As stated on Division Memorandum No. 52 s. 2018 entitled Additional Guidelines on the Submission and Release of Documents and the Use of Document Tracking System, the school heads are reminded of the following:
a. Inform all school personnel that all documents must be submitted to this office by the Records Custodian through DTS; and
b. Authorize other school personnel to access the Records Custodian’s DTS Account provided that the authorized personnel is properly instructed on the procedure of submission of documents and the use of the DTS account of Records Custodian is properly recorded in a logbook.
Despite of the issuance of the said Memorandum, there are still incidents where documents are submitted to the office without going through the DTS at the school level.
Hence, school heads are hereby instructed to submit a documentation that the school personnel were oriented through dissemination of memorandum, minutes of meeting, and attendance sheet to Records Unit. The deadline of submission is on June 25, 2018.
Moreover, in order to expedite the releasing of documents, the Liaison Officers or Records Custodians are hereby advised to visit the Records Unit at least once a week to submit and pick up documents that are ready for releasing at their most convenient time. The said schedule should also be communicated to school personnel to prepare the documents for submission in advance.
For relevant queries, you may contact Ms. Micah P. Ortiz at (046) 432 9355 loc. 204 or micah.ortiz@deped.gov.ph.
For your information and strict compliance.
