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-Central Records Division (AS-CRD) |
CLASSIFICATION: | Simple |
TYPE OF TRANSACTION: |
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WHO MAY AVAIL: |
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Checklist of Requirements
CHECKLIST OF REQUIREMENTS |
TYPE AND NUMBER OF COPY |
WHERE TO SECURE |
|
One (1) original copy | Prepared by the requesting entity |
Client Steps
Administrative Service-Central Records Division (AS-CRD)
CLIENT STEPS |
AGENCY ACTION |
FEES TO BE PAID |
PROCESSING TIME | PERSON RESPONSIBLE |
1. Submit letter request to AS-CRD. | 1.Check if the request is intended for DBM. | None | within 1 minute |
Administrative Assistant (ADAS) I, Administrative Officer (AO) III and V |
2. None |
2. Evaluate if the document is confidential. |
None |
within 1 minute |
AO III and V, ADAS I |
3. None | 3. For confidential documents: Scan the face of the envelope, upload, and route to concerned BSO/ employee in the DMS and deliver the same together with the confidential slip and routing slip to the concerned official/ employee. | None | within 2 minutes (uploading) |
AO III and V, ADAS I |
4. None | 4. For non-confidential documents: Scan and upload the complete set of documents and attach DMS-generated routing slip as top cover page of the document. | None | 1-27 minutes (depending on the type and bulk of documents) |
AO III and V, ADAS I |
5. Receive the Document Management System-generated acknowledgement receipt. | 5. Issue DMS Acknowledgement Receipt (AR) to external clients. | None | within 1 minute |
AO III and V, ADAS I |
6. None | 6. Deliver the hard copies of documents to concerned B/S/O. | None | within the day |
ADAS I |
TOTAL | 1 working day | |||
Note: 1) For documents received beyond 1PM, 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 on the first working hour of the next working day. |