A records office, also known as a records management or registry office, is a unit within an organization responsible for the creation, storage, retrieval, and disposition of records. These records can be in various formats, including paper documents, digital files, and other media. The primary goal is to ensure efficient and organized management of information to support the organization’s operations and comply with legal and regulatory requirements.

Location: Admin Building, 1st Floor, Beside Cashier’s Office.

[email protected]

1. Receiving of Document via Physical Appearance/Mail (External/Internal)

The Records Office is in-charge for handling all incoming communications (physical appearance/mail) for safekeeping before handling and submitted to the University President.

Office or Division:	Records Office
Classification:	Simple
Type of Transaction:	G2G – Government to Government
Who may avail:	All external agencies (Physical/mail)

CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
For Mail: Communication Document (1 Original, and 2 Photocopies)	Agency/Office/Personnel where the communication comes from.

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Provide 1 original and 2 photocopies of documents to the records office. Make sure to log details (actual date, time, subject/description, from, to, complete name of carrier, and signature) on the records logbook.	1. Check if the original copy and photocopy was provided and the carrier has duly signed the records logbook with actual date, time, subject/description, from, to, complete name of carrier, and signature.	None	3 Minutes	Records Staff Records Office
2. Make sure to have stamp received and duly signed from the records office with actual date, time and signature of personnel in-charge. Secure one (1) photocopy of the document for recipient’s copy.	2. Check for the validity of documents and if the original document was provided. 2.1. Stamp received with actual time, date, signature of personnel-in-charge, and record in logbook. 2.2. Original document shall be retained, 1 photocopy shall be given to recipient’s and another 1 photocopy is to the University Presidents.	None	3 Minutes	Records Staff Records Office
3. The recipient’s may follow-up/update their communications to the university president’s office.	3. For response or updates to their communications, the recipient’s may follow-up to the president’s office.	None	3 Minutes	President’s Staff Office of the University President
TOTAL:		None	9 Minutes

2. Receiving of Document via Digital Communication/Email (External)

The Records Office is in-charge for handling all incoming communications (digital communication/email) for safekeeping before handling and submitted to the University President.

Office or Division:	Records Office
Classification:	Simple
Type of Transaction:	G2G – Government to Government
Who may avail:	All external agencies (Digital/Email)

CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
For Mail: Communication Document (1 Original, and 2 Photocopies)	Agency/Office/Personnel where the communication comes from.

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Agency/Office/Personnel may email us at ([email protected]) and address the communication to our university president.	2. Check email for communications. 2.1 Retain 1 copy in the records office and 1 copy to the president’s office. 2.2 Stamp received on the documents with actual time, date, and signature of personnel-in-charge. 2.3 Log communications in Incoming Logbook and submit both to the university president. 2.4 Retrieve 1 copy and make sure it was stamp received and duly signed by the office of the university president.	None	5 Minutes	Records Staff Records Office
2. The recipient’s may follow-up/update their communications to the university president’s office.	2. For response or updates to their communication, the recipient’s may follow-up to the president’s office.	None	3 Minutes	President’s Staff Office of the University President
TOTAL:		None	8 Minutes

3. Releasing of Document via Mail/Email (External)

The Records Office is in-charge for handling all outgoing communications (mail/email) for safekeeping before handling and submitted to the University President.

Office or Division:	Records Office
Classification:	Simple
Type of Transaction:	G2G – Government to Government
Who may avail:	All external agencies (Physical/mail)

CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
Outgoing Communication Document (2 original copy)   Active email address of receipt.	NwSSU Office/Personnel where the communication comes from.

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Provide 2 original documents to the records office. Make sure to log details (actual date, time, subject/description, from, to, complete name of carrier, and signature) on the records logbook.	1. Check if the 2 original copy was provided and the carrier has duly signed the records logbook with actual date, time, subject/description, from, to, complete name of carrier, and signature.	None	3 Minutes	Records Staff Records Office
2. Make sure to have stamp released and duly signed from the records office with actual date, time and signature of personnel in-charge	2. Check for the validity of documents. 2.1. Stamp released with actual time, date, signature of personnel-in-charge, and record in logbook. 2.2. 1 Original copy shall be retained and/or scanned for sending via email.	None	3 Minutes	Records Staff Records Office
3. For sending via email: Scan the document and provide the email address to be sent.	3. Make sure to scan the documents and provide email address and subject to be sent. 3.1 Secure the original copy and log in the outgoing logbook.	None	3 Minutes	Records Staff Records Office
TOTAL:		None	9 Minutes

4. Retrieval/Reference Services

The Records Office is in-charge for retrieval of documents.

Office or Division:	Records Office
Classification:	Simple
Type of Transaction:	G2G – Government to Government
Who may avail:	Internal Offices (Physical/mail)

CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
Reference Request Slip Form (URO-QF-05	Records Office

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Duly Filled-up Reference Request Slip (URO-QF-05) to specify the request type, records needed, and purpose of the requesting party.	1. Provide reference request slip to the requester.	None	3 Minutes	Records Staff Records Office
2. Submit the reference request slip to the records office for the approval of the request.	2. Check if the slip is properly filled-up and duly signed. 2.1 If duly signed and properly filled-up, submit to the records officer for approval. 2.2 The records office shall inform the requesting party for approval or disapproval.	None	1 minute 3 Minutes	Records Staff Records Office
3. For approved request, the records office shall provide the requested documents within seven (7) working days upon approval.	3. Records office shall provide the requested documents to the requesting party within seven (7) working days. 3.1 Only photocopy shall be provided to the requesting party and stamped with controlled copy duly signed with time and date.	None	7 days	Records Staff Records Office
4. If the requested documents are provided, duly sign the form under the received by, signature over printed name and date.	4. Provide the documents and check if the received by was duly signed.	None	2 Minutes	Records Staff Records Office
TOTAL:		None	7 Days and 9 Minutes

5. Transfer and Storage of Inactive or Non-Current Records

The Records Office is in-charge for transferring inactive records to the records storage area.

Office or Division:	Records Office
Classification:	Complex
Type of Transaction:	G2G – Government to Government
Who may avail:	Internal Offices

CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
Request to transfer non-current public records (URO-QF-06)	Records Office

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Duly Filled-up Request to Transfer Non-current Public Records (URO-QF-06).	1. Provide Request to Transfer Non-current Public Records Form to the requester.	None	3 Minutes	Records Staff Records Office
2. Submit the Request to Transfer Non-current Public Records Form to the records office for the approval of the request	2. Check if the form is properly filled-up and duly signed. 3. If duly signed and properly filled-up, submit to the records officer for approval. 4. The records office shall inform the requesting party for approval or disapproval. 5. The office shall screen all unnecessary non-record materials and all records authorized for transfer. The entries in the form shall match with the actual records turned over.	None	1 Minutes         3 Minutes                   7 Days	Records Staff Records Office
3. For approved request, the requester shall present the documents to be transferred which boxed uniformly and labelled.	3. Arrange all bundled/boxed records according to the GRDS/ARDS Item Number. Make sure that the boxes are labelled. 3.1 Transfer the bundled/boxes to the records storage area.	None	1 Hour             1 Hour	Records Staff Records Office
TOTAL:		None	7 Days, 2 Hours and 7 Minutes