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DEPARTMENT OF TRADE AND INDUSTRYSF NO.
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MASTERLIST OF RECORDS
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OFFICE/BUREAU:DTI REGIONAL OFFICE 10
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DIVISION:RO FINANCE & ADMIN DIVISIONLAST UPDATE >March 26, 2026
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CODETITLE OF RECORDMEDIUMLOCATIONPERIOD COVEREDFILING SYSTEMACCESS CONTROLRETENTION PERIODGRDS/DTI RDS NUMBERACTION
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Property & Supply Management
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R10-FAD-01Annual Procurement Plan (APP)HCT1C1FB12023Per Datec/o Transparency Website of DTI-10PermanentGRDS No. 137 per NAP the RP is 3 years
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Annual Procurement Plan (APP)EL
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R10-FAD-02Supplier Performance Evaluation SheetHARDCOPY & SOFTCOPY11-A-F-07-001E-001-H2023Per SupplierPer request.T - 1 yearDTI RDS No. 127 RP is 2 years
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R10-FAD-03Report of Supplies and Materials Issued [RSMI]HARDCOPY & SOFTCOPY10-A-F-07-002C-001-H2023Per NumericPer request.T - 1 yearDTI RDS No. 127 RP is 2 years
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R10-FAD-04Property Maintenance Plan/Monitoring RecordHARDCOPY & SOFTCOPY11-A-F-07-003A-001-H2023Per request.T - 1 yearDTI RDS No. 121
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R10-FAD-05List of Accredited SuppliersSOFTCOPY10-A-F-07-004C-001-H2023Per SupplierPer request.T - 1 yearDTI RDS No. 1172 years after superseded
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R10-FAD-06Suppliers Evaluation Documents [ e.g. Performance Evaluation Sheet]HARDCOPY & SOFTCOPY10-A-F-07-004E-001-H2023Per SupplierPer request.T - 1 yearDTI RDS No. 127 RP is 2 years
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Accounting
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R10-FAD-06Trial BalanceSOFT COPYFAD ROOM-eNGASJan 2015-Dec 2015PermanentGRDS No. 90
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R10-FAD-07Statement of Financial PositionSOFT COPYFAD ROOM-eNGASJan 2015-Dec 2015PermanentGRDS No. 84
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R10-FAD-08Statement of Financial PerformanceSOFT COPYFAD ROOM-eNGASJan 2015-Dec 2015Permanent
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R10-FAD-09Notes to Financial StatementSOFT COPYFAD ROOM-PC42339Permanent
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R10-FAD-10Statement of Management ResponsibilitySOFT COPYFAD ROOM-PC42339Permanent
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R10-FAD-11Trial BalanceSOFT COPYFAD ROOM-eNGASJan 2016-Dec 2016PermanentGRDS No. 90
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R10-FAD-12Statement of Financial PositionSOFT COPYFAD ROOM-eNGASJan 2016-Dec 2016Permanent
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R10-FAD-13Statement of Financial PerformanceSOFT COPYFAD ROOM-eNGASJan 2016-Dec 2016Permanent
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R10-FAD-14Notes to Financial StatementSOFT COPYFAD ROOM-PC42705Permanent
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R10-FAD-15Statement of Management ResponsibilitySOFT COPYFAD ROOM-PC42705Permanent
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R10-FAD-16Trial BalanceSOFT COPYFAD ROOM-eNGASJan 2017-Dec 2017Permanent
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R10-FAD-17Statement of Financial PositionSOFT COPYFAD ROOM-eNGASJan 2017-Dec 2017Permanent
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R10-FAD-18Statement of Financial PerformanceSOFT COPYFAD ROOM-eNGASJan 2017-Dec 2017Permanent
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R10-FAD-19Notes to Financial StatementSOFT COPYFAD ROOM-PC43070Permanent
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R10-FAD-20Statement of Management ResponsibilitySOFT COPYFAD ROOM-PC43070Permanent
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R10-FAD-21Trial BalanceSOFT COPYFAD ROOM-eNGASJan 2018-Dec 2018Permanent
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R10-FAD-22Statement of Financial PositionSOFT COPYFAD ROOM-eNGASJan 2018-Dec 2018Permanent
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R10-FAD-23Statement of Financial PerformanceSOFT COPYFAD ROOM-eNGASJan 2018-Dec 2018Permanent
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R10-FAD-24Notes to Financial StatementSOFT COPYFAD ROOM-PCJan 2018-Dec 2018Permanent
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R10-FAD-25Statement of Management ResponsibilitySOFT COPYFAD ROOM-PCJan 2018-Dec 2018Permanent
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R10-FAD-26Trial BalanceSOFT COPYFAD ROOM-eNGASJan 2019-Dec 2019Permanent
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R10-FAD-27Statement of Financial PositionSOFT COPYFAD ROOM-eNGASJan 2019-Dec 2019Permanent
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R10-FAD-28Statement of Financial PerformanceSOFT COPYFAD ROOM-eNGASJan 2019-Dec 2019Permanent
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R10-FAD-29Notes to Financial StatementSOFT COPYFAD ROOM-PCJan 2019-Dec 2019Permanent
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R10-FAD-30Statement of Management ResponsibilitySOFT COPYFAD ROOM-PCJan 2019-Dec 2019Permanent
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Human Resource
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Recruitment, Selection and Appointment:
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R10-FAD-31201 Files with appointment papers (A-T)HardcopyFAD-T10C1Since hired to presentPer employee (alphabetical)ConfidentialPermanentGRDS No. 11215 years after separated/retired
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R10-FAD-32201 Files with appointment papers (S-Z & JOCOS); Working FilesHardcopyFAD-T10C2Since hired to presentPer employee (alphabetical)ConfidentialPermanent
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R10-FAD-33Personnel Requisition Form & Publication FormsEL - Google Drivehttps://tinyurl.com/3wdzaakx2022 - PresentPer transactionEXL2 yearsDTI RDS No. 134after vacant positions had been filled up
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R10-FAD-34Report on Appointment Issued (RAI)HardcopyFAD-10C32018 - 2020Per yearEXL2 yearsDTI RDS No. 149
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R10-FAD-35Report on Appointment Issued (RAI) 2021 - 2022HardcopyFAD-10C32021 - 2022Per yearEXL2 yearsDTI RDS No. 149
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R10-FAD-36Report on Appointment Issued (RAI) 2023 - 2024HardcopyFAD-10C32023 - 2024Per yearEXL2 yearsDTI RDS No. 149
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R10-FAD-37Report on Appointment Issued (RAI) 2025 - 2026HardcopyFAD-10C32025 - PresentPer yearEXL2 yearsDTI RDS No. 149
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R10-FAD-38CSF for RSPHardcopyFAD-10C32024 - presentPer yearEXL2 years
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Performance Evaluation:
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R10-FAD-36Dashboard Form ZHardcopyFAD-T10C2D2-4CY2022 - CY2023per year, per POEXLT-5 yearsGRDS No. 1091 year
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R10-FAD-37Dashboard Form X6HardcopyFAD-T10C2D2-4CY2022 - CY2023per year, per POEXLT-5 yearsGRDS No. 1091 year
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R10-FAD-38Dashboard Form X12HardcopyFAD-T10C2D2-4CY2022 - CY2023per year, per POEXLT-5 yearsGRDS No. 1091 year
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R10-FAD-38Dashboard Form X12HARDCOPY & SOFTCOPYFAD-T10C2D2-4
MTS OneDrive/MyDrive/Dashboard&CESPES		CY2024per year, per POEXLT-5 yearsGRDS No. 1091 year
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Learning and Development:
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R10-FAD-37Professional Development Action Plan (PDAP)EL - FADNAS\\FadNas\HR\Sosoban\HR Matters\Learning & DevelopmentCY2023-CY2024per yearEXLT-5 years
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R10-FAD-38Training PlanEL - Google Drivehttps://tinyurl.com/DTI10LearningAndDevtCY 2022-presentper yearEXLT-3 years
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R10-FAD-39Post Training Evaluation ReportHardcopyRecords RoomCY2018-2021per yearEXLT-5 yearsGRDS No. 1712 years
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R10-FAD-40Training Effectiveness ReportHardcopyRecords RoomCY2018-2021per yearEXLT-5 yearsGRDS No. 171
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R10-FAD-41Learning Application PlanEL - HRIS HRIS-OnlineCY 2023per yearEXLT-5 years
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R10-FAD-42Training CalendarEL - Google Drivehttps://tinyurl.com/DTI10LearningAndDevtper yearEXLT-1 year
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Personnel
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R10-FAD-44Daily Time Record (DTR) with Monthly Report of Attendance and Leave ApplicationHardcopyPrevious years - Archive room
Current year - FADT1		Previous year to Presentper yearEXLPrevious years - 2020 (For disposal)
2021-Present (T-5 years)		GRDS No. 991 year after data had been posted in leave cards and post-audited
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R10-FAD-45Daily Time Record (DTR) with Monthly Report of Attendance and Leave ApplicationEL - HRISHRISAugust 2023 to presentper yearEXLPermanent
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PROCESSING OF FINANCIAL CLAIMS
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R10-FAD-54Disbursement Vouchers with
Complete Supporting Documents 		Hard copyHard Copy - submitted to COA
January 2023 - presentAs per COA filingAs per COA approvalT-5 yearsGRDS No. 9110 years provided post-audited, finally settled and ot involved in any case
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R10-FAD-55Official ReceiptsHard copyHard Copy - submitted to COA
January 2023 - presentAs per COA filingAs per COA approvalT-5 yearsGRDS No. 7410 years provided post-audited, finally settled and ot involved in any case
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R10-FAD-56DV Process Cycle Time Monitoring
Report 		Electronic (Google)https://docs.google.com/spreadsheets/d/1IFaAQtAuh1R_iGjffirFNdhSu0bmppt9yyfRZZ54ZKk/edit#gid=9650466492023Per transactionAs shared in googleT-3 years
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https://docs.google.com/spreadsheets/d/189Ddfkop2VCDR7FkgbEx_n91szNUT9fxjkUG_ADlvz4/edit?gid=292806678#gid=2928066782024Per transactionAs shared in googleT-3 years
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https://docs.google.com/spreadsheets/d/1YDDHgIRQM2w7Xxl6H7uN2xNYGAzkxzSKBNHqnVf8n-4/edit?gid=1177109029#gid=11771090292025Per transactionAs shared in googleT-3 years
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R10-FAD-57Customer Satisfaction Survey ReportsHard copyTable 7, Shelf 5July 2024-presentPer MonthExclusiveT-2 years
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Records
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R10-FAD-58Outgoing Communications (2 portafiles)Hard copyShelf 1; level 12025per yearEXLT-2 YearsGRDS No. 7
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R10-FAD-59Incoming CommunicationsHard copyShelf 1; level 12025per yearEXLT-2 YearsGRDS No. 7
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R10-FAD-60Regional Office Memorandum/Special OrderHard copy & EL-PDFShelf 1; level 12018-2025per yearEXLPGRDS No. 13
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PERMANENT Issuances - ROMO & RMO
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R10-FAD-61Travel Orders (2 portafiles)Hard copyShelf 1; level 12025per yearEXLT-1 Year after expiredGRDS No. 52
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R10-FAD-62QMS DocumentsHard copyShelf 1; level 12025per yearEXLT-1 year DTI RDS No. 107
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R10-FAD-63Plans and DeedsHard copyShelf 1; level 12025EXLPGRDS No. 129
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R10-FAD-64Records Disposition Schedule (NAP & DTI)Hard copy & EL-PDFShelf 1; level 12025EXLPDTI RD No. 113
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 GRDS & DTI RDSNAP-Gen.-Circular-1-2-and-GRDS-2009.pdfDTI RDS.pdf
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BUDGET
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R10-FAD-65Status of Funds 2023HardcopyFAD-C52023per yearOpen Access3 yrsDTI RDS No. 99
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R10-FAD-66Status of Funds 2024HardcopyFAD-C52024per yearOpen Access3 yrsDTI RDS No. 99
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R10-FAD-67Status of Funds 2025HardcopyFAD-C52025per yearOpen Access3 yrsDTI RDS No. 99
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DBM/FMS Budget Proposals 2013-2014HardcopyS20-___- ___ BUDGET-PORTAFILEOpen Access3 yrsDTI RDS No. 94
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DBM/FMS Budget Proposals 2015-2016HardcopyS20-___- ___ BUDGET-PORTAFILEOpen Access3 yrsDTI RDS No. 94
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DBM/FMS Budget Proposals 2017HardcopyS20-___- ___ BUDGET-PORTAFILEOpen Access3 yrsDTI RDS No. 94
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Obligation Request and Status-(ORS)3 yrsGRDS No. 33
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-> TRUST FUND -- 2008HardcopyS20-___- ___ BUDGET-PORTAFILE2008Open Access3 yrs
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-> TRUST FUND -- 2009HardcopyS20-___- ___ BUDGET-PORTAFILE2009Open Access3 yrs
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-> TRUST FUND -- 2010HardcopyS20-___- ___ BUDGET-PORTAFILE2010Open Access3 yrs