Guidelines on Record Recovery and Disposal Measures

April 2, 2014 BLGF MEMORANDUM CIRCULAR NO. 014-14 TO : BLGF Central and Regional Directors of This Bureau and All Others Concerned SUBJECT : Guidelines on Record Recovery and Disposal Measures For the information and guidance of all concerned, attached is a copy of the Memorandum dated March 28, 2014 of Ms. Lourdes Z. Santiago , Director IV, Central Administrative Office, Department of Finance, regarding the abovementioned subject. The Central and Regional Offices are hereby instructed to take note of the above Memorandum and disseminate the contents thereof to all Bureau Staff and others concerned. Please be guided accordingly. (SGD.) SALVADOR M. DEL CASTILLO OIC-Executive Director ATTACHMENT Department of Finance March 28, 2014 MEMO FOR : All Heads of Offices, Bureaus and Attached Agencies This Department SUBJECT : Guidelines on Records Recovery and Disposal Measures Attached for information and guidance is a copy of Memorandum Circular No. 001 s. 2014 dated January 15, 2014 from the National Archives of the Philippines relative to the above-captioned subject. TDcAaH (SGD.) LOURDES Z. SANTIAGO Director IV Central Administration Office January 15, 2014 NAP MEMORANDUM CIRCULAR NO. 01-14 TO : All Heads of Departments, Agencies and Instrumentalities of the National Government, Including Government-Owned and Controlled Corporations, Government Financial Institutions, Constitutional Offices, Local Government Units, State/Local Colleges and Universities, Government Hospitals and Water Districts SUBJECT : Guidelines on Records Recovery and Disposal Measures I. Background This Memorandum Circular aims to provide guidance to all government agencies on the proper procedures to be undertaken in the recovery stage after a disaster . This Memorandum Circular is prepared pursuant to Article II, Sec. 9 (i) of Republic Act No. 9470 which authorizes the National Archives of the Philippines (NAP) to establish and implement government-wide program on public records and archives counter disaster planning. II. Guidelines The following are the guidelines to facilitate systematic records recovery after disaster: A. Only undertake work that will not endanger human lives. Proceed only when everything is safe and secured. B. Check existing/remaining records against the agency's inventory of records. C. Vital records must be prioritized for recovery. D. Ensure safe handling in the retrieval of records, relocation destination, transportation arrangements and documentation procedures. DAHaTc E. Salvage operations include packing and removing records from affected areas; digging up of records, securing against theft, water, insect infestation, and other processes. F. Air-dry water damaged records away from sunlight. Do not dry water damaged records under the sun. UV rays from sunlight will cause fading of what is written/printed on paper documents. If electricity is available, use electric fans but don't point these directly at the records. G. Carefully remove dirt and dust using soft brush or other suitable instrument. Do not attempt to separate papers which are stuck together. H. Coordinate with NAP for technical assistance on appropriate restoration. Do not attempt to perform restoration activities on the records without first consulting NAP. This may unintentionally do more damage to the records. I. Non-paper materials such as photographic, magnetic and other electronic media require specialized techniques of restoration. Please coordinate with NAP for possible rehabilitation measures. J. Documentation including photography of all procedures must be made for reporting purposes. K. Records damaged by water or other elements can be disposed of only after securing Authority from NAP. L. Rule 13 of NAP General Circular No. 2 states that disposal of damaged permanent public records and damaged public records that have not yet passed their prescribed retention periods shall be considered for authorized disposal only upon submission to NAP of the following requirements: 1. Official Report which contains information of the non-usability and extent of damage of records as well as causes of the damage to the public records; photo documentation and information on what other agency records series can the data or information of the damaged public records be found; CSDTac 2. Request for Authority to Dispose of Records (NAP Form No. 3) in three (3) copies and properly filled-out with the specific records series, period covered and volume of the damaged public records, approved and signed by agency officials concerned; 3. Certification that the said damaged public records that are subject of audit were post-audited and finally settled, and/or the records involved in a case or investigation were finally decided upon or settled; and, 4. If expediency demands and upon the order of the Executive Director, an official assessment by a NAP Representative who shall conduct an actual physical inspection and evaluation of the damaged records may be requested. A report of this assessment may be appended to a request for an Authority to Dispose. M. Article V, Rule 14 of NAP General Circular No. 2 stipulates that a person who wilfully or negligently damages a public record or disposes of or destroys a public record in violation of the provisions of R.A. 9470 or contravenes or fails to comply with any provision of said Act and its IRR shall be deemed to have committed an offense. III. Directive All heads of the departments, agencies, and instrumentalities of the National Government, including GOCCs, GFIs, Constitutional Offices, LGUs, SUCs, Government Hospitals and Water Districts affected by earthquake and typhoon Yolanda are enjoined to implement the guidelines stated herein for records recovery and proper disposal of records. This Memorandum Circular shall take effect immediately. DONE, in the City of Manila, this 15th day of January in the year of our Lord, Two Thousand and Fourteen. TAcSCH (SGD.) VICTORINO MAPA MANALO Executive Director Published in the Official Gazette, Vol. 110, No. 9, page 1278 on March 3, 2014.