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Civil Registration and Central Support Office
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Civil Registration Service
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Civil Register Management Division
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External
Service Specifications
Issuance of Premium Annotation Requests: Copy issuance of Birth, Marriage, or Death Affecting RA 9048 and/or RA 10172 at PSA CRS Central Outlet

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 REQUIREMENTSWHERE 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 STEPSAGENCY ACTIONSFEES TO BE PAIDPROCESSING TIMEPERSON 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 RCCNone5 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 UnitNone.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

4.1Check the transmitted documents vs. transmittal.

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

4.1.2If 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 AFsNone3 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.

None5 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.

None30 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 RA 9048/ RA 10172, logged out as “positive”.

None1 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

 9. Preparation and Tagging of Feedback FormNone6 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.

None6 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.

None2 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.

None10 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.None5 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 recordsNone1 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.

None1 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 PreparationNone 

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/ArchivesCoverageRemarks
Document Processing Unit-Current Year (ex. 2023)Refer to Page 9 for the detailed process
Birth/Death/Marriage ArchivesPast 2 Year (2021-2022)Refer to Page 9 for the detailed process
Microfilm Unit1945-1994Refer to Page 7 for the detailed process
Central Archives1945-2022Refer 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:5 WORKING DAYS (CRS East Avenue Outlet)