RECEIVING OF OFFICIAL DOCUMENTS
All incoming official documents/communication shall be properly received and recorded at the Records Office. The receiving personnel shall sort communications by source or origin, described and defined as routine or non-routine communication. Routine communication are those of ordinary interest, intended for information dissemination purposes only, that requires ordinary action and does not need any reply, not urgent and are not time bound. Non-routine communication are rush or urgent, pertaining to policies, programs and projects of the Department, from high ranking officials, that are significant or important, require important action to protect the interest of the government or private persons, and involve national security which are classified “Top Secret”, “Secret”, “Restricted” or “Confidential”. Non-routine mails and communications should be given priority. All incoming communications shall be routed to the concerned action offices, properly acknowledged.
| Office or Division: | Records Unit | ||||||
| Classification: | Simple | ||||||
| Type of Transaction: | G2C – Government to Citizen | ||||||
| Who may avail: | All | ||||||
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | ||||||
| Prescribed transmittal of incoming official documents | Client | ||||||
| Authorization letter for the liaison officer/personnel | Client | ||||||
| CLIENT
STEPS |
AGENCY
ACTION |
FEES TO BE PAID | SUBSTANTIVE COMPLIANCE COST | PROCESSING TIME | REQUIRED NO. OF SIGNATURES | PERSON RESPONSIBLE | |
| 1. Submit official documents together with duly accomplished prescribed transmittal form | 1.1 Receive official documents with transmittal | None | None | 2 minutes | Client
Records Personnel |
||
| 1.2 Check the completeness of the documents | None | None | 2 minutes | Records Personnel | |||
| 1.3 Check for the veracity and authenticity of signature | None | None | 2 minutes | Records Personnel | |||
| 1.4 Look for the authorization letter from head of originating office | None | None | 2 minutes | Records Personnel | |||
| 1.5 Stamp received and put into the Record Book | None | None | 10 minutes | Records Personnel | |||
| 1.6 Classify documents for routing | None | None | 5 minutes | Records Personnel | |||
| 1.7 List documents to record book of a certain offices | None | None | 5 minutes | Records Personnel | |||
| 1.8 Route official documents to the office/personnel concern | None | None | 10 minutes | Records Personnel | |||
| 1.9 Have sign the receiving personnel on the record book | None | None | 5 minutes | 1 | Records Personnel | ||
| Total: | None | None | 42 minutes | 1 | |||
| REMARKS: Which parts are streamlined/ improved. Write in the column provided. | |||||||