i.

SOURCE
RC

k. Republic of the Philippines

Department of Environment and Natural Resources
NATIONAL MAPPING AND RESOURCE INFORMATION AUTHORITY
9$1

Memorandum Circular No. _ /

_____
/3 OCT U 5 2018

Series of 2018

SUBJECT : Implementation of NAMRIA Freedom of Information (FOI)

Manual

In the interest of the service and in compliance with Executive Order No. 02,
series of 2016, on Freedom of Information (FOI) and the FOI Program guidelines
issued by the Presidential Communications Operations Office, the "Freedom of
Information (FOI) Manual of NAMRIA" is hereby implemented effective immediately.

The manual is intended to guide NAMRIA in dealing with requests for data
and information from the general public.

For compliance.

Tsec. PE R N TIA 0'Ph

Administrator

NAMRIA OFFICES:
Main : Lawton Avenue, Fort Ronifncio, 1634 Taguig City, Philippines Tel. No. (632) 810-4831 to 41
Branch: 421 Barraca St. San Nicolas, 1010 Manila, Philippines, Tel. No. (632) 241.3494 to 98
www. n a m r i a -a 0 V. a h

CIP/4701/12/09/814
ISO 9001:2008 CERTIFIED FOR MAPPING AND GEOSPATIAL INFORMATION MANAGEMENT
2 FOI MANUAL OF NAMRIA

INFOMAPPER
 FOI MANUAL OF NAMRIA 3

FOREWORD

On behalf of the National Mapping and Resource Information Authority-

Department of Environment and Natural Resources (NAMRIA-DENR), whose
mandate is to provide both public and private sectors with mapmaking services
and related geographic and resource information, I am very pleased to present
the Freedom of Information (FOI) Manual of NAMRIA.

The manual is intended to provide guidelines to the general public in

making FOI requests to NAMRIA. It is our hope that through this publication,
the Filipino people will have better access to information they need from the
agency.

Executive Order number 02, series of 2016, is certainly a landmark order

of the Duterte Administration for promoting, through its FOI Program,
transparency, accountability, and public participation in governance.
NAMRIA’s preparation of its own manual is just part of the agency’s compliance
with the requirements set by the program, to which again, on behalf of the
agency, I extend our assurance of continuing support.

Usec. PETER N. TIANGCO, PhD

NAMRIA Administrator
4 FOI MANUAL OF NAMRIA

INFOMAPPER
 FOI MANUAL OF NAMRIA 5

TABLE OF CONTENTS

I. Overview

A. Purpose of the Manual

B. Structure of the Manual
C. Coverage of the Manual
D. The NAMRIA-DENR
E. NAMRIA FOI Receiving Officer
F. NAMRIA FOI Decision Maker
G. Appeals and Review Official

II. Definition of Terms

A. General Terms
B. Specific NAMRIA Terms

III. Protection of Privacy

IV. Standard Procedures

A. For NAMRIA FOI Receiving Officer

1. Receipt of Request for Information

2. Initial Evaluation

a. Request relating to more than one office under NAMRIA

b. Information not in the custody of NAMRIA
c. Requested information already available in NAMRIA website
d. Similar or identical request for information

3. Transmittal from NAMRIA FOI Receiving Officer to NAMRIA FOI Decision Maker
4. Role of NAMRIA FOI Decision Maker in Processing the FOI Request
5. Role of NAMRIA FOI Receiving Officer to Transmit the Information
6. Extension of Time
7. Notifying the Requester of the Decision
8. Approval of Request
9. Denial of Request

B. For the General Public Making a NAMRIA FOI Request

1. FOI Platform (Paper-Based)

2. eFOI Platform (Online)

V. Remedy in Case of Denial of Request

VI. Request Tracking System
VII. Fees
VIII. Administrative Liability
IX. References
X. Annexes

A. Executive Order No. 02, S. 2016

B. NAMRIA FOI Receiving Officer
C. Site Map for NAMRIA Records Office
D. Exceptions to Right of Access to Information - Office of the President
D-1. DENR List of Exceptions (Non-Disclosure of Information)
D-2. NAMRIA List of Exceptions
E. NAMRIA Non-FOI List of Regular Products and Services
F. FOI Request Flowchart
G. FOI Request Form
H. Manual of Approval
I. Administrative Order number 2000-16, 11 February 2000, “Rates of Fees for Certain
Administrative Services Rendered”
6 FOI MANUAL OF NAMRIA

SECTION I: OVERVIEW

A. Purpose of the Manual: This FOI Manual shall guide and assist NAMRIA in dealing
with written requests for information/documents/records under the custody of the
agency as required by Executive Order 02, series of 2016, on FOI (Annex “A”). These
requests may be submitted to the agency personally or through the electronic FOI
(eFOI) portal (https://www.foi.gov.ph). The NAMRIA Administrator is responsible for all
actions carried out under this Manual and may delegate this responsibility to a Deputy
Administrator. INFOMAPPER
B. Structure of the Manual: This Manual basically contains the following information:

1. Rules and procedures to be followed by NAMRIA when FOI requests are received;
2. Requirements and procedures to be observed by a requester in filing a complete and
official FOI request;
3. Location of NAMRIA and contact information of the person or office in the agency
that is responsible for receiving FOI requests;
4. Standard form for filing an FOI request; and
5. Appeals mechanism in case of denial.

C. Coverage of the Manual: This Manual shall cover FOI requests to NAMRIA.

D. The NAMRIA:

1. Vision
The vision of NAMRIA, as central mapping agency of the government, is
stated as follows:
“NAMRIA is a center of excellence building a geospatially-empowered
Philippines”

2. Mission
In order to achieve its vision, NAMRIA shall aim:
“To provide quality topographic maps, nautical charts, and other geospatial
products and services in a timely and coordinated manner”

3. Mandates of NAMRIA Branches

MAPPING AND GEODESY BRANCH (MGB) – Branch in charge of national geodetic

reference frame development and topographic base map production.

HYDROGRAPHY BRANCH (HB) – Branch in charge of the agency’s bathymetric

and oceanographic surveys, nautical charting and delineation of the country’s
maritime zones.

RESOURCE DATA ANALYSIS BRANCH (RDAB) – Branch in charge of land and

coastal resource mapping, land classification, and thematic mapping activities.

GEOSPATIAL INFORMATION SYSTEM MANAGEMENT BRANCH (GISMB) –

Branch in charge of the agency’s geospatial system development and client
services.

SUPPORT SERVICES BRANCH (SSB) – Branch in charge of administrative, policy,

finance, and engineering services.
 FOI MANUAL OF NAMRIA 7

E. NAMRIA FOI Receiving Officer:

There shall be an FOI Receiving Officer (FRO) at NAMRIA designated by the

Administrator, and an alternate, in case the NAMRIA FRO is unavailable or on official
leave. The FRO shall come from the Records or Receiving Office of the agency. The
FRO shall hold office at the NAMRIA main building with the following address: Lawton
Avenue, Fort Bonifacio, 1634 Taguig City. (Site map in Annex “C”).

The functions of the NAMRIA FRO shall include receiving on behalf of the agency all
FOI requests and forwarding the same to the Office of the Administrator; monitoring all
FOI requests and appeals; providing assistance to the NAMRIA FOI Decision Maker;
providing assistance to the public and NAMRIA frontline staff with regard to FOI; compiling
statistical information as required; and, conducting initial evaluation of the FOI request
and advising the requester whether the request will be forwarded to the NAMRIA FOI
Decision Maker for further evaluation, or denied owing to the following reasons:

1. Incompleteness of the form; or

2. The information is readily available to the general public as published in NAMRIA’s
official website, foi.gov.ph, or at data.gov.ph.

F. NAMRIA FOI Decision Makers:

All Branch Directors, shall serve as FOI Decision Makers (DMs), along with the
Chief, Administrative Division-Support Services Branch (SSB) who is concurrently the
agency’s Data Privacy Officer. In case where the Branch Director is not available, the
Assistant Directors and the NAMRIA Data Privacy Committee Vice Chairperson shall
act in their stead.

The DM shall conduct evaluation of the FOI request and have the authority to grant
or deny the request. The request shall be denied on the following reasons:

1. NAMRIA does not have the information requested;

2. The information requested contains sensitive personal information protected by
the Data Privacy Act of 2012;
3. The information requested falls under the list of exceptions to FOI; or
4. The request is an unreasonable subsequent identical or substantially similar request
from the same requester whose request has already been previously granted or
denied by NAMRIA.

In line with NAMRIA’s compliance in the implementation of the government’s FOI

program using the Electronic FOI (eFOI) Platform, all DMs are assigned their respective
IMail addresses in the eFOI platform. The agency’s Data Privacy Officer shall likewise
have an IMail address for addressing requests on Data Privacy that are coursed through
the eFOI platform. The following are the official IMail addresses of NAMRIA’s DMs:
MGB, [email protected]; HB, [email protected]; GISMB, [email protected];
RDAB, [email protected]; SSB, [email protected]; and the Chief, Administrative
Division-SSB and concurrent NAMRIA Data Privacy Officer, [email protected]. The
Geospatial Information and Communications Technology Division-GISMB shall be in
charge of operation of the e-mail system of NAMRIA for the FOI.

G. NAMRIA Appeals and Review Official:

The Administrator as NAMRIA Appeals and Review official, shall review and analyze
the grant or denial of an FOI request.
8 FOI MANUAL OF NAMRIA

SECTION II: DEFINITION OF TERMS

A. General Terms

data.gov.ph – is the Open Data website that serves as the government’s comprehensive
portal for all public government data that is searchable, understandable, and accessible.

eFOI Portal – the electronic FOI portal or website (https://www.foi.gov.ph/) launched on 25

INFOMAPPER
November 2016 and being maintained by the Presidential Communications Operations Office
(PCOO). It serves as the government’s comprehensive website for all information on the FOI.
It is the central platform for citizens and government agencies to facilitate online FOI requests.
It provides a tracking system for citizens to follow their lodged requests and also provides
statistics on all online FOI requests, the response time, and the outcomes. It provides a
central resource for the public to understand the FOI, to locate records that are already
available online, and to learn how to make a request for information that is not yet publicly
available. It also promotes Agency accountability for the administration of the FOI by
graphically displaying the detailed statistics contained in Annual FOI Reports.

Freedom of Information (FOI) – refers to the constitutional right of the people to access
information/documents/records on matters of public concern, as recognized by Executive
Order number 02, also known as the Freedom of Information Executive Order which was
signed into law by President Rodrigo Roa Duterte on 23 July 2016. Freedom of Information is
an integral element of President Duterte’s Good Governance Plan aligned to reforms and
initiatives that pursue greater transparency, accountability, and citizen participation in
governance.

FOI Program – is the Government’s response to the call for transparency and full public
disclosure of information. FOI is a government mechanism which allows Filipino citizens to
request any information about government transactions and operations, provided that it shall
not put into jeopardy privacy and matters of national security. The FOI mechanism for the
Executive Branch is enabled via Executive Order No. 2, series of 2016. The PCOO oversees
the operation of the FOI program. The PCOO serves as the coordinator of all government
agencies to ensure that the FOI program is properly implemented.

Personal Information – refers to any information, whether recorded in a material form or

not, from which the identify of an individual is apparent or can be reasonably and directly
ascertained by the entity holding the information, or, when put together with other
information, would directly and certainly identify an individual.

Sensitive Personal Information – as defined in the Data Privacy Act of 2012, refers to
information: (1) About an individual’s race, ethnic origin, marital status, age, color, and
religious, philosophical or political affiliations; (2) About an individual’s health, education,
genetic or sexual life, or to any proceeding for any offense committed or alleged to have been
committed by such person, the disposal of such proceedings or the sentence of any court in
such proceedings; (3) Issued by government agencies peculiar to an individual which include,
but are not limited to, social security numbers, previous or current health records, licenses
or their denial, suspension or revocation, and tax returns; and (4) Specifically established by
an executive order or an act of Congress to be kept classified.

B. Specific NAMRIA Terms

Access to Information and Exceptions – principle stating that every Filipino shall have
access to information, official records, public records, documents and papers pertaining to
official acts, transactions or decisions, as well as government research data used as basis for
policy development, except, as in the case of NAMRIA, those in the master list of exceptions
from the Office of the President (Annex D) and in the inventory of exceptions defined by the
DENR and made part of this Manual (D-1).
 FOI MANUAL OF NAMRIA 9

ARTA Request – refers to client requests for NAMRIA’s regular frontline products and services
being provided by the following units of the agency: (a) MGB, (b) HB, (c) RDAB, (d) GISMB, and
(e) SSB. ARTA is the Anti-Red Tape Act of 2007 or Republic Act No. 9485, which aims to
promote transparency in government with regard to the manner of transacting with the
public by requiring each agency to simplify frontline service procedures and formulate service
standards to observe in every transaction and make known these standards to the client.

Article 13, Chapter I of the Civil Code of the Philippines – states that “When the laws
speak of years, months, days or nights, it shall be understood that years are of three hundred
sixty-five days each; months, of thirty days; days, of twenty-four hours; and nights from sunset
to sunrise. If months are designated by their name, they shall be computed by the number
of days which they respectively have. In computing a period, the first day shall be excluded,
and the last day included.” [source: https://www.chanrobles.com/
civilcodeofthephilippines1.htm]

Classification of NAMRIA Documents – For the purpose of this manual, NAMRIA documents
are classified as follows:

1. General/Public Circulation. The information is of public concern or directly promotes

the objectives of ENR conservation, development, or management.

2. Limited Circulation. These are completed technical and detailed reports prepared by
NAMRIA personnel which may require the agency’s assistance for useful and/or
accurate interpretation.

3. Restricted Documents. These refer to inter-office communications/reports awaiting

action or decision by NAMRIA officials, including unprocessed, unvalidated, or unofficial
data and other documents that are intended for internal use of the agency.

4. Confidential Information. These are information, the unauthorized disclosure of

which, while not endangering the national security, would be prejudicial to the interest
or prestige of the nation or any government activity, or would cause administrative
embarrassment or injury to an individual. Such information include the following:

a. Information affecting the reputation of individuals or organizations related to NAMRIA;

b. Information communicated by NAMRIA with other government offices, like directives
and other information whereby policy formulation is still in progress;
c. Geospatial information still being processed and/or subject to proprietary rights
arising from license agreements;
d. Information for general disclosure but not yet completed or contingent upon the
accomplishment of other actions or the existence of certain conditions; and
e. All other information that fall under the agency’s list of approved exceptions (Annex
“D-2”).

5. Top Secret/Secret Documents. These are information, the unauthorized disclosure

of which, would cause damage to the nation, politically, economically, or from a security
aspect, or may cause serious injury to the interest or prestige of the nation.

Consultation – the process wherein the views of other offices are consulted as to the
disclosability of the records before any final determination is made
eFOI Request – refers to FOI requests coursed through the eFOI website

Exceptions – refers to information that should not be released and disclosed in response to a
NAMRIA FOI request because they are protected by the Constitution, laws or jurisprudence.
The information referred to includes documents and records which are included in the master
10 FOI MANUAL OF NAMRIA

list of exceptions from the Office of the President (Annex “D”) and the inventory of exceptions
defined by DENR and made part of this Manual (Annex “D-1”).
FOI Receiving Officer – refers to the primary contact at NAMRIA where the requester can
call and ask questions about the agency’s FOI process or a pending FOI request

FOI Request Form – is the standard form issued by the PCOO that clients shall use for
NAMRIA FOI requests. The client can use this form in the absence of a request letter.

Frequently Requested Information – refers to information released in response to an FOI

request that NAMRIA determines have become or are INFOMAPPER
likely to become the subject of
subsequent requests for substantially the same records
Full Denial – refers to instances wherein NAMRIA cannot release any records in response to
a FOI request, because, for example, the requested information is exempt from disclosure in
its entirety or no records responsive to the request could be located

Full Grant – refers to instances wherein NAMRIA is able to disclose all records in full in
response to a FOI request

Information – any record, document, paper, report, letter, contract, minutes and transcripts
of official meetings, map, book, photograph, data, research material, film, sound and video
recording, magnetic or other tapes, electronic data, computer stored data, or any other similar
data or material recorded, stored or archived in whatever format, whether offline or online,
which are made, received, or kept in or under the control and custody of NAMRIA pursuant
to law, executive order, and rules and regulations or in connection with its performance or
transaction of official business
Information for Disclosure – information promoting the awareness and understanding of
NAMRIA policies, programs, activities, rules or regulations affecting the public, government
agencies, the community, and the economy. It also includes information encouraging
familiarity with the general operations, thrusts, and programs of the agency. In line with
the concept of proactive disclosure, these types of information are posted on the agency’s
website without need for written requests.

Manual Request – refers to paper-based FOI request made using the FOI form or through
written request

NAMRIA Website – the NAMRIA portal www.namria.gov.ph, developed and being maintained
by the agency

National Security –

1. “The ability to preserve the nation’s physical integrity and territory; to maintain its
economic relations with the rest of the world on reasonable terms; to preserve its
nature, institution, and governance from disruption from outside; and to control its
borders” - Former US Secretary of State (1977-81) Harold Brown (Source: https://
www.thedailystar.net/op-ed/politics/political-violence-threat-national-security-2383)

2. “Safeguarding the sovereignty, territorial integrity, citizenry and socioeconomic

functionality of a nation from an aggressor intent on undermining a particular valued
aspect of a nation through violent or unjust means” – Upeka Premaratne (Source:
https://www.revolvy.com/topic/National%20security&item_type=topic)

Non-FOI Directory – refers to the complete listing of NAMRIA information that are identified
to be NOT covered by EO 2. These are the regular Products and Services of NAMRIA along
with the agency branch/division that holds them. (Annex “E”)

Official Records – information produced or received by a NAMRIA officer or employee in an

official capacity or pursuant to a public function or duty
 FOI MANUAL OF NAMRIA 11

Open Data – publicly available data structured in a way that enables the data to be fully
discoverable and usable by end users. It is consistent with the following principles of Public,
Accessible, Described, Reusable, Complete, Timely, and Managed Post-Release. This can be
accessed at the NAMRIA website.

Partial Grant/Partial Denial – refers to instance wherein NAMRIA is able to disclose portions
of the records in response to a FOI request, but must deny other portions of the request

Pending Request or Pending Appeal – FOI request or administrative appeal for which NAMRIA
has not yet taken final action in all respects. It captures anything that is open at a given
time including requests that are well within the statutory response time.

Perfected Request – an FOI request, which reasonably describes the records, sought and is
made in accordance with the agency’s regulations
Proactive Disclosure – act of making publicly available information without waiting for a
specific FOI request. NAMRIA posts on its website a vast amount of geospatial materials
relating to its functions and mission.

Processed Request or Processed Appeal – number of requests or appeals where NAMRIA

has completed its work and sent a final response to the requester

Public Records – information required by laws, executive orders, rules, or regulations to be

entered, kept and made publicly available by NAMRIA
Received Request or Received Appeal – number of FOI requests or administrative appeals
that NAMRIA has received within a fiscal year

Referral – the process of indorsing a request to another agency in case the information
being requested is not available in NAMRIA

Requester – any Filipino citizen making an FOI request to NAMRIA

Simple Request – an FOI request that can be acted upon within a short span of time

SECTION III: PROTECTION OF PRIVACY

While providing access to information, public records, and official records, responsible
officials of the various offices of NAMRIA shall afford full protection to the right to privacy of
the individual by using the following guides:

A. Each office of NAMRIA shall ensure that personal information in its custody or under
its control is disclosed or released only if it is material or relevant to the subject matter
of the request, and its disclosure is permissible under existing laws, rules and
regulations, and jurisprudence;

B. Each office of NAMRIA must protect personal information in its custody or control by
making reasonable security arrangements against leaks and premature disclosure of
personal information which unduly exposes the individual whose personal information
is requested, to harassment or any other wrongful acts;

C. Any employee or official of the various offices of NAMRIA who has access, whether
authorized or unauthorized, to personal information in the custody of the office, must
not disclose that information except when authorized pursuant to existing laws, rules
and regulations.
12 FOI MANUAL OF NAMRIA

SECTION IV: STANDARD PROCEDURES (See Annex “F” for flowchart)

A. For NAMRIA’s FOI Receiving Officer

1. Receipt of Request for Information.

a. The NAMRIA FRO shall receive the request for information from the requester and
check compliance with the following requirements:
INFOMAPPER
• The request must be in writing;

• The request shall state the name and contact information of the requester, as
well as provide valid proof of identification or authorization; and

• The request shall reasonably describe the information requested, and the
reason for, or purpose of, the request for information. (See Annex “F” for
request form)

The request can be made through electronic mail (email), provided that the
requester shall attach in the email a scanned copy of the FOI request form, and a
copy of a duly recognized government ID with photo.

b. In case the requester is unable to make a written request, because of illiteracy or

due to being a person with disability, he or she may make an oral request, and the
FRO shall reduce it in writing.

c. The request shall be stamped received by the FRO, indicating the date and time of
the receipt of the written request, and the name, rank, title and position of the
public officer who actually received it, with a corresponding signature and a copy,
furnished to the requester. In case of email requests, the email shall be printed out
and shall follow the procedure mentioned above, and be acknowledged by email.
The FRO shall input the details of the request on the Request Tracking System and
allocate a reference number.

d. NAMRIA must respond to requests promptly, within 15 working days following the
date of receipt of the request. A working day is any day other than a Saturday,
Sunday or a day which is declared a national public holiday in the Philippines. In
computing for the period, Article 13 of the New Civil Code shall be observed. The
date of receipt of the request shall be either:

• The day on which the request is physically or electronically delivered to NAMRIA,

or directly into the email inbox of a member of staff; or

• If NAMRIA has asked the requester for further details to identify and locate the
requested information, the date on which the necessary clarification is received.

An exception is when the request has been emailed to an absent member of staff,
and has generated an ‘out of office’ message with instructions on how to re-direct
the message to another contact. Where this is the case, the date of receipt will be
the day the request arrives in the inbox of that contact.

Should the requested information need further details to identify or locate the
same, the 15 working days will commence from the day the required clarification is
received from the requester. If no clarification is received from the requester after
60 calendar days, the request shall be closed.
 FOI MANUAL OF NAMRIA 13

2. Initial Evaluation. After receipt of the request for information, the FRO shall evaluate
the contents of the request, based on the following:

a. Request requiring action by more than one office of NAMRIA: If a request for
information requires action by different NAMRIA offices, the FRO shall forward such
request to the concerned offices and shall ensure that it is well coordinated and
monitored for compliance.

b. Requested information is not in the custody of NAMRIA: If the requested

information is not in the custody of NAMRIA, as determined after consultation with
the DM, the FRO shall undertake the following steps:

• If the record requested is located in another government agency, the request

will be immediately indorsed to the appropriate government office, further
informing the requester on such indorsement. The 15-working-day requirement
commences on the day after it receives the request.

• If the record is located in an office not within the coverage of Executive Order
number 02, series of 2016, the requester shall be advised accordingly and provided
with the contact details of that office, if known.

c. Requested information is already posted and available online: Should the

information being requested is already posted and publicly available in the NAMRIA
website, data.gov.ph or foi.gov.ph, the FRO shall inform the requester and direct
them to the website link where the information is posted.

d. Requested information is substantially similar or identical to the previous

request: Should the requested information be substantially similar or identical to a
previous FOI request by the same requester, the request shall be denied. However,
the FRO shall inform the applicant of the reason for such denial.

3. Transmittal of Request by the FRO to the DM. After receipt of the request for
information, the FRO, after initial evaluation, shall notify the concerned DM of such
request within one (1) day from receipt of the written request. The FRO shall record
the date, time and name of the DM who received the request with the corresponding
signature acknowledging receipt of request.

4. Role of DM in Processing the Request. Upon receipt of the request from the FRO, the
DM shall assess, and clarify the request if necessary. He or she shall make all necessary
steps to locate and retrieve the information requested, and ensure that the complete
information requested is submitted to the FRO within 10 days upon receipt of request.

The FRO shall note the date and time of receipt of the information from the DM and
report to the NAMRIA Administrator or the designated officer, in case the submission
is already beyond the 10-day period. If the DM needs further details to identify or
locate the information, he shall, through the FRO, seek clarification from the requester.
The clarification shall stop the running of the 15 working day period and will commence
the day after it receives the required clarification from the requester. If the DM
determines that a record contains information located in another agency, the DM shall
consult with the agency concerned on the disclosability of the records before making
any final determination.

5. Role of FRO to Transmit the Information to the Requester: Upon receipt of the
requested information from the DM, the FRO shall collate and ensure that the
information is complete. He shall attach a cover/transmittal letter signed by the
NAMRIA Administrator, or the designated officer, and ensure the transmittal of such
to the requester within 15 working days upon receipt of the request for information.
14 FOI MANUAL OF NAMRIA

6. Request for Extension of Time: If the information requested requires extensive search
of NAMRIA’s office records facilities, examination of voluminous records, and should
there be occurrence of fortuitous events or other analogous cases, the DM should inform
the FRO.

The FRO shall inform the requester of the extension, setting forth the reasons for
such extension. In no case shall the extension exceed twenty (20) working days on top
of the mandated fifteen (15) working days to act on the request, unless exceptional
circumstances warrant a longer period. INFOMAPPER

7. Notice to the Requester of the Approval/Denial of the Request: Once the DM approved
or denied the request, he shall immediately notify the FRO who shall prepare the
response to the requester either in writing or by email. All actions on FOI requests,
whether approval or denial, shall pass through the NAMRIA Administrator or his
designated officer for final approval.

8. Approval of Request: In case of approval, the FRO shall ensure that all records that
have been retrieved and considered are checked for possible exemptions, prior to actual
release. The FRO shall prepare the letter or email informing the requester within the
prescribed period that the request was granted and shall be directed to pay the applicable
fees, if any.

9. Denial of Request: In case of denial of the request wholly or partially, the FRO shall,
within the prescribed period, notify the requester of the denial in writing. The notice
shall clearly set forth the ground or grounds for denial and the circumstances on which
the denial was based. Failure to notify the requester of the action taken on the request
within the period herein provided shall be deemed a denial of the request to information.
All denials on FOI requests shall pass through the Office of the NAMRIA Administrator
or his designated officer.

B. Procedure for the General Public in Making a NAMRIA FOI Request

The request process slightly varies depending on which platform is used.

1. FOI Platform:

a. The requester shall place his/her request in writing by filling out a request form
and submitting the form to NAMRIA’s FRO (the form can be downloaded via the website
https://www.foi.gov.ph/ maintained by the PCOO. The requester shall state his/
her full name and contact information, and provide a valid copy of his/her government-
issued ID as proof of identity. The requester shall describe in detail the document
that is wished to be accessed.

b. If the request does not fall under the FOI but is under the regular frontline services
of NAMRIA, the NAMRIA FRO shall advise the requester to write a formal letter of
request addressed to the NAMRIA Administrator, as follows:

Usec. PETER N. TIANGCO, PhD

Administrator
National Mapping and Resource Information Authority
(NAMRIA)
Lawton Avenue, Fort Bonifacio, 1634 Taguig City

The requester can also make online inquiries at the NAMRIA main client service
unit through the email address [email protected], or through the telephone
numbers 8875466 and 8104831, local 401 or 444. The requester can also personally
visit the NAMRIA main office in Taguig City for a discussion of the details of the
 FOI MANUAL OF NAMRIA 15

request with the agency’s technical staff. This Manual contains a list of NAMRIA
Non-FOI, regular products and services (Annex “E”).

c. The NAMRIA FRO shall validate the request and will log it accordingly on the FOI
tracker or registry.
d. If deemed necessary, NAMRIA’s FRO may clarify the request on the same day it was
filed, such as the specific information being requested, and provide other assistance
needed by the requester.
e. The request will be forwarded to the NAMRIA DM for proper assessment and check if
the agency holds the information requested, whether it is already accessible, or if
the request is a repeat of any previous request.
f. Once all relevant information are retrieved, the NAMRIA DM will check if any
exemptions apply, and will recommend appropriate response to the request.
g. If necessary, the head of the agency shall provide clearance to the response.
h. The agency shall prepare the information for release, based on the requester’s
desired format. It shall be sent to the requester depending on the preference of
delivery.

2. eFOI Platform:

Similar to the paper-based FOI platform, requests made through the eFOI platform will
be automatically sent to NAMRIA for immediate processing. The requester will be first
required to create an eFOI account. Through this account, the requester can view his/
her FOI requests in the FOI dashboard, and the results of his/her FOI requests. eFOI
Requesters must create/log in to his/her account through the following procedure:

a. Click the Log-in button and enter the email address and password.
b. In case the requester is a new user, click the Sign-up button, and provide the required
information.
c. Once logged-in, the user will be directed to the Dashboard. The Dashboard contains
all the requests done by the account owner.
d. Click the Make a Request button. Once clicked, the user may choose the name of
the agency, in this case, NAMRIA.
e. User will be directed to the Make a Request Page. Complete the required fields.
Once sent, the request will be forwarded to the NAMRIA FRO.
f. The same process of clarification, retrieval, and approval of release applies to the
eFOI platform.
g. Once approved, the response will be posted to the user’s Dashboard.

SECTION V: REMEDY IN CASE OF DENIAL OF REQUEST

Denial of any request for information covering documents classified as restricted and/or
limited may be elevated by the same requester to the Administrator, by filing the written
appeal within 15 working days from the notice of denial or from the lapse of the period to
respond to the request. The appeal shall be decided within 30 working days from filing such
appeal. Failure of such person or office to decide within the said period shall be deemed a
denial of the appeal. The requester may file further appeal to next higher authorities.

SECTION VI: REQUEST TRACKING SYSTEM

NAMRIA shall establish a system to trace the status of all requests for information received
by it, which may be paper-based, online or both.
16 FOI MANUAL OF NAMRIA

SECTION VII: FEES

A. Reasonable Cost of Reproduction and Copying of the Information: The FRO shall
immediately notify the requester in case reproduction/copying or authentication fee
will be charged. The schedule of fees shall be posted by NAMRIA.

B. Exemption from Fees: NAMRIA may exempt any requester

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request, or reasonable ground, but shall only provide digital or electronic copy.

SECTION VIII: ADMINISTRATIVE LIABILITY

Non-Compliance with FOI. Failure to comply with this Manual may be a ground for
administrative and disciplinary sanctions as provided under Civil Service and other existing
laws, rules and regulations. The requester shall submit a written complaint to the NAMRIA
Administrator stating the grounds and reasons for filing such complaint. The NAMRIA
Administrator shall forthwith follow the mechanism in place in handling such complaints.

SECTION IX: REFERENCES

The following were used as references for this Manual: the DENR FOI Manual, the PCOO
FOI People’s Manual (Updated as of 23 January 2017), and the Department of Budget and
Management FOI Manual. The following were the respective sources for Annex “A” (EO 2)
and Annex “D” (Exceptions to Right of Access to Information - Office of the President):
http://www.officialgazette.gov.ph/downloads/2016/07jul/20160723-EO-2-RRD.pdf
and
https://op-proper.gov.ph/wp-content/uploads/2016/11/Exceptions-to-Right-of-Access-
to-Information.pdf

SECTION X: ANNEXES (in the succeeding pages)

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ANNEX “A”

Executive Order No. 02

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ANNEX “B”

NAMRIA FOI Receiving Officer

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ANNEX “C”

Site Map for NAMRIA Records Office

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ANNEX “D”

Exceptions to Right of Access to Information - Office of the President

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ANNEX “D-1”

List of Exceptions (Non-Disclosure of Information)

As an attached agency of the DENR, NAMRIA shall adopt the Department’s List of Exceptions,
as follows:

l. Any information that directly relates to national security or defense and its revelation
may cause grave damage to national security or internal or external defense of the
state.

At the very least, this jurisdiction recognizes the common law holding that there is a
governmental privilege against public disclosure with respect to state secrets regarding
military, diplomatic and other national security matters.

2. Executive privilege involving information relating to the President as Commander-

in-Chief, appointing, pardoning authority and diplomatic powers.

3. Any information pertaining to the foreign affairs of the Republic of the Philippines,
when its revelation or disclosure, shall unduly weaken the negotiating position of the
government in an ongoing bilateral or multilateral negotiation or seriously jeopardize
the diplomatic relations of the Philippines with one or more states.

4. Any information or inter-government exchanges prior to the conclusion of treaties

and executive agreements may be subject to reasonable safeguards for the sake of
national interest.

5. Disclosure of information on the Presidential communication’s privilege.

6. Any information requested which pertains to internal or external defense, law

enforcement and border control, when the disclosure thereof may:

6.1. Lead to the disclosure of the identity of a confidential source, including a

government, or foreign agency or authority or any private institution which
furnished information on a confidential basis and, in the case of a record or
information compiled by a law enforcement authority or agency, in the course of an
intelligence investigation involving national security.

6.2. Disclosure of legitimate techniques, procedures and guidelines for law enforcement
investigations or prosecutions if such disclosure could reasonable result to
circumvention of the law.

6.2.1. Endanger the life, safety and security of any individual.

6.2.2. Deprive a person of the right to a fair trial and impartial adjudication.

7. On criminal matters such as classified law enforcement information relating to the

apprehension, prosecution and detention of criminals, which the courts may not inquire
into prior to such arrest, prosecution and detention.
38 FOI MANUAL OF NAMRIA

8. Disclosure of confidential source, investigation proceedings, and records of assigned hearing

officers, investigators, and deputized inspectors, when the premature disclosure thereof
may result to the endangering the life, safety and security of any individual, and pre-
empt the resolution of a case.

9. Disclosure of proceedings before the Committee on Decorum and Investigation (CODI)

during preliminary investigation.
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10. Personal and sensitive information concerning natural persons resulting in invasion
of privacy unless waived in writing by the person concerned pursuant to Republic Act
No. 10173 (Data Privacy Act of 2012).

11. Prohibition of disclosure of the identity of persons who furnish information on any
violation of the law to public officers.

12. Disclosure of information such as drafts of proceedings, orders, resolutions, decisions,

memoranda or audit reports by any administrative or quasi-judicial body in the
exercise of its regulatory and adjudicatory functions.

13. Information pertaining to trade secrets and commercial or financial

information submitted by a natural or juridical person obtained in confidence
or covered by privileged communication, and/or filed in connection with an application
in a government agency, the revelation of which would prejudice the interests of
such natural or juridical person in trade, industrial, financial or commercial
competition.

14. Any information related to the Republic Act 9160 (Anti-Money Laundering Act of 200
l as amended).

15. Disclosure of confidential information under the National Internal Revenue Code.

16. Disclosure of information related to the Republic Act No. 8293 (Intellectual Property
Rights Act).

17. Disclosure of information related to the Republic Act No. 10055 (Philippine Technology
Transfer Act of 2009).

18. Disclosure of information related to the Republic Act 9285 (Alternative Dispute Resolution
Act of 2004).

19. Disclosure of information on an on-going evaluation, review of bids or proposals being

undertaken by the Bids and Awards Committee (BAC) or its technical working group
(TWO) which are not yet considered as official acts, transactions, or decisions.

20. Disclosure of information related to identity of news informants or sources under

Republic Act No. 1477 (The Shield Law).

21. Disclosure of information in violation of Republic Act No. 4200 (The Anti- Wiretapping
Law).
 FOI MANUAL OF NAMRIA 39

22. Disclosure of Statement of Assets, Liabilities and Net Worth shall be subject to approval
of the Office of the Ombudsman and/or the Civil Service Commission (CSC).

23. Disclosure of information concerning the nature and specific location of a potentially
significant cave pursuant to Republic Act No. 9072 (National Caves and Cave Resources
Management and Protection Act of 2001).

24. Any information which may put business operations at risk, and other application
data in connection with application for various pollution permits pursuant to Republic
Act No. 6969 (Toxic Substances and Hazardous and Nuclear Waste Control Act of 1990).

25. Any data in the course of applying for an Environmental Compliance Certificate (ECC)
pursuant to Presidential Decree No. 1586 (Philippine Environmental Impact Statement
System).

26. During the lifetime or existence of a mining permit, results of metallurgical analysis
(Fire Assay/Chemical Analysis), results of test, documents submitted by the
mining clients in support of their mining applications, feasibility study of mining
companies, company’s drilling report, mineral resource report, final exploration report
declaring a mineral resources inventory, and geologic reports.

27. Philippine Geoportal Data from Philippine Institute of Volcanology and Seismology (ground
rapture, active fault) and Lands Management Bureau (parcel data. municipal boundary
data); location of mirror server; raw and processed hydrographic surveys singlebeam and
multibeam data; and confidential documents and information such as charts/maps
related to territorial and other claims.

In addition, specific NAMRIA products and confidential documents are also included in
the list of exceptions (Annex “D-2”).
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ANNEX “D-2”

NAMRIA List of Exceptions

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ANNEX “E”
List of NAMRIA Non-FOI Regular Products and Services
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ANNEX “F”

FOI Request Flowchart

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ANNEX “G”

FOI Request Form

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ANNEX “H”

Manual of Approval
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