National-inventory-records-form_blank.xls 1q4r13
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NAP National Inventory Form 2012
1. NAME OF GOVERNMENT OFFICE:
2. DEPARTMENT/DIVISION:
NATIONAL ARCHIVES OF THE PHILIPPINES Pambansang Sinupan ng Pilipinas
3. SECTION/UNIT:
NATIONAL RECORDS INVENTORY
9. RECORDS SERIES TITLE AND DESCRIPTION
Descriptions should be entered one item per row as much as possible. Avoid typing on the next rows on uniform and identical row heights for continuation of the description as this will be treated as a new item when this spreadsheet is ed to the database.
6. ADDRESS:
10. PERIOD COVERED/
INCLUSIVE DATES
11. VOLUME
12. RECORDS MEDIUM
7. PERSON-IN-CHARGE OF FILES:
13. RESTRICTION/S
14. LOCATION
15. TIME
OF RECORDS
VALUE
Row Height = 0.45cm (default) times the number of lines at desired column width
Row Height = For long texts, increase the width of the column 0.45cm x 10 = and/or increase the height of that row. Blank rows are allowed as row separators but these 4.5cm will be ignored when ed to the database. Avoid editing the headings and titles. The scripts depend on these headings and their cell positions.
Row Height = 0.45cm x 3 = 1.35cm
Avoid inserting rows before row9. Row 9 is to contain the first record series title / description.
Row Height = 0.45cm x 2 = 0.9
Row Height = Avoid inserting columns before columnK. If you 0.45cm x 3 = need to add columns add these starting at columnK. 1.35cm Cell D1 must contain the cell '1. Name of Government Office' Cell I9 must contain the remarks for row9.
Row Height = 0.45cm x 2 = 0.9 0.45cm (default) 0.45cm (default)
For easier NAP consolidation and ing, it is advised: 1. that a records officer collate first the submissions from respective sections.
Page 1 of 3 Pages
NAP National Inventory Form 2012
2. to have multiple spreadsheet files named per section inside an agency-named directory instead of having one spreadsheet with multiple sheets for each section. 3. to just continue in one sheet up to 99 rows for the same reporting section instead of separating these into several sheets. If there will be more than 99 rows per section, our scripts will increment the date reported to contain the next 99 rows. 4. to avoid inserting objects in the spreadsheet as these are not correctly seen during . If submitting softcopies, please submit in spreadsheet instead of jpg, pdf or word processing formats. In LibreOffice Calc, row heights are controlled by Right Clicking on Row Number to increase row heights and then Selecting Range of Cells, then Menu:Format –> Cells -> Allignment – Wrap text automatically. Something similar should be available in Microsoft's Excel.
Row Height = 0.45cm x 6 = 2.70cm
Page 1 of 3 Pages
NAP National Inventory Form 2012
RTMENT/DIVISION:
4. TELEPHONE NO.:
ON/UNIT:
5. EMAIL ADDRESS.:
ON-IN-CHARGE OF FILES:
8. DATE PREPARED:
16. RETENTION PERIOD
17. REMARKS
Page 1 of 3 Pages
NAP National Inventory Form 2012
Page 1 of 3 Pages
NAP National Inventory Form 2012
9. RECORDS SERIES TITLE AND DESCRIPTION
10. PERIOD COVERED/
INCLUSIVE DATES
11. VOLUME
12. RECORDS MEDIUM
13. RESTRICTION/S
14. LOCATION
15. TIME
16. RETENTION
OF RECORDS
VALUE
PERIOD
Page 5+1 of 10+2 Pages
NAP National Inventory Form 2012
17. REMARKS
Page 6+1 of 10+2 Pages
last page
PROCEDURAL/INSTRUCTIONAL GUIDE: (a) RECORDS SERIES TITLE AND DESCRIPTION The entry for record series title shall be properly filled out. If the record is a substantive record or a record with archival valu or one which could not be found in the General Records Disposition Schedule (GRDS), a brief description or definition of th records shall be noted in the remark column; otherwise, all facilitative records and other record series reflected in the GRDS shall be entered the same in the inventory. (e.g. for substantive record: Batch Control Sheets – lists of taxpayers) (b) PERIOD COVERED/ INCLUSIVE DATES Indicates the period covered by the record series from earliest to the latest year when the records were created/received by the government agency. (e.g. 1990 – 2011) (c) VOLUME The mass of the records should be computed and expressed in cubic meters. The formula for volume in cubic meters: Volume = length x width x height (in meters). In case the bulk of the records could be counted by sacks, box, bundles or wherever the records are stored, then it should be indicated in the inventory list. (e.g. 2 cu.m. – 50 bundles) (d) RECORDS MEDIUM The medium of the records should be specified whether the records are in paper format, microfilm, electronic, cd/dvd, maps drawings, computer printout or in any form. (e.g. for Notarial records: Paper & microfilm) (e) RESTRICTION/S Records are to be classified as open access or restricted access records. If the government office has no guidelines pertaining to the restrictions of its record holdings, all records of that office are considered open access. Restricted records shall be classified as confidential, restricted, secret and top secret records. (e.g. for 201 Files: Confidential) (f) LOCATION OF RECORDS The location of records should be specified with such designations as office area, offsite or in NAP. (e.g. Room 617 Vault 1 Cabinet 2a) (g) TIME VALUE The records shall be categorized as temporary or permanent records. Temporary records have a specific retention period and may be disposed of. Permanent records may not be disposed of as these should be retained for safekeeping. (e.g. for Vouchers: Temporary; Check : Permanent) (h) RETENTION PERIOD If the time value of the records is temporary, the specific retention period should be indicated and checked against the GRDS, Agency RDS or against any other guidelines pertaining to the disposition of the specific record series. When the records' time value is permanent, there will be no limit to its retention period. If the records had no approved retention perio the Records Officer/Custodian shall make an appropriate proposal to the NAP about the suggested retention period which was approved by his/her supervisor. (e.g. for Vouchers that has approved retention period: 10 years; Batch Control Sheets that has no approved retention period: Suggested – 10 years) TO BE ACCOMPLISHED BY THE CONCERNED GOVERNMENT AGENCY PREPARED BY:
APPROVED BY:
Name and Position
Name and Position
TO BE ACCOMPLISHED BY THE NATIONAL ARCHIVES OF THE PHILIPPINES EVALUATED BY:
NOTED BY:
Page 7
last page Name and Position
Name and Position
Page 8
last page
e record or a record with archival value ), a brief description or definition of the er record series reflected in the GRDS Sheets – lists of taxpayers) the records were created/received
mula for volume in cubic meters: counted by sacks, box, bundles or 2 cu.m. – 50 bundles)
at, microfilm, electronic, cd/dvd, maps, m)
nment office has no guidelines ered open access. Restricted records 01 Files: Confidential)
te or in NAP.
rds have a specific retention period be retained for safekeeping.
dicated and checked against the e specific record series. When the cords had no approved retention period, he suggested retention period which riod: 10 years;
Page 9
last page
Page 10
1. NAME OF GOVERNMENT OFFICE:
2. DEPARTMENT/DIVISION:
NATIONAL ARCHIVES OF THE PHILIPPINES Pambansang Sinupan ng Pilipinas
3. SECTION/UNIT:
NATIONAL RECORDS INVENTORY
9. RECORDS SERIES TITLE AND DESCRIPTION
Descriptions should be entered one item per row as much as possible. Avoid typing on the next rows on uniform and identical row heights for continuation of the description as this will be treated as a new item when this spreadsheet is ed to the database.
6. ADDRESS:
10. PERIOD COVERED/
INCLUSIVE DATES
11. VOLUME
12. RECORDS MEDIUM
7. PERSON-IN-CHARGE OF FILES:
13. RESTRICTION/S
14. LOCATION
15. TIME
OF RECORDS
VALUE
Row Height = 0.45cm (default) times the number of lines at desired column width
Row Height = For long texts, increase the width of the column 0.45cm x 10 = and/or increase the height of that row. Blank rows are allowed as row separators but these 4.5cm will be ignored when ed to the database. Avoid editing the headings and titles. The scripts depend on these headings and their cell positions.
Row Height = 0.45cm x 3 = 1.35cm
Avoid inserting rows before row9. Row 9 is to contain the first record series title / description.
Row Height = 0.45cm x 2 = 0.9
Row Height = Avoid inserting columns before columnK. If you 0.45cm x 3 = need to add columns add these starting at columnK. 1.35cm Cell D1 must contain the cell '1. Name of Government Office' Cell I9 must contain the remarks for row9.
Row Height = 0.45cm x 2 = 0.9 0.45cm (default) 0.45cm (default)
For easier NAP consolidation and ing, it is advised: 1. that a records officer collate first the submissions from respective sections.
Page 1 of 3 Pages
NAP National Inventory Form 2012
2. to have multiple spreadsheet files named per section inside an agency-named directory instead of having one spreadsheet with multiple sheets for each section. 3. to just continue in one sheet up to 99 rows for the same reporting section instead of separating these into several sheets. If there will be more than 99 rows per section, our scripts will increment the date reported to contain the next 99 rows. 4. to avoid inserting objects in the spreadsheet as these are not correctly seen during . If submitting softcopies, please submit in spreadsheet instead of jpg, pdf or word processing formats. In LibreOffice Calc, row heights are controlled by Right Clicking on Row Number to increase row heights and then Selecting Range of Cells, then Menu:Format –> Cells -> Allignment – Wrap text automatically. Something similar should be available in Microsoft's Excel.
Row Height = 0.45cm x 6 = 2.70cm
Page 1 of 3 Pages
NAP National Inventory Form 2012
RTMENT/DIVISION:
4. TELEPHONE NO.:
ON/UNIT:
5. EMAIL ADDRESS.:
ON-IN-CHARGE OF FILES:
8. DATE PREPARED:
16. RETENTION PERIOD
17. REMARKS
Page 1 of 3 Pages
NAP National Inventory Form 2012
Page 1 of 3 Pages
NAP National Inventory Form 2012
9. RECORDS SERIES TITLE AND DESCRIPTION
10. PERIOD COVERED/
INCLUSIVE DATES
11. VOLUME
12. RECORDS MEDIUM
13. RESTRICTION/S
14. LOCATION
15. TIME
16. RETENTION
OF RECORDS
VALUE
PERIOD
Page 5+1 of 10+2 Pages
NAP National Inventory Form 2012
17. REMARKS
Page 6+1 of 10+2 Pages
last page
PROCEDURAL/INSTRUCTIONAL GUIDE: (a) RECORDS SERIES TITLE AND DESCRIPTION The entry for record series title shall be properly filled out. If the record is a substantive record or a record with archival valu or one which could not be found in the General Records Disposition Schedule (GRDS), a brief description or definition of th records shall be noted in the remark column; otherwise, all facilitative records and other record series reflected in the GRDS shall be entered the same in the inventory. (e.g. for substantive record: Batch Control Sheets – lists of taxpayers) (b) PERIOD COVERED/ INCLUSIVE DATES Indicates the period covered by the record series from earliest to the latest year when the records were created/received by the government agency. (e.g. 1990 – 2011) (c) VOLUME The mass of the records should be computed and expressed in cubic meters. The formula for volume in cubic meters: Volume = length x width x height (in meters). In case the bulk of the records could be counted by sacks, box, bundles or wherever the records are stored, then it should be indicated in the inventory list. (e.g. 2 cu.m. – 50 bundles) (d) RECORDS MEDIUM The medium of the records should be specified whether the records are in paper format, microfilm, electronic, cd/dvd, maps drawings, computer printout or in any form. (e.g. for Notarial records: Paper & microfilm) (e) RESTRICTION/S Records are to be classified as open access or restricted access records. If the government office has no guidelines pertaining to the restrictions of its record holdings, all records of that office are considered open access. Restricted records shall be classified as confidential, restricted, secret and top secret records. (e.g. for 201 Files: Confidential) (f) LOCATION OF RECORDS The location of records should be specified with such designations as office area, offsite or in NAP. (e.g. Room 617 Vault 1 Cabinet 2a) (g) TIME VALUE The records shall be categorized as temporary or permanent records. Temporary records have a specific retention period and may be disposed of. Permanent records may not be disposed of as these should be retained for safekeeping. (e.g. for Vouchers: Temporary; Check : Permanent) (h) RETENTION PERIOD If the time value of the records is temporary, the specific retention period should be indicated and checked against the GRDS, Agency RDS or against any other guidelines pertaining to the disposition of the specific record series. When the records' time value is permanent, there will be no limit to its retention period. If the records had no approved retention perio the Records Officer/Custodian shall make an appropriate proposal to the NAP about the suggested retention period which was approved by his/her supervisor. (e.g. for Vouchers that has approved retention period: 10 years; Batch Control Sheets that has no approved retention period: Suggested – 10 years) TO BE ACCOMPLISHED BY THE CONCERNED GOVERNMENT AGENCY PREPARED BY:
APPROVED BY:
Name and Position
Name and Position
TO BE ACCOMPLISHED BY THE NATIONAL ARCHIVES OF THE PHILIPPINES EVALUATED BY:
NOTED BY:
Page 7
last page Name and Position
Name and Position
Page 8
last page
e record or a record with archival value ), a brief description or definition of the er record series reflected in the GRDS Sheets – lists of taxpayers) the records were created/received
mula for volume in cubic meters: counted by sacks, box, bundles or 2 cu.m. – 50 bundles)
at, microfilm, electronic, cd/dvd, maps, m)
nment office has no guidelines ered open access. Restricted records 01 Files: Confidential)
te or in NAP.
rds have a specific retention period be retained for safekeeping.
dicated and checked against the e specific record series. When the cords had no approved retention period, he suggested retention period which riod: 10 years;
Page 9
last page
Page 10
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