Request for Certified True Copy/ies of Record/s

Details: 22.May

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.

Office or Division

OFFICE OR DIVISION:	Administrative Service (AS) - Central Records Division
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

Client Steps

General Solano Street
San Miguel, Manila
Philippines

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

REPUBLIC OF THE PHILIPPINES

All content is in the public domain unless otherwise stated.

ABOUT GOVPH

Learn more about the Philippine government, its structure, how government works and the people behind it.

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	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Submit request to AS-CRD	1.Receive request.	None	within 1 hour	Administrative Assistant (ADAS) I Administrative Officer (AO) I, III and V
1.1. Receive Document Management System (DMS)-generated acknowledgement receipt (AR).	1.1 Route request from AS-OD to CRD with instructions	None	within 1 hour
2. None	2. Evaluate request, retrieve and photocopy requested records	None	within 1 working day and 7 hours	ADAS I AO I, III and V, Supervising AO
2.1 None	2.1 For records covered by ADRS, CRD shall print the requested records
2.2 None	2.2 If request is for CTC of DBM Issuances, the same can be provided within the day
3. None	3. Review and certify requested records	None		Chief AO
4. None	4. Prepare transmittal letter/memo	None	within 1 working day	ADAS I, AO I, III and V
4.1 None	4.1 For records covered by ADRS, submit transmittal letter/memo upon clearance/ approval by B/S/O concerned and/or Legal Service	None		ADAS I, AO I, III and V
5. None	5. Evaluate, review and approve transmittal letter/memo	None		Director
6. Receive requested records	6. Issue/release requested records	None		ADAS I, AO I, III and V
TOTAL			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 - R*equest 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.