The Administrative Service-Central Records Division (AS-CRD), as the custodian of current/active and non-current/inactive official records of the DBM, such as internal and external issuances, budget-related action documents, and other relevant documents, is in charge of acting upon requests for the issuance of certified true copies of records in its custody, provided such records are non-restricted or the information contained therein, non-classified; subject to existing laws, rules and regulations, such as the National Archives of the Philippines Act, Data Privacy Act, Executive Order No. 2, s. 2016, DBM Freedom of Information Manual, and the like. This process excludes requests covered by a Subpoena issued by the Office of Ombudsman and Sandiganbayan and requests of the Commission on Audit for audit purposes wherein the deadline/timeline is being set by the requesting entity.
Office or Division
OFFICE OR DIVISION: | Administrative Service (AS) - Central Records Division (CRD) |
CLASSIFICATION: |
Simple* (Less than ten (10) Current Records) |
TYPE OF TRANSACTION: |
G2G - Government to Government |
WHO MAY AVAIL: | All National Government Agencies (NGAs), LGUs, SUCs, GOCCs, and other Government Instrumentalities |
Checklist of Requirements
CHECKLIST OF REQUIREMENTS |
TYPE AND NUMBER OF COPY |
WHERE TO SECURE |
Letter Request signed by the Agency Head or Local Chief Executives stating the purpose of the same |
One (1) original copy |
Prepared by the requesting entity |
Client Steps
Administrative Service (LS) - Central Records Division (CRD)
CLIENT STEPS |
AGENCY ACTION |
FEES TO BE PAID |
PROCESSING TIME | PERSON RESPONSIBLE |
1. Submit client memo request/accomplished AC-CRD Request form to AS-CRD |
1. Receive request |
None | within 1 hour |
Administrative Assistant (ADAS) I and III Administrative Officer (AO) I, III and V
AS-CRD
|
1.1. Receive Document Management System (DMS)-generated acknowledgement receipt (AR) | 1.1 Route request from AS-OD to CRD with instructions | |||
2. None | 2. Evaluate request, retrieve and photocopy requested records | None | within 1 working day and 7 hours |
ADAS I and II, AO I, III and V, Supervising AO
AS-CRD
|
2.1 None | 2.1 For records covered by ADRS, CRD shall print requested records upon coordination with ICTSS and/or BTB | |||
2.2 None | 2.2 If request is for CTC of DBM Issuances, the same can be provided within the day |
ADAS I and III AO I, III and V, Supervising AO
AS-CRD
|
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3. None | 3. Review and certify requested records | None |
Chief AO
AS-CRD
|
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4. None | 4. Prepare transmittal letter/memo with attached requested copies/certified true copies of records | None | within 1 working day |
ADAS I and III, AO I, III and V
AS-CRD
|
5. None | 5. Evaluate, review and approve transmittal letter/memo | None |
Director
AS-CRD
|
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6. Receive requested records | 6. Issue/release requested records | None |
ADAS I and III, AO I, III and V
AS-CRD
|
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TOTAL | None | 3 working days | ||
Note: 1.) For Complex Request – Request for CTC of more than 10 current records and less than 10 non- current records, the corresponding processing time for retrieval and certification of records shall be within 4 working days and 7 hours. The Total Process Time would be 6 working days. 2.) For Highly Technical Request - Request for CTC of more than 10 non-current records the corresponding processing time for retrieval and certification of records shall be within 16 working days and 7 hours. The Total Process Time would be 18 working days.
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