CIRCULAR NO. SUBJECT : GUIDELINES TO … · Republic of the Philippines ... RELEASING OF DOCUMENTS/...

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Republic of the Philippines

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT DILG-NAPOLCOM Center, EDSA corner Quezon Avenue, West Triangle, Quezon City

http://www.dilg.gov.ph

CIRCULAR

NO.____________

SUBJECT : GUIDELINES TO CENTRALIZE THE RECEIVING AND

RELEASING OF DOCUMENTS/ COMMUNICATIONS/

RECORDS/ ISSUANCES/ CLASSIFIED INFORMATION

IN THE DEPARTMENT

DATE :

1. Background

Sound records management practices require a centralized system of

documents/records control. To effect a more systematic and efficient

flow of communication throughout the Department and ensure that

the Department’s clientele are given with accurate information they

needed, the centralized control of documents and records is deemed

necessary for the seamless operation of the Department. Centralizing

the incoming and outgoing documents and records are part of the

unified Records Management and Control in the Government where

the rules and regulations promulgated for the purpose are as provided

under the National Archives of the Philippines (NAP) General Circular

No. 1 dated January 20, 2009.

2. Scope/ Coverage

This Circular shall cover all the official communications/

correspondences received and released by the operating units of the

Department, including its regional and field offices.

3. Policy Content and Guidelines

To ensure the systematic flow of correspondences in all operating

units of the Department, the following guidelines, policies and

procedures shall be observed:

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3.1. On Incoming Communications

3.1.1. All official correspondences addressed to the Department

shall be coursed directly to the Records Section/Unit for

recording and eventual routing to the concerned action units.

There shall be no direct deliveries of incoming

communications to action units by any individual. If any

official correspondence is delivered directly to the action

unit/officials concerned, such communication shall be

returned to the Records Section for recording.

3.1.2. All official mail shall be opened by the receiving unit of the

Records Section except those which are marked

“Confidential” or “Personal”. Immediate attention shall be

given to priority or urgent papers whenever they are

determined to be so.

3.1.3. All official communications shall bear the official

stamp/mark “RECEIVED” by the Records Section/Unit and

shall be dated, initialed, assigned with a control number,

entered and recorded to the Records Management System

(RMS) by the concerned Records Action Officer. All receiving

clerks of operating units shall use the same control number

assigned to a document, for tracking purposes, in the

following format:

yyyy-mm-dd-xxx

indicating,

yyyy - the year the document was received

mm - the month the document was received

dd - the day the document was received

xxx - the three-digit control number assigned to a

document

3.1.4. All communication received by the Records Section shall be

routed to concerned units within the day upon receipt,

except those communications which have been received from

3:30 p.m. Urgent communications, however, shall be routed

immediately upon receipt.

3.1.5. The Records Section/Unit staff shall determine the

concerned action unit to which such communication will be

routed/forwarded, for immediate and proper disposition.

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3.1.6. All designated receiving clerks in the operating units must

affix their name/initials, as well as the date and time of

receipt in the transmittal logsheet of recorded incoming

communications.

3.1.7. Other personal mail/package addressed to the employees of

the Department, which are not official in nature, shall also

be received by the receiving officer of the Records

Section/Unit. However, personal mail must be picked-up by

the concerned employee or his authorized representative

from the Records Section.

3.2. On Outgoing Communications

3.2.1. All outgoing communications, except intra-office

communications, shall pass through the Releasing Unit of

the Records Section for proper recording. It shall bear the

stamp “RELEASED” by the Records Section, with the date

and time of release, signature/initial of the releasing officer,

and the assigned control number. Any communication which

does not bear the stamped “released” shall be considered

unofficial.

3.2.2. The designated releasing clerks of the action units shall be

responsible in delivering the outgoing communications to the

Records Section/Unit. As much as possible, no third party

(janitorial personnel or OJT) shall be allowed to deliver the

same to the said office.

3.2.3. Designated releasing clerks of the action units shall likewise

be responsible for checking the completeness of the outgoing

communication – with the signature, correct and complete

name/address of the addressee, necessary enclosures, basic

attachments or previous indorsements received by the

Department. Only the documents with sufficient copies must

be reproduced.

3.2.4. The Records Section/Unit staff shall determine the method of

delivering the outgoing communications to concerned

addressees. Should there be a special instruction in the

manner of delivering the correspondences, the head of

office/action unit shall inform and coordinate with the

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Records Section Chief or the principal Liaison Officer of the

said office regarding the same.

3.2.5. Release of intra-office communications/ correspondences

shall be delivered directly to the concerned action unit to

expedite the flow of communication, provided that such

communication is accompanied with the duly filled-out

routing slip. Designated releasing clerks shall carry-out the

same procedure mentioned in item no. 3.2.3.

3.3. On Administrative Issuances

3.3.1. The Records Section/Unit shall be responsible for controlling

and assigning of serial numbers and date to all

administrative issuances of the Department including office

orders.

3.3.2. To avoid inconsistency in the issuance date and serial

numbers, the personnel in-charge of the preparation of

issuances shall consult and coordinate with the Records

Section, especially in the reservation of the issuance number.

3.3.3. The action unit of origin shall provide a written instruction to

the Records Section in case such issuance shall be

held/pending for release, indicating as well the reason

therefor.

3.3.4. The head of the operating unit shall notify the Records

Section on any changes to their official email addresses and

designated official email administrator/s whom shall be

responsible for acknowledging the receipt of emails and shall

be responsible for forwarding and disseminating the

information within their respective units. The consolidated

list of official email addresses are hereto attached as “Annex

A”.

3.3.5. Original copies of the issuances/directives shall be forwarded

to the Records Section/Unit as the official repository of

records of the Department.

3.4. On Classified Information

3.4.1. Access to classified matter must be limited to the Head of

Office and authorized personnel only who possess

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appropriate access authorization and who require such

access (need-to-know) in the performance of official duties.

3.4.2. Communications marked with Top Secret, Secret,

Confidential and Restricted that were received by Records

Section shall be delivered directly to the addressee thereof or

to his/her office and he/she shall sign his/her name/initial,

date and time of receipt in the Official Receipt for Classified

Matter (see form marked as “Annex B”).

3.4.3. Only authorized Receiving/Releasing Officers shall be

allowed to handle the classified documents.

3.4.4. When information is prepared on classified matter it must be

marked or stamped conspicuously at the top and the bottom

of all pages which contain classified information, the letters

of the said marking shall be larger than the normal letters of

the rest of the document. Sealed envelopes should also be

marked with classified marking.

3.4.5. Documents/records containing classified information shall

be kept in special registries and must be filed and stored in

lockable cabinets within the department or office concerned,

and shall be accessible only to the authorized personnel.

4. References

Office of the President Memorandum Circular No. 78, s. 1964

Office of the President Memorandum Circular No. 196, s. 1968

NAP General Circular No. 1 dated January 20, 2009

DILG Circular No. 2016-06

DILG Office Circular No. 73-9

DILG Office Circular No. 73-10

5. Annexes

Annex A – Consolidated List of Email Addresses

Annex B – Official Receipt for Classified Matter

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6. Repealing Clause

This Circular is understood to be merely ministerial and all other

DILG issuances which are inconsistent with any provision of this

Circular are hereby repealed and/or amended accordingly. In case of

conflict, however, of any provision herein with the provisions of the

Freedom of Information law or rules, the latter shall prevail.

7. Effectivity

This Circular shall take effect immediately.

ISMAEL D. SUENO

Secretary

AS:GSD:RS

JJJ:EAV:MFLML

mbvn

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ANNEX “A”

CONSOLIDATED LIST OF EMAIL ADDRESSES (Local Government and Interior Sectors)

No OFFICE E-MAIL ADDRESS ADMINISTRATOR/S

1. Office of the Secretary (OSEC) imsueno@dilg.gov.ph Sec. Ismael D. Sueno

2. Head Executive Assistant (HEA) jcleysa@dilg.gov.ph HEA Josephine C. Leysa

3. Office of the Undersecretary for

Peace & Order (OUSPO) cscuy@dilg.gov.ph USEC Catalino S. Cuy

4. Office of the Undersecretary for

Operations(OUSO) jrcastriciones@dilg.gov.ph USEC John R. Castriciones

5. Office of the Undersecretary for

Local Government (OUSLG)

aapanadero@dilg.gov.ph

jnt_florendo@yahoo.com

USEC Austere Panadero

Janet A. Florendo

6. Office of the Undersecretary for

Public Safety (OUSPS) jvhinlojr@dilg.gov.ph Jesus V. Hinlo, Jr.

7. Office of the Undersecretary for

Legal Liaison & Special Concerns

eopadilla@dilg.gov.ph

dilgoullpa@gmail.com

USEC Emily O. Padilla

-

8. ASEC for Finance &

Comptrollership, Administration &

Human Resource Development

oasfc.dilg@gmail.com Berenice Tarnate

9. ASEC for Barangay Affairs and

Community Development rbcalacat@dilg.gov.ph Roosque B. Calacat

10. ASEC for Muslim Affairs and

Special Concerns

hklajakahal@dilg.gov.ph

oasmasc@gmail.com

Hamid K. Lajakahal

Alfaire DG. Sulit

11. ASEC for Plans & Programs evdensingiii@dilg.gov.ph Epimaco V. Densing III

12. ASEC for External & Legislative

Affairs

ricojudge@gmail.com

rj.echiverri@gmail.com

rdverecio@gmail.com

ASEC. Echiverri

13. ASEC for Strategic Alliances,

Private Sector Partnership &

Resource Generation

14. Bureau of Local Government

Development (BLGD)

afbonagua@dilg.gov.ph

odblgd@gmail.com Bethlehem Mangahas

15. Bureau of Local Government

Supervision (BLGS) blgs.od2016@gmail.com Jemellyn H. Alo

16. BLGS-LGPMD lgpms.team@yahoo.com Ruselle Adalla

17. BLGS-PCMD blgspcmd@gmail.com Diana Baldonado

Charles Anthony Vega

18. BLGS-LGRD dilg.blgslgrd@gmail.com

19. BLGS-RAD recognitionandawards@gmail.com

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No OFFICE E-MAIL ADDRESS ADMINISTRATOR/S

20. National Barangay Operations

Office (NBOO) nboo.dilgco@gmail.com

Dennis Lacsamana

Ellen Paulyn Perez

21. NBOO-CCDD nbooccdd@gmail.com Lyn Aguilar

22. NBOO-CAPDD capddnboodilg@gmail.com

23. NBOO-RPD blesie0325@yahoo.com Blesilda Rachel Paule

24. Office of Project Development

Service (OPDS) opds.dilg@yahoo.com

Janice Barrientos

Aquiles Gardose

25. OPDS-PCDD pcdd_opds@yahoo.com Michelle Tabuzo

26. OPDS-PMED opdspmed@gmail.com

27. Administrative Service – OD jjjavarez@dilg.gov.ph

dilgasod@gmail.com

Atty. Jena J. Javarez

Imelda Po

28. AS-General Services Division dilgasgsd@gmail.com Jan Mei Tality

29. GSD – BAC Section bacsecretariat.dilgco@ gmail.com Muriel Autencio

30. GSD – Procurement Section procurement.dilgco@gmail.com Mandy Alqueza

31. GSD – Property Account Section dilg_pas@yahoo.com.ph Gerard Mangahas

32. GSD – Cash Section cashsecgsd@gmail.com Dimsdale Fuellas

33. GSD – Auxiliary Section elyreygarcia@yahoo.com Ely Rey Garcia

34. GSD – Motorpool Section gsdmotorpool@gmail.com Diosdado Tuanquin

35. GSD – Civil Security Section rolleromeo@yahoo.com Romeo Rolle

36. GSD –Medical &Dental Clinic dilgclinic@gmail.com Nene Estellana

37. AS-Human Resource Management

Division (HRMD) hrmdteam@gmail.com

Edna SD Fresnoza

Imelda A. Grivas

38. AS-Personnel Division (PD) vbmacabate@dilg.gov.ph Veronica Macabate

39. FMS – Accounting Division (AD) dilg_acctgco10@yahoo.com

40. FMS – Budget Division (BD) budget_fms@yahoo.com Gaudencio L. Apostol

41. FMS – Management Division (MD) dilgcomanagement@gmail.com

42. ISTMS-Office of the Director apddoton.dilg@gmail.com

cc: mrbello@dilg.gov.ph

Armin Paolo Doton

Mariedo Bello

43. Internal Audit Service (IAS) - OD

Internal Audit Service (IAS)

smcerezo@dilg.gov.ph

dilg_ias@yahoo.com Nerisa Matias

44.

45. Legal and Legislative Liaison

Service (LLLS) - OD atty_nedoy@yahoo.com Atty. Edward Justine Orden

46. LLLS – Appellate Division gvwenceslao@dilg.gov.ph Atty. Gina Wenceslao

47. LLLS –Trial & Investigation Div. dilglllstid@gmail.com Karen Pacquing

48. LLLS – Law Division clpulido@dilg.gov.ph

lralld.dilgco@gmail.com

Atty. Cynthia Pulido

Mark Joseph Orbong

Page 3 of 5 Updated as of February 7, 2017

No OFFICE E-MAIL ADDRESS ADMINISTRATOR/S

49. Planning Service

psdilg_ppd@yahoo.com

srd_psdilg@yahoo.com

Christian Mon Aniñon

Annabelle M. Telan 50.

51. Public Affairs & Communication

Service (PACS) pacs.dilg@yahoo.com

52. PACS-ICRD icrd.dilg@gmail.com Leah Flor Centeno

53. PACS-PRD prd.dilg@gmail.com Reinier Ramones

54. PACS-CSD csd.pacs@gmail.com Alexander Estrella

55. Patrol 117 Commission / 911 monitoringgroup_patrol117@yahoo.com Technical Officers of 117

56. Central Office Disaster

Information Coordinating Center dilgopcen@gmail.com

Amelle Bianca Camba

Robin Lim

57. Resident COA coadilgosec@yahoo.com Gaze Janz Dimacisil

Miriam Peñarubia

58. BUB – PMO gpbmis@gmail.com Norman Aparente

59. ISF – PMO dilgisfhousing@gmail.com ISF PMO Team

60. OPDS – RAY PMO dilg.yolanda@gmail.com Julius Gonzales

NenefeVerana

61. OPDS – WSSPMO dilgwsspmo@gmail.com John Oliver Torres

62. OPDS – PAMANA pamana.dilgfund@yahoo.com Frederick Arnulfo Narte

John Edzelle Pamatmat

Clevelina Moya

63. OPDS – SLRF slrf.dilg@yahoo.com

kalsada_dilg@gmail.com

Alfred Jeremy Hernandez

Nikko Baesa

64. I Federalism-PMO dilgpmofederalism@gmail.com

65. UBAS-PMO ubas.pmo@gmail.com

66. Manila Bay-PMO dilg.manilabay@gmail.com

DILG REGIONAL OFFICES

67. DILG – CAR dilgcarfad@gmail.com

dilgcarcloud@gmail.com

Ronnel Ramirez

Zaldy Papat-iw

68. DILG – REGION I dilg_r1@yahoo.com

dilg1uno@gmail.com

Sheila Marie Andales

Prayandleo Cahiga

69. DILG – REGION II r2dilg@yahoo.com

r2dilg@gmail.com

70. DILG – REGION III dilgr3_asd@yahoo.com

fmdijan@dilg.gov.ph

Crystal Joy Carlos

Aira Balancio

71. DILG – REGION IV – A dilgcalabarzon@yahoo.com

dilg.ord@gmail.com

Records Unit

Legal Unit

72. DILG – REGION IV – B dilgmimaropa@gmail.com ORD

73. DILG – REGION V region5dilg@gmail.com Eden Lanoza

Page 4 of 5 Updated as of February 7, 2017

No OFFICE E-MAIL ADDRESS ADMINISTRATOR/S

74. DILG – REGION VI dilgr6recordsunit@gmail.com

anthonynuyda.dilg6@gmail.com

Jessana Carmela Tatoy

Mark Linas

75. DILG – REGION VII dilgregion7_cv@yahoo.com

info@dilgregion7.net

Marissa Dañagan

76. DILG – REGION VIII dilg_r8@yahoo.com Jennefer Pagatpat

77. DILG – REGION IX r9dilg@gmail.com ITO

78. DILG – REGION X orddilg10@gmail.com Villdeth A. Sato

79. DILG – REGION XI dilgxi_records@yahoo.com Emilie Castro

80. DILG – REGION XII dilg_ro12@yahoo.com

dilg_ro12_records@yahoo.com

Records Section

81. DILG – REGION XIII official@caraga.dilg.gov.ph

dilgcaragarecords@yahoo.com

Vincent Troy Calo

Bernadette Sabayday

82. DILG - NCR ord.dilgncr@gmail.com

83. DILG – ARMM dilgarmm@gmail.com Sittie Panangilan

84. DILG – NIR dilgnir2016@gmail.com J. Dignadice

ATTACHED AGENCIES

85. Local Government Academy

(LGA)

execdir@lga.gov.ph

lgamail@lga.gov.ph

Patrocinio Olidan, Jr.

86. Bureau of Fire Protection (BFP) ofcbfp@gmail.com

87. Bureau of Jail Management &

Penology (BJMP)

bjmp_dprm@yahoo.com

director@bjmp.gov.ph

itu@bjmp.gov.ph

88. Philippine National Police (PNP) mcocpnp@yahoo.com.ph

89. Philippine Public Safety College

(PPSC)

records@ppsc.gov.ph

Dahlia Bugtong

90. National Police Commission

(NAPOLCOM) – Central Office

91. NAPOLCOM-CAR napolcom_car@yahoo.com.ph Soledad Benwaren

Imelda Madrid

92. NAPOLCOM-Region 1

93. NAPOLCOM-Region 2 napolcom_r2@yahoo.com Remedios Perdido

Yolanda Campos

94. NAPOLCOM-Region 3

95. NAPOLCOM-Region 4A napolcom4a@gmail.com Rowena Ebite

Jomark Lopez

Anacoreta Quintela

96. NAPOLCOM-Region 4B

97. NAPOLCOM-Region 5 napolcom_r5@yahoo.com RD Josephmar Gil

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No OFFICE E-MAIL ADDRESS ADMINISTRATOR/S

98. NAPOLCOM-Region 6 napolcom_r6@yahoo.com RD’s Office/Planning

Section

99. NAPOLCOM-Region 7 napolcom_r7@yahoo.com Dyna Jane Vega

100. NAPOLCOM-Region 8 napolcomro8planning@gmail.com napolcomregion8taclobancity@yahoo.com

Marialuz Abarca

Rosita Ullegue

101. NAPOLCOM-Region 9 napolcom_9@yahoo.com Atty. Pablito Abad,Jr.

102. NAPOLCOM-Region 10

103. NAPOLCOM-Region 11 nationalpolicecommissionxi@yahoo.com.ph

104. NAPOLCOM-Region 12 napolcom_r12@yahoo.com Veronica Hatague

Magdalena Parreño

105. NAPOLCOM-Region 13 napolcom_caraga@yahoo.com Florita Micayabas

106. NAPOLCOM-NCR napolcom_ncr@yahoo.com TSD Chief

-nothing follows-

ANNEX “B”

Republic of the Philippines

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT DILG-NAPOLCOM Center, EDSA corner Quezon Avenue, West Triangle, Quezon City

http://www.dilg.gov.ph

OFFICIAL RECEIPT FOR CLASSIFIED MATTER From :_______________________ Control No. : ________________

_______________________

To :_______________________ No. of Copies: ______ of ______

_______________________

I acknowledge to have received on this ______ day of __________________

at ________ (hour) the following classified documents:

Brief Description Classification ______________________________ _____________________________

______________________________ _____________________________

______________________________ _____________________________

______________________________ _____________________________

______________________________ _____________________________

Remarks: ___________________________________________________________

___________________________________________________________

___________________________________________________________

________________________ (Printed Name and Signature)

________________________

(Designation)

________________________ (Office)