QUALITY PROCEDURE
ON
DOCUMENTED INFORMATION
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 1 of 58
1. PURPOSE
1.1. This document aims to define, establish, provide and maintain a procedure for the
identification, creation, review, revision, approval, codification, use and
maintenance, distribution, storage, security, retrieval, retention and disposition of
all internal/external documented information determined by the agency to ensure
the efficient, effective and economical operation its Quality Management System.
1.2. This document aims to ensure that documented information used for recording
information or data from Project Management and Lease Management related
activities are maintained, retained and controlled.
1.3. This document shall ensure that data protection under the Republic Act 10173
known as the Data Privacy Act of 2012 is strictly enforced and the objectives and
provisions under Republic Act 9470 being implemented by the National Archives of
the Philippines is being observed.
2. POLICY
2.1. It is the policy of Philippine Fisheries Development Authority (PFDA) to ensure that
the documented information determined by the agency are properly defined,
established, provided, identified, created, reviewed, updated, approved, coded,
controlled, stored, secured, retained, disposed and made available for official use.
2.2. It is the policy of PFDA to adhere the general principles of Data Privacy Act of 2012
and the provisions prescribed under Republic Act 9470 to ensure that the significant
documented information are properly protected, preserved and controlled.
3. DEFINITION OF TERMS
3.1 Active Records
- records that are currently being
maintained, used and controlled.
These records are normally kept in
desk drawers, nearby filing cabinets,
shelves or racks for easy access and
retrieval.
3.2 Controlled Copy
- reproduced copy of the original
document, latest issued document
indicated by Controlled Copy stamp.
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 2 of 58
3.3 Data Subject
- refers to an individual whose personal,
sensitive personal, or privileged
information is collected and processed.
3.4 Document Controller (DC)
- ensures that the controls defined in
this procedures are effectively
implemented throughout the agency.
Maintains the Central Document
Masterlist, listing all the controlled
documents of the organization.
3.5 Document Feedback Form (DFF)
3.6 Document/Record Custodian
a -form used by the originator (3.14) in
the creation of a new quality-related
document or to suggest any revision to
an existing document.
- officer or staff responsible for the
safekeeping of controlled copies of
documents.
- identified individuals from each unit
held responsible for the maintenance,
filing and safekeeping of records, as
indicated in the Records Matrix.
- ensures that documents needed by the
Division/Unit are properly maintained
and are readily available.
3.7 Document Masterlist
- a list of the documents being
controlled by a
Document Controller in terms of
creation,
approval,
revision,
distribution, access, and use.
3.8 Documents
- as referred to in this procedure are
QMS
Quality
Procedures,
Standard
Operational Instructions, the Quality
Manual,
and
other
procedures/standards/forms
indicated in the Document Masterlist.
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 3 of 58
3.9 External Documents
- documents
of
external
origin
determined by the PFDA to be
necessary for the maintenance and
implementation of QMS.
3.10 File
- a cabinet with records in it; a folder
containing records; a collection of
papers involving a specific name or
topic; a class of records in a separate
group of series of filing drawers.
3.11 Forms
- refers to the pre-defined documents
used to
maintain QMS related
documents for Project Management
and Lease Management activities
3.12 Inactive Records
- records that are very rarely or no
longer referred to, and which must be
transferred to a less expensive area
(e.g. PFDA-CO Records Storage
Room/Area). These records have
already served their purpose but must
be kept just the same for legal
requirements or some compelling
reasons. They are only destroyed the
moment their retention periods have
been expired.
3.13 Obsolete Copy
- superseded document, indicated by
Obsolete Copy stamp.
3.14 Obsolete Records
- records whose retention periods have
expired and which are no longer
needed.
3.15 Original Copy/ Master Copy
- original document bearing approvals
maintained by the DC and indicated by
Original Copy stamp. Original copy and
master copy are terms used
interchangeably.
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 4 of 58
3.16 Originator
- person who initiated document
creation/revision who shall fill
out the Prepared by portion of the
document.
3.17 Other Documents
- Documents other than Manuals,
Procedures, Sub-Procedures, Standard
Operational Instruction, Policy, Forms
and the like are considered Other
Documents
- refers to any information, whether
recorded in a material form or not,
from which the identity 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.
3.18 Personal Information
3.19 Personal Information
- refers to any information, whether
recorded in a material form or not,
from which the identity 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.
3.20 Privacy Notice
- a statement made to a data subject that
describes how PFDA-CO collects, uses,
retains and discloses personal
information.
3.21 Process Owner
- person who has the ultimate
responsibility for the performance of a
process in realizing its objectives.
3.22 Record
- a document stating results achieved or
providing evidence of activities
performed. It can be used to document
traceability and to provide evidence of
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 5 of 58
verification, preventive action and
corrective action. Generally records
need not be under revision control
(Document Control Procedure)
3.23 Records Disposition Schedule
- a listing of records series by
organization showing, for each record
series, the period of time it is to remain
in the office area, in the storage
(inactive) area, and its preservation or
destruction.
3.24 Records Masterlist
- a list that identifies the major groups of
records required by the Quality
Management System and their
respective retention periods and
dispositions.
3.25 Records Officer
- responsible for overseeing the records
management program and providing
guidance on adequate and proper
recordkeeping. Maintain the Port's
Records Masterlist.
- refers 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.
3.26 Records Series
3.27 Retention Period
- refers to the specific period of time
established and approved by the
National
Archives of the Philippines (NAP) as
the life span of records, after which
they are deemed ready for permanent
storage or destruction.
3.28 Uncontrolled Copy
- reproduced copy of a controlled copy
document strictly for reference use,
indicated by Uncontrolled Copy stamp.
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 6 of 58
4. SCOPE
4.1 This procedures applies to all identified internal and external documented
information required by the PFDA’s Quality Management System as indicated in the
Document and Record Master list.
4.2 This procedure also covers the identification and distribution of quality-related
documents of external origin.
4.3 This procedure also covers the handling of externally generated data and those data
provided by the customers.
4.4 This procedure also defines the mechanism to control the document used to record
the Project Management and Lease Management activities as an evidence of
conformity to its corresponding Standard Operational Instructions (SOI) Manual.
5. OBJECTIVE
5.1. To establish a standard documented information coding system and templates for
document/record details consistency and uniformity.
5.2. To establish the requirements of the Documented Information and ensure the
control of:
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9
Creation;
Identification;
Collection;
Review and Approval;
Registration;
Distribution and Retrieval;
Revision;
Retention, Maintenance and Protection; and
Deletion and Disposition of Documented Information
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 7 of 58
6. RESPONSIBILITIES
6.1 DOCUMENT
6.1.1 Top Management - approves the implementation of the quality procedures
and the distribution of Uncontrolled Copy outside the purpose of QMS
implementation.
6.1.2 Quality Management Representative (QMR) - reviews the established
quality procedures in line with the requirements of the PFDA`s Quality
Manual.
6.1.3 Document Controllers (DC) - ensure that all documents are properly
identified, updated, approved, and made available at relevant areas for use.
The DC is also responsible for the maintenance and implementation of this
procedure on Control of Documents.
6.1.4 Document Custodians - coordinate the implementation of this procedure
within their respective group or center. Ensure that obsolete documents are
identified and prevented from unintended use.
6.1.5 Department Manager/Division Chief - reviews and approves internal
documents needed by his unit, process, or function. Approves the distribution
of copies of external documents pertaining to his process.
6.2 RECORD
6.2.1 Top Management - approves the policies for the implementation of Record
Disposition Program.
6.2.2 Quality Management Representative (QMR) - reviews the recommendation
of the RMIC regarding the policies for the implementation of Record
Disposition Program including records retention schedule and ensures that
the RMIC Records Custodians adhere to the requirements of this procedure.
6.2.3 Department Manager/Division Chief - reviews and recommends to the
RMIC the records’ retention schedule for records pertaining to the process.
6.2.4 Unit Records Custodian – inventory and classifies records needed by his/her
process and recommends retention periods for such records. Maintains active
files needed by his process; turns-over inactive records to the Records Officer,
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 8 of 58
as needed; disposes obsolete records in his area. He/She must keep the
Records Officer informed of any issues regarding the records in their custody.
6.2.5 Records Officer – ensures that active records relative to PFDA-CO operation
are properly maintained, and is also responsible for the maintenance and
disposition of inactive records.
6.2.6 Records Management Improvement Committee (RMIC) - responsible for
the improvement of the records activities; formulate policies for the
implementation of Record Disposition Program, responsible for the initial
study, appraisal and inventory of records, secure overall custody of valueless
records until their disposal is authorized. Reviews and recommends the
records retention schedule for records pertaining to mandatory procedures
on control of records designated by the PFDA-General Manager
RMIC constitute Chairperson, Vice-Chairperson, Records Officer and Unit
Records Custodians designated by the PFDA-Top Management responsible for
the improvement
7. DOCUMENTED INFORMATION (DI) STANDARD CODING SYSTEM
The DI code is a five (5) segment unique code assigned to a documented information,
located at the upper right box of the document header.
1st
-
2nd
-
3rd
-
4th
-
Series No.
5th
Year
(for communications only)
DI Code
Unit Code
Office Code
where:
7.1 Office Code – is a predetermined office source of the documented information.
PFDA
NFPC
GSFPC
: Central Office
: Navotas Fish Port Complex
: General Santos Fish Port Complex
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
IFPC
ZFPC
LFPC
DFPC
CFP
SFP
BFPC
:
:
:
:
:
:
:
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 9 of 58
Iloilo Fish Port Complex
Zamboanga Fish Port Complex
Lucena Fish Port Complex
Davao Fish Port Complex
Camaligan Fish Port
Sual Fish Port
Bulan Fish Port Complex
7.2 Group/Unit Code - is a predetermined group/unit source of the documented
information.
OGM
OAGM
CPMISD
FSD
ASD
OBS
OSD
TSD
IAD
LSD
PID
CPD
ITD
AD
BD
CD
HRD
PPMD
GSD
QAD
RMPOD
PED
PPED
CMD
FSD
OAD
FAD
OPM
ASD
FSD
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
Office of the General Manager
Office of the Assistant General Manager
Corporate Planning and MIS Department
Finance Services Department
Administrative Services Department
Office of the Corporate Board Secretary
Operations Services Department
Technical Services Department
Internal Audit Department
Legal Division
Public Information Division
Corporate Planning Division
Information Technology Division
Accounting Division
Budget Division
Cash Division
Human Resource Division
Property Procurement Management Division
General Services Division
Quality Assurance Division
Regional & Municipal Project Operations Division
Project Evaluation Division
Project Planning and Engineering Division
Construction Management Division
Facilities Services Division
Operations Audit Division
Financial Audit Division
Office of the Port Manager
Administrative Services Division
Finance Services Division
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
HOD
MOD
PMD
RED
PSD
PMO
DPO
ISO
SLKB
:
:
:
:
:
:
:
:
:
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
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Harbor Operations Division
Market Operations Division
Port Maintenance Division
Refrigeration Division
Police & Security Division
Project Management Office
Data Protection Office
ISO Core Team
SALAKAB
7.3 Documented Information (DI) Code – is a predetermined code of the documented
information.
QMS
QP
SOI
FRM
REC
DIP
MNL
OO
SO
ICO
OCO
EC
CON
TDOC
BDOC
BPL
ITB
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
:
Quality Management System Manual
Quality Procedure
Standard Operational Instruction
Forms
Records
Documented Information Procedure
Policy Manual
Office Order
Special Order
Internal Communications
Outgoing Communications
External Communications
Contracts
Tender Documents
Bid Documents
Building Plan
Invitation to Bid
7.4 Series No. – is a 3 digit incremental numbering of the documented information
(resets to 1 every year).
7.5 Year – the last 2 digit of the current year (for communications only).
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 11 of 58
8. DI STANDARD TEMPLATES
Part of a Documented Information includes header, body and footer that contains the
following information for:
8.1 POLICY MANUALS AND PROCEDURES
8.1.1 TEMPLATE
where:
A
B
C
D
E
F
-
PFDA Official Logo
Agency Name
Documented Information Title
Unique Code of the Documented Information
Version No. of the Document
Effectivity Date of the Document
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 12 of 58
G
Page information of the document – where n is the page number, and m is
the total number of page.
H - A standard footer stating that the document is an UNCONTROLLED COPY
unless stamped as CONTROLLED COPY duly signed by the QMR.
8.2 INTERNAL COMMUNICATION
Header
Philippine Fisheries Development Authority
Department Name
Division Name
A
B
C
D
Document Body
E
F
Footer
Code/DTS No.
where:
A
B
C
D
E
-
F
-
PFDA Official Logo
Agency Name
Name of the Department where the document originated
Name of the Division where the document originated
DTS No. - the document tracking number or the unique code of the
document. Please refer to Section 7 for detailed description.
Page information of the document – where n is the page number,
and m is the total number of page.
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
Page n of m
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 13 of 58
8.3 OUTGOING COMMUNICATION
Republic of the Philippines
DEPARTMENT OF AGRICULTURE
Header
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road Diliman, Quezon City
Telefax No. 925-61-41
A
B
Document Body
C
D
Footer
Code/DTS No.
where:
A
B
C
D
- PFDA Official Logo
- Agency Contact Details
- DTS No. - the document tracking number or the unique code of
the document. Please refer to Section 7 for detailed description.
- Page information of the document – where n is the page
number, and m is the total number of page.
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
Page n of m
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 14 of 58
8.4 OFFICE ORDER, SPECIAL ORDER
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road Diliman, Quezon City
Header
A
B
Document Body
C
D
Footer
Code/DTS No.
where:
A
B
C
D
- PFDA Official Logo
- Agency Name and Address
- DTS No. - the document tracking number or the unique code of
the document. Please refer to Section 7 for detailed description.
- Page information of the document – where n is the page
number, and m is the total number of page.
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
Page n of m
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 15 of 58
8.5 FORMS
Header
Republic of the Philippines
DEPARTMENT OF AGRICULTURE
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
Code
PCA Annex Building, Elliptical Road Diliman, Quezon City
C
A
B
Form Content/Body
D
Form Footer
Privacy Notice : The personal information so collected are intended only for the purpose of this document
and will not be disclosed absent legal authority.
where:
A - PFDA Official Logo
B - Standard header details with agency address
C - The unique code of the document. Please refer to Section 7 for
detailed description
D - Privacy Notice
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 16 of 58
9 PROCESS FLOW
START
ORIGINATOR
REVIEWING AUTHORITY
Creation, Revision,
Collection, and
Identification of
Documented Information
Review the Documented
Information
YES
Reviewed with
revisions?
NO
APPROVING AUTHORITY
Approve the Documented
Information
CONTROLLER/CUSTODIANS
NO
Approved?
YES
Stamping, Dissemination,
Storing, Protecting,
Retrieval and Retention of
a Documented Information
END
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 17 of 58
10 PROCEDURE DETAILS
The following are the procedures to be followed to ensure the traceability of each
documented information.
No.
KEY ACTIVITIES
9.1 Documents
9.1.1 Creation and Identification of documents
9.1.2 Review and Approval of documents
9.1.3 Registration and Stamping of document
9.1.4 Distribution of approved documents
9.1.5 Revision and Updating of documents
9.1.6 Control of external documents
9.1.7 Control of accountable forms
9.1.8 Control of electronic copies of documents
9.2 Records
9.2.1 General Procedures
9.2.2 Collection and Identification of records
9.2.3 Review and/or approval of records, as
appropriate
9.2.4
9.2.5
9.2.6
9.2.7
92.8
Storage and Protection of records
Retrieval and Retention of records
Disposition of current/active records
Maintenance and disposition of inactive
records
Control of electronic copies of records
RESPONSIBILITIES
Originator
Process Owner, Division
Chief, Department
Manager, QMR, Top
Management
Document Controller
Document Controller
Originator
Document Controller
Document Custodian
Document Controller
PFDA-ASD/RMIC
Records Custodian
Division Chief,
Department Manager,
QMR, Top Management
Records Custodian
Records Custodian
Records Custodian
PFDA/ASD, RMIC
Records Officer
10.1 DOCUMENTS
10.1.1 CREATION AND IDENTIFICATION OF DOCUMENTS
10.1.1.1 For controlled documents, a Document Feedback Form (DFF)
shall be used, an Originator prepares the DFF together with the
draft document.
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 18 of 58
10.1.1.2 Use the font Cambria with font size twelve (12) as default font
type to ensure the document readability unless deemed
necessary to use other fonts and sizes.
10.1.1.3 Use the established standard document template for Policy
Manuals and Procedures (Section 8.1), Internal Communication
(Section 8.2), Outgoing Communication (Section 8.3),
Office/Special Order (Section 8.4), and Forms (Section 8.5).
10.1.1.4 Draft controlled documents, shall be labelled (watermark, if
possible) with the word DRAFT and should not be used officially
unless it is approved.
10.1.1.5 The document code shall be according to the established coding
system in Section 7. The responsibility for the coding will be as
follows.
10.1.1.5.1 For controlled documents, (e.g. Quality Manual
System, Quality Procedures, Forms)
The Originator may obtain a document code from the
DC to initially identify/classify the document.
10.1.1.5.2 For communications determined by PFDA (e.g.
Internal/Outgoing Communications);
The Originator may obtain a document code from the
Unit Document/Records Custodian to initially
identify/classify the document.
10.1.1.5.3 Old reference manuals (e.g. documentation prior to
the implementation of the QMS) retrieved from
general circulation may be reused subject to
registration as a controlled document. DFF shall be
prepared to obtain approval for reuse.
10.1.1.5.4 External documents received electronically (e.g. via
email, softcopy) shall be printed, and documents
received by fax and printed initially on fax thermal
paper must be photocopied (thermal paper printouts
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 19 of 58
fade in time) prior to registration, review, and
distribution.
10.1.2 REVIEW AND APPROVAL OF DOCUMENTS
10.1.2.1 Controlled Documents (QMS Manuals, Quality Procedures, SOI,
Forms);
10.1.2.1.1 The draft document and its DFF shall be routed to
the Originator/Process Owner for review and
acceptance.
10.1.2.1.2 The Originator/Unit Head (Reviewing Authority)
shall review and approve the document. Review and
approval shall ensure that the documents are
appropriate to the needs of the agency in general,
and the intended use of the document in particular.
10.1.2.1.3 After the Originator/Unit Head (Reviewing
Authority) approves the draft document, it will be
endorsed to the QMR/Top Management for
approval. Approved documents bear the signature
of approving authorities.
10.1.2.2 Other Documents
10.1.2.2.1 The draft document shall be routed within the
originator’s unit/department for review and
acceptance.
10.1.2.2.2 The Originator/Unit Head (Reviewing Authority)
shall review and approve the document. Review and
approval shall ensure that the documents are
appropriate to the needs of the agency in general, and
the intended use of the document in particular.
10.1.2.2.3 After the Originator/Unit Head (Reviewing
Authority) approves the document, it will be
endorsed to the next intended unit for approval.
Approved documents bear the signature of
approving authorities.
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 20 of 58
10.1.3 REGISTRATION AND STAMPING OF DOCUMENT
10.1.3.1 Controlled Documents (QMS Manuals, Quality Procedures,
SOI, Forms);
10.1.3.1.1 Upon approval of the document, the DC confirms
the new version of the document or assigns a new
unique code following the established coding
system in Section 7 of this procedure.
10.1.3.1.2 The DC enters the details of the document in the
Document Masterlist and keeps the master copy
stamped with Original Copy in blue ink. The DC
reproduces the master copy according to the
number of custodians specified in the Distribution
List. All copies of the document are stamped with
Controlled Copy in blue ink, and signed by QMR
prior to distribution.
10.1.3.1.3 Document Control Stamps are maintained and used
by the Document Controller.
10.1.3.2 Other Documents
10.1.3.2.1 Upon approval of the document, it will be endorsed
to the originator or to the next intended unit for
recording.
10.1.4 DISTRIBUTION OF APPROVED DOCUMENTS
10.1.4.1 Distribution of controlled copies of documents is recorded in
the Document Distribution List (PFDA-ISO-DIP-002) which is a
supplemental page of the master copy. Upon receipt of the
controlled copy, the receiving Document Custodian shall affix
their signature on the Distribution List.
10.1.4.2 If a copy of the document is requested for purpose other than
QMS implementation, the requesting party shall accomplish a
formal letter of request. The said request should be approved
by the QMR. If approved, the Document Custodian may
reproduce from the master copy and stamp the copy with
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 21 of 58
Uncontrolled Copy, in green ink, prior to release or
distribution. The DC may also provide electronic copy of the
document to the requesting party. Obtained electronic copies
are by default Uncontrolled Copy as stated in 10.1.7.
10.1.4.3 If a document being requested (Section 10.1.4.2) contains
personal information (3.18), the requesting party shall
accomplish a formal consent letter duly signed by the data
subject (3.3) clearly stating that they are allowing PFDA-CO to
disclose their respective personal information to a specified
external party. Only then shall the QMR may approve the
release of document for purpose other than the QMS
implementation.
10.1.5 REVISION AND UPDATING OF DOCUMENTS
10.1.5.1 Controlled Documents (QMS Manuals, Quality Procedures, SOI,
Forms);
10.1.5.1.1 The guidelines set under Section 10.1.1 shall be
followed in the revision and updating of a
document.
10.1.5.1.2 For controlled documents use the DFF to indicate
all changes made from the document. Changes
made to the document are typed in italics for easy
identification. If about 50% or more of the pages is
affected by the revision, the revision is classified as
Complete Rewrite. In such case, the version number
of all pages of the document shall be incremented
by 1.
10.1.5.1.3 Review, Approval, Registration and Stamping of a
revised document shall follow the guidelines set
under Section 10.1.2 and 10.1.3 of this procedure.
10.1.5.1.4 Redistribution of the updated document shall
conform to the procedure 10.1.4. Upon distribution
of the revised/updated document, obsolete copies
are retrieved. Both master/original copy and
retrieved controlled copies shall be stamped with
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 22 of 58
Obsolete copy in red ink. The Document Controller
files the master/original copy of the obsolete
document and shall be classified as inactive record
subject for disposal (see Records Matrix for
retention period) in accordance with the procedure
on Control of Records of this procedure (Section
10.2). Other obsolete controlled copies of
documents
(other
than
the
obsolete
master/original copy) shall be subsequently
shredded.
10.1.5.2 Other Documents
10.1.5.2.1 The guidelines set under Section 10.1.1 shall be
followed in the revision and updating of a
document.
10.1.5.2.2 Likewise, the guidelines set under Section 10.1.2 to
10.1.4 for the review up to the distribution of a
document shall be strictly observed.
10.1.6 CONTROL OF EXTERNAL DOCUMENTS
10.1.6.1 External documents may have been assigned their respective
document reference codes at source. In the absence of a
document code, external documents may be coded according
to Section 7 of this procedure. Document Custodian shall
maintain a separate Record Masterlist to register external
documents.
10.1.6.2 Registration and distribution to concerned unit and/or
individual shall be done immediately upon receipt. Externally
generated documents received through e-mail are likewise
recorded in the External Record Masterlist.
10.1.7 CONTROL OF ELECTRONIC COPIES OF DOCUMENTS
10.1.7.1 QMS documents intended for compilation into manuals such as
(but not limited to) Quality Manual, Quality Procedure,
Standard Operational Instructions are UNCONTROLLED by
default as stated in the documents’ footnote unless stamped as
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 23 of 58
CONTROLLED COPY and duly signed by the QMR. This will
ensure that electronic copies are deemed UNCONTROLLED
COPY when printed by anyone other than the document
controller.
10.1.7.2 Electronic copies of documents are not used as a reference for
QMS implementation since there is no assurance of being the
latest version of the document. Electronic files of Original
Copies are edited, copied, and printed only by the Document
Controller to protect from unauthorized copy and use.
10.1.7.3 The Document Controller authorizes uploading and
downloading of documents into and from the intranet in PDF
format. Access to QMS documents available on the intranet is
regulated through the use of an access code and password
provided by the Information Technology Division under
Corporate Planning and MIS Department (CPMISD). Access to
controlled documents available on the intranet may be
extended to other users.
10.2 RECORDS
10.2.1 GENERAL PROCEDURE
10.2.1.1 Records are legible, identifiable and easily retrievable.
10.2.1.2 Records can be in the form of any type of media such as hard
copy or electronic file.
10.2.1.3 If necessary, records are reviewed and/or approved prior to
issue.
10.2.1.4 Records indicate the person/s who authorizes its use.
10.2.2 COLLECTION AND IDENTIFICATION OF RECORDS
10.2.2.1 Records are identifiable through any or combination of the
following information, as appropriate:
a.
b.
c.
d.
e.
Title of Record
Date(s)
Name of signatory (ies)
Record Series Code
Revision status
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 24 of 58
f. Reference Document
g. Control number
10.2.2.2 Capture forms of records that contain personal information
shall bear a legible privacy notice that is visible to the concern
data subject. The privacy notice shall clearly state how PFDA-CO
collects, uses, retains, and discloses personal information.
10.2.2.3 Records are collected upon availability from their source, for
appropriate filing by the Records Custodian or concerned
process owner. Marking pens are used on records. Pencil
markings should be avoided and is considered unofficial.
10.2.2.4 In case of erasure or correction, the corrected data bears the
initials of the person who corrected it.
For example: 63127564 ADK
10.2.3 REVIEW AND/OR APPROVAL OF RECORDS, AS APPROPRIATE
10.2.3.1 All records require the signature of authorized individuals. The
reviewer ensures that said records are legible and contain
sufficient information as basis for its endorsement or approval.
Hence, records without the signature of approving authorities
shall be treated unofficial.
10.2.4 STORAGE AND PROTECTION OF RECORDS
10.2.4.1 Records are kept in appropriate locations to minimize physical
deterioration, damage, and loss. As such, records may be
protected in accordance with the following:
a. Use of expanded folders, protective sheets, and/or ring
binders;
b. Stored on shelves or steel cabinets to prevent from
deterioration;
c. Regular backups of e-files; and,
d. Access restriction, through password to prevent from
unauthorized use.
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 25 of 58
10.2.4.2 Files shall be managed to facilitate storage retrieval, protection
of records
10.2.4.2.1 Physical Folders shall be labeled using the
following format:
where:
RS Control No.
RS Code
Record Title
Date 1
Date 2
Date 3
:
:
:
:
:
:
Unique control no. for each record entry
Record Series Code
Name of the file
Coverage Date or Period
Date of transfer to the Admin Records
Disposal Date
:
:
:
:
:
:
:
:
HRD-001
PFDA-HRD-REC-001
SALARY DEDUCTION/ADJUSTMENT SHEET
January-December 2018
Sample:
RS Control No.
Record Series Code
Record Title
Coverage Date
Date of Transfer to RMIC
Disposal Date
Location Storage No.
Box No.
January 2021
1
1
10.2.5 RETRIEVAL AND RETENTION OF RECORDS
10.2.5.1 To ensure easy retrieval, filing cabinets, shelves, boxes, folders,
and envelopes are labeled according to the established filing
system. Likewise, a Records Matrix is maintained indicating
information, such as: Record Title, Retention Period, and
Coverage Date, for both active and for inactive records (with
Disposal Date).
Sample:
Storage
No.
Box
No.
Division
Unit
Disposal
Date
1
1
Human Resource
Division
January 2021
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 26 of 58
10.2.5.2 Inactive records shall be stored in the Records Stock Room.
Access to the Stock Room shall be restricted to the Unit Records
Custodian.
10.2.5.3 A file box may contain multiple titles, but the files must have a
common disposal date.
10.2.5.4 Each rack and shelf in the unit's Records Stock Room shall have
a unique address (Rack Number, Shelf Number). This address
shall be indicated in the Record Masterlist to allow files to be
located.
10.2.5.5 Records borrowed by other offices or workgroups, are traced
using logbooks or log sheets. Borrowers should return the files
to the Units' Records promptly, after use.
10.2.5.6 Borrowing of records by an external party shall conform to the
process of distribution of approved documents defined in the
quality procedure on documented information in Section 10.1.4.
10.2.6 DISPOSITION OF CURRENT/ACTIVE RECORDS
10.2.6.1 The RMIC, PFDA-CO shall prepare and establish a records
retention and disposal program subject for the approval of the
Quality Management Representative and as prescribed by the
National Archives of the Philippines.
10.2.6.2 The RMIC, PFDA-CO shall conduct periodic inventory of records
and shall ascertain that all records are intact, properly filed and
adequately protected from loss or damages.
10.2.7 MAINTENANCE AND DISPOSITION OF INACTIVE RECORDS
10.2.7.1 Maintenance and disposal of records shall be done in
accordance with the provision of RA 9470 otherwise known as
the National Archives of the Philippines Act of 2007 and its
Implementing Rules and Regulations. Turnover of inactive
records is scheduled on and recorded in a specific logbook of the
concerned individual or unit. Concerned unit shall prepare the
Turnover List and Disposal Authorization (TLDA) – (PFDA-ISODIP-004).
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 27 of 58
10.2.7.2 Disposal of Records shall comply with the retention schedule
authorized and approved by the National Archives of the
Philippines (NAP).
10.2.7.2.1 Unit Records Custodian shall be responsible for the
turn-over of records to the RMIC.
10.2.7.2.2 RMIC, PFDA-CO shall be responsible for the disposal
of records of PFDA-CO.
10.2.7.3 Disposal of damaged or loss records brought by a disaster (i.e.
floods, theft) should be done in accordance with NAP Memo
Circular No.001 s.2014 Guideline on Records Recovery and
Disposal Measures.
10.2.7.4 Records can be scanned and retain as electronic copy
10.2.8 CONTROL OF ELECTRONIC COPIES OF RECORDS
10.2.8.1 Electronic Files shall be organized by Division
10.2.8.1.1 Files shall be stored on a server, a folder shall be
assigned to a division, named using the unit code.
10.2.8.1.2 Electronic folders shall have a RS Control No. &
Coverage Date or Period.
10.2.8.1.3 Records shall be named using the following format:
Sample:
Folder Name
: HRD-001 January-December 2018
File Name
: PFDA-HRD-REC-001 SALARY
DEDUCTION/ADJUSTMENT SHEET HRD-001
January-December 2018
10.2.8.2 Permanent records bearing authentic signatures shall be
converted to e-files; but the hard copy should be retained or
maintained (the e-files can serve as back-up files).
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 28 of 58
10.2.8.3 Electronic Copies of records shall be printed only by the
Records Custodian and certified true copy by the designated
Records Officer.
10.2.9 ACTIVITIES
ACTIVITIES
1
RESPONSIBILITIES
Process Owner
Identify
Records
DETAILS
> Identify the record
series and determine the
retention periods.
REFERENCES
> Records Series
Definition
> Design internal forms,
as needed, subject to the
Document Control
procedure.
> Approve the records
retention schedule.
2
Maintain
Current and
Active Record
Records Custodian
> Create and label files as
needed.
> Set up and label
current and active
storage locations as
needed.
> Masterlist of Records
(PFDA-ISO-DIP-003) is
needed.
> Maintain current and
active files in conjunction
with his function or
process; Maintain the
Masterlist of Records.
> Monitor records
borrowed and returned
using the Charge Out
Card.
> Turnover files to the
RMIC following the
retention schedule.
> Charge Out Card
(PFDA-ISO-DIP-005)
> Turnover List and
Disposal RMIC following
Authorization
(TLDA,PPFDA-ISO-DIP004)
> Records Series
Definition
> Set up and label
inactive
storage
locations as needed
> Put inactive records in
boxes; prepare the TLDA
> Masterlist of
Records
> Turnover list and
Disposal Authorization
Records Series
Definition
A
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
ACTIVITIES
RESPONSIBILITIES
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 29 of 58
DETAILS
REFERENCES
> Approve TLDA
A
> Receive inactive files
for storage
3
RMIC, PFDA-CO
Maintain InActive Record
>Maintain inactive files
following the retention
schedule
>Record files borrowed > Charge Out Card
from and returned to the (PFDA-ISO-DIP-005)
Record Custodian in the
Charge Out Card
>Maintain the Masterlist
of Records
4
Dispose
Records
Records Custodian
> Dispose files in his area > Masterlist of Records
following the retention (PFDA-ISO-DIP-003) schedule
schedule; update the
> Turnover list and
Masterlist of Records
Disposal Authorization
> NAP Form No.3
Request for Authority
to Dispose Records
> Records Matrix
> Records Disposition
Schedule/NAP General
Disposition Schedule
* Based on the PFDA-CO Records Disposition Schedule & NAP General Records Disposition Schedule
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 30 of 58
10.2.10 RECORDS MATRIX
TITLE
Internal:
Incoming and Outgoing
Memoranda and Letter
Special Order
Office Order
Certificate of Appearance
Notice of Meeting
Minutes of Meetings
Logbooks
Calendar/ Schedules of
Activities or Events
Leave Forms
Pass Slips
Daily Time Records
(DTR)
SALN
IPCR
Flag Ceremony
Attendance
Annual Equipment
Procurement Program
• Purchase Requests
(Supplies Materials/
Equipment) (P.R.)
RETENTION
CUSTODIAN
ACTIVE
INACTIVE
ACTIVE
INACTIVE
OFFICE OF THE GENERAL MANAGER
10 years
Dispose after Unit Records RMIC/PFDA
Custodian
Scanned:
10 years
Permanent
1 year
Dispose after Unit Records RMIC/PFDA
Custodian
Scanned:
1 year
Permanent
Unit Records
Permanent
RMIC/PFDA
1 year
Scanned:
Permanent
1 year
Scanned:
Permanent
6 years
Scanned:
Permanent
1 year
Permanent
1 year
3 years
1 year
Scanned:
Permanent
Dispose after
1 year
Custodian
Unit Records
Custodian
RMIC/PFDA
Dispose 2
years after
superseded
Scanned:
Permanent
Dispose 4
years after
superseded
Scanned:
Permanent
Dispose after
1 year
Dispose 25
yrs. After
compulsory
retirement or
death
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Dispose after
1 year
Dispose after
3 years
Dispose after
1 year
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
• Requisition and Issue
Slip (RIS)
• Purchase Order (P.O.)
• Pre- Repair and
Inspection Slip
• Inspection and
Acceptance Report
(IAR)
• Service Vehicle
Request (Trip Tickets)
• Service Vehicle
Request (Trip Tickets)
• PLDT Certifications/
Justification/
Termination
Acknowledgement
Receipt for Equipment
System (ARES)
Travel Order/ Ticket
Requests
Travel Authority (for
abroad)
Travel Liquidations
(appendix B/ Itinerary/
plane tickets)
Travel Reports/
Liquidation Report
Travel Reimbursements
Report of Disbursements
(EME)
Budget Utilization
Request and Status
(BUR)
Disbursement Voucher
(DV)
Permanent
1 year
Scanned:
Permanent
6 years
Scanned:
Permanent
1 year
Dispose 2
years after
superseded
Dispose after
2 years
Dispose after
4 years
Scanned:
Permanent
Dispose after
2 years
Scanned:
Permanent
Dispose after
4 years
Scanned:
Permanent
Dispose after
2 years
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 31 of 58
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Checks
Scanned:
Permanent
Cash Advance (CA)
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 32 of 58
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Scanned Copies:
Permanent
Transfer of Funds/
Certificate of Turnover
and Acceptance/
Certification of
Completion and
Acceptance/ Signed
Contracts & MOA/ DE,
ABC, POW and Budget
Cost Estimate/ Notice of
Award and Proceed/
Board Resolution/Board
Minutes of the Meeting/
Travel Reports/
Recommendation for
Payment/ Time
Extension and
Resumption Work,
Suspension of Work and
Termination of
Contract/ Variation
Orders/ SBAC
Resolution/ BAC docs.
OFFICE OF THE ASSISTANT GENERAL MANAGER
PERSONNEL RECORDS
 Daily Time Record
1 year after
Dispose after Unit Records
Custodian
data had been
1 year
posted in leave
credits & postaudited
Unit Records
 Application For Leave
 Pass Slips
 Pay Slips
 Notice Of Step
Increment/Salary
3 Years
Dispose after
3 years
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Adjustment
 Personal Data Sheet
(PDS)
 SALN
 IPCR
Permanent
 Certificate Of
Training
 BIR Form 2316
Permanent
SUPPLIES
 Purchase Request
 Requisition And Issue
Slip
 Acknowledgement
Receipt For
Equipment
 Inventory Custodian
Slip
3 years
1 year after
equipment had
been returned
1 year after
property had
been disposed
5 years
Permanent
 Special Orders
Permanent
 Board Meeting
Materials
 Logbook
2 years
CERTIFICATION
 Flag Ceremony
5 years
1 year
Effectivity
February 1, 2019
Page No.
Page 33 of 58
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Disclose after Unit Records
Custodian
1 year
RMIC/PFDA
Dispose after
3 years
Dispose after
1 year
Dispose after
5 years
 Appendix B
 Certificate Of
Appearance
 Office Orders
1
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Dispose after
25 years
Compulsory
Retirement
or death
TRAVEL DOCUMENTS
 Ticket Request
 Travel Order
Version No.
RMIC/PFDA
Permanent
3 years
PFDA-ISO-QP-001
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Permanent
Permanent
Code
Disclose after
2 years
Disclose after
5 years
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Notice Of Meeting
Minutes Of Meeting
Bac Resolution
Bid Evaluation Report
5 years after
completion of
the project
Dispose after
5 years
Scanned Copy
Permanent
Post-Qualification/
Disqualification Report
Publications
Notice Of Award
Notice To Proceed
Brochure /Pamphlets
1 year
Retained Memoranda
And Letters Copy (as
instructed by AGM)
Permanent
Dispose after
1 year
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 34 of 58
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
ADMINISTRATIVE SERVICES DEPARTMENT
HUMAN RESOURCE DIVISION
Leaves
Permanent
Dispose 25 Unit Records
Custodian
• Leave Cards
yrs. After
• Application of Leave of
compulsory
Absences
retirement or
• Leave Credit Balance
death
• Leave without Pay
• Employee Attendance
Evaluation
Attendance Related
• Daily Time Record
• Biometrics
• Log Sheet
• Pass Slips
• Work Assignment
Notice
• Compensatory Time
Off
• Overtime Requests
Permanent
Dispose 25 Unit Records
Custodian
yrs. After
compulsory
retirement or
death
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 35 of 58
3 years
Dispose after
3 years
Unit Records
Custodian
RMIC/PFDA
3 years
Dispose after
3 years
Unit Records
Custodian
RMIC/PFDA
Permanent
Dispose 25 Unit Records
Custodian
yrs. After
compulsory
retirement or
death
RMIC/PFDA
Permanent
Unit Records
Custodian
RMIC/PFDA
Dispose 25 Unit Records
Custodian
yrs. After
compulsory
retirement or
death
Unit Records
Plantilla
Permanent
Dispose 1
Custodian
• Plantilla Positions for
year after
Regular Employees
changed/rati
onalized
PROPERTY PROCUREMENT MANAGEMENT DIVISION
Unit Records
Property Management
Custodian
1 year
• Requisition Issue Slip
3 years
• Inventory Custodian
Slip (ICS)
Dispose upon
3 years
surrender
• Acknowledgement
Receipt for Equipment
1 year
• Transfer/Surrender
Slip
RMIC/PFDA
Procurement Management
RMIC/PFDA
Communications
• Routing
• Incoming and
Outgoing
Issuances
• Memoranda
• Office Orders
• Special Orders
201 Files
• Personal Documents
• Certificates
• Step Increment
• Salary Adjustment
• Salary Deduction and
Adjustment Sheets
Manuals
• Standard Operational
Instructions Manual
SALN
• Statement of Assets
and Liabilities
• Purchase Request
• Request for Quotation
• Purchase Order
Permanent
1 year
Dispose after
1 year
Unit Records
Custodian
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Disposal Management
• Inventory &
Inspection Report of
Unserviceable
Properties
• Appraisal of
Unserviceable
Properties
• Invitation to Bid ( For
sale)
2 years
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 36 of 58
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Dispose after
2 years
GENERAL SERVICES DIVISION
Contracts
• Janitorial Services
• Security Services
• Drinking Water
Motor Vehicle
Maintenance
• Purchase Request
• Request for Quotation
• Trip Ticket
• Fuel Requisition Slip
• Pre-repair inspection
Building Maintenance
• Pre-repair Inspection
• Purchase Request
• Request for Quotation
(if applicable)
1 year
1 year
1 year
Dispose 1
year after
expiration of
contract
Dispose after
1 year
Dispose after
1 year
1 year
PUBLIC INFORMATION DIVISION
Brochures/Leaflets
• 8 Regional Fish Ports
• PFDA Brochure
• Corporate Profile
• Briefer
• Legal Basis on the
Creation of PFDA
• Selected Statistics on
Fisheries
Communications
Correspondence
Permanent
1 year
Dispose after
1 year
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
• Non-routine
• Routine
Directory
• Directory of PFDA
Officials
• Supplier’s Directory
• Buyer’s Directory
Inquiries
CITIZEN’S Charter
Manual
Official Gazettes
• THE FISHMAIL
• THE PFDA BULLETIN
• THE NEWSBOAT
• INOBITS
• PFDA FISHMAIL
Press Releases
Annual Report
2 yrs.
Dispose after
2 years
2 years
Dispose after
2 years
Permanent
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 37 of 58
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
RMIC/PFDA
Permanent
Permanent
Permanent
Financial and
Accounting Records
RMIC/PFDA
RMIC/PFDA
Permanent
Official Cash Books
Special Disbursing
Officer
CORPORATE PLANNING AND MANAGEMENT INFORMATION SERVICES DEPARTMENT
OFFICE OF THE DEPARTMENT MANAGER
Unit Records
Standard Operational
Permanent
RMIC/PFDA
Custodian
Instruction
Unit Records
Application for Leave
Permanent
RMIC/PFDA
Custodian
(Scanned/E-Copy)
Unit Records
Dispose 1
Pass Slip
RMIC/PFDA
1 year after
Custodian
year
Original
Retired
Resigned
Flag Ceremony
Attendance
Permanent
Unit Records
Custodian
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
(Scanned/E-Copy)
Daily Time Record
(Scanned/E-Copy)
Personnel Folder
(201 Files)
Statements of Assets,
Liabilities and Net
Worth (SALN)
(Scanned/E-Copy)
Strategic Performance
Management System
(SPMS)
(Scanned/E-Copy)
BIR Form #2316
(Scanned/E-Copy)
Supplies
(Scanned/E-Copy)
• Purchase Request
• Inspection and
Acceptance Report
(IAR)
• Budget Utilization
Request (BUR)
• Disbursement
Voucher (DV)
• Requisition and Issue
Slip (RIS)
• Request for
Quotation (RFQ)
• Pre-Repair Inspection
Slip
• Purchase Request
Evaluation (ITD)
• Petty Cash Voucher
Acknowledgement
Receipt for Equipment
and Supplies
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 38 of 58
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Permanent
Unit Records
Custodian
RMIC/PFDA
Permanent
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Permanent
Permanent
2 years after
separated
retired
Permanent
Permanent
Permanent
Scanned/E-Copy
Permanent
Original
2 years after
2 years once
received the
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
retired/upd
ated
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 39 of 58
updated
ARES from
the PPMD
and after
retired
Travel Documents
(Scanned/E-Copy)
• Reimbursement
• Liquidation Report
• Liquidation of Plane
Ticket
• Cash Advance
• Overtime Pay
• Travel and
Training Report
• Travel Order
• BUR of Plane Ticket
• Certificated of
Appearance
Vehicle Request Forms
(Scanned/E-Copy)
• Service Request Slip
• Fuel Request Slip
• Purchase Request
• Trip Ticket
PLDT Certificate of Call
Logs and Billing
Statement
(Scanned/E-Copy)
Issuances
Outgoing
Communications
Permanent
Unit Records
Custodian
RMIC/PFDA
Permanent
Unit Records
Custodian
RMIC/PFDA
Permanent
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Scanned/E-Copy
Permanent
Unit Records
Custodian
RMIC/PFDA
Original
2 years
Notice of Meeting and
Minutes
Scanned/E-Copy
Dispose after
2 years
Permanent
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Photocopy
2 years
• Call logs
 Original
2 years
 Original
5 years
February 1, 2019
Page No.
Page 40 of 58
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Dispose after
5 years
Permanent
2 years
Dispose after
2 years
Permanent
 Photocopy
2 years
Special Orders
2 years
Estimated Leave Credits
(Scanned/E-Copy)
Flag Ceremony Schedule
2 years
 Scanned/E-Copy
Effectivity
Permanent
Office Orders
 Scanned/E-Copy
1
Dispose after
2 years
Incoming
communications from
Support and Operating
units and other agencies
 Scanned/E-Copy
Version No.
Permanent
Monthly
Accomplishment Report
 Scanned/E-Copy
PFDA-ISO-QP-001
Dispose after
2 years
Logbook
• Incoming and
Outgoing
Correspondences
Code
Dispose after
2 years
Dispose after
2 years
Dispose after
2 years
Permanent
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
 Photocopy
List of PFDA Govmail
Accounts
Software Installer
 Photocopy
Machine
Feasibility Study
Planning Form 1
Plans and Activities
Planning Form 2
Procurement, Repair &
Improvement Projects
Planning Form 3
Statistical Targets
Office Performance
Monitoring Report
2 years
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 41 of 58
Dispose after
2 years
Permanent
Permanent
Permanent if
implemented
otherwise
dispose after
5 years from
the date of
record
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
CORPORATE PLANNING DIVISION
1 year
Dispose 1 yr Unit Records
Custodian
after
superseded
RMIC/PFDA
RMIC/PFDA
1 year
Dispose 1 yr
after
superseded
Unit Records
Custodian
RMIC/PFDA
1 year
Dispose 1 yr
after
superseded
Unit Records
Custodian
RMIC/PFDA
5 years
Dispose 5
years after
superseded
Unit Records
Custodian
RMIC/PFDA
 Evaluation Report
per Operating Units
 Narrative Report per
Operating Units
Performance Assessment
Report
 Agency Consolidated
Report
 Agency Narrative
Report
PFDA-Performance
Scorecard for GCG
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Annual Performance
Assessment Report
(APAR)
 Operating and
Support Units
Preliminary
Performance Validation
Form (PPVF)
 Operating and
Support Units
Fisheries Profile
Form 8
Infrastructure
Assessment Survey
(IAS)
 Questionnaire for
Fisherman
(Form 8.1)
 Questionnaire for
Fishpond Operator
(Form 8.2)
 Questionnaire for
Market Trader
(Form 8.3)
 Questionnaire for Ice
Plant/Dealer
(Form 8.4)
 Questionnaire for
Fish
Processor/Exporter
(Form 8.5)
Summary of IAS
Form 9
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 42 of 58
1 year
Dispose 1 yr
after
superseded
Unit Records
Custodian
RMIC/PFDA
1 year
Dispose 1 yr
after
superseded
Unit Records
Custodian
RMIC/PFDA
5 years
Dispose 5
years after
superseded
Dispose 5
years after
superseded
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Dispose 5
years after
superseded
Unit Records
Custodian
RMIC/PFDA
5 years
5 years
 Per Region
Province
Municipality
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Infrastructure
Assessment Study
 Per Region
Province
Municipality
Internal and External
Communications
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 43 of 58
2 years
Dispose after
2 years
Unit Records
Custodian
RMIC/PFDA
2 years
Dispose after
2 years
Unit Records
Custodian
RMIC/PFDA
 Incoming
Communications from
Regional Ports,
Support Units and
Other Agencies
 Outgoing
Communications from
Regional Ports,
Support Units and
Other Agencies
INFORMATION TECHNOLOGY DIVISION
Issuances
(Memoranda, Letters,
Notice of Meeting, Notice
of Travel)
 Scanned/E-copy
 Original
System Manuals
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Permanent
3 years
Dispose after
3 years
Project Communication
 Acceptance
(Scanned/Original)
 Meeting Agreement
 Minutes of Meeting
o Scanned/E-copy
o Original
Unit Records
Custodian
Permanent
Permanent
5 years
Permanent
Dispose after
5years
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Reports
(Statistical Report,
Travel and
Accomplishment Report,
Plans and Programs)
 Scanned/E-copy
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 44 of 58
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Permanent
 Original
5 years
Paper Licenses
(Cisco, Sophos- Firewall,
Wificity, Remote access
& support software)
Permanent
Dispose after
5years
 Original, Scanned/Ecopy
TECHNICAL SERVICES DEPARTMENT
OFFICE OF THE DEPARTMENT MANAGER
Unit Records
Permanent
Communications
 Municipal Fish Ports
 Regional Fish Ports
Issuances
 Memoranda
 Office Order
 Special Order
 Work Assignments
 Other Issuances
Logbook (Incoming and
Outgoing
Communications)
Pass Slips
Custodian
Permanent
5 Years
Permanent
MR’s
Permanent
Personal Data Sheet
Permanent
Project Contracts/MOA
Permanent
Consultancy Files
Permanent
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Disclose after Unit Records
Custodian
5 Years
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
PROJECT PLANNING and ENGINEERING DIVISION
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Incoming and Outgoing
Communications
Memoranda (InterOffice/External)
Preliminary Evaluation
Report
Infrastructure
Assessment Study
Validation Reports
5 Years
Dispose after
5 years
Project Briefer/Profiles
Pre-Feasibility Study
Travel Reports
Detailed Cost Estimates
Detailed Engineering
Plans/Design
Tender Documents
Flagship Project
Documents
DBM Forms
GC Documents
Monthly
Accomplishment
Reports
Secondary/Primary Data
(Pre-FS)
Pre-Implementation
Documents
Plans and Programs
Plans and Budgetary
Requirements
Statement of Allotment,
Obligation, Utilization,
and Balances
10 years
Dispose after
10 years
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 45 of 58
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Community Fish Landing
Center (CFLC)
Communication
Disbursement
Acceleration Program
(DAP)
2014 Supplemental
Appropriations
TRIP (Three-Year
Rolling Infrastructure
Program for FY 20092011)
Various House Bills and
Republic Acts
SAJAHATRA
BANGSAMORO
BFAR Funded Projects
SARO Communications
Government
Procurement Policy
Board
MALAMPAYA Funds
COA Audit Observation
and Recommendations
Annual Procurement
Plan
OPCR
Communications
 Correspondence Per
Project
 Billing Per Project
 Contract Documents
Per Project
 Variation Orders/
Time Extension
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 46 of 58
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
CONSTRUCTION MANAGEMENT DIVISION
Unit Records
Permanent
Custodian
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Reports
 Project Progress
Reports
Letter Request
Assistance – RFPS
Letter Request
Assistance – LGU
Books/Manual
IPCS/Other References
Mechanical/Electrical
Plans/Manuals
Board Resolution
Minutes of Board
Meeting
Secretary’s Certificate
Permanent
FACILITIES DIVISION
Permanent
Permanent
Permanent
Permanent
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 47 of 58
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
OFFICE OF THE BOARD SECRETARY
Unit Records
Permanent
Permanent
Permanent
Notice of Meeting
1 year
Leave Application
Permanent
Pass Slip
S.O for Cash advance
1 year
Memoranda
3 years
Office Orders
Permanent
Special Orders
Code
Dispose after
1 year
Dispose 25
yrs. After
compulsory
retirement or
death
Dispose 1
year after
superseded
Dispose after
3 years
Dispose 1
year after
superseded
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
OPERATIONS SERVICES DEPARTMENT
Memorandum of
Agreement
Invoice Receipt for
Property
REGIONAL/MUNICIPAL OPERATIONS DIVISION
Unit Records
Permanent
Custodian
Unit Records
Permanent
Custodian
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Journal Entry Voucher
Permanent
Contracts
Permanent
Financial and Statistical
Report
Supplementary Receipts
Permanent
External
Communications
Training Records
Evaluation Studies
 Post Evaluation
 Impact Evaluation
 Revalidation
 Eco-Reevaluation
 Baseline Data
Gathering
 Mid-term Evaluation
 Summative
Evaluation
 Sustainability
Monitoring
 Monitoring Report
 Evaluation of Port
Operations
 Executive Summaries
Customer Satisfaction
Survey Report
Feasibility Studies
5 years after
the date of ATP
Permanent
Permanent
Dispose after
5 years
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 48 of 58
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
PROJECT EVALUATION DIVISION
Unit Records
Permanent
Custodian
Permanent
Permanent
Pre-Feasibility Studies
Permanent
Infrastructure
Assessment Reports
Masterplan Reports
Permanent
Project Completion
Reports
Permanent
Permanent
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Implementation
Program Reports
Various Reports
 Project Proposals
 Site Validations
 Lease Proposals
 Moratorium/Escalati
on Rates
Various Files
 Travel Survey
Reports
 Socio Eco Profiles
 Reference Materials
 Sample
Questionnaires
 Fact Sheets
 Accomplishment
Reports
 Budgetary
Requirements
 Plans & Programs
 Filled-up Survey
Questionnaires
 Survey Photos
REPORTS
- scanned
- original
Permanent
Permanent
Permanent
3 years
3 years
5 years
Dispose after
5 years
5 years
5 years
5 years
5 years
5 years
5 years
2 years
1 year
2 years
1 year
1 year
1 year
1 year
1 year
1 year
1 year
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 49 of 58
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
RMIC/PFDA
5 years
5 years
QUALITY ASSURANCE DIVISION
Permanent
5 years
Dispose after
5 years
• Training Report
- Inspection Photos
- Training Photos
•
Verification/Inspectio
n Report
• Monitoring Monthly
Report
• Consolidated SemiAnnual
Accomplishment
Reports (RFP & MFP)
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
•
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 50 of 58
Monthly
Accomplishment
Report
VARIOUS FILES
- Scanned
- Original
• Food Safety
Verification Forms
• Training Evaluation
Forms (Filled out)
•SPMS - OPCR
DPCR
IPCR
•Training Handouts
•Travel Documents
•Training/Seminars
Attended
• Reference Materials
•Plans and Programs
•Budgetary
Requirements
OFFICE
ORDER/POLICIES (QADrelated)
- scanned
- photocopy
INTERNAL AND
EXTERNAL
COMMUNICATIONS
- Scanned
- original
Permanent
5 years
Dispose after
5 years
Permanent
Permanent
3 years
Dispose after
3 years
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
 Incoming
Communications to
Regional Ports,
Support Units and
Other Agencies
Outgoing
Communications from
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Regional Ports, Support
Units and Other
Agencies
STUDIES
ORIGINAL
SCANNED
• FEASIBILITY STUDY
LOGBOOK
- Incoming
- Outgoing
Official Cash Books
Permanent if
implemented
otherwise
dispose after 5
years from the
date of record
3 years
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 51 of 58
Dispose after
5 years
Unit Records
Custodian
RMIC/PFDA
Dispose after
3 years
Unit Records
Custodian
RMIC/PFDA
FINANCE SERVICES DEPARTMENT
Unit Records
Permanent
Original Contractor’s
Bond
Registry Books of Checks
Released
Official Receipts
Permanent
Disbursement Vouchers
10 years
Reports
 Checks Issued
 Collections and
Deposits
10 years
Permanent
10 years
Dispose after
10 yrs.
provided
post- audited
finally
settled and
not
involved in
any case
Dispose after
10 yrs.
provided
post- audited
finally
settled and
not
involved in
any case
Dispose after
10 yrs.
provided
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
 Disbursement
 Allowances
 Salaries
Budget Utilization
Request and Status
10 years
Financial Statement
10 years
Corporate Operating
Budget
10 years
Liquidation Report
10 years
post- audited
finally
settled and
not
involved in
any case
Dispose after
10 yrs.
provided
post- audited
finally
settled and
not
involved in
any case
Dispose after
10 yrs.
provided
post- audited
finally
settled and
not
involved in
any case
Dispose after
10 yrs.
provided
post- audited
finally
settled and
not
involved in
any case
Dispose after
10 yrs.
provided
post- audited
finally
settled and
not
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 52 of 58
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Bureau of Internal
Revenue Reports
Statutory and NonStatutory Remittances
Reports
Communication
Internal and External
ADMINISTRATIVE AND
MANAGEMENT
RECORDS
 Brochures / Leaflets /
Pamphlets
(About or by the
agency)
 Calendars/Schedules
of Activities or Events
 Certificate of
Appearance/Clearance
 Certifications
 Charts
 Functional
 Organizational
involved in
any case
Dispose after
10 yrs.
provided
post- audited
finally
settled and
not
involved in
any case
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 53 of 58
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Dispose after Unit Records
Custodian
10 yrs.
provided
post- audited
finally
settled and
not
involved in
any case
INTERNAL AUDIT DEPARTMENT
RMIC/PFDA
10 years
Permanent
10 years
1 year
Dispose after
1 year
Unit Records
Custodian
RMIC/PFDA
1 year
Dispose after
1 year
Dispose after
1 year
Dispose after
1 year
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
1 year
1 year
Permanent
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
 Correspondences
 Non-routine
 Routine
 Inquiries
 Issuances
 Lists
 Association
 Committee
 Cooperatives
 Logbook
 Manuals
 Meetings/Proceedings
Files
 Plans
 Action/Work
 Others
 Programs
 Work
 Others
 Reports
 Annual/Special
 Others
 Request
 Slips
 Locator
 Permission
 Routing
 Standard Operating
Procedures (SOP)
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 54 of 58
2 years after
acted upon
Dispose after
2 years
Unit Records
Custodian
RMIC/PFDA
2 years after
acted upon
Permanent
Dispose after
2 years
RMIC/PFDA
1 year after
updated
Dispose after
1 year
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
2 years after
date of last
entry
Permanent
Dispose after
2 years
Unit Records
Custodian
RMIC/PFDA
RMIC/PFDA
1 year
Dispose after
1 year
Dispose after
3 years
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
3 years after
implemented
3 years
Permanent
2 years after
acted upon
1 year
Permanent
Permanent if
implemented
, otherwise
dispose 5
years from
the date of
records
Dispose 2
years after
incorporated
in the annual
report
Dispose after
2 years
Dispose after
1 year
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
 Telegrams
 Trip Tickets
BUDGET RECORDS
 Annual Budget
 Budget Estimates
Including Analysis
Sheets and Estimates
of Income
 Budget Expenditures
 Programs
 Source of Financing
 Cash Allocation
Ceilings / Notices of
Cash Allocations
 Bonding Fees
 Action
 Application/Request
 Fidelity/Surety Bond
 Indemnity for Issue
of Due Warrant
 Financial Statements
 Balance Sheets
 Income Statements
 Statements of Cash
 Flows (Annual)
 Statement of
Operation
 Schedules of Accounts
Receivables
HUMAN RESOURCE /
PERSONNEL
MANAGEMENT
RECORDS
 Certifications
 Employment
 Residency
 Service
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 55 of 58
1 year after
acted upon
1 year
Dispose after
1 year
Dispose after
1 year
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
3 years
Dispose after
3 years
Dispose after
3 years
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
5 years
Dispose after
5 years
Unit Records
Custodian
RMIC/PFDA
3 years
Dispose after
3 years
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
3 years
RMIC/PFDA
RMIC/PFDA
3 years
3 years
3 years
5 years after
expired/
terminated
Permanent
Dispose after
3 years
3 years
Dispose after
3 years
Unit Records
Custodian
RMIC/PFDA
1 year
Dispose after
1 year
Unit Records
Custodian
RMIC/PFDA
Dispose after
5 years
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
 Others
 Personal Data Sheets
(Curriculum
Vitae/Resume)
 201 Files
 SALN
 Administrative Cases
 Contracts
 Decisions
 Deeds
 Donation
 Sale
 Memorandum of
Agreement/
Understanding
PROCURMENT AND
SUPPLY RECORDS
 Acknowledgement
Receipt for Equipment
(ARE)/ Memorandum
of Receipt for
Equipment (MRE),
Semi-Expendable and
Non-Expendable
Properties
 Annual Procurements
 Plans
 Programs
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 56 of 58
1 year after
superseded
Dispose after
1 year
Unit Records
Custodian
RMIC/PFDA
Permanent
Dispose after Unit Records
Custodian
25 years
Unit Records
after
Custodian
compulsory
retirement or
death
Dispose after Unit Records
Custodian
7 years
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Permanent
7 years after
finally settled
excepts
decisions which
are permanent
5 years after
renewed/
terminated
and/or finally
settled
Permanent
Dispose after
5 years
Permanent
Permanent
RMIC/PFDA
RMIC/PFDA
RMIC/PFDA
1 year after
equipment had
been returned
Dispose after
1 year
Unit Records
Custodian
RMIC/PFDA
3 years
Dispose 3
years
Unit Records
Custodian
RMIC/PFDA
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Legal Opinion
Contracts:
Rentals: (Premises and
LEGAL DIVISION
Permanent
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 57 of 58
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Permanent
Unit Records
Custodian
RMIC/PFDA
Permanent
Unit Records
Custodian
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Unit Records
Custodian
RMIC/PFDA
Permanent
RMIC/PFDA
Facility Usage)
Services:
(Janitorial/Security)
Contract for
Construction
MOA’s
Administrative Case:
Personnel folder
Court Case:
Delinquent Lessees
(existing and decided
ones)
Communications
(Incoming/Outgoing)
Monthly
Accomplishment and
other reports
Memoranda
Office Orders
Special Order
5 years
Dispose Ten
(10) years
after
retirement.
resignation
and death,
Automatic in
case of
dismissal
Permanent
1 year
Dispose after
1 year
11 REFERENCES
11.1 PFDA-ISO-DIP-001 (Document Masterlist)
11.2 PFDA-ISO-DIP-002 (Document Distribution List)
11.3 PFDA-ISO-DIP-003 (Records Masterlist)
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.
RMIC/PFDA
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PCA Annex Building, Elliptical Road, Diliman, Quezon City
QUALITY PROCEDURE ON DOCUMENTED INFORMATION
Code
PFDA-ISO-QP-001
Version No.
1
Effectivity
February 1, 2019
Page No.
Page 58 of 58
11.4 PFDA-ISO-DIP-004 (Turnover Listing and Disposal Authorization)
11.5 PFDA-ISO-DIP-005 (Charge-Out Card)
11.6 PFDA-ISO-DIP-006 (Document Feedback Form)
This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR.