PhilCRIS Guide

PHILCRIS USERS GUIDE
PHILIPPINE CIVIL REGISTRY INFORMATION SYSTEM

VERSION 3.0
NATIONAL STATISTICS OFFICE

Manila, Philippine
May 2011
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Foreword
Philippine Civil Registry Information System (PhilCRIS) is the latest
version of civil registry information system available for use by the Local Civil
Registrar Offices (LCROs) of the local government units (LGUs). The previous
version (CRIS) has been completely redesigned from the ground up, to deliver
civil registry information management in a new, more user friendly and
efficient way.
PhilCRIS has a streamlined graphical user-interface (GUI) which made
the program more user-friendly. Other features of the program are: it can be
implemented in a stand-alone PC or in a wired/wireless networked PCs;
simplified system installation; data entry is as easy as if you are just filling-out
the form; intellisense data entry for coded data items; simple search
procedure; prints directly to the new civil registry forms; and easy generation
of transmittal files.
This users guide provides complete step-by-step instructions with
illustrations on the installation and operation of the program.
It is hoped that by providing the LCROs with this new system, the LGUs
will enhance their capability to serve better their constituents.
CARMELITA N. ERICTA
Civil Registrar-General
National Statistics Office

Manila
July 2010
4 PhilCRIS Users Guide
PhilCRIS Users Guide 5
Table of Contents
Foreword .......................................................................................................... 3
Introduction ...................................................................................................... 9
1. Installation of PhilCRIS System ................................................................... 11
1.1. System Requirements .......................................................................... 12
1.2. Setup Package ..................................................................................... 12
1.3. Setup Instructions................................................................................ 13
2. Overview of the PhilCRIS System ............................................................... 23
2.1. Supported Civil Registry Forms ............................................................ 24
2.2. Supported Certifications by the Civil Registrars ................................... 24
2.3. Type of Users ....................................................................................... 25
2.4. Basic Structure of the User Interface ................................................... 26
2.5. Filling Out and Printing of Certificates ................................................. 27
2.6. Data Entry of Filled Out Certificates..................................................... 27
2.7. Updating of Records ............................................................................ 28
2.8. Deletion of Records ............................................................................. 29
2.9. Printing of Certified True Copies of Documents ................................... 29
2.10. Printing of Certifications ...................................................................... 30
2.11. Transmittal of Documents ................................................................... 31
2.12. Different Types of Data Items .............................................................. 32
2.13. Entering Values.................................................................................... 40
2.13.1. Entering Names and Similar Items (not labelled) ........................... 40
2.13.2. Entering City/Municipality ........................................................ 41
2.13.3. Entering Country, Sex, Birth Type, Multiple Birth, Birth Order and
Civil Status ............................................................................................ 42
2.13.4. Entering Citizenship, Religion and Ethnicity .............................. 42
2.13.5. Entering Occupation ................................................................. 43
2.14. Buttons and Keys in Data Entry............................................................ 44
2.15. Type of Output Files ............................................................................ 46
3. Using the PhilCRIS System .......................................................................... 47

3.1. First Time Use ...................................................................................... 48
3.2. How to Add User ................................................................................. 51
3.3. How to Log On and Log Off .................................................................. 51
3.4. How to Change Password .................................................................... 52
3.5. How to Create New Birth, Marriage and Death Document .................. 52
3.6. How to Generate Transmittal File ........................................................ 54
3.7. How to Find Records............................................................................ 55
3.7.1. How to Generate a Transcript of Record ....................................... 56
3.7.2. How to Update a Record ............................................................... 57
3.8. How to Create a Backup and Restore from a Backup ........................... 58
3.8.1. How to Create a Backup of PhilCRIS .............................................. 58
3.8.2. How to Restore PhilCRIS from Backup ........................................... 58
3.9. How to Determine the Number of Registered Records........................ 59
3.10. How to Adjust Margins for Printing ..................................................... 59
4. Appendix A ................................................................................................ 61
4.1. How to Install Windows Installer 3.1 ................................................... 62
4.2. How to Install Microsoft .NET Framework 3.5 SP1 ............................... 65
Table of Figures
Figure 1 Basic Structure of the User Interface ................................................ 26
Figure 2 Filling Out and Printing of Certificates .............................................. 27
Figure 3 Data Entry of Filled Out Certificates ................................................. 27
Figure 4 Updating of Records ......................................................................... 28
Figure 5 Deleting Record(s) ............................................................................ 29
Figure 6 Printing of Certified True Copies of Documents................................ 29
Figure 7 Printing of Certifications ................................................................... 30
Figure 8 Documents Transmittal .................................................................... 31
Figure 9 Top Part of Certificate of Live Birth .................................................. 34
Figure 10 Bottom Part of Certificate of Live Birth........................................... 35
Figure 11 Top Part of Certificate of Marriage ................................................. 36
Figure 12 Bottom Part of Certificate of Marriage ........................................... 37
Figure 13 Top Part of Certificate of Death ...................................................... 38
Figure 14 Bottom Part of Certificate of Death ................................................ 39
Figure 15 Main Screen ................................................................................... 49
Introduction
This users guide provides comprehensive documentation of the Philippine
Civil Registry Information System (PhilCRIS).
PhilCRIS is the latest version of civil registry information system, available for
use by the LCROs. The previous version (CRIS) has been completely redesigned from the ground up, to provide civil registry information
management in a new, more user friendly and efficient way.
PhilCRIS has a streamlined interface combined with easy to use features. Some
of the supported features are:
Stand-alone or wired/wireless network setup

Simplified system installation
Data entry is made easy as if you are just filling-out the form
Prints directly to the new civil registry forms
Simplified procedure for data entry, coding of data items, searching of
records, and generation of transmittal file
PhilCRIS has been designed and developed to run in Microsoft Windows

operating systems exploiting its graphical user interface (GUI) to make it more
user-friendly.
1. Installation of PhilCRIS
System
12 Installation of PhilCRIS System
1.1. System Requirements

Component
Minimum Requirement
Operating Systems
For stand-alone setup:

Windows 7 Home Basic, Windows Vista
Home Basic SP1, Windows XP Home SP2
For wired/wireless network setup:
Windows 7 Professional, Windows Vista
Business SP1, Windows XP Professional
SP2
Processor
1 GHz Pentium processor (or equivalent)
RAM
1 GB
Hard Disk
4 GB of available space
Display
1024x768 resolution, 32-bit color
Network
(for network setup only)
Local area network or wireless network

connectivity
1.2. Setup Package

There are three (3) files needed for the installation of PhilCRIS in your
computer:
1. PhilCRIS_3.a.b.c_Setup.exe
This is the PhilCRIS installer. Values of a, b and c vary depending on
the version of PhilCRIS.
2. dotnetfx35.exe
This file is needed for some computers running on Windows Vista or
Windows XP.
3. WindowsInstaller-KB893803-v2-x86.exe
This is needed for some computers running on Windows XP.
1.3. Setup Instructions

Following are the steps in the installation of PhilCRIS in your computer:
1. Log on to your computer as a user with administrator-type account.
2. Locate the file PhilCRIS_3.a.b.c_Setup.exe and run as administrator.
The setup wizard will check for the existence of some required installed
programs before proceeding to the installation of the PhilCRIS. The
behaviour of the setup wizard will vary depending on the current setup
of your PC. This means that step 3, 4, or 5 may or may not be done.
3. This prompt will be displayed if the setup wizard detected that a trial
version of PhilCRIS is currently installed. Click OK to let the setup wizard
uninstall the trial version.
Setup will continue checking the PC after completing the removal of the
trial version of PhilCRIS.
4. You may see the following prompts on computers running Windows XP.
It will be displayed if your computer needs the Windows Installer 3.1
package.
a. When this prompt is displayed, click OK to install. See How to Install

Windows Installer 3.1 on page 62.
b. This prompt will be displayed only if the required file is not included
in the setup package. Installation of PhilCRIS will proceed only after
Windows Installer 3.1 is properly installed. Download the package
from the Microsoft website and install it before running the PhilCRIS
setup wizard again.
5. You may see the following prompts on computers running

Windows Vista or Windows XP. It will be displayed if your computer
needs the Microsoft .NET Framework 3.5 SP1 package.
a. When this prompt is displayed, click OK to install. See How to Install

Microsoft .NET Framework 3.5 SP1 on page 65.
b. This prompt will be displayed only if the required file is not included
in the setup package. Installation of PhilCRIS will proceed only after
the Microsoft .NET Framework 3.5 SP1 is successfully installed.
Download the package from the Microsoft website and install it
before running the PhilCRIS setup wizard again.
6. The PhilCRIS setup wizard Welcome window will appear if the files
discussed in steps 4 and 5 have been successfully or already installed in
your PC. Click Next to continue.
7. Read the End User Software Agreement carefully. Select I accept the
agreement and click Next to continue.
8. The setup wizard offers the default folder where the program will be
installed. It is recommended to install the program in a different drive
other than drive C:. Click Next to continue.
9. Select the type of installation. The screen shown below is for standalone or server setup.
For workstations in the network, select PhilCRIS Workstation

installation from the drop-down menu.
Click Next to continue.

10. Accept the default start menu folder and click Next to continue.
11. Click Next to continue.
12. Click Install to start the installation and wait until all files have been
extracted.
13. Read the instructions carefully and click Next when done. Instruction for
first time use is also discussed on page 48.
14. Click Finish to close the window.
15. If the installation is successful, a PhilCRIS folder will become available in

the Start Menu.
Open the folder and check if the following shortcuts are in it.
Server/Stand-Alone Installation
Workstation Installation
PhilCRIS Server
PhilCRIS Workstation
Users Guide
Users Guide
PhilCRIS Transmittal Folder
2. Overview of the PhilCRIS

System
24 Overview of the PhilCRIS System
2.1. Supported Civil Registry Forms

The following civil registry forms are supported by PhilCRIS:
Civil Registry Form
Municipal Form No. 102
(Revised January 2007)
Municipal Form No. 102 (IP Form No. 1)
(Revised January 2007, attachment)
Description
Certificate of Live Birth
Certificate of Live Birth Attachment for IP
Certificate of Live Birth Attachment for Muslim
Certificate of Marriage
Certificate of Marriage Attachment for IP
Certificate of Marriage Attachment for Muslim
Certificate of Death Birth
Certificate of Death Birth Attachment for IP
Certificate of Death Birth Attachment for Muslim
2.2. Supported Certifications by the Civil Registrars

The following certifications issued by the civil registrars can be generated
using PhilCRIS:
Certification
Civil Registry Form No. 1A
(Birth Available)
(Marriage Available)
(Death Available)
Description
Transcript of Certificate of Live Birth
Transcript of Certificate of Marriage
Transcript of Certificate of Death
2.3. Type of Users

There are two (2) types of users in PhilCRIS. These are:
1. Regular User
A regular user has access to the following functions only:
Creation of new documents
Query
Viewing and printing of previously created documents
2. Supervisor
A supervisor has access to all functions and modules of the system. In
addition to the functions available to a regular user, the following
options are also available to him/her:
Creation of new users
Updating of records
Generation of transmittal files
2.4. Basic Structure of the User Interface

Figure 1 Basic Structure of the User Interface
Main Menu
File
New
Document
Search
Exit
Detailed
Search
Quick
Search
Tools
Database
Source
User
Transmittal
Files
Log On
Log Off
Change
Password
Add User
The figure above shows the basic structure of PhilCRIS user interface. All
the functionalities of the system are accessible from the main menu:
The File menu option is used for the creation of new document and
closing the system.
The Search menu option is used for finding records in the database.
The Tools menu option includes the configuration of database source
and the generation of transmittal files.
The User menu option is used for user logon to and logoff from the
system. It also includes changing of password and creation of new
users.
Only supervisors have access to all the functionalities of the system. Some
of the menu items shown above are not accessible to regular users.
2.5. Filling Out and Printing of Certificates

Figure 2 Filling Out and Printing of Certificates
Blank Form
Birth
Enter information/
Verify
Print Document
To Document Owner
Marriage
Enter information/
Verify
Print Document
To Document Owner
Death
Enter information/
Verify
Print Document
To Document Owner
Following are the steps in filling-out and printing of forms:

Click the File menu option and select the type of document to open a
data entry window for the new document.
Enter all required data and verify.
Print the certificate.
Forward the certificate to the owner/informant for the required
signatures.
2.6. Data Entry of Filled Out Certificates
Figure 3 Data Entry of Filled Out Certificates
Actual Document
Birth
Enter data/
Verify
Save Document
Database
Marriage
Enter data/
Verify
Save Document
Database
Death
Enter data/
Verify
Save Document
Database
The steps in the data entry of filled out certificates are the following:
Click the File menu option and select the type of document to open a
data entry window for the filled-out certificate.
Enter all the information found in the actual document.

Verify all the entries.
Save the document to the database.
2.7. Updating of Records
Figure 4 Updating of Records
Update Document
Birth
View Document
Save Document
Database
Update Document
Search
Marriage
View Document
Save Document
Database
Update Document
Death
View Document
Save Document
Database
Documents stored in the database which contain erroneous entries can be

updated. Note that only the supervisor can use this functionality.
Use the Search menu option and select the type of document.
Enter a search string to find the particular record.
If the record is found, click View Document to load the document
data.
Correct the erroneous entries and verify all entries.
Save the document to the database.
2.8. Deletion of Records

Figure 5 Deleting Record(s)
Search
Birth
Delete Document
Database
Marriage
Delete Document
Database
Death
Delete Document
Database
The following are the steps in deleting documents which were erroneously
saved in the database:
Click the Search menu option and select the type of document.
If the record is found, the user can delete the document.
The document will be permanently deleted from the database once
confirmed by the user.
2.9. Printing of Certified True Copies of Documents
Figure 6 Printing of Certified True Copies of Documents
Search
Birth
View Document
Reprint
Print Document
Marriage
View Document
Reprint
Print Document
Death
View Document
Reprint
Print Document
Certified true copies of documents can be generated using the following

steps:

If the record is found, clicking View Document will load the
document.
Select Reprint.
Print the document.
2.10. Printing of Certifications
Figure 7 Printing of Certifications
Search
Birth
Form No. 1A
Birth Available
Print Certification
for Birth Available
Marriage
Form No. 3A
Marriage Available
Print Certification
for Marriage Available
Death
Form No. 2A
Death Available
Print Certification
for Death Available
Certifications for the availability of records in the database can be

generated by the system. These certifications are:
1. Transcript of Certificate of Live Birth (Form No. 1A)
2. Transcript of Certificate of Marriage (Form No. 3A)
3. Transcript of Certificate of Death (Form No. 2A)
Following are the steps in generating certifications:
If the record is found, select the record and click Available.
Enter other required information.
Print the certification.
2.11. Transmittal of Documents

Figure 8 Documents Transmittal
One XML file per
record
Security hash per

XML file
Birth
For Transmittal
Transmittal log
One ZIP file per

month
To NSO
One XML file per

record
Security hash per

XML file
Transmittal
Marriage
For Transmittal
Transmittal log
One ZIP file per

month
To NSO
One XML file per

record
Security hash per

XML file
Death
For Transmittal
Transmittal log
One ZIP file per

month
To NSO
Transmittal of documents shall be done every month. Data collected shall

be transmitted to the NSO by doing the following steps:
Open the Tools menu and select the Transmittal Files item.
Select the type of document to be transmitted.
Enter the year and month for transmittal and click For Transmittal.
Records whose year and month of registration are the same as the
entered year and month which are not yet flagged as transmitted will
be displayed in the list.
Select Generate to generate the transmittal files.
2.12. Different Types of Data Items
Data entry screens for the Certificate of Live Birth, Certificate of Marriage,
and Certificate of Death are shown on pages 34 to 39. Items are labelled
according to its type.
1. Entries for items labelled as are validated against the contents of
their corresponding reference or look-up file. Values which are not
found in their respective reference file will be accepted only if they
follow the required format and contain the correct format for codes.
a) Values for municipalities, countries, sex, birth type, multiple birth,
birth order and civil status can only be selected from the list.
b) Values for citizenship, religion and ethnicity can be selected from the
list or can be typed or keyed-in by the user. Entered value which is
not in the reference file will be accepted only if it contains the code
for Others.
c) Values for occupation can be selected from list or can be typed or
keyed-in by the user. Entered value which is not in the reference file
will be accepted only if it contains a valid code for occupation.
2. Items labelled as accepts valid date only. Date can be entered in
many different formats but will be displayed only in a particular format
for that item.
3. Data items labelled as accepts valid time only. Time can be entered in
12-hour or 24-hour format but will be displayed only in a particular
format for that item.
4. Items labelled as accepts only an X mark. Only one item within the
group can contain an X mark at a time.
5. Items labelled as accepts anything but can also use the templates for
that item.
6. Items labelled as are display-only items. Entries for these items are
automatically copied from the codes of corresponding source items.
7. Items that are not labelled will accept anything the user enters.

Figure 9 Top Part of Certificate of Live Birth

Figure 10 Bottom Part of Certificate of Live Birth

Figure 11 Top Part of Certificate of Marriage

Figure 12 Bottom Part of Certificate of Marriage

Figure 13 Top Part of Certificate of Death

Figure 14 Bottom Part of Certificate of Death
2.13. Entering Values

This section discusses the steps in entering values in different types of data
entry fields.
2.13.1. Entering Names and Similar Items (not labelled)
The following are the steps in entering names during the data entry:
1. Click on the cell corresponding to name.
2. The item will be highlighted and a box for data entry will pop out at the
bottom of the window.
3. Enter the name in the box.
4. Press Enter (or click the Accept button) to accept the entered value. The
entered value will appear on the highlighted cell and the next item will
be highlighted.
2.13.2. Entering City/Municipality

1. Select the item corresponding to city/municipality and type the
city/municipality in the box provided for data entry. As you type the text
in the box, the list of municipalities are displayed and refreshed to
match the word already entered in the box.
2. You may use Up or Down arrow key to search for the municipality
highlighting the target item or you can use the vertical scroll bar and
clicking the target item to highlight it.
3. Press Enter or click the Accept button to select the highlighted item. Entries
for city/municipality, province and country will be filled-out automatically
based on the selected item.
2.13.3. Entering Country, Sex, Birth Type, Multiple Birth, Birth Order and
Civil Status
The following are the steps in entering country, sex, birth type, multiple
birth, birth order and civil status:
1. Select the corresponding item and enter text in the box provided for
data entry. As you enter text in the box, the list of valid entries are
displayed and refreshed to match the text entered in the box.
2. Press Up or Down arrow key and highlight the target item.

3. Once you press Enter or click Accept button, the form will be updated
with the description part of the entered value.
2.13.4. Entering Citizenship, Religion and Ethnicity
The following are the steps in entering citizenship, religion and ethnicity:
1. Select the corresponding item and enter text in the box provided for
data entry. As you enter text in the box, the list of valid entries are
displayed and refreshed to match the text entered in the box.

3. If the item is exactly what youre looking for then press Enter or click the
Accept button.
4. If the item you are entering is not in the list, select Others. Press Left
arrow key and edit only the description part of the entry to reflect the
correct description. The code at the end of the string is very important.
The program will not accept the entered value if the code is missing or
the string is not in proper format. Press Enter or click the Accept button.
5. Once you press Enter or click Accept button, the form will be updated
with the description part of the entered value.
2.13.5. Entering Occupation
The following are the steps in entering occupation:
1. Select the item corresponding to occupation and enter the occupation in
the box provided for data entry. As you enter text in the box, the list of
occupations are displayed and refreshed to match the text entered in
the box.
3. If the item is exactly what youre looking for then press Enter or click the
Accept button.
4. If the occupation you are entering is not in the list, select the nearest
occupation. Press Left arrow key and edit only the description part of
the entry to reflect the correct description of the occupation. The
program will not accept the entered value if the code is changed. Press
Enter or click the Accept button.
5. Once you press Enter or click Accept button, the item for occupation will
be updated with the description part of the entered value.
2.14. Buttons and Keys in Data Entry

The following buttons and keys are available in all data entry screens:
Button
Key
Description
Page 1 of current document
Page 1 of current document is
active
Page 2 of current document
Page 2 of current document is
active
Current documents attachment for
IP
IP is active
Button
Key
Description
Muslim
Muslim is active
Save the current document
Print preview
Print preview is active
Zoom out
Zoom in
Print current document
Reprint mode
Reprint mode is active
The following buttons and keys are available during the editing of items:
Button
Key
Description
Accept current value and go to the
next item
Go to next item
Go to previous item
Insert the character
2.15. Type of Output Files

The following output files are generated by the system:
Type
Document
Filename Format
MunCode_RegDate_RegNum.xml-bd
MunCode_RegDate_RegNum.xml-md
MunCode_RegDate_RegNum.xml-dd
Transmittal MunCode_RegMonth.txt-bd
List
MunCode_RegMonth.txt-md
MunCode_RegMonth.txt-dd
Hash File
MunCode_RegMonth.hash-bd
MunCode_RegMonth.hash-md
MunCode_RegMonth.hash-dd
Transmittal MunCode_RegMonth.zip-bd
File
MunCode_RegMonth.zip-md
MunCode_RegMonth.zip-dd
Description
Birth document
Marriage document
Death document
List of birth documents
List of marriage
documents
List of death
documents
Hash file for birth
documents
Hash file for marriage
documents
Hash file for death
documents
Transmittal file for
birth documents
marriage documents
death documents
MunCode represents the codes for country, province and

municipality of the Office of the Civil Registrar currently using the
system.
RegDate represents the documents date of registration with the
Office of the Civil Registrar.
RegNum represents the documents registry number.
RegMonth represents the year and month to be transmitted to NSO.
3. Using the PhilCRIS System
48 Using the PhilCRIS System
3.1. First Time Use

Locate the PhilCRIS Server shortcut icon in the Desktop or in the Start
Menu.
The figure below shows the main screen of the system.

Figure 15 Main Screen
Only two main menu options are available as of now, these are: File and
User.
Click the User menu and select Log On.
Since this is the first time you run the program, only the user name and
password provided to you will be accepted. Enter the user name and
password and click OK to continue.
The message below will be displayed. Read it carefully and click OK to

continue.
Provide the user information carefully. The information provided here will
replace the account you used earlier. Click OK to continue.
You now have your own supervisor account. Keep your user name and
password safely. From now on, you can create new user accounts, i.e.,
regular users and additional supervisor accounts.
3.2. How to Add User

This function is available only to supervisors. To add new user:
1. Click User menu option and select Add User. Enter the user name, last
name, first name, middle name and password. Check Supervisor if you
are adding another supervisor account.
2. Click OK to continue.
3.3. How to Log On and Log Off
To log on:
1. Click User menu option and select Log On. Enter your user name and
password. Click OK to continue.
2. Successful log-on is indicated by the display of your user name in the

title bar of the PhilCRIS window.
To log off:
1. Click User menu option and select Log Off.
3.4. How to Change Password
To change your password:
1. Click User menu and select Change Password. Enter your old password
and your new password. Click OK to continue.
3.5. How to Create New Birth, Marriage and Death Document

The following are the steps in creating new birth, marriage and death
documents.
1. Click File menu option and select the type of document to be created.
Click OK to continue.
2. A data entry window corresponding to the selected type of document

will be opened.
3. Type the entries for all items.

4. Click Save when done.
3.6. How to Generate Transmittal File

Records of birth, marriage and death stored in the database have to be
transmitted to NSO every month. Following are the steps in generating
transmittal file:
1. Click Tools menu option and select Transmittal Files.
2. Select the type of document to be transmitted and enter the year and
month. Click For Transmittal to list all records to be transmitted for the
month and year specified.
3. Click Generate and wait until the following message appears. Click OK.
4. The PhilCRIS_Transmittal folder will be displayed automatically which

now contains the generated transmittal files.
3.7. How to Find Records

Search is used to find records stored in the database. There are two (2)
modes of searching in PhilCRIS:
Quick Search
As the name implies, quick search is used when you want to find
records quickly. The search is done by entering the search criteria in
the box and the program will list all records containing the search
criteria.
Detailed Search
In detailed search, the user has to enter a value for each field he/she
wants to be searched. The program will search for a match using only
the fields that have been filled-out by the user.
The following functions are available via the Search menu:

Generation of transcript of birth, marriage and death records
Updating of records
3.7.1. How to Generate a Transcript of Record
To generate a transcript of birth, marriage or death record:
1. Click Search menu and select Detailed Search or Quick Search.
2. Select the type of document and input the search criteria. Examples
above show the search options for birth. Click Search.
3. The Available, Delete Document and View Document buttons will be
enabled if records that matched the key-in criteria are found.
4. Select the correct record in the list by clicking it and then click the
Available button to open the data entry screen for the selected record.
5. Data item cells are automatically filled-out with data from the database.
Review the entries and fill-out the missing data items.
6. Click Print to print copies.
3.7.2. How to Update a Record
To update a birth, marriage or death record:
1. Click Search menu option and select Detailed Search or Quick Search.
2. Select the type of document and key-in the search criteria. Examples
above show the search options for birth. Click the Search button.
3. The Available, Delete Document and View Document buttons will be
enabled if records that matched the supplied criteria are found.
4. Click on the correct record in the list and click the View Document
button to open the data entry window for the selected record.
5. Update the entries and click Save.
3.8. How to Create a Backup and Restore from a Backup

PhilCRIS has a very simple backup and restore procedures. The end-user
has complete control as to what to use and when to create backups.
3.8.1. How to Create a Backup of PhilCRIS
Following are the steps in the creation of backups:
1. Restart your computer before creating a backup of PhilCRIS.
2. Locate the drive where PhilCRIS is currently installed and copy the
folders enumerated below to a backup device (USB drive or
portable hard drive) or burn them to a blank DVD or CD using your
preferred CD/DVD burning tools.
a) PhilCRIS
b) PhilCRIS_Transmittal
3. Label the backup properly with the date and time when the backup was
made.
3.8.2. How to Restore PhilCRIS from Backup
To restore PhilCRIS from a backup:
1. Restart your computer before restoring from a backup of PhilCRIS.
2. Locate from your backup device (USB drive or portable hard drive) or
CD/DVD the following folders:
a) PhilCRIS
b) PhilCRIS_Transmittal
3. Copy these folders to the drive where PhilCRIS was previously installed.
4. Re-install PhilCRIS using the installer provided to you.
5. Install the latest PhilCRIS program update.
3.9. How to Determine the Number of Registered Records

The number of registered records of birth, marriage and death can be
determined by the following steps:
1. Click Tools menu option and select Count Registered Records.
2. Select the type of document to be counted and enter the year. Click
Count to list the number of records registered for the specified year and
months thereof.
3.10. How to Adjust Margins for Printing

Top margins of the pre-printed forms used in PhilCRIS should be
10 millimeters. However, there may be cases wherein the pre-printed
forms you are using do not meet the standard top margin, thus, affecting
the printing of documents. Following are the steps in the adjustment of top
margin:
1. Measure the top margin of the pre-printed form corresponding to the
type of document using a ruler. Read the measurement in millimeters.
2. If the top margin is not equal to 10 millimeters, click Tools menu option
and select Adjust Margins.
3. Slide the corresponding control up or down to adjust the top margin.

4. Click OK to save the new margin.
4. Appendix A
62 Appendix A
4.1. How to Install Windows Installer 3.1

The PhilCRIS setup wizard determines if the Windows Installer 3.1 needs to
be installed in a computer running on Windows XP. If Windows Installer 3.1
needs to be installed, it runs WindowsInstaller-KB893803-v2-x86.exe.
This prompt will be shown if the required file is not available:
Click OK to exit the installation.

If the required file exists, this prompt will be displayed:
Click OK to start the installation of Windows Installer 3.1.
Following are the steps in the installation of Windows Installer 3.1:

1. Click Next on the Windows Installer 3.1 installation wizard.
2. Select I Agree and click Next to continue.
64 Appendix A
3. Wait for the installation to finish.
4. Click Finish.
4.2. How to Install Microsoft .NET Framework 3.5 SP1

The PhilCRIS setup wizard determines if the Microsoft .NET Framework 3.5
SP1 needs to be installed in a computer running on Windows Vista or
Windows XP. If Microsoft .NET Framework 3.5 SP1 needs to be installed, it
runs dotnetfx35.exe.
This prompt will be shown if the required file is not available:
Click OK to exit the installation.

If the required file exists, this prompt will be displayed:
Click OK to proceed with the installation of Microsoft .NET Framework 3.5

SP1.
66 Appendix A
Following are the steps in the installation of Microsoft .NET Framework 3.5
SP1:
1. Select Accept and then click Install to proceed with installation of the
Microsoft .NET Framework 3.5 SP1.
2. Wait for the installation to finish.
3. Click Exit.
68 Appendix A

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PHILCRIS USERS GUIDE

PHILIPPINE CIVIL REGISTRY INFORMATION SYSTEM

NATIONAL STATISTICS OFFICE

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National Statistics Office

4 PhilCRIS Users Guide

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PhilCRIS Users Guide 5

6 PhilCRIS Users Guide

3. Using the PhilCRIS System .......................................................................... 47

PhilCRIS Users Guide 7

8 PhilCRIS Users Guide

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PhilCRIS Users Guide 9

Stand-alone or wired/wireless network setup

PhilCRIS has been designed and developed to run in Microsoft Windows

10 PhilCRIS Users Guide

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PhilCRIS Users Guide 11

12 Installation of PhilCRIS System

1.1. System Requirements

For stand-alone setup:

1 GHz Pentium processor (or equivalent)

1024x768 resolution, 32-bit color

Local area network or wireless network

1.2. Setup Package

PhilCRIS Users Guide 13

1.3. Setup Instructions

14 Installation of PhilCRIS System

a. When this prompt is displayed, click OK to install. See How to Install

5. You may see the following prompts on computers running

PhilCRIS Users Guide 15

a. When this prompt is displayed, click OK to install. See How to Install

16 Installation of PhilCRIS System

PhilCRIS Users Guide 17

18 Installation of PhilCRIS System

For workstations in the network, select PhilCRIS Workstation

Click Next to continue.

PhilCRIS Users Guide 19

11. Click Next to continue.

20 Installation of PhilCRIS System

14. Click Finish to close the window.

PhilCRIS Users Guide 21

15. If the installation is successful, a PhilCRIS folder will become available in

PhilCRIS Transmittal Folder

22 Installation of PhilCRIS System

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PhilCRIS Users Guide 23

2. Overview of the PhilCRIS

24 Overview of the PhilCRIS System

2.1. Supported Civil Registry Forms

2.2. Supported Certifications by the Civil Registrars

PhilCRIS Users Guide 25

2.3. Type of Users

26 Overview of the PhilCRIS System

2.4. Basic Structure of the User Interface

PhilCRIS Users Guide 27

2.5. Filling Out and Printing of Certificates

Following are the steps in filling-out and printing of forms:

28 Overview of the PhilCRIS System

Enter all the information found in the actual document.

Documents stored in the database which contain erroneous entries can be

PhilCRIS Users Guide 29

2.8. Deletion of Records