Management of Various Records: Incoming and Outgoing

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Management of Various Records: Incoming and Outgoing
Philippine Standard Time:

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

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