Department of Migrant Workers PM – Records Management

Rev. No.: 00

NATIONAL MARITIME POLYTECHNIC Effectivity: January 5, 2023

Page 1 of 10

PROCESS MANUAL
Records Management
Office/Division: Administrative, Financial and Section: Records Section
Management Division
Prepared by: Reviewed by: Approved by:

SOL MARILOU Q. PILAPIL Atty. RUBEN Y. MACEDA MAYLA N. MACADAWAN

Head, Records Head, AFMD OIC Executive Director

I. Objectives

a. To ensure that documented information required by the ISO 9001 standard and those determined by
the NMP as necessary for the effectiveness of its QMS are properly identified, reviewed and
authorized prior to use;
b. To ensure that any changes or modifications to existing documented information are reviewed and
approved, unless otherwise specifically stated;
c. To ensure that obsolete documented information is withdrawn from all points of issue or use; and
d. To ensure that documented information save in the NMP server/LAN are protected from alterations,
deletions, and unauthorized access.

II. Scope

This procedure starts from determination of the need to create, revise or delete documented information
and ends with disposal of obsolete documents.

III. Definition of Terms

Acronym/Code Registry refers to the official list of acronyms and codes used in the Quality
Management System.

Decision Advisory a written document which provides information to concerned

personnel that he/she has to take action on issues and concerns which
were taken up in a certain meeting.

Agency Issuance an internal communication in the form of memorandum order,

memorandum circular and special order issued by the Executive
Director or duly authorized representative and follows a prescribed
format.

Contract is a written agreement between the NMP and supplier or service

provider. The document stipulates the Terms and Conditions and
other specifications of the project or services required.

Contract follows a prescribed format, is notarized and signed by

authorized officials and witnesses.

Controlled Document document that will be updated and has controlled circulation.

Disposal refers to the transfer of records to designated storage area at the end
of its retention period. Temporary records are destroyed in

ORIGINAL SIGNED. UNCONTROLLED WHEN PRINTED. It must not be reproduced in whole or in part or
otherwise disclosed without the prior consent in writing from the Executive Director.
 Department of Migrant Workers PM – Records Management
Rev. No.: 00

NATIONAL MARITIME POLYTECHNIC Effectivity: January 5, 2023

Page 2 of 10

PROCESS MANUAL
Records Management
Office/Division: Administrative, Financial and Section: Records Section
Management Division
Prepared by: Reviewed by: Approved by:

SOL MARILOU Q. PILAPIL Atty. RUBEN Y. MACEDA MAYLA N. MACADAWAN

Head, Records Head, AFMD OIC Executive Director

accordance with the existing government laws and regulations.

Permanent records are transferred to the archives.

Division/Section/Unit/Committee Memo refers to inter-office memorandum for information or appropriation

action. It is identified through a specific code in the Acronym/Code
Registry.

Documented Information refers to documents and records needed to provide evidence of

conformity with requirements essential to the agency operations to be
effective.

Records can be paper files or digital/electronic databases/information

systems used in the NMP operations.

Forms refers to internally generated document for the efficient operations of

the Quality Management System. It has a Status Box and is listed in
the Index of Forms.
Manuals
Assessment Manual provides the NMP policies, procedures and guidelines in the conduct
of assessment to NMP trainees.

Information Systems is a technical communication document that is intended to provide

User’s Manual necessary information about a particular information system’s functionality
and use.

Information System Master Copy Manual it is the original creation of Information Systems
User’s Manual by which copies can be made.

Quality Manual a document setting out the general quality policies, processes, and
practices of NMP.

Process Manual consists of various procedures for a particular process.

Memorandum of Agreement is a formal agreement establishing official partnership between

the NMP and one or more parties. The document describes the
project on which the parties are agreeing, defines the scope, and
details each party’s roles and responsibilities.

MOA follows a prescribed format, is notarized and signed by the

Executive Director or duly authorized representative, and may
include the concerned division head and witnesses.

ORIGINAL SIGNED. UNCONTROLLED WHEN PRINTED. It must not be reproduced in whole or in part or
otherwise disclosed without the prior consent in writing from the Executive Director.
 Department of Migrant Workers PM – Records Management
Rev. No.: 00

NATIONAL MARITIME POLYTECHNIC Effectivity: January 5, 2023

Page 3 of 10

PROCESS MANUAL
Records Management
Office/Division: Administrative, Financial and Section: Records Section
Management Division
Prepared by: Reviewed by: Approved by:

SOL MARILOU Q. PILAPIL Atty. RUBEN Y. MACEDA MAYLA N. MACADAWAN

Head, Records Head, AFMD OIC Executive Director

OED Memorandum Circular is an agency issuance usually on matters of general interest for
information, guidance, and compliance of employees and trainees (i.e.
policies, guidelines, directives, etc.)

Circulars are posted in NMP bulletin boards including the Online

Bulletin of the Records Management System (RMS) for widest
dissemination

OED Memorandum Order is an agency issuance containing directives or instructions addressed

to a particular official or employee (i.e. authority, reminders,
reprimand, etc.)

OED Special Order is an agency issuance on matters affecting internal management

particularly with reference to employees (i.e. designations, new
personnel assignment, status/movement of employees, creation and
composition of different agency committees, etc.)

Originator for purposes of this procedure, refer to the office/person who creates
or initiates the document

Records Appraisal a process by which records are carefully and systematically studied
and analyzed to establish their utility and time values

Records Disposition refers to the systematic transfer of non-current records from office to
storage area, identification and preservation of archival records and
the destruction of valueless records.

Records Disposition Schedule refers to a list of the various records or records series created, used
or maintained by the agency, showing the period of time it is to
remain in the office area, in the storage area, and its preservation or
destruction when its business use has ended.

Records In-Charge personnel in-charge of the proper storage of specific

document/records of the division/section/unit.

Records Management System (RMS) is the agency’s information system for storing, retrieving and
archiving of documents and records in digital format for preservation,
quick access and retrieval.

Record inventory is a descriptive listing of each record series or system, together with
an indication of location and other pertinent data. It is not a list of
each document or each folder but rather of each series or system.

ORIGINAL SIGNED. UNCONTROLLED WHEN PRINTED. It must not be reproduced in whole or in part or
otherwise disclosed without the prior consent in writing from the Executive Director.
 Department of Migrant Workers PM – Records Management
Rev. No.: 00

NATIONAL MARITIME POLYTECHNIC Effectivity: January 5, 2023

Page 4 of 10

PROCESS MANUAL
Records Management
Office/Division: Administrative, Financial and Section: Records Section
Management Division
Prepared by: Reviewed by: Approved by:

SOL MARILOU Q. PILAPIL Atty. RUBEN Y. MACEDA MAYLA N. MACADAWAN

Head, Records Head, AFMD OIC Executive Director

Retention Period refers to the length of time a specific record is to be kept expressed
either as a time period (e.g. 4 years), an event or action (e.g.
completion of audit), or a combination (6 months after completion of
audit)

IV. Related Records

 Division/Section/Committee Memo
 OED Special Order
 OED Memorandum Order
 OED Memorandum Circular
 Travel Order
 Control Logbook
 Acronym/Code Registry
 Index of Forms
 Records Inventory and Appraisal
 List of Agency Permanent Records (Archives)

v. References

 ISO 9001:2015 Clause 7.5 Documented Information

 National Archives of the Philippines
 NMP Data Privacy Policy

ORIGINAL SIGNED. UNCONTROLLED WHEN PRINTED. It must not be reproduced in whole or in part or
otherwise disclosed without the prior consent in writing from the Executive Director.
 Department of Migrant Workers PM – Records Management
Rev. No.: 00

NATIONAL MARITIME POLYTECHNIC Effectivity: January 5, 2023

Page 5 of 10

PROCESS MANUAL
Records Management
Office/Division: Administrative, Financial and Section: Records Section
Management Division
Prepared by: Reviewed by: Approved by:

SOL MARILOU Q. PILAPIL Atty. RUBEN Y. MACEDA MAYLA N. MACADAWAN

Head, Records Head, AFMD OIC Executive Director

V. Procedure
Activity Flow Responsible Details
Person/s
I. Creation of document including
Start manuals

Determine the need

to create the
document
A. Physical

Prepare document
Originator 1. Prepare draft document in accordance to
prescribed form/format.

Review draft document Concerned 2. Review draft document and return to

Supervisor originator.

Originator 3. Finalize the document and seek

Finalize document
initial(s)/endorsement for approval.

For documents to be enrolled in the QMS,

attach an accomplished Document
Request Form (QMS Form-08).

A Document Approval Sheet (DAS) is

attached as appropriate.

4. Submit for signature of approving official.

Approve document
(Refer to the Communication Flow Matrix)

Index the document

Records-in-charge/ 5. Assign code/control number and index the
Records Officer/ document.

Disseminate document Records-in-charge/ 6. Disseminate document (Refer to Item III)

Records Officer/
Document Controller B. Digital/Electronic
Created/developed
document 1. Trainees Record – Maritime Training
Information System (MTIS)
2. Agency Memo Order/Circular – Records
Management System (RMS)
End

ORIGINAL SIGNED. UNCONTROLLED WHEN PRINTED. It must not be reproduced in whole or in part or
otherwise disclosed without the prior consent in writing from the Executive Director.
 Department of Migrant Workers PM – Records Management
Rev. No.: 00

NATIONAL MARITIME POLYTECHNIC Effectivity: January 5, 2023

Page 6 of 10

PROCESS MANUAL
Records Management
Office/Division: Administrative, Financial and Section: Records Section
Management Division
Prepared by: Reviewed by: Approved by:

SOL MARILOU Q. PILAPIL Atty. RUBEN Y. MACEDA MAYLA N. MACADAWAN

Head, Records Head, AFMD OIC Executive Director

Activity Flow Responsible Details

Person/s
II. Review and Updating of
Start
document/manuals

Determine the need Originator 1. Based on needs of the agency or

to review/update client, review the existing document
the document vis-à-vis requirement/standard.

Originator 2. Prepare initial draft of the revised

Prepare revised version document for review.
(draft) for review
For documents enrolled in the QMS,
revision will be by whole document. An
accomplished Document Request Form
(QMS from -08) is attached to the revised
document (DRAFT) for review by
concerned office(s).

For course package, an accomplished

Course Review Form (CDS Form-01) is
attached to the draft revised course plan,
instructional materials or assessment
tools.

Refer to the PM on Design, Review and

Approval of Maritime Training Courses for
details.

Concerned 3. Review the document and return for

Review the document supervisor/office/ finalization or enhancement, as
Committee needed.

Originator 4. Finalize document and seek initial(s)/

Obtain approval/comments
endorsement for approval. A
Document Approval Sheet (DAS)
is attached, as appropriate.

ORIGINAL SIGNED. UNCONTROLLED WHEN PRINTED. It must not be reproduced in whole or in part or
otherwise disclosed without the prior consent in writing from the Executive Director.
 Department of Migrant Workers PM – Records Management
Rev. No.: 00

NATIONAL MARITIME POLYTECHNIC Effectivity: January 5, 2023

Page 7 of 10

PROCESS MANUAL
Records Management
Office/Division: Administrative, Financial and Section: Records Section
Management Division
Prepared by: Reviewed by: Approved by:

SOL MARILOU Q. PILAPIL Atty. RUBEN Y. MACEDA MAYLA N. MACADAWAN

Head, Records Head, AFMD OIC Executive Director

Activity Flow Responsible Details

Person/s

Originator 5. Submit for signature of approving

Update the contents of the official.
manual including its controls

Originator 6. Disseminate document (refer to Item

Disseminate document III)

Reviewed & Updated

document/manual

End

ORIGINAL SIGNED. UNCONTROLLED WHEN PRINTED. It must not be reproduced in whole or in part or
otherwise disclosed without the prior consent in writing from the Executive Director.
 Department of Migrant Workers PM – Records Management
Rev. No.: 00

NATIONAL MARITIME POLYTECHNIC Effectivity: January 5, 2023

Page 8 of 10

PROCESS MANUAL
Records Management
Office/Division: Administrative, Financial and Section: Records Section
Management Division
Prepared by: Reviewed by: Approved by:

SOL MARILOU Q. PILAPIL Atty. RUBEN Y. MACEDA MAYLA N. MACADAWAN

Head, Records Head, AFMD OIC Executive Director

Activity Flow Responsible Details

Person/s
III. Dissemination of Document
Start

1. Disseminates document/manual in
accordance to the following:
New/revised
document/manual
Records Officer a. Agency issuances and
contracts are controlled and
disseminated according to
Distribution List using the
Disseminates document/manual
appropriate Logbook.

Document Controller b. QMS related documents are

submitted to the Document
Controller for updating of
Status Box, distribution to
authorized copyholders and
posting in the Records
Management System

CDS Records-in-Charge c. Approved course package is

returned to the Curriculum
Development Section for
reproduction and distribution
to authorized copyholders.

Records-in-Charge of d. Documents other than those

concerned office enumerated are controlled and
disseminated by the
Converts document/manual to
originators.
pdf format and posts in the RMS
Records Section/ 2. All printed copies of documents are
Document Controller converted to pdf format prior for
posting in the Records Management
New/revised Section.
document
disseminated

End

ORIGINAL SIGNED. UNCONTROLLED WHEN PRINTED. It must not be reproduced in whole or in part or
otherwise disclosed without the prior consent in writing from the Executive Director.
 Department of Migrant Workers PM – Records Management
Rev. No.: 00

NATIONAL MARITIME POLYTECHNIC Effectivity: January 5, 2023

Page 9 of 10

PROCESS MANUAL
Records Management
Office/Division: Administrative, Financial and Section: Records Section
Management Division
Prepared by: Reviewed by: Approved by:

SOL MARILOU Q. PILAPIL Atty. RUBEN Y. MACEDA MAYLA N. MACADAWAN

Head, Records Head, AFMD OIC Executive Director

Activity Flow Responsible Details

Person/s
IV. Retrieval and Disposal of
Start Obsolete Documents/ Records

Records-in-Charge of 1. Review and sort documents and

Determine obsolete concerned office records based on the Records
docs/records Inventory and Appraisal Report every
October of the current year.
Obsolete document and record are
marked “OBSOLETE” in red ink.

Records-in-Charge of 2. Prepare list of obsolete documents

Prepare list of obsolete concerned office and records including those found
docs/records for transfer beyond active status. Use Transmittal
Receipt Form (Records-04) for
transfer to the Records Section.

Document Controller 3. Retrieve obsolete QMS documents

and logged in the
Retrieve obsolete
Issuance/Withdrawal of Controlled
documents/records/ course
Document.
package
CDS Records-in-charge Obsolete course package/IMs/
Assessment tools (if there is revised
version; or when no longer offered)
are retrieved by CDS.

Refer to the PM on Design,

Review and Approval of
Maritime Training Courses for
details.

Records-in-Charge 4. Label the boxes/containers indicating

Label boxes/containers Document Controller the following information prior to
transfer to Records Section:
 Original or Duplicate copy
 FOR STORAGE (specify
retention period-YY-MM-DD)
 FOR DISPOSAL (specify
retention period-YY-MM-DD)
A

ORIGINAL SIGNED. UNCONTROLLED WHEN PRINTED. It must not be reproduced in whole or in part or
otherwise disclosed without the prior consent in writing from the Executive Director.
 Department of Migrant Workers PM – Records Management
Rev. No.: 00

NATIONAL MARITIME POLYTECHNIC Effectivity: January 5, 2023

Page 10 of 10

PROCESS MANUAL
Records Management
Office/Division: Administrative, Financial and Section: Records Section
Management Division
Prepared by: Reviewed by: Approved by:

SOL MARILOU Q. PILAPIL Atty. RUBEN Y. MACEDA MAYLA N. MACADAWAN

Head, Records Head, AFMD OIC Executive Director

Activity Flow Responsible Details

Person/s
A V. Disposal of Document/
Manual

Determine permanent from Records Officer/ 5. Sort received document/records

temporary documents/records Records in-charge, NMP for temporary storage and
Manila archiving

Duplicate copy of obsolete

document/record transferred to
Discard duplicate copies Records Section is automatic for
destruction.

Original copy of obsolete

document/records are stored
according to its retention period
specified in the Records
Inventory and Appraisal.

Submit list of docs/records for Records Officer 6. Prepare list of documents/

disposal
records for submission to NAP
after review/validation.
Records Officer/
Obtain approval from NAP for the Records in-charge, NMP 7. Seek approval from NAP and
disposal Manila facilitate schedule of disposal

-do- 8. Dispose document/records

Dispose documents/records according to approved method
specified in the Records Inventory
and Appraisal.

Records Officer/ 9. Retain Certificate of Disposal of

Records in-charge, NMP Records for reference. NMP
Updated inventory of Manila Manila send copy to NMP Records
agency records Officer

Records Officer 10. Update inventory of agency

records.
End

ORIGINAL SIGNED. UNCONTROLLED WHEN PRINTED. It must not be reproduced in whole or in part or
otherwise disclosed without the prior consent in writing from the Executive Director.
 Department of Migrant Workers PM – Records Management
Rev. No.: 00

NATIONAL MARITIME POLYTECHNIC Effectivity: January 5, 2023

Page 11 of 10

PROCESS MANUAL
Records Management
Office/Division: Administrative, Financial and Section: Records Section
Management Division
Prepared by: Reviewed by: Approved by:

SOL MARILOU Q. PILAPIL Atty. RUBEN Y. MACEDA MAYLA N. MACADAWAN

Head, Records Head, AFMD OIC Executive Director

ORIGINAL SIGNED. UNCONTROLLED WHEN PRINTED. It must not be reproduced in whole or in part or
otherwise disclosed without the prior consent in writing from the Executive Director.