a)    Legal Bases:

Anti-Red Tape Act of 2007

Ease of Doing Business Act of 2018

Data Privacy Act of 2012

National Archives of the Philippines Act of 2007 (RA 9470)

BLGF Freedom of Information (FOI) Manual

BLGF MC No. 02-2016 Communication Policy dated 12 January 2016

b)    Brief Description:

To ensure proper, accurate and complete identification and traceability of outgoing documents and timely delivery to proper recipients. This procedure covers the receipt of outgoing documents, classification, recording and delivery to proper recipients.

c)     Availability of Service:

Monday to Friday from 8:00 AM to 5:00 PM except on holidays.

d)    Documentary Requirements:


e)     Period of Application/Lead Time Requirement/Prerequisites:


f)     Procedure:

  Activity Duration Responsible Person/Office
1 Receive document/s from internal clients 5 minutes Records Unit-

Admin. Officer I

2 ·      Classify documents according to subject.

·      Record details in the Outgoing Logbook.

15 minutes Admin. Officer I
3 Prepares document for release.

·      Verify completeness of documents/ attachments

·      Photocopy lacking documents

·      Separate original copy from duplicate copy of correspondence:

Original copy – for mailing

Duplicate – for archiving

·      Assigns corresponding number to BLGF Issuances and releases certified copy.


20 minutes Admin. Officer V
4 Dispatch documents thru the following modes of transmission

·         Email


·         Personal Delivery




·         Mail (Post Office/Courier)

For regular documents

For urgent documents



20 minutes



Within the day

Within 2 days


Within a week

Within the day




Admin Officer I/ Admin Aide II



5 Acknowledge receipt of delivered/picked-up documents by affixing signature to the receiving copy 5 minutes Recipient
6 Log all parcels in the Records of Outgoing Mails including Tracking Number 10 minutes Admin. Officer I
7 Post tracking number  in the duplicate copy of document 5 minutes Admin. Officer I


g)    Fees:

No Fees shall be collected for this service.

h)    Type of Transaction:

Simple Transaction – Requires less than a day to three (3) complete the process.

Complex Transaction – Requires seven (7) days to complete the process.

i)      Additional Notes: