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I. OBJECTIVE
1. To provide guidelines on the proper handling of documents generated and received
II. DEFINITION OF TERMS
1. Documents – pertains to paper documents such as memo, letters, forms, receipts, invoices, vouchers, slips, etc. that are used to transact business or publish information
III. GENERAL POLICIES
All documents must be properly documented. Documentation includes recording, scanning and filing of documents.
Each department must create and maintain a Plan of Documentation. Plan of Documentation must include guidelines on the department’s proper way of archiving and retrieving of their own documents. It has to have the following parts:
a. Frequency of filing – refers to how often the department do their filing (ex. daily, weekly)
b. Contents – refers to the documents to be documented (ex. acknowledgement receipts, original receipts)
c. Filing style – refers to the department’s preferred way of filling documents (ex. hardcopy, softcopy)
d. Archiving – refers to the recording and storing of documents for a period of time before disposal
e. Procedure of retrieval – refers to the way the department prefers to recover the document if needed (ex. sorted by month, by source, by usage)
It is required to file documents before leaving the office.
When the document reachesthe time when it is no longer needed or no longer important in the operation of the department, only then that the department must dispose of them. Proper disposal must be observed. The following procedures must be done:
1) Create a letter proposing the disposal of documents that must be disposed.
2) Indicate the kinds of documents to be disposed and the time period or record periods of each.
3) Forward the letter to the CEO for approval.
4) Once approved, the department may dispose the documents in coordination with the Human Resources Department.
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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