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Issuance of Regular Annotation Requests: Copy Issuance of Birth Document Effecting Republic Act No. 9255 under Administrative Order No. 1, Series of 2004 (Old Implementing Rules and Regulations) and Administrative Order No 1, Series of 2016 (Revised....

Issuance of Regular Annotation Requests: Copy Issuance of Birth Document Effecting Republic Act No. 9255 under Administrative Order No. 1, Series of 2004 (Old Implementing Rules and Regulations) and Administrative Order No 1, Series of 2016 (Revised Implementing Rules and Regulations)

RA 9255 is entitled an “Act Allowing Illegitimate Children to Use the Surname of their Father”. This law allows illegitimate children to use the surname of their father if they are recognized in their birth document or acknowledged in a separate public document or in a private handwritten instrument.

Office or Division:

Civil Register Management Division

Classification:

Complex

Type of Transaction:

Government-to-Citizens(G2C)

Who may avail:

All clients of legal age (18 years old and above)

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

1. Affidavit to Use the Surname of the Father (AUSF) one photocopy certified by the concerned LCRO/PFSP

Concerned Local Civil Registry Office (LCRO) or Philippine Foreign Service Post (PFSP)

2. Certificate of Registration of the AUSF issued by the concerned LCRO/PFSF (one original copy)

3. Affidavit of Admission of Paternity (AAP) or public document or in a private handwritten instrument (one photocopy certified by the concerned LCRO)

4. Certificate of Registration of the AAP issued by the concerned LCRO (one original copy)

5. Un-annotated Certificate of Live Birth (one photocopy certified by the concerned LCRO)

6. Annotated Certificate of Live Birth effecting RA 9255 (one photocopy certified by the concerned LCRO)

Other documents, if applicable

7. Other requirements, if applicable

a. Authentic writing and Certificate of Death/Report of Death/Judicial Declaration of Presumptive Death of the spouse (in absence of affidavit of admission of paternity of the deceased father) for Old IRR

b. Private Handwritten instrument and Certificate of Death/Report of Death/Judicial Declaration of Presumptive Death of the spouse (in absence of affidavit of admission of paternity of the deceased father) for RIRR

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

DOCUMENT RECEIPT AND CONTROL UNIT

The regular annotation requests for Republic Act No. 9255 are received through:

Courier.

Monthly Submission.

LCRCU; and

CRS Outlets

1. Receipt and control of documents.

1.1. Check the document/parcel vs. transmittal.

1.1.1. If the document / parcel is not among the list in the transmittal, inform the Central Outlet / LCRCU.

1.1.2. If the document/s are among the list in the transmittal, proceed to 2.

None

1 hour per batch of 75 documents.

Unisys Associate,

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

2. Encode document through RCC and printing of transmittal.

None

1 hour per batch of 75 documents.

Unisys Associate and COSW,

Document Receipt and Control Unit (DRCU) and Document Processing Unit (DPU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

3. Create VEI Record

3.1. Search VEI record, if positive proceed to step 4.

3.2. If Negative, create VEI record

None

1 hour per batch of 30 documents

1 hour per batch of 29 documents

Unisys Associate

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

4. Create Transaction for Legitimation Regular Annotation Requests.

None

1 hour per batch of 42 documents

Unisys Associate

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

5. Transmit the documents to Legal Instruments Unit

None

5 minutes per batch of 32 documents.

Unisys Associate,

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

LEGAL INSTRUMENTS UNIT

6. Receipt and Control of documents from DRCU.

6.1. Check the transmitted documents vs. transmittal.

6.1.1. If the document is not among the list in the transmittal, return to DRCU.

6.1.2. If the document is among the list in the transmittal, proceed to 5.

None.

10 minutes per batch of 10 AFs

Uncon/MV Controller

Legal Instruments Unit, CRMD,

CRS Building, Quezon City

Supervisor

Legal Instruments Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

7. Printing and Sorting of AFs

None

3 minutes per batch of 10 AFs

Uncon/MV Controller,

Legal Instruments Unit, CRMD,

CRS Building, Quezon City

Supervisor

Legal Instruments Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

8. Match AFs with its supporting documents.

8.1. If document has no AF, return to DRCU for encoding.

None

5 minutes per batch of 10 AFs

Unisys Associate

Legal Instruments Unit, CRMD,

8^th Floor CRS Building, Quezon City

9. Verify the specimen signature of the authorized LCRO signatory in the database.

9.1. If documents passed specimen signature verification, stamp “Verified by” and date of verification and affix initial/signature on each page of the documents.

9.2. If document did not pass verification, attach the blue stub, and indicate the feedback

None

30 minutes per batch of 10 documents.

Specimen Signature Verifier,

Legal Instruments Unit, CRMD,

CRS Building, Quezon City

Supervisor

Legal Instruments Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

10. Conduct detailed screening and attach evaluation form to the supporting documents.

10.1.Check completeness and consistency of documents.

10.2.Conduct of CRD/CDLI Search verification.

10.3.If no issue or problem is found during screening, route the AFs with the pertinent documents to Annotation Unit

10.4.If the affected CRD contained blurred/unreadable entries, route to Microfilm Archives (refer to page 7 of microfilm process) or to BMD Archives (refer to page 9 of BMD archives)

10.5.If an issue or problem is found during screening, indicate the finding in the evaluation form and prepare feedback

10.6.If the document is found annotated for RA 9255 or the child is already under the surname of the father, logged out as “positive”.

None

1 hour per batch of 10 documents.

Screener,

Legal Instruments Unit, CRMD,

CRS Building, Quezon City

Supervisor

Legal Instruments Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

11. Preparation and Tagging of Feedback Form

None

6 minutes per document.

Feedback Clerk,

Legal Instruments Unit, CRMD,

CRS Building, Quezon City

Supervisor

Legal Instruments Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

12. Attaching of feedback form to documents.

12.1.Preparation of transmittal.

None

6 minutes per document.

Feedback Clerk,

Legal Instruments Unit, CRMD,

CRS Building, Quezon City

Supervisor

Legal Instruments Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

13. Encoding of Feedback form for sending to the concerned LCRO

None

1 hour per batch of 10 documents

COSW,

Legal Instruments Unit,

CRMD

8^th Floor CRS Building

14. Sending of Status of processed documents to the concerned LCRO

14.1. Approved and Annotated CRDs

14.2. Documents with Feedback

None

1 hour per batch of 60 documents

Administrative Aide VI and COSW

CRMD,

CRS Building, Quezon City

Supervisor

Legal Instruments Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

ANNOTATION UNIT

15. Receipt and control of application forms (AFs) and supporting documents from Legal Instruments Unit

15.1.Check the AFs of transmitted documents vs. list of documents in the transmittal.

15.1.1. If the AF is not among the list in the transmittal, return to Legal Instruments Unit

15.1.2. If the AF is among the list in the transmittal, proceed to the next step.

15.2.Scan “In” the AFs through the Uncon/MV Processing.

15.3.Forward the documents to the Team Lead for distribution to the Annotators.

None

10 minutes per batch of 10 AFs

Uncon/MV Controller

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

16. Distribute Application Forms and the supporting documents to the Annotator for processing.

None

5 minutes

Team Lead

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

17. Annotation of COLB in the CRS database

17.1.Countercheck the completeness of the requirements and consistency of entries versus the data in the image/record in CRS database.

17.1.1.If the record passed verification, annotate the image in the CRS database.

17.1.2.If the record does not pass the verification, issue feedback.

17.1.3.If the document is already found annotated for RA 9255, return to Legal Instruments Unit for logging out in the system.

None

1 hour per batch of 10 documents

Annotator

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

18. Approval of Annotation

18.1. Review the completeness of the requirements and consistencies of entries of the supporting documents as well as the annotation.

18.1.1.If passed, approve the annotation in the Electronic Annotation System (EAS)

18.1.2.If failed, disapprove the annotation, and prepare feedback

None

Note: Once the document has been approved, copy issuance is available in all CRS Outlets.

1 hour per 10 annotated documents approved

Approver

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

19. Return all the approved/ disapproved documents to Legal Instruments Unit for Document Preparation

None

Uncon/MV Controller,

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

The following documents subject for annotations depending on the results of evaluation will be routed to the following:

1. Negative Record in the PSA database or for clear copy

Unit/Archives	Coverage	Remarks
Document Processing Unit-	Current Year (ex. 2023)	Refer to Page 9 for the detailed process
Birth/Death/Marriage Archives	Past 2 Year (2021-2022)	Refer to Page 9 for the detailed process
Microfilm Unit	1945-1994	Refer to Page 7 for the detailed process
Central Archives	1945-2022	Refer to Page 10 for the detailed process

· For BReN-linking/BReN-unlinking and Cancellation of an Erroneous Annotations in the Database- AFs are routed to PMU, refer to Page 252 for ECF process and page 259 for Bren-linking/unlinking on the detailed process.

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:7 WORKING DAYS

Issuance of Regular Annotation Requests: Copy Issuance of Birth Document Effecting Republic Act No. 9255 under Administra....

Issuance of Regular Annotation Requests: Copy Issuance of Birth, Marriage, and Death Documents Affected by Court Decrees Change Name/Correction of Entry/Cancellation in the CRS Central Outlet

A court decision declaring the change of name or correction of any entry in civil registry document, or cancellation of its registration, rendered by the Regional Trial Court pursuant to Rule 103 and 108 of the Revised Rules of Court and other applicable laws.

Office or Division:	Civil Register Management Division
Classification:	Complex
Type of Transaction:	Government-to-Citizens(G2C)
Who may avail:	All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
A. FOR CHILDREN BORN IN THE PHILIPPINES:		Local Civil Registry Office (LCRO) of the place of birth
1. Original or Certified True/Photocopy of the Court Decision/Order
2. Original or Certified True/Photocopy of the Certificate of Finality of Court Decision/Order.
3. Original or Certified True/Photocopy of the Certificate of Registration of the Court. Decision/Order issued by the civil registrar where the decision/order was registered.
4. Original or Certified True/Photocopy of the Certificate of Authenticity of the Court Decision/Order issued by the Civil Registrar where the decision/order was registered.
5. Annotated Certificate of Live Birth, effecting legitimation (one photocopy certified by the concerned LCRO)
6. Un-annotated Certificate of Live Birth (one photocopy certified by the concerned LCRO)

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

DOCUMENT RECEIPT AND CONTROL UNIT

The regular annotation requests for Change of Name/Correction of Entry/Cancellation are received through:

Courier.

Monthly Submission.

LCRCU; and

CRS Outlets

1. Receipt and control of documents.

1.1. Check the document/parcel vs. transmittal.

1.1.1. If the document / parcel is not among the list in the transmittal, inform the Central Outlet / LCRCU.

1.1.2. If the document/s are among the list in the transmittal, proceed to 2.

None

1 hour per batch of 75 documents.

Unisys Associate and COSW,

Document Receipt and Control Unit (DRCU) and Document Processing Unit (DPU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

2. Encode document through RCC and printing of transmittal.

None

1 hour per batch of 75 documents.

Unisys Associate and COSW,

Document Receipt and Control Unit (DRCU) and Document Processing Unit (DPU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

3. Create VEI Record

3.1. Search VEI record, if positive proceed to step 4.

3.2. If Negative, create VEI record

None

1 hour per batch of 30 documents

1 hour per batch of 29 documents

Unisys Associate

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

4. Create Transaction for Change of Name/Correction of Entry/Cancellation for Regular Annotation Requests

None

1 hour per batch of 42 documents

Unisys Associate

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

5. Transmit the documents to Court Decree Unit

None

5 minutes per batch of 32 documents

Unisys Associate,

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

COURT DECREES UNIT

6. Receipt and Control of documents from DRCU.

6.1. Check the transmitted documents vs. transmittal.

6.1.1. If the document is not among the list in the transmittal, return to DRCU.

6.1.2. If the document is among the list in the transmittal, proceed to printing.

None.

10 minutes per batch of 15 documents

Unisys Associate, Uncon/MV Processing

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

7. Printing and Sorting of AFs

None

3 minutes per batch of 10 AFs

Unisys Associate, Uncon/MV Processing

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

8. Match AFs with its supporting documents

None

3 minutes per batch of 10 AFs

Unisys Associate, Uncon/MV Processing

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

9. Verify the specimen signature of the authorized LCRO signatory in the database.

9.1. If documents passed the specimen signature verification, stamp “Verified by” and date of verification and affix initial/ signature of the Authentication Officer on each page of the documents.

9.2. If document did not pass verification, attach the blue stub, and indicate findings and feedback.

None

1 hour per batch of 18 documents

Unisys Associate, Specimen Signature Verifier

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

10. Conduct detailed screening and evaluation with attached evaluation form to the supporting documents.

10.1.If no issue or problem is found during screening, route the AFs with the pertinent documents to Annotation Unit

10.2.If an issue or problem is found during screening, indicate the finding in the evaluation form and prepare feedback

10.3.If the document is found annotated Change of Name/ Correction/ Cancellation, logged out as “positive”.

None

1 hour per batch of 3 AFs

Registration Officer II and

Registration Officer I

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

11. Preparation and Tagging of Feedback Form

None

1 hour per batch of 12 AFs

Unisys Associate, Feedback Clerk

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

12. Scanning and Sending of Feedback through e-mail to the concerned RSSO, CSS and C/MCR

None

1 hour per batch of 12 AFs

COSW

Court Decree Unit, CRMD,

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

ANNOTATION UNIT

13. Receipt and control of application forms (AFs) and supporting documents from Court Decree Unit

13.1. Check the AFs of transmitted documents vs. list of documents in the transmittal.

13.1.1. If the AF is not among the list in the transmittal, return to Court Decree Unit

13.1.2. If the AF is among the list in the transmittal, proceed to the next step.

13.2. Scan “In” the AFs through the Uncon/MV Processing.

13.3.Forward the documents to the Team Lead for distribution to the Annotators.

None

10 minutes per batch of 10 AFs

Uncon/MV Controller

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

14. Distribute Application Forms and the supporting documents to the Annotator for processing.

None

5 minutes

Team Lead

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

15. Annotation of COLB in the CRS database

15.1.Countercheck the completeness of the requirements and consistency of entries versus the data in the image/record in CRS database.

15.1.1.If the record passed verification, annotate the image in the CRS database.

15.1.2.If the record does not pass the verification, issue feedback.

15.1.3.If the annotated CRDs is already loaded in the CRS Database, route to Court Decree Unit for logging out in the system

None

1 hour per batch of 10 documents

Annotator

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

16. Approval of Annotation

16.1.Review the completeness of the requirements and consistencies of entries of the supporting documents as well as the annotation.

16.1.1.If passed, approve the annotation in the Electronic Annotation System (EAS).

16.1.2.If failed, disapprove the annotation, and prepare feedback

None

Note: Once the document has been approved, copy issuance is available in all CRS Outlets.

1 hour per 10 annotated documents approved

Approver

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

17. Return all the approved/ disapproved documents to Court Decree Unit for Document Preparation

None

Uncon/MV Controller,

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

The following documents subject for annotations depending on the results of evaluation will be routed to the following:

· Negative Record in the PSA database or for clear copy

Unit/Archives	Coverage	Remarks
Document Processing Unit-	Current Year (ex. 2023)	Refer to Page 9 for the detailed process
Birth/Death/Marriage Archives	Past 2 Year (2021-2022)	Refer to Page 9 for the detailed process
Microfilm Unit	1945-1994	Refer to Page 7 for the detailed process
Central Archives	1945-2022	Refer to Page 10 for the detailed process

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:7 WORKING DAYS

Issuance of Regular Annotation Requests: Copy Issuance of Birth, Marriage, and Death Documents Affected by Court Decrees....

Issuance of Regular Annotation Requests: Copy issuance of Birth, Marriage, or Death Affecting RA 9048 and/or RA 10172 at PSA CRS Outlets

Republic Act No. 9048 is an act authorizing the City or Municipal Civil Registrar or the Consul General to correct a clerical or typographical error in an entry and or change of first name or nickname in the civil register without need of a judicial order. This law amended Article 376 of the Civil Code of the Philippines.

Republic Act No. 10172 is another act which further authorizes the City or Municipal Civil Registrar or the Consul General to correct clerical or typographical errors in the DAY and MONTH in the DATE of BIRTH or SEX of a person appearing in the Civil Register without need of a judicial order, amending RA 9048.

Office or Division:

Civil Register Management Division

Classification:

Complex

Type of Transaction:

Government-to-Citizens(G2C)

Who may avail:

All clients of legal age (18 years old and above)

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

1. Approved petition with the C/MCR decision (one photocopy certified by the concerned LCRO)

· Correction of Clerical Error [CCE]

· Change of first name [CFN]

Local Civil Registry Office (LCRO) of the place of birth

2. Certificate of Finality (one photocopy certified by the concerned LCRO)

3. Action taken by the Civil Registrar General (CRG) (one photocopy certified by the concerned LCRO)

4. Un-annotated Certificate of Live Birth (one photocopy certified by the concerned LCRO)

5. Annotated Certificate of Live Birth effecting RA 9048/RA10172(one photocopy certified by the concerned LCRO)

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

DOCUMENT RECEIPT AND CONTROL UNIT, DOCUMENT PROCESSING UNIT, LOCAL CIVIL REGISTRARS COORDINATING UNIT, AND CRS OUTLETS

1. The regular annotation requests for RA9048/RA10172 are received through:

Courier.

Monthly Submission.

LCRCU; and

CRS Outlets

1. Receipt and control of documents.

1.1. Check the document/parcel vs. transmittal.

1.1.1.If the document / parcel is not among the list in the transmittal, inform the Central Outlet / LCRCU.

1.1.2.If the document/s are among the list in the transmittal, proceed to 2.

None

1 hour per batch of 75 documents.

Unisys Associate and COSW,

Document Receipt and Control Unit (DRCU) and Document Processing Unit (DPU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

2. Encode document through RCC and printing of transmittal.

None

1 hour per batch of 75 documents.

Unisys Associate and COSW,

Document Receipt and Control Unit (DRCU) and Document Processing Unit (DPU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

3. Create VEI Record

3.1. Search VEI record, if positive proceed to step 4.

3.2. If Negative, create VEI record

None

1 hour per batch of 30 documents

1 hour per batch of 29 documents

Unisys Associate

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

4. Create Transaction for RA 9048 / RA10172 and Supplemental Report Regular Annotation Requests

None

1 hour per batch of 42 documents

Unisys Associate

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

5. Transmit the documents to RA9048/ RA10172 and Supplemental Report Unit

None

5 minutes per batch of 32 documents

Unisys Associate,

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

RA9048, RA10172 AND SUPPLEMENTAL REPORT UNIT

6. Receipt and Control of documents from DRCU

6.1. Check the transmitted documents vs. transmittal.

6.1.1.If the document is not among the list in the transmittal, return to DRCU

6.1.2.If the document is among the list in the transmittal, proceed to 6.

None.

10 minutes per batch of 10 AFs

Uncon/MV Controller

RA9048/RA10172 and Supplemental Report Unit, CRMD,

CRS Building, Quezon City

Supervisor

RA9048/RA10172 and Supplemental Report Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

7. Printing and Sorting of AFs

None

3 minutes per batch of 10 AFs

Uncon/MV Controller

RA9048/RA10172 and Supplemental Report Unit, CRMD,

CRS Building, Quezon City

Supervisor

RA9048/RA10172 and Supplemental Report Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

8. Match AFs with its supporting documents.

None

5 minutes per batch of 10 AFs

Unisys Associate,

RA9048/RA10172 and Supplemental Report Unit, CRMD,

CRS Building, Quezon City

Supervisor

RA9048/RA10172 and Supplemental Report Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

9. Verify the specimen signature of the authorized LCRO signatory in the database

9.1. If documents passed specimen signature verification, stamp “Verified by” and date of verification and affix initial/signature on each page of the documents

9.2. If document did not pass verification, attach the blue stub and indicate the feedback

None

30 minutes per batch of 10 documents.

SpecimenSignature Verifier

RA9048/RA10172 and Supplemental Report Unit, CRMD,

CRS Building, Quezon City

Supervisor

RA9048/RA10172 and Supplemental Report Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

10. Conduct initial screening and attach evaluation form to the supporting documents.

10.1.If the document passed the screening processes, route to Annotation Archives/Unit.

10.2.If the document failed the screening, indicate the finding in the evaluation form and issue feedback.

10.3.If the document is found annotated, logged out as “positive”.

None

1 hour per batch of 10 documents.

Screener,

RA9048/RA10172 and Supplemental Report Unit, CRMD,

CRS Building, Quezon City

Supervisor

RA9048/RA10172 and Supplemental Report Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

11. Preparation and Tagging of Feedback Form

None

Feedback Clerk,

RA9048/RA10172 and Supplemental Report Unit, CRMD,

CRS Building, Quezon City

Supervisor

RA9048/RA10172 and Supplemental Report Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

12. Sending of Feedback

None

Administrative Assistant II,

RA9048/RA10172 and Supplemental Report Unit, CRMD,

CRS Building, Quezon City

Supervisor

RA9048/RA10172 and Supplemental Report Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

ANNOTATION UNIT

13. Receipt and control of application forms (AFs) and supporting documents from RA9048/RA10172 and Supplemental Report Unit

13.1.Check the AFs of transmitted documents vs. list of documents in the transmittal.

13.1.1. If the AF is not among the list in the transmittal, return to RA9048/RA10172 and Supplemental Report Unit

13.1.2. If the AF is among the list in the transmittal, proceed to the next step.

13.2.Scan “In” the AFs through the Uncon/MV Processing

13.3.Forward the documents to the Team Lead for distribution to the Annotators.

None

10 minutes per batch of 10 AFs

Uncon/MV Controller

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

14. Distribute Application Forms and the supporting documents to the Annotator for processing.

None

5 minutes

Team Lead

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

15. Annotation of COLB in the CRS database

15.1.Countercheck the completeness of the requirements and consistency of entries versus the data in the image/record in CRS database.

15.1.1.If the record passed verification, annotate the image in the CRS database

15.1.2.If the record does not pass the verification, issue a feedback.

15.1.3.If the document is already found annotated for RA908/RA10172, return to RA9048/ RA10172 and Supplemental Unit for logging out in the system.

None

1 hour per batch of 10 documents

Annotator

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

16. Approval of Annotation

16.1.Review the completeness of the requirements and consistencies of entries of the supporting documents as well as the annotation.

16.1.1.If passed, approve the annotation in the Electronic Annotation System (EAS)

16.1.2.If failed, disapprove the annotation and prepare feedback

None

Note: Once the document has been approved, copy issuance is available in all CRS Outlets.

1 hour per 10 annotated documents approved

Approver

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

17. Return all the approved/ disapproved documents to RA9048/ RA10172 and Supplemental Report Unit for Document Preparation

None

Uncon/MV Controller,

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

The following documents subject for annotations depending on the results of evaluation will be routed to the following:

· Negative Record in the PSA database or for clear copy

Unit/Archives	Coverage	Remarks
Document Processing Unit-	Current Year (ex. 2023)	Refer to Page 9 for the detailed process
Birth/Death/Marriage Archives	Past 2 Year (2021-2022)	Refer to Page 9 for the detailed process
Microfilm Unit	1945-1994	Refer to Page 7 for the detailed process
Central Archives	1945-2022	Refer to Page 10 for the detailed process

For BReN-linking/BReN-unlinking and Cancellation of an Erroneous Annotations in the Database- AFs are routed to PMU, refer to Page 252 for ECF process and page 259 for Bren-linking/unlinking on the detailed process.

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:7 WORKING DAYS Assuming all other CRS Outlet are ITP2 (15 WORKING DAYS for Regions implementing Decentralized Annotations)

Issuance of Regular Annotation Requests: Copy issuance of Birth, Marriage, or Death Affecting RA 9048 and/or RA 10172 at PSA CRS

Issuance of Regular Annotation Requests: Copy Issuance of Civil Registry Documents Affected by Sharia Courts Decision on Divorce

A court decision on Divorce obtained through Shari’ah Court.

Office or Division:	Civil Register Management Division
Classification:	Complex
Type of Transaction:	Government-to-Citizens(G2C)
Who may avail:	All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
A. FOR EVENTS OCCURRED IN THE IN THE PHILIPPINES:		Local Civil Registry Office (LCRO) of the place of birth
1. Original or Certified True/Photocopy of the Court Decree.
2. Original or Certified True/Photocopy of the Certificate of Finality of Court Decree.
3. Original or Certified True/Photocopy of the Certificate of Registration of the Court Decree issued by the civil registrar where the decision/order was registered.
4. Original or Certified True/Photocopy of the Certificate of Authenticity of the Court Decree issued by the Civil Registrar where the decision/order was registered.
5. Annotated Certificate of Marriage (one photocopy certified by the concerned LCRO)
6. Un-annotated Certificate of Marriage (one photocopy certified by the concerned LCRO)
OTHER REQUIREMENTS
1. Certificate of Divorce 2. Conversion to Islam of the husband 3. Conversion to Islam of the wife 4. Joint Affidavit of Ratification

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
DOCUMENT RECEIPT AND CONTROL UNIT
The regular annotation requests for Shari’a Court Decision on Divorce are received through: Courier. Monthly Submission. LCRCU; and CRS Outlets	1. Receipt and control of documents. 1.1. Check the document/parcel vs. transmittal. 1.1.1. If the document / parcel is not among the list in the transmittal, inform the Central Outlet / LCRCU. 1.1.2. If the document/s are among the list in the transmittal, proceed to 2.	None	1 hour per batch of 75 documents.	Unisys Associate and COSW, Document Receipt and Control Unit (DRCU) and Document Processing Unit (DPU) 3^rd Floor CRS Building Supervisor Registration Officer III Document Receipt and Control Unit (DRCU) 3^rd Floor CRS Building Chief, CRMD 7^th Floor CRS Building
	2. Encode document through RCC and printing of transmittal.	None	1 hour per batch of 75 documents.	Unisys Associate and COSW, Document Receipt and Control Unit (DRCU) and Document Processing Unit (DPU) 3^rd Floor CRS Building Supervisor Registration Officer III Document Receipt and Control Unit (DRCU) 3^rd Floor CRS Building Chief, CRMD 7^th Floor CRS Building
	3. Create VEI Record 3.1. Search VEI record, if positive proceed to step 4. 3.2. If Negative, create VEI record	None	1 hour per batch of 30 documents 1 hour per batch of 29 documents	Unisys Associate Document Receipt and Control Unit (DRCU) 3^rd Floor CRS Building Supervisor Registration Officer III Document Receipt and Control Unit (DRCU) 3^rd Floor CRS Building Chief, CRMD 7^th Floor CRS Building
	4. Create Transaction for Shari’a Court Decision on Divorce for Regular Annotation Requests	None	1 hour per batch of 42 documents	Unisys Associate Document Receipt and Control Unit (DRCU) 3^rd Floor CRS Building Supervisor Registration Officer III Document Receipt and Control Unit (DRCU) 3^rd Floor CRS Building Chief, CRMD 7^th Floor CRS Building
	5. Transmit the documents to Court Decree Unit	None	5 minutes per batch of 32 documents	Unisys Associate, Document Receipt and Control Unit (DRCU) 3^rd Floor CRS Building Supervisor Registration Officer III Document Receipt and Control Unit (DRCU) 3^rd Floor CRS Building Chief, CRMD 7^th Floor CRS Building

COURT DECREES UNIT

6. Receipt and Control of documents from DRCU.

6.1. Check the transmitted documents vs. transmittal.

6.1.1. If the document is not among the list in the transmittal, return to DRCU.

6.1.2. If the document is among the list in the transmittal, proceed to printing.

None.

10 minutes per batch of 15 documents

Unisys Associate, Uncon/MV Processing

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

7. Printing and Sorting of AFs

None

3 minutes per batch of 10 AFs

Unisys Associate, Uncon/MV Processing

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

8. Match AFs with its supporting documents

None

3 minutes per batch of 10 AFs

Unisys Associate, Uncon/MV Processing

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

9. Verify the specimen signature of the authorized LCRO signatory in the database.

9.2. If document did not pass verification, attach the blue stub, and indicate findings and feedback.

None

1 hour per batch of 18 documents

Unisys Associate, Specimen Signature Verifier

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

10. Conduct detailed screening and evaluation with attached evaluation form to the supporting documents.

10.1.If no issue or problem is found during screening, route the AFs with the pertinent documents to Annotation Unit

10.2.If an issue or problem is found during screening, indicate the finding in the evaluation form and prepare feedback

10.3.If the document is found annotated Sharia Courts Decision on Divorce, logged out as “positive”.

None

1 hour per batch of 3 AFs

Registration Officer II and

Registration Officer I

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

11. Preparation and Tagging of Feedback Form

None

1 hour per batch of 12 AFs

Unisys Associate, Feedback Clerk

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

12. Scanning and Sending of Feedback through e-mail to the concerned RSSO, CSS and C/MCR

None

1 hour per batch of 12 AFs

COSW

Court Decree Unit, CRMD,

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

ANNOTATION UNIT

13. Receipt and control of application forms (AFs) and supporting documents from Court Decree Unit

13.1. Check the AFs of transmitted documents vs. list of documents in the transmittal.

13.1.1. If the AF is not among the list in the transmittal, return to Court Decree Unit

13.1.2. If the AF is among the list in the transmittal, proceed to the next step.

13.2. Scan “In” the AFs through the Uncon/MV Processing.

13.3.Forward the documents to the Team Lead for distribution to the Annotators.

None

10 minutes per batch of 10 AFs

Uncon/MV Controller

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

14. Distribute Application Forms and the supporting documents to the Annotator for processing.

None

5 minutes

Team Lead

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

15. Annotation of COLB in the CRS database

15.1.Countercheck the completeness of the requirements and consistency of entries versus the data in the image/record in CRS database.

15.1.1.If the record passed verification, annotate the image in the CRS database.

15.1.2.If the record does not pass the verification, issue feedback.

15.1.3.If the annotated COM is already loaded in the CRS Database, route to Court Decree Unit for logging out in the system

None

1 hour per batch of 10 documents

Annotator

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

16. Approval of Annotation

16.1. Review the completeness of the requirements and consistencies of entries of the supporting documents as well as the annotation.

16.1.1.If passed, approve the annotation in the Electronic Annotation System (EAS).

16.1.2.If failed, disapprove the annotation, and prepare feedback

None

Note: Once the document has been approved, copy issuance is available in all CRS Outlets.

1 hour per 10 annotated documents approved

Approver

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

17. Return all the approved/ disapproved documents to Court Decree Unit for Document Preparation

None

Uncon/MV Controller,

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

The following documents subject for annotations depending on the results of evaluation will be routed to the following:

· Negative Record in the PSA database or for clear copy

Unit/Archives	Coverage	Remarks
Document Processing Unit-	Current Year (ex. 2023)	Refer to Page 9 for the detailed process
Birth/Death/Marriage Archives	Past 2 Year (2021-2022)	Refer to Page 9 for the detailed process
Microfilm Unit	1945-1994	Refer to Page 7 for the detailed process
Central Archives	1945-2022	Refer to Page 10 for the detailed process

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:7 WORKING DAYS

Issuance of Regular Annotation Requests: Copy Issuance of Civil Registry Documents Affected by Sharia Courts Decision on Divorce

Issuance of Regular Annotation Requests: Copy Issuance of Marriage Documents Affected by Court Decrees on Declaration of Nullity, Presumptive Death, Annulment, Among Others

Another service catered by PSA is the annotation of the Certificate of Marriage (COM) pursuant to the court decision declaring the nullity of marriage, presumptive Death of spouse or annulment as rendered by the Regional Trial Court (RTC).

Office or Division:	Civil Register Management Division
Classification:	Complex
Type of Transaction:	Government-to-Citizens(G2C)
Who may avail:	All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
A.FOR EVENTS OCCURRED IN THE PHILIPPINES:		Local Civil Registry Office (LCRO) of the place of birth
1. Original or Certified True/Photocopy of the Court Decree.
2. Original or Certified True/Photocopy of the Certificate of Finality of Court Decree.
3. Original or Certified True/Photocopy of the Certificate of Registration of the Court Decree issued by the civil registrar where the decision/order was registered.
4. Original or Certified True/Photocopy of the Certificate of Authenticity of the Court Decree issued by the Civil Registrar where the decision/order was registered.
5. Annotated Certificate of Marriage (one photocopy certified by the concerned LCRO)
6. Un-annotated Certificate of Marriage (one photocopy certified by the concerned LCRO)

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

DOCUMENT RECEIPT AND CONTROL UNIT

The regular annotation requests for Declaration of Nullity, Presumptive Death, Annulment, among others are received through:

Courier,

Monthly Submission,

LCRCU, and

CRS Outlets

1. Receipt and control of documents.

1.1. Check the document/parcel vs. transmittal.

1.1.1. If the document / parcel is not among the list in the transmittal, inform the Central Outlet / LCRCU.

1.1.2. If the document/s are among the list in the transmittal, proceed to 2.

None

1 hour per batch of 75 documents.

Unisys Associate and COSW,

Document Receipt and Control Unit (DRCU) and Document Processing Unit (DPU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

2. Encode document through RCC and printing of transmittal.

None

1 hour per batch of 75 documents.

Unisys Associate and COSW,

Document Receipt and Control Unit (DRCU) and Document Processing Unit (DPU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

3. Create VEI Record

3.1. Search VEI record, if positive proceed to step 4.

3.2. If Negative, create VEI record

None

1 hour per batch of 30 documents

1 hour per batch of 29 documents

Unisys Associate

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

4. Create Transaction for Declaration of Nullity, Presumptive Death, Annulment, among others for Regular Annotation Requests

None

1 hour per batch of 42 documents

Unisys Associate

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

5. Transmit the documents to Court Decree Unit

None

5 minutes per batch of 32 documents

Unisys Associate,

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

COURT DECREES UNIT

6. Receipt and Control of documents from DRCU.

6.1. Check the transmitted documents vs. transmittal.

6.1.1. If the document is not among the list in the transmittal, return to DRCU.

6.1.2. If the document is among the list in the transmittal, proceed to printing.

None.

10 minutes per batch of 15 documents

Unisys Associate, Uncon/MV Processing

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

7. Printing and Sorting of AFs

None

3 minutes per batch of 10 AFs

Unisys Associate, Uncon/MV Processing

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

8. Match AFs with its supporting documents

None

3 minutes per batch of 10 AFs

Unisys Associate, Uncon/MV Processing

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

9. Verify the specimen signature of the authorized LCRO signatory in the database.

9.2. If document did not pass verification, attach the blue stub, and indicate findings and feedback.

None

1 hour per batch of 18 documents

Unisys Associate, Specimen Signature Verifier

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

10. Conduct detailed screening and evaluation with attached evaluation form to the supporting documents.

10.1.If no issue or problem is found during screening, route the AFs with the pertinent documents to Annotation Unit

10.2.If an issue or problem is found during screening, indicate the finding in the evaluation form and prepare feedback

10.3.If the document is found annotated for Declaration of Nullity/ Presumptive Death/ Annulment, logged out as “positive”

None

1 hour per batch of 3 AFs

Registration Officer II and

Registration Officer I

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

11. Preparation and Tagging of Feedback Form

None

1 hour per batch of 12 AFs

Unisys Associate, Feedback Clerk

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

12. Scanning and Sending of Feedback through e-mail to the concerned RSSO, CSS and C/MCR

None

1 hour per batch of 12 AFs

COSW

Court Decree Unit, CRMD,

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

ANNOTATION UNIT

13. Receipt and control of application forms (AFs) and supporting documents from Court Decree Unit

13.1. Check the AFs of transmitted documents vs. list of documents in the transmittal.

13.1.1.If the AF is not among the list in the transmittal, return to Court Decree Unit

13.1.2.If the AF is among the list in the transmittal, proceed to the next step.

13.2. Scan “In” the AFs through the Uncon/MV Processing.

13.3.Forward the documents to the Team Lead for distribution to the Annotators.

None

10 minutes per batch of 10 AFs

Uncon/MV Controller

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

14. Distribute Application Forms and the supporting documents to the Annotator for processing.

None

5 minutes

Team Lead

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

15. Annotation of COLB in the CRS database

15.1.Countercheck the completeness of the requirements and consistency of entries versus the data in the image/record in CRS database.

15.1.1.If the record passed verification, annotate the image in the CRS database.

15.1.2.If the record does not pass the verification, issue feedback.

15.1.3.If the annotated COM is already loaded in the CRS Database, route to Court Decree Unit for logging out in the system

None

1 hour per batch of 10 documents

Annotator

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

16. Approval of Annotation

16.1. Review the completeness of the requirements and consistencies of entries of the supporting documents as well as the annotation.

16.1.1.If passed, approve the annotation in the Electronic Annotation System (EAS).

16.1.2.If failed, disapprove the annotation, and prepare feedback

None

Note: Once the document has been approved, copy issuance is available in all CRS Outlets.

1 hour per 10 annotated documents approved

Approver

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

17. Return all the approved/ disapproved documents to Court Decree Unit for Document Preparation

None

Uncon/MV Controller,

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

The following documents subject for annotations depending on the results of evaluation will be routed to the following:

· Negative Record in the PSA database or for clear copy

Unit/Archives	Coverage	Remarks
Document Processing Unit-	Current Year (ex. 2023)	Refer to Page 9 for the detailed process
Birth/Death/Marriage Archives	Past 2 Year (2021-2022)	Refer to Page 9 for the detailed process
Microfilm Unit	1945-1994	Refer to Page 7 for the detailed process
Central Archives	1945-2022	Refer to Page 10 for the detailed process

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:7 WORKING DAYS

Issuance of Regular Annotation Requests: Copy Issuance of Marriage Documents Affected by Court Decrees on Declaration....

Issuance of Regular Annotation Requests: Copy Issuance of Marriage Documents Affected by Court Decrees on Recognition of Foreign Divorce in CRS Central Outlet

A court decision recognizing the foreign divorce rendered by the Regional Trial Court.

Office or Division:	Civil Register Management Division
Classification:	Complex
Type of Transaction:	Government-to-Citizens(G2C)
Who may avail:	All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
A.FOR EVENTS OCCURRED IN THE PHILIPPINES:		Local Civil Registry Office (LCRO) of the place of birth
1. Original or Certified True/Photocopy of the Court Decree.
2. Original or Certified True/Photocopy of the Certificate of Finality of Court Decree.
3. Original or Certified True/Photocopy of the Certificate of Registration of the Court Decree issued by the civil registrar where the decision/order was registered.
4. Original or Certified True/Photocopy of the Certificate of Authenticity of the Court Decree issued by the Civil Registrar where the decision/order was registered.
5. Annotated Certificate of Marriage (one photocopy certified by the concerned LCRO)
6. Un-annotated Certificate of Marriage (one photocopy certified by the concerned LCRO)
OTHER REQUIREMENTS
Foreign documents registered in the LCRO of Manila.

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

DOCUMENT RECEIPT AND CONTROL UNIT

The regular annotation requests for Recognition of Foreign Divorce are received through:

Courier.

Monthly Submission.

LCRCU; and

CRS Outlets

1. Receipt and control of documents.

1.1. Check the document/parcel vs. transmittal.

1.1.1. If the document / parcel is not among the list in the transmittal, inform the Central Outlet / LCRCU.

1.1.2. If the document/s are among the list in the transmittal, proceed to 2.

None

1 hour per batch of 75 documents.

Unisys Associate and COSW,

Document Receipt and Control Unit (DRCU) and Document Processing Unit (DPU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

2. Encode document through RCC and printing of transmittal.

None

1 hour per batch of 75 documents.

Unisys Associate and COSW,

Document Receipt and Control Unit (DRCU) and Document Processing Unit (DPU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

3. Create VEI Record

3.1. Search VEI record, if positive proceed to step 4.

3.2. If Negative, create VEI record

None

1 hour per batch of 30 documents

1 hour per batch of 29 documents

Unisys Associate

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

4. Create Transaction for Recognition of Foreign Divorce for Regular Annotation Requests

None

1 hour per batch of 42 documents

Unisys Associate

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

5. Transmit the documents to Court Decree Unit

None

5 minutes per batch of 32 documents

Unisys Associate,

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Supervisor

Registration Officer III

Document Receipt and Control Unit (DRCU)

3^rd Floor CRS Building

Chief, CRMD

7^th Floor CRS Building

COURT DECREES UNIT

6. Receipt and Control of documents from DRCU.

6.1. Check the transmitted documents vs. transmittal.

6.1.1. If the document is not among the list in the transmittal, return to DRCU.

6.1.2. If the document is among the list in the transmittal, proceed to printing.

None.

10 minutes per batch of 15 documents

Unisys Associate, Uncon/MV Processing

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

7. Printing and Sorting of AFs

None

3 minutes per batch of 10 AFs

Unisys Associate, Uncon/MV Processing

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

8. Match AFs with its supporting documents

None

3 minutes per batch of 10 AFs

Unisys Associate, Uncon/MV Processing

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

9. Verify the specimen signature of the authorized LCRO signatory in the database.

9.2. If document did not pass verification, attach the blue stub, and indicate findings and feedback.

None

1 hour per batch of 18 documents

Unisys Associate, Specimen Signature Verifier

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

10. Conduct detailed screening and evaluation with attached evaluation form to the supporting documents.

10.1.If no issue or problem is found during screening, route the AFs with the pertinent documents to Annotation Unit

10.2.If an issue or problem is found during screening, indicate the finding in the evaluation form and prepare feedback

10.3.If the document is found annotated for Foreign Divorce, logged out as “positive”.

None

1 hour per batch of 3 AFs

Registration Officer II and

Registration Officer I

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

11.Preparation and Tagging of Feedback Form

None

1 hour per batch of 12 AFs

Unisys Associate, Feedback Clerk

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

12.Scanning and Sending of Feedback through e-mail to the concerned RSSO, CSS and C/MCR

None

1 hour per batch of 12 AFs

COSW

Court Decree Unit, CRMD,

Supervisor

Court Decree Unit, CRMD,

CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

ANNOTATION UNIT

13. Receipt and control of application forms (AFs) and supporting documents from Court Decree Unit

13.1. Check the AFs of transmitted documents vs. list of documents in the transmittal.

13.1.1. If the AF is not among the list in the transmittal, return to Court Decree Unit

13.1.2. If the AF is among the list in the transmittal, proceed to the next step.

13.2. Scan “In” the AFs through the Uncon/MV Processing.

13.3.Forward the documents to the Team Lead for distribution to the Annotators.

None

10 minutes per batch of 10 AFs

Uncon/MV Controller

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

14. Distribute Application Forms and the supporting documents to the Annotator for processing.

None

5 minutes

Team Lead

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

15. Annotation of COLB in the CRS database

15.1.Countercheck the completeness of the requirements and consistency of entries versus the data in the image/record in CRS database.

15.1.1.If the record passed verification, annotate the image in the CRS database.

15.1.2.If the record does not pass the verification, issue feedback.

15.1.3.If the annotated COM is already loaded in the CRS Database, route to Court Decree Unit for logging out in the system

None

1 hour per batch of 10 documents

Annotator

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

16. Approval of Annotation

16.1. Review the completeness of the requirements and consistencies of entries of the supporting documents as well as the annotation.

16.1.1.If passed, approve the annotation in the Electronic Annotation System (EAS).

16.1.2.If failed, disapprove the annotation, and prepare feedback

None

Note: Once the document has been approved, copy issuance is available in all CRS Outlets.

1 hour per 10 annotated documents approved

Approver

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

17. Return all the approved/ disapproved documents to Court Decree Unit for Document Preparation

None

Uncon/MV Controller,

Annotation Unit, CRMD, CRS Building, Quezon City

Supervisor

Annotation Unit, CRMD, CRS Building, Quezon City

Chief, CRMD,

CRS Building, Quezon City

The following documents subject for annotations depending on the results of evaluation will be routed to the following:

· Negative Record in the PSA database or for clear copy

Unit/Archives	Coverage	Remarks
Document Processing Unit-	Current Year (ex. 2023)	Refer to Page 9 for the detailed process
Birth/Death/Marriage Archives	Past 2 Year (2021-2022)	Refer to Page 9 for the detailed process
Microfilm Unit	1945-1994	Refer to Page 7 for the detailed process
Central Archives	1945-2022	Refer to Page 10 for the detailed process

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:7 WORKING DAYS

Issuance of Regular Annotation Requests: Copy Issuance of Marriage Documents Affected by Court Decrees on Recognition....

Issuance of Solemnizing Officers’ ID

Office or Division:	Civil Register Management Division
Classification:	Complex
Type of Transaction:	Government-to-Client (G2C)
Who may avail:	All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
1. Solemnizing Officer (SO) Information Request Form (SO-RF1)		Regional Statistical Service Offices (RSSO)
2. Photocopy of latest issued CRASM
3. One (1) 2x2 picture in white background signed at the back
CLIENT STEPS	AGENCY ACTIONS		FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
SOLEMNIZING OFFICERS COORDINATION UNIT
1. Receipt and control of application forms (AFs) and supporting documents filed by the client at the concerned RSSO	1. Receipt and control of application forms (AFs) and supporting documents filed by the client at the concerned RSSO 1.1 The Receipt and Control Clerk (RCC) reviews SO-RF1 and its attachments as to completeness 1.2 The RCC scans and edit the picture and signature of the Solemnizing Officer and encodes all required details in the SO ID System respectively.		Php350.00 per issued SO ID Note: Processing fee for copy issuance of SO ID is being collected by the concerned PSA RSSO	15 minutes per one (1) SO ID	Administrative Aide VI SOCU Unit, CRMD, CRS Building, Quezon City Supervisor Registration Officer III SOCU Unit, CRMD, CRS Building, Quezon City Chief, CRMD, CRS Building, Quezon City
	2. Printing of SO ID 2.1 The Assigned Supervisor reviews all entry in the SO ID System including uploaded picture/s and signature/s of the applicant’s printed ID 2.2 If there are incorrect/ inconsistent details, Administrative Aide VI reflects correction		None	5 minutes per one (1) SO ID	Administrative Aide VI SOCU Unit, CRMD, CRS Building, Quezon City Supervisor Registration Officer III SOCU Unit, CRMD, CRS Building, Quezon City Chief, CRMD, CRS Building, Quezon City
	3. Administrative Aide VI Prepares Transmittal addressed to concerned PSA RSSOs 3.1 Transmit to Record Section for mailing to concerned PSA RSSOs or Liaison Officer claims the SO IDs at SOCU Unit.		None	5 minutes per one (1) SO ID	Administrative Aide VI SOCU Unit, CRMD, CRS Building, Quezon City Supervisor Registration Officer III SOCU Unit, CRMD, CRS Building, Quezon City Chief, CRMD, CRS Building, Quezon City Assistant National Statistician, Civil Registration Service, CRS Building, Quezon City
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:7 WORKING DAYS

Issuance of Solemnizing Officers’ ID

Issuance of Summary of Property Accountability Form to PSA Employees

8. Issuance of Summary of Property Accountability Form to PSA Employees

Verification of property accountabilities of employees and provision of Summary of Property Accountability Form to PSA employees as requested.

Office or Division:	General Services Division, Property Unit
Classification:	Complex
Type of Transaction:	G2G
Who may avail:	PSA officials, and employees
CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
Request for Property Accountability Form, email, list of summary Accountability	PSAnet GSD-Property Unit

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Submit Request of Summary Property Accountability Form	1.1 Receive, control and route to designated Property Unit staff (Office/ Service/Regional Office/Provincial Office)	None	3 minutes	Administrative Assistant III
	1.2 Designated Property Unit staff to verify from the Legacy: 1. Property and Equipment Inventory and Tracking System (PEITS); 2. Logbook 1. Asset Tracking System (ATS); and 2. ATSv2	None	2 days	Administrative Officer III; Administrative Assistant IV; and Administrative Assistant III
	1.3 Print the Summary of Property Accountability of the employee	None	3 minutes	Administrative Officer II; and Administrative Assistant IV
	1.4 Review and sign the Property Accountability	None	4 hours	Administrative Officer IV
	If with correction, return to concerned staff for editing Concerned staff to reflect the corrections	None	1 hour 10 minutes	Administrative Officer III; Administrative Assistant IV; and Administrative Assistant III
	1.5 Sign the printed Summary of Property Accountability	None	1 minute	Administrative Officer III; Administrative Assistant IV; and Administrative Assistant III
	1.6 Review and sign printed copy	None	3 minutes	Administrative Officer V; and Administrative Officer IV
	1.7 For signature of the Chief Administrative Officer/OIC for signature	None	3 minutes	Chief Administrative Officer/OIC
	1.8 Record the Summary of Property Accountability in the logbook	None	1 minute	Administrative Assistant III
2. Receive the Summary of Property Account ability	2.1 Release the printed copy of the summary of property accountability If for email: Scan and email the property Accountability	None	2 minute 5 minutes	Administrative Officer III; Administrative Assistant IV; and Administrative Assistant III
TOTAL		None	2 days and 5 hours and 30 minutes

Issuance of Summary of Property Accountability Form to PSA Employees

Issuance of Unconverted Certification of No Marriage Record/Advisory of Marriage Record (Walk-in Clients) at PSA CRS Outlet

Processing of unconverted requests involving CEMAR or the Advisory for Marriages is done at CRMD. These are cases that are negative in the database but with positive query in Civil Registry Query System or CRQS index. Outlets tagged these transactions as unconverted CENOMAR requests, and these transactions are electronically forwarded to CRMD through the ODDS system.

Office or Division:	Civil Register Management Division
Classification:	Complex
Type of Transaction:	Government-to-Citizens (G2C)
Who may avail:	All clients of legal age (18 yrs. old and above)
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
Request for CEMAR or Advisory of Marriage, Negative in CICA database from Outlets but positive in CRQS Note: Outlet accept Application Forms (AF) for unconverted CENOMAR and tagged requests as “Unconverted”		Any PSA Civil Registry System Outlet (PSA CRS Outlet)
CLIENT STEPS	AGENCY ACTIONS		FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
MICROFILM UNIT (1945-1994 requested documents only)
	1. Print electronic Application Form (AF) thru Uncon/MV		None	35 minutes per batch of 100 AFs	Uncon/MV Operator Associate Microfilm Unit Supervisor Registration Officer II Microfilm Unit Chief, CRMD CRS Building
	2. Sort AF by date of release, type of document, by year, province, and municipality 3. Pull out the microfilm roll for verification in the Marriage Library		None	1 hour per batch of 500 Application Forms 1 hour per batch of 60 microfilm rolls	Librarian (Associate) Microfilm Unit Supervisor Microfilm Unit Chief, CRMD CRS Building
	4. Verify the document requested in the microfilm rolls 5. Print a copy of the document if positive, otherwise route the AF to Amparo for clear copy verification		None None	1 hour per batch of 16 Application Forms verified and printed in local paper	Verifier (Associates) Microfilm Unit Registration Officer II Supervisor, Microfilm Unit Chief, CRMD CRS Building, Quezon City
	6. Prepare transmittal of AFs with attached printed document (in local copy) 7. Route the documents to PMU for scanning (for approval/disapproval of the document thru Electronic Endorsement Process)		None	20 minutes per batch of 60 AFs with transmittal	Team Lead (Associate) Microfilm Unit Registration Officer II Supervisor, Microfilm Unit Registration Officer III Supervisor, Production and Maintenance Unit Chief, CRMD CRS Building, Quezon City
	8. If positive CRD/CDLI Search, log out as copy issuance (Positive) for Outlet requests.		None	5 minutes per batch of 60 AFs with transmittal	Team Lead (Associate) Microfilm Unit Registration Officer II Supervisor, Microfilm Unit Chief, CRMD CRS Building, Quezon City
	9. If negative, log out as copy issuance (Negative) for Outlet requests. Prepares communication letter addressed to concerned C/MCR for endorsement		None	5 minutes per batch of 60 AFs with transmittal	Registration Officer II Supervisor, Microfilm Unit Chief, CRMD CRS Building, Quezon City
	10. Librarian returns and controls microfilm rolls		None	1 hour per batch of 53 AFs	Microfilm Librarian Microfilm Unit Supervisor Registration Officer II Microfilm Unit Chief, CRMD CRS Building, Quezon City
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE: 7 WORKING DAYS Assuming all are CRS ITP2 Outlets

Issuance of Unconverted Certification of No Marriage Record/Advisory of Marriage Record (Walk-in Clients) at PSA CRS Outlet

Issuance of Unconverted Requests (Copy Issuance of Birth, Marriage, Death at PSA CRS Outlet)

Issuance of Unconverted Requests (Copy Issuance of Birth, Marriage, Death at PSA CRS Outlet

Unconverted requests are requests of civil registry documents that are not yet loaded in the Civil Registry System (CRS) database and are NOT yet available for COPY ISSUANCE in the CRS Serbilis Outlets. These require manual processing, data encoding, scanning and loading in the database prior to the availability for copy issuance in the PSA Civil Registry System Outlet (PSA CRS Outlet). Unconverted requests also include rework cases encoded by the PSA CRS Outlets for “Clear Copy” or those with Positive Query in the CRQS system.

PSA CRS Serbilis Outlets nationwide accepts unconverted requests and these Application Forms (AFs) are electronically forwarded to the Central Office under Civil Registration Service-Civil Register Management Division through Uncon/MV Processing.

Office or Division:

Civil Register Management Division

Classification:

Complex

Type of Transaction:

Government-to-Citizens (G2C)

Who may avail:

All clients of legal age (18 yrs. old and above)

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

Completely filled-up

· Application Form (AF)-Birth Certificate (White Form), or

· Marriage Certificate (Pink Form), or

· Death Certificate (Yellow Form), accomplished in PRINTED LETTERS

Any PSA CRS Serbilis Outlet

The AFs for unconverted requests are electronically forwarded and printed in the corresponding Archives /Unit as designated below:

Unit/Archives	Coverage
Document Processing Unit	Current Year (i.e. 2023)
Birth/Death/Marriage Archives	Past 2 Years (2021-2022)
Microfilm Unit	1945-1994
Central Archives	1945-2022

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

Document Processing Unit or Birth, Death, Marriage Archives, or Microfilm Unit

1. Print AFs using Unconverted/MV Processing

None

35 minutes per batch of 100 AFs

Uncon/MV Operator

DPU or BDM Archives or Microfilm Unit

Supervisor

DPU/BDM Archives or Microfilm Unit

Chief, CRMD

CRS Building, Quezon City

2. Sort AFs by type, date of release, and year of registration

3. Scan in incoming AFs through barcode and sort AF by type, date of release, and year of registration

None

1 hour per batch of 100 AFs

15 minutes per batch of 50 Application Forms

Uncon/MV Operator

DPU or BDM Archives or Microfilm Unit

Supervisor

DPU/BDM Archives or Microfilm Unit

Chief, CRMD

CRS Building, Quezon City

4. Verify status of the requested document in the RCC, DVSS, CRQS, VEI and CRD/CDLI Search

4.1.If positive index in the RCC, DVSS, CRQS, and VEI, forward to the manual verifier for pull out

4.2.If positive CRD/CDLI Search, log out as copy issuance (Positive) for Outlet requests.

4.3. If negative, there are three (3) options, release as a negative record, through feedback form if found to be problem document or route to other concerned archives/unit for manual pull out of the document

None

3 hours per batch of 100 AFs

Associate (RCC Indexer)

DPU or BDM Archives or Microfilm Unit

Supervisor

DPU or BDM or Microfilm Unit

Chief, CRMD

CRS Building, Quezon City

AFs resulted to verification of positive index in the CRQS covering the period 1945-1994 shall be processed at Microfilm Unit as follows:

MICROFILM UNIT (1945-1994 requested documents only)

5. Sort AF by date of release, type of document, by year, province, and municipality

6. Pull out the microfilm roll for verification in the Birth, Marriage or Death Library

None

1 hour per batch of 500 Application Forms

1 hour per batch of 60 microfilm rolls

Librarian (Associate)

Microfilm Unit

Supervisor

Microfilm Unit

Chief, CRMD

CRS Building, Quezon City

7. Verify the document requested in the microfilm rolls

8. Print a copy of the document if positive, otherwise route the
AF to Amparo for clear copy verification

None

1 hour per batch of 16 Application Forms verified and printed in local paper

Verifier (Associates)

Microfilm Unit

Registration Officer II

Supervisor, Microfilm Unit

Chief, CRMD

CRS Building, Quezon City

9. Prepare transmittal of AFs with attached printed document (in local copy)

10. Route the documents to Amparo for verification (refer to page 11 for approval/disapproval of the document thru Electronic Endorsement Process)

None

20 minutes per batch of 60 AFs with transmittal

Team Lead (Associate)

Microfilm Unit

Registration Officer II

Supervisor, Microfilm Unit

Registration Officer III

Supervisor, Production and Maintenance Unit

Chief, CRMD

CRS Building, Quezon City

11. If positive CRD/CDLI Search, log out as copy issuance (Positive) for Outlet requests.

None

5 minutes per batch of 60 AFs with transmittal

Team Lead (Associate)

Microfilm Unit

Registration Officer II

Supervisor, Microfilm Unit

Chief, CRMD

CRS Building, Quezon City

12. If negative, log out as copy issuance (Negative) for Outlet requests.

None

5 minutes per batch of 60 AFs with transmittal

Team Lead (Associate)

Microfilm Unit

Registration Officer II

Supervisor, Microfilm Unit

Chief, CRMD

CRS Building, Quezon City

AFs resulted to verification of positive query in the RCC and/or DVSS for current year of registration (i.e 2023) shall be processed at the Document Processing Unit as follows:

DOCUMENT PROCESSING UNIT (CURRENT REGISTRATION YEAR-i.e. 2023)

13. Manually retrieve the document in the folio (or folder)

14. If manual verification resulted to “positive”, transmit the AF and the pull-out document to PMU for scanning (refer to page 11 for approval/ disapproval of the document thru Electronic Endorsement Process)

None

1 hour per batch of 8 documents/ AFs

Manual Verifier (Associate)

DPU CRMD

Registration Officer III

Supervisor, DPU

Registration Officer III

Supervisor, Production and Maintenance Unit

Chief, CRMD

CRS Building, Quezon City

15. If negative, there are two (2) options, log out as a negative record or through a feedback form if found to be problem document

None

35 minutes per batch of 60 AFs with transmittal

Uncon/MV Controller

(Associate)

DPU

Registration Officer III

Supervisor, DPU

Chief, CRMD

CRS Building, Quezon City

AFs resulted to verification of positive query in the RCC and/or DVSS shall be processed at Birth, Death, Marriage Archives as follows:

BIRTH, DEATH AND MARRIAGE ARCHIVES (Past 2 Years- 2021-2022)

16. Manually retrieve the document in the folio (or folder)

17. If manual verification resulted to “positive”, transmit the AF and the pull-out document to PMU for scanning (refer to page 11 for approval/ disapproval of the document thru Electronic Endorsement Process)

None

1 hour per batch of AF 8 verified documents

1 hour for batch of 8 AFS (with transmittal prepared)

Manual Verifier (Associate)

BDM Archives

Registration Officer III

Supervisor, BDM Archives

Registration Officer III

Supervisor, Production and Maintenance Unit

Chief, CRMD

CRS Building, Quezon City

18. If negative, there are two (2) options, release as a negative record or through a feedback form if found to be problem document

None

1 hour per batch of 80 AFs

Registration Officer III,

BDM Archives

Chief, CRMD

CRS Building, Quezon City

Requested documents found blurred or with unreadable entries as a result of verification from different archives covering years 1945-2022 shall undergo manual retrieval at the Central Archives, as needed:

CENTRAL (AMPARO) ARCHIVES (1945-2022)

19. Pick up AF for verification at CRS

None

4-6 hrs

*consider travel time of liaison officer from Central Archives to CRS Building

Administrative Aide VIII, Amparo Archives

Chief, CRMD

CRS Building, Quezon City

20. Distribute AFs to concerned personnel for verification

21. Manually retrieve record in the folder and insert a marker to indicate a document was pulled out

None

5 minutes

1 hour per 10 AFs

Manual Verifier,

Associate

Administrative Aide VIII, Amparo Archives

Chief, CRMD

CRS Building, Quezon City

22. Scans document for approval/disapproval of the document at PMU thru Electronic Endorsement Process)

None

30 minutes

Manual Verifier,

Associate

Administrative Aide VIII, Amparo Archives

Registration Officer III

Supervisor, Production and Maintenance Unit

Chief, CRMD

CRS Building, Quezon City

23. Returned the documents pulled-out to their corresponding folders

None

1 hour per batch of 12 documents

Manual Verifier,

Associate

Administrative AideVIII, Amparo Archives

Chief, CRMD

CRS Building, Quezon City

24. Route to concerned archives/unit using Uncon/MV Processing for logging out as positive/ negative/ feedback

None

5 minutes per batch of 60 AFs with transmittal

Uncon/MV Controller

(Associate)

Administrative AideVIII, Amparo Archives

Chief, CRMD

CRS Building, Quezon City

The following documents retrieved from the Archives/Unit needs to undergo electronic endorsement process at the Production and Maintenance Unit (PMU)

1. Printed in local paper from Microfilm Unit (certified by Microfilm Unit Supervisor);

2. Original document retrieved from Central Archives (Amparo)

3. Original document retrieved from Birth, Marriage, and Death Archives

PRODUCTION AND MAINTENANCE UNIT

Electronic Endorsement Process (Scanning at Central Office)

25. Scan “in” AF in Uncon/MV Processing and control received documents from the Archives or Unit

26. Segregate the documents that passed specimen verification and the problem documents

26.1 Documents that passed the specimen verification are for uploading in the database

26.2 Problem documents are for issuance of feedback notice

None

1 hour per batch of 1,800 AFs

1 hour per batch of 600 AFs/ documents

Uncon/MV Controller

(Associate)

Registration Officer III Supervisor, Production and Maintenance Unit

Chief, CRMD

CRS Building, Quezon City

Documents passed spec verification:

27. Encode details of document in VEI

28. Scan documents for uploading in the database using Electronic Endorsement Module

None

1 hour per batch of 33 documents/
AFs

Data Encoder

Associate, PMU

EE scanning clerk

PMU

Chief, CRMD

CRS Building, Quezon City

29. Verify the scanned documents using CRD/CDLI Search prior to approval or disapproval of the document

29.1 If the document requested is “Negative” in the CRS database and the scanned document passed the specimen signature verification; proceed with approval of the document. Indicate in the AF “Approved” or “A” and the date of approval of the document;

19.2 If the document requested resulted to “Negative” in the database and the scanned document is blurred, stamp in the evaluation form “disapproved” or “DA” and indicate the date and reasons of the feedback

19.3 If the document requested is “positive” in the CRS database but with blurred or unreadable entries and there are discrepancies of entries between the endorsed document and the original document from archive, the document pulled out from the Archives will be rescanned for a “clear copy” and approved.

However, if the original document retrieved from the Archives is still blurred, indicate in the AF as “Disapproved” or “DA”, and the date when the document processed and the reasons of the feedback

30. Segregate approved and disapproved documents

None

1 hour per batch of 23 documents/
AFs

EE Approver

Associate, PMU

Supervisor,

Registration Officer III, PMU

Chief, CRMD

CRS Building, Quezon City

Approved documents:

31. Prepare transmittal for approved documents

32. Scan out AF with tagged “Positive”

33. If positive CRD/CDLI Search, log out as copy issuance (Positive) for Outlet requests.

34. If negative, there are two (2) options, release as a negative record or through a feedback form if found to be problem document

None

1 hour per batch of 200 documents/ AFs

Note: Once EE document approved by PMU, it will be available online nationwide in 2-3 days

EE Approver

Associate, PMU

Supervisor,

Registration Officer III, PMU

Chief, CRMD

CRS Building, Quezon City

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:7 WORKING DAYS Assuming all are CRS ITP2 Outlets

Issuance of Unconverted Requests (Copy Issuance of Birth, Marriage, Death at PSA CRS Outlet

Issuance of Viewable Online of No Death / Advisory on Deaths at PSA Civil Registry System Outlet

A new service under the Civil Registry System Information Technology Project Phase II (CRS-ITP2), the Viewable Online service is similar to the Copy Issuance service except that the resulting document image is not printed on SECPA but is made accessible through the web through an access code. The document image is available for viewing and has an expiry period of 60 days (configurable).

Office or Division:		Civil Registration Services Division (CRSD)
Classification:		Simple
Type of Transaction:		Government-to-Citizens (G2C)
Who may avail:		General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS			WHERE TO SECURE
Basic Requirements for all types of Requesters
Printed or electronic copy of valid CRS Appointment Slip (1 copy) bearing the name of the client that will transact in the PSA Civil Registry System Outlet. Reminder: § If the client is an authorized representative, the CRS Appointment Slip should be in his/her name.			Booked through the CRS Appointment System https://appointment.psa.gov.ph
If applicable, properly filled-out Health Survey Form (1 copy); or Updated QR Code of the COVID-19 Digital Contact Tracing App			Entry points of the PSA Civil Registry System Outlets; Or at the CRS Appointment System Google Play Store or Apple App Store
Queue Ticket Number (QTN) (1 copy)			Designated QTN Issuing Station at the PSA Civil Registry System Outlet.
Completely filled-up Application Form (AF) – Certificate of No Death (Blue Form) accomplished in PRINTED LETTERS (1 copy)			AF dispenser at the PSA Civil Registry System Outlet; Or at the CRS Appointment System
If the request for Copy Issuance of civil registry document will be availed at the PSA Civil Registry Outlet hosted by the Local Government Unit: Original Copy of the Official Receipt (OR) from Local Government Unit (LGU) as proof of payment of the LGU Add-on Fee as per City Ordinance. (1 copy)			City Treasurer’s Office
Additional Requirements by Type of Requester
1. Principal, in order of preference: Spouse, Marital Children, Non-Marital Acknowledged Children, and Parents
Valid Identity Document (ID) complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
Birth Certificate (1 original and 1 photocopy) of the Non-marital children if the requester is the latter			Philippine Statistics Authority
2. Special Case Clients
2.1 Nearest of kin of a deceased person (other than the Spouse, Parent, Son/Daughter)
Duly notarized Affidavit of Kinship (1 original) stating that the requester is the nearest surviving relative of the deceased.			Lawyer/Notary Public
Valid Identity Document (ID) of the nearest of kin requesting the document complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
2.2 Guardian of the deceased person, below 18 years old (minor)
Court decision assigning the requester as legal guardian (1 original and 1 photocopy) and/or; Duly notarized Affidavit of Guardianship (1 original) supported by any of the following: 1) Barangay Certification that the deceased was living with the requesting party as his/her guardian at the time of death (1 original) 2) School ID/Report Card of the minor that indicates the name of the requester as Guardian (1 original and 1 photocopy)			Clerk of the appropriate Court that rendered the decision Lawyer/Notary Public Office of the Barangay where the Guardian currently resides. Educational institution recognized by the Department of Education.
Valid Identity Document (ID) of the guardian requesting the document complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
2.3 Mother of the non-marital unacknowledged child
Valid Identity Document (ID) of the requesting mother of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
2.4 Father of the non-marital acknowledged child
Valid Identity Document (ID) of the requesting father of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy) Reminder: § The name of the Father should appear in the Birth Certificate of the child.			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
3. Priority Clients
3.1 Senior Citizen requesting for the CENODEATH certificate of his/her spouse, parent and son/daughter
Senior Citizen’s Identity Document (ID) Card or any valid ID indicating his/her age complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original); or Philippine Identification (ID) Card/ ePhilID (1 original)			Office of the Senior Citizens Affairs (OSCA) and/or local government units (LGUs) Philippine Statistics Authority
3.2 Physically Challenged Client/PWD requesting for the death certificate of his/her spouse, parents and son/daughter
PWD ID Card complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original); or Philippine Identification (ID) Card/ ePhilID (1 original)			National Council on Disability Affairs (NCDA) Office of the Mayor, Office of the Barangay, Department of Social Welfare and Development or other organization with Memorandum of Agreement with the Department of Health Philippine Statistics Authority
3.3 Pregnant Woman requesting for the CENODEATH certificate of her own spouse, parents and son/daughter
Valid Identity Document (ID) of the pregnant woman complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
3.4 Health and Emergency Frontline Service Provider requesting for a copy of document of spouse, parents and son/daughter
Employment ID of the Health and Emergency Frontline Service Provider complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Public or private health and emergency service providing institutions or organizations (i.e. DOH, DOH Hospitals, Hospitals of LGUs, and Provincial City, and Rural Health Units, Private Hospitals and Drug Abuse Treatment and Rehabilitation Centers including those managed by other government agencies (e.g. police and military hospitals/clinics, university medical facilities), Philippine Red Cross, World Health Organization, Health Maintenance Organizations, Philippine Health Insurance Corporation, NDRRMC)
3.5 Clients who are PhilID card/ePhilID holders
Philippine Identification (ID) Card (1 original) or ePhilID (1 original) Reminder: § PhilID card/ePhilID holders are allowed to request his/her immediate family members (spouse, children, and parents) civil registry documents and certification including authentication.			Philippine Statistics Authority
CLIENT STEPS	AGENCY ACTIONS		FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Set an appointment at https:// appointment.psa.gov.ph/ 1.1 May opt to download the Application Form – Certificate of No Death (Blue Form) and Health Survey Form (if applicable) from the appointment website. Reminder: § Application Form can be accomplished prior to scheduled date of appointment. § Health Survey Form must be accomplished at the CRS Outlet on the date of the appointment. 1.2 Go to the CRS Outlet on the actual date and time of appointment. Reminder: § Clients with PhilID/ePhilID and requesting for the CENODEATH of his/her immediate family members (spouse, children and his/her parents) are allowed to transact in the outlet without an appointment.	1.1 CRS Appointment System send out appointment confirmation to the client email address. 1.2 Ensure that the Application Form – Certificate of No Death (Blue Form) and Health Survey Form are available for download.		None	Variable	Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
2. Present the printed or electronic copy of the CRS Appointment Slip and one (1) valid ID. 2.1 If the request for CENODEATH/Advisory on Deaths will be availed at the PSA Civil Registry Outlet hosted by the Local Government Unit, present the printed or electronic copy of the CRS Appointment Slip, together with the original OR from Local Government Unit (LGU) as proof of payment of the LGU Add-on Fee, and one (1) valid ID upon entry in the PSA Civil Registry System Outlet.	2.1 Check carefully the following information on the presented CRS Appointment Slip: a. Outlet Name; b. Name of client; c. Scheduled date and time; and d. IDs presented.		None	1 minute	Information Marshal/ Security Guard Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
3. Pass through Health and Safety Protocol of the PSA Civil Registry System Outlet. 3.1 If applicable, allow the updated QR Code of the COVID-19 Digital Contact Tracing App be scanned, or fill-up and submit the Health Survey Form. 3.2 Allow temperature check.	3.1 Ensure that the client scanned and passed the COVID-19 Digital Contact Tracing App, or receive the completely filled-up health survey form. 3.2 Check the body temperature of client using a thermal scanner.		None	1 minute	Information Marshal/ Security Guard Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
4. Get an Application Form- Certificate of No Death (Blue Form) from the AF dispenser and fill-out the required information in PRINTED LETTERS.	4.1 Ensure that the necessary AF- CENODEATH is made available at the AF dispenser.		None	2 minutes	Information Marshal, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
5. Proceed to the screening area. 5.1 Present the AF and the required documents to the screener for completeness check.	5.1 Screen the AF and the requirements. For PhilID card /ePhilID holders: 5.2 Screen the validity of the PhilID Card through its basic overt and covert security features, or scan the QR Code of the PhilID Card/ePhilID using PhilSys Check. 5.3 Return the validated PhilID card/ePhilID to the client. 5.4 Return the PhilID Card/ ePhilID that failed the validation to the client and request for a new valid ID. 5.5 Return the AF and the ID (s) to the client as it will be presented to the Encoder prior to the payment of corresponding fees		None	10 Minutes	Screener, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
6. Get Queue Ticket number (QTN)	6.1 Ensure that QTN is ready for distribution.		None	1 minute	Information Marshal/ Security Guard Outlet Supervisor PSA Civil Registry System or Outlet Manager
7. Proceed to the Encoder window. 7.1 If opted to transact in the encoding window, wait for the QTN to be shown in the QMS Public Digital Display. 7.1.1 Determine the mode of payment of the request, if cash or cashless payment. 7.1.2 Present the QTN, AF and the required documents to the encoder. 7.2 If opted to use the Self-Servicing Kiosk (SSK), proceed to the SSK area. 7.2.1 Encode QTN and the complete details of the request and print the transaction slip.	7.1 Ensure that the QMS Public Digital Display is functional. 7.2 Ensure that the client is assigned to the Encoder-Collecting Officer role for cashless payment. 7.3 Receive the QTN, AF and other requirements. 7.4 Encode into the system the QTN and the details of the requests. 7.5 Return the AF, the ID(s) to the client as it will be presented to the Collecting Officer prior to the payment of corresponding fees. 7.6 Ensure that the Self-Servicing Kiosk is functional and available to issue transaction slip.		None	8 Minutes	Encoder PSA Civil Registry System Outlet Information Marshal PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
8. Proceed to the payment area. 8.1. Wait for the QTN to be shown in the QMS Public Digital Display to the available payment window. 8.2 Submit the QTN, AF/transaction slip and the required documents to the Payment Window. 8.3 Pay the corresponding fee for the request, either in cash or through online cashless payment. · Priority Clients to proceed to the Priority Lane. · Clients with PhilID card/ePhilID to proceed to the Priority Lane/ Special Lane.	8.1 Ensure that the QMS Public Digital Display is functional. 8.2 Receive and check the QTN, AF/transaction slip and the requirements. 8.3 Retrieve the transaction in the system using the search query. 8.4 Accept the corresponding payment and generate an Official Receipt (OR). 8.5 Print the Web Access Information Slip. 8.6 Attach the OR to the Web Access Information Slip.		Total Fee Php 185.00 per copy Breakdown: Processing Fee: - Php 155.00 Documentary Stamp Tax - Php 30.00	2 minutes	Collecting Officer, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
9. Receive the Web Access Information Slip. 9.1 Check the document. Reminder: · Check the details in the issued Official Receipt (OR). · Make sure to count the change before leaving the counter. 9.2 Sign the “Acknowledgement of Receipt” portion at the back of the AF and indicate the date of receipt.	9.1 Release the Web Access Information Slip and OR to the client. 9.2 Ensure the client signed the “Conforme” portion at the back of the AF, indicating the printed name, signature and id number. 9.3 Ensure the “Acknowledgement of Receipt” is accomplished by the client, indicating the printed name, signature and date of release. 9.4 Affix the initials of the Collecting Officer in the OR. 9.5 Attached all the requirements: QTN, CRS Appointment Slip (if printed), Authorization Letter/SPA/ Affidavit and photocopies of valid IDs to the AF/transaction slip.		None	5 minutes	Collecting Officer, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
10. Wait for the availability of the document on the website provided in the Web Access Information Slip.	10.1 Get the transaction in the system. 10.2 Verify from the CRS database the request on the basis of details that has been encoded. 10.2.1 If there is no record of Death in the CRS Database, generate the Certificate of No Death (CENODEATH). 10.2.2 In case that the client has a record of Death in the CRS Database, instead of the CENODEATH the document to be generated is the Advisory on Deaths. 10.2.3 In case that copy of Death Certificate is not available in the CRS Database but positive in the Vital Event Information (VEI) Database, it will be tagged for Manual Verification processing. 10.2.3.1 For Manual Verification result, client to wait for the Short Messaging Service (SMS) notification on the availability of the document for viewing.		None	7 hours and 15 minutes Reminder: § Processing time maybe extended depending on the result of verification from the System.	Request Service Officer, Primary Back Office / Secondary Back Office Team Leader, Primary Back Office / Secondary Back Office Supervisor, Primary Back Office / Secondary Back Office or Chief, CRSD
11. View the document on the website provided in the Web Access Information Slip.	11. Ensure that the document is available for viewing.		None	The document image is available for viewing and has an expiry period of 60 days.	Supervisor, Primary Back Office / Secondary Back Office Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
TOTAL PROCESSING TIME: SEVEN (7) HOURS AND FORTY FIVE (45) MINUTES EXCLUSIVE OF QUEUEING TIME.

Issuance of Viewable Online of No Death Record/ Existence of Death at PSA civil-registry-system-outlet

Issuance of Viewable Online Request of Birth Certificate at PSA Civil Registry System Outlet

Office or Division:		Civil Registration Services Division
Classification:		Simple
Type of Transaction:		Government-to-Citizens (G2C)
Who may avail:		General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS			WHERE TO SECURE
Basic Requirements for all types of Requesters
Printed or electronic copy of valid CRS Appointment Slip (1 copy) bearing the name of the client that will transact in the PSA Civil Registry System Outlet. Reminder: § If the client is an authorized representative, the CRS Appointment Slip should be in his/her name.			Booked through the CRS Appointment System https://appointment.psa.gov.ph
If applicable, properly filled-out Health Survey Form (1 copy); or Updated QR Code of the COVID-19 Digital Contact Tracing App			Entry points of the PSA Civil Registry System Outlets; Or at the CRS Appointment System Google Play Store or Apple App Store
Queue Ticket Number (QTN) (1 copy)			Designated QTN Issuing Station at the PSA Civil Registry System Outlet.
Completely filled-up Application Form (AF) - Birth Certificate (White Form) accomplished in PRINTED LETTERS (1 copy)			AF dispenser at the PSA Civil Registry System Outlet; Or at the CRS Appointment System
If the request for Copy Issuance of civil registry document will be availed at the PSA Civil Registry Outlet hosted by the Local Government Unit: Original Copy of the Official Receipt (OR) from Local Government Unit (LGU) as proof of payment of the LGU Add-on Fee as per City Ordinance. (1 copy)			City Treasurer’s Office
Additional Requirements by Type of Requester
1. Principal (Document Owner)
Valid Identity Document (ID) complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
2. Authorized Representative
Valid Identity Document (ID) of document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATUREand issued by an official authority (1 original and 1 photocopy) Reminder: § For authorization letter/Special Power of Attorney (SPA) received from abroad, the document owner should provide a scanned/or photocopy of the passport as valid ID.			Document owner (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
Valid Identity Document (ID) of the authorized representative with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities. (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
Authorization letter or duly notarized Special Power of Attorney (1 original) complying with the following requirements: 1) Issued by the document owner or the legal guardian, and specifically state that its purpose is to secure civil registry document from PSA. A general statement as to the purpose will not be accepted; 2) Indicate the type of document, and must be able to provide the specific details required in the AF; 3) Typewritten or handwritten in a clean sheet of paper and should bear the signature of the document owner. The full name and signature appearing in the authorization letter must be identical to the valid ID of the document owner except for the Philippine Identification (PhilID) card /ePhilID; 4) Multipurpose SPA can be accepted provided that the intent to secure specific civil registry document/certification from the PSA is specifically indicated; 5) Captured/scanned image of the actual SPA that matches the accompanying valid ID; and 6) Authorization letter sent through email and other instant messaging applications is acceptable provided that the full name and signature appearing in the authorization letter must be identical to the valid ID of the document owner and the authorized person.			Document owner
3. Immediate Family Member of the Document Owner: Spouse (Husband/Wife), Direct Descendant (Son/Daughter), and Biological or Legal Parent (Father/Mother)
Valid Identity Document (ID) of the requesting immediate family member of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
4. Immediate Family Member of the Document Owner in cases where the document owner whose document is requested is already dead, in order of preference: Legal Spouse (Husband/Wife), Marital Children, Non-Marital Children, Biological or Legal Parent (Father/Mother)
Valid Identity Document (ID) of the requesting immediate family member of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
Birth Certificate (1 original and 1 photocopy) of the Non-marital children if the requester is the latter			Philippine Statistics Authority
5. Special Cases Clients
5.1 Guardian of document owner who is a minor or below 18 years of age.
Court decision assigning the requester as legal guardian (1 original and/or photocopy) and/or; Duly notarized Affidavit of Guardianship (1 original) supported by any of the following: 1) Barangay Certification that the minor is in the custody of the requesting party/guardian (1 original) 2) School ID/Report Card of the minor that indicate the name of the requester as Guardian (1 original and 1 photocopy)			Clerk of the appropriate Court that rendered the decision Lawyer/Notary Public Office of the Barangay where the Guardian currently resides Educational institution recognized by the Department of Education.
Valid Identity Document (ID) of the Guardian complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
5.2 Mother of the non-marital unacknowledged child
Valid Identity Document (ID) of the requesting mother of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
5.3 Father of the non-marital acknowledged child
Valid Identity Document (ID) of the requesting father of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy) Reminder: § The name of the Father should appear in the Birth Certificate of the child.			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
5.4 Nearest of kin of a deceased person (Brothers/Sisters/Grandparent/Grandchildren/Uncles/Aunts)
Duly notarized Affidavit of Kinship (1 original) stating that the requester is the nearest surviving relative of the deceased.			Lawyer/Notary Public
Valid Identity Document (ID) of the nearest of kin requesting the document complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
6. Priority Clients
6.1 Senior Citizen requesting for his/her own document, spouse, parents and son/daughter
Senior Citizen’s Identity Document (ID) Card or any valid ID indicating his/her age complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original); or Philippine Identification (ID) Card/ ePhilID (1 original)			Office of the Senior Citizens Affairs (OSCA) and/or local government units (LGUs) Philippine Statistics Authority
6.2 Physically Challenged Client/PWD requesting for his/her own document, spouse, parents and son/daughter
PWD ID Card complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original); or Philippine Identification (ID) Card/ ePhilID (1 original)			National Council on Disability Affairs (NCDA) Office of the Mayor, Office of the Barangay, Department of Social Welfare and Development or other organization with Memorandum of Agreement with the Department of Health Philippine Statistics Authority
6.3 Pregnant Woman requesting for her own document, spouse, parents and son/daughter
Valid Identity Document (ID) of the pregnant woman complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority(1 original)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
6.4 Health and Emergency Frontline Service Provider requesting for the copy issuance of his/her own document, spouse, parents and son/daughter
Employment ID of the Health and Emergency Frontline Service Provider complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Public or private health and emergency service providing institutions or organizations (i.e. DOH, DOH Hospitals, Hospitals of LGUs, and Provincial City, and Rural Health Units, Private Hospitals and Drug Abuse Treatment and Rehabilitation Centers including those managed by other government agencies (e.g. police and military hospitals/clinics, university medical facilities), Philippine Red Cross, World Health Organization, Health Maintenance Organizations, Philippine Health Insurance Corporation, NDRRMC)
6.5 Clients who are PhilID card/ePhilID holders
Philippine Identification (ID) Card (1 original) or ePhilID (1 original) Reminder: § PhilID card/ePhilID holders are allowed to request only his/her own, and his/her immediate family members (spouse, children, and parents) civil registry documents and certification including authentication.			Philippine Statistics Authority
CLIENT STEPS	AGENCY ACTIONS		FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Set an appointment at https:// appointment.psa.gov.ph/ 1.1 May opt to download the Application Form- Birth Certificate (White Form) and Health Survey Form (if applicable) from the appointment website. Reminder: § Application Form can be accomplished prior to scheduled date of appointment. § Health Survey Form must be accomplished at the CRS Outlet on the date of the appointment. 1.2 Go to the CRS Outlet on the actual date and time of appointment. Reminder: § Clients with PhilID/ePhilID and requesting for copy of his/her own Birth Certificate, or his/her spouse, children, or parents, are allowed to transact in the outlet without an appointment.	1.1 CRS Appointment System send out appointment confirmation to the client email address. 1.2 Ensure that the Application Form- Birth Certificate (White Form) and Health Survey Form are available for download.		None	Variable	Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
2. Present the printed or electronic copy of the CRS Appointment Slip and one (1) valid ID. Reminder: For Authorized Representative (AR) § Valid Identity Document (ID) of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATUREand issued by an official authority (1 original and 1 photocopy) and the AR’s valid ID. § CRS Appointment Slip bearing the name of the AR. 2.1 If the request for Copy Issuance of civil registry document will be availed at the PSA Civil Registry Outlet hosted by the Local Government Unit, present the printed or electronic copy of the CRS Appointment Slip, together with the original OR from Local Government Unit (LGU) as proof of payment of the LGU Add-on Fee, and one (1) valid ID upon entry in the PSA Civil Registry System Outlet.	2.1 Check carefully the following information on the presented CRS Appointment Slip: a. Outlet Name; b. Name of client; c. Scheduled date and time; and d. IDs presented.		None	1 minute	Information Marshal/ Security Guard Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
3. Pass through Health and Safety Protocol of the PSA Civil Registry System Outlet. 3.1 If applicable, allow the updated QR Code of the COVID-19 Digital Contact Tracing App be scanned, or fill-up and submit the Health Survey Form. 3.2 Allow temperature check.	3.1 Ensure that the client scanned and passed the COVID-19 Digital Contact Tracing App, or receive the completely filled-up health survey form. 3.2 Check the body temperature of client using a thermal scanner.		None	1 minute	Information Marshal/ Security Guard Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
4. Get an Application Form- Birth Certificate (White Form) from the AF dispenser and fill-out the required information in PRINTED LETTERS.	4.1 Ensure that the necessary AF-Birth Certificate is made available at the AF dispenser.		None	2 minutes	Information Marshal, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
5. Proceed to the screening area. 5.1 Present the AF and the required documents to the screener for completeness check.	5.1 Screen the AF and the requirements. For PhilID card /ePhilID holders: 5.2 Screen the validity of the PhilID Card through its basic overt and covert security features, or scan the QR Code of the PhilID Card/ePhilID using PhilSys Check. 5.3 Return the validated PhilID card/ePhilID to the client. 5.4 Return the PhilID Card/ ePhilID that failed the validation to the client and request for a new valid ID. 5.5 Return the AF and the ID(s) and/or authorization letter/SPA/Affidavit to the client as it will be presented to the Encoder prior to the payment of corresponding fees.		None	10 Minutes	Screener, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
6. Get Queue Ticket Number (QTN)	6.1 Ensure that QTN is functioning and ready for distribution.		None	1 minute	Information Marshal/ Security Guard Outlet Supervisor PSA Civil Registry System or Outlet Manager
7. Proceed to the encoding area. 7.1 If opted to transact in the encoding window, wait for the QTN to be shown in the QMS Public Digital Display. 7.1.1 Determine the mode of payment of the request, if cash or cashless payment. 7.1.2 Present the QTN, AF and the required documents to the encoder. 7.2 If opted to use the Self-Servicing Kiosk (SSK), proceed to the SSK area. 7.2.1 Encode QTN and the complete details of the request and print the transaction slip.	7.1 Ensure that the QMS Public Digital Display is functional. 7.2 Ensure that the client is assigned to the Encoder-Collecting Officer role for cashless payment. 7.3 Receive the QTN, AF and other requirements. 7.4 Encode into the system the QTN and the details of the requests. 7.5 Return the AF, the ID(s) and/or authorization letter/SPA/Affidavit to the client as it will be presented to the Collecting Officer prior to the payment of corresponding fees. 7.6 Ensure that the Self-Servicing Kiosk is functional and available to issue transaction slip.		None	8 Minutes	Encoder PSA Civil Registry System Outlet Information Marshal PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
8. Proceed to the payment area. 8.1. Wait for the QTN to be shown in the QMS Public Digital Display to the available payment window. 8.2 Submit the QTN, AF/transaction slip and the required documents to the Payment Window. 8.3 Pay the corresponding fee for the request, either in cash or through online cashless payment. § Priority Clients to proceed to the Priority Lane. § Clients with PhilID card/ePhilID to proceed to the Priority Lane/ Special Lane.	8.1 Ensure that the QMS Public Digital Display is functional. 8.2 Receive and check the QTN, AF/transaction slip and the requirements. 8.3 Retrieve the transaction in the system using the search query. 8.4 Accept the corresponding payment and generate an Official Receipt (OR). 8.5 Print the Web Access Information Slip. 8.6 Attach the OR to the Web Access Information Slip.		Total Fee Php 130.00 per copy Breakdown: Processing Fee: -Php 100.00 Documentary Stamp Tax -Php 30.00	2 minutes	Collecting Officer, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
9. Receive the Web Access Information Slip. 9.1 Check the document. Reminder: § Check the details in the issued Official Receipt (OR). § Make sure to count the change before leaving the counter. 9.2 Sign the “Acknowledgement of Receipt” portion at the back of the AF and indicate the date of receipt.	9.1 Release the Web Access Information Slip and OR to the client. 9.2 Ensure the client signed the “Conforme” portion at the back of the AF, indicating the printed name, signature and id number. 9.3 Ensure the “Acknowledgement of Receipt” is accomplished by the client, indicating the printed name, signature and date of release. 9.4 Affix the initials of the Collecting Officer in the OR. 9.5 Attached all the requirements: QTN, CRS Appointment Slip (if printed), Authorization Letter/SPA/ Affidavit and photocopies of valid IDs to the AF/transaction slip.		None	5 minutes	Collecting Officer, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
10. Wait for the availability of the document on the website provided in the Web Access Information Slip.	10.1 Get the transaction in the system. 10.2 Verify from the CRS database the request on the basis of details that has been encoded. Conduct verification from the System pursuant to the issued PSA Office Memorandum No. 2021-139 dated 01 June 2021. 10.2.1 In case that the requested copy of the Birth Certificate is available in the CRS Database, submit the document for viewing. 10.2.2 In case that the requested copy of the Birth Certificate is not available in the CRS Database after thorough verification, generate a Negative Certification of Birth with Negative Result Advisory. 10.2.3 In case that the requested copy of the Birth Certificate is not available in the CRS Database but positive in the Vital Event Information (VEI) Database, it will be tagged for Manual Verification processing. 10.2.3.1 For Manual Verification result, client to wait for the Short Messaging Service (SMS) notification on the availability of the document for viewing.		None	15 minutes Reminder: § Processing time maybe extended depending on the result of verification from the System.	Request Service Officer, Primary Back Office / Secondary Back Office Team Leader, Primary Back Office / Secondary Back Office Supervisor, Primary Back Office / Secondary Back Office or Chief, CRSD
11. View the document on the website provided in the Web Access Information Slip.	11. Ensure that the document is available for viewing.		None	The document image is available for viewing and has an expiry period of 60 days.	Supervisor, Primary Back Office / Secondary Back Office Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
TOTAL PROCESSING TIME: FORTY FIVE (45) MINUTES EXCLUSIVE OF QUEUEING TIME.

Special Cases/Situations:

In the event that after verfication, there are special cases/situations that needs to be addressed/resolved first by the concerned Back-End Processing Unit the following processes will take place:

1) Primary Back Office (PBO)/Secondary Back Office (SBO) RSO log the problem to the CRS Help Desk System (HDS) with the following information:

- Image ID No

- Transaction Number

- Complete details of the request

- Description of the problem

- BREN/ MREN/ DREN

2) PBO/SBO RSO to wait for the notification from the HDO for the advice of the reported case if okay and ready for process.

3) Or PBO/SBO RSO to cancel the transaction while waiting for the advice from the HDO.

4) Or PBO/SBO RSO will tag the transaction for MV (issue or suspend), if suspend it will automatically notify the Outlet.

5) In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO Team Leader (TL) and PBO/SBO Supervisor.

6) Outlet’s TL/ Supervisor (OS) to inform the client on the situation and on the
re-scheduled date of release.

REMINDER:

Copy issuance of birth documents that fall under special cases/situations require several actions/steps that need to be undertaken outside of the Civil Registry System Outlet to be able to deliver the requested documentto the client. In this connection the Service Classification is changed from SIMPLE to COMPLEX.

SITUATION

ACTION

LOCATION

REMARKS

1. Copy of birth record from the CRS Database have extra or excess page(s) as follows:

• Foot print of the

child

• Photo of the

document owner

• Marriage Contract

of parents

• A record stamp

with LCRs

signature

• Other attachments with foreign languages

1. The copy of the birth record that have extra or excess page(s) are not to be printed and issued to the clients.

1.1 First option: the PBO/SBO RSO to tag the transaction as Manual Verification (MV); to suspend the transaction, choose others in the drop down list and type the specific reason, click “SUSPEND” and click “OK”; or

1.2 Second option: the PBO/SBO RSO to log the problem to the CRS Help Desk System (HDS) with the following information:

-Image ID No.

-Transaction Number

-Complete details of the request

-Description of the problem

1.3 PBO/SBO RSO to wait for the notification from the HDO if the image is okay and ready for process.

1.4 Once reported to HDO, PBO/SBO RSO can cancel the transaction and fetch another transaction.

1.5 In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO TL and Supervisor.

1.6 Document is for pull-out from the Archive for re-scanning and other related processes.

1.7 PBO/SBO to wait for the re-scanned image to be uploaded to the CRS Database.

1.8 PBO/SBO to issue the document in the system.

Help Desk Officer

Unisys Managed Services Corp.,

Civil Register Management Division (CRMD)

2. PBO/SBO RSO after logging the details based on the transaction details, found another image of the birth record from the CRS Database even with the correct index details (mismatched Image)

2. The mismatched image should not be printed.

2.1 First option: PBO/SBO RSO to tag the transaction as MV and choose Others from the drop down list and type “mismatched image”, click “SUSPEND” and click “OK”; or

2.2 Second option: PBO/SBO RSO to log the problem to the CRS Help Desk System (HDS) with the following information:

-Image ID No.

-Transaction Number

-Complete details of the request

-Description of the problem

2.2 Once reported to HDO, PBO/SBO RSO can cancel the transaction and fetch another transaction.

2.3 PBO/SBO RSO to wait for the notification from the HDO if the image is okay and ready for process.

2.4 In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO TL and PBO/SBO Supervisor.

2.5 Document is for pull-out from the Archive for re-scanning and other related processes.

2.6 PBO/SBO to wait for the re-scanned image to be uploaded to the CRS Database.

2.7 PBO/SBO to issue the document in the system.

Help Desk Officer

Unisys Managed Services Corp

Civil Register Management Division (CRMD)

3. Image of the birth record from the CRS Database is defective/damaged.

3. The inverted/ defective image should not be printed.

3.1 First option: PBO/SBO RSO to tag the transaction as MV and choose Others from the drop down list and type the specific reason then click “SUSPEND” and then click “OK”; or

3.2. Second option: PBO/SBO RSO to log the problem to the CRS Help Desk System (HDS) with the following information:

-Image ID No.

-Transaction Number

-Complete details of the request

-Description of the problem

3.3 Once reported to HDO, PBO/SBO RSO can cancel the transaction and fetch another transaction.

3.4 PBO/SBO RSO to wait for the notification from the HDO if the image is okay and ready for process.

3.5 In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO TL and Supervisor.

3.6 Document is for pull-out from the Archive for re-scanning and other related processes.

3.7 PBO/SBO to wait for the re-scanned image to be uploaded to the CRS Database.

3.8 PBO/SBO to issue the document in the system.

Help Desk Officer

Unisys Managed Services Corp

Civil Register Management Division (CRMD)

4. Image of the birth record from the CRS Database is corrupted or decrypted (error in viewing the image).

4. The corrupted/ decrypted image should not be printed.

4.1 PBO/SBO RSO to log the problem to the CRS Help Desk System (HDS) with the following information:

-Image ID No.

-Transaction Number

-Complete details of the request

-Description of the problem

4.2 PBO/SBO RSO to wait for the notification from the HDO if the image is okay and ready for process; or

4.3 Once reported to HDO, PBO/SBO RSO can cancel the transaction and fetch another transaction

4.4 In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO TL and Supervisor.

4.5 Document is for pull-out from the Archive for re-scanning and other related processes.

4.6 PBO/SBO to wait for the re-scanned image to be uploaded to the CRS Database.

4.7 PBO/SBO to issue the document in the system.

Help Desk Officer

Unisys Managed Services Corp.

Civil Register Management Division (CRMD)

5. Image of the birth document from the CRS Database is blurred (or with unreadable entries)

5. Blurred copies of document/s from the CRS database will still be made available to the clients.

5.1 The RSO to click/prompt the “Request for Clear Copy” and submit the document for viewing.

5.2 For client requesting clearer copy of the document, a request shall be made at the CRS Outlet.

5.3 The Care Officer will create a transaction for rework.

5.3 The RSO to tag the transaction as MV for processing of backend units.

5.4 Document is for pull-out from the Archive for re-scanning and other related processes.

5.5 Client to wait for the Short Messaging Service (SMS) notification on the availability of the document for viewing.

Care Officer,

Public Assistance and Complaints Desk (PACD), PSA Civil Registry System Outlet

Production and Maintenance Unit, Civil Register Management Division (CRMD)

6. Verification from the CRS Database yielded a negative result but with Vital Event Information or not yet loaded in the CRS Database.

6. In the event that the RSO verification yielded a negative result but with Vital Event Information, the RSO tag the transaction to Manual Verification.

6.1 Document is for pull-out from the Archive for scanning and other related processes.

6.2 Client to wait for the Short Messaging Service (SMS) notification on the availability of the document for viewing.

Civil Register Management Division (CRMD)

7. Issued document has incomplete/ incorrect annotation

7. In the event that the document issued to the client has incomplete/ incorrect annotation, a request for Rework will be created.

7.1 Care Officer will endorse to the backend unit for creation of transaction for rework and reschedule the date of release.

7.2 Backend units to reprocess the annotation request.

7.3 Client to wait for the Short Messaging Service (SMS) notification on the availability of the document.

Care Officer,

Public Assistance and Complaints Desk (PACD), PSA Civil Registry System Outlet

Civil Register Management Division (CRMD)

TOTAL PROCESSING TIME: SEVEN (7) WORKING DAYS

Issuance of Viewable Online Request of Birth Certificate at PSA Civil Registry System Outlet

Issuance of Viewable Online Request of Certification of No Marriage Record/Existence of Marriage Record at PSA Civil Registry System Outlet

Issuance of Viewable Online Request of Certification of No Marriage Record/Existence of Marriage Record at PSA civil-registry-system-outlet

Office or Division:		Civil Registration Services Division (CRSD)
Classification:		Simple
Type of Transaction:		Government-to-Citizens (G2C)
Who may avail:		General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS			WHERE TO SECURE
Basic Requirements for all types of Requesters
Printed or electronic copy of valid CRS Appointment Slip (1 copy) bearing the name of the client that will transact in the PSA Civil Registry System Outlet. Reminder: § If the client is an authorized representative, the CRS Appointment Slip should be in his/her name.			Booked through the CRS Appointment System https://appointment.psa.gov.ph
If applicable, properly filled-out Health Survey Form (1 copy); or Updated QR Code of the COVID-19 Digital Contact Tracing App			Entry points of the PSA Civil Registry System Outlets; Or at the CRS Appointment System Google Play Store or Apple App Store
Queue Ticket Number (QTN) (1 copy)			Designated QTN Issuing Station at the PSA Civil Registry System Outlet.
Completely filled-up Application Form (AF) – Certificate of No Marriage (Green Form) accomplished in PRINTED LETTERS (1 copy)			AF dispenser at the PSA Civil Registry System Outlet; Or at the CRS Appointment System
If the request for Copy Issuance of civil registry document will be availed at the PSA Civil Registry Outlet hosted by the Local Government Unit: Original Copy of the Official Receipt (OR) from Local Government Unit (LGU) as proof of payment of the LGU Add-on Fee as per City Ordinance. (1 copy)			City Treasurer’s Office
Additional Requirements by Type of Requester
1. Principal (Document Owner)
Valid Identity Document (ID) complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
2. Spouse (Husband/Wife)
Valid Identity Document (ID) complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
3. Direct Descendant (Marital Children)
Valid Identity Document (ID) of the direct descendant of the contracting parties complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities. (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
4. Guardian to his/her ward
Court decision assigning the client as legal guardian (1 original and 1 photocopy) and/or; Duly notarized Affidavit of Guardianship (1 original)			Clerk of the appropriate Court that rendered the decision Lawyer/Notary Public
Valid Identity Document (ID) of the Guardian complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
5. Authorized Representative
Valid Identity Document (ID) of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy) Reminder: § For authorization letter and Special Power of Attorney (SPA) received from abroad, document owner should provide a scanned/photocopy of passport as valid ID.			Document owner (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
Valid Identity Document (ID) of the authorized representative complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities. (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
Authorization letter or duly notarized Special Power of Attorney (1 original) complying with the following requirements: 1) Issued by the document owner or the legal guardian, and specifically state that its purpose is to secure civil registry document from PSA. A general statement as to the purpose will not be accepted; 2) Indicate the type of document, and must be able to provide the specific details required in the AF; 3) Typewritten or handwritten in a clean sheet of paper and should bear the signature of the document owner. The full name and signature appearing in the authorization letter must be identical to the valid ID of the document owner except for the Philippine Identification (PhilID) card /ePhilID; 4) Multipurpose SPA can be accepted provided that the intent to secure specific civil registry document/certification from the PSA is specifically indicated; 5) Captured/scanned image of the actual SPA that matches the accompanying valid ID; and 6) Authorization letter sent through email and other instant messaging applications is acceptable provided that the full name and signature appearing in the authorization letter must be identical to the valid ID of the document owner and the authorized person.			Document owner
6. Special Cases Clients
6.1 Guardian of document owner who is a minor or below 18 years of age.
Court decision assigning the requester as legal guardian (1 original and 1 photocopy) and/or; Duly notarized Affidavit of Guardianship (1 original) supported by any of the following: 1) Barangay Certification that the minor is in the custody of the requesting party/ guardian (1 original) 2) School ID/Report Card of the minor that indicate the name of the requester as Guardian (1 original and 1 photocopy)			Clerk of the appropriate Court that rendered the decision Lawyer/Notary Public Office of the Barangay where the Guardian currently resides Educational institution recognized by the Department of Education.
Valid Identity Document of the Guardian complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
6.2 Nearest of kin of the deceased document owner (Parents, Brother/Sister, Grandparent, Grandchildren)
Duly notarized Affidavit of Kinship (1 original) stating that the requester is the nearest surviving relative of the deceased.			Lawyer/Notary Public
Valid Identity Document (ID) of the nearest of kin requesting the document complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
7. Priority Clients
7.1 Senior Citizen requesting for his/her own document, his/her spouse, and his/her parents
Senior Citizen’s ID Card or any valid ID indicating his/her age with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original); or Philippine Identification (ID) Card/ ePhilID (1 original)			Office of the Senior Citizens Affairs (OSCA) and/or local government units (LGUs) Philippine Statistics Authority
7.2 Physically Challenged Client/PWD requesting for his/her own document, his/her spouse, and his/her parents
PWD ID Card complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original); or Philippine Identification (ID) Card/ ePhilID (1 original)			National Council on Disability Affairs (NCDA) Office of the Mayor, Office of the Barangay, Department of Social Welfare and Development or other organization with Memorandum of Agreement with the Department of Health Philippine Statistics Authority
7.3 Pregnant Woman requesting for his/her own document, his/her spouse, and his/her parents
Valid Identity Document (ID) of the pregnant woman complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, Philpost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
7.4. Health and Emergency Frontline Service Provider requesting for his/her own document, his/her spouse, and his/her parents
Employment ID of the Health and Emergency Frontline Service Provider complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Public or private health and emergency service providing institutions or organizations (i.e. DOH, DOH Hospitals, Hospitals of LGUs, and Provincial City, and Rural Health Units, Private Hospitals and Drug Abuse Treatment and Rehabilitation Centers including those managed by other government agencies (e.g. police and military hospitals/clinics, university medical facilities), Philippine Red Cross, World Health Organization, Health Maintenance Organizations, Philippine Health Insurance Corporation, NDRRMC)
7.5 Clients who are PhilID card/ePhilID holders
Philippine Identification (ID) Card (1 original) or ePhilID (1 original) Reminder: § PhilID card/ePhilID holders are allowed to request for his/her own document, his/her spouse, and his/her parents			Philippine Statistics Authority
CLIENT STEPS	AGENCY ACTIONS		FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Set an appointment at https:// appointment.psa.gov.ph/ 1.1 May opt to download the Application Form – Certificate of No Marriage (Green Form) and Health Survey Form (if applicable) from the appointment website. Reminder: § Application Form can be accomplished prior to scheduled date of appointment. § Health Survey Form must be accomplished at the CRS Outlet on the date of the appointment. 1.2 Go to the CRS Outlet on the actual date and time of appointment. Reminder: § Clients with PhilID/ePhilID and requesting for his/her own document, his/her spouse, and his/her parents, are allowed to transact in the outlet without an appointment.	1.1 CRS Appointment System send out appointment confirmation to the client email address. 1.2 Ensure that the Application Form – Certificate of No Marriage (Green Form) and Health Survey Form are available for download.		None	Variable	Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
2. Present the printed or electronic copy of the CRS Appointment Slip and one (1) valid ID. Reminder: For Authorized Representative (AR) § Valid Identity Document (ID) of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATUREand issued by an official authority (1 original and 1 photocopy) and the AR’s valid ID. § CRS Appointment Slip bearing the name of the AR. 2.1 If the request for CENOMAR/Advisory on Marriages will be availed at the PSA Civil Registry Outlet hosted by the Local Government Unit, present the printed or electronic copy of the CRS Appointment Slip, together with the original OR from Local Government Unit (LGU) as proof of payment of the LGU Add-on Fee, and one (1) valid ID upon entry in the PSA Civil Registry System Outlet.	2.1 Check carefully the following information on the presented CRS Appointment Slip: a. Outlet Name; b. Name of client; c. Scheduled date and time; and d. IDs presented.		None	1 minute	Information Marshal/ Security Guard Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
3. Pass through Health and Safety Protocol of the PSA Civil Registry System Outlet. 3.1 If applicable, allow the updated QR Code of the COVID-19 Digital Contact Tracing App be scanned, or fill-up and submit the Health Survey Form. 3.2 Allow temperature check.	3.1 Ensure that the client scanned and passed the COVID-19 Digital Contact Tracing App, or receive the completely filled-up health survey form. 3.2 Check the body temperature of client using a thermal scanner.		None	1 minute	Information Marshal/ Security Guard Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
4. Get an Application Form- Certificate of No Marriage (Green Form) from the AF dispenser and fill-out the required information in PRINTED LETTERS.	4.1 Ensure that the necessary AF- CENOMAR is made available at the AF dispenser.		None	2 minutes	Information Marshal, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
5. Proceed to the screening area. 5.1 Present the AF and the required documents to the screener for completeness check.	5.1 Screen the AF and the requirements. For PhilID card /ePhilID holders: 5.2 Screen the validity of the PhilID Card through its basic overt and covert security features, or scan the QR Code of the PhilID Card/ePhilID using PhilSys Check. 5.3 Return the validated PhilID card/ePhilID to the client. 5.4 Return the PhilID Card/ ePhilID that failed the validation to the client and request for a new valid ID. 5.5 Return the AF and the ID(s) and/or authorization letter/SPA/Affidavit to the client as it will be presented to the Encoder prior to the payment of corresponding fees.		None	10 Minutes	Screener, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
6. Get Queue Ticket Number (QTN)	6.1 Ensure that QTN is functioning and ready for distribution.		None	1 minute	Information Marshal/Security Guard Outlet Supervisor PSA Civil Registry System or Outlet Manager
7. Proceed to the encoding area. 7.1 If opted to transact in the encoding window, wait for the QTN to be shown in the QMS Public Digital Display. 7.1.1 Determine the mode of payment of the request, if cash or cashless payment. 7.1.2 Present the QTN, AF and the required documents to the encoder. 7.2 If opted to use the Self-Servicing Kiosk (SSK), proceed to the SSK area. 7.2.1 Encode QTN and the complete details of the request and print the transaction slip.	7.1 Ensure that the QMS Public Digital Display is functional. 7.2 Ensure that the client is assigned to the Encoder-Collecting Officer role for cashless payment. 7.3 Receive the QTN, AF and other requirements. 7.4 Encode into the system the QTN and the details of the requests. 7.5 Return the AF, the ID(s) and/or authorization letter/SPA/Affidavit to the client as it will be presented to the Collecting Officer prior to the payment of corresponding fees. 7.6 Ensure that the Self-Servicing Kiosk is functional and available to issue transaction slip.		None	8 Minutes	Encoder PSA Civil Registry System Outlet Information Marshal PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
8. Proceed to the payment area. 8.1. Wait for the QTN to be shown in the QMS Public Digital Display to the available payment window. 8.2 Submit the QTN, AF/transaction slip and the required documents to the Payment Window. 8.3 Pay the corresponding fee for the request, either in cash or through online cashless payment. § Priority Clients to proceed to the Priority Lane. § Clients with PhilID card/ePhilID to proceed to the Priority Lane/ Special Lane.	8.1 Ensure that the QMS Public Digital Display is functional. 8.2 Receive and check the QTN, AF/transaction slip and the requirements. 8.3 Retrieve the transaction in the system using the search query. 8.4 Accept the corresponding payment and generate an Official Receipt (OR). 8.5 Print the Web Access Information Slip. 8.6 Attach the OR to the Web Access Information Slip.		Total Fee Php 185.00 per copy Breakdown: Processing Fee: -Php 155.00 Documentary Stamp Tax -Php 30.00	2 minutes	Collecting Officer, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
9. Receive the Web Access Information Slip. 9.1 Check the document. Reminder: § Check the details in the issued Official Receipt (OR). § Make sure to count the change before leaving the counter. 9.2 Sign the “Acknowledgement of Receipt” portion at the back of the AF and indicate the date of receipt.	9.1 Release the Web Access Information Slip and OR to the client. 9.2 Ensure the client signed the “Conforme” portion at the back of the AF, indicating the printed name, signature and id number. 9.3 Ensure the “Acknowledgement of Receipt” is accomplished by the client, indicating the printed name, signature and date of release. 9.4 Affix the initials of the Collecting Officer in the OR. 9.5 Attached all the requirements: QTN, CRS Appointment Slip (if printed), Authorization Letter/SPA/ Affidavit and photocopies of valid IDs to the AF/transaction slip.		None	5 minutes	Collecting Officer, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
10. Wait for the availability of the document on the website provided in the Web Access Information Slip.	10.1 Get the transaction in the system. 10.2 Verify from the CRS database the request on the basis of details that has been encoded. Conduct verification from the System pursuant to the issued PSA Office Memorandum No. 2021-64 dated 01 March 2021 about the document owner as both as male and as female. 10.2.1 If there is no record of Marriage in the CRS Database, generate the Certificate of No Marriage (CENOMAR). 10.2.2 In case that the client has a record of Marriage in the CRS Database, generate the Advisory on Marriages. 10.2.3 In case that the copy of the Marriage Certificate is not available in the CRS Database but positive in the Vital Event Information (VEI) Database, it will be tagged for Manual Verification processing. 10.2.3.1 For Manual Verification result, client to wait for the Short Messaging Service (SMS) notification on the availability of the document for viewing.		None	7 hours and 15 minutes Reminder: § Processing time maybe extended depending on the result of verification from the System.	Request Service Officer, Primary Back Office / Secondary Back Office Team Leader, Primary Back Office / Secondary Back Office Supervisor, Primary Back Office / Secondary Back Office or Chief, CRSD
11. View the document on the website provided in the Web Access Information Slip.	11. Ensure that the document is available for viewing.		None	The document image is available for viewing and has an expiry period of 60 days.	Supervisor, Primary Back Office / Secondary Back Office Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
TOTAL PROCESSING TIME: SEVEN (7) HOURS AND FORTY FIVE (45) MINUTES EXCLUSIVE OF QUEUEING TIME.

Special Cases/Situations:

In the event that after verification, there are special cases/situations that needs to be addressed/resolved first by the concerned Back-End Processing Unit the following processes will take place:

1) Primary Back Office (PBO)/Secondary Back Office (SBO) RSO log the problem to the CRS Help Desk System (HDS) with the following information:

- Image ID No

- Transaction Number

- Complete details of the request

- Description of the problem

- BREN/ MREN/ DREN

2) PBO/SBO RSO to wait for the notification from the HDO for the advice of the reported case if okay and ready for process.

3) Or PBO/SBO RSO to cancel the transaction while waiting for the advice from the HDO.

4) Or PBO/SBO RSO will tag the transaction for MV (issue or suspend), if suspend it will automatically notify the Outlet.

5) In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO TL and PBO/SBO Supervisor.

6) Outlet’s TL/ Supervisor (OS) to inform the client on the situation and on the re-scheduled date of release.

REMINDER:

CENOMAR request that fall under special cases/situations require several actions/steps that need to be undertaken outside of the Civil Registry System Outlet to be able to deliver the requested document to the client. In this connection the Service Classification is changed from SIMPLE to COMPLEX.

SITUATION

ACTION

LOCATION

REMARKS

1. CENOMAR request but with certificate of divorce filed thru Sharia’ Court that is not annotated in the concerned Certificate of Marriage.

1. To issue Advisory on Marriage/s.

1.1 PBO/SBO RSO to tag the transaction as Manual Verification (MV); suspend the transaction, choose others in the drop down list and type “Document Sub-type, divorce obtain thru Sharia’ Court”, click “SUSPEND” and click “OK”;

1.2 Once Tag as MV, PBO/SBO RSO can cancel the transaction and fetch another transaction.

1.3 Document is for pull-out from the Archive for re-scanning and other related processes.

1.4 Once acted by the Back-end Unit, the transaction number will queue up to the civil registry system processing queue.

1.5 PBO/SBO RSO to fetch the transaction, for processing.

1.6 PBO/SBO to issue the document in the system.

Civil Register Management Division (CRMD)

TOTAL PROCESSING TIME: SEVEN (7) WORKING DAYS

Issuance of Viewable Online Request of Certification of No Marriage Record/Existence of Marriage Record at PSA civil-registry-sy

Issuance of Viewable Online Request of Death Certificate at PSA Civil Registry System Outlet

Issuance of Viewable Online Request of Death Certificate at PSA civil-registry-system-outlet

Office or Division:		Civil Registration Services Division
Classification:		Simple
Type of Transaction:		Government-to-Citizens (G2C)
Who may avail:		General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS			WHERE TO SECURE
Basic Requirements for all types of Requesters
Printed or electronic copy of valid CRS Appointment Slip (1 copy) bearing the name of the client that will transact in the PSA Civil Registry System Outlet.			Booked through the CRS Appointment System https://appointment.psa.gov.ph
If applicable, properly filled-out Health Survey Form (1 copy); or Updated QR Code of the COVID-19 Digital Contact Tracing App			Entry points of the PSA Civil Registry System Outlets; Or at the CRS Appointment System Google Play Store or Apple App Store
Queue Ticket Number (QTN) (1 copy)			Designated QTN Issuing Station at the PSA Civil Registry System Outlet.
Completely filled-up Application Form (AF) - Death Certificate (Yellow Form) accomplished in PRINTED LETTERS (1 copy)			AF dispenser at the PSA Civil Registry System Outlet; Or at the CRS Appointment System
If the request for Copy Issuance of civil registry document will be availed at the PSA Civil Registry Outlet hosted by the Local Government Unit: Original Copy of the Official Receipt (OR) from Local Government Unit (LGU) as proof of payment of the LGU Add-on Fee as per City Ordinance. (1 copy)			City Treasurer’s Office
Additional Requirements by Type of Requester
1. Principal, in order of preference: Spouse, Marital Children, Non-Marital Acknowledged Children, and Parents
Valid Identity Document (ID) complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
Birth Certificate (1 original and 1 photocopy) of the Non-marital children if the requester is the latter			Philippine Statistics Authority
2. Special Case Clients
2.1 Nearest of kin of a deceased person (other than the Spouse, Parent, Son/Daughter)
Duly notarized Affidavit of Kinship (1 original) stating that the requester is the nearest surviving relative of the deceased.			Lawyer/Notary Public
Valid Identity Document (ID) of the nearest of kin requesting the document complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
2.2 Guardian of the deceased person, below 18 years old (minor)
Court decision assigning the requester as legal guardian (1 original and 1 photocopy) and/or; Duly notarized Affidavit of Guardianship (1 original) supported by any of the following: 1) Barangay Certification that the deceased was living with the requesting party as his/her guardian at the time of death (1 original) 2) School ID/Report Card of the minor that indicate the name of the requester as Guardian (1 original and 1 photocopy)			Clerk of the appropriate Court that rendered the decision Lawyer/Notary Public Office of the Barangay where the Guardian currently resides. Educational institution recognized by the Department of Education.
Valid Identity Document (ID) of the guardian requesting the document complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
2.3 Mother of the non-marital unacknowledged child
Valid Identity Document (ID) of the requesting mother of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
2.4 Father of the non-marital acknowledged child
Valid Identity Document (ID) of the requesting father of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy) Reminder: § The name of the Father should appear in the Birth Certificate of the child.			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
3. Priority Clients
3.1 Senior Citizen requesting for the death certificate of his/her spouse, parent and son/daughter
Senior Citizen’s Identity Document (ID) Card or any valid ID indicating his/her age complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original); or Philippine Identification (ID) Card/ ePhilID (1 original)			Office of the Senior Citizens Affairs (OSCA) and/or local government units (LGUs) Philippine Statistics Authority
3.2 Physically Challenged Client/PWD requesting for the death certificate of his/her spouse, parents and son/daughter
PWD ID Card complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original); or Philippine Identification (ID) Card/ ePhilID (1 original)			National Council on Disability Affairs (NCDA) Office of the Mayor, Office of the Barangay, Department of Social Welfare and Development or other organization with Memorandum of Agreement with the Department of Health Philippine Statistics Authority
3.3 Pregnant Woman requesting for the death certificate of her own spouse, parents and son/daughter
Valid Identity Document (ID) of the pregnant woman complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
3.4 Health and Emergency Frontline Service Provider requesting for a copy of document of spouse, parents and son/daughter
Employment ID of the Health and Emergency Frontline Service Provider complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Public or private health and emergency service providing institutions or organizations (i.e. DOH, DOH Hospitals, Hospitals of LGUs, and Provincial City, and Rural Health Units, Private Hospitals and Drug Abuse Treatment and Rehabilitation Centers including those managed by other government agencies (e.g. police and military hospitals/clinics, university medical facilities), Philippine Red Cross, World Health Organization, Health Maintenance Organizations, Philippine Health Insurance Corporation, NDRRMC)
3.5 Clients who are PhilID card/ePhilID holders
Philippine Identification (ID) Card (1 original) or ePhilID (1 original) Reminder: § PhilID card/ePhilID holders are allowed to request his/her immediate family members (spouse, children, and parents) civil registry documents and certification including authentication.			Philippine Statistics Authority
CLIENT STEPS	AGENCY ACTIONS		FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Set an appointment at https:// appointment.psa.gov.ph/ 1.1 May opt to download the Application Form - Death Certificate (Yellow Form) and Health Survey Form (if applicable) from the appointment website. Reminder: § Application Form can be accomplished prior to scheduled date of appointment. § Health Survey Form must be accomplished at the CRS Outlet on the date of the appointment. 1.2 Go to the CRS Outlet on the actual date and time of appointment. Reminder: § Clients with PhilID/ePhilID and requesting for copy of Death Certificate of his/her immediate family members (spouse, children, and parents) are allowed to transact in the outlet without an appointment	1.1 CRS Appointment System send out appointment confirmation to the client email address. 1.2 Ensure that the Application Form - Death Certificate (Yellow Form) and Health Survey Form are available for download.		None	Variable	Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
2. Present the printed or electronic copy of the CRS Appointment Slip and one (1) valid ID. 2.1 If the request for Copy Issuance of civil registry document will be availed at the PSA Civil Registry Outlet hosted by the Local Government Unit, present the printed or electronic copy of the CRS Appointment Slip, together with the original OR from Local Government Unit (LGU) as proof of payment of the LGU Add-on Fee, and one (1) valid ID upon entry in the PSA Civil Registry System Outlet.	2.1 Check carefully the following information on the presented CRS Appointment Slip: a. Outlet Name; b. Name of client; c. Scheduled date and time; and d. IDs presented.		None	1 minute	Information Marshal/ Security Guard Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
3. Pass through Health and Safety Protocol of the PSA Civil Registry System Outlet. 3.1 If applicable, allow the updated QR Code of the COVID-19 Digital Contact Tracing App be scanned, or fill-up and submit the Health Survey Form. 3.2 Allow temperature check.	3.1 Ensure that the client scanned and passed the COVID-19 Digital Contact Tracing App, or receive the completely filled-up health survey form. 3.2 Check the body temperature of client using a thermal scanner.		None	1 minute	Information Marshal/ Security Guard Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
4. Get an Application Form- Death Certificate (Yellow Form) from the AF dispenser and fill-out the required information in PRINTED LETTERS.	4.1 Ensure that the necessary AF-Death Certificate is made available at the AF dispenser.		None	2 minutes	Information Marshal, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
5. Proceed to the screening area. 5.1 Present the AF and the required documents to the screener for completeness check.	5.1 Screen the AF and the requirements. For PhilID card /ePhilID holders: 5.2 Screen the validity of the PhilID Card through its basic overt and covert security features, or scan the QR Code of the PhilID Card/ePhilID using PhilSys Check. 5.3 Return the validated PhilID card/ePhilID to the client. 5.4 Return the PhilID Card/ ePhilID that failed the validation to the client and request for a new valid ID. 5.5 Return the AF and the ID(s) and/or authorization letter/SPA/Affidavit to the client as it will be presented to the Encoder prior to the payment of corresponding fees.		None	10 Minutes	Screener, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
6. Get Queue Ticket Number (QTN)	6.1 Ensure that QTN is functioning and ready for distribution.		None	1 minute	Information Marshal/Security Guard Outlet Supervisor PSA Civil Registry System or Outlet Manager
7. Proceed to the encoding area. 7.1 If opted to transact in the encoding window, wait for the QTN to be shown in the QMS Public Digital Display. 7.1.1 Determine the mode of payment of the request, if cash or cashless payment. 7.1.2 Present the QTN, AF and the required documents to the encoder. 7.2 If opted to use the Self-Servicing Kiosk (SSK), proceed to the SSK area. 7.2.1 Encode QTN and the complete details of the request and print the transaction slip.	7.1 Ensure that the QMS Public Digital Display is functional. 7.2 Ensure that the client is assigned to the Encoder-Collecting Officer role for cashless payment. 7.3 Receive the QTN, AF and other requirements. 7.4 Encode into the system the QTN and the details of the requests. 7.5 Return the AF, the ID(s) and/or authorization letter/SPA/Affidavit to the client as it will be presented to the Collecting Officer prior to the payment of corresponding fees. 7.6 Ensure that the Self-Servicing Kiosk is functional and available to issue transaction slip.		None	8 Minutes	Encoder PSA Civil Registry System Outlet Information Marshal PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
8. Proceed to the payment area. 8.1. Wait for the QTN to be shown in the QMS Public Digital Display to the available payment window. 8.2 Submit the QTN, AF/transaction slip and the required documents to the Payment Window. 8.3 Pay the corresponding fee for the request, either in cash or through online cashless payment. § Priority Clients to proceed to the Priority Lane. § Clients with PhilID card/ePhilID to proceed to the Priority Lane/ Special Lane.	8.1 Ensure that the QMS Public Digital Display is functional. 8.2 Receive and check the QTN, AF/transaction slip and the requirements. 8.3 Retrieve the transaction in the system using the search query. 8.4 Accept the corresponding payment and generate an Official Receipt (OR). 8.5 Print the Web Access Information Slip. 8.6 Attach the OR to the Web Access Information Slip.		Total Fee Php 130.00 per copy Breakdown: Processing Fee: -Php 100.00 Documentary Stamp Tax -Php 30.00	2 minutes	Collecting Officer, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
9. Receive the Web Access Information Slip. 9.1 Check the document. Reminder: § Check the details in the issued Official Receipt (OR). § Make sure to count the change before leaving the counter. 9.2 Sign the “Acknowledgement of Receipt” portion at the back of the AF and indicate the date of receipt.	9.1 Release the Web Access Information Slip and OR to the client. 9.2 Ensure the client signed the “Conforme” portion at the back of the AF, indicating the printed name, signature and id number. 9.3 Ensure the “Acknowledgement of Receipt” is accomplished by the client, indicating the printed name, signature and date of release. 9.4 Affix the initials of the Collecting Officer in the OR. 9.5 Attached all the requirements: QTN, CRS Appointment Slip (if printed), Authorization Letter/SPA/ Affidavit and photocopies of valid IDs to the AF/transaction slip.		None	5 minutes	Collecting Officer, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
10. Wait for the availability of the document on the website provided in the Web Access Information Slip.	10.1 Get the transaction in the system. 10.2 Verify from the CRS database the request on the basis of details that has been encoded. Conduct verification from the System pursuant to the issued PSA Office Memorandum No. 2021-139 dated 01 June 2021. 10.2.1 In case that the requested copy of the Death Certificate is available in the CRS Database, submit the document for viewing. 10.2.2 In case that the requested copy of the Death Certificate is not available in the CRS Database after thorough verification, generate a Negative Certification of Death with Negative Result Advisory. 10.2.3 In case that the requested copy of the Death Certificate is not available in the CRS Database but positive in the Vital Event Information (VEI) Database, it will be tagged for Manual Verification processing. 10.2.3.1 For Manual Verification result, client to wait for the Short Messaging Service (SMS) notification on the availability of the document for viewing.		None	15 minutes Reminder: § Processing time maybe extended depending on the result of verification from the System.	Request Service Officer, Primary Back Office / Secondary Back Office Team Leader, Primary Back Office / Secondary Back Office Supervisor, Primary Back Office / Secondary Back Office or Chief, CRSD
11. View the document on the website provided in the Web Access Information Slip.	11. Ensure that the document is available for viewing.		None	The document image is available for viewing and has an expiry period of 60 days.	Supervisor, Primary Back Office / Secondary Back Office Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
TOTAL PROCESSING TIME: FORTY FIVE (45) MINUTES EXCLUSIVE OF QUEUEING TIME.

Special Cases/Situations:

In the event that after verfication, there are special cases/situations that needs to be addressed/resolved first by the concerned Back-End Processing Unit the following processes will take place:

1) Primary Back Office (PBO)/Secondary Back Office (SBO) RSO log the problem to the CRS Help Desk System (HDS) with the following information:

- Image ID No

- Transaction Number

- Complete details of the request

- Description of the problem

- BREN/ MREN/ DREN

2) PBO/SBO RSO to wait for the notification from the HDO for the advice of the reported case if okay and ready for process.

3) Or PBO/SBO RSO to cancel the transaction while waiting for the advice from the HDO.

4) Or PBO/SBO RSO will tag the transaction for MV (issue or suspend), if suspend it will automatically notify the Outlet.

5) In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO Team Leader (TL) and PBO/SBO Supervisor.

6) Outlet’s TL/ Supervisor (OS) to inform the client on the situation and on the
re-scheduled date of release.

REMINDER:

Copy issuance of death documents that fall under special cases/situations require several actions/steps that need to be undertaken outside of the Civil Registry System Outlet to be able to deliver the requested document to the client. In this connection the Service Classification is changed from SIMPLE to COMPLEX.

SITUATION	ACTION	LOCATION	REMARKS
1. Copy of death record from the CRS Database have extra or excess page(s).	1. The copy of the death record that have extra or excess page(s) are not to be printed and issued to the clients. 1.1 First option: the PBO/SBO RSO to tag the transaction as Manual Verification (MV); to suspend the transaction, choose others in the drop down list and type the specific reason, click “SUSPEND” and click “OK”; or 1.2 Second option: the PBO/SBO RSO to log the problem to the CRS Help Desk System (HDS) with the following information: -Image ID No. -Transaction Number -Complete details of the request -Description of the problem 1.3 PBO/SBO RSO to wait for the notification from the HDO if the image is okay and ready for process. 1.4 Once reported to HDO, PBO/SBO RSO can cancel the transaction and fetch another transaction. 1.5 In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO TL and Supervisor. 1.6 Document is for pull-out from the Archive for re-scanning and other related processes. 1.7 PBO/SBO to wait for the re-scanned image to be uploaded to the CRS Database. 1.8 PBO/SBO to issue the document in the system	Help Desk Officer Unisys Managed Services Corp., Civil Register Management Division (CRMD)
2. PBO/SBO RSO after logging the details based on the transaction details, found another image of the death record from the CRS Database even with the correct index details (mismatched Image)	2. The mismatched image should not be printed. 2.1 First option: PBO/SBO RSO to tag the transaction as MV and choose Others from the drop down list and type “mismatched image”, click “SUSPEND” and click “OK”; or 2.2 Second option: PBO/SBO RSO to log the problem to the CRS Help Desk System (HDS) with the following information: -Image ID No. -Transaction Number -Complete details of the request -Description of the problem 2.2 Once reported to HDO, PBO/SBO RSO can cancel the transaction and fetch another transaction. 2.3 PBO/SBO RSO to wait for the notification from the HDO if the image is okay and ready for process. 2.4 In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO TL and PBO/SBO Supervisor. 2.5 Document is for pull-out from the Archive for re-scanning and other related processes. 2.6 PBO/SBO to wait for the re-scanned image to be uploaded to the CRS Database. 2.7 PBO/SBO to issue the document in the system.	Help Desk Officer Unisys Managed Services Corp Civil Register Management Division (CRMD)
3. Image of the death record from the CRS Database is defective/ damaged.	3. The inverted/ defective image should not be printed. 3.1 First option: PBO/SBO RSO to tag the transaction as MV and choose Others from the drop down list and type the specific reason then click “SUSPEND” and then click “OK”; or 3.2. Second option: PBO/SBO RSO to log the problem to the CRS Help Desk System (HDS) with the following information: -Image ID No. -Transaction Number -Complete details of the request -Description of the problem 3.3 Once reported to HDO, PBO/SBO RSO can cancel the transaction and fetch another transaction. 3.4 PBO/SBO RSO to wait for the notification from the HDO if the image is okay and ready for process. 3.5 In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO TL and Supervisor. 3.6 Document is for pull-out from the Archive for re-scanning and other related processes. 3.7 PBO/SBO to wait for the re-scanned image to be uploaded to the CRS Database. 3.8 PBO/SBO to issue the document in the system.	Help Desk Officer Unisys Managed Services Corp Civil Register Management Division (CRMD)
4. Image of the death record from the CRS Database is corrupted or decrypted (error in viewing the image).	4. The corrupted/ decrypted image should not be printed. 4.1 PBO/SBO RSO to log the problem to the CRS Help Desk System (HDS) with the following information: -Image ID No. -Transaction Number -Complete details of the request -Description of the problem 4.2 PBO/SBO RSO to wait for the notification from the HDO if the image is okay and ready for process; or 4.3 Once reported to HDO, PBO/SBO RSO can cancel the transaction and fetch another transaction 4.4 In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO TL and Supervisor. 4.5 Document is for pull-out from the Archive for re-scanning and other related processes. 4.6 PBO/SBO to wait for the re-scanned image to be uploaded to the CRS Database. 4.7 PBO/SBO to issue the document in the system.	Help Desk Officer Unisys Managed Services Corp. Civil Register Management Division (CRMD)
5. Image of the death document from the CRS Database is blurred (or with unreadable entries)	5. Blurred copies of document/s from the CRS database will still be made available to the clients. 5.1 The RSO to click/prompt the “Request for Clear Copy” and submit the document for viewing. 5.2 For client requesting clearer copy of the document, a request shall be made at the CRS Outlet. 5.3 The Care Officer will create a transaction for rework. 5.3 The RSO to tag the transaction as MV for processing of backend units. 5.4 Document is for pull-out from the Archive for re-scanning and other related processes. 5.5 Client to wait for the Short Messaging Service (SMS) notification on the availability of the document for viewing.	Care Officer, Public Assistance and Complaints Desk (PACD), PSA Civil Registry System Outlet Production and Maintenance Unit, Civil Register Management Division (CRMD)
6. Verification from the CRS Database yielded a negative result but with Vital Event Information or not yet loaded in the CRS Database.	6. In the event that the RSO verification yielded a negative result but with Vital Event Information, the RSO tag the transaction to Manual Verification. 6.1 Document is for pull-out from the Archive for scanning and other related processes. 6.2 Client to wait for the Short Messaging Service (SMS) notification on the availability of the document for viewing.	Civil Register Management Division (CRMD)
7. Issued document has incomplete/ incorrect annotation	7. In the event that the document issued to the client has incomplete/ incorrect annotation, a request for Rework will be created. 7.1 Care Officer will endorse to the backend unit for creation of transaction for rework and reschedule the date of release. 7.2 Backend units to reprocess the annotation request. 7.3 Client to wait for the Short Messaging Service (SMS) notification on the availability of the document.	Care Officer, Public Assistance and Complaints Desk (PACD), PSA Civil Registry System Outlet Civil Register Management Division (CRMD)
TOTAL PROCESSING TIME: SEVEN (7) WORKING DAYS

Issuance of Viewable Online Request of Death Certificate at PSA civil-registry-system-outlet

Issuance of Viewable Online Request of Marriage Certificate at PSA Civil Registry System Outlet

Issuance of Viewable Online Request of Marriage Certificate at PSA civil-registry-system-outlet

Office or Division:		Civil Registration Services Division
Classification:		Simple
Type of Transaction:		Government-to-Citizens (G2C)
Who may avail:		General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS			WHERE TO SECURE
Basic Requirements for all types of Requesters
Printed or electronic copy of valid CRS Appointment Slip (1 copy) bearing the name of the client that will transact in the PSA Civil Registry System Outlet. Reminder: § If the client is an authorized representative, the CRS Appointment Slip should be in his/her name.			Booked through the CRS Appointment System https://appointment.psa.gov.ph
If applicable, properly filled-out Health Survey Form (1 copy); or Updated QR Code of the COVID-19 Digital Contact Tracing App			Entry points of the PSA Civil Registry System Outlets; Or at the CRS Appointment System Google Play Store or Apple App Store
Queue Ticket Number (QTN) (1 copy)			Designated QTN Issuing Station at the PSA Civil Registry System Outlet.
Completely filled-up Application Form (AF) – Marriage Certificate (Pink Form) accomplished in PRINTED LETTERS (1 copy)			AF dispenser at the PSA Civil Registry System Outlet; Or at the CRS Appointment System
If the request for Copy Issuance of civil registry document will be availed at the PSA Civil Registry Outlet hosted by the Local Government Unit: Original Copy of the Official Receipt (OR) from Local Government Unit (LGU) as proof of payment of the LGU Add-on Fee as per City Ordinance. (1 copy)			City Treasurer’s Office
Additional Requirements by Type of Requester
1. Principal (Spouses/Husband and Wife)
Valid Identity Document (ID) of any of the contracting parties complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
2. Direct Descendant (Marital Children)
Valid Identity Document (ID) of the direct descendant of the contracting parties complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities. (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
3. Guardian to his/her ward
Court decision assigning the client as legal guardian (1 original and 1 photocopy) and/or; Duly notarized Affidavit of Guardianship (1 original)			Clerk of the appropriate Court that rendered the decision Lawyer/Notary Public
Valid Identity Document (ID) of the Guardian complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
4. Nearest of kin, if both contracting parties are deceased (Parents, Brother/Sister, Grandparent, Grandchildren)
Duly notarized Affidavit of Kinship (1 original) stating that the requester is the nearest surviving relative of the deceased.			Lawyer/Notary Public
Valid Identity Document (ID) of the nearest of kin requesting the document complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and photocopy)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities. (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
5. Authorized Representative
Valid Identity Document (ID) of any of the contracting parties (husband or wife) authorizing the representative complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy) Reminder: § For Authorization letter/Special Power of Attorney (SPA) received from abroad, document owner should provide a scanned/photocopy of the passport as valid ID.			Any of the contracting parties (husband or wife) authorizing the representative. Valid ID of any of the contracting parties should be issued by Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, Philpost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
Valid Identity Document (ID) of the authorized representative complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, Philpost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
Authorization letter or duly notarized Special Power of Attorney (1 original) complying with the following requirements: 1) Issued by the document owner or the legal guardian, and specifically state that its purpose is to secure civil registry document from PSA. A general statement as to the purpose will not be accepted; 2) Indicate the type of document, and must be able to provide the specific details required in the AF; 3) Typewritten or handwritten in a clean sheet of paper and should bear the signature of the document owner. The full name and signature appearing in the authorization letter must be identical to the valid ID of the document owner except for the Philippine Identification (PhilID) card /ePhilID; 4) Multipurpose SPA can be accepted provided that the intent to secure specific civil registry document/certification from the PSA is specifically indicated; 5) Captured/scanned image of the actual SPA that matches the accompanying valid ID; and 6) Authorization letter sent through email and other instant messaging applications is acceptable provided that the full name and signature appearing in the authorization letter must be identical to the valid ID of the document owner and the authorized person.			Any of the contracting parties (husband or wife) authorizing the representative
6. Priority Clients
6.1 Senior Citizen requesting for his/her own marriage document and his/her parents
Senior Citizen’s ID Card or any valid ID indicating his/her age with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original); or Philippine Identification (ID) Card/ ePhilID (1 original)			Office of the Senior Citizens Affairs (OSCA) and/or local government units (LGUs) Philippine Statistics Authority
6.2 Physically Challenged Client/PWD requesting for his/her marriage document and his/her parents
PWD ID Card complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original); or Philippine Identification (ID) Card/ ePhilID (1 original)			National Council on Disability Affairs (NCDA) Office of the Mayor, Office of the Barangay, Department of Social Welfare and Development or other organization with Memorandum of Agreement with the Department of Health Philippine Statistics Authority
6.3 Pregnant Woman requesting for her own marriage document and her parents
Valid Identity Document (ID) of the pregnant woman complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, Philpost, Pag-IBIG, COMELEC, NBI, AFP, PNP)
6.4 Health and Emergency Frontline Service Provider requesting for the copy issuance of his/her own marriage document and his/her parents
Employment ID of the Health and Emergency Frontline Service Provider complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original)			Public or private health and emergency service providing institutions or organizations (i.e. DOH, DOH Hospitals, Hospitals of LGUs, and Provincial City, and Rural Health Units, Private Hospitals and Drug Abuse Treatment and Rehabilitation Centers including those managed by other government agencies (e.g. police and military hospitals/clinics, university medical facilities), Philippine Red Cross, World Health Organization, Health Maintenance Organizations, Philippine Health Insurance Corporation, NDRRMC)
6.5 Clients who are PhilID card/ePhilID holders
Philippine Identification (ID) Card (1 original) or ePhilID (1 original) Reminder: § PhilID card/ePhilID holders are allowed to request only his/her own marriage document and his/her parents			Philippine Statistics Authority
CLIENT STEPS	AGENCY ACTIONS		FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Set an appointment at https:// appointment.psa.gov.ph/ 1.1 May opt to download the Application Form- Marriage Certificate (Pink Form) and Health Survey Form (if applicable) from the appointment website. Reminder: § Application Form can be accomplished prior to scheduled date of appointment. § Health Survey Form must be accomplished at the CRS Outlet on the date of the appointment. 1.2 Go to the CRS Outlet on the actual date and time of appointment. Reminder: § Clients with PhilID/ePhilID and requesting for copy of his/her own marriage document and his/her parents, are allowed to transact in the outlet without an appointment.	1.1 CRS Appointment System send out appointment confirmation to the client email address. 1.2 Ensure that the Application Form- Marriage Certificate (Pink Form) and Health Survey Form are available for download.		None	Variable	Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
2. Present the printed or electronic copy of the CRS Appointment Slip and one (1) valid ID. Reminder: For Authorized Representative (AR) § Valid Identity Document (ID) of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy) and the AR’s valid ID. § CRS Appointment Slip bearing the name of the AR. 2.1 If the request for Copy Issuance of civil registry document will be availed at the PSA Civil Registry Outlet hosted by the Local Government Unit, present the printed or electronic copy of the CRS Appointment Slip, together with the original OR from Local Government Unit (LGU) as proof of payment of the LGU Add-on Fee, and one (1) valid ID upon entry in the PSA Civil Registry System Outlet.	2.1 Check carefully the following information on the presented CRS Appointment Slip: a. Outlet Name; b. Name of client; c. Scheduled date and time; and d. IDs presented.		None	1 minute	Information Marshal/ Security Guard Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
3. Pass through Health and Safety Protocol of the PSA Civil Registry System Outlet. 3.1 If applicable, allow the updated QR Code of the COVID-19 Digital Contact Tracing App be scanned, or fill-up and submit the Health Survey Form. 3.2 Allow temperature check.	3.1 Ensure that the client scanned and passed the COVID-19 Digital Contact Tracing App, or receive the completely filled-up health survey form. 3.2 Check the body temperature of client using a thermal scanner.		None	1 minute	Information Marshal/ Security Guard Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
4. Get an Application Form- Marriage Certificate (Pink Form) from the AF dispenser and fill-out the required information in PRINTED LETTERS.	4.1 Ensure that the necessary AF-Marriage Certificate is made available at the AF dispenser		None	2 minutes	Information Marshal, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor PSA Civil Registry System Outlet or Outlet Manager
5. Proceed to the screening area. 5.1 Present the AF and the required documents to the screener for completeness check.	5.1 Screen the AF and the requirements. For PhilID card /ePhilID holders: 5.2 Screen the validity of the PhilID Card through its basic overt and covert security features, or scan the QR Code of the PhilID Card/ePhilID using PhilSys Check. 5.3 Return the validated PhilID card/ePhilID to the client. 5.4 Return the PhilID Card/ ePhilID that failed the validation to the client and request for a new valid ID. 5.5 Return the AF and the ID(s) and/or authorization letter/SPA/Affidavit to the client as it will be presented to the Encoder prior to the payment of corresponding fees.		None	10 minutes	Screener, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
6. Get Queue Ticket Number (QTN)	6.1 Ensure that QTN is functioning and ready for distribution.		None	1 minute	Information Marshal/ Security Guard Outlet Supervisor PSA Civil Registry System or Outlet Manager
7. Proceed to the encoding area. 7.1 If opted to transact in the encoding window, wait for the QTN to be shown in the QMS Public Digital Display. 7.1.1 Determine the mode of payment of the request, if cash or cashless payment. 7.1.2 Present the QTN, AF and the required documents to the encoder. 7.2 If opted to use the Self-Servicing Kiosk (SSK), proceed to the SSK area. 7.2.1 Encode QTN and the complete details of the request and print the transaction slip.	7.1 Ensure that the QMS Public Digital Display is functional. 7.2 Ensure that the client is assigned to the Encoder-Collecting Officer role for cashless payment. 7.3 Receive the QTN, AF and other requirements. 7.4 Encode into the system the QTN and the details of the requests. 7.5 Return the AF, the ID(s) and/or authorization letter/SPA/Affidavit to the client as it will be presented to the Collecting Officer prior to the payment of corresponding fees. 7.6 Ensure that the Self-Servicing Kiosk is functional and available to issue transaction slip.		None	8 minutes	Encoder PSA Civil Registry System Outlet Information Marshal PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
8. Proceed to the payment area. 8.1. Wait for the QTN to be shown in the QMS Public Digital Display to the available payment window. 8.2 Submit the QTN, AF/transaction slip and the required documents to the Payment Window. 8.3 Pay the corresponding fee for the request, either in cash or through online cashless payment. § Priority Clients to proceed to the Priority Lane. § Clients with PhilID card/ePhilID to proceed to the Priority Lane/ Special Lane.	8.1 Ensure that the QMS Public Digital Display is functional. 8.2 Receive and check the QTN, AF/transaction slip and the requirements. 8.3 Retrieve the transaction in the system using the search query. 8.4 Accept the corresponding payment and generate an Official Receipt (OR). 8.5 Print the Web Access Information Slip. 8.6 Attach the OR to the Web Access Information Slip.		Total Fee Php 130.00 per copy Breakdown: Processing Fee: -Php 100.00 Documentary Stamp Tax -Php 30.00	2 minutes	Collecting Officer, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
9. Receive the Web Access Information Slip. 9.1 Check the document. Reminder: § Check the details in the issued Official Receipt (OR). § Make sure to count the change before leaving the counter. 9.2 Sign the “Acknowledgement of Receipt” portion at the back of the AF and indicate the date of receipt.	9.1 Release the Web Access Information Slip and OR to the client. 9.2 Ensure the client signed the “Conforme” portion at the back of the AF, indicating the printed name, signature and id number. 9.3 Ensure the “Acknowledgement of Receipt” is accomplished by the client, indicating the printed name, signature and date of release. 9.4 Affix the initials of the Collecting Officer in the OR. 9.5 Attached all the requirements: QTN, CRS Appointment Slip (if printed), Authorization Letter/SPA/ Affidavit and photocopies of valid IDs to the AF/transaction slip		None	5 minutes	Collecting Officer, PSA Civil Registry System Outlet Team Leader, PSA Civil Registry System Outlet Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
10. Wait for the availability of the document on the website provided in the Web Access Information Slip.	10.1 Get the transaction in the system. 10.2 Verify from the CRS database the request on the basis of details that has been encoded. Conduct verification from the System pursuant to the issued PSA Office Memorandum No. 2021-139 dated 01 June 2021. 10.2.1 In case that the requested copy of the Marriage Certificate is available in the CRS Database, submit the document for viewing. 10.2.2 In case that the requested copy of the Marriage Certificate is not available in the CRS Database after thorough verification, generate a Negative Certification of Marriage with Negative Result Advisory. 10.2.3 In case that the requested copy of the Marriage Certificate is not available in the CRS Database but positive in the Vital Event Information (VEI) Database, it will be tagged for Manual Verification processing. 10.2.3.1 For Manual Verification result, client to wait for the Short Messaging Service (SMS) notification on the availability of the document for viewing.		None	15 minutes Reminder: § Processing time maybe extended depending on the result of verification from the System.	Request Service Officer, Primary Back Office / Secondary Back Office Team Leader, Primary Back Office / Secondary Back Office Supervisor, Primary Back Office / Secondary Back Office or Chief, CRSD
11. View the document on the website provided in the Web Access Information Slip.	11. Ensure that the document is available for viewing.		None	The document image is available for viewing and has an expiry period of 60 days.	Supervisor, Primary Back Office / Secondary Back Office Outlet Supervisor, PSA Civil Registry System Outlet or Outlet Manager
TOTAL PROCESSING TIME: FORTY FIVE (45) MINUTES EXCLUSIVE OF QUEUEING TIME.OF QUEUEING TIME.

Special Cases/Situations:

In the event that after verfication, there are special cases/situations that needs to be addressed/resolved first by the concerned Back-End Processing Unit the following processes will take place:

1) Primary Back Office (PBO)/Secondary Back Office (SBO) RSO log the problem to the CRS Help Desk System (HDS) with the following information:

- Image ID No

- Transaction Number

- Complete details of the request

- Description of the problem

- BREN/ MREN/ DREN

2) PBO/SBO RSO to wait for the notification from the HDO for the advice of the reported case if okay and ready for process.

3) Or PBO/SBO RSO to cancel the transaction while waiting for the advice from the HDO.

4) Or PBO/SBO RSO will tag the transaction for MV (issue or suspend), if suspend it will automatically notify the Outlet.

5) In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO Team Leader (TL) and PBO/SBO Supervisor.

6) Outlet’s TL/ Supervisor (OS) to inform the client on the situation and on the
re-scheduled date of release.

REMINDER:

Copy issuance of marriage documents that fall under special cases/situations require several actions/steps that need to be undertaken outside of the Civil Registry System Outlet to be able to deliver the requested document to the client. In this connection the Service Classification is changed from SIMPLE to COMPLEX.

SITUATION	ACTION	LOCATION	REMARKS
1. Copy of marriage record from the CRS Database have extra or excess page(s).	1. The copy of the marriage record that have extra or excess page(s) are not to be printed and issued to the clients. 1.1 First option: the PBO/SBO RSO to tag the transaction as Manual Verification (MV); to suspend the transaction, choose others in the drop down list and type the specific reason, click “SUSPEND” and click “OK”; or 1.2 Second option: the PBO/SBO RSO to log the problem to the CRS Help Desk System (HDS) with the following information: -Image ID No. -Transaction Number -Complete details of the request -Description of the problem 1.3 PBO/SBO RSO to wait for the notification from the HDO if the image is okay and ready for process. 1.4 Once reported to HDO, PBO/SBO RSO can cancel the transaction and fetch another transaction. 1.5 In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO TL and Supervisor. 1.6 Document is for pull-out from the Archive for re-scanning and other related processes. 1.7 PBO/SBO to wait for the re-scanned image to be uploaded to the CRS Database. 1.8 PBO/SBO to issue the document in the system.	Help Desk Officer Unisys Managed Services Corp., Civil Register Management Division (CRMD)
2. RSO after logging the details based on the application form, found another image of the marriage record from the CRS Database even with the correct index details (mismatched Image)	2. The mismatched image should not be printed. 2.1 First option: PBO/SBO RSO to tag the transaction as MV and choose Others from the drop down list and type “mismatched image”, click “SUSPEND” and click “OK”; or 2.2 Second option: PBO/SBO RSO to log the problem to the CRS Help Desk System (HDS) with the following information: -Image ID No. -Transaction Number -Complete details of the request -Description of the problem 2.2 Once reported to HDO, PBO/SBO RSO can cancel the transaction and fetch another transaction. 2.3 PBO/SBO RSO to wait for the notification from the HDO if the image is okay and ready for process. 2.4 In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO TL and PBO/SBO Supervisor. 2.5 Outlet’s TL to inform the client on the situation and on the rescheduled date of release. 2.6 Document is for pull-out from the Archive for re-scanning and other related processes. 2.7 PBO/SBO to wait for the re-scanned image to be uploaded to the CRS Database. 2.8 PBO/SBO to issue the document in the system.	Help Desk Officer Unisys Managed Services Corp Civil Register Management Division (CRMD)
3. Image of the marriage record from the CRS Database is defective/ damaged.	3. The inverted/ defective image should not be printed. 3.1 First option: PBO/SBO RSO to tag the transaction as MV and choose Others from the drop down list and type the specific reason then click “SUSPEND” and then click “OK”; or 3.2. Second option: PBO/SBO RSO to log the problem to the CRS Help Desk System (HDS) with the following information: -Image ID No. -Transaction Number -Complete details of the request -Description of the problem 3.3 Once reported to HDO, PBO/SBO RSO can cancel the transaction and fetch another transaction. 3.4 PBO/SBO RSO to wait for the notification from the HDO if the image is okay and ready for process. 3.5 In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO TL and Supervisor. 3.6 Document is for pull-out from the Archive for re-scanning and other related processes. 3.7 PBO/SBO to wait for the re-scanned image to be uploaded to the CRS Database. 3.8 PBO/SBO to issue the document in the system.	Help Desk Officer Unisys Managed Services Corp Civil Register Management Division (CRMD)
4. Image of the marriage record from the CRS Database is corrupted or decrypted (error in viewing the image).	4. The corrupted/ decrypted image should not be printed. 4.1 PBO/SBO RSO to log the problem to the CRS Help Desk System (HDS) with the following information: -Image ID No. -Transaction Number -Complete details of the request -Description of the problem 4.2 PBO/SBO RSO to wait for the notification from the HDO if the image is okay and ready for process; or 4.3 Once reported to HDO, PBO/SBO RSO can cancel the transaction and fetch another transaction 4.4 In case the situation cannot be resolved within the day, PBO/SBO RSO to inform the PBO/SBO TL and Supervisor. 4.6 Document is for pull-out from the Archive for re-scanning and other related processes. 4.7 PBO/SBO to wait for the re-scanned image to be uploaded to the CRS Database. 4.8 PBO/SBO to issue the document in the system.	Help Desk Officer Unisys Managed Services Corp. Civil Register Management Division (CRMD)
5. Image of the marriage document from the CRS Database is blurred (or with unreadable entries)	5. Blurred copies of document/s from the CRS database will still be made available to the clients. 5.1 The RSO to click/prompt the “Request for Clear Copy” and submit the document for viewing. 5.2 For client requesting clearer copy of the document, a request shall be made at the CRS Outlet. 5.3 The Care Officer will create a transaction for rework. 5.3 The RSO to tag the transaction as MV for processing of backend units. 5.4 Document is for pull-out from the Archive for re-scanning and other related processes. 5.5 Client to wait for the Short Messaging Service (SMS) notification on the availability of the document for viewing.	Care Officer, Public Assistance and Complaints Desk (PACD), PSA Civil Registry System Outlet Production and Maintenance Unit, Civil Register Management Division (CRMD)
6. Verification from the CRS Database yielded a negative result but with Vital Event Information or not yet loaded in the CRS Database.	6. In the event that the RSO verification yielded a negative result but with Vital Event Information, the RSO tag the transaction to Manual Verification. 6.1 Document is for pull-out from the Archive for scanning and other related processes. 6.2 Client to wait for the Short Messaging Service (SMS) notification on the availability of the document for viewing.	Civil Register Management Division (CRMD)
7. Issued document has incomplete/ incorrect annotation	7. In the event that the document issued to the client has incomplete/ incorrect annotation, a request for Rework will be created. 7.1 Care Officer will endorse to the backend unit for creation of transaction for rework and reschedule the date of release. 7.2 Backend units to reprocess the annotation request. 7.3 Client to wait for the Short Messaging Service (SMS) notification on the availability of the document.	Care Officer, Public Assistance and Complaints Desk (PACD), PSA Civil Registry System Outlet Civil Register Management Division (CRMD)
TOTAL PROCESSING TIME: SEVEN (7) WORKING DAYS

Issuance of Viewable Online Request of Marriage Certificate at PSA Civil Registry System Outlet

Legal Advice/Opinion to Walk in Public Client/s (without letter)

The Legal Service provides legal advice and opinion concerning corrections on civil registry documents which includes filing of petition to the concerned Local Civil Registry Office and Court, if necessary.

Office or Division:		Legal Service
Classification:		Simple
Type of Transaction:		G2C-Government to Citizen
Who may avail:		All
CHECKLIST OF REQUIREMENTS			WHERE TO SECURE
Documents in relation to client’s query Specify: 1. Civil Registration Documents such as COLB, COM, CoD and other civil registry documents 2. Affidavits or other supporting documents.			Provided by the Client
CLIENT STEPS	AGENCY ACTIONS		FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Secure visitors pass from the Security Guard and register in the Visitor’s Logbook	1.1 Issuance of the Visitor Pass		None	5 Minutes	Security Guard
2. The client goes to the receiving personnel	2. Directly refer the client to the available legal assistant/lawyer		None	2 Minutes	Administrative Assistant
	2.1 The legal assistant/lawyer will assist the client by providing legal advice on his/her concern. 2.1.1 LA/Lawyer will analyze the query and the document/s presented 2.2.2 If the concern, query/document does not pertain to the legal, LA/Lawyer will refer the public to the proper PSA Office/Service. 2.2.3 Advise client to proceed to the concerned office.		None	40 Minutes	Legal Assistant/ Lawyer
3. Submit accomplished Monitoring Form	4. Request Client to accomplish the Monitoring Form		None	5 Minutes
Total			None	52 Minutes

Legal Advice/Opinion to Walk in Public Client/s (without letter)

Monitoring and Responding to Security Events or Incidents

2. Monitoring and Responding to Security Events or Incidents

Security monitoring in Information and Cybersecurity Division mainly focuses on ensuring that information gathered and collected from the Security Operations Center and other reporting parties are identified and evaluated for relevancy, documented, and escalated. As the Security Monitoring Unit identifies and evaluates information gathered for relevance, security events are documented and escalated as needed. This whole process is summed up into four major stages: Detection, Collection, Assessment and Decision, and lastly, Reporting and Escalation.

Incident response is a term used to describe the process by which an organization handles a data breach or cyberattack, including the way the organization attempts to manage the consequences of the attack or breach (the “incident”). Ultimately, the goal is to effectively manage the incident so that the damage is limited and both recovery time and costs, as well as collateral damage such as brand reputation, are kept at a minimum. This process covers the procedure of the Incident Response Unit’s response to reported violations of Republic Act No. 10173, known as the “Data Privacy Act of 2012” and other pertinent laws and standards about information security, incident response, and cybersecurity.

Office or Division:	Information and Cybersecurity Division
Classification:	Highly Technical
Type of Transaction:	G2G – Government to Government
Who may avail:	PRO Assets and System Owners/ PRO Officials and Employees
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
Security Event Report Form		Security Event Monitoring Matrix

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Accomplish and send the Security Event Report Form (SERF).	1.1. Acknowledge the accomplished SERF.	None	30 minutes	PRO-SOC Focal Persons of each division Information Systems Analyst III Security Monitoring Unit
None	1.2. Acknowledge the Security Event Monitoring Matrix (SEMM) ticket created by the submitted SERF.	None	15 minutes	Information Systems Analyst III Security Monitoring Unit
None	1.3. Conduct Event Validation, Evaluation, and Confirmation (VEC) process.	None	1 day	Information Systems Analyst III Security Monitoring Unit Information Systems Analyst II/I Security Monitoring Unit
None	1.4. Prepare and submit Security Monitoring Unit Initial Assessment Form (SIAF) for approval	None	1 day	Information Systems Analyst II/I Security Monitoring Unit
None	1.5. Review and provide a decision based on the submitted SIAF Note: Revise as needed.	None	3 hours	Information Technology Officer III/II Information Systems Analyst III
None	1.6. Provide the status of the event through the SEMM. Note: If the event is not considered as a security threat, inform the client. If the event is considered as a security threat, proceed to the next step. Otherwise, end of the process.	None	30 minutes Note: Total time from receiving the SERF to responding to the Client should be within 24 hours.	Information Systems Analyst II/I Security Monitoring Unit
None	1.7. Receive the call/email and check SEMM.	None	15 minutes	Information System AnalystIII Incident Response Unit
None	1.8. Verify and generate the initial report in SEMM.	None	15 minutes	Information System AnalystII/I Incident Response Unit
None	1.9. Prepare the Incident Initial Assessment Form (IIAF).	None	4 hours	Information Technology Officer III/II First Respond Team Information System AnalystIII/II/I Incident Response Unit
2. Provide information regarding the incident.	2.1. Interview the incident reporter (client).	None	1 hour	Information System Analyst II/II/I Incident Response Unit
None	2.2. Respond to the security incident mentioned in the initial assessment report.	None	30 minutes Note: If within PRO Premises	Information System Analyst II/II/I Incident Response Unit
None	2.3. Isolate the affected/ compromised machines and secure the area.	None	30 minutes	Information System Analyst I Incident Response Unit
None	2.4. Investigate and perform forensic analysis.	None	1 day Note: Depending on the severity of the incident)	Information System Analyst III/II/I Incident Response Unit
None	2.5. Provide instructions and precautionary measures to the incident reporter (client).	None	1 hour	Information System Analyst III/ II Incident Response Unit
None	2.6. Acquire evidence such as data, memory, etc.	None	2 days Note: Depending on the severity of the incident	Information System Analyst II/I Incident Response Unit
None	2.7. Assess the collected evidence.	None	1 day Note: Depending on the severity of the incident	Information System Analyst III/II/I Incident Response Unit
None	2.8. Create and submit a complete incident final assessment report.	None	4 hours	Information System Analyst III/II/I Incident Response Unit
None	2.9. Escalate to ISMD with recommendation/s.	None	15 minutes	Information Technology Officer III/II Data Breach Response Team Information System Analyst III/II/I Incident Response Unit
None	2.10. Assist with ISMD during response action until resolved.	None	6 days Note: Depending on the severity of the incident	ISMD Personnel Information System Analyst III/II/I Incident Response Unit
None	2.11. Prepare a complete detailed documentation of the incident.	None	1 hour	Information System Analyst III/II/I Incident Response Unit
None	2.12. Review and signature of the documentation of the incident by the ICD Division Chief and SISS Assistant National Statistician.	None	1 day Note: Depending on the time of the concerned personnel	Information System Analyst III Incident Response Unit ICD Division Chief Assistant Division Chief SISS Assistant National Statistician
None	2.13. Submit the signed documentation of the incident to SMU will close the ticket.	None	15 minutes	Information System Analyst II/ I Incident Response Unit Information System Analyst II/I SMU Unit
3. Attend a cybersecurity awareness seminar.	3.1. Review the incident response documented procedures in coordination with personnel/s involved and take preventive steps so the intrusion cannot happen.	None	1 day	DBRT Information System Analyst III/II/I Incident Response Unit Reporter/ involved personnel
TOTAL:		None	16 days and 15 minutes

Monitoring and Responding to Security Events or Incidents

Non-Provision of Transportation Service Due to Non-Availability of Driver and Service Vehicles

4. Non-Provision of Transportation Service Due to Non-Availability of Driver and Service Vehicles

Non-availability of transportation service to PSA officials and employees

Office or Division:	General Services Division, Motor Pool Unit
Classification:	Simple
Type of Transaction:	G2G – Government to Government
Who may avail:	PSA officials and employees
CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
Driver’s Trip Ticket	PSANet

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Submit Driver’s Trip Ticket (DTT) to Motor Pool Unit	1.1 Receive, control and screen details of the accomplished DTT	None	5 minutes	Administrative Aide VI COSW
	1.2 Check given schedule as availability of driver/vehicle	None	15 minutes	Administrative Aide VI COSW
	1.3 If not available, Stamped ‘No Available Vehicle’ as per request	None	5 minutes	Administrative Aide VI COSW
	1.4 Add control number on the stamped part and encode the details on the system	None	5 minutes	Administrative Aide VI COSW
	1.5 Sign the Stamped part	None	5 minutes	Unit Head
TOTAL		None	35 Minutes

Non-Provision of Transportation Service Due to Non-Availability of Driver and Service Vehicles

PhilSys Check Grievances

The Financial and Private Sector Use Cases Division (FPSUCD) receives and processes concerns and issues raised by the Relying Parties through various platforms regarding the use of PhilSys Check or the offline authentication tool for verifying the PhilID and other formats of ePhilID (printed and downloadable).

Office or Division:	Financial and Private Sector Use Cases Division
Classification:	Simple
Type of Transaction:	G2G – Government to Government; G2B – Government to Business
Who may avail:	All Government Agencies, LGUs, GOCCs, and other Government Instrumentalities Private and Financial Institutions Business Sector
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
Report received from: 1. Email 2. Viber message 3. PhilSys Contact Center		All Government Agencies, LGUs, GOCCs, and other Government Instrumentalities Private and Financial Institutions Business Sector

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Send report on concerns and issues encountered regarding PhilSys Check.	1.1. Acknowledge the reported concerns and issues encountered by the Relying Party. 1.2. Assess and review the concerns and issues reported by the Relying Party.	None	1 day	Project Development Officer II/III/IV
None	1.3. Send response to the concerns and issues encountered by the Relying Party to the Contact Center.	None	1 day	Project Development Officer II/III/IV
2. Relay the response to the Relying Party.	2.1. Monitor the response received from the Relying Party.	None	1 day	Project Development Officer II/III/IV
TOTAL:		None	3 days

PhilSys Check Grievances

Plan and Estimate QIS

1.2 Plan and Estimate QIS

Office or Division:	Systems Development Division and Systems Quality Assurance Division
Classification:	Simple
Type of Transaction:	G2G - Government Agency/Employee/Official
Who may avail:	All Subject Matter Divisions (SMDs)
CHECKLIST OF REQUIREMENTS			WHERE TO SECURE
Accomplished Request for Systems Support (RSS)			Softcopy Template provided by SDD to be accomplished by SMD to be accomplished by SMD
Business Process Flow			SMD
User Stories with Acceptance Criteria			Template provided by SDD to be accomplished by SMD
Data Entry Specifications			Template provided by SQAD to be accomplished by SMD
Data Validation Specifications			Template provided by SQAD to be accomplished by SMD
Table Formats			To be provided by SMD
CLIENT STEPS		AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Attend the preliminary meeting		1. Identify the focal person (Product Owner/Client) from the requesting PSA unit, members of QA team (any ISA III or ISA II, or ISA III from SQAD), Scrum Master (any ISA II or ISA III from SDD), members of the Scrum Team (any ISA III or ISA II or ISA I from SDD) and requesting PSA unit (optional)	None	1 Hour	Head of the Requesting PSA Unit, SDD Division Chief, SQAD Division Chief, ISA III of SDD, ISA III of SQAD
		2. Schedule the kick-off meeting 2.1 Agree on the terms of reference of all members for the special order (SO) for the creation of a project team	None	1 Hour	Head of the Requesting PSA Unit, SDD Division Chief, SQAD Division Chief, ISA III of SDD, ISA III of SQAD

	3. Prepare the special order (SO) for the creation of a project team and the terms of reference of all members 3.1 Prepare the special order (SO) for the creation of a project team and the terms of reference of all members	None	1 Hour	SDD ISA III
	4. Review and recommend the approval of the SO for the creation of a project team	None	30 Minutes	SDD Division Chief
	5. Review and approve the SO for the creation of a project team	None	10 Minutes	National Statistician and Civil Registrar General
TOTAL:		None	3 Hours and 40 Minutes

Plan and Estimate QIS

Citizen's Charter
Civil Registration Concerns
- Central Citizen Charter
- Backend Citizen Charter
Feedback and Complaints
Certificate of Compliance

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Issuance of Regular Annotation Requests: Copy Issuance of Birth Document Effecting Republic Act No. 9255 under Administrative Order No. 1, Series of 2004 (Old Implementing Rules and Regulations) and Administrative Order No 1, Series of 2016 (Revised Implementing Rules and Regulations)

Issuance of Regular Annotation Requests: Copy Issuance of Birth, Marriage, and Death Documents Affected by Court Decrees Change Name/Correction of Entry/Cancellation in the CRS Central Outlet

Issuance of Regular Annotation Requests: Copy issuance of Birth, Marriage, or Death Affecting RA 9048 and/or RA 10172 at PSA CRS Outlets

Issuance of Regular Annotation Requests: Copy Issuance of Civil Registry Documents Affected by Sharia Courts Decision on Divorce

Issuance of Regular Annotation Requests: Copy Issuance of Marriage Documents Affected by Court Decrees on Declaration of Nullity, Presumptive Death, Annulment, Among Others

Issuance of Regular Annotation Requests: Copy Issuance of Marriage Documents Affected by Court Decrees on Recognition of Foreign Divorce in CRS Central Outlet

Issuance of Solemnizing Officers’ ID

Issuance of Summary of Property Accountability Form to PSA Employees

Issuance of Unconverted Certification of No Marriage Record/Advisory of Marriage Record (Walk-in Clients) at PSA CRS Outlet

Issuance of Unconverted Requests (Copy Issuance of Birth, Marriage, Death at PSA CRS Outlet

Issuance of Viewable Online of No Death / Advisory on Deaths at PSA Civil Registry System Outlet

Issuance of Viewable Online Request of Birth Certificate at PSA Civil Registry System Outlet

Issuance of Viewable Online Request of Certification of No Marriage Record/Existence of Marriage Record at PSA civil-registry-system-outlet

Issuance of Viewable Online Request of Death Certificate at PSA civil-registry-system-outlet

Issuance of Viewable Online Request of Marriage Certificate at PSA civil-registry-system-outlet

Legal Advice/Opinion to Walk in Public Client/s (without letter)

Monitoring and Responding to Security Events or Incidents

Non-Provision of Transportation Service Due to Non-Availability of Driver and Service Vehicles

PhilSys Check Grievances

Plan and Estimate QIS

Republic of the Philippines

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