RELEASING OF OFFICIAL DOCUMENTS
All outgoing official documents/communications shall be properly released and recorded at the Records Office. The releasing personnel. The records personnel shall check the completeness of the documents for release has the correct file copies, has been signed, and contains the proper enclosure, etc. The head of the Records Office or the duly designated representative approves release of documents/communications and shall be recorded in the logbook or in the database system.
| Office or Division: | Records Unit | ||||||
| Classification: | Simple | ||||||
| Type of Transaction: | G2C – Government to Citizen | ||||||
| Who may avail: | All | ||||||
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | ||||||
| Request letter | Client | ||||||
| Duly signed letter request | Client | ||||||
| Authorization letter for liaison personnel | Client | ||||||
| CLIENT STEPS | AGENCY ACTION | FEES TO BE PAID | SUBSTANTIVE COMPLIANCE COST | PROCESSING TIME | REQUIRED NO. OF SIGNATURES | PERSON RESPONSIBLE | |
| 1. Submit request letter | 1.1 Receive request letter | None | None | 2 minutes | Client | ||
| 1.2 Check the veracity of request | None | None | 2 minutes | Records Officer | |||
| 1.3 Look for the authorization letter for liaison personnel | None | None | 2 minutes | Records Personnel | |||
| 1.4 Stamp received and put into the Record Book | None | None | 10 minutes | Records Personnel | |||
| 1.5 Route the letter request to office concern | None | None | 10 minutes | Records Personnel | |||
| 1.6 Have sign the receiving personnel on the record book | None | None | 5 minutes | 1 | Records Personnel | ||
| Total: | None | None | 31 minutes | 1 | |||
| REMARKS: Which parts are streamlined/ improved. Write in the column provided. | |||||||