

RMIC/PFDA

Scanned Copies: Transfer of Funds/ Certificate of Turnover and Acceptance/ Certification of Completion and Acceptance/ Signed Contracts & MOA/ DE, ABC, POW and Budget Cost Estimate/ Notice of Award and Proceed/ Board Resolution/Board Minutes of the Meeting/ Travel Reports/ Recommendation for Payment/ Time Extension and Resumption Work, Suspension of Work and Termination of Contract/ Variation Orders/ SBAC Resolution/ BAC docs.

Permanent Unit Records Custodian

RMIC/PFDA

OFFICE OF THE ASSISTANT GENERAL MANAGER

PERSONNEL RECORDS

Daily Time Record 1 year after data had been

posted in leave credits & post-

audited



RMIC/PFDA

Application For Leave

3 Years



RMIC/PFDA

Pass Slips Unit Records Custodian

RMIC/PFDA

Pay Slips Unit Records Custodian

RMIC/PFDA

Notice Of Step Increment/Salary


RMIC/PFDA




Version No. 1




Adjustment

Personal Data Sheet (PDS)

Permanent Dispose after

25 years Compulsory Retirement

or death


RMIC/PFDA

SALN Permanent Unit Records Custodian

RMIC/PFDA

IPCR Permanent Unit Records Custodian

RMIC/PFDA

Certificate Of Training


RMIC/PFDA

BIR Form 2316 Permanent Unit Records Custodian

RMIC/PFDA

SUPPLIES

Purchase Request 3 years Dispose after 3 years


RMIC/PFDA

Requisition And Issue Slip

3 years Unit Records Custodian

RMIC/PFDA

Acknowledgement Receipt For Equipment

1 year after equipment had been returned



RMIC/PFDA

Inventory Custodian Slip

1 year after property had

been disposed


RMIC/PFDA

TRAVEL DOCUMENTS

Ticket Request 5 years

Dispose after

5 years


RMIC/PFDA

Travel Order Unit Records Custodian

RMIC/PFDA

Appendix B Unit Records Custodian

RMIC/PFDA

Certificate Of Appearance


RMIC/PFDA

Office Orders Permanent Unit Records Custodian

RMIC/PFDA

Special Orders Permanent Unit Records Custodian

RMIC/PFDA

Board Meeting Materials

2 years Disclose after 2 years


RMIC/PFDA

Logbook 5 years Disclose after 5 years


RMIC/PFDA

CERTIFICATION

Flag Ceremony 1 year Disclose after 1 year


RMIC/PFDA




Version No. 1




Notice Of Meeting 5 years after

completion of the project

Scanned Copy

Permanent



RMIC/PFDA

Minutes Of Meeting Unit Records Custodian

RMIC/PFDA

Bac Resolution Unit Records Custodian

RMIC/PFDA

Bid Evaluation Report Unit Records Custodian

RMIC/PFDA

Post-Qualification/ Disqualification Report


RMIC/PFDA

Publications Unit Records Custodian

RMIC/PFDA

Notice Of Award Unit Records Custodian

RMIC/PFDA

Notice To Proceed Unit Records Custodian

RMIC/PFDA

Brochure /Pamphlets 1 year Dispose after 1 year


RMIC/PFDA

Retained Memoranda And Letters Copy (as instructed by AGM)


RMIC/PFDA

ADMINISTRATIVE SERVICES DEPARTMENT

HUMAN RESOURCE DIVISION

Leaves • Leave Cards • Application of Leave of

Absences • Leave Credit Balance • Leave without Pay • Employee Attendance

Evaluation



death


RMIC/PFDA

Attendance Related • Daily Time Record • Biometrics • Log Sheet • Pass Slips • Work Assignment

Notice • Compensatory Time

Off • Overtime Requests



death


RMIC/PFDA




Version No. 1




Communications • Routing • Incoming and

Outgoing



RMIC/PFDA

Issuances • Memoranda • Office Orders • Special Orders



RMIC/PFDA

201 Files • Personal Documents • Certificates • Step Increment • Salary Adjustment • Salary Deduction and

Adjustment Sheets



death


RMIC/PFDA

Manuals • Standard Operational

Instructions Manual


RMIC/PFDA

SALN • Statement of Assets

and Liabilities



death


RMIC/PFDA

Plantilla • Plantilla Positions for

Regular Employees

Permanent Dispose 1 year after

changed/rationalized


RMIC/PFDA

PROPERTY PROCUREMENT MANAGEMENT DIVISION

Property Management • Requisition Issue Slip • Inventory Custodian

Slip (ICS) • Acknowledgement

Receipt for Equipment • Transfer/Surrender

Slip

1 year

3 years

3 years

1 year

Dispose upon surrender


RMIC/PFDA

Procurement Management

• Purchase Request • Request for Quotation • Purchase Order

1 year

Dispose after

1 year


RMIC/PFDA




Version No. 1




Disposal Management • Inventory &

Inspection Report of Unserviceable Properties

• Appraisal of Unserviceable Properties

• Invitation to Bid ( For sale)

2 years



RMIC/PFDA

GENERAL SERVICES DIVISION Contracts • Janitorial Services • Security Services • Drinking Water

1 year

Dispose 1 year after

expiration of contract


RMIC/PFDA

Motor Vehicle Maintenance • Purchase Request • Request for Quotation • Trip Ticket • Fuel Requisition Slip • Pre-repair inspection

1 year



RMIC/PFDA

Building Maintenance • Pre-repair Inspection • Purchase Request • Request for Quotation (if applicable)

1 year

1 year

Dispose after

1 year


RMIC/PFDA

PUBLIC INFORMATION DIVISION

Brochures/Leaflets

• 8 Regional Fish Ports

• PFDA Brochure

• Corporate Profile

• Briefer

• Legal Basis on the

Creation of PFDA

• Selected Statistics on

Fisheries

Permanent


RMIC/PFDA

Communications Correspondence

1 year

Dispose after

1 year


RMIC/PFDA




Version No. 1




• Non-routine

• Routine

Directory

• Directory of PFDA

Officials

• Supplier’s Directory

• Buyer’s Directory

2 yrs.



RMIC/PFDA

Inquiries 2 years Dispose after 2 years


RMIC/PFDA

CITIZEN’S Charter

Manual

Permanent


RMIC/PFDA

Official Gazettes

• THE FISHMAIL

• THE PFDA BULLETIN

• THE NEWSBOAT

• INOBITS

• PFDA FISHMAIL

Permanent


RMIC/PFDA

Press Releases Permanent Unit Records Custodian

RMIC/PFDA

Annual Report Permanent Unit Records

Custodian RMIC/PFDA

Financial and

Accounting Records

Official Cash Books

Special Disbursing Officer

Permanent


RMIC/PFDA

CORPORATE PLANNING AND MANAGEMENT INFORMATION SERVICES DEPARTMENT

OFFICE OF THE DEPARTMENT MANAGER

Standard Operational Instruction


RMIC/PFDA

Application for Leave (Scanned/E-Copy)


RMIC/PFDA

Pass Slip Original

1 year after Retired

Resigned

Dispose 1 year


RMIC/PFDA

Flag Ceremony Attendance


RMIC/PFDA




Version No. 1




(Scanned/E-Copy) Daily Time Record

(Scanned/E-Copy) Permanent Permanent Unit Records

Custodian RMIC/PFDA

Personnel Folder (201 Files)

2 years after separated

retired


RMIC/PFDA

Statements of Assets, Liabilities and Net Worth (SALN)

(Scanned/E-Copy)


RMIC/PFDA

Strategic Performance Management System (SPMS) (Scanned/E-Copy)


RMIC/PFDA

BIR Form #2316 (Scanned/E-Copy)


RMIC/PFDA

Supplies (Scanned/E-Copy)

• Purchase Request • Inspection and Acceptance Report (IAR) • Budget Utilization Request (BUR) • Disbursement Voucher (DV) • Requisition and Issue Slip (RIS) • Request for Quotation (RFQ) • Pre-Repair Inspection Slip • Purchase Request Evaluation (ITD) • Petty Cash Voucher

Permanent


RMIC/PFDA

Acknowledgement Receipt for Equipment and Supplies

Scanned/E-Copy Original

Permanent

2 years after

2 years once received the


RMIC/PFDA




Version No. 1




retired/updated

updated ARES from the PPMD and after retired

Travel Documents (Scanned/E-Copy) • Reimbursement • Liquidation Report • Liquidation of Plane Ticket • Cash Advance • Overtime Pay • Travel and Training Report • Travel Order • BUR of Plane Ticket • Certificated of Appearance


RMIC/PFDA

Vehicle Request Forms (Scanned/E-Copy) • Service Request Slip • Fuel Request Slip • Purchase Request • Trip Ticket


RMIC/PFDA

PLDT Certificate of Call Logs and Billing Statement (Scanned/E-Copy)


RMIC/PFDA

Issuances Outgoing Communications


Permanent

2 years



RMIC/PFDA

Notice of Meeting and Minutes

Scanned/E-Copy

Permanent


RMIC/PFDA




Version No. 1




Photocopy

2 years

Dispose after

2 years Logbook

• Incoming and Outgoing Correspondences

• Call logs

Permanent

2 years



RMIC/PFDA

Monthly Accomplishment Report


Permanent

5 years



RMIC/PFDA

Incoming communications from Support and Operating units and other agencies

Scanned/E-Copy

Original

Permanent

2 years



RMIC/PFDA

Office Orders

Scanned/E-Copy

Photocopy

Permanent

2 years



RMIC/PFDA

Special Orders 2 years Dispose after 2 years


RMIC/PFDA

Estimated Leave Credits (Scanned/E-Copy)



RMIC/PFDA

Flag Ceremony Schedule

Scanned/E-Copy

Permanent


RMIC/PFDA




Version No. 1




Photocopy 2 years Dispose after 2 years

List of PFDA Govmail Accounts


RMIC/PFDA

Software Installer Photocopy

Machine

Permanent


RMIC/PFDA

Feasibility Study Permanent if implemented

otherwise dispose after 5 years from the date of

record


RMIC/PFDA

CORPORATE PLANNING DIVISION Planning Form 1

Plans and Activities Planning Form 2

Procurement, Repair & Improvement Projects

Planning Form 3

Statistical Targets

1 year Dispose 1 yr after

superseded


RMIC/PFDA

Office Performance Monitoring Report

Evaluation Report per Operating Units

Narrative Report per Operating Units


superseded


RMIC/PFDA

Performance Assessment Report

Agency Consolidated Report

Agency Narrative Report


superseded


RMIC/PFDA

PFDA-Performance Scorecard for GCG

5 years Dispose 5 years after superseded


RMIC/PFDA




Version No. 1




Annual Performance Assessment Report (APAR)

Operating and Support Units


superseded


RMIC/PFDA

Preliminary Performance Validation Form (PPVF)

Operating and Support Units


superseded


RMIC/PFDA

Fisheries Profile 5 years Dispose 5 years after superseded


RMIC/PFDA

Form 8 Infrastructure Assessment Survey (IAS)

Questionnaire for Fisherman

(Form 8.1)

Questionnaire for Fishpond Operator (Form 8.2)

Questionnaire for Market Trader

(Form 8.3)

Questionnaire for Ice Plant/Dealer

(Form 8.4)

Questionnaire for Fish Processor/Exporter (Form 8.5)



RMIC/PFDA

Summary of IAS Form 9

Per Region Province Municipality



RMIC/PFDA




Version No. 1




Infrastructure Assessment Study

Per Region Province

Municipality



RMIC/PFDA

Internal and External Communications

Incoming Communications from Regional Ports, Support Units and Other Agencies

Outgoing Communications from Regional Ports, Support Units and Other Agencies



RMIC/PFDA

INFORMATION TECHNOLOGY DIVISION

Issuances (Memoranda, Letters, Notice of Meeting, Notice of Travel) Scanned/E-copy

Original

Permanent

3 years



RMIC/PFDA

Project Communication Acceptance

(Scanned/Original) Meeting Agreement Minutes of Meeting o Scanned/E-copy o Original

Permanent

Permanent 5 years

Dispose after 5years


RMIC/PFDA

System Manuals Permanent Unit Records Custodian

RMIC/PFDA




Version No. 1




Reports (Statistical Report, Travel and Accomplishment Report, Plans and Programs) Scanned/E-copy

Original

Permanent

5 years

Dispose after 5years


RMIC/PFDA

Paper Licenses (Cisco, Sophos- Firewall, Wificity, Remote access & support software) Original, Scanned/E-

copy


RMIC/PFDA

TECHNICAL SERVICES DEPARTMENT

OFFICE OF THE DEPARTMENT MANAGER

Communications Municipal Fish Ports Regional Fish Ports


RMIC/PFDA

Issuances Memoranda Office Order Special Order Work Assignments Other Issuances


RMIC/PFDA

Logbook (Incoming and Outgoing Communications)

5 Years Disclose after 5 Years


RMIC/PFDA

Pass Slips Permanent Unit Records Custodian

RMIC/PFDA

MR’s Permanent Unit Records Custodian

RMIC/PFDA

Personal Data Sheet Permanent Unit Records Custodian

RMIC/PFDA

Project Contracts/MOA Permanent Unit Records Custodian

RMIC/PFDA

Consultancy Files Permanent Unit Records Custodian

RMIC/PFDA

PROJECT PLANNING and ENGINEERING DIVISION




Version No. 1




Incoming and Outgoing Communications

5 Years Dispose after 5 years


RMIC/PFDA

Memoranda (Inter-Office/External)


RMIC/PFDA

Preliminary Evaluation Report


RMIC/PFDA

Infrastructure Assessment Study


RMIC/PFDA

Validation Reports Unit Records Custodian

RMIC/PFDA

Project Briefer/Profiles Unit Records Custodian

RMIC/PFDA

Pre-Feasibility Study Unit Records Custodian

RMIC/PFDA

Travel Reports Unit Records Custodian

RMIC/PFDA

Detailed Cost Estimates Unit Records Custodian

RMIC/PFDA

Detailed Engineering Plans/Design


RMIC/PFDA

Tender Documents Unit Records Custodian

RMIC/PFDA

Flagship Project Documents


RMIC/PFDA

DBM Forms Unit Records Custodian

RMIC/PFDA

GC Documents Unit Records Custodian

RMIC/PFDA

Monthly Accomplishment Reports


RMIC/PFDA

Secondary/Primary Data (Pre-FS)


RMIC/PFDA

Pre-Implementation Documents



RMIC/PFDA

Plans and Programs Unit Records Custodian

RMIC/PFDA

Plans and Budgetary Requirements


RMIC/PFDA

Statement of Allotment, Obligation, Utilization, and Balances


RMIC/PFDA




Version No. 1




Community Fish Landing Center (CFLC) Communication


RMIC/PFDA

Disbursement Acceleration Program (DAP)


RMIC/PFDA

2014 Supplemental Appropriations


RMIC/PFDA

TRIP (Three-Year Rolling Infrastructure Program for FY 2009-2011)


RMIC/PFDA

Various House Bills and Republic Acts


RMIC/PFDA

SAJAHATRA BANGSAMORO


RMIC/PFDA

BFAR Funded Projects Unit Records Custodian

RMIC/PFDA

SARO Communications Unit Records Custodian

RMIC/PFDA

Government Procurement Policy Board


RMIC/PFDA

MALAMPAYA Funds Unit Records Custodian

RMIC/PFDA

COA Audit Observation and Recommendations


RMIC/PFDA

Annual Procurement Plan


RMIC/PFDA

OPCR Unit Records Custodian

RMIC/PFDA

CONSTRUCTION MANAGEMENT DIVISION

Communications Correspondence Per

Project Billing Per Project Contract Documents Per Project Variation Orders/

Time Extension


RMIC/PFDA




Version No. 1




Reports Project Progress Reports


RMIC/PFDA

FACILITIES DIVISION

Letter Request Assistance – RFPS


RMIC/PFDA

Letter Request Assistance – LGU


RMIC/PFDA

Books/Manual IPCS/Other References


RMIC/PFDA

Mechanical/Electrical Plans/Manuals


RMIC/PFDA

OFFICE OF THE BOARD SECRETARY

Board Resolution Permanent Unit Records Custodian

RMIC/PFDA

Minutes of Board Meeting


RMIC/PFDA

Secretary’s Certificate Permanent Unit Records Custodian

RMIC/PFDA

Notice of Meeting 1 year Dispose after 1 year


RMIC/PFDA

Leave Application Permanent Dispose 25 yrs. After


death


RMIC/PFDA

Pass Slip Unit Records Custodian

RMIC/PFDA

S.O for Cash advance 1 year Dispose 1 year after

superseded


RMIC/PFDA

Memoranda 3 years Dispose after 3 years


RMIC/PFDA

Office Orders Permanent

Dispose 1 year after

superseded


RMIC/PFDA

Special Orders Unit Records Custodian

RMIC/PFDA

OPERATIONS SERVICES DEPARTMENT REGIONAL/MUNICIPAL OPERATIONS DIVISION

Memorandum of Agreement


RMIC/PFDA

Invoice Receipt for Property


RMIC/PFDA




Version No. 1




Journal Entry Voucher Permanent Unit Records Custodian

RMIC/PFDA

Contracts Permanent Unit Records Custodian

RMIC/PFDA

Financial and Statistical Report


RMIC/PFDA

Supplementary Receipts 5 years after the date of ATP



RMIC/PFDA

External Communications


RMIC/PFDA

Training Records Permanent Unit Records Custodian

RMIC/PFDA

PROJECT EVALUATION DIVISION

Evaluation Studies

Post Evaluation

Impact Evaluation

Revalidation

Eco-Reevaluation

Baseline Data Gathering

Mid-term Evaluation

Summative Evaluation

Sustainability Monitoring

Monitoring Report

Evaluation of Port Operations

Executive Summaries


RMIC/PFDA

Customer Satisfaction Survey Report


RMIC/PFDA

Feasibility Studies Permanent Unit Records Custodian

RMIC/PFDA

Pre-Feasibility Studies Permanent Unit Records Custodian

RMIC/PFDA

Infrastructure Assessment Reports


RMIC/PFDA

Masterplan Reports Permanent Unit Records Custodian

RMIC/PFDA

Project Completion Reports


RMIC/PFDA




Version No. 1




Implementation Program Reports


RMIC/PFDA

Various Reports

Project Proposals

Site Validations

Lease Proposals

Moratorium/Escalation Rates

Permanent Permanent

3 years 3 years


RMIC/PFDA

Various Files

Travel Survey Reports

Socio Eco Profiles

Reference Materials

Sample Questionnaires

Fact Sheets

Accomplishment Reports

Budgetary Requirements

Plans & Programs

Filled-up Survey Questionnaires

Survey Photos

5 years

5 years 5 years 5 years

2 years 1 year

1 year

1 year

1 year

5 years



2 years 1 year

1 year

1 year

1 year

5 years


RMIC/PFDA

QUALITY ASSURANCE DIVISION REPORTS - scanned - original • Training Report

- Inspection Photos - Training Photos

• Verification/Inspection Report

• Monitoring Monthly Report

• Consolidated Semi-Annual Accomplishment Reports (RFP & MFP)

Permanent

5 years

Dispose after

5 years


RMIC/PFDA




Version No. 1




• Monthly Accomplishment Report

VARIOUS FILES

- Scanned - Original

• Food Safety Verification Forms • Training Evaluation Forms (Filled out) •SPMS - OPCR DPCR IPCR •Training Handouts •Travel Documents •Training/Seminars Attended • Reference Materials •Plans and Programs •Budgetary Requirements

Permanent

5 years

Dispose after

5 years


RMIC/PFDA

OFFICE ORDER/POLICIES (QAD-related) - scanned - photocopy


RMIC/PFDA

INTERNAL AND EXTERNAL COMMUNICATIONS

- Scanned - original

Incoming Communications to Regional Ports, Support Units and Other Agencies

Outgoing Communications from

Permanent

3 years

Dispose after

3 years


RMIC/PFDA




Version No. 1




Regional Ports, Support Units and Other Agencies STUDIES

- ORIGINAL - SCANNED

• FEASIBILITY STUDY

Permanent if implemented

otherwise dispose after 5 years from the date of record



RMIC/PFDA

LOGBOOK - Incoming - Outgoing



RMIC/PFDA

FINANCE SERVICES DEPARTMENT

Official Cash Books Permanent Unit Records Custodian

RMIC/PFDA

Original Contractor’s Bond


RMIC/PFDA

Registry Books of Checks Released


RMIC/PFDA

Official Receipts 10 years Dispose after 10 yrs.

provided post- audited

finally settled and

not involved in

any case


RMIC/PFDA

Disbursement Vouchers 10 years Dispose after 10 yrs.


finally settled and

not involved in

any case


RMIC/PFDA

Reports Checks Issued Collections and Deposits

10 years Dispose after 10 yrs.

provided


RMIC/PFDA




Version No. 1




Disbursement Allowances Salaries

post- audited finally

settled and not

involved in any case

Budget Utilization Request and Status



finally settled and

not involved in

any case


RMIC/PFDA

Financial Statement 10 years Dispose after 10 yrs.


finally settled and

not involved in

any case


RMIC/PFDA

Corporate Operating Budget



finally settled and

not involved in

any case


RMIC/PFDA

Liquidation Report 10 years Dispose after 10 yrs.


finally settled and

not


RMIC/PFDA




Version No. 1




involved in any case

Bureau of Internal Revenue Reports



finally settled and

not involved in

any case


RMIC/PFDA

Statutory and Non-Statutory Remittances Reports


RMIC/PFDA

Communication Internal and External



finally settled and

not involved in

any case


RMIC/PFDA

INTERNAL AUDIT DEPARTMENT

ADMINISTRATIVE AND MANAGEMENT RECORDS

Brochures / Leaflets / Pamphlets (About or by the agency)



RMIC/PFDA

Calendars/Schedules of Activities or Events



RMIC/PFDA

Certificate of Appearance/Clearance



RMIC/PFDA

Certifications 1 year Dispose after 1 year


RMIC/PFDA

Charts Functional Organizational


RMIC/PFDA




Version No. 1




Correspondences Non-routine Routine

2 years after acted upon



RMIC/PFDA

Inquiries 2 years after acted upon



RMIC/PFDA

Issuances Permanent Unit Records Custodian

RMIC/PFDA

Lists Association Committee Cooperatives

1 year after updated



RMIC/PFDA

Logbook 2 years after date of last

entry



RMIC/PFDA

Manuals Permanent Unit Records Custodian

RMIC/PFDA

Meetings/Proceedings Files



RMIC/PFDA

Plans Action/Work Others

3 years after implemented



RMIC/PFDA

Programs Work Others

3 years Permanent if implemented

, otherwise dispose 5

years from the date of

records


RMIC/PFDA

Reports Annual/Special Others

Permanent Dispose 2 years after

incorporated in the annual

report


RMIC/PFDA

Request 2 years after acted upon



RMIC/PFDA

Slips Locator Permission Routing



RMIC/PFDA

Standard Operating Procedures (SOP)


RMIC/PFDA




Version No. 1




Telegrams 1 year after acted upon



RMIC/PFDA

Trip Tickets 1 year Dispose after 1 year


RMIC/PFDA

BUDGET RECORDS

Annual Budget 3 years Dispose after 3 years


RMIC/PFDA

Budget Estimates Including Analysis Sheets and Estimates of Income



RMIC/PFDA

Budget Expenditures Programs Source of Financing



RMIC/PFDA

Cash Allocation Ceilings / Notices of Cash Allocations



RMIC/PFDA

Bonding Fees Action Application/Request Fidelity/Surety Bond Indemnity for Issue of Due Warrant


5 years after expired/

terminated

Dispose after

3 years



RMIC/PFDA

Financial Statements Balance Sheets Income Statements Statements of Cash Flows (Annual) Statement of Operation


RMIC/PFDA

Schedules of Accounts Receivables



RMIC/PFDA

HUMAN RESOURCE / PERSONNEL MANAGEMENT RECORDS

Certifications Employment Residency Service



RMIC/PFDA




Version No. 1




Others

Personal Data Sheets (Curriculum Vitae/Resume)

1 year after superseded



RMIC/PFDA

201 Files Permanent Dispose after 25 years

after compulsory

retirement or death


RMIC/PFDA

SALN Permanent Unit Records Custodian

RMIC/PFDA

Administrative Cases 7 years after finally settled

excepts decisions which are permanent



RMIC/PFDA

Contracts 5 years after renewed/

terminated and/or finally

settled



RMIC/PFDA

Decisions Permanent Unit Records Custodian

RMIC/PFDA

Deeds Donation Sale


RMIC/PFDA

Memorandum of Agreement/ Understanding


RMIC/PFDA

PROCURMENT AND SUPPLY RECORDS

Acknowledgement Receipt for Equipment (ARE)/ Memorandum of Receipt for Equipment (MRE), Semi-Expendable and Non-Expendable Properties

1 year after equipment had been returned



RMIC/PFDA

Annual Procurements Plans Programs

3 years Dispose 3 years


RMIC/PFDA




Version No. 1




LEGAL DIVISION

Legal Opinion Permanent Unit Records Custodian

RMIC/PFDA

Contracts:

Rentals: (Premises and Facility Usage)

Services: (Janitorial/Security)


RMIC/PFDA

Contract for Construction


RMIC/PFDA

MOA’s Permanent Unit Records Custodian

RMIC/PFDA

Administrative Case:

Personnel folder

5 years Dispose Ten (10) years

after retirement. resignation and death,

Automatic in case of

dismissal


RMIC/PFDA

Court Case: Delinquent Lessees (existing and decided ones)


RMIC/PFDA

Communications (Incoming/Outgoing)



RMIC/PFDA

Monthly Accomplishment and other reports


RMIC/PFDA

Memoranda

Office Orders

Special Order


RMIC/PFDA

11 REFERENCES

11.1 PFDA-ISO-DIP-001 (Document Masterlist)

11.2 PFDA-ISO-DIP-002 (Document Distribution List)

11.3 PFDA-ISO-DIP-003 (Records Masterlist)




Version No. 1




11.4 PFDA-ISO-DIP-004 (Turnover Listing and Disposal Authorization)

11.5 PFDA-ISO-DIP-005 (Charge-Out Card)

11.6 PFDA-ISO-DIP-006 (Document Feedback Form)