Question & AnswerQ&A (OTO OFFICE ORDER NO. 60-05)
The purpose of these rules is to preserve the integrity and security of documents, prescribe policies and standard procedures for managing documents, ensure personnel do not divulge confidential information, and provide a system for releasing declassified documents.
These rules apply to all officials and employees of the Office of the Ombudsman, non-organic personnel, and persons transacting business with the Office of the Ombudsman.
A Document is any written source of facts or information or recording relative to a case; an instrument or other duly authorized paper by which something is proved, evidenced, or set forth.
The Main Folder is the primary case folder containing one copy each of the basic complaint, counter-affidavit, reply-affidavit, annexes, resolution, and decision issued by the Office relative to a case, available for inspection upon written request.
Only the receiving clerks of the Central Records Division of the Central Office, the respective Records Sections of area/sectoral offices, the Office of the Special Prosecutor, and designated records units of different offices are authorized to receive such documents.
Pleadings and documents must be recorded immediately and no later than the close of office hours on the same day they are received.
Only regular employees or their substitutes can handle the database and docket books to ensure accuracy and confidentiality; contracted employees are prohibited. There are access tiers granting different levels of access based on authority, with the Tanodbayan having full access.
Only Records Officer II and Records Officer III are authorized to answer inquiries, and responses should be confined to basic procedural matters while adhering to confidentiality rules.
Records must be stored in vaults or locked steel filing cabinets/drawers to prevent theft, loss, or damage. Records cannot be taken out of office premises without proper authority.
Violators are subject to appropriate administrative and/or criminal charges.