Review on Human Resource Management
Procedures for School / District Liaison
Officers and Workshop on Preparation of Sex
Disaggregated Data
October 20-22, 2014 * Kuhala Bay Resort
JANE S. FUENTES
OIC, Records Officer I
Performance
Planning
Q1
January
Mid-Year Review
Year-End Results
July
Q4
December
Mid-Year Review
Performance
Planning
Q1
May
October
Year-End Results
Q4
April
UNITS CONCERNED
PERIOD TO BE
EVALUATED
PERFORMANCE
REVIEW AND
EVALUATION
Units and Offices in Central
Office, Regional Offices &
Schools Division Offices
July 1, 2014 to
December 31, 2014
End of December 2014
to January 2015
School Level
April 1, 2014 to
March 31, 2015
March to April 2015
DepED Advisory dated September 18, 2014
signed by Usec Rizalino D. Rivera, Regional Operations
Review on Human Resource Management
Procedures for School / District Liaison
Officers and Workshop on Preparation of
Sex Disaggregated Data
October 20-22, 2014 * Kuhala Bay Resort
JANE S. FUENTES
OIC, Records Officer I
 By
RA 9470 (National Archives of the
Philippines Act of 2007)
Refers to information, whether in its original form or
otherwise, including documents, signatures, seals,
text, images, sounds, speeches, or data complied,
recorded, or stored, as the case may be:
1)
2)
3)
In written form on any material;
On film, negative, tape or other medium so as
to be capable of being reproduced; or
By means of any recording device or process,
computer or other electronic device or
process.

School Level Records
Title
Retention Period
Active
Action / Dev’t Plan (SIP)
Storage
Remarks
Total
PERMANENT
Admission Tests
3 yrs
3 yrs
After admitted
Applications
• Accreditations
• Enrollment
• Entrance Examinations
• Graduation & SO
• Permits / Recognition
2 yrs
2 yrs
After granted
Attendance Sheets /
Attendance Reports (Form 2)
2 yrs
2 yrs
Basic School Management
Course Term Papers
3 yrs
3 yrs

School Level Records
Title
Retention Period
Active
Bulletins of Information
Calendars of Activities
Storage
Remarks
Total
PERMANENT
1 yr
Cases / Feasibility of
Studies/ Researches
1 yr
PERMANENT
Class Records
•
Anecdotal records of
Pupils/ Students
5 yrs
5 yrs
•
Class Cards (Form 138-A)
PERMANENT
•
Class Observation &
Supervisory Reports
(Form 178)
PERMANENT

School Level Records
Title
Retention Period
Active
Storage
Remarks
Total
•
Class Schedules(Form 30)
1 yr
1 yr
•
Class Values Charts
1 yr
1 yr
•
Diplomas
PERMANENT
•
Lists of Honor Graduates
PERMANENT
•
Nutritional Status of
Pupils
•
Report Cards (Form 138)
PERMANENT
•
Student Permanent
Records (Form 137-A)
PERMANENT
•
Summary of Units Taken
(Form 9)
PERMANENT
2 yrs
2 yrs

School Level Records
Title
Retention Period
Active
Class & Teachers Programs
Consolidated Data of
Teaching / Non-teaching
Personnel (Form 31)
Storage
Remarks
Total
PERMANENT
5 yrs
Courses of Study / Syllabi
5 yrs
PERMANENT
Enrolment Slips
1 yr
1 yr
Grading Sheets
2 yrs
2 yrs
Lesson Plans
1 yr
1 yr

School Level Records
Title
Retention Period
Active
Storage
Remarks
Total
Lists
•
Accredited Courses /
Subjects
PERMANENT
•
Candidates for
Graduation
PERMANENT
•
Enrolment Lists
•
Graduates / Honor
Graduates
•
School Personnel and
Officials
2 yrs
2 yrs
PERMANENT
1 yr
1 yr
After
superseded

School Level Records
Title
Retention Period
Active
Storage
Remarks
Total
Library Files
•
Accession Books (PF 146)
PERMANENT
•
Book Cards (PF 149)
PERMANENT
•
Borrower’s Cards
•
Catalogue Cards
Permits to Study
1 yr
1 yr
After date of
last entry
2 yrs
After
graduated
PERMANENT
2 yrs

School Level Records
Title
Retention Period
Active
Storage
Remarks
Total
Profiles
•
Schools
•
Socio-Economic of Pupils
5 yrs
5 yrs
After graduated
•
Students
5 yrs
5 yrs
After graduated
•
Teachers
5 yrs
15 yrs
After separated /
retired
Proposed Organization of
Classes
•
DepED MTAP
•
Quiza Bee
•
Science Quiz
PERMANENT
10 yrs
PERMANENT
If implemented,
otherwise dispose
after 3 yrs

School Level Records
Title
Retention Period
Active
Storage
Remarks
Total
Ranking / Lists of Honor
Students
3 yrs
3 yrs
After graduated
Ranking of Teacher Applicants
1 yr
1 yr
After updated
Records of Student’s
Disciplinary Actions
2 yrs
2 yrs
After graduated
Reports
•
Annual Reports
PERMANENT
•
Enrolment & Attendance
(Form 3) – Admin & Principals
2 yrs
2 yrs
•
Monthly Enrolment (Form 2)
2 yrs
2 yrs
•
Narrative Reports of Dept.
Heads
2 yrs
2 yrs

School Level Records
Title
Retention Period
Active
Storage
2 yrs
Total
•
Number of Schools / Students
/ Promotions (Summarized)
2 yrs
•
Performance Indicators
(Yearly Report)
•
Physical Inventory Reports
•
Reports on Promotion
(18-A, 18-E1, 18-E2)
•
School Fund / Financial
Reports
5 yrs
5 yrs
•
Summaries of Monthly
Attendance (Form 7)
2 yrs
2 yrs
•
Supervisory
2 yrs
2 yrs
PERMANENT
2 yrs
2 yrs
PERMANENT
Remarks

School Level Records
Title
Retention Period
Active
Storage
Total
Requests
2 yrs
2 yrs
School Calendars
1 yr
1 yr
School Registers (Form 1)
Remarks
After acted upon
PERMANENT
Students’ Test Papers / Class
Examinations
1 yr
1 yr
Supervisory Plans for Teachers
1 yr
1 yr
Teachers’ Schedules (Form 29)
1 yr
1 yr
Test Results
2 yrs
2 yrs
Testing Materials
PERMANENT
Year Books / Annual Books
PERMANENT
Other copies,
dispose after 1 yr
 Design
Considerations and Guidelines for
Files Storage Area
1.
2.
The records storage area must be free from
rodents and insects by using unglazed tiles
on floor finishes and must be elevated from
the ground floor finish level.
The layouting of the records storage area
must be considered as well as the
orientation of the room for proper lighting
and ventilation.
3.
4.
5.
Cool temperature must be maintained within
the area to preserve the original texture of
the documents and records / files.
Records / files area must be separated from
records / files vault to identify which ones
are to be stored longer.
One or two persons will be assigned to
monitor incoming and outgoing files or
records and maintain the security of the
records and files to ensure the safety and
confidentiality of the documents to be
stored.
To protect records and documents from
hazards, every office concerned shall adhere
to the following guidelines:
1.
2.
3.
Vital documents or records must be kept in
areas considered exceptionally safe, free
from fire, larceny, from floods and from any
form of natural calamity.
Microfilm copies of vital documents must
be made.
Access to the keys of stack areas must be
controlled.
4.
A system to keep track of materials viewed /
borrowed such as charge out cards must be
used.
5.
Strict compliance with policies concerning
RESTRICTED AREAS.
6.
Keep separate files of original documents and
their duly authenticated copies.
7.
Conduct constant security surveys of places
where vital records are kept.
8.
Surveillance of records personnel whose
loyalty is doubtful.
9.
Maintain security emergency plans.
10.
Areas where vital records are stored must
be regularly fumigated.
11.
Install air-conditioning units.
12.
Whenever necessary, adopt body and
baggage searches of all personnel entering
and leaving the records storage areas for
security reasons.
1)
2)
3)
Maintains records and files of
personnel, pupils / students and
related documents for and of the
organization.
Performs records management
functions under the direct supervision
of the immediate superior.
Does related work.
Division Lecture Series for
Teachers’ In-Charge, Batch 1
September 25, 2014 * DepED Rizal Conference Hall
JANE S. FUENTES
OIC, Records Officer I
The authentication, verification and certification
of documents in the custody of the Department or
any of its offices shall be the function of the Records
Officer or authorized custodian of records. Said
officers shall, at all times, exercise vigilance in
checking and reviewing the authenticity of school
records, diploma, license, civil service eligibility,
birth certificate and other documents.
Requests for authentication, verification and
certification of documents shall be granted upon
submission of a written request, authorization letter
or special power of attorney if through
representative, and proof of identification.
1.
2.
3.
4.
5.
6.
7.
Diploma
Form 137
Certificate of Graduation issued by the incumbent
school head or authorized representative
List of Graduates
NSO Birth Certificate / passport
ID picture (2x2 or passport size) – 1 pc.
Documentary Stamp (2 pcs.)
Documents (1-4) shall be in four (4) copies; original and
three (3) certified photocopies.
1.
2.
3.
4.
5.
6.
7.
Original NSO Birth Certificate
Diploma
Form 137
Indorsement from school for correction of school entry
or
Certification from the school as to date of graduation
Letter of request for correction of school entry by the
applicant or by the parent / guardian addressed to the
Regional Director
or
Original Affidavit of Discrepancy by the applicant
Joint Affidavit of two (2) disinterested persons (not relatives)
NSO Negative Result (discretionary)
Documents shall be presented in two (2) copies together with
the original. In the absence of the original copy, certified
photocopy shall be presented.
“b. Lost Diploma maybe replaced by another
diploma properly issued by the school
concerned and the signing officials be
paraphrased by placing “Sgd.” Marked
SECOND COPY and certified correct by a
responsible school official / head of the
school, supported by a notarized Affidavit of
Loss and the usual certification.”
---Regional Memorandum No. 07, s. 2004
“If something is worth retaining, it should be
retained in the best way possible.”
Employee engagement is not
the same as employee
satisfaction.
Satisfied employees are
merely happy or content
with their jobs and the status
quo. For some, this might
involve doing as little work
as possible.
Engaged employees are
motivated to do more than
the bare minimum needed in
order to keep their jobs.
Employee satisfaction…
 only deals with how


happy or content
employees are.
covers the basic
concerns and needs of
employees.
does not address
employees’ level of
motivation or
involvement.
1. Engaged:
Employees work with
passion and feel a
profound connection to
their company. They
drive innovation and
move the organization
forward.
2. Non Engaged:
Employees are essentially
“checked out.” They’re
sleepwalking through
their workday, putting
time—but not energy or
passion—into their work.
3. Actively Disengaged:
employees aren’t just
unhappy at work: they’re
busy acting out their
unhappiness. Every day,
these workers undermine
what their engaged
coworkers accomplish.