Guidelines on the Disposal of Valueless Records in Government Agencies ( NAP General Circular No. 02-09 )

January 20, 2009

NAP GENERAL CIRCULAR NO. 02-09

 

RA 9470, the National Archives of the Philippines Act of 2007 renamed Records Management and Archives Office as the National Archives of the Philippines mandated to plan, develop, prescribe, disseminate, and enforce policies, rules and regulations and coordinate government-wide programs governing the creation, general protection, use, storage and disposition of public records.

In compliance with Section 9 (1) (2) of Article II and Section 18 of Article III, the following guidelines on the disposal of valueless records in all agencies of the government are hereby fixed and issued for the guidance of all concerned.

All other issuances or parts thereof inconsistent with this Circular are hereby superseded and amended accordingly.

(SGD.) MARIETTA R. CHOUActing Executive Director

GUIDELINES ON THE DISPOSAL OF VALUELESS RECORDS IN GOVERNMENT AGENCIES

ARTICLE I

Coverage

RULE 1.

This circular prescribes uniform standards or guidelines to be followed by government agencies in the disposal or destruction of their valueless records.

These guidelines on the Disposal of Valueless Records in Government Agencies consist of six (6) parts: (1) Coverage, (2) Definition of Terms, (3) General Requirements on the Disposal of Valueless Records, (4) Records Disposal Procedures, (5) Offenses and Penalties, and (6) Miscellaneous Provisions.

Attached to these guidelines is the General Records Disposition Schedule (GRDS) common to ALL GOVERNMENT AGENCIES.

ARTICLE II

Definition of Terms

RULE 2. Definition. —

Administrative Value — refers to the usefulness of records to the originating or succeeding agency in the conduct of current business;

Agency — refers to any agency other than the National Archives of the Philippines;

Agency Personnel Concerned — refers to Agency Records Officer/Archivist/Records Custodian;

Appraisal — refers to the study of records, their relationships and contents, to determine their utility values as to administrative, fiscal, legal, and archival value and time values whether temporary or permanent;

Authorized Representative — refers to official/employee given the right to act as witness in the disposal of valueless records;

Authority — refers to a conclusive statement leading to an official decision;

Authority to Dispose of Records — refers to written permission issued by the Executive Director of the National Archives of the Philippines (NAP) to government agencies for the destruction of valueless records;

Disposal — refers to the act of selling, landfill/burying, or any other way of discarding valueless records in accordance with the provision of R.A. 9470;

Disposal Procedures — refer to series of steps in the disposal of valueless records;

Economical Disposal — refers to management ways of discarding valueless records that will generate savings in terms of space, equipment, manpower and other source of income;

Evaluation — refers to the act of examining disposable records in order to assess their value, quality, importance and extent of physical condition;

Examination — refers to the process of looking at and considering something carefully;

Executive Director — refers to the head of the National Archives of the Philippines;

Financial Records — refer to records created and maintained by the agency about their financial transactions and obligations;

Fiscal Value — refers to the relative worth or usefulness of records pertaining to financial transactions and obligation of agencies and organization;

General Records Disposition Schedule — refers to a records control schedule governing the disposition of specified recurring records series common to all government agencies issued by National Archives of the Philippines;

Inventory — refers to a descriptive listing of the records holding by record series indicating its specific location, inclusive dates and volume in cubic meters; conduct of related activities to locate, identify, describe, count, and measure all records in the office and storage area including all loose and bound papers, microfilms, optical disks, and magnetic tapes and disks; cCAaHD

Legal Value — refers to the value of records containing evidence of legally enforceable rights or obligations of government and/or private person;

Letter of Availment — refers to letter of agencies availing the services of the NAP official buyers of valueless records;

Mode of Disposal — refers to destruction of valueless records by Sale, Landfill/Burying or any other ways;

Permanent Records — refer to records which usefulness are worthy of preservation because of their administrative, legal and/or archival (historical and research) significance;

Public Records — refer to records or classes of records, in any form, in whole or in part, created or received, whether before or after the effectivity of R.A. 9470, by a government agency in the conduct of its affairs, and have been retained by that government agency or its successors as evidence or because of the information contained therein;

Records — refer to information, whether in its original form or otherwise, including documents, signatures, seals, texts, images, sounds, speeches, or data compiled, recorded, or stored, as the case may be:

(1) in written form on any material; or

(2) on film, negative, tape, or other medium so as to be capable of being reproduced; or

(3) by means of any recording device or process, computer, or other electronic device or process;

Records Disposition — refers to the systematic transfer of non-current records from office to storage area, identification and preservation of archival records and the destruction of valueless records;

Records Disposition Schedule — refers to a listing of records series by organization showing, for each records series the period of time it is to remain in the office area, in the storage (inactive) area and its preservation or destruction; cITaCS

Records Series — refer to a group of related records arranged under a single unit or kept together as a unit because they deal with a particular subject, result from the same activity or have a special form;

Request for Authority to Dispose of Records — refers to NAP Form No. 3 used in the disposal of valueless records;

Requesting Agency — refers to any agency other than the National Archives of the Philippines who have filed a request for authority to dispose of records;

Retention Period — refers to the specific period of time established and approved by the National Archives of the Philippines as the life span of records, after which they are deemed ready for permanent storage or destruction;

Temporary Records — refer to records that already serve the purpose for which they had been created;

Valueless Records — refer to all records that have reached the prescribed retention periods and outlived the usefulness to the agency or the government as a whole;

Volume of Records — refers to quantity of records in terms of cubic meter.

ARTICLE III

General Requirements on Disposal of Valueless Records

RULE 3. General Requirements. —

3.1. Use the General Records Disposition Schedule (GRDS), Agency Records Disposition Schedule (RDS) and/or specific laws and regulations in determining public records for disposal.

3.2. Ensure that only records with a Disposal Schedule are destroyed after the completion of its period for storage.

3.3. Ensure that records to be disposed have a number and subject/title as in the Agency Records Disposition Schedule and General Records Disposition Schedule.

3.4. Conduct periodic examination of agency files at least once a year to identify valueless records that can be requested for disposal.

3.5. Separate the records for disposal from those for further retention as suggested by the National Archives of the Philippines.

3.6. Do not dispose any public records under their administration and control without authority from the National Archives of the Philippines.

3.7. Do not dispose public records that are involved in any case until they are finally decided upon or settled. ASIETa

3.8. Do not dispose financial records that are subject of audit by the Commission on Audit until they are post-audited and finally settled.

ARTICLE IV

Disposal Procedures

RULE 4. Determination of Valueless Records for Disposal. —

4.1. Agency personnel concerned shall determine the valueless records by checking their specific and authorized retention periods using the agency's RDS, GRDS and/or specific laws and regulations as the legal basis.

4.2. Agency personnel concerned shall estimate the volume of the valueless records to determine and facilitate economical disposal.

RULE 5. Request for Authority to Dispose. —

5.1. Agency personnel concerned shall accomplish the Request for Authority to Dispose of Records (NAP Form No. 3) in three (3) copies and properly fill-up the specific record series, period covered, volume and authorized retention periods in the Agency RDS, GRDS and/or specific laws and regulations are complied with such as:

5.1.1. financial records that are subject of audit by the Commission on Audit (COA) were post-audited and finally settled, and

5.1.2. the records involved in a case or investigation were finally decided upon or settled.

5.2. Upon completion of Request for Authority to Dispose of Records and the agency officials concerned have approved and signed the request, agency personnel concerned shall submit the same to NAP.

RULE 6. Evaluation of Disposable Records. —

6.1. Upon receipt of the Request for Authority to Dispose of Records, the same shall be forwarded to the Chief of Records Management Services Division (RMSD) for NCR and Luzon requests; Head of Cebu Regional Archival Network (RAN) for Visayas requests and Head of Davao Regional Archival Network (RAN) for Mindanao requests.

 

6.2. The Chief of RMSD/Cebu RAN/Davao RAN concerned shall assign a division staff to evaluate the valueless records requested for disposal who shall then prepare and submit an analysis report based on his/her evaluation and/or examination.

RULE 7. Authority to Dispose. —

7.1. The Executive Director, upon the recommendation of the Chief of RMSD and based upon his/her final evaluation and judgment shall issue the Authority to Dispose of records indicating therein the mode of disposal.

RULE 8. Notification of Actual Disposal. —

8.1. Upon approval of the Request for Authority to Dispose of Records, the requesting agency shall be notified on its approval:

8.1.1. In case the mode of disposal is by Sale, the guidelines on Government Procurement shall be followed in the selection of contracted buyer. A copy of the contract shall be submitted to NAP prior to the actual disposal. For agencies that opted to avail the services of NAP official buyer, a letter of availment shall be submitted to NAP. aEIADT

8.2. The Chief of RMSD/Cebu RAN/Davao RAN concerned shall inform the requesting agency on the actual date of disposal, who in turn will notify its Resident Auditor on the date of actual disposal.

RULE 9. Segregation and Custody of Valueless Records. —

9.1. The Records Officer/Archivist/Records Custodian of the agency shall supervise the segregation of valueless records and be responsible for their safekeeping until their actual disposal.

RULE 10. Actual Disposal. —

10.1. Actual disposal shall be witnessed by Authorized Representatives from the requesting agency, NAP and COA to ensure that the records to be disposed of are the same records that were authorized for disposal. ETDHSa

10.2. Witnessing of actual disposal by NAP authorized representative shall be dispensed with for those agencies that have been compliant with all the government recordkeeping requirements as ascertained by NAP or in instances deemed appropriate and expedient by the Executive Director based on economy, nature of records series involved and track records of the agency.

RULE 11. Certificate of Disposal. —

11.1. A Certificate of Disposal shall be prepared in three (3) copies by the NAP authorized representative who will witness the actual disposal of records and ensure that all pertinent data are complete.

11.2. In cases where the witnessing by NAP authorized representative is dispensed with, Records Officer/Archivist/records Custodian of the agency shall prepare the said Certificate of Disposal in three (3) copies.

11.3. The distribution of copies shall be as follows: Requesting Agency — Original Copy; NAP — 2nd Copy and COA — 3rd Copy.

RULE 12. Proceeds of Sale. —

12.1. All proceeds realized from the sale of valueless records shall be remitted either to the National Fund, Local Government Fund, Revolving or Trust Fund.

RULE 13. Disposal of Damaged Public Records. —

13.1. 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:

13.1.1. Official Report pertaining to the non-usability and extent of damage done to the records; 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;

13.1.2. Request for Authority to Dispose of Records (NAP Form No. 3) in three (3) copies and properly filled-up with the specific records series, period covered and volume of the damaged public records, approved and signed by agency officials concerned;

13.1.3. Certification that the said damaged public records that are subject of audit by the Commission on Audit were post-audited and finally settled, and/or the records involved in a case or investigation were finally decided upon or settled; and, aITECD

13.1.4. If expediency demands and upon the order of the Executive Director, an official report from NAP Representative who shall conduct an actual physical inspection and evaluation of the damaged public records.

13.2. Upon issuance of authority to dispose, the same disposal procedures in these guidelines shall be strictly complied with.

ARTICLE V

Offenses and Penalties

RULE 14. Offenses. —

14.1. A person who, willfully or negligently, damages a public record or disposes of or destroys a public record in violation of the provisions of R.A. 9470 and its IRR or contravenes or fails to comply with any provision of said Act and its IRR shall be deemed to have committed an offense.

RULE 15. Penalties. —

15.1. Any public officer committing any of the unlawful acts of omissions mandated under R.A. 9470 shall be punished by a fine of not less than Five Hundred Thousand Pesos (Php500,000.00) but not exceeding One Million Pesos (Php1,000,000.00) or be imprisoned for not less than five (5) years but not more than fifteen (15) years and/or both fine and imprisonment at the discretion of the court without prejudice to the filing of administrative charges that would result to such public officer's perpetual disqualification from public office, and forfeiture, in favor of the government, of his salary and other lawful income.

ARTICLE VI

Miscellaneous Provisions

RULE 16. Repealing Clause. —

All orders, rules and regulations or part thereof, which are inconsistent herewith are hereby repealed or amended accordingly.

RULE 17. Effectivity. —

This Circular shall take effect fifteen (15) days after its publication in the Official Gazette.

ATTACHMENT

NATIONAL ARCHIVES OF THE PHILIPPINES

GENERAL RECORDS DISPOSITION SCHEDULE

ITEM	RECORDS SERIES TITLE AND	AUTHORIZED RETENTION
NUMBER	DESCRIPTION	PERIOD
	ADMINISTRATIVE and
	MANAGEMENT RECORDS
1	Acknowledgment Receipts	To be filed with appropriate records series
2	Brochures/Leaflets/Pamphlets	1 year provided 1 copy is retained for
	(About or by the agency)	reference    aHSAIT
3	Calendars/Schedules of Activities	1 year
	or Events
4	Certificates of Appearance/Clearances	1 year
5	Certifications	1 year
6	Charts		PERMANENT
		Functional
		Organizational
7	Correspondences
		Non-routine	To be filed with appropriate records series
		Routine	2 years after acted upon
8	Delivery Receipts	2 years
9	Directories of Employees/Officials	2 years after superseded
10	Feasibility Studies	PERMANENT if implemented, otherwise
				dispose after 5 years from date of record
11	Gate Passes	6 months
12	Inquiries		2 years after acted upon
13	Issuances
		Issued by or for the head of agency	PERMANENT
		documenting policies/functions/
		programs of the agency
		Issued by or for the head of agency	2 years after superseded
		reflecting routinary information or
		instruction
14	Lists			1 year after updated
		Associations
		Committees
		Cooperatives
		Donors
		Mailing
		Transmittal	To be filed with appropriate records series
		Others
15	Logbooks
	Incoming/Outgoing Correspondences	2 years after date of last entry
	Visitors
		Ordinary	2 years after date of last entry
		VIP		PERMANENT
	Others		2 years after date of last entry
16	Manuals		PERMANENT
17	Meetings/Proceedings Files
		Agenda	1 year
		Minutes
			Board/Executive Committee	PERMANENT
			Staff	1 year
		Notices	1 year
18	Official Gazettes	PERMANENT
19	Permits		1 year after renewed/expired
20	Plans
		Action/Work	3 years after implemented
		Others	PERMANENT if implemented, otherwise
				dispose 5 years from date of record
21	Press Releases (About or by the agency)	PERMANENT
22	Programs
		Work	3 years
		Others	PERMANENT if implemented, otherwise
				dispose 5 years from date of record
23	Proposals		PERMANENT if implemented, otherwise
				dispose 5 years from date of record
24	Publications (Record Set)	PERMANENT
25	Reorganization Records	PERMANENT
26	Reports
		Annual/Special	PERMANENT
		Others	2 years after incorporated in the Annual
				Report
27	Requests		2 years after acted upon
28	Slips		1 year
		Locator
		Permission
		Routing
29	Speeches (Record Set)	PERMANENT
30	Standard Operating Procedures (SOP)	PERMANENT
31	Telegrams		1 year after acted upon
32	Trip Tickets	1 year
		BUDGET RECORDS
33	Allotment Files
		Advices of Allotment (AA)	3 years
		Agency Budget Matrixes	3 years
		Allotment Release Orders	3 years
			General (GARO)
			Special (SARO)
		Obligation Request/Slips (ALOBS)	3 years
		Plan of Work and Requests for	3 years
			Allotment
		Registries of Allotment & Obligations	10 years
			(RAO)
			Capital Outlay (RAOCO)
			Financial Expenses (RAOFE)
			Maintenance & Other Operating
			Expenses (RAOMO)
			Personal Services (RAOPS)
		Requests for Obligation of Allotment
			(ROA)	3 years
		Statements of Allotment, Obligations &	3 years
			Balances (SAOB)
		Statements of Appropriations,
		Allotment & Advice (SAAA)	3 years
34	Annual Budgets	3 years
35	Budget Estimates Including Analysis	3 years
		Sheets and Estimates of Income
36	Budget Expenditures	5 years
		Programs
		Sources of Financing
37	Budget Issuances (Those used as authority	10 years
		for agency transactions)
38	Budget Sheet Analysis	3 years
39	Budgetary Ceilings	3 years
40	Cash Allocation Ceilings/Notices of	3 years
	Cash Allocation
41	Certifications of Funds Availability	1 year
42	General Appropriations Acts	3 years
43	Organizational Performance Indicator	Permanent
	Framework (OPIF)    aAEHCI
44	Physical Reports of Operations	3 years
45	Special/Supplemental Budgets	3 years
46	Work and Financial Plans	3 years
	FINANCIAL AND ACCOUNTING RECORDS
47	Abstracts
		Daily Collections	5 years
		Deposits and Trust Funds	5 years
		General Collections	5 years
		Sub-Vouchers	2 years
48	Advices
		Checks Issued & Cancelled	4 years
		Remittance	10 years
49	Annual Statements of Accounts Payable	PERMANENT
50	Auditor's Contract Cards	3 years
51	Authorities for Allowances	2 years after terminated
52	Authorizations	1 year after expired
		Overtime
		Purchase of Equipment/Property
		Transfer of Fund
		Travel
		Others
53	Bank Slips		10 years
		Deposits
		Remittances
54	Bills			10 years after settled
55	Bonding Files
		Action	3 years
		Applications/Requests	3 years
		Fidelity/Surety Bond	5 years after expired/terminated
		Indemnity for Issue of Due Warrant	3 years
56	Books of Final Entry	PERMANENT
		General Ledgers
		Subsidiary Ledgers
57	Books of Original Entry	PERMANENT
		Cash Disbursement Journals
		Cash Journals
		Cash Receipts Journals
		Check Disbursement Journals
		General Journals
		Journals of Analysis of Obligation
		Journals of Bill Rendered
		Journals of Check Issued
		Journals of Collection and Deposit
		Journals of Disbursement by Disbursing
			Officer
58	Cash Flow Charts	PERMANENT
59	Certificates
		Settlement and Balances	10 years provided post-audited, finally
				settled and not involved in any case
		Shortages	10 years after settled
60	Claims		10 years after settled
		Insurance
		Health Benefits
		Hospital
61	Checks and Check Stubs	10 years provided post-audited, finally
				settled and not involved in any case
62	Daily Cash Flow	3 years
63	Daily Statement of Collections	5 years
64	Expense Ledgers	PERMANENT
65	Financial Statements	PERMANENT
		Balance Sheets
		Income Statements
		Statements of Cash Flows (Annual)
		Statements of Operation
66	Indices of Payments
		Creditors	5 years
		Employees	15 years after retired/separated
		Sundry Payments by Checks/Warrants	PERMANENT
67	Journal Entry Vouchers	12 years provided post-audited, finally
				settled and not involved in any case
68	Lists of Remittances	PERMANENT
		Loans
		Premiums
69	Logbooks of General Funds	3 years after date of last entry
70	Monthly Settlements of Monthly Subsidiary	2 years
		Ledger Balance
71	Notices		3 years after settled
		Disallowances
		Suspensions
72	Official Cash Books	PERMANENT
73	Official Cash Books for Bank Cash Book	PERMANENT
74	Official Receipts	10 years provided post-audited, finally
				settled and not involved in any case
75	Orders of Payment	10 years
76	Payrolls		10 years provided post-audited, finally
				settled and not involved in any case
77	Payroll Payment Slips/Pay Slips	10 years
78	Quarterly Statements of Charges to	10 years
	Accounts Payable
79	Registry Books of Checks Released	PERMANENT
80	Registers		PERMANENT
		Checks/Warrants
		Checks/Warrants Control    DCSTAH
81	Reliefs from Accountability	10 years provided a copy is filed with
		Decisions	201 files
		Requests
82	Reports
		Accountabilities for Accountable Forms	3 years after cash had been examined
		Cash Disbursements	10 years
		Cash Examinations	3 years provided post-audited, finally
				settled and not involved in any case
		Collecting & Disbursing Officers	10 years provided post-audited, finally
			Checks Issued & Cancelled	settled and not involved in any case
			Collections & Deposits
			Disbursements
		Daily Cash Reports	3 years
		Liquidations	10 years
		Monthly Income	10 years
		Overdrafts and Misuse of Trust Funds	5 years after case had been settled or
				terminated
		Petty Cash Replenishments	10 years provided post-audited, finally
				settled and not involved in any case
83	Schedules of Accounts Receivables	3 years
84	Statements
		Accounts
			Current	3 years
			Payable	10 years
			Receivable	PERMANENT
		Common Funds	10 years
		Financial Conditions	10 years
		Profits and Losses	PERMANENT
		Reconciliations	10 years
85	Summaries of Unliquidated Obligations and	10 years
	Accounts Payable
86	Sundry Payments	10 years
87	Treasury Checking Accounts of Agency
	(TCAA)		10 years
88	Treasury Drafts	10 years
89	Treasury Warrants	10 years provided post-audited, finally
				settled and not involved in any case
90	Trial Balances and Supporting Schedules
		Cumulative Results of
		Operations-Unappropriated	PERMANENT
		Final Annual Trial Balances
			Accounting's Copy	10 years after Annual Financial Report
				had been published
			Auditor's Copy	PERMANENT
			Regional Office Copy	10 years after Annual Financial Report
				had been published
		Monthly/Quarterly Trial Balances	2 years after consolidated in the Annual
				Financial Report
		Preliminary Trial Balances
			Accounting's Copy	10 years after Annual Financial Report
				had been published
			Auditor's Copy	PERMANENT
			Regional Office's Copy	10 years after Annual Financial Report
				had been published
91	Vouchers, including Bills, invoices & Other	10 years provided post-audited, finally
		Supporting Documents	settled and not involved in any case
		Disbursements	for COA & Accounting
		Journals	Office/Department/Division/Section/Unit.
		Petty Cash	All other copies dispose after 1 year.
		Reimbursement Expense Receipts
		Travelling Expenses    TAIaHE
92	Withholding Tax Certificates	4 years after superseded
	HUMAN RESOURCE/PERSONNEL
		MANAGEMENT RECORDS
93	Annual Summary Reports for Replacement	5 years
	Program for Non-Eligibles
94	Applications
		Employment	1 year
		Leave of Absence and Supporting
		Documents	1 year after recorded in the leave cards
		Relief of Accountability	5 years after separated/retired
		Retirement/Resignation	1 year
95	Attendance Monitoring Sheets	1 year
96	Authorities/Requests to Create or Fill	2 years after vacant positions had been
	Vacant Positions	filled up
97	Certifications	1 year
		Employment
		Residency
		Service
		Others
98	Comparative Data Matrix of Employees	2 years
99	Daily Time Records	1 year after data had been posted in
				leave cards and post-audited
100	Employee Interview Records	1 year
101	Handwriting Specimens/Signature	PERMANENT
102	Job Order Employment Contracts	5 years after terminated
103	Leave Credit Cards	15 years after separated/retired
104	Lists of Eligibles/Non-Eligibles	1 year after updated
105	Logbooks
		Arrival & Departure of Employees	2 years after date of last entry
		Attendance	1 year provided leave and undertimes
				are posted in the leave card
		Clearances Issued	2 years after date of last entry
106	Medical Certificates in Support of Absence	3 years after absences had been
	on Account of Illness/Maternity	recorded in leave cards
107	Membership Files	15 years after separated/retired
		GSIS
		Pag-ibig
		PhilHealth
108	Merit Promotion Plans	1 year after superseded
109	Performance Files
		Appraisal	1 year
		Evaluation	1 year
		Rating Cards	5 years
		Target Worksheets	1 year
110	Permissions to Engage in Business/Private	2 years after expired
	Practice/Teach
111	Personal Data Sheets (Curriculum
	Vitae/Resume)	1 year after superseded
112	Personnel Folders (201 Files)	15 years after separated/retired
		Appointments
		Acceptance of Resignation
		Approval of Retirement
		Awards
		Benefit/Gratuity
		Certificates
			Eligibility
			Rural Service
			Training/Seminar Attended
		Change of Marital Status/Name
		Clearance (latest)
		Designations/Details
		Oaths of Office
		Personal Data Sheet (latest)
		Position Descriptions
		Reinstatements
		Service Records (updated)
		Statements of Duties and
		Responsibilities
113	Plantilla of Personnel	PERMANENT while other copies dispose
				after 3 years
114	Position Allocation Lists	3 years
115	Position Classifications and Pay Plans	5 years after superseded
116	Recommendations/Referrals	1 year after acted upon
117	Reports
		Examinations	2 years
		Personnel Actions	PERMANENT
118	Requests		1 year after acted upon/cleared
		Accumulated Leave Credits
		Approval on Promotions
		Bonding Officials/Employees
		Changes of Status
		Reinstatements
		Transfers
119	Salary Standardization Records	5 years after superseded
120	Staffing Patterns	PERMANENT
121	Service Cards	PERMANENT
122	Statements of Assets and Liabilities	10 years
		LEGAL RECORDS
123	Administrative Cases	7 years after finally settled except
				Decisions which are Permanent
124	Affidavits		1 year after purpose had been served
125	Articles of Incorporation/By-Laws	PERMANENT
126	Complaints/Protests	5 years after settled
127	Contracts		5 years after renewed/terminated and/or
				finally settled
128	Decisions		PERMANENT
129	Deeds		PERMANENT
				Donation
				Sale
130	Legal Opinions	PERMANENT
131	Memoranda of Agreement/Understanding	PERMANENT
132	Petitions		5 years after settled
133	Resolutions	PERMANENT
134	Special Powers of Attorney	1 year after purpose had been served
135	Subpoenas	3 years or to be filed with appropriate
		Ad Testificandum	case
		Duces Tecum
	PROCUREMENT AND SUPPLY RECORDS
136	Acknowledgment Receipts for Equipment	1 year after equipment had been
	(ARE)/Memorandum Receipts of	returned
	Equipment (MRE), Semi-Expendable and
	Non-Expandable Properties
137	Annual Procurements	3 years
				Plans
				Programs
138	Bids and Awards Committee Files	5 years after contract of winner had
		Abstracts	been terminated/settled, others dispose
		Invitations	after 1 year
		Minutes
		Pre/Post Qualifications
		Publications
		Resolutions
139	Bills of Lading	2 years after delivery had been accepted
140	Bin Cards/Stock Cards on Supplies	3 years after date of last entry
141	Canvass of Prices	10 years if attached to vouchers,
				otherwise, dispose after 2 years
142	Equipment Ledger Cards	2 years after equipment had been disposed
143	Inventory and Inspection Reports of	1 year after property had been disposed
	Unserviceable Properties
144	Inventories of Equipment/Supplies	1 year after updated
145	Inventory Tag Cards	1 year after updated
146	Invoices/Receipts	3 years after issuance of clearance had
		Accountable Forms	been terminated/after property had
		Properties/Transfer of Properties	been returned
147	Invoices of Delivery on Supply Open-End	5 years
	Order Contracts
148	Job Orders	1 year
149	Lists of Supplies Under Supply Open-End	5 years
150	Monthly Reports of Supplies and Materials
	Issued		1 year
151	Property Cards	PERMANENT
152	Purchase Orders	4 years
153	Purchase Requests	1 year
154	Queries on Prices of Articles, Additional	1 year
	Funds to Meet Quotations
155	Reports of Waste Materials	2 years
156	Requisition and Issue Slips/Requisition	1 year or file with appropriate records
	Issue Vouchers	series
157	Shipping and Packing Lists on Items	1 year
	Purchased
158	Suppliers Identification Certificates with	2 years after renewed
	Procurement
159	Supplies Adjustment Sheets	1 year after post-audited
160	Supplies Availability Inquiries	1 year
161	Supplies Ledger Cards	5 years
162	Supplies Purchase Journals	5 years
	TRAINING RECORDS
163	Calendars		1 year after superseded
164	Course Designs/Outlines/Syllabi	1 year after superseded
165	Masterlists	PERMANENT
		Participants
		Seminars Conducted/Coordinated
166	Resource Speaker Profiles	1 year after superseded
167	Schedules of Training/Seminar	1 year after superseded
168	Survey Evaluation Questionnaires	1 year after data had been evaluated
169	Training Handouts	1 year after superseded
170	Training Programs/Plans	3 years after superseded
171	Training Reports	2 years
172	Workshop Results	1 year