Republic of the Philippines
Department of Environment and Natural Resources
Visayas Avenue, Diliman, Quezon City
Tel Nos. (632)929-66-26 to 29 1 (632)929-62-52
929-66-20 1 929-66-33 to 35
929-70-41 to 43
MEMORANDUM CIRCULAR
16
No. 2010 -
SUBJECT : Implementation of the Approved Records ~etentionand
Disposition Schedule
In order to ensure an efficient and effective conduct of records classification and
appraisal, all DENR offices are instructed to strictly follow/implement the Records
Retention and Disposition Schedule provided by the Records Management and
Documentation Division RMDD) and duly approved by the National Archives of
the Philippines (NAP), on 8 September 2010 and pursuant to R A 9470 dated
February 19,2007.
Any document not specifically identified in the attached schedule, shall be
evaluated according to the General Records Disposition Schedule (GRDS) issued by the
National Archives under NAP General Circular No. 2, "Guidelines on the Disposal of
Valueless Records in Government Agencies", dated Januafy 20, 2009.
This circular takes effect immediately.
..
Acting Secretary
---".(I-
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~NVIIONNN~
-,.,,ILL I....
F~AFForm No. 2 , ,
2008.
AGENCY NAME:
I.
Pambansang Sinupan ng Pilipinas
DEPARTMENT OF ENVIRONMENT 8 NATURAL RESOLIRCES
RECORDS DISPOSITION SCHEDULE 2. ADDRESS:
Visayas Avenue, Diliman, Quezon City
3. SCHEDULE NO. 4. DATE PREPARED:
1 November 26,2009
7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total
OFFICE OF THE SECRETARY
HEAD EXECUTIVE ASSISTANT
1 DIRECTIVES IISSUANCES
Issued by the Head of Agency documenting PERMANENT
policies, procedures, standards, rules
and regulations, programs of the agency
Issued by the Head of Agency reflecting 2 years 2 years After superseded
routinary information or instructions
2 LOGBOOKS OF LAND CASES 5 years 5 years 10 years After date of last entry
OFFICE OF THE UNDERSECRETARY
FOR ADMINISTRATION, FINANCE
AND LEGAL
ADMINISTRATIVE SERVICE
3 CERTIFICATES 1 year 1 year
Appearance
Clearances
4 CHARTS PERMANENT
Functional
Organizational
5 COMMUNICATIONS ICORRESPONDENCE
Non-Routine To be filed with appropriate
records series
Routine 2 years 2 years After acted upon
6 DIRECTORIES OF OFFICIALS AND 1 year 1 year After updated
EMPLOYEES
7 FAX MESSAGES1ADVISORIES To be filed with appropriate
records series
8 GATE PASSES 6 mos. 6 mos.
9 INQUIRIES 2 years 2 years After acted upon
10 I-ISTS OF RECEIVED COMMUNICATIONS 2 years 2 years
IMPORTANT: Pursuant to Section 18, Article Ill, RA 9470 s. 2007, "No government department, bureau, agency and
instrumentality shall dispose of, destroy or authorize the disposal or destruction of any public records, which are in the
custody or under its control except with the prior written authority of the executive director."
Page of 30 Pages
NAP Form No. 2
2068
i.ITEM NO, 6. RECORD SERIES TITLE AND DESCRIPTION
SPECIAL EVENTS FILES (Record Set)"""
Attendance Sheets
Briefing Information Sheets
Briefing Papers
Calendar of Activities
Certifications of Acceptance
ContestsIGame Mechanics
Cost Estimates
Earth Day Messages
Estimated Budgetary Requirements
Executive Summaries
Exhibit Concepts and Requirements
Flow of DiscussionIActivities
Guidelines for the Contests
Instructionsfor the Celebrations
Itineraries
Invitation Letters
Lists
AttendeesIEnviteeslGuests
Checklists of Requirements
Entries for the Contests
ExhibitorsIParticipants
Food ChainsMlet Markets
Issues and Concerns
Items lssuedlDistributed
Junior Chambers
Pre-Anniversary Activities
Prizes
Summary Lists of Ofices
Volunteers
Working Committee and Members
Maps of Venues
Matrix of Commitment
Meeting Files
Minutes
Notices
News Clippings
Nomination Forms
Orders
Memorandum
Special
Pilot Study Proposals
Plans
Action Plans
Framework Plans
Location Plans
Media Plans
Sketch Plans
Program of Activities
Project Background for the Event
Proposals
Activities
Budget
Funding Requirements
Project
Reports
Committee Reports
Environment Monthly Report
Page 18of 30 Page
