Law Summary
Objectives of the Guidelines
- Standardize reconciliation of survey record data.
- Implement uniform procedures for indexing, data capture, and updating large government surveys.
- Provide accurate land survey information to DENR, national agencies, and local government units.
Scope of Application
- Covers indexing, reconciliation, and reconstruction of survey records.
- Applies to cadastral projects, isolated political boundary surveys, Public Land Surveys (PLS), Government Settlement Surveys (GSS), Private Cadastral Surveys (PCS), Friar Land Surveys (FLS).
- Applicable at DENR Regional Offices and Land Management Bureau (LMB).
Definitions of Key Terms
- Indexing: Arrangement of survey data numerically/alphabetically.
- Survey Project Indexing: Indexing by survey project types.
- Numerical Project Survey Indexing: Nationwide numerical arrangement by survey project number.
- Municipal Base Survey Indexing: Numerical arrangement by survey projects within cities/municipalities.
- Reconciliation of Records: Comparing LMB and LMS records to avoid duplication.
- Physical Inventory: Determining the survey records actually held by LMB and LMS.
Physical Inventory and Reconciliation Procedures
- Locate, identify, and describe all survey records held by LMB and DENR Regional Offices.
- Assess the condition and completeness of survey records.
- Prepare physical inventory with lists by survey projects including lot data computations, lot descriptions, maps, and claimant lists.
- Use paper and electronic worksheets to ensure consistent data collection.
Survey Project Indexing Methodology
- Create electronic indexes/catalogues of survey project types prior to detailed inventory.
- Include unique project identifiers: type, number, location, number of lots, and area.
- Facilitate cross-referencing by various offices managing survey records.
Numerical Project Survey Indexes
- LMB updates national cadastre and survey project indexes as guides for inventory.
- Indexes cover cadastral surveys, private cadastral, public land surveys, and government settlement surveys.
- Data fields include survey number, location specifics, dates, case numbers, lot data, physical conditions, and conversion status.
Municipal Base Survey Project Index
- LMS creates indices for all survey projects within each municipality under its jurisdiction.
- Includes data: survey type, project number, dates, cases, lots, area, custody office, and special remarks.
- Includes subdivisions referencing original surveys.
- Indexes land classification and forestry maps with relevant data.
- Includes old surveys even without original copies if derivative records exist.
Cross Referencing and Evaluation of Survey Records
- Regional Offices forward inventory lists to LMB for cross-referencing.
- Identify records missing in one office but available in another.
- Reproduce and digitize survey records for better referencing and preservation.
- Reproduction standards differ based on record type (textual, maps, descriptions).
Preparation of Working Sheets and Reference Materials
- Identify lots with missing or incomplete records for reconstitution.
- Regional Offices prepare working sheets with maps, computations, descriptions, and claimants lists.
- Utilize electronic files and computer-aided programs where available.
Reconstitution and Reconstruction Procedures
- Data Preparation: Derive missing technical descriptions from field notes, titles, adjacent lots, and other computations.
- Data Input and Verification: Digitally encode technical descriptions, scan maps, and maintain lists of lots and claimants.
- Checking and Final Verification: Validate maps, plans, descriptions, and computations.
- Approval: The Regional Technical Director for Lands grants final approval of reconstructed plans.
Repealing Clause
- Supersedes DAO No. 68, s. 1990.
- Amends or repeals inconsistent prior issuances.
Effectivity
- Effective 15 days after publication in a newspaper of general circulation.
- Requires acknowledgment by the Office of the National Administrative Register (ONAR).