circular no. subject : guidelines to … · republic of the philippines ... releasing of documents/...
TRANSCRIPT
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Republic of the Philippines
DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT DILG-NAPOLCOM Center, EDSA corner Quezon Avenue, West Triangle, Quezon City
http://www.dilg.gov.ph
CIRCULAR
NO.____________
SUBJECT : GUIDELINES TO CENTRALIZE THE RECEIVING AND
RELEASING OF DOCUMENTS/ COMMUNICATIONS/
RECORDS/ ISSUANCES/ CLASSIFIED INFORMATION
IN THE DEPARTMENT
DATE :
1. Background
Sound records management practices require a centralized system of
documents/records control. To effect a more systematic and efficient
flow of communication throughout the Department and ensure that
the Department’s clientele are given with accurate information they
needed, the centralized control of documents and records is deemed
necessary for the seamless operation of the Department. Centralizing
the incoming and outgoing documents and records are part of the
unified Records Management and Control in the Government where
the rules and regulations promulgated for the purpose are as provided
under the National Archives of the Philippines (NAP) General Circular
No. 1 dated January 20, 2009.
2. Scope/ Coverage
This Circular shall cover all the official communications/
correspondences received and released by the operating units of the
Department, including its regional and field offices.
3. Policy Content and Guidelines
To ensure the systematic flow of correspondences in all operating
units of the Department, the following guidelines, policies and
procedures shall be observed:
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3.1. On Incoming Communications
3.1.1. All official correspondences addressed to the Department
shall be coursed directly to the Records Section/Unit for
recording and eventual routing to the concerned action units.
There shall be no direct deliveries of incoming
communications to action units by any individual. If any
official correspondence is delivered directly to the action
unit/officials concerned, such communication shall be
returned to the Records Section for recording.
3.1.2. All official mail shall be opened by the receiving unit of the
Records Section except those which are marked
“Confidential” or “Personal”. Immediate attention shall be
given to priority or urgent papers whenever they are
determined to be so.
3.1.3. All official communications shall bear the official
stamp/mark “RECEIVED” by the Records Section/Unit and
shall be dated, initialed, assigned with a control number,
entered and recorded to the Records Management System
(RMS) by the concerned Records Action Officer. All receiving
clerks of operating units shall use the same control number
assigned to a document, for tracking purposes, in the
following format:
yyyy-mm-dd-xxx
indicating,
yyyy - the year the document was received
mm - the month the document was received
dd - the day the document was received
xxx - the three-digit control number assigned to a
document
3.1.4. All communication received by the Records Section shall be
routed to concerned units within the day upon receipt,
except those communications which have been received from
3:30 p.m. Urgent communications, however, shall be routed
immediately upon receipt.
3.1.5. The Records Section/Unit staff shall determine the
concerned action unit to which such communication will be
routed/forwarded, for immediate and proper disposition.
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3.1.6. All designated receiving clerks in the operating units must
affix their name/initials, as well as the date and time of
receipt in the transmittal logsheet of recorded incoming
communications.
3.1.7. Other personal mail/package addressed to the employees of
the Department, which are not official in nature, shall also
be received by the receiving officer of the Records
Section/Unit. However, personal mail must be picked-up by
the concerned employee or his authorized representative
from the Records Section.
3.2. On Outgoing Communications
3.2.1. All outgoing communications, except intra-office
communications, shall pass through the Releasing Unit of
the Records Section for proper recording. It shall bear the
stamp “RELEASED” by the Records Section, with the date
and time of release, signature/initial of the releasing officer,
and the assigned control number. Any communication which
does not bear the stamped “released” shall be considered
unofficial.
3.2.2. The designated releasing clerks of the action units shall be
responsible in delivering the outgoing communications to the
Records Section/Unit. As much as possible, no third party
(janitorial personnel or OJT) shall be allowed to deliver the
same to the said office.
3.2.3. Designated releasing clerks of the action units shall likewise
be responsible for checking the completeness of the outgoing
communication – with the signature, correct and complete
name/address of the addressee, necessary enclosures, basic
attachments or previous indorsements received by the
Department. Only the documents with sufficient copies must
be reproduced.
3.2.4. The Records Section/Unit staff shall determine the method of
delivering the outgoing communications to concerned
addressees. Should there be a special instruction in the
manner of delivering the correspondences, the head of
office/action unit shall inform and coordinate with the
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Records Section Chief or the principal Liaison Officer of the
said office regarding the same.
3.2.5. Release of intra-office communications/ correspondences
shall be delivered directly to the concerned action unit to
expedite the flow of communication, provided that such
communication is accompanied with the duly filled-out
routing slip. Designated releasing clerks shall carry-out the
same procedure mentioned in item no. 3.2.3.
3.3. On Administrative Issuances
3.3.1. The Records Section/Unit shall be responsible for controlling
and assigning of serial numbers and date to all
administrative issuances of the Department including office
orders.
3.3.2. To avoid inconsistency in the issuance date and serial
numbers, the personnel in-charge of the preparation of
issuances shall consult and coordinate with the Records
Section, especially in the reservation of the issuance number.
3.3.3. The action unit of origin shall provide a written instruction to
the Records Section in case such issuance shall be
held/pending for release, indicating as well the reason
therefor.
3.3.4. The head of the operating unit shall notify the Records
Section on any changes to their official email addresses and
designated official email administrator/s whom shall be
responsible for acknowledging the receipt of emails and shall
be responsible for forwarding and disseminating the
information within their respective units. The consolidated
list of official email addresses are hereto attached as “Annex
A”.
3.3.5. Original copies of the issuances/directives shall be forwarded
to the Records Section/Unit as the official repository of
records of the Department.
3.4. On Classified Information
3.4.1. Access to classified matter must be limited to the Head of
Office and authorized personnel only who possess
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appropriate access authorization and who require such
access (need-to-know) in the performance of official duties.
3.4.2. Communications marked with Top Secret, Secret,
Confidential and Restricted that were received by Records
Section shall be delivered directly to the addressee thereof or
to his/her office and he/she shall sign his/her name/initial,
date and time of receipt in the Official Receipt for Classified
Matter (see form marked as “Annex B”).
3.4.3. Only authorized Receiving/Releasing Officers shall be
allowed to handle the classified documents.
3.4.4. When information is prepared on classified matter it must be
marked or stamped conspicuously at the top and the bottom
of all pages which contain classified information, the letters
of the said marking shall be larger than the normal letters of
the rest of the document. Sealed envelopes should also be
marked with classified marking.
3.4.5. Documents/records containing classified information shall
be kept in special registries and must be filed and stored in
lockable cabinets within the department or office concerned,
and shall be accessible only to the authorized personnel.
4. References
Office of the President Memorandum Circular No. 78, s. 1964
Office of the President Memorandum Circular No. 196, s. 1968
NAP General Circular No. 1 dated January 20, 2009
DILG Circular No. 2016-06
DILG Office Circular No. 73-9
DILG Office Circular No. 73-10
5. Annexes
Annex A – Consolidated List of Email Addresses
Annex B – Official Receipt for Classified Matter
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6. Repealing Clause
This Circular is understood to be merely ministerial and all other
DILG issuances which are inconsistent with any provision of this
Circular are hereby repealed and/or amended accordingly. In case of
conflict, however, of any provision herein with the provisions of the
Freedom of Information law or rules, the latter shall prevail.
7. Effectivity
This Circular shall take effect immediately.
ISMAEL D. SUENO
Secretary
AS:GSD:RS
JJJ:EAV:MFLML
mbvn
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ANNEX “A”
CONSOLIDATED LIST OF EMAIL ADDRESSES (Local Government and Interior Sectors)
No OFFICE E-MAIL ADDRESS ADMINISTRATOR/S
1. Office of the Secretary (OSEC) [email protected] Sec. Ismael D. Sueno
2. Head Executive Assistant (HEA) [email protected] HEA Josephine C. Leysa
3. Office of the Undersecretary for
Peace & Order (OUSPO) [email protected] USEC Catalino S. Cuy
4. Office of the Undersecretary for
Operations(OUSO) [email protected] USEC John R. Castriciones
5. Office of the Undersecretary for
Local Government (OUSLG)
USEC Austere Panadero
Janet A. Florendo
6. Office of the Undersecretary for
Public Safety (OUSPS) [email protected] Jesus V. Hinlo, Jr.
7. Office of the Undersecretary for
Legal Liaison & Special Concerns
USEC Emily O. Padilla
-
8. ASEC for Finance &
Comptrollership, Administration &
Human Resource Development
[email protected] Berenice Tarnate
9. ASEC for Barangay Affairs and
Community Development [email protected] Roosque B. Calacat
10. ASEC for Muslim Affairs and
Special Concerns
Hamid K. Lajakahal
Alfaire DG. Sulit
11. ASEC for Plans & Programs [email protected] Epimaco V. Densing III
12. ASEC for External & Legislative
Affairs
ASEC. Echiverri
13. ASEC for Strategic Alliances,
Private Sector Partnership &
Resource Generation
14. Bureau of Local Government
Development (BLGD)
[email protected] Bethlehem Mangahas
15. Bureau of Local Government
Supervision (BLGS) [email protected] Jemellyn H. Alo
16. BLGS-LGPMD [email protected] Ruselle Adalla
17. BLGS-PCMD [email protected] Diana Baldonado
Charles Anthony Vega
18. BLGS-LGRD [email protected]
19. BLGS-RAD [email protected]
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No OFFICE E-MAIL ADDRESS ADMINISTRATOR/S
20. National Barangay Operations
Office (NBOO) [email protected]
Dennis Lacsamana
Ellen Paulyn Perez
21. NBOO-CCDD [email protected] Lyn Aguilar
22. NBOO-CAPDD [email protected]
23. NBOO-RPD [email protected] Blesilda Rachel Paule
24. Office of Project Development
Service (OPDS) [email protected]
Janice Barrientos
Aquiles Gardose
25. OPDS-PCDD [email protected] Michelle Tabuzo
26. OPDS-PMED [email protected]
27. Administrative Service – OD [email protected]
Atty. Jena J. Javarez
Imelda Po
28. AS-General Services Division [email protected] Jan Mei Tality
29. GSD – BAC Section bacsecretariat.dilgco@ gmail.com Muriel Autencio
30. GSD – Procurement Section [email protected] Mandy Alqueza
31. GSD – Property Account Section [email protected] Gerard Mangahas
32. GSD – Cash Section [email protected] Dimsdale Fuellas
33. GSD – Auxiliary Section [email protected] Ely Rey Garcia
34. GSD – Motorpool Section [email protected] Diosdado Tuanquin
35. GSD – Civil Security Section [email protected] Romeo Rolle
36. GSD –Medical &Dental Clinic [email protected] Nene Estellana
37. AS-Human Resource Management
Division (HRMD) [email protected]
Edna SD Fresnoza
Imelda A. Grivas
38. AS-Personnel Division (PD) [email protected] Veronica Macabate
39. FMS – Accounting Division (AD) [email protected]
40. FMS – Budget Division (BD) [email protected] Gaudencio L. Apostol
41. FMS – Management Division (MD) [email protected]
42. ISTMS-Office of the Director [email protected]
Armin Paolo Doton
Mariedo Bello
43. Internal Audit Service (IAS) - OD
Internal Audit Service (IAS)
[email protected] Nerisa Matias
44.
45. Legal and Legislative Liaison
Service (LLLS) - OD [email protected] Atty. Edward Justine Orden
46. LLLS – Appellate Division [email protected] Atty. Gina Wenceslao
47. LLLS –Trial & Investigation Div. [email protected] Karen Pacquing
48. LLLS – Law Division [email protected]
Atty. Cynthia Pulido
Mark Joseph Orbong
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No OFFICE E-MAIL ADDRESS ADMINISTRATOR/S
49. Planning Service
Christian Mon Aniñon
Annabelle M. Telan 50.
51. Public Affairs & Communication
Service (PACS) [email protected]
52. PACS-ICRD [email protected] Leah Flor Centeno
53. PACS-PRD [email protected] Reinier Ramones
54. PACS-CSD [email protected] Alexander Estrella
55. Patrol 117 Commission / 911 [email protected] Technical Officers of 117
56. Central Office Disaster
Information Coordinating Center [email protected]
Amelle Bianca Camba
Robin Lim
57. Resident COA [email protected] Gaze Janz Dimacisil
Miriam Peñarubia
58. BUB – PMO [email protected] Norman Aparente
59. ISF – PMO [email protected] ISF PMO Team
60. OPDS – RAY PMO [email protected] Julius Gonzales
NenefeVerana
61. OPDS – WSSPMO [email protected] John Oliver Torres
62. OPDS – PAMANA [email protected] Frederick Arnulfo Narte
John Edzelle Pamatmat
Clevelina Moya
63. OPDS – SLRF [email protected]
Alfred Jeremy Hernandez
Nikko Baesa
64. I Federalism-PMO [email protected]
65. UBAS-PMO [email protected]
66. Manila Bay-PMO [email protected]
DILG REGIONAL OFFICES
67. DILG – CAR [email protected]
Ronnel Ramirez
Zaldy Papat-iw
68. DILG – REGION I [email protected]
Sheila Marie Andales
Prayandleo Cahiga
69. DILG – REGION II [email protected]
70. DILG – REGION III [email protected]
Crystal Joy Carlos
Aira Balancio
71. DILG – REGION IV – A [email protected]
Records Unit
Legal Unit
72. DILG – REGION IV – B [email protected] ORD
73. DILG – REGION V [email protected] Eden Lanoza
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No OFFICE E-MAIL ADDRESS ADMINISTRATOR/S
74. DILG – REGION VI [email protected]
Jessana Carmela Tatoy
Mark Linas
75. DILG – REGION VII [email protected]
Marissa Dañagan
76. DILG – REGION VIII [email protected] Jennefer Pagatpat
77. DILG – REGION IX [email protected] ITO
78. DILG – REGION X [email protected] Villdeth A. Sato
79. DILG – REGION XI [email protected] Emilie Castro
80. DILG – REGION XII [email protected]
Records Section
81. DILG – REGION XIII [email protected]
Vincent Troy Calo
Bernadette Sabayday
82. DILG - NCR [email protected]
83. DILG – ARMM [email protected] Sittie Panangilan
84. DILG – NIR [email protected] J. Dignadice
ATTACHED AGENCIES
85. Local Government Academy
(LGA)
Patrocinio Olidan, Jr.
86. Bureau of Fire Protection (BFP) [email protected]
87. Bureau of Jail Management &
Penology (BJMP)
88. Philippine National Police (PNP) [email protected]
89. Philippine Public Safety College
(PPSC)
Dahlia Bugtong
90. National Police Commission
(NAPOLCOM) – Central Office
91. NAPOLCOM-CAR [email protected] Soledad Benwaren
Imelda Madrid
92. NAPOLCOM-Region 1
93. NAPOLCOM-Region 2 [email protected] Remedios Perdido
Yolanda Campos
94. NAPOLCOM-Region 3
95. NAPOLCOM-Region 4A [email protected] Rowena Ebite
Jomark Lopez
Anacoreta Quintela
96. NAPOLCOM-Region 4B
97. NAPOLCOM-Region 5 [email protected] RD Josephmar Gil
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No OFFICE E-MAIL ADDRESS ADMINISTRATOR/S
98. NAPOLCOM-Region 6 [email protected] RD’s Office/Planning
Section
99. NAPOLCOM-Region 7 [email protected] Dyna Jane Vega
100. NAPOLCOM-Region 8 [email protected] [email protected]
Marialuz Abarca
Rosita Ullegue
101. NAPOLCOM-Region 9 [email protected] Atty. Pablito Abad,Jr.
102. NAPOLCOM-Region 10
103. NAPOLCOM-Region 11 [email protected]
104. NAPOLCOM-Region 12 [email protected] Veronica Hatague
Magdalena Parreño
105. NAPOLCOM-Region 13 [email protected] Florita Micayabas
106. NAPOLCOM-NCR [email protected] TSD Chief
-nothing follows-
ANNEX “B”
Republic of the Philippines
DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT DILG-NAPOLCOM Center, EDSA corner Quezon Avenue, West Triangle, Quezon City
http://www.dilg.gov.ph
OFFICIAL RECEIPT FOR CLASSIFIED MATTER From :_______________________ Control No. : ________________
_______________________
To :_______________________ No. of Copies: ______ of ______
_______________________
I acknowledge to have received on this ______ day of __________________
at ________ (hour) the following classified documents:
Brief Description Classification ______________________________ _____________________________
______________________________ _____________________________
______________________________ _____________________________
______________________________ _____________________________
______________________________ _____________________________
Remarks: ___________________________________________________________
___________________________________________________________
___________________________________________________________
________________________ (Printed Name and Signature)
________________________
(Designation)
________________________ (Office)