Planuhin muna ang government records bago pumili ng system
Working template ng 1doc.ph. Punan kasama ng organization mo. Hindi ito official government form.
Reviewed: 26 October 2026
Guide: https://1doc.ph/tl/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. I-inventory ang record series, hindi lang ang mga kahon
[ ] Tukuyin ang opisina, custodian, record-series title, layunin at business process.
[ ] Ilista ang date range, format, lokasyon at tinatayang volume; ihiwalay ang originals, copies at born-digital records.
[ ] Tukuyin ang fields para mahanap ang record, gaya ng reference number, petsa, opisina at transaction type.
[ ] Tukuyin ang personal o sensitive data, access restrictions at records na nangangailangan ng espesyal na paghawak.
[ ] Itala ang gaps, duplicate collections at kasalukuyang repositories nang walang inililipat o sinisirang records.

2. Itala ang awtoridad sa bawat retention decision
[ ] Itala ang eksaktong schedule, item number, approving authority at effective version.
[ ] Ipaayos sa records officer ang kulang o magkasalungat na schedule references bago mag-configure ng deletion rules.
[ ] Itala ang anumang hold, review date at taong awtorisadong mag-release nito.
[ ] Magkahiwalay na desisyon ang retention, access restrictions at disposal approval.

3. Planuhin ang privacy at access bago mag-migrate
[ ] Idokumento kung bakit pinoproseso ang personal data at kung aling roles ang kailangang mag-view, magbago, mag-approve, mag-export o mag-administer nito.
[ ] Gumamit ng representative samples na may angkop na proteksyon; huwag mag-upload ng aktuwal na citizen o employee records sa public inquiry form.
[ ] Linawin ang authentication, role approval, access reviews at pagtanggal ng access kapag lumipat ng tungkulin o umalis ang staff.
[ ] Tukuyin ang provider duties, service locations, incident arrangements at controls sa subcontracted processing.

5. Isama ang operations sa plano
[ ] Magtalaga ng administrator at alternate, na may nakasulat na operating instructions.
[ ] Pagkasunduan ang backup owner, restore-test responsibilities at recovery exercise.
[ ] Tukuyin kung sino ang susuri ng access, import errors at workflow exceptions pagkatapos ng go-live.
[ ] Linawin ang export deliverables, assistance at gastos para sa posibleng future transition.
[ ] Magpanatili ng issue register at kumuha ng documented pilot acceptance bago palawakin ang 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/tl/service-bundles/