Guidelines on the Use of Paper Copying Machines

May 22, 1977 REVENUE MEMORANDUM ORDER NO. 31-77 SUBJECT : Guidelines on the Use of Paper Copying Machines TO : All Internal Revenue Officers and Others Concerned In order to properly utilize the paper copying machines in the Central Office to ensure economy in its use, the following guidelines are hereby promulgated for the guidance of those concerned. I. Purpose This Revenue Memorandum Order prescribes the policies and guidelines for the effective and economical use of paper copying machines now in the General Services Division and Records Division and such other copying machines as may be added in the future. cdta II. General Policies A. Paper copying machines shall be used only for the reproduction of official documents originating from the different offices of the Bureau. B. Records or documents to be reproduced shall not exceed 20 copies per page; if more than 20 copies are needed, the document should be stenciled and reproduced through the mimeographing machine. C. All requests for reproducing documents in the Central Office shall be signed by the following officials: 1. Revenue Service Chief or his assistant 2. Chief of Division or his assistant 3. Regional Director or Asst. Regional Director III. Responsibilities A. Chief of the working unit where the paper copying machine is installed . 1. Responsible for the control of the use of the copying machine; 2. See to it that care and economy is maintained in its operation; 3. Determine whether to use paper copying machine or mimeographing machine for reproduction; 4. Determine the priority in reproducing documents; and 5. Keep and maintain a log book for control purposes. B. Other Offices 1. The Officer requesting for the reproduction of documents shall call the attention of the Chief of the working unit where the paper, copying machine is installed if the document to be reproduced a needs immediate attention. 2. Request for reproduction should be made in the prescribed form (sample attached) which shall accompany the document to be reproduced. 3. The request for reproduction shall be prepared in duplicate: the original to be forwarded with the document to the Chief of the Division where the copying machine is located, and the duplicate is to be kept by the requesting unit as its file copy. IV. Procedures A. Upon presentation of the request, the Chief or the Assistant Chief of the Division where the copying machine is installed shall determine whether it should be reproduced by the copying machine or it should be mimeographed. B. After determining that it should be reproduced in the copying machine, he shall see to it that the document is clear enough for the reproducing machine to copy so that waste of paper of reproduced copies which cannot be read can be avoided. C. After determining that the document should be reproduced through the copying machine, the request together with the document shall be forwarded to the machine operator for reproduction and he shall call the attention of the latter if the document to be reproduced has top priority. D. The machine operator prepares the machine and materials; duplicates as many copies as appearing in the request; and releases the copies to the representative of the requesting work unit who shall acknowledge the receipt of the reproduced copies by signing in the release book provided for the purpose. E. The machine operator files the request for the reproduced documents. V. Effectivity . This Order takes effect immediately. EFREN I. PLANA Acting Commissioner of Internal Revenue TAN P4519-F2828-A-8 ANNEX Republic of the Philippines Department of Finance BUREAU OF INTERNAL REVENUE Quezon City ________________ Date MEMORANDUM FOR: The Chief, Records Division The Chief, General Services Division Please authorize the reproduction of the following official document/s: DOCUMENT OR PAPER TO BE REPRODUCED NO. OF SHEETS NO. OF COPIES TOTAL NO. OF COPIES 1. _______________ _____________ ____________ ___________________ 2. _______________ _____________ ____________ ___________________ SIGNATURE: ___________ OFFICIAL DESIGNATION: ___________ NOTE: Only the Chief and/or the assistant Chief of the Department, Division or Unit of this Bureau are authorized to request the use of the U-Bix Paper Copier Machine.