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Republic of the Philippines (b -/7-J.V/V ~

DEPARTMENT OF PUBLIC WORKS AND HIGHWAYS
OFFICE OF THE SECRETARY
Manila

October 17, 2012

DEPARTMENT MEMORANDUM)
)

CIRCULAR NO.
47
-----
IY
)
)
Series of 201 Qj/l>.-9t )

FOR/TO All Undersecretaries

Assistant Secretaries
Bureau Directors
Regional Directors
Service Directors
Project Directors/Managers
District Engineers
This Department

For information and guidance, attached is a copy of letter of Executive

Director Victorino Mapa Manalo, National Archives of the Philippines (NAP),
Ermita, Manila, dated October 9, 2012, informing: "a copy of Records
Disposition Schedule which was approved by the Executive Director of
NAP on October 1, 2012."

A copy of the said letter may be downloaded from the DPWH

website: www.dpwh.gov.ph/. If an office cannot access to the said DPWH
website, a hard copy may be obtained from the Records Management
Division, AMMS, upon request.

For dissemination to all concerned.

AlFRE ENTINO
Undersecretary, Concurr t OIC for Support Services

cc: Office oftbe Secretary

 NATIONAL ARCHIV,ESO,F THE PHILIPPINES
Pambansang Sinupan ng Pilipinas

October 9,2012

MR. RAUL C. ASIS

Undersecretary/Officer -in-Charge
Department of Public Works and Highways
Bonifacio Drive, Port Area, Manila

Attention: MR. JAIME A. PACANAN, Ph. D. CESO I

Undersecretary for Support Services

Sir:

We are returning a copy of your Records Disposition Schedule which was approved
by the Executive Director of NAP on October 1, 2012.

Please reproduce and disseminate to all action units for their guidance in the
disposition of records. Kindly acknowledge receipt hereof.

Thank you for your interest in bringing about an effective, efficient and economical
records management program.

Very truly yours,

VICTORINO MAPA MANALO

Executive Director

By:

Rica;. EUGENIO
OIC, Records Mgt. Services Division

NLP Building, T.M. Kalaw Street, Ermita, Manila 1000

Tel. Nos. 525-1828 /522-8418/525-2540/400-4971 /521-6830
Website: www.nationalarchives.gov.ph / E-mail: [email protected]
NAP Form No.2
;:008

1. AGENCY NAME:
NATIONAL ARCHIVES OF THE PHILIPPINES
RECORDS DISPOSITION SCHEDULE DEPARTMENT OF PUBLIC WORKS AND HIGHWAYS
2. ADDRESS;

Bonifacio Drive, Port Area, Manila

3. SCHEDULE NO. 4. DATE PREPARED

2 January 15, 2009

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
I Total Active I Storage

ADMINISTRATIVE AND MANPOWER MANAGEMENT SERVICES RECORDS

Civil Security

CASESIVIOLA TION RECORDS 7 years 7 years After finally settled except

Decisions which are
Permanent.

2 FIRE ALARM AND FIRE FIGHTING PERMANENT

EQUIPMENT SYSTEMS RECORDS

3 FIREARMS AND OTHER SECURITY

I
PERMANENT
I
EQUIPMENT RECORDS

4 GOALS AND PROGRAMS 3 years 3 years After revised/superseded

5 MEMORANDUM RECEIPTS OF FIREARMS PERMANENT

6 NEURO PSYCHIATRIC CLEARANCES 2 years 2 years

7 REPORTS
Intelligence Reports of Complaints with 2 years 2 years
Supporting Documents
Affidavit/Sworn Statement
Certification
Investigation Report
Letter-Complaint
Memorandum
Pictures
Travel Order
Intelligence Reports on Officials and Employees PERMANENT
PNP-SOSIA/Pre-Licensing/Training of
Security Guards
Regional Seminars for Fire Prevention
and Control
Re-training of Security Guards
Security Checks, Survey and Inspection
Situational (Moving Reports)
Morning Reports 1 year 1 year Or file with appropriate records
Blotter series
Checklist
Vehicle Records

IMPORTANT: Pursuant to Section 18, Article III, RA 9470 s. 2007, "No government department, bureau, agency and
instrumentality shall dispose of, destroy or authorize the disposal or destruction of any public records, which are in the
custody or under its control except with the prior written authority of the executive director."
Page 1 of 31 Pages
NAP Form No.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

,
Facilities and Maintenance

8 PERIODIC PEST CONTROL TREATMENT 2 years 2 years

RECORDS

9 REPAIR AND MAINTENANCE RECORDS 2 years 2 years

Buildings
Electrical Fixtures
Grounds
Sanitary Facilities

10 REPORTS
Accomplishment
Administration 2 years 2 years
Contractual 5 years 5 years
Gasoline and Oil Consumption of Service Vehicle 1 year 1 year After liquidation and post-audited

Human ResourcelPersonnel Division

11 ANNUAL TRAINING CALENDARS 1 year 1 year After superseded

Central Office
DPWH Integrated (Nationwide)

12 APPLICATIONS
Employment 1 year 1 year
Leave of Absence and Supporting Documents 1 year 1 year After recorded in the leave cards
If disapproved file with 201
Relief of Accountability 5 years 5 years After separated/retired
Resig nation/RetirementiT ransfer 1 year 1 year

13 AUDIO-VISUALS FILES 1 year 1 year Provided a copy is retained for

Courses Catalogue reference
Equipment (Brochures)
Scripts
Tapes

14 CERTIFICATES 1 year 1 year

Appearance
Clearance

15 CERTIFICATIONS
Last Day of Service 1 year 1 year
Refund (Per RA5830) 1 year 1 year After settlement

16 COURSE DESIGN 1 year 1 year After superseded

17 DAILY TIME RECORDS (CS Form 48) 1 year 1 year After data had been posted in
leave cards and post-audited

Page 2 of 31 Pages
NAP Form NO.2
2008

7. RETENTION PERIOD
5. ITEM NO. ~RECORDSE~ESTITLEANDDESC~PTlON 8. REMARKS
Active Storage Total

18 EMPLOYEE INTERVIEW RECORDS 1 year 1 year

19 EVALUATION RECORDS FOR PROMOTIONS 5 years 10 years 15 years After separated/retired

20 HANDWRITING SPECIMENS/SIGNATURE PER MAN E N T

21 LEAVE CREDIT CARDS 5 years 10 years 15 years After separated/retired

22 MANAGEMENT BY OBJECTIVES AND RESULT 2 years 2 years

EVALUATION (MORE) COMMITMENT SHEET

23 MANNING LIST REORGANIZATION 2 years 2 years After approval of appointments

24 MEDICAL CERTIFICATES IN SUPPORT OF 3 years 3 years After absences had been

ABSENCE ON ACCOUNT OF ILLNESS/ recorded in leave cards
MATERNITY

25 MEMBERSHIP FILES 5 years 10 years 15 years After separated/retired

GSIS
Pag-ibig
PhiHealth

26 NOMINATIONS (In-house Training Programs) 2 years 2 years

27 PERFORMANCE FILES
Appraisal 1 year 1 year
Evaluation 1 year 1 year
Rating Cards 5 years 5 years
Target Worksheets 1 year 1 year

28 PERMISSION TO ENGAGE IN BUSINESS/ 2 years 2 years After expired

PRIVATE PRACTICEITEACH

29 PERSONAL DATA SHEETS (Curriculum Vitae/ 1 year 1 year After superseded

Resume)

30 PERSONNEL FOLDER (201 Files) 5 years 10 years 15 years After separated/retired

Acceptance of Resignation
Appointments
Approval of Retirement
Awards
Benefit/Gratuity
Certificates
Eligibility
Rural Service
Trainings/Seminars Attended
Change of Marital Status/Name
Clearance (Latest)

Page 3 of 31 Pages
NAP Form NO.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

cont. 30 DesignationslDetaiis
Marriage Contract
Oaths of Office
Personal Data Sheet (Latest)
Position Description
Reinstatements
Service Records (Updated)
Statements of Duties and Responsibilities

31 PLANTILLA OF PERSONNEL PERMANENT Other copies destroy after

3 years

32 POSITION CLASSIFICATION AND PAY PLANS 5 years 5 years After superseded

33 PROTEST CASES ON APPOINTMENTS 1 year 1 year After decided

34 PSYCHOLOGICAL TEST RESULTS 1 year 1 year

35 QUALIFICATIONS STANDARD MANUAL PERMANENT

36 RECOMMENDATIONS/REFERALS 1 year 1 year After acted upon

37 REPORTS
Absences, Undertimes, and Tardiness 2 years 2 years
Accomplishments 2 years 2 years
Annual PERMANENT
Annual Summary Reports for Replacement PERMANENT
Program for Non-eligible
Completion (Local and Overseas) 2 years 2 years
Quarterly/Semi Annual 2 years 2 years
Regional Quarterly Manpower 2 years 2 years
Development Performance
Staff Movement 2 years 2 years
Terminal (In-house) 2 years 2 years
Training Evaluation 2 years 2 years

38 REQUESTS 1 year 1 year After acted upon/cleared

Approval on Promotion
Change of Status
Reinstatement
Transfer

39 SCHOLARSHIP FILES 2 years 2 years

Approved Program (Local and Foreign)
Contract
Invitation
Nomination
Travel Order

Page 4 of 31 Pages
NAP Form NO.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

I I
40 SERVICE CARDS PER MAN E N T
I I
41 STAFFING PATTERNS PERMANENT

42 STATEMENT OF ASSETS, LIABILITIES AND 5 years 5 years 10 years

NETWORTH (SALN)

Medical/Dental

43 ASSETS REGISTRIES PERMANENT

44 CLAIMS 5 years 5 years 10 years After settled

45 CONSULTATION AND FOLLOW-UP 5 years 5 years After death/retiremenUseparation

TREATMENT/PATIENTS'RECORDS

46 MEDICAL COMMUNICATIONS/INSPECTIONS 3 years 3 years

PERTAINING TO ROUTINE MATTERS

47 PERIODIC AND PRE-EMPLOYMENT 3 years 3 years

PHYSICAL EXAMINATION RECORDS

48 PERIODIC X-RAY EXAMINATIONS ANO

FOLLOW-UP TREATMENTS
Negative 5 years 5 years
Positive 5 years 10 years 15 years After retirement/separation

49 REPORTS
Consumption of Medicines/Supplies
Annual PERMANENT
Semi-Ann ual/Qu arterly 2 years 2 years
Inspection 2 years 2 years
Canteen and Ground Facilities
Disposal of Water
Office Working Conditions
Sanitary Facilities
Outreach Program 2 years 2 years

Records ManagementDivision

50 ACKNOWLEDGEMENTS (Inquiries, Requests 2 years 2 years After acted upon

on Routine Matters)

51 BLUE PRINTS PLANS 2 years 2 years 4 years Original is permanent

52 BUILDINGS AND LAND DOCUMENTS PERMANENT

Bonds and Securities
Exchange and Donations
Reservations (Military Base- U.S.)

Page 5 of 31 Pages
NAP Form NO.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

53 CASES, COMPLAINTS, CHARGES, CRITICISM 7 years 7 years After finally settled except
OF EMPLOYEESIINSULAR Decisions which are
Permanent.

54 CHANGE OF NAME OF STREETS AND 1 year 1 year After consolidation of data

NUMBER OF HOUSES

55 CONTRACTORS' CLAIM 1 year 1 year After settlement of claims

56 CONTRACTS
Infrastructure Projects PER MAN E N T
Janitorial and Security Services 5 years 5 years After termination and finally settled
Personnel Services 5 years 5 years After termination and finally settled
Rental of Copying Machine 5 years 5 years After termination and finally settled

57 DELIVERY RECEIPTS 2 years 2 years

58 DIRECTIVES/ISSUANCES
Issued by or for the head of the PERMANENT
agency documenting policies/functions/
programs of the agency
Issued by or for the head of the 2 years 2 years After superseded
agency reflecting routine information or
instruction

59 DIRECTORIES OF OFFICIALS/EMPLOYEES 2 years 2 years After superseded

60 DISASTER RECORDS 2 years 2 years

61 EVALUATIONSITESTS OF CONSTRUCTION 1 year 1 year

MATERIALS

62 INSURANCE DOCUMENTS (GSIS, SSS, etc.) 5 years 5 years 10 years

63 FOREIGN ASSISTANCE RECORDS 5 years 5 years 10 years After project has been completed

64 LEASE AGREEMENTS AND CONTRACTS PER MAN E N T

65 LISTS 1 year 1 year

Authorized Representatives for release of
commun ications/documents
Charitable Organizations
DPWH Contractors
Supplies and con sum abies for production jobs After superseded
Testing Supplies & Equipment After updated

66 LOCATOR SLIPS 1 year 1 year

Page 6 of 31 Pages
NAP Form No.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

67 LOGBOOKS OF INCOMING/OUTGOING 2 years 2 years After the last entry

COMMUNICATIONS

68 MAILING LISTS 1 year 1 year

69 MEMORANDUM OF AGREEMENT PERMANENT

70 MINISTRY CODED RECORDS

120 Files 5 years 10 years 15 years After separated/retired
Administrative Issuances, Presidential Decrees, PERMANENT
LOis, Executive Orders, Unnumbered Circulars
including amendments I I
Confidential and Classified Records PER MAN E N T
Land Registration for Infrastructure Projects PERMANENT
Schools, Hospitals, Colleges,
Slaughterhouses, etc.
Original Contracts and other related documents
I
PERMANENT
I
of infrastructure projects of Public Works
from defunct MPW, MPH, DPWTC
Records relative to Purchase, Transfer 5 years 5 years 10 years
of Equipment, Procurement, Rentals or
Loans, Lease for Equipment,
Manufacturers' List
Retired, resigned or phased-out employees 5 years 10 years 15 years After retired/separated
due to reorganization
Value and Sale of Philippine Land, PERMANENT
Miscellaneous Sales Applications,
Land Registrations

71 MINUTES OF MEETINGS
Board PERMANENT
Staff 1 year 1 year

72 PUBLICATION S(Brochures/Leafiets/Manuals) 1 year 1 year Provided a copy is retained for

reference

73 PUBLIC PROPERTY FILES 1 year 1 year

Accountabilities
Damages or Loss
Inventories
Reports

74 REPORTS
Final PERMANENT
Status 2 years 2 years

75 REPRODUCTION JOBS/REQUESTS 1 year 1 year

Page 7 of 31 Pages
NA,? For,n NO.2
2008

5. ITEM NO.
7. RETENTION PERIOD
6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

76 REQUESTS 3 years 3 years

Construction of Slaughter House (LGUs)
Tax Exemption for Equipment

77 SEMINAR AND TRAINING RECORDS 3 years 3 years

78 STATISTICS OF RECEIPTS AND 5 years 5 years 10 years After updated

EXPENDITURES

79 TRANSPORTATION RECORDS 5 years 5 years 10 years

Registration of Automobiles
Transportation of Persons
Travel Permit

80 UTILITY RECORDS 2 years 2 years

A . .... .....
1'·«·' ••••••< i··
« .
I
81 ACKNOWLEDGMENT RECEIPTS FOR 1 year 1 year After equipment had been
EQUIPMENT (ARE) returned

82 BILLS OF LADING (GF 9-A) 2 years 2 years After delivery had been
accepted

83 CANVASS OF PRICES 5 years 5 years 10 years If attached to vouchers,

otherwise, dispose after
2 years

84 INVENTORY AND INSPECTION REPORTS ON 1 year 1 year After property had been
UNSERVICEABLE PROPERTIES disposed

85 INVENTORY OF SUPPLIES AND EQUIPMENT 1 year 1 year After updated

OF DIFFERENT AGENCIES (GR 41-A)

86 INVOICES/RECEIPTS 3 years 3 years After issuance of clearance

Accountable Forms had been terminated/after
Properties/Transfer of Properties property had been returned

87 MONTHLY REPORTS OF SUPPLIES AND 1 year 1 year

MATERIALS ISSUED

88 PURCHASE/WORK ORDERS 4 years 4 years

89 QUOTATIONS FROM DIFFERENT SUPPLIERS 1 year 1 year

90 REPORTS OF WASTE MATERIALS (GF 54-A) . 5 years 5 years After settlement of credit

91 REQUISITION AND ISSUE SLIPS 1 year or file with appropriate

records series

Page 8 of 31 Pages
NAIO Form NO.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

92 SHIPPING AND PACKING LISTS ON ITEMS 1 year 1 year After shipment and
PURCHASED WITH BILL OF LADING acceptance of delivery

93 STOCK CARDS ON SUPPLIES 3 years 3 years After the last entry

94 SUPPLIERS IDENTIFICATION CERTIFICATES 2 years 2 years After renewed

95 SUPPLIES ADJUSTMENT SHEETS 1 year 1 year After post-audited

96 SUPPLIES LEDGER CARDS 5 years 5 years

97 BIDS AND AWARDS COMMITTEE FILES 5 years 5 years After contract of winner had
Abstracts been terminated/settled, others
Invitations dispose after 1 year
Minutes
Pre/Post Qualifications
Publications
Resolutions

98 CONTRACTORS RECORDS (Additional Info) 5 years 5 years

Annual Report
Brochures
Certificate of Registration for
Environmental Mgt. System

99 EQUIPMENT CAPABILITIES (Certifications 5 years 5 years Upon concurrence by the

issued by the owner of equipment) lending institution for foreign
funded projects

100 FINANCIAL CAPABILITIES (Audited financial 5 years 5 years Upon concurrence by the
statements for the last five years and bank lending institution for foreign
reference letter) funded projects

101 LISTS OF MAJOR SHAREHOLDERS 5 years 5 years Upon concurrence by the

Major Shareholders lending institution for foreign
General Experience records - joint funded projects
venture summary
Particular Experience records - details
of contracts similar nature - complexity
Proposed Subcontractors

102 LITIGATION HISTORY RECORDS PER MAN E N T

Page 9 of 31 Pages
NAP Form No.2
2008

5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION

7. RETENTION PERIOD
Active Storage Total
. 8. REMARKS

103 QUALITY ASSURANCE DETAILS 5 years 5 years

Certificates of Registration
Company Quality Policy Statement
Head Office Organization Chart
Organization Chart of Personnel
proposed for the project
Quality Assurance Details

104 SUMMARY OF CURRENT CONTRACT 5 years 5 years

COMMITMENTIWORK IN PROGRESS

COMPTROLLERSHIP & FINANCIAL MANAGEMENT RECORDS

Accounting

105 ACCOUNTS 5 years 5 years 10 years After settled

Overdraft
Overdrawn
Suspension

106 ANNUAL STATEMENTS OF ACCOUNTS PERMANENT

PAYABLE

107 AUTHORIZATIONS 2 years 2 years After expired

Honoraria
Overtime
Transfer of Funds

108 BALANCE SHEETS PER MAN E N T

109 BONDING FILES

Indemnity for Issue of Due Warrant 3 years 3 years
Surety Bond 5 years 5 years After expired/terminated

110 RECEIPT AND RELEASE OF ADVICES OF 3 years 3 years

CASH DEPOSIT

111 REMITTANCE ADVICE (GF 14-B) 5 years 5 years 10 years

112 REPORTS OF INCOME 5 years 5 years 10 years

113 SCHEDULES OF ACCOUNTS RECEIVABLE 3 years 3 years

114 SETTLEMENTS OF MONTHLY 2 years 2 years

SUBSIDIARY LEDGER BALANCE

Page 10 of 31 Pages

; \:; r-
NAP rearm No.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

115 STATEMENTS
Accounts
Current 3 years 3 years
Payable 5 years 5 years 10 years
Receivable PERMANENT
Bank Balances (Monthly)
Bank Reconciliation
2 years
5 years
I 5 years
I 2 years
10 years
Financial Operations PERMANENT
Sub-Allotment Advice & Advice of Cash Deposit 3 years 3 years
Released

116 STATUS OF COMMON FUNDS 5 years 5 years

117 SUMMARY SHEETS OF PAYMENT 5 years 5 years 10 years

118 TRIAL BALANCES AND SUPPORTING

SCHEDULES
Cumulative Results of Operation- PERMANENT
Unappropriated
Final Annual/Preliminary Trial Balance
Accountancy Copy 5 years 5 years 10 years After Annual Financial Report
had been published
Regional Office Copy 5 years 5 years 10 years After Annual Financial Report
had been published
Monthly/Quarterly Trial Balance 2 years 2 years After consolidated into Annual
Financial Report

119 VOUCHERS, INCLUDING BILLS, INVOICES 5 years 5 years 10 years Provided post-audited, finally
AND OTHER SUPPORTING DOCUMENTS settled and not involved in any
Disbursement case. Other copies dispose
Journal after 1 year
Reimbursement Expense Receipt
Traveling Expense

Assets. Supplies. Management and Control

120 ANNUAL PROCUREMENT PROGRAMS 3 years 3 years

121 EQUIPMENT LEDGER CARDS (GF 46-A) 2 years 2 years After equipment had been disposec

122 INSPECTION REPORTS OF SUPPLIES, 2 years 2 years After clearance

MATERIALS AND EQUIPMENT

123 INVENTORIES 1 year 1 year After updated

Construction Equipment
Insured Properties
Aircrafts
Buildings
Electrical Structure

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---" Page 11 of 31 Pages

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NAP Form No.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

cont. 123 Equipment Machine

Heavy Equipment
Marine Hull/Vessel
Motor Vehicle
Office EquipmenUFixtures/Furniture
Road-Right-of-Way Acquired Titles
Serviceable Vehicle
Unserviceable Equipment

124 LISTS PERMANENT

Furniture and Equipment transferred
without cost by DPWH to other agencies
Torrens Title including other Notarial
Archives turned over by Ministry of
Public Works and Highways to NAP

125 QUARTERLY CONSUMPTION REPORTS OF 2 years 2 years

SUPPLIES AND MATERIALS

BUdget .••••
i .•

126 ADVICES
Allotment 3 years 3 years
Cash Deposit 5 years 5 years 10 years Provided post-audited, finally
Sub Allotment 5 years 5 years 10 years settled and not involved in any
case

127 ALLOCATIONS 3 years 3 years

Equipment (Regional Equipment Service)
Gasoline/ Fuel
Project Funds

128 ANNUAL BUDGET ESTIMATES 3 years 3 years

129 LETTERS OF ADVICE (Regional Offices) 5 years 5 years 10 years Provided post-audited, finally
settled and not involved in any
case.

130 NOTICES OF FUNDING WARRANT 5 years 5 years 10 years Provided post-audited, finally
settled and not involved in any
case.

131 REPORTS 2 years 2 years

Financial and Physical
Statement for Infrastructure Projects

i
Page 12 of 31 Pages
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NAP Form No.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

132 REQUESTS
Accounts Payable 2 years 2 years
Fund Releases 2 years 2 years
Obligation of Allotment
Infra Projects PERMANENT
Other Projects 3 years 3 years
Realignment of Cash Funds 2 years 2 years

133 WORK AND FINANCIAL PLANS 3 years 3 years

Cash Division

134 ADVICES OF CHECKS ISSUED AND 4 years 4 years

CANCELLED (ACIC)

135 APPLICATIONS FOR BONDING OFFICIALS 3 years 3 years After cancellation

136 BIR-VAT/ WITHHOLDING TAX 5 years 5 years 10 years

137 CASH DISBURSEMENT CEILINGS 3 years 3 years

138 CERTIFICATES OF SETTLEMENT AND 5 years 5 years 10 years Provided post-audited, finally
BALANCES settled and not involved in any
case.

139 CERTIFICATES OF SHORTAGES 5 years 5 years 10 years Provided post-audited, finally

settled and not involved in any
case.

140 DAILY CASH REPORTS 3 years 3 years

141 NOTICES OF TRANSFER OF ALLOCATION 3 years 3 years

142 OFFICIAL CASHBOOKS PERMANENT

143 OFFICIAL RECEIPTS 5 years 5 years 10 years Provided post-audited, finally

settled and not involved in any
case.

144 REPORTS
Accountability for Accountable Forms 3 years 3 years
Checks Issued and Cancelled 5 years 5 years 10 years Provided post-audited, finally
settled and not involved in any
case.
Collections and Deposits 5 years 5 years 10 years Provided post-audited, finally
settled and not involved in any
case.
Disbursement 5 years 5 years 10 years Provided post-audited, finally
settled and not involved in any
case.

Page 13 of 31 Pages
NAP f'orm No.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

145 REQUISITIONS OF TREASURY CHECKING 4 years 4 years

ACCOUNTS

146 STALE CHECKS 3 years 3 years

147 SUMMARY LISTS OF CHECKS ISSUED (SLC) 3 years 3 years

AND CANCELLED

148 TAX REMITTANCE ADVICES (TRA) 4 years 4 years

149 WARRANT REGISTRIES PERMANENT

150 AUDIT REPORTS (Analysis and Evaluation PER MAN E N T

of Management and Operations Performance)

Performance Standards

151 EVALUATION RECORDS 5 years 5 years

Organizational Performance Efficiency
Against Approved Standards
Service/Bureaus/PMO's Standard
Operation Procedures and
Performance of the Different
Organizational Units

152 PERFORMANCE STANDARDS 5 years 5 years

Adopted by Different Organizational Units
Including Project Management Offices
Recommended Changes

Systems and Procedures

153 FORMS DESIGNS AND CONTROLS 5 years 5 years After superseded

154 ORGAN IZATIONALlFUNCTIONALlPOSITION 5 years 5 years After superseded

CONTRACTS MANAGEMENT
Administrative
Contract Management
Operations and Procedure
Organization
Systems and Operations

155 POLICIES, RULES AND REGULATIONS PERMANENT

PERTAINING TO PROCEDURES

Page 14 of 31 Pages
NAP Form NO.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

I I
156 PROCEDURAL FLOW CHARTS PERMANENT
I I
L E GA L S E R V ICE RECORDS
Complaints and Investigation

157 ADMINISTRATIVE CASES 7 years 7 years After decision is rendered

except vital documentary
evidences presented in the
case which are of value for the
protection of the civil, legal
and property rights of the
Government and citizen.
DECISIONS are PERMANENT

158 CERTIF!CATES OF CLEARANCE FOR 5 years 10 years 15 years After retired/separated

RETIREMENT/TERMINAL LEAVE

159 LEGAL STUDIES RE: CLAIMS FOR BACK PERMANENT

WAGES IN CONNECTION WITH DISMISSAL
OR SUSPENSION

160 REVIEWS ON DECIDED CASES 7 years 7 years After decision is rendered

Appeal on Administrative Decisions except vital documentary
Evaluation and Resolution evidences presented in the
Request for Consideration case which are of value for the
protection of the civil, legal
and property rights of the
Government and citizen.
DECISIONS are PERMANENT

Contract Letting and Litigation

161 APPEARANCE AS COUNSEL RECORDS 1 year 1 year After payment of claims

162 CASES 15 years 15 years After termination of the case

Civil
Criminal

163 DECISIONS PER MAN E N T

I I
164 LEGAL OPINIONS PER MAN E N T
Application of directives/ issuances to
Contracts Claims of Contractor/
Subcontractor/Third Party to projects
under contract
Interpretations of the provisions of the
contract validity and binding effect for
the release of funds.

Page 15 of 31 Pages
NAP Form NO.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

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/

165 LEGAL OPINIONSIINTERPRETATIONS PERMANENT

Application of directives/ issuances,
laws which affect the functions of the
agency
Queries on the interpretations of laws,
directives/issuances by Bureaus,
services of Field Offices of the agency

166 RESEARCH ON QUESTIONS OF LAW ON PERMANENT

LEGAL OPINIONS RENDERED CONTAINING
APPEALS, BRIEFS, MEMORANDA,
PLEADINGS ON ADMINISTRATIVE CASES

Sites Acquisition and LawEnforcement

167 AGREEMENTS TO DEMOLISH AND TO 5 years 5 years After release of fund and
REMOVE IMPROVEMENTS AFFECTED BY finally settled
RIGHT-OF-WAY

168 APPLICATIONS FOR MISCELLANEOUS 6 years 6 years After final recommendation to

SALES AND LEASES OF PUBLIC LAND the Bureau of Lands

169 CASES 7 years 7 years After finally settled except

Expropriation Decisions which are Permanent
Land Registration

170 CORRESPONDENCES
Acquisition of Lots Needed for Foreign 1 year 1 year After completion of projects
Assisted Projects and payment of claims
Projects Implementation 3 years 3 years After date of correspondence
Routine Matters 3 years 3 years After date of correspondence

171 DEEDS PERMANENT

Donation
Exchange
Sale of Land

172 INVESTIGATION RECORDS 2 years 2 years After final Decision/Resolution

of the case

173 REQUESTS OF FUNDS FOR PAYMENTS OF 1 year 1 year After final decision and fully
RIGHT-OF-WAY CLAIMS AND OTHER settled
RELATED EXPENSES

174 TRANSFER CERTIFICATES OF TITLE PER MAN E N T TCT acquired by the government
are forwarded to NAP

Page 16 of 31 Pages
NAP Forrn No.2
2008

5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION B. REMARKS

PLANNING
DevelopmenfPlanning Division

175 LISTS OF NATIONAL ROADS (EO 113) PERMANENT

176 LONG/MEDIUM TERM PROGRAMS 5 years 5 years After implementation

177 MANUAL OF ROAD INVENTORIES, ROADS PERMANENT

NUMBERING, FUNCTIONAL AND SYSTEMS
CLASSIFICATION

178 PLANS FOR THE INTEGRATED ROAD PERMANENT If implemented, otherwise

DEVELOPMENT (NACIAD) dispose after five years

Programming

179 ANNUAL INFRASTRUCTURE PROGRAMS PERMANENT

180 LISTS OF PRIORITY PROJECTS IN THE 2 years 2 years

ANNUAL INFRASTRUCTURE PROGRAMS

181 PUBLIC WORKS ACT PERMANENT

182 REQUESTS 2 years 2 years After acted upon

Additional Funding for Infrastructure Projects
Realignment of Funds

Project Preparation and Evaluation Division

183 FEASIBILITY STUDIES/SURVEYS/DATA PERMANENT

REPORTS

184 MASTER PLANS FOR INTEGRATED

I
PERMANENT
I
PROJECTS/PROGRAMS

185 PRE·FEASIBILITY STUDIES OF PROJECT 1 year 1 year After implementation

(Regional Offices)

186 PROJECT FILES 5 years 5 years 10 years

Nationwide Flood Control
Nationwide River Training

187 PROJECTS EVALUATION ASSISTANCE 3 years 3 years

Research and Statistics

188 INFRASTRUCTURE ATLAS 2 years 2 years After superseded

Page 17 of 31 Pages

Lr:", '1
NAP Form NO.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

189 INVENTORIES 2 years 2 years After superseded

School Buildings
Water Supply and Facilities/ Sources

190 NEWSPAPER CLIPPINGS (About the agency) Transfer to Library

191 STATISTICAL DATA PER MAN E N T

Average Costs Estimates
Base Maps (Original Tracings)
Data Base File (Diskette Format)
Inputs to Construction Costs

MONITORING AND INFORMATION SERViCe RECORDS

Infrastructure Computer Center

192 ELECTRONIC DATA PROCESSING (EDP) PERMANENT

SYSTEMS/PROGRAM DOCUMENTATIONS

193 NATIONAL ROADS AND BRIDGES 1 year 1 year After superseded

INVENTORIES

194 PRICE INDICES OF CONSTRUCTION 1 year 1 year After superseded

MATERIALS

195 PROJECT MONITORING SYSTEM FIELD 2 years 2 years After completion of project
REPORTS

196 VALIDATION RECORDS 6 years 6 years 12 years After final output

Project Monitoring

197 CHECKLISTS AND TELEGRAPHIC STATUS 2 years 2 years After completion/ acceptance
REPORTS of projects and finally settled.

198 MONTHLY PROJECT PROFILES AND STATUS 2 years 2 years After completion/ acceptance
OF COMPLETION, ON-GOING AND FOREIGN of projects and finally settled.
ASSISTED PROJECTS

199 PROJECT REPORTS 2 years 2 years After completion/acceptance

Monthly of projects and finally settled.
Status

[~)flp~t/l "
>j~ ,.
Page 18 of 31 Pages

;,.,'
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\. ._.-._ ..•.•.. _" ..

NAP Form NO.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

BUREAU OF CONSTRUCTION RECORDS

General Infrastructure

200 CONSTRUCTION PLANS PERMANENT To be transferred to NAP

I I
201 CONSTRUCTION SERVICES RECORDS P E'R MAN E N T
Barangay Roads
Bridges
Flood Control
National Road and Runways
Ports and Harbor
Water Supply

202 CONTRACT DOCUMENTS PERMANENT

Cash Deposit
Certificate of Availability of Funds
Legal Requirements
Letter of Credit
Performance Bond
Program of Work

203 DRAWINGS/PERSPECTIVES PERMANENT To be transferred to NAP

204 EVALUATIONSIINSPECTIONS/REVIEWS OF 5 years 5 years 10 years After evaluation

PROJECTS

205 SPECIFICATIONS PERMANENT To be transferred to NAP

I I
AI

I I
206 ANALYSIS OF TOPOGRAPHIC HYDROLOGIC PERMANENT To be transferred to NAP
DATA FOR INFRASTRUCTURE PROJECTS

207 "AS BUILT" PLANS/DRAWINGS

I
PERMANENT
I To be transferred to NAP

208 DESIGN ANALYSIS AND CALCULATIONS PERMANENT To be transferred to NAP

Bridges
Buildings
Drainage and Water Supply
Flood Control
Highways
Ports and Harbor

209 MANUALS FOR DESIGN STANDARD AND

CRITERIA FOR PROJECTS

210 MILITARY MAPS OF THE PHILIPPINES To be transferred to NAP

HYDROLOGIC STUDY

Page 19 of 31 Pages
NAF Form NO.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

I I
211 NATIONAL BUILDING CODE PERMANENT
Clearances for building permits regarding
easement requirements along creeks,
esteros and rivers
Miscellaneous Sales/Lease Applications
Pipe-laying projects (MWSS) -
underground facilities
Resolutions of appeals filed by litigants

212 PLANS REVIEWED AND CORRECTED 2 years 2 years After reviewed and corrected

213 REPORTS 2 years 2 years

Accomplishment
Preliminary Engineering Projects After project completion
Remedial Measures
Structural Defects

i ........ aQ~I;AUqrI;QUIPMENT .Ri:CORP$

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.....

214 AD HOC COMMITTEE RECORDS 2 years 2 years

215 ADVICES & ACKNOWLEDGMENT RECEIPTS OF 2 years 2 years

OF SHIPMENTS

216 AUTHORIZATIONS TO WITHDRAW SUPPLIES 1 year 1 year

FROM THE CENTRAL EQUIPMENT AND
SPARE PARTS DIVISION
Annual After renewal of authority
Temporary After receipt

217 BARTER AGREEMENTS ENTERED INTO 2 years 2 years After settled

BY DPWH

218 CHARGE ACCOUNTS 1 year 1 year After settled

Cost of Repair of Equipment
PNP Clearance
LTO Registration

219 CONFIRMATION LETTERS OF REGIONAL 1 year 1 year After issuance/receipt of items

EQUIPMENT SERVICES FOR ITEMS
WITHDRAWN BY REPRESENTATIVES

220 CONTRACTS 5 years 5 years After renewed/terminated

Consultancy and/or finally settled
Janitorial
Security Guards

yo it }'l:'jJ
Page 20 of 31 Pages

urr~:~1
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J .. '., _
' .._ . •• ' .; '" ..
NA~ Form NO.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total
221 CONVERSION RECORDS 1 year 1 year After registered
Converted dump trucks to shuttle bus

222 COSTS OF REPAIR RECORDS 1 year 1 year

223 DOCKET BOOKS OF EQUIPMENT PERMANENT

Bill of Lading Nos.
Date
DPWH Property Nos.
Location
Memo Receipts Nos.
Serial Nos.

224 DOCUMENTS ON LOCALLY PURCHASED 2 years 2 years If not attached to voucher

EQUIPMENTIITEMS
Certificate of Acceptance by the Requisitioner
Certificate of Inspection (Property and
Procurement Division Inspector and
CESPD)
Credit Memo of Equipment Returned

225 EQUIPMENT FOR REHABILITATION RECORDS 4 years 4 years

226 EQUIPMENT HISTORY CARD 1 year 1 year After equipment had been
disposed

227 EQUIPMENT LOANED RENT FREE RECORDS 4 years 4 years

228 EQUIPMENT MACHINERY CARD (BPH E-21) 1 year 1 year After equipment had been
disposed

229 FREIGHT FILES 5 years 5 years After acceptance, finally

Bill of Lading settled and post-audited
Certification of Acceptance

230 IMPORTATION SERVICES FILES 5 years 5 years 10 years

Parcel STC Printed Matter
Spare Parts/T ruck Parts
Various Surveying Instruments

231 INSURANCE FILES 5 years 5 years 10 years

Building Insurance
Equipment
GSIS
Various Motor Vehicles

232 INVENTORY TAG CARDS (GF 71-A) 1 year 1 year After updated

233 LISTINGS OF VEHICLES 1 year 1 year After updated

Page 21 of 31 Pages
W.P Form No.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total
234 PACKING LISTS OF UNSERVICEABLE/ 1 year 1 year After dropping from the Book
OBSOLETE SPARE PARTS AND OTHER of Account
RELATED DOCUMENTS

235 PILFERAGES OF COMPONENT PARTS OF 5 years 5 years 10 years

EQUIPMENT INDORSEMENT

236 PROJECT EVALUATIONS AND RESOLUTIONS 5 years 5 years 10 years After superseded

237 PURCHASE/SALE OF UNSERVICEABLE 2 years 2 years 4 years

EQUIPMENT RECORDS

238 REGIONAL EQUIPMENT SERVICE SITE FILES 10 years 10 years 20 years

Donation
Evaluation of Canvass Papers
Offering a Parcel of Land

239 REGISTRATION OF EQUIPMENT FILES 1 year 1 year After equipment had been disposed
Accident Report! Claims
Certificate of Cover
Insurance Policy

240 RENTAL RATES OF EQUIPMENT 1 year 1 year After superseded

241 REPAIRS OF EQUIPMENT RECORDS 2 years 2 years

242 RErORTS 2 years 2 years

AccidenUlncident
Monthly Fleet Demand/Availability
Spare Parts
Technical Assistance on Government
Agencies Equipment

243 REQUESTS 2 years 2 years After acted upon

244 RESEARCH ON EQUIPMENT AND MODEL 2 years 2 years

245 SECURITY PLATES RECORDS 1 year 1 year After renewal

246 SUMMARIES OF PAYMENTS TO 5 years 5 years 10 years Provided post-audited, finally

CONTRACTORS ON PROJECTS COMPLETED settled and not involved in any
case

247 SURVEYS OF WORKSHOPS SITE, PLAN 3 years 3 years

LAYOUTS

248 TRANSFER OF EQUIPMENT FILES

Request for Transfer of Equipment 2 years 2 years After acted upon
Transfer w/o Cost of Various Equipment 5 years 5 years 10 years

Page 22 of 31 Pages

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r-.
(,
NAP Form NO.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

Central Eqllipment and Spare Parts »

249 BILLS OF LADING 2 years 2 years After delivery of equipment had

been accepted

250 INVOICE RECEIPTS 3 years 3 years After issuance of clearance had

been terminated/after property
had been returned

251 REPORTS 2 years 2 years

Equipment Status
Post-inspection
Receiving
Waste Materials

252 REQUESTS FOR INSPECTION 2 years 2 years After acted upon

Equipment Maintenance

253 MONTHLY PREVENTIVE MAINTENANCE 5 years 5 years

CONSOLIDATED/LUBRICANT CONSUMPTION
REPORTS

EguipmentUtilizatioll

254 QUARTERLY OPERATIONAL STATEMENTS 3 years 3 years

255 REPORTS 3 years 3 years

Breakdown of Expenditures
Construction Equipment Covered by Contract
Equipment Availability Utilization
Equipment Consumption
Equipment Rehab Status
Interim Repair
Monthly Spare Parts/Materials Issued/Received
Rent Free
Rental Rates
Summary of Accounts Receivables
Summary of Budget Releases
Supply Adjustment Sheet

General Services Unit

256 CERTIFICATES OF DISPOSAL OF PERMANENT

EQUIPMENT

257 CHECKLISTS OF PROPERTY RETURNED 2 years 2 years After property had been disposed

258 CLEARANCES 1 year 1 year

Page 23 of 31 Pages
r ,AP Form NO.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 6. REMARKS
Active Storage Total

259 CREDIT MEMORANDUM RECEIPTS 2 years 2 years After property had been disposed

260 GATE PASSES 1 year 1 year

261 INDORSEMENTS 2 years 2 years

262 MONITORING REPORTS 2 years 2 years

263 QUOTATION BROCHURES OF OFFICE 3 years 3 years

EQUIPMENT

264 REFilLING OF FIRE EXTINGUISHER RECORDS 3 years 3 years

265 REPAIRS AND MAINTENANCE RECORDS 2 years 2 years

266 SUPPLEMENTARY PROGRAMS 3 years 3 years

267 SURVEY ON INFORMATION TECHNOLOGY 2 years 2 years

RESOURCES

268 TERMITE SERVICES AND PEST 2 years 2 years

CONTROL RECORDS

Marine Equipment

269 DREDGING RECORDS 5 years 5 years 10 years

270 EQUIPMENT RECOMMENDED FOR 5 years 5 years 10 years After equipment had been disposed
DECOMMISSION RECORDS

271 PROGRAM OF WORK PERMANENT If implemented, otherwise

dispose after 5 years

272
I I
YEAR-END ACCOMPLISHMENT AND PER MAN E N T
THRUST AND TARGETS

Motorpool

273 CERTIFICATES OF INSPECTION AND 1 year 1 year

ACCEPTANCE

274 EQUIPMENT JACKET RECORDS 5 years 5 years After equipment had been
disposed

275 JOB ORDERS 1 year 1 year

276 PRE-INSPECTION REPORTS 2 years 2 years

Page 24 of 31 Pages

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•.... ,._ ..__ .•.. "~,~ ... , ..•.._,._...
I
. ).
NAP Form NO.2
2008

5./TEM NO.
8. REMARKS

277 APPRAISAL AND DETERMINATION OF PER MAN E N T

VALUE OF GOVERNMENT-OWNED BUILDINGS

278 CRITERIA/GUIDELINES/STANDARDS ON
I
PERMANENT
I
RENTAL RATES

279 DEMOLITION OF GOVERNMENT OWNED 5 years 5 years

BUILDINGS RECORDS

280 INSURANCE RECORDS OF NATIONAL 2 years 2 years After renewal

GOVERNMENT-OWNED BUILDINGS

281 SPACE REQUIREMENTS OF VARIOUS 5 years 10 years 15 years After superseded

GOVERNMENT AGENCIES RECORDS

Inspectbrate

282 ROAD CONDITION RATING (National, Provincial, 5 years 5 years

City, Municipal, Barangay)

283 REPORTS
Completed Infrastructure Projects 3 years 3 years
Status of Implementation of National 5 years 5 years
Maintenance Management Projects

284 VERIFICATIONS OF CALAMITY DAMAGES 5 years 5 years

ON INFRASTRUCTURE PROJECTS

InventorY and Statistics

285 APPROVED BASIC COST PER EMK PERMANENT

ANALYSIS AND COMPUTATIONS

286 INVENTORIES 2 years 2 years After superseded

Central! Regional Office Buildings
Flood Control and Drainage
Health Facilities
Roads and Bridges (national, provincial,
city, municipal, barangay)
School Buildings
Water Supply System

287 ROAD MAPS AND MAPS FOR OTHER PERMANENT Transfer to NAP
INFRASTRUCTURE PROJECTS

Page 25 of 31 Pages

':l'/r:,S
.~>~'t:S
NAP Form NO.2
2008

5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION

7. RETENTION PERIOD . 8. REMARKS
Active Storage Total

I I
288 STATISTICAL REPORTS PERMANENT
Average Annual/ Daily Traffic (AADT)
Types of Roads and Bridges

BUREAU OF RESEARCH 'AND STANDARD RECORDS

289 CERTIFICATES OF QUALITY CONTROL 5 years 5 years After project completion

ASSURANCE

290 CERTIFICATIONS ON TURNED-OVER 1 year 1 year

LABORATORY TESTING EQUIPMENT/
APPARATUS FROM FOREIGN-ASSISTED
PROJECTS

291 CHANGE / EXTRA WORK ORDERS 1 year 1 year After project completion

292 CHECKLISTS ON MONTHLY MATERIALS 5 years 5 years After project completion

REPORTS

293 COST ESTIMATES ON CORE BORING 5 years 5 years After project completion

294 CREDENTIALS FOR ACCREDITATION OF 5 years 5 years

DPWH PROJECT ENGINEERS/PROJECT
INSPECTORS
Certificates of Training
Certifications from Previous Employer
M.ORE. Rating
Projects Designation Orders/Memoranda

295 DISCHARGE MEASUREMENT NOTES PER MAN E N T

I I
296 MATERIAL MAPS/SOURCES PER MAN E N T

297 MATERIALS QUALITY CONTROL REPORTS 2 years 2 years After project completion
AND OTHER RELATED DOCUMENTS
Certificate of Quality Control Assurance
Inspection Reports
Materials of Quality Control Progress
Status of Test
Summary Report of Field Tests Performed
Test Report on Concrete Samples
Worksheets of all Tests Performed
Worksheets for Concrete and Asphalt Mix Design

298 PHYSICAL INVENTORIES OF COMPONENTS PERMANENT

Bagong Lipunan School Buildings
Pre-fab School Buildings

Page 26 of 31 Pages
NAP r-orrn NO.2
2008

7. RETENTION PERIOD
S.ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 6. REMARKS
Active Storage Total

299
I I
PLANS PERMANENT To be transferred to NAP
Administrative Building
Employees' Quarters
Fencing of Plants Site
Roadways and Drainage
Special Projects
Warehouses
Wood and Steel Component Building

300 PRICE INDICES OF CONSTRUCTION 2 years 2 years After superseded

MATERIALS

301 PROFESSIONAL ACCREDITATION 1 year 1 year

EXAMINATION RECORDS

302 PROGRAM OF WORK 3 years 3 years

Construction of the Vitas Plant
School Building Components

303 QUALITY ASSURANCE UNIT PROJECTS FILES 5 years 5 years 10 years After project completion
Assessment Report
Investigation Report

304 QUALITY MANUAL (Requirements for PER MAN E N T

Accreditation of Private Testing Lab. &
Batching Plants)

305 RATINGS OF TRAINEE-PARTICIPANTS IN 2 years 2 years

MATERIALS ENGINEERING QUALITY
CONTROL COURSE

306 REPORTS
Calibration 1 year 1 year
Evaluation PERMANENT
Executive Summary
Production Development of various
construction materials
Usefulness of newly introduced
construction materials
Income 5 years 5 years 10 years Provided post-audited
Gate Keeper PERMANENT
Naturally Occuring Materials PERMANENT
Project Inspection/ Investigation 5 years I 5 years 110 years After execution of work
Project Laboratory Assessment 5 years 5 years After project completion
Research on Soils and Materials PERMANENT
Test (various construction materials) 5 years I I 5 years After project completion
Written Explanation Evaluation 5 years 5 years
Year-End Report PERMANENT
I I
Page 27 of 31 Pages
N,:,P Form NO.2
2008

7. RETENTION PERIOD
5. ITEM NO.6, RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

I I
307 RIVER CROSS SECTIONAL SURVEYS PERMANENT

308 SPECIFiCATIONS FOR VARIOUS PROJECTS 5 years 5 years After project completion
(with contract and plans)

309 STANDARD SPECIFICATIONS FOR HIGHWAYS PERMANENT

AND BRIDGES

310 STATEMENTS OF CHARGES FOR 5 years 5 years 10 years

LABORATORY TESTS AND
EQUIPMENT RENTALS

311 TECHNICAL BOOKS/PUBLICATIONS (RECORD SET) Transfer to Library

312 TECHNICAL REPORTS AND EVALUATIONS 5 years 5 years After project completion
Core Boring of Concrete and Asphalt
Pavement

313 TEST REPORTS OF SAMPLES OF MATERIALS 5 years 5 years

FROM INSPECTED PLANTS/
MANUFACTURERS/SUPPLIERS

PROJECT MANAGEMENT OFFICE RECORDS

314 DESIGNS
T
PERMANENT
I
Analysis
Review

315 DETAILED UNIT PRICe "NALYSIS PER MAN E N T

I I
316 DEVELOPMENT MASTER PLANS PER MAN E N T

I I
317 DEVELOPMENT PEfPF0,TIVES PERMANENT
I I
318 DEVELOPMENT STUDY PROGRAMS PER MAN E N T
I I
319 DRAFTS PERMANENT
Conditions
Flood Control, Irrigation, & Drainage System
Land Improvement
Pumping Equipment
Construction Plan and Schedule
General Specification
Pre-qualification document
Technical Standards and Guidelines for
Planning and Design

l20 EXEr,UTIVE SUMMARY PER MAN E N T

I I

Page 28 of 31 Pages
r,AP Form \'0.2
2008

7. RETENTION PERIOD
S.ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

I I
321 FEASIBILITY STUDIES PERMANENT
I I
322 GUIDELINES PERMANENT
Environmental
Quality Control

323 INDEPENDENT CERTIFICATION ENGINEER (ICE), 5 years 5 years 10 years

INTEREST DURING CONSTRUCTION (IDC) FILES
Profile
Scope ot Work

324 INTERNATIONAL BANK RECONSTRUCTION PERMANENT

DEVELOPMENT RECORDS

325 LISTS
Approved Change ot Creditors 5 years 5 years 10 years
Borrowed Equipment 1 year 1 year After updated
Payables-Unliquidated Obligation 5 years 5 years 10 years
Projects 5 years 5 years

326 LOAN AGREEMENTS PER MAN E N T

327 MONTHLY SCHEDULE OF PROJECT 5 years 5 years After project completion

INSPECTION

328 PERTI CPM DIAGRAMS PERMANENT

I I
329 PILE DRIVING AND COMPUTATION RECORDS PERMANENT

330 PRICE ADJUSTMENTS 5 years 5 years 10 years

331 PROGRAMS AND PROJECTS RECORDS 5 years 10 years 15 years After the project completion
(Flyover, Interchange, Right-ot-way, Roads)

332 PROPOSAL BOOK CONTRACTS 1 year 1 year After termination ot contract

333 PUBLIC FORUM RECORDS 5 years 5 years 10 years

334 RESOLUTIONS FOR ACCESS ROADS, PERMANENT

LATRINES, WELLS (Rural Water Supply - RWS)

335
I I
RIVER BASIN FILES PERMANENT
Aerial Photo
Study

336 SOCIO-ECONOMIC PROFILES PERMANENT

Page 29 of 31 Pages
NAP t-erm No.2
2008

7. RETENTION PERIOD
5. ITEM NO. 6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
Active Storage Total

I I
337 SPECIFICATIONS FILES PERMANENT
Paints
Roads and Bridges
Special (Civil Works)
Technical (Vol. III)

338 STATEMENTS FOR WITHDRAWAL 5 years 5 years 10 years Provided approved by lending
APPLICATIONS institutions and post-audited

339 STUDY OF THE ORGANIZATIONS AND PERMANENT

FUNCTIONAL STRUCTURE OF PROJECT
MANAGEMENT OFFICE (DPWH)

340 SUPPLEMENTAL DATA PERMANENT

341
I I
SUPREME COURT ANALYSIS PERMANENT

342
I I
SURVEYS PERMANENT

343 SUSPENSION/RESUME ORDERS 5 years 5 years After project completion

344 TECHNICAL NOTES PERMANENT

I I
345 TECHNICAL PROPOSALS PERMANENT
I I
346 TERMS OF REFERENCE PERMANENT
(Consultancy Services)

347 UNIT COST ANALYSIS 5 years 5 years

348 VARIATION ORDERS PERMANENT Other copies dispose 1 year after

Change project completion
Extra Work
Supplemental

II
.

I
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I

Page 30 of 31 Pages
Prepared By:

JAIME . PACANAN Ph.D CESO I

~ cretav tor SUP?"" S,""c"

Assisted By:
l4vv~/
. /"
.>
Approved: ./
JAN A. FRANCIA
Sr. Record Management Analyst

TO BE ACCOMPLISHED BY THE NATIONAL ARCHIVES OF THE PHILIPPINES

This Records Disposition Schedule

CJ
is being returned for improvemenUcorrection
[_.J
is being recommended for approval
~,.=. ::~~.~~---~. '~~J
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Hl::COROS I-1ANf,GEI'lf:!{ Sfl 'JICl',:; 1)['JI';ION

RI~NIO
OIC-Cha'rman
Recqrd~ ~anagemen c la uation C~ittee
~~~rJ - V $
Date

APPROVED:

u~ R n-/,.-,,~-~
VICTORINO M. MANALO
~ Exe~utive Director ~.
D I Gel 2012
Date