Nfjpiar3 - 1314 - IRR No. 7 - Safekeeping of Documents

NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS
THE ORGANIZATION OF ACCOUNTANCY STUDENTS IN CENTRAL LUZON Federation Year 2013 2014 R3: Reaching Greater Heights Celebrating Three Decades of Unifying and Empowering the JPIAn Spirit
REGION III COUNCIL
IMPLEMENTING RULES AND REGULATIONS IN THE CONDUCT OF SAFEKEEPING OF DOCUMENTS
REVISION HISTORY:
Version No. 1 Date 05/22/13 Revised By Roy James S. Enrile Approved By Zheena E. Ocampo Noted By Conrad Allan M. Alviz Details Initial Issue
Implementing Rules and Regulations on Safekeeping of Documents National Federation of Junior Philippine Institute of Accountants Region III Council
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TABLE OF CONTENTS
Background Objectives Definition of Terms Creation, Approval and Submission of Critical Documents Storage and Backup Turnover and Retention Enforcement of the Implementing Rules and Regulations Amendments or Revisions Separability Clause Repealing Clause Effectivity
3 3 3 3 7 8 8 9 9 9 10
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BACKGROUND:
Safekeeping of documents is one of the vital functions in an organization to preserve its history or even records of success and failures. Relevant information that cannot be found is useless. Documents that are not systematically arranged and organized promote inconvenience. Records which would play an imperative role in every crucial decision making process must be well-protected to conserve its fairness and integrity. Thus, in this concern, a resilient and well thought-out safekeeping rules and regulations must be structured to support every endeavor that would be undertaken and to maintain a trace of the legacy which is being written by NFJPIA Region III.
OBJECTIVES:
To identify critical documents that are to be properly kept by NFJPIAR3. To define those parties responsible for the creation, approval, and custody of abovementioned documents. To state the media on how letters will be disseminated and how to monitor this dissemination process. To determine the modes on how these critical documents will be filed and preserved. To clarify on how these documents will be turned-over in the succeeding year. To establish a retention policy of documents to be kept.
DEFINITION OF TERMS:
Council shall pertain to the NFJPIA Region III Executive Board. Officers shall pertain to the incumbent Regional Executive Officers. Documents shall pertain to the documents critical to the Council. Critical shall pertain to the weight of importance of the document.
CREATION, APPROVAL AND SUBMISSION OF CRITICAL DOCUMENTS

Documents that are deemed critical to the Council include the following: Constitution and By-Laws Board Resolutions Implementing Rules and Regulations Masterplans Minutes of the Meetings Budget Proposals
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Financial Statements Activity Documentation Letters Evaluations All the abovementioned documents shall be prepared in conformity with this format: Font Style: Cambria Font Size: 11 Page Size: 8.5 x 11 Margins: Top: 2 Bottom: 1 Left: .5 Right: .5 Indentions: Left: .49 Right: .53 Line Spacing: 1.00 * Constitution and By-Laws 1. Based on Article XIX Section 5 of the 2012 NFJPIA-R3 Constitution and By-Laws, Constitution and By-Laws shall not be amended nor revised within three (3) years after its last ratification. 2. This shall be safely kept by the Secretary General. 3. A copy of this shall be propagated to all the Officers of the Council. * Board Resolutions 1. Board Resolution shall be made by the Secretary General upon the quorum vote of the Council during a duly called meeting. 2. Board Resolution shall be certified correct by the Secretary General, approved by the Council and noted by the Adviser one (1) day after the duly called meeting. 3. To facilitate the systematic arrangement of files, Board Resolution shall appear having a heading of: Board Resolution No. (Cardinal Number) Series of (Year) Example: Board Resolution No. 1 Series of 2013 * Implementing Rules and Regulations 1. Implementing Rules and Regulations shall be prepared by the Chairman or Head of the undertaking they purport. 2. Implementing Rules and Regulations shall always include the following:
Implementing Rules and Regulations on Safekeeping of Documents National Federation of Junior Philippine Institute of Accountants Region III Council Page 4 of 11
REGION III COUNCIL
a. Modes on how these shall be enforced and implemented b. Provisions for Amendments and Revisions c. Separability Clause d. Repealing Clause e. Date of Effectivity 3. Implementing Rules and Regulations shall be submitted and presented by its author on the Team Planning Event of the Council. 4. Implementing Rules and Regulations shall be approved by the Council and be noted by the Adviser. * Masterplan 1. Masterplan shall be prepared by the Chairman or Head of the undertaking it purports. 2. Masterplan of event shall always include the following: a. Project Title b. Project Description c. Project Objectives d. Target Participants e. Theme Description f. Prospective Date and Venue g. Program of Activities / Scenario Plan h. Qualifications and Requirements i. Attachment of Complementary Implementing Rules and Regulations, if any j. Delegation of Manpower k. Task list and Timeline l. Promotional Strategies m. Attachment of Financials (see Budget Proposal) n. Others that may deem necessary to be disclosed 3. Masterplan shall be submitted and presented by its author on the Team Planning Event of the Council. 4. Masterplan shall be approved by the Council and noted by the Adviser. * Minutes of Meeting 1. Minutes of Meeting shall be prepared by the Secretary General for both regular and special meetings. 2. Minutes of Meetings shall always include the following: a. Date b. Venue c. Attendance d. Subject Matter e. Call to order f. Quorum and Purpose g. Others that may deem necessary to be disclosed 3. A copy of the Minutes of meetings shall be circulated to the Council within two (2) days after the meeting. 4. Minutes of meetings shall be certified correct by the Secretary General, approved by the Council and noted by the Adviser.
Implementing Rules and Regulations on Safekeeping of Documents National Federation of Junior Philippine Institute of Accountants Region III Council Page 5 of 11
REGION III COUNCIL
* Budget Proposal 1. Budget Proposal shall be prepared by the Chairman or Head of the undertaking it purports. 2. A Budget Proposal shall include a comprehensive breakdown of projected expenses for which the proposed budget will be allocated. 3. Budget Proposal shall be submitted and presented by its author for review and approval on the Team Planning Activity of the Council. 4. Budget Proposal shall be reviewed and approved by the President and the Vice President for Finance, noted by the Adviser. * Financial Statements 1. Financial Statements shall be prepared by the Vice President for Finance every after the activity, monthly, quarterly and annually. 2. Financial Statements shall be submitted to the Vice President for Audit within eight (8) days after the date of the report. 3. Audited Financial Statements shall be submitted by the Vice President for Audit to the Council within fifteen (15) days after the date of the report. 4. An Annual Audited Financial Statements shall be submitted to the National Council within twenty-five (25) days after the end of the Federation Year. 5. Audited Financial Statements shall be certified correct by the Vice President for Audit, and noted by the Activity Head (if any), President and Adviser. * Activity Documentation 1. Activity Documentation shall be made by the VP Media and Documentation together with his/her Standing Committee in coordination with the chairman/head of the activity to be documented. 2. Activity Documentation shall be approved by the Council and noted by the Adviser 3. A fifteen (15)-day period shall be allotted for the responsible parties to accomplish and submit to the Secretary General all the necessary documentation papers. * Letters 1. All letters that will be disseminated by the Council shall be made by the Secretary General. 2. All letters that will be disseminated by the Council shall be copy furnished to the President and Adviser. 3. Media for propagation of letters can be found in the Implementing Rules and Regulations on Communications and Media. 4. Letters for invitation, notices and others which would imply a need for a confirmation shall be responded by the recipient, either affirmation or negation, five (5) days after they have been sent.
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* Evaluations 1. Activity Evaluations shall be done by the Vice President for Audit. 2. Activity Evaluations shall be submitted to the Council fifteen (15) days after the date of the activity. 3. Activity Evaluations shall be noted by the Activity Head, President and Adviser.
STORAGE AND BACKUP

1. All documents to be stored shall follow this file name format: For the Council: nfjpiar3_(Fed. Year)_(Activity)_(Document Type) Example: nfjpiar3_1314_LTS_IRR For the Local Chapters: (School Code)_(Fed. Year)_(Document Type) Example: BU_1314_Accomplishment Report * See Appendix A of Implementing Rules and Regulations on Communications and Media for the list of School Code to be used for the F.Y. 2013-2014. 2. All documents to be kept in the Councils databank once final shall be in a PDF Format to avoid alterations of its content. 3. All documents to be kept in the Councils databank shall have a backup copy not in PDF Format. 4. Each Officer shall maintain a flash drive, for NFJPIAR3 exclusive use, which will serve as their storage device. 5. The author of the document shall maintain a soft copy of his file. 6. Saved in each Officers flash drive are also the documents made by the Standing Committee under his supervision. 7. The flash drive of the Secretary General shall serve as the databank where all the documents generated by the Council shall be stored. 8. The Secretary General shall sort all the documents in his flash drive. These shall be classified into: a. Secretary General Type of Document Documents b. Regional Council Event/Activity Documents generated for the activity
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c. Local Chapters of Region III Name of the Local Chapter Documents 9. The Secretary General shall maintain a separate hard disk, a secondary backup solution where copy of the files shall be stored for contingency in case of file crash and corruption. 10. Same classification of documents shall be maintained. 11. Only the final copy of the documents shall be saved. 12. A hard copy of all the documents prepared for the entire federation year shall be safely kept and properly sorted. 13. A monthly backup run testing shall be performed by the Secretary General to ensure the recoverability of data.
TURNOVER AND RETENTION

1. Turnover of documents shall occur at least fifteen (15) days before the start of the next Federation Year. 2. The retention period shall be for three (3) years. 3. The databank of the three (3) consecutive preceding federation years shall be in the custody of the present year Secretary General. 4. Each present federation year Officer shall also acquire the flash drive of his predecessor containing the documents retained for three (3) years. 5. All the documents passed on by the preceding Council shall only be patterned and used for decision making process and not altered.
ENFORCEMENT OF THE IMPLEMENTING RULES AND REGULATIONS

1. It shall be the primary duty of the Regional Secretary General and the Council to effectively enforce the provisions of this Implementing Rules and Regulations. The Council also has the sole right to interpret the contents of this Implementing Rules & Regulations and their decision will be binding and irrevocable.
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2. The Regional Adviser shall act as legal adviser to the Regional Secretary General and the Council and shall render legal assistance as may be necessary in carrying out the provisions of this Implementing Rules and Regulations.
AMENDMENTS OR REVISIONS
1. The Council shall be vested with the exclusive power to revise and amend the Implementing Rules and Regulations. 2. Any amendments to or revisions to this Implementing Rules and Regulations may be proposed by any member of any local chapter upon a written request of such member, stating the reasons thereto. 3. Any request for amendments and revisions as well as proposed amendments must initially be reviewed by the Regional Secretary General then to be forwarded to the Regional Executive Officers for discussion, editing and final approval and to be noted by the Regional Adviser. 4. The Regional Executive Officers shall have the right to debunk any proposed revisions and amendments, submitted to them by the Regional Secretary General, which are deemed unnecessary. The final decision on any inclusions and exclusions to this Implementing Rules and Regulations must be determined by a majority vote of all Regional Executive Officers in which the Regional Secretary General is included. 5. Amendments to particular provisions in this Implementing Rules and Regulations shall be allowed provided that such amendments will be communicated to stakeholders at least two (2) weeks before it could take effect.
SEPARABILITY CLAUSE
If any clause, provision, paragraph or part of this Implementing Rules and Regulations shall be declared unconstitutional or invalid, such judgment shall not affect, invalidate, or impair any other part hereof, but shall be merely confined to the clause, provision, paragraph or part directly involved in the controversy in which such judgment has been rendered.
REPEALING CLAUSE
Any rule and regulation or resolution or part/s thereof inconsistent with the provisions of this Implementing Rules and Regulations are hereby repealed or modified accordingly.
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EFFECTIVITY
This Implementing Rules and Regulations shall take effect immediately after its presentation and approval from the Assembly.
PREPARED BY:
___________________________________ Roy James S. Enrile SECRETARY GENERAL Baliuag University APPROVED BY:
___________________________________ Zheena E. Ocampo PRESIDENT Systems Plus College Foundation
___________________________________ Francis Xavier W. Ferrer VICE PRESIDENT FOR ACADEMICS Systems Plus College Foundation
___________________________________ Emil Julius T. David VICE PRESIDENT FOR NON ACADEMICS Holy Angel University
___________________________________ Leila Victoria R. Antonio VICE PRESIDENT FOR FINANCE Wesleyan University - Philippines
___________________________________ Enrico C. Rivera VICE PRESIDENT FOR MEMBERSHIP Tarlac State University
___________________________________ Adrianne B. Harve VICE PRESIDENT FOR COMMUNICATIONS University of the Assumption
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REGION III COUNCIL
___________________________________ Jane T. Villanueva VICE PRESIDENT FOR MEDIA Wesleyan University - Philippines
___________________________________ John Kendrick H. Pajarin VICE PRESIDENT FOR AUDIT Colegio de San Juan de Letran - Bataan
NOTED BY:
___________________________________ Conrad Allan M. Alviz, CPA, CISA ADVISER SGV & Co.
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Nfjpiar3 - 1314 - IRR No. 7 - Safekeeping of Documents

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NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS

REGION III COUNCIL

IMPLEMENTING RULES AND REGULATIONS IN THE CONDUCT OF SAFEKEEPING OF DOCUMENTS

NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS

REGION III COUNCIL

NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS

REGION III COUNCIL

CREATION, APPROVAL AND SUBMISSION OF CRITICAL DOCUMENTS

NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS

REGION III COUNCIL

NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS

REGION III COUNCIL

NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS

REGION III COUNCIL

NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS

REGION III COUNCIL

STORAGE AND BACKUP

NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS

REGION III COUNCIL

TURNOVER AND RETENTION

ENFORCEMENT OF THE IMPLEMENTING RULES AND REGULATIONS

NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS

REGION III COUNCIL

NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS

REGION III COUNCIL

___________________________________ Zheena E. Ocampo PRESIDENT Systems Plus College Foundation

NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS

REGION III COUNCIL

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