Adoption of a New Personnel Records Management System

July 14, 1983 REVENUE MEMORANDUM ORDER NO. 24-83 SUBJECT : Adoption of a New Personnel Records Management System TO : All Revenue Officials and Employees Concerned In order to ensure greater confidentiality of the personal files of BIR employees, and in order to improve the maintenance and control of the same, a new Personnel Records Management System is hereby adopted. I. Rationale 201 files must at all times be kept confidential. Aside from the rules strictly adhered to in the care of the records, built-in safeguards should be installed. Unauthorized persons therefore, will not have immediate access into the 201 files even if they have gained entrance into the Records Room. cd i This project is therefore designed to apply the OPTIMAL RECORDS SYSTEM in 201 files. The Optimal File classification is the process of analyzing records in order to arrange them into groups or categories for systematic filing. It uses also the "Number System" of registration. Code numbers will appear on the 201 folders in place of the names of the Personnel. II. Objectives Specifically, this project aims to: 1. Be able to arrange personnel records in 201 files in such a way that a particular document can be retrieved easily when needed. 2. Improve maintenance and safekeeping of 201 files. III. Scope and Duration This project targets all 201 files in the National Office and the Regional Offices. This project shall be implemented in two phases as follows: PHASE I - All active 201 files in the National Office. PHASE II - All active 201 files in the Regional Office. IV. Responsibility The Personnel Division and the Administrative Branches shall be responsible for the planning and implementation of this project. Project Teams will be created. V. Approach A. Identification and Study of different activities involved. B. Development of units of work measurement and targets. C. Determination of manpower and material needs. VI. Expected Outputs A. Records arranged into groups or categories for systematic filing. B. 201 files indexed and coded. C. 201 files arranged in shelves in a bigger room. VII. Timetable of activities Activity 1. Organization of Project Team 2. Requisition of Supplies 3. Initial Implementation of Phase I: Personal/Group Responsible Asst. Chief, Personnel Division Team Leader Duration Start Finish Aug. 1 - Aug. 5, 1983 Aug. 1 - Sept. 30, 1983 Oct. 1, 1983 - Dec. 31, 1984 a. Removal of Excess papers b. Grouping of Records into: GROUP I - Movements/Designations - Promotions - Recommendations - Performance Ratings - Job Description GROUP II - Seminars - Courses - Special Citations GROUP III - Warnings - Admonitions - Disciplinary Actions - Administrative Cases GROUP IV - Pre-Employment Tests - Eligibilities/Certificates - Accountabilities - Medical Certificates/Clearances - Previous Employee's Service Records GROUP V - Updated Personal Data Sheets - Accomplished Application Form - Background Checkings - Marriage Contract - Transcript of Records/Diploma - Birth Certificate - Baptismal Certificate - Basic Personal Data c. Change of folders d. Installation of the Number System 4. Initial Implementation of Phase II: December 1, 1983 a. Memo to Regional Offices for briefing b. Same as in Phase Ia-o - To be done in the Regions 5. Evaluation of the Project cdt January 10, 1984, and every 3 months thereafter. Overtime work necessary to complete the project on schedule is hereby authorized, provided that funds are available, subject to the usual accounting and auditing procedures. This order shall take effect immediately. casia (SGD.) RUBEN B. ANCHETA Acting Commissioner