Receipt of Incoming Documents from External Clients

Details: 09.Aug

The Administrative Service - Central Records Division (AS-CRD), as the centralized receiving unit of all the documents in the DBM, is in charge of receiving incoming documents such as but not limited to budgetary and non-budgetary requests, financial and accountability reports and invitations, from external clients received through walk-in clients, couriers and electronic mail. This process also includes the scanning, uploading and routing in the Document Management System (DMS), as well as delivery of the hard copy of the documents to concerned B/S/O.

Office or Division

OFFICE OR DIVISION:	Administrative Service (AS) - Central Records Division (CRD)
CLASSIFICATION:	Simple
TYPE OF TRANSACTION:	G2G - Government to Government G2C - Government to Citizen
WHO MAY AVAIL:	All National Government Agencies (NGAs), LGUs, SUCs, GOCCs, and other Government Instrumentalities and the general public

Checklist of Requirements

Client Steps

General Solano Street
San Miguel, Manila
Philippines

Telephone No: 8657-3300
Email: osec@dbm.gov.ph

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CHECKLIST OF REQUIREMENTS	TYPE AND NUMBER OF COPY	WHERE TO SECURE
Dropbox Form (AS_CRD-BP-01-Form04) Documents/records such as but not limited to: • Letter requests of the client • Other supporting documents of the previously submitted request • Budgetary Reports	One (1) original copy and one (1) receiving copy	Prepared by the requesting entity

CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Submit the documents/records together with the accomplished Dropbox form	1. Check if request is intended for DBM	None	within 1 minute	Administrative Aide (AA) IV, Assistant (ADAS) I and III, Administrative Officer (AO) III and V
2. None	2. Evaluate if document is confidential	None	within 1 minute	ADAS I and III AO III and V
3. None	3. For confidential documents: Scan the face of envelope, upload, and route to concerned BSO/ employee in DMS and deliver the same together with confidential slip and routing slip to concerned official/ employee	None	within 2 minutes (uploading)	ADAS I and III AO III and V
4. None	4. For non-confidential documents: Scan and upload complete set of documents and attach DMS-generated routing slip as top cover page of document	None	1-15 minutes (depending on the type and bulk of documents)	ADAS I and III AO III and V
5. Receive Document Management System (DMS)-generated acknowledgement receipt (AR) thru email	5. Issue DMS AR to external clients/ email address indicated in the accomplished Dropbox Form	None	within 1 minute	ADAS I and III AO III and V
6. None	6. Deliver hard copies of documents to concerned B/S/O	None	within the day	ADAS I
TOTAL		None	Within 1 working day
*Note:* 1) For documents received beyond 3PM, delivery of the hard copy shall be done on the first working hours of the next working day. 2) For documents received thru email beyond 4PM, the uploading and routing of the same shall be done at 8:00am of the next working day.