U.P.

LAW CENTER

OFFICE of the NATiONAL ADMilUSTRAilVE REGISTER

ADMINISTRATIVE RULES
AND REGULATIONS

~ASTERCOPY

BY:-1&:.April 28, 2015

CUSTOMS ME~ORANDUM ORDER

NO. ---1\ - 2QJ..>...o!tL
_
SUBJECT: DISPOSAL OF VALUELESS RECORDS/DOCUMENTS

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.

Certified True Copy

]{:.

el G. De Jesus
SVCOO
CRMD-BOC

~A?TER

C~py

CMO Il-UllsP 2

d) The Administrative staff of the concerned officejdivisionjportjsubport

shall coordinate with the offices of NAP and Resident Auditor,
Commission on Audit (COA) on the implementation of the approved
REQUEST FOR AUTHORITY TO DISPOSE OF RECORDS or the conduct
of actual disposal.

5.0

MISCELLANEOUS

PROVISIONS

The Records Management Improvement

Committee (RMIC) to be
composed of the following shall be convened to provide an update on the
current policies on records management:
Chairperson
Vice Chairperson
Members

Director, Administration Office

Chief, CRMD
Chiefs, Administrative Divisions
NAIA
POM I
MICP
CRMDlstaff

Secretariat

The RMIC shall have the following furctions:

Evaluate the Records Management ~rogram of the Bureau from time to
time, and formulate new rules and procedures whenever necessary;
Keep an updated RDS and monitor its implementation;

and

Continuously supervise and educate all Bureau Personnel on new trends

in effective records management.

6.0

EFFECTIVITY
This Order shall take effect immediately.

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UN'~Tl' ONAtAOMINiSTRATIVE REGISTER
OFFICE 01 the "I
AOMINISTRATIV~ RU~ES
AND REGULA,IONS

w~,

ALBERTO D. LINA
~ Commissioner
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Buruual(uSIDms

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15-00051

TIME:

certiued

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OFFICIAL

23. 200[i

MARCH

NATIONAL

AROUVES OF THE PHfLlPPINES

PamNngng

GENERAL

GAZETTE

Slnupan

lIg

PllIpinas

RECORDS DISPOSITION SCHEDULE

to ".Il C"rwei"mnant Agencies

common

$'ri~s 2009
ITEM
NUMBER

..

RECORDS SERIES TITLE AND DESCRIPTION

ADMINISTRATIVE
MANAGEMENT

AUTHORIZED

RETENTION PERIOD

ano

RECORDS

Acknowledgmenl

Reccip~

BrochureslLflilflelsIPhamplel5

:I

Calendars/Schedules

Certincales of AppearancelClearances

To bel folOQwill1 ilppropnillo

(About or by the agency)

reccrcs series

1 year provided 1 copy is retainec1 for

relerence
1 year

o' Aclovitios or Evenls

I year

Certificalions

1 year

Chal'lS

PERMANENT

Functional
Organizalional
7

Correspondences
Non-roUllnlt

To beliled

Routine

2 years

with appropriate records senes

after acted upon

Delivery Receipts

2 years

OireclQries 01 EmploYfleslOfficials

2 yeafli atter superseded

\0

FOilsibili1y Sludies

PERMANENT

i. implemenled.

olherwise

dispose alien 5 years from dale of rsccrd

11

Gale Passes

6 months

12

InQuiries

2 years ahet actec upon

13

Issuances
Issued by or 'or lI1e head 01 agency
documenting

PERMANENT

polieioslfunctiOn$/

programs 01 the agency

Issued by or tor lhe head 01 agenC)'
rellecting rou1lnary ~Iion

2 years atler superseded

or

instruction

1~

LIsts

1 year after updated

Associations
Committees
Cooperallve:;

Certified True Copy

~eJesus

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CRl\1D -BOC

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~MASTER

COpy

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TIME:

OFFICIAL GAZETTE

1730

ITEM ~\
"UMBER

RECORDS

..:on! 14\

AUTHORIZED

I
I

RETENTION

PERIOD

1 year after updated

O:mc:(s
:.la11ing

I
I

l.

SERIES TITLE A~D DESCRIPTION.

LISIS

...

Transmittal

r-

To be filed wilh aporopnaie

recoros senes

Olhers
If:

Logho"ks
Incomlng!OUIQOIOQ Correspondences

2 years aner caie 0113s1 enlry

Vnr..ilors

O,dlnilry
VIP
Otners

\
16

II

17

2 years aller cate ollasl

PERMANENT

enlry

2 years aller dale ollasl

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:;

1 year afler renewed/expired

20

Plans

AchonlWork

l years afler implemenled

l)UIP.fS

PERMANENT

2i

pr,~~s ReleaseN

22

Programs

(AbOUI

or by the agency)

Work

If implemenled.

otherwise

dispose 5 years Irom date 01 record

PERMANE;H

3 years

Others

PERMANENT

il implemented.

otherwise

dispose 5 years Irom dale 01 record

~3

ProposalS

PERMANENT

il implemented.

otherwise

dispose 5 years Irom dale 01 record

2.a

Pubncancns

25

Reorganization

26

Reports

(Record

Sell

PERMANENT

Records

PERMANENT

AnnuallSpeclal

PERMANENT

Olhels

2 years atter mccrpcraiec

Repon

Certified True Copy

~eJesus

SVCOO
CR1vID-BOC

10Ihe Annuat

BY:

U.P. l/N~r.':f\'-r.

OFFIcE of tile HATIONAt ~AD'"'M;-;'.'eR

l

1"/S';~';TlVREG

ADMINISTRATIVE RULES
ANO REGULATIONS

~~STERCOPY
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TIME:

23. 2009

iv\,\f':(.:I1

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ITEM
NUMBi:oR

OFFICIAL

R!:COROS

BY:

GAZETTE

:'>ERIES TITLE AI>IO OESCI:IIPT!Otl

AUTHORIZED

RI;TENTION

27

Requests

2 years after acted upon

20

SlipS

1 yeGr

PER 100

t.oceror
Permission

Routing

29

Speeches

(Record

Slan~"rd

Oper;lIino

Sel)

PERMANENT

(SOP)

Procedures

PERMANENT

32

Telegrams

1 veat aftcr acted upon

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;

Plan 01 Wun< and Requests

Reglslnes

01 AlIalmenl

10,

J years
3 years

Allal"' .nl

& Oblig a uons lKAQiI

10 years

Capil31 OuUay (RAOeO)

FinanCial

Expenses

(RAOFE)

Malnlenance
E)(penses

& Other Operating

(RAOMOI
Se rv ,ces tRAOPS)

Personal

Requests ror 00li9aloon

Slatements

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

BuC1get Sheel AnalySIS

----------_._._---'--_._---------

certified True Copy

j

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ISTER

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U.F". LA.'.~; GEN7ER

OFFICE 01 the NAnONAL ADMINISTRATIVE REGISTER

AOMINISTRATIVE RULES

f' G,

\\- :2..0~

TIME:

OFFICIAL GAZETTE

1732
rrEIoI
NUMBER

VGb.

I
RECORDS SERIES TITLE AND DESCRIPTION

AUTHORIZED RETENTION PERIOO

39

Budgatary Ceilings

40

Cash AIlocalion CellingsiNolices 01 ~aSh Allocation

4\

Certifications 01 Funds Availability

42

General Appropriations Acts

J years

43

Organizational Performance Indicator Framework (OPIF)

Permanent

44

PhYSical Reports of Operations

3 years

45

Special/Supplemental BudgeLS

3 years

46

Work and Financial Plans

3 years

3 YII31'$

"

J years
1 year

FINANCIAL AND ACCOUNTING RECORDS

47

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

Annual Statements 01 Accounts Payable

PERMANENT

50

Aunitor's Contract Cards

J years

51

Aulhorities lor Allowances

2 years alter terminated

52

Authorizations
Overtime
Purchase 01 EquipmenUProperty
Transfer 01 Fund
Travel
Others

1 year aller expired

53

Bank Slips
Deposits

46

10 years

Reminanc8S
54

10S, No

B,lIs

10 years alter sallied

Certified True Copy

R'

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SVCOO

CRMD-BOC

"

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~IlAST~R
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COpy

Ii - U) }IJ-- t t
ITEM
NUMBER

RECOROS

SERIES

TITLE AND DESCRIPTIO'"

AUTHORIZED

Bonding Files
Action

55

Fidelity/Surety
tndemnity

RETENTION

PERIOD

Jyeal'5
years aller explradltermlnated

'i..

..

Bond

lor Issue 01 Due Warrant

3 years

Books oCFinal Entty

General Ledgers
Subsidiary

57

VIIiIl

3 years

ApplicationslRequnts

56

MAY 08 2015

TIME:

OFFICIAL GAZETTE

23. 2009

MARCH

U.i-. LA'w'..i CENTER

.._-,
eE of the HA TlOHAL AOMII/IS iRA TlVE REGISTER
ADMINISTRATIVE RULES
AND REGULATIONS

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

Cash Flow Charts

59

Certificates

by Disbursing

PERMANENT

Settle men I and Balances

10 years provided

post-audited.

finalty

setued and not inVOlved In any case

Shortages

60

10 yeal'5 aner settled

Claims

10 years after sellled

Insurance

Health

Benefits

Hospitat

61

Checks

and Check

Stubs

10 years prollided

post-aUdited.

finally

sellle<l and not involve<l in any case

62

Daily Cash Flow

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)

Certified True Copy

uel G_De JeSUS

svcoo

CRMD-BOC

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OFFICIAL GAZETTE

1734

~~~!t~l::--==

---------------------------------------RE.CORDS SERIES TITLE AND DESCRIPTION

\r.-!,"

PS ~I

r:

Sundry Payments

."

by

~ PERMANENT

Journal Entry Vouchers

12 years prO\"ll:led pcst-audued. finally

seu-eo ar.tJ nOI mVQI'Jf:&.! '0 6ln ca~e

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

J years aft", dale

Monthly Setuernerus 01 MO;'lthly SubSld'dry

Dj

lolSI entrv

2 years

Ledger Balance

1o..\.);ICI.:S

3 years after seuted

[Ji5~110"'ances
'l.u~;tI
t' .nn:;.

"

lyrlc'al Casn Boc~.s

73

Ollicial Cash 600ks

7.1

Official Rec ""'I,ls

PERMAN~'
lor Bank Cash Book

Pf'.RMANENT
10 l'"a:s

pro"'ided poslaudiled

finally

sellled and nOI Involved In any case

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

10 years provided a copy IS filed wllh

2(\1 files

Reliefs from Accountabilily

Dee,sl.)":;
Requests

~.'!

Hp.ports

Accountabnmes

for Accoumabre

Fonns

years alter cash had

Cash Disbursements

10 yeilrs

Cash Examinallons

3 years provided

been examined

post-audited.

finally

sallied and not involved in any case

Cer ified True Copy

.E'I

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

SERI'ES TITLE ANO OESCRIPTION

AUTHORIZEO

RETENTION

Reports

& DisbU~lng

Colleclirg

Offlc~'s

10 ya;.rs orovroed

semec

Checks Issued & Cancellad

CoUections & Deposits
Disbursements
Oaily Cash Reports
Llquldalions

..

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.

seuieo and lIollnvolveo

Tnal Baliln~e5

and Supporting

Cumurauve

(1Ililliy

in ilny case

Schedules

ResullS 01 Operations-Unapp'opllilled

PERMANENT

Final Annuat Trial Balances

Accounting's

Copy

10 years after Annual FinanCial Report

had been publisheCl

Aud,IO"S Copy

PERMANENT

Regional

10 years after Annual Financial

Office Copy

Report

nao been published

Monlhly/Quarterly

Trial Rala"ces

:' years aller <.('nsohdalnd

in the AnnUill

F onanclal Report
Preliminary

Trial Balances

Accounting's

10 years after Annual Financial Report

Copy

had been published

L_____
'-

Audllor':;

Copy

Regional

Otfice-s

PERMANENT
eDpy

I
i

c.ase

S years aller case had been settled "Jr

terminated

RepleniShments

nl Accounts

in aI',

3 years
10 years
10 years

selUed and nol Involved

"HoU"

a(lCl nol involved

..

MonU'ly Income
Overdt~fls and Misuse of Trust Fvnds

in

PERIOD

10 years aller Annval r-,nancial Report

had been puhliShl)d

Certified True Copy

uel G. De Jesus
SVCOO
CRMD-BOC

U.P. LA'N

CENTER

OFFICE of the HA TlOHAL ADM/ICIS1AAlIV

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

Vouchers. including Bills. Invoices & OIlIer

Supporting Docurr.ents
Disbursements
.rcurnais
Petty Cash
Reimbuniement
Expense Receipts
TravelUng Expen5es

..

\
\

TIME:

92

Withholding

r-

Tall Certificates

!lNo. 12

Jo.UTHORlZEO PETENTION

PERIOD

10 years provided pc:;l-auditee,

1i"911~'

satued and not involved in or.y C<:;~()

for COA & AccounUng OffiCo1l0epartm<ilnll
DivisionJSectionlUnit.
All other copies
dispose after 1 year.

4 years alter superseded

HUMAN

RESOVRCEtPERSONti.

MANAGEMENT
93

Annual

Summary

Program

94

Reports

RECORDS

lor Replacement

5 years

lor Non-eligibles

AppliCalions
Employment

1 year

Leave 01 Absence and SUPPO'ti">I

Relilll 01 Accounlabilily

Oocuml'nts

1 year ar.er recorceo

:> years

RetiremenUResignaUon

95

Attendance

96

AuthoriUesJRequests
vacant

Monitoring

to Creale

1 year
01

Fill

2 years aller vacant positions

Positions

Certifications
Employment
Resiaency

had been

filladup

I
!l7

In l/l~ le;:",,, C<:m5

aller SePaAtedJretirad

1 year

Sheels

1 year

Service
Others
I

la

Comparauve

99

Daily Time Records

Data Matrix 01 Employees

2 years
1 year aner data had been posiec in
leave cards and posl-audiled

100

Employee

101

Handwriting

'02

Job Order Employment

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

5 years aner lerrplnaled

15

01 Employees

years after separ;)ied/fstired

1 year after updaled

2 year$

aner date 01 last entry

1 year provided

leave and undertimes

are posted In \he leave card

Clearances

ISSI.Ied

2 years

aner dale 01 last entry

Certified True Copy

Ra
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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

SERIES TITLE .ujD DESCRIPTION

RECORDS

Medical Certificates

Membership

AUTHORIZED

in Support 01 Absence

on Account ollUn~Malemity

107

TIME:

OFFICIAL GAZETTE

23. 2009

MARCH

PERIOD

3 years after absences had been

recorded in leave cards

..

Files

RETENTION

15 years after separatedlrelired

csis
Pag-ibig
PhilHeal1h

108

Mert! Promolion

109

Performance

Plans

1 year alter superseded

Files

Appraisal

110

EYalualion

1 year
1 year

Rating Cards

5 years

Targel Wori<sheets

1 year

Permissions

10 Engage in BuslnessiPrivale

2 years aller expired

PraclicefT eacn

111

Personal Data Sheets (Curriculum

112

Personnel

VilaelResume)

1 year aner superseded

Folders (201 Files)

15 years aner separatedrreured

Appointments
Acceptance

01 Resignation

Approval 01 Retirement
Awards

BenefiVGratuity
Certificales
EIIQIDili'y
Rural Service
Training/Seminar

Anended

Change of Manlal SlalusiName

Clearant:e

(Ialest)

DesignauonslDetails
Oalhs 01 Office

Personal Dala Sheelllalesl)

Position Descriptions
ReinstalemenlS
Service Records
SlatemenlS

113

(updaled)

01 Dulles and Responsibilities

Planlilla 01 Personnel

PERMANENT

while other copies dispose

alter 3 years

114

Position Allocation

115

Position Classifications

116

RecommendalionslRefe~als

Lists

3 years
and Pay Plans

5 years aller superseded

1 year alter acted upon

0507~'--8

Certified True Copy

'-jllel G.
~\f('(

o~ Jesus
lO

CK.lvl1) - b QC

REGISTER

"

~MASTER

COpy

OFFICIAL GAZETIE

1738

ITEM

NUMBER
117

RECORDS

SERIES

U.P. LA' CE~~~'ER

OFFICE of the HAil0NAl ADMINISTRAflVE

ADMINISTRATIVE RULES
AND REGULATIONS

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

...

, 'year after acted upon/cleared

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

5 years aaer superseded

10 years

RECORDS

Cases

7 years after finally setued excepl

Decisions

I
,

which are Permanent

124

Aff,davits

1 year after purpose

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

had been served

after renewedllerrninaled
ftnillly sellled

andlor

Oonalion
Sale
130

Legal Opinions

PERMANENT

13t

Memoranda

PERMANENT

132

Petitions

of AgreemenVUnderslanding

I
133

Resolutions

134

Special

Powers

5 years aner setued

PERMANENT

of Attorney

1 year after purpose

had been served

Certified True Copy

tr<-o- '
que 1 G . De Jesus
c::!"C()O
CI~'vio-l30e

ReGISTER

UP LAW C-"--R
OFFICE of the NATIONAL ADM~,~iR~T/VE
ADMINISTRATIVE RULES
AND REGULATIONS

~IfASTER

CVV\ D 11OFFICIAL GAZETTE

23. 2009

MARCH

rrEM
NUMBER

135

RECORDS

SERtES

TITLE AND .DESCRIPTION

SUbpoenas
Ad Testificandum

Acknowtedgment

Receipl$

Semi-Expendable

137

Annual

AND SUPPLY

Receipts

Memorandum

RETENTION

PERIOD

case

..

PROCUREMENT
12f

AUTHORIZED

3 years or to be filed with appropnate

Ouces Tecum

TI

for Equipment
01 Equipment

'-

RECORDS
(ARE)/

1 year atter equipmenl

had been returned

(MREI.

and NonExpandable

Properties

Procurements

3 years

Plans
Programs

138

Bids and Awards

Commillee

Flies

5 years after contract

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

2 year5 atter delivery

Cards on Supplies

3 years after date 01 tast entry

01 Prices

10 years if al1.ached 10 vouchers .

otherwise.

H~

EqUIpment

143

Inventory

had been accepted

Ledller

Cards

dispose

aner

;: years aller eq'Jlpme,,:

2 years

had been dl:ipOsed

I
and Inspection

Reports

01 Unservlr.Ailble

1 year alter properly

had been disposed

PropertIes
144

Inventories

145

Inventory

146

InVOIces I Receipts

or EquipmenllSupplles

Propertie:;!T
mvoices

1 year aner updated

Tag Cards

1 year aner updated

J years aner issuance

F Of1Tl$

Accountable

147

ranster

01 Delivery

been lermlnated/alter
of Properties

on Supply Open-End

Job Orders

149

Lists 0/ Supplies

Under SI';JIy Open-End

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

Certified True Copy

quel G. De Jesus
SVCOO
CRi\ID-BOC

-:
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

TITLE AND .DESCRIPTION

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

1 year aiter equipment

137

Annual

J years

PERIOD

J years 0110 t1e filed with appropnale

Subpoenas
Ad T estificandul'll
uucee

\I

had been retumed

1
Procuremerus

Plans
Programs
\38

Bids and Awards

Comminee

Files

5 years aner coruract or winner had

ADSlract:;
Invllations

been terminated/settled,

oll\el"5 dispose

anor 1 year

Minules
Pre/Post

Qualifications

Publications

Rasolulions

139

Bills 01 Ladin9

2 years after delivery

140

Bin CalClSlSIOCk Carc1s on Supplies

3 years alter date of lasl entry

141

Canvass

10 years if attached to vouchers,

01 Prices

\
I
!

cmerwise,

1-12

Equlpmeni

143

Invenlory and tnspecuon

Pronertres

144

Invenlories

145

Invenlory

\46

Invoices

LeClger Caros

had been accepted

dispose

aner 2 years

2 years allet eQuipmenl

had been disposed

I
had been disposed

I year aller upOillea

I Recelpls

J years aner issuance

Fonns

of Delivery

1 year aller upOaled

Tag Cards

Properties/Transler
Invoices

1 Yflar aller properly

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

Under SI';JIY Open-End

150

Monlhl),

of Supplies

Reports

1 year

and Malonals

5 years
luued

, yoar

Certified True Copy

Rr que! G. De Jesus
SVfY)()

CI~tv.u.)- BUC

U.F. : A'wV ~Ef.~T-

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

Ouenes on Prices 01 Articles.

Funds 10 Meel Quolations

15:'

Reports

156

Requisition

of Waste

AND DESCRIPTION

20t5

V18n

TIME:

1740

n8
BY:

VOL. 105, No. 1

AUTHORIZED

RETENTION

PERIOD

PERMANENT

..

, years
1 year

Addilional

1 year

Materials

2 year:;

and tssue SlipslRequisition

Issue

1 year or file willl appropriate

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

and PaCking Us~

on Items Purchased

Certificates

with

2 years after renewed

1 year aner posl-auditod

Cards
Journals
TRAINING

1 year

1 year
5 years
5 years

RECORDS

\63

Calendars

1 year after superseded

164

Course

1 year aner superseded

165

Masler1isls
Participants
Seminars Conducted/Coordinaled

PERMANENT

166

Resource

, year after superseded

167

Schedules

166

Survey

169

Tralntng

Handouts

1 year after superseded

170

Training

Programs/Plans

3 years after superseded

171

T raining

Reports

2 years

172

Won.shop

OesignslOullineslSyllabi

Speaker

Profiles

of TraininglSemin:1f

Evaluation

Results

Questionnaires

1 year after superseded

1 year after data had been evalualed

, year

Certified True Copy

.R

G. De Jesus

~'l.'(\Ci

Cluvu) - hue

REGISTER

I of-:

..

U.P. LJ:t.V" C;::NTER

ArJMiNISTRAiIVE
ADMINISTRATiVe RULES
AND REGULATIONS

OFFICE of the UAiiOiiAl

.
REGISTER

RW'o15tbr 0
TIME:

BY:

REPUBLIC OF THE PHILIPPINES

DEPARTMENT OF FINANCE

BUREAU OF CUSTOMS
MANILA 1099

January 22, 2015

MEMORANDUM

TO:

1.0

All Service Directors

All District/Sub-port Collectors
All Deputy Collectors for Administration
All Division/Unit Chiefs
And Others Concerned

In order to update the Bureau's ecord holdings, you are hereby

requested to make an inventory of our records to determine if there
are those which by Law or Admini ative decision have fulfilled their
purpose and are therefore of no fu er value.
1

2.0

Should there be records for disposal in your respective port/office,

please accomplish the attached National Archives of the
Philippines (NAP) Form No. 3 (Request for Authority to
Disposeof Records)in quadruplicateand forward the same to the
Chief, Central Records Management I Division (CRMD)for transmittal to
the NAP.

3.0

Also attached is a copy of the Records Disposition Schedule eRDS)of

the Bureau, for your perusal.

4.0

For compliance.

i:

Certified True Copy

R~DeJeSUS

SVCOO
CRMD-BOC

tv~r-;>

TURO M. LACHlCA, CESO 11

Deputy Commissioner

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

SERIES TITLE & DESCRIPTION

This is a failhful
reproduction of
the approved
RDS on tile of
R.."vtA.O,
disseminated thru ,
Memo dated Jan. i
3.1997
!

(b)
Storaze

Iodate

----:

Cc)
Total

I ~
~
I

\j)
\

1.

i:;

5
~

tI.l

00

U
<lJ

:=

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Q

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0.

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......

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er
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._..9._. .'
Disposition Authority/Remarks

8. Retention Period

0-

a:;:: ~~

_;: c"':

::J .. -...:
s

Ca)

Cb)

Active
1

Storage

S SERIES TITLE & DESCRIPTION

(c)
Total
1

~,.,

i
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plications for land located along coastal

Lines
Customs Matters
Shipping lines to allow surveyors to board
Incoming ocean vessels
Waiver of or Surcharge on Shipment of
Importers

"

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i
i

'If

i
I

7.

i Tax Exemptions

10

8.

~
~

9.
10.

>:11Ill.
.0..
0 ~'

()

12.

o:;~13.

W.

I-

o.W

14.

I 15.

Foreign Embassies/Consular Offices

R.-'\ 3127 - Board of Industries
Government/Private Offices
Personal (Returning Residents)
Seizures (Vessels, Importation)

Tax Credit
Tax Refund

3
3

I
I

i
i
i
i

i
i

i
i
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i

C01:IPUTER CENTER SERVICES

IB~f Cards & Continuous Fonns

2
PER
PER

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.J

I
I

MiA

N E NiT

MiA
- !

'

'"d
<:!,,)

Magnetic Tapes
Sun:;.rnary of Importation by
TariffParagrapb
Transcribing Sheets

i
i

10
10

!
!

10

i
i

Entry Processing Stubs

i
i
i

~
~

2
5

Dispose 6 months after data are

transferred to magnetic tapes

NiTI
I

i
i

i
I

Dispose 1 year after

transcription

.<J:
2

rI.l

.::;:3 .

-.

In

(I,)

(I,)_CJ

1""\0
!-lOCO

02~'

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1- 0 ('r
'.

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6.
Item

~~",

f' <&

UJ.;?'~ ."

8. Retention Period

7.

(a)
Active

LEGAL & INTELLIGENCE SERVICES.

Inquiries/Requests
Seizure Cases (Appeals, Protests
Decisions)

16.
17.

(b)

(c)

Storage

Total

Bonds
-.

~~

i
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IJI
\

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--

,~

..

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ivery of impo rted

"

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ut Billof

j
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2
2
2
2
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5

.,3
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5
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5
5

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19 Agreement

Ladmg

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i a:: ~

13, s.

,,i

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>-;:$

."

Materials

j--

..

i
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of Surety

at
~L

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i

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1
I

i
i

OPERATION & ENFORCEMENT SERVICES

Abstract of Collections
Alert Notices
Applications

19.
20.
21.

.:

i 1981 of the Supreme Court.

1 MCS General Circular No, 18 s.
11979

i
i

,.::lz

.c

i Disposal is covered by
i Administrative Order No.

SubpoenalSubpoCr;J Duces Tecum

.,iQ ~~
-:.- :E
et:
t.L.-
Q

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ca

;.r<i ~~
i

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00 ;::"5
;,~ ~t.'

18.

l;J~

Disposition Authority/Remarks
RECORDS SERIES TITI..E & DESCRIPTION

No.

l-..=>%
Z~ o::g

9.

\!)

~~~

1(1)

'-;=j

0"

....
, ,,~U:O(~6{r{J,cr

_0-6.

("00.1

. ,_._-

8. Retention Period

7.

Item
No.

RECORDS SERIES TITLE & DESCRIPTION

(a)

(b)

Active

Storage

10
i Board oflnvesttnents Deferred
Payments of Surety Bonds
ii Cana:llation of Bonds
Certificates
i
Bertbins Orders
Clemn~
i
Exponation!
i
i !Dspection.!.ldentific:arions and Loading
i LadinS
,
i
Origin (GSP form AI
i Origin of General Merthandise
i
Relesses i. Wlutc CO)
Short Shipments/non-Shipments
(Shipping Companies)
~geable Bonds
:cklist (Bonds)
lUIIunication! on:
Consular Office!
Embassies
Government
Transacdns Public
w DeclaratiOn!
~Ol!l!Bonds &: Working Papers

30.

31.

32.

~
~

Ber.~ing

Common Carriers
Cusroms Brokell
DocumcnulIY
Gmmllmporws
Land C arTm'
Misc:llaneoui (Benhing Tonnage>.
r"\.";",~ <;lIrelYBond ofT ruck O~tjons

;3
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,)..'

,-.
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2
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5
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Total

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9.
Disposition Authorlty/Remarks

t~

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rf.)

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8. Retention Period

7,

6.

Item
No.

/.;

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<3
1JJ

RECORDS SERIES TITLE & DESCRIPTION

.,

. Ca)
Active
~

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8
7
3

3
5

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2
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5
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Imported articles)

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!

2.

5
5

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Total

Storage

L-e:

Disposition Authority/Remarks

-1"1

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9.

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6. . 7.
Item
No. I RECORDS SERIES TITLE_ & DESCRIPTION
_

I.

JO.
51.
52.
53.

54.
55.

i General

Declarations
Generalized Systems of Preferences
InquiriesIReplies (Domestic & Intemational)
i Itinerarv of Vessels Documents
i Invoices'
A...:
i
wwuary
Commercial

!
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p_:~..
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I.

~\..;"rt",,.

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157.
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inward & Outwsrd

passengers (Arrival &.: Departum)

Transit Cargoes

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9.
AuthorityfRemarks

i;

D')sition

;2

i:

_~torage

8;

t!
!

0_

Slo;"
Manifests
Cargo
Coasr-..vise
i D0mestic
Entran.::e & C!ea."':'.nce

I,

(b)

..l',~.) ~ .l

Active

Lists
~~~
Crew
Crew Declarations
Parcels
.
'!l . I"nlT
J.11..",,1\..
!:

i General Agreement on Tariff & TradetGAm

56.

\aj

Period

O!~ en
llJ~ ~Ul
1- .. "'%
2~ ""2

r:

It:

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en

(5

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c::2:

b6f~:'o/-o\-.r pl~
6.
Item
No.

;/

w~'"
-~

7.

i Masters Oath
; Multilateral Trade Negotiation
No-Dollar Import & Export
!
Declarations
61.
i Notice of Auction Sale
Appraisal
;
Award
.'
Bidding
Gate Pass
.
i Oath of Entering Vessels from
62.
Foreign Ports
; Orders of Payment
63.
Paid Entries of Short Duties and
64.
i
Taxes
i
i Permits
/65.
Advance Delivery (Telex)
i
I
i
Banking
Discharge
i
i
Deliver
Imported
Goods
i
i
Load
i
Shipside
i
Special (decongest, military,
i
i
Bonded, transshipment (local)
Q..
i
!
Temporary (to transfer)
,! Transfer (bonded waresouse, cold storage
i
O.::L.
i
Outside CY-CFS)
!
Van (for Withdrawal Containers)
~
Warehousing Application
1\ '
vPersonal Tax Exemption (returning
66.
,
~o
Residents from abroad)
! Recapitulations
67.
58.
59.
60.

i
i
i

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i
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i

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i
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i

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.,

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25
5

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Internal Administration GrouE.
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Chairman, Records Management Improven%nt

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ORDS DISPOSITION
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ARCHIVES

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TELEPHONENUMBER:

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POSITION:

CERTIFIEDAND APPROVEDBY:

This is to certify that the above mentioned records' are no longer needed and

not involved nor connected in any administrative or jUdicial cases.

Nameand Signatureof AgencyHead

or DulyAuthorizedRepresentative

Lertified True Copy

e

. De Jesus

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