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I. OBJECTIVE
1. To provide guidelines on the proper archiving of forms used per department
II. DEFINITION OF TERMS
(Not Applicable)
III. GENERAL POLICIES
To organize all the forms to be disposed, each department must set up four (4) boxes labeled with dates of disposal (ex. December 1, 2014; April 1, 2015, etc.). Each box must include ropes that are strategically placed to hold the accumulated papers from day one until the date of disposal.
Guidelines:
1. Properly pile all the papers for disposal.
2. Make sure that the papers are free of clips, scotch tape, staple wire, etc. and other attachments such as photos.
3. Use rubber band to hold the papers.
4. Drop the stack of papers in its appropriate box, based on the time that the papers must be disposed.
Disposal:
1. Empty the contents of the box that is scheduled to be disposed by tying the ropes that are dangling from its box.
2. Put the papers in a clear trash bag and get its weight.
3. Write a request letter to the CEO for permission to dispose the papers.
4. Sell the papers (together with other junks) to a junk shop.
5. Write a summary report containing the list of items brought to the junk shop and the amount received for selling them.
6. Send the report to the CEO.
Archive:
Below is the new and updated list of forms per department and the necessary details in archiving each. This list supercedes all previous related policies.
Accounting
|
Forms |
Filing |
Prerequisite |
Disposal |
| Acknowledgement Receipt |
Accounting |
Processed, Scanned | 5 years |
| Cash Request Form |
Accounting |
Processed, Scanned | 5 years |
| Liquidation Form |
Accounting |
Processed, Scanned | 5 years |
| New Lessor’s Information Sheet |
Accounting |
NA | NA |
| Receipts (DR, SI, etc.) |
Accounting |
Processed, Scanned | 5 years |
| Temporary Payment Voucher |
Accounting |
Processed, Scanned | 5 years |
| Transmittal Form |
Accounting |
Processed, Scanned | 5 years |
Admin and Human Resources
|
Forms |
Filing |
Prerequisite |
Disposal |
| Alituntunin sa mga Bagong Empleyado |
201 File |
Separated/Terminated | 3 years |
| Applicant Feedback Form |
Human Resources |
Encoded | 1 month |
| Application Form |
Human Resources |
a) Failedb) Active | 1 month3 months |
| Asset Accountability Form |
201 File |
Separated/Terminated | 3 years |
| Background Investigation Form |
201 File |
a) Failedb) Separated/Terminated | 1 month3 years |
| Cell phone AA and PA |
201 File |
Separated/Terminated | 3 years |
| Change of Work Schedule Form |
Human Resources |
Processed, Scanned | 2 months |
| Daily Time Record |
Human Resources |
Processed, Scanned | 6 months |
| Employee Acknowledgement Form (Memo) |
201 File |
Separated/Terminated | 3 years |
| Employee Acknowledgement Form (Rules and Regulations) |
201 File |
Separated/Terminated | 3 years |
| Employee Information Sheet |
201 File |
Separated/Terminated | 3 years |
| Employee Orientation Checklist |
201 File |
Separated/Terminated | 3 years |
| Employment Checklist of Requirements |
201 File |
Separated/Terminated | 3 years |
| Exit Clearance Form |
201 File |
Separated/Terminated | 3 years |
| Exit Interview Form |
201 File |
Separated/Terminated | 3 years |
| GatePass |
Human Resources |
Checked, Scanned | 6 months |
| IQ Answer Sheet |
201 File |
a) Failedb) Separated/Terminated | 1 month3 years |
| IQ Test Questionnaire |
Human Resources |
Changed | ASAP |
| Interview Sheet |
201 File |
a) Failedb) Separated/Terminated | 1 month3 years |
| Investigation Waiver |
201 File |
a) Failedb) Separated/Terminated | 1 month3 years |
| Kasunduan sa AWOL |
201 File |
Separated/Terminated | 3 years |
| Kasunduan sa Training |
201 File |
Separated/Terminated | 3 years |
| Kasunduan sa Uniform |
201 File |
Separated/Terminated | 3 years |
| Leave Form |
Human Resources |
Processed, Scanned | 2 months |
| Medical Referral |
NA |
NA | NA |
| Non-Compete & Non-Disclosure Agreement |
201 File |
Separated/Terminated | 3 years |
| Notice of Personnel Action |
201 File |
Separated/Terminated | 3 years |
| Official Business Form |
Human Resources |
Processed, Scanned | 2 months |
| Overtime Authorization Form |
Human Resources |
Processed, Scanned | 2 months |
| Personnel Requisition Form |
Human Resources |
Concluded | 3 months |
| Post Employment Affidavit |
201 File |
Separated/Terminated | 3 years |
| Pre-Training Checklist |
201 File |
a) Failedb) Separated/Terminated | 1 month3 years |
| Property Waiver |
201 File |
Separated/Terminated | 3 years |
| Resignation Waiver |
201 File |
Separated/Terminated | 3 years |
| Security Gatepass Information |
Human Resources |
Checked | 6 months |
| Situational Examination |
201 File |
a) Failedb) Separated/Terminated | 1 month3 years |
| Training Assessment Endorsement Form (Agency) |
201 File |
Separated/Terminated | 3 years |
| Undertime Request Form |
Human Resources |
Processed, Scanned | 2 months |
| Waiver sa Sasakyan |
201 File |
Separated/Terminated | 3 years |
| Written Warning Form |
201 File |
Separated/Terminated | 3 years |
Business Development
|
Forms |
Filing |
Prerequisite |
Disposal |
| Franchise Acknowledgement Letter |
NA |
NA | NA |
| Franchise Application Form |
Business Dev. |
a) Failedb) Closed | 1 year3 years |
| Franchise Information Sheet |
Business Dev. |
a) Failedb) Closed | 1 year3 years |
| Franchise Pre-qualification Form |
Business Dev. |
a) Failedb) Closed | 1 year3 years |
| Market Study Form |
Business Dev. |
a) Approvedb) Rejected | NANA |
| Site Assessment Form |
Business Dev. |
a) Approvedb) Rejected | NANA |
| Site List |
Business Dev. |
NA | NA |
| Store Information Sheet |
Business Dev. |
Closed | 3 years |
Marketing
|
Forms |
Filing |
Prerequisite |
Disposal |
| Receipts (GCs, FIC, Disc. Cards) |
Accounting |
Concluded | 5 years |
Operations
|
Forms |
Filing |
Prerequisite |
Disposal |
| Authority to Deduct |
Human Resources |
Concluded | 6 months |
| BBE Order Slip |
ProfitCenter |
NA | 2 weeks |
| BBT Order Slip |
ProfitCenter |
NA | 2 weeks |
| Cash Advance Request Form |
Ma’am Eden |
Concluded | 5 years |
| Cash Pull-Out Slip |
ProfitCenter |
Cash Deposited | 2 months |
| Cashier’s Fund Breakdown |
ProfitCenter |
Checked | 2 months |
| CDH Order Slip |
ProfitCenter |
NA | 2 weeks |
| Claim Change Form |
ProfitCenter |
Concluded | 2 months |
| Daily Gross Sales Report |
SOS |
Checked | 18 months |
| Daily Motorcycle Monitoring |
SOS |
Checked | 1 year |
| Incident Report Slip |
SOS/HR |
Concluded | 6 months |
| Itinerary Report |
Human Resources |
Processed | 6 months |
| Memo Monitoring Form |
SOS |
Checked | 1 year |
| Money Declaration |
ProfitCenter |
Checked | 2 months |
| Monthly Load Request Form |
SOS |
Processed | 6 months |
| Overring Slip |
ProfitCenter |
Checked | 2 months |
| Petty Cash Replenishment Form |
Accounting |
Processed | 5 years |
| Pull-Out Receipt |
ProfitCenter |
Received | 2 months |
| Requisition Slip |
SOS |
Served | 3 months |
| Riders Collection Itinerary |
Human Resources |
Processed/Scanned | 6 months |
| Riders Receiving Document |
SOS |
Received | 2 months |
| Sales Summary Report |
ProfitCenter |
Checked | 2 months |
| Senior Citizen Discount Form |
ProfitCenter |
Checked | 2 months |
| Status Report |
ProfitCenter |
Checked | 2 months |
| Towels Receiving Form |
SOS |
Checked | 1 month |
| Transfer Slip |
ProfitCenter |
Processed | 2 months |
| Visitation Report Answer Sheet |
Operations |
Concluded | 6 months |
| Visitation Report Questionnaire |
Operations |
Changed | ASAP |
| WDF Order Slip |
ProfitCenter |
NA | 2 weeks |
| Weekly Electrical Consumption & Breakage/Lost Summary |
SOS |
Checked | ASAP |
| Weekly Forms Distribution |
SOS |
Checked | 1 month |
| Weekly Gas/Water Consumption |
SOS |
Checked | ASAP |
Profit Center
|
Forms |
Filing |
Prerequisite |
Disposal |
| Auditor’s Itinerary Report |
Human Resources |
Processed | 6 months |
| Expenses Receipts |
ProfitCenter |
Checked | 2 months |
| PCS Itinerary Report |
Human Resources |
Processed | 6 months |
Purchasing
|
Forms |
Filing |
Prerequisite |
Disposal |
| Acknowledgement Receipt |
Accounting |
Processed | 5 years |
| New Item Slip |
Purchasing |
Processed | 2 years |
| New Supplier’s Information Sheet |
Purchasing |
Input to database | 2 years |
| Payment Request |
Accounting |
Processed, Scanned | 5 years |
Training
|
Forms |
Filing |
Prerequisite |
Disposal |
| Certificate of Completion | |||
| In-Store Training Endorsement Form |
201 File |
a) Failedb) Separated/Terminated | 1 month3 years |
| Outlet Training Feedback Questionnaire |
201 File |
a) Failedb) Separated/Terminated | 1 month3 years |
| Panunumpa sa Katungkulan (Commitment Form) |
201 File |
a) Failedb) Separated/Terminated | 1 month3 years |
| Performance Evaluation |
201 File |
a) Failedb) Separated/Terminated | 1 month6 months |
| Trainee Store Visit (Mystery Shopping Form) |
Operations |
Concluded | 6 months |
| Training Endorsement Form |
201 File |
a) Failedb) Separated/Terminated | 1 month3 years |
| Training Guide Checklist |
Training |
Checked | 2 months |
| Training Waiver Form |
Training |
NA | 2 months |
Warehouse/Logistics
|
Forms |
Filing |
Prerequisite |
Disposal |
| Authority to Leave |
Logistics |
Checked, Scanned | 2 months |
| Counter Receipt Form |
Accounting |
Processed | 3 months |
| Delivery Receipt Form |
Accounting |
Processed | 3 months |
| Emergency Pick-up Form |
Logistics |
Processed | 2 months |
| Ordering Template to Commissary |
Logistics |
Processed | 2 months |
| OT Authorization From |
Logistics |
Processed, Scanned | 2 months |
| Purchase Order Form |
Logistics |
NA | NA |
| Stock Card |
Logistics |
After audit | 2 months |
| Trip Form |
Logistics |
Checked | 3 months |
| Warehouse Issuance Slip |
Logistics |
Checked | 2 months |
| Weighing Form |
Logistics |
After monthly inventory | 2 months |
IV. PROCEDURE FLOWCHART
Flowchart Title
(Not Applicable)
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
(Not Applicable)
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