Plan government records before choosing the system
Working template prepared by 1doc.ph. Complete with your organization. This is not an official government form.
Reviewed: 26 October 2026
Guide: https://1doc.ph/resources/government-records-planning/

Agency / office / accountable owner: __________
Records officer / DPO / IT / process owner: __________
Records series / description / date range: __________
Location / custodian / volume / format: __________
RDS or GRDS reference / approval status: __________
Retention trigger / active period / storage period: __________
Legal hold / restrictions / personal data: __________
Access roles / audit review owner: __________
Scan sample / metadata / quality criteria: __________
Disposal authority reference (if applicable): __________
Backup / restore / export test / sign-off: __________

1. Inventory the record series, not just the boxes
[ ] Identify the office, custodian, record-series title, purpose and business process.
[ ] Record date range, format, location and approximate volume; distinguish originals, copies and born-digital records.
[ ] Note which fields make a record retrievable, such as reference number, date, office and transaction type.
[ ] Identify personal or sensitive data, access restrictions and records needing special handling.
[ ] Record known gaps, duplicate collections and existing repositories without moving or destroying records.

2. Record the authority behind each retention decision
[ ] Capture the exact schedule, item number, approving authority and effective version.
[ ] Have the records officer resolve missing or conflicting schedule references before configuring deletion rules.
[ ] Document any hold, review date and person authorized to release it.
[ ] Keep retention, access restrictions and disposal approval as separate decisions.

3. Plan privacy and access before migration
[ ] Document why personal data is processed and which roles need to view, change, approve, export or administer it.
[ ] Use representative, appropriately protected samples for evaluation; do not upload actual citizen or employee records through a public inquiry form.
[ ] Specify authentication, role approval, access reviews and removal when staff change roles or leave.
[ ] Identify provider responsibilities, service locations, incident arrangements and controls over subcontracted processing.

5. Make operations part of the plan
[ ] Assign an administrator and an alternate, with written operating instructions.
[ ] Agree backup ownership, restore-test responsibilities and a recovery exercise.
[ ] Identify who reviews access, import errors and workflow exceptions after go-live.
[ ] Agree the export deliverables, assistance and costs needed for a future transition.
[ ] Keep an issue register and obtain documented pilot acceptance before expanding scope.

References
https://nationalarchives.gov.ph/wp-content/uploads/2024/09/NAP-Circular-4-Guidelines-on-National-Inventory-of-Records.pdf
https://nationalarchives.gov.ph/wp-content/uploads/2024/10/NAP-Form-2-rds-3.pdf
https://nationalarchives.gov.ph/wp-content/uploads/2024/02/NAP_General_Circular_No_5.pdf
https://nationalarchives.gov.ph/frequently-asked-question
https://privacy.gov.ph/wp-content/uploads/2024/03/NPC-Circular-Repeal-16-01-Signed.pdf
https://privacy.gov.ph/npc-issues-circulars-to-strengthen-personal-data-protection-in-ph/
https://privacy.gov.ph/implementing-rules-regulations-data-privacy-act-2012/

Scope options: https://1doc.ph/service-bundles/