Management of Various Records: Incoming and Outgoing

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Frontline Service: Management of Various Records: Incoming and Outgoing

Category: Simple Transaction

How to Avail of the Service:

STEP	APPLICANT/CLIENT	SERVICE PROVIDER	DURATION OF ACTIVITY	PERSON IN CHARGE	FEES	DOCUMENTS NEEDED
1	Presents incoming communication with the receiving clerk	For hand carried or delivered mail: Stamps the incoming communication received indicating the received date, time and his/her signature.	Average of two (2) minutes/document	Front Desk Officer	None	Written communication, documents like reports, requests, information, etc.
		Scans the received incoming documents and uploads in the drive for uploading in the Constituents Relationship Management (CRM) System	Average of two (2) minutes/document	Front Desk Officer	None
		Records and encodes the received incoming documents to the series of incoming communications (hand carried or delivered mail or emailed) to the Constituents Relationship Management (CRM) System	Average of three (3) minutes/document	Front Desk Officer	None
		Chief of Staff (COS) / Provincial Administrator comments in the system for his recommendation to where department / agency the letter will be forwarded	Average of three (3) minutes/document	Front Desk Officer and Chief of Staff	None
END OF TRANSACTION: Maximum of ten (10) minutes to conclude the process
2	Releasing of outgoing documents (documents acted upon)	Generates report from the CRM with indicated departments to where the letter will be forwarded	1 -2 days after the receipt of the letter	Front Desk Officer	None	Generated Outgoing Report
		Attaches a routing slip to the outgoing documents and indicates action to be taken based on the comments of the COS in the system	1 -2 days after the receipt of the letter	Front Desk Officer	None	Routing slip
		Releases the outgoing report generated by the system with the letter and routing slip from the Front Desk	1 -2 days after the receipt of the letter	Front Desk Officer	None	Documents acted upon
	– to offices within the Capitol Building	Forward or deliver documents to concerned individual / offices / departments.	1 -2 days after the receipt of the letter	Messenger	None	Documents for delivery including those for mailing to Post Office or through courier services
	– to offices outside the Capitol Building		2-3 days after the receipt of the letter	Messenger	None
END OF TRANSACTION: Maximum of two (2) days to conclude the process for documents that are delivered to offices within the Capitol Building
END OF TRANSACTION: Maximum of three (3) days to conclude the process for documents that are delivered to offices / agencies outside the Capitol Building

Provincial Administrator's Office

Mandate: Responsible in the development and implementation of plans and strategies concerning the management and administration for the delivery of services to the public..

Mr. Geoffrey C. Loyola - Provincial Administrator
7th Floor, The Bunker Building, Capitol Compound, San Jose, Balanga City, Bataan 2100 PH