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 | |
1. Request letter from concerned LCR for supplemental report of more than two entries | Local Civil Registry Office of the place of vital event (birth, marriage, or death) | |
2. Letter of Approval of the Assistant National Statistician of Civil Registration Service on the request of the LCR for supplemental report of more than two entries | Office of the Assistant National Statistician Civil Registration Service 8th Floor, CRS Building, East Avenue Quezon City | |
3. Affidavit of Supplemental Report (one original/photocopy certified by the concerned LCRO) | ||
4. Supplemental Report (one photocopy certified by the concerned LCRO) | ||
5. Un-annotated Certificate of Live Birth/Marriage/Death (one photocopy certified by the concerned LCRO) | ||
6. Annotated Certificate of Live Birth/Marriage/Death effecting Supplemental Report (one photocopy certified by the concerned LCRO) |
CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE | |||||||||||||||
DOCUMENT RECEIPT AND CONTROL UNIT | |||||||||||||||||||
1. The Liaison officer of the CRS Central Outlet Transmits the request for Premium Annotation under RA9048/ RA10172 | 1. Receipt and control of application forms (AFs) and supporting documents filed by the client at the PSA CRS Outlet - East Avenue, Quezon City 1.1. Check the AFs of transmitted documents vs. list of documents in the transmittal. 1.1.1. If the AF is not among the list in the transmittal, return to CRS Outlet 1.1.2. If the AF is among the list in the transmittal, proceed to 2. | None Note: AF here is for request for copy issuance of Premium Annotated CRDs. Processing fee for copy issuance of the annotated COLB is being collected by the PSA CRS Outlet - East Avenue, Q.C. | 10 minutes per batch of 10 AFs | Unisys Associate, Document Receipt and Control Unit (DRCU) 3rd Floor CRS Building Supervisor Registration Officer III Document Receipt and Control Unit (DRCU) 3rd Floor CRS Building Chief, CRMD 7th Floor CRS Building | |||||||||||||||
2. Scans barcode for preparation and printing of transmittal thru RCC | None | 5 minutes per batch of 10 AFs | Unisys Associate, Document Receipt and Control Unit (DRCU) 3rd Floor CRS Building Supervisor Registration Officer III Document Receipt and Control Unit (DRCU) 3rd Floor CRS Building Chief, CRMD 7th Floor CRS Building | ||||||||||||||||
3. Transmit the documents to RA9048/ RA10172 and Supplemental Report Unit | None. | 5 minutes per batch of 10 AFs | Unisys Associate, Document Receipt and Control Unit (DRCU) 3rd Floor CRS Building Supervisor Registration Officer III Document Receipt and Control Unit (DRCU) 3rd Floor CRS Building Chief, CRMD 7th Floor CRS Building | ||||||||||||||||
RA9048, RA10172 AND SUPPLEMENTAL REPORT UNIT | |||||||||||||||||||
4. Receipt and Control of documents from DRCU 4.1 Check the transmitted documents vs. transmittal. 4.1.1 If the document is not among the list in the transmittal, return to DRCU. 4.1.2 If the document is among the list in the transmittal, proceed to 5. | None. | 10 minutes per batch of 10 AFs | Uncon/MV Controller 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 | ||||||||||||||||
5. 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 | ||||||||||||||||
6. Match AFs with its supporting documents. 6.1. If document has no AF, return to DRCU for encoding. | 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 | ||||||||||||||||
7. Verify the specimen signature of the authorized LCRO signatory in the database. 7.1. If documents passed specimen signature verification, stamp “Verified by” and date of verification and affix initial/signature on each page of the documents. 7.2. 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 | ||||||||||||||||
8. Conduct detailed screening and attach evaluation form to the supporting documents. 8.1. Check completeness and consistency of documents. 8.2. Conduct of CRD/CDLI Search verification. 8.3. If no issue or problem is found during screening, route the AFs with the pertinent documents to Annotation Unit 8.4. 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) 8.5. If an issue or problem is found during screening, indicate the finding in the evaluation form and prepare feedback 8.6. If the document is found annotated for Supplemental Report, logged out as “positive”. | None | 1 hour per batch of 15 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 | ||||||||||||||||
9. Preparation and Tagging of Feedback Form | None | 6 minutes per document. | 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 | ||||||||||||||||
10. Attaching of feedback form to documents. 10.1.Preparation of transmittal. | None | 6 minutes per document. | 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 | ||||||||||||||||
11.Sending of Feedback 11.1.Check transmittal vs. the documents. 11.2.Scan the feedback form. 11.3.Sort the documents by City/Municipality 11.4.Email the feedback to concerned LCRO. | None | 2 hour and 30 minutes per batch of 15 documents. | 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 | |||||||||||||||||||
12. Receipt and control of application forms (AFs) and supporting documents from RA9048/RA10172 and Supplemental Report Unit. 12.1.Check the AFs of transmitted documents vs. list of documents in the transmittal. 12.1.1. If the AF is not among the list in the transmittal, return to RA9048/RA10172 and Supplemental Report Unit. 12.1.2. If the AF is among the list in the transmittal, proceed to the next step. 12.2.Scan “In” the AFs through the Uncon/MV Processing 12.3.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 | ||||||||||||||||
13. 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 | ||||||||||||||||
14. Create VEI records | None | 1 hour per batch of 10 documents | VEI Encoder (Unisys Associate) 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 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
· 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:5 WORKING DAYS |