Documente Academic
Documente Profesional
Documente Cultură
316786644.doc
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DATE
1.
July 2016
2.
3.
4.
5.
ACTIVITY
Official records disposal period.
a. Segregation of disposable or residual records.
b. Physical extraction by the judges and court personnel.
Hearings shall be held for urgent matters and incidents.
EJ to continue to raffle cases to the different branches.
No application for leave by judges and court personnel
shall be approved except for compelling reasons to be
determined by the OCA.
Regular mid-year (July) inventory of pending cases is
cancelled.
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DATE
August
2016
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interested parties.
a. Interested parties may file Application to Take
Possession of Residual Record, File, Document.
b. File with the branch concerned, if unknown, file with
the RTC-OCC.
c. Court shall approve application once the document is
found, except when a compelling reason exists not to
approve the same.
d. Application fee of Php500 (JDF account) shall be
collected before the residual document requested is
released. Fee waived for pauper litigants as indicated
in their pleadings (application with supporting
documents).
1. Actual disposal of remaining residual records.
a. Courts shall forward the residual records to the
concerned Regional Disposal Committee (RDC) for
proper disposal.
b. RDC shall look for at least 3 different individuals or
entities interested in purchasing the residual records
Septembe
for recycling and award the same to the highest offer.
r 2016
b.i. Should there be less than 3 buyers or none at all,
the Chairperson of the RDC shall issue a
certification attesting to this fact and how the
residual records were disposed in accordance
with law.
b.ii. Proceeds of the sale shall be deposited in the JDF
account.
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a. Courts shall extract the following from the records of each case:
a.i. Decision, final order or resolution including those of the
appellate courts;
a.ii. Corresponding entry of judgment;
a.iii. Complaint and answer in civil cases;
a.iv. Information and proof of identity of the accused in criminal
cases;
a.v. Exhibits of the parties; and
a.vi. Portions of the records needed for the execution of the
judgment.
b. Above documents shall be compiled according to the year issued
and arranged alphabetically according to the surname of the first
plaintiff, except in criminal cases, surnames are to be arranged
according to the surname of the first accused.
c. Compilation shall be accompanied by a table of contents to
facilitate search and kept for storage.
d. Rest of the records shall be disposed as provided.
3. FILES OF TERMINATED CASES TO BE RETAINED REGARDLESS OF
AGE.
a. Land registration cases including those covered by the
Comprehensive Agrarian Reform Program Law with respect to the
following records:
a.i. Petition and Answer;
a.ii. Decision, final order, or resolution including those of the
appellate courts;
a.iii. Entry of judgment; and
a.iv. Original certificate of title.
b. Estate cases, provided that their fully litigated incidents, which
have been decided with finality shall be dealt with in the manner
provided in No. 2 and 3 above.
c. Support cases where support has not been legally terminated,
except records pertaining to non-adversarial matters; and
d. Cases that have historical or academic value as determined by the
judge.
4. EXHIBITS IN TERMINATED CASES.
a. Exhibits in terminated cases shall likewise be disposed in
accordance with existing laws, together with the disposable
records of said cases.
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(FMD-CMO), OCA.
b. NOTARIZED DOCUMENTS covering the TRANSFER OF REAL
PROPERTY shall be kept for twenty (20) years and disposed of
after.
c. OTHER NOTARIZED DOCUMENTS shall be kept for ten (10)
years and disposed of after.
d. NOTARIAL COMMISSIONS AND SIGNATURE CARDS shall be
retained for ten (10) years from the date of their issuance and
disposed of after.
e. CLEARANCES and CERTIFICATIONS issued by the Clerk of Court
that are five (5) years in age or older.
f. FILE COPIES OF MONTHLY FINANCIAL REPORTS that have
been audited and cleared for disposal by the FMD-CMO,
OCA on:
f.i. Fiduciary Fund (FF);
f.ii. Sheriffs Trust Fund (STF);
f.iii. Judiciary Development Fund (JDF);
f.iv. Special Allowances for the Judiciary Fund (SAJF);
f.v. General Fund (GF);
f.vi. Legal Research Fund (LRF);
f.vii. Victims Compensation Fund (VCF);
f.viii. Mediation Fund (MF).
g. FILE COPIES OF OFFICIAL RECEIPTS of trust funds and nonwithdrawable legal fees.
g.i. FF, STF, JDF, SAJF, GF, LRF, VCF and MF that have been
audited and cleared for disposal by the FMD-CMO, OCA.
h. BANK CONFIRMATION RECORDS that have been audited and
cleared for disposal by the FMD-CMO, OCA;
i. LOGBOOK OF RAFFLED CASES transmitted to the branches that
are five (5) years in age or older that have been audited and
cleared for disposal by the FMD-CMO, OCA;
j. LOGBOOK OF THE BONDS RECEIVED BY THE OCC and
transmitted to the branches that are five (5) years in age or older,
provided that these have been audited and cleared for disposal by
the FMD-CMO,OCA.
k. LOGBOOK OF RECEIVED MAIL MATTERS that are five (5) years
in age or older.
l. LOGBOOK OF MAILED LETTERS AND ORDERS that are five (5)
years in age or older.
m. DUPLICATE COPIES OF MARRIAGE CERTIFICATES of
marriages solemnized by the court, provided that these have been
audited and cleared for disposal by the FMD-CMO, OCA.
REMINDERS
Determining case age:
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