| 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. Affidavit of Supplemental Report (one original/photocopy certified by the concerned LCRO) | ||
| 3. Supplemental Report (one photocopy certified by the concerned LCRO) | ||
| 4. Un-annotated Certificate of Live Birth/Marriage/Death (one photocopy certified by the concerned LCRO) | ||
| 5. 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 regular annotation requests for Supplemental Report 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) 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. 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) 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. 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) 3rd Floor CRS Building Supervisor Registration Officer III Document Receipt and Control Unit (DRCU) 3rd Floor CRS Building Chief, CRMD 7th Floor CRS Building | ||||||||||||||||
| 4. Transmit the documents to the Office of the Civil Registrar General for evaluation and approval/disapproval of request. | None | 5 minutes per batch of 32 documents | 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 | ||||||||||||||||
| OFFICE OF THE CIVIL REGISTRAR GENERAL | |||||||||||||||||||
5. CRG evaluates the request. 5.1. If approved, draft letter of approval. 5.1.1. Route the documents to DRCU for the creation of transaction. 5.1.2. Send the letter of approval to the concerned LCRO. 5.2. If disapproved, draft letter of disapproval and send to concerned LCRO. | None | 3 days per document. | Registration Officer III, Civil Register Management Division, Chief, CRMD 7th Floor CRS Building Administrative Assistant II, Office of the Assistant National Statistician, 8th Floor CRS Building Assistant National Statistician, Civil Registration Service, 8th Floor CRS Building | ||||||||||||||||
| DOCUMENT RECEIPT AND CONTROL UNIT | |||||||||||||||||||
| 6. 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) 3rd Floor CRS Building Supervisor Registration Officer III Document Receipt and Control Unit (DRCU) 3rd Floor CRS Building Chief, CRMD 7th Floor CRS Building | ||||||||||||||||
| 7. 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) 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 | |||||||||||||||||||
8. Receipt and Control of documents from DRCU. 8.1. Check the transmitted documents vs. transmittal. 8.1.1. If the document is not among the list in the transmittal, return to DRCU. 8.1.2. 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 | ||||||||||||||||
| 9. 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 | ||||||||||||||||
10. Match AFs with its supporting documents. 10.1.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 | ||||||||||||||||
11. Verify the specimen signature of the authorized LCRO signatory in the database. 11.1.If documents passed specimen signature verification, stamp “Verified by” and date of verification and affix initial/signature on each page of the documents. 11.2.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 | ||||||||||||||||
12. Conduct detailed screening and attach evaluation form to the supporting documents. 12.1. Check completeness and consistency of documents. 12.2. Conduct of CRD/CDLI Search verification. 12.3.If the document passed the screening processes, route to Annotation Archives/Unit. 12.4. If CRD has blurred copy, route to Microfilm Archives (refer to page no. of microfilm process) or to BMD Archives (refer to page no. of BMD archives) 12.5.If the document failed the screening, indicate the finding in the evaluation form and issue feedback. 12.6.If the document is found annotated, 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 | ||||||||||||||||
| 13.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 | ||||||||||||||||
14.Attaching of feedback form to documents. 14.1.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 | ||||||||||||||||
15.Sending of Feedback 15.1.Check transmittal vs. the documents. 15.2.Scan the feedback form. 15.3.Sort the documents by City/Municipality 15.4.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 | |||||||||||||||||||
16. Receipt and control of application forms (AFs) and supporting documents from RA9048/RA10172 and Supplemental Report Unit. 16.1.Check the AFs of transmitted documents vs. list of documents in the transmittal. 16.1.1.If the AF is not among the list in the transmittal, return to RA9048/RA10172 and Supplemental Report Unit. 16.1.2.If the AF is among the list in the transmittal, proceed to the next step. 16.2.Scan “In” the AFs through the Uncon/MV Processing 16.3.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 | ||||||||||||||||
| 17. 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 | ||||||||||||||||
18. Annotation of CRDs in the CRS database 18.1.Countercheck the completeness of the requirements and consistency of entries versus the data in the image/record in CRS database. 18.1.1.If the record passed verification, annotate the image in the CRS database. 18.1.2.If the record does not pass the verification, issue feedback. 18.1.3.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 | ||||||||||||||||
19. Approval of Annotation 19.1. Review the completeness of the requirements and consistencies of entries of the supporting documents as well as the annotation. 19.1.1.If passed, approve the annotation in the Electronic Annotation System (EAS) 19.1.2.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 | ||||||||||||||||
| 20. 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:7 WORKING DAYS | |||||||||||||||||||
