June 8, 1983
MINISTRY MEMORANDUM CIRCULAR NO. 06-83
TO : Assistant Secretaries, Bureau Directors, Chiefs of Services, Division/Office Chiefs, Regional Directors, District Officers and Team Leaders
SUBJECT : MAR Records Retention and Disposition Schedule
The following MAR Records Retention and Disposition Schedule is hereby approved by authorities concerned and issued for the guidance of all concerned.
(SGD.) CONRADO F. ESTRELLA
Minister
ATTACHMENT
MAR RECORDS RETENTION AND DISPOSITION SCHEDULE
Description of Records Authorized Disposition
Administrative Services
1. Civil Security Matters
Summary of Information (Received & Send out) Disposed 5 yrs. after subject
resigned/retired
Investigation Report Disposed 10 yrs. after
a. Personnel termination of case
b. Property, building, etc. MEMORANDUM
CIRCULAR NO. 78 dated
August 14, 1964
Letter Complaint Disposed 10 yrs. after
investigation
Background Investigation (CBI/PBI) - do -
Security Clearance Disposed 5 yrs. after subject
left the service retirement/
resignation
Security Survey Disposed 5 yrs. after
occupancy of the installation
survey THIASE
Fire Plan - do -
Training/Seminar Report Disposed after 10 yrs.
Accomplishment Report
a. Monthly Disposed after 2 yrs.
b. Annual Permanent
Directives from NISA Permanent-Disposed 2 yrs.
LOI and PD after superseded
Documenting policy on civil
security matters
2. Communications
Radiograms (received/transmitted) One yr.
Telegrams (received/transmitted) - do -
3. Directives/Issuances
Circulars Documenting policies,
procedures functions &
programs of the agency
a. Memorandum Permanent
b. Ministry - do -
Orders
a. Administrative - do -
b. Executive - do -
c. General - do -
d. Inter-agency - do -
e. Memorandum - do -
f. Regional Disposed 2 yrs. after
superseded
g. Special - do -
h. Travel Disposed 2 yrs. after
completion of
assignment
Presidential Issuances Permanent
a. Decrees
b. Letter of Instruction
c. Letter of Implementation
d. Presidential Memorandum
e. Executive Orders
f. Batas Pambansa/Cabinet Bills
4. Information Materials Permanent
Moving Pictures
Slides
Still Pictures
Tapes
News Clippings/Messages
Speeches Permanent
5. Organizations Functions Permanent
6. System and procedures (Management) - do -
7. Accountability
Cash and Property - do -
a. Designation of Collecting Officers Disposed 5 yrs. after
clearance
b. Designation of Disbursing Officers - do -
8. Audit
Cash Disposed 5 yrs. after
retirement
Performance Disposed 7 yrs. after
retirement
9. Loans
Real Estate Disposed one yr. after
certification of full
payment
10. Index Card
Employees Disposed 5 yrs. after
retirement
Non-employees - do -
Plans and Programs
11. Annual Permanent
12. Evaluation - do -
13. Project Development - do -
14. Statistics and Data Bank - do -
Projects
15. Institutional Projects Disposed 5 yrs. after
completion of the project
16. Special Projects Disposed 5 yrs. after
completion of the project
17. Locally Assisted Project - do -
18. Linkages - do -
Research
19. Completed Studies Permanent
20. Reports and Recommendations - do -
21. Research Disposed one yr. after
completion of research study
Contracts
Materials and Publications
Proposals
Technical/operational (approved)
Land Acquisition Distribution and Development
22. Acquisition of Landed Estates Permanent
23. Aerial Photographs - do -
24. Field Survey - do -
25. Land Classification Maps - do -
26. Landed Estates
Masterlist or Screening & Allocation Reports - do -
Control Books - do -
Beneficiaries Application - do -
27. Settlement Project
Control Books Permanent
Settlers Application
28. Accomplishment Reports Disposed after 2 yrs.
29. Photo Mosaic Permanent
30. Survey Contracts - do -
31. Survey Returns - do -
Approved Plan
Approved Survey Control
Area Computation
Field Notes
Scheme of Subdivisions
Survey Cards Permanent
Technical Lot Description - do -
Land Tenure Improvement
32. Leasehold Operation and Operation
Land Transfer Permanent
Leasehold Action Report
Leasehold Registration
Masterlist
a. Landowners
b. Parcels
c. Tenants
33.
Action Report Permanent
Provisional Register Report - do -
Updates Action Report One yr.
Masterlist of Tenants Issued CLT's Permanent
Automated Output Index Card - do -
Prooflist/Error List One yr.
Update Reject/Error Report One yr.
34. Barangay Committee on Land Production Records Permanent
35. BCLP Index Card - do -
36. CLT Documentation Folder - do -
37. Landowner Claim Folder - do -
38. Rice and Corn Production Survey One yr.
39. Masterlist of Farmer-Beneficiaries Issued Permanent
Emancipation Patent
40. Reports
Monthly Status Report 2 yrs.
a. CLT Generation
b. CLT Documentation Folders
c. CLT Duplicate Copy
Annual Permanent
41. Policies and Procedures - do -
42. Samahang Nayon Special Statistics 20 yrs.
Agrarian Legal Assistance
43. Contracts
Chattel Mortgage Disposed 3 yrs. after
termination of period
Donations Permanent
Irrigation Pumps Disposed 10 yrs. after
termination of Contract
Janitorial Services - do -
Mapping Disposed 3 yrs. after
termination of Contract
Mass Communication Disposed 5 yrs. after
termination of Contract
Memorandum Agreement Permanent
Offline Space Disposed 3 yrs. after rental is
fully paid
Palay Threshing Disposed 10 yrs. after
termination of Contract
Rice Mill - do -
Security Services - do -
Tractors - do -
44. Judicial Cases Disposed 7 yrs. after case
has been terminated
Regional Trial Court
Intermediate Appellate Court
Supreme Court
LRC Notices of Initial Hearing
Opinions Permanent
45. Quasi-Judicial (Administrative) Cases
Abandonment Cases (Settlement Project) - do -
Cases in Landed Estates - do -
Cases in Leasehold Areas - do -
Cases in Operation Land Transfer - do -
Mediation Cases 6 yrs.
Opinions Permanent
46. Resettlement
Masterlist of Settlers Permanent
Lot Inventory
a. Application for Agricultural Settlement 3 yrs.
b. Certificate of Allocation Disposed 2 yrs. after
approval
47. Infrastructures Disposed 2 yrs. after
Building completion of Project and
Electrification not involved in any cases
Irrigation
Multi-purpose Pavement
Roads/Bridges/Culverts
Water System
48. Loan Assistance Disposed 2 yrs. after
Agricultural Inputs payment of loan and
Farm Implements issuance of patent
Housing
Medical Assistance
Subsistence Ration
Transportation
Work Animals
Training
49. Education Support Communication Modules 5 yrs.
50. In-Service Training for Personnel 5 yrs.
51. Evaluation 5 yrs.
Researches
52. List of Participants Dispose 25 yrs. after
compulsory retirement or
death
53. Planning and Programming 10 yrs.
54. Resource Speakers 5 yrs.
55. Scholarship Disposed 2 yrs. after
completion of scholarship
Foreign
Local
56. Training Operations
Clientele 10 yrs.
Farmers Education 10 yrs.
Farm-Family Education 10 yrs.
Approved by Director Luis G. Cordero of the
Records Management and Archieves Office dated
May 25, 1983.