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:
|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
· Personal Delivery
· Mail (Post Office/Courier)
For regular documents
For urgent documents
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|
|END OF PROCESS|
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: