Rules on Document Handling, Security, and Access

Personnel: Officials and employees of the Office of the Ombudsman
Document: Written source of facts or legally authorized papers proving or evidencing something
Records: Collective papers related to cases, including various media forms and case folders
Process Server: Authorized employee handling delivery/service of processes and submitting reports
Records Personnel: Employees responsible for receiving, recording, managing, and safeguarding documents
Main Folder: Primary case folder containing originals of core documents available for inspection upon written request
Miscellaneous Folder: Contains extra copies and internal notes, not available for public inspection
Exhibit and Litigation Folder: Lists and contains evidentiary pieces for prosecution, maintained in originals and photocopies

Only authorized receiving clerks and designated units may receive documents from public or parties
No discussion or advice on case merits, except basic procedural matters
Receive date, time, name and signature of receiver must be stamped on documents
Immediate recording required, no later than close of office hours on the day received
Prepare table of contents for complaints with detailed descriptions
Direct lawyer/investigator receipts must be forwarded to proper records units promptly
Separate logbooks for court issuances and quasi-judicial body documents; routed same day to handling units
Folder color coding: Blue for criminal, Red for administrative, Yellow for CPL/RAS complaints
Distinct folders for main case, miscellaneous, and exhibit/litigation documents with originals secured
Use of photocopies for reference and internal discussion to protect originals

Regular docket books maintained documenting all case particulars and documents received
Uniform computerized database maintained for tracking documents across records units
Only regular employees or substitutes authorized to handle databases and docket books
Strict access control with tiered permissions: Full access for Tanodbayan; limited access for deputies and directors pertinent to their responsibility areas
Exceptions to access rules require higher authority approval

Only Records Officer II and III authorized to verify or respond to public inquiries
Responses limited to basic procedural data and confidentiality rules
All inquiries referred to appropriate records divisions or units

All public transactions conducted at official record windows or designated desks
Retrieval of documents restricted to authorized officials/employees with prior approval
Borrowers must complete borrower’s card with detailed information; transaction entered in logbook and database
Borrowed documents must be returned within three (3) days
Borrowing of original records limited and generally discouraged; backup copies preferred

Sufficient designated machine operators assigned per records unit
Non-organic operators supervised strictly by organic personnel
Operators prohibited from removing, disclosing or disseminating document contents
Heads of records units supervise all reproduction operations
Unauthorized personnel prohibited from entering photocopying areas

Process servers prohibited from reading or disclosing contents of served documents
Rotation of process servers per service area to be implemented
Personal service within designated cities requires authenticated receipt by Records Officer
After-service report must be submitted timely with details of service or reasons for failure

Borrowing original case records during proceedings requires approval from designated authorities upon recommendation
Borrowing period for originals limited to a maximum of three (3) days
After case termination, custody reverted to Records Chief or Officer
Borrowing of closed/terminated case records requires approval of Records Officers
Borrowers held liable for loss, tampering, or damage

Copy requests during pending case stages require approval by specific high-level officials depending on case nature
Requests via Public Assistance Bureau referred to appropriate Records Divisions
Confidentiality rules and legal fee payment strictly enforced

Heads to inspect records units after hours ensuring disconnection of electrical devices
Fire extinguishers to be provided sufficiently
Window design and tinting to protect personnel and documents from public exposure
Computers and database files secured; warnings posted against unauthorized access
CCTV cameras installed for monitoring, supervised by internal security official

Conducted by Chiefs of Central Records Division and counterparts in other offices to ensure compliance

Office Order effective fifteen days after publication and filing of certified copies with UP Law Center