A court decision declaring the change of name or correction of any entry in civil registry document, or cancellation of its registration, rendered by the Regional Trial Court pursuant to Rule 103 and 108 of the Revised Rules of Court and other applicable laws.
| 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 REQUIREMENTS | WHERE TO SECURE | |
| A. FOR CHILDREN BORN IN THE PHILIPPINES: | Local Civil Registry Office (LCRO) of the place of birth | |
| 1. Original or Certified True/Photocopy of the Court Decision/Order | ||
| 2. Original or Certified True/Photocopy of the Certificate of Finality of Court Decision/Order. | ||
| 3. Original or Certified True/Photocopy of the Certificate of Registration of the Court. Decision/Order issued by the civil registrar where the decision/order was registered. | ||
| 4. Original or Certified True/Photocopy of the Certificate of Authenticity of the Court Decision/Order issued by the Civil Registrar where the decision/order was registered. | ||
| 5. Annotated Certificate of Live Birth, effecting legitimation (one photocopy certified by the concerned LCRO) | ||
| 6. Un-annotated Certificate of Live Birth (one photocopy certified by the concerned LCRO) | ||
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE | |||||||||||||||
| DOCUMENT RECEIPT AND CONTROL UNIT | |||||||||||||||||||
The regular annotation requests for Change of Name/Correction of Entry/Cancellation 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. Create Transaction for Change of Name/Correction of Entry/Cancellation for 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 | ||||||||||||||||
| 5. Transmit the documents to Court Decree 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 | ||||||||||||||||
| COURT DECREES UNIT | |||||||||||||||||||
6. Receipt and Control of documents from DRCU. 6.1. Check the transmitted documents vs. transmittal. 6.1.1. If the document is not among the list in the transmittal, return to DRCU. 6.1.2. If the document is among the list in the transmittal, proceed to printing. | None. | 10 minutes per batch of 15 documents | Unisys Associate, Uncon/MV Processing Supervisor Court Decree Unit, CRMD, CRS Building, Quezon City Chief, CRMD, CRS Building, Quezon City | ||||||||||||||||
| 7. Printing and Sorting of AFs | None | 3 minutes per batch of 10 AFs | Unisys Associate, Uncon/MV Processing Supervisor Court Decree Unit, CRMD, CRS Building, Quezon City Chief, CRMD, CRS Building, Quezon City | ||||||||||||||||
| 8. Match AFs with its supporting documents | None | 3 minutes per batch of 10 AFs | Unisys Associate, Uncon/MV Processing Supervisor Court Decree Unit, CRMD, CRS Building, Quezon City Chief, CRMD, CRS Building, Quezon City | ||||||||||||||||
9. Verify the specimen signature of the authorized LCRO signatory in the database. 9.1. If documents passed the specimen signature verification, stamp “Verified by” and date of verification and affix initial/ signature of the Authentication Officer on each page of the documents. 9.2. If document did not pass verification, attach the blue stub, and indicate findings and feedback. | None | 1 hour per batch of 18 documents | Unisys Associate, Specimen Signature Verifier Supervisor Court Decree Unit, CRMD, CRS Building, Quezon City Chief, CRMD, CRS Building, Quezon City | ||||||||||||||||
10. Conduct detailed screening and evaluation with attached evaluation form to the supporting documents. 10.1.If no issue or problem is found during screening, route the AFs with the pertinent documents to Annotation Unit 10.2.If an issue or problem is found during screening, indicate the finding in the evaluation form and prepare feedback 10.3.If the document is found annotated Change of Name/ Correction/ Cancellation, logged out as “positive”. | None | 1 hour per batch of 3 AFs | Registration Officer II and Registration Officer I Supervisor Court Decree Unit, CRMD, CRS Building, Quezon City Chief, CRMD, CRS Building, Quezon City | ||||||||||||||||
| 11. Preparation and Tagging of Feedback Form | None | 1 hour per batch of 12 AFs | Unisys Associate, Feedback Clerk Supervisor Court Decree Unit, CRMD, CRS Building, Quezon City Chief, CRMD, CRS Building, Quezon City | ||||||||||||||||
| 12. Scanning and Sending of Feedback through e-mail to the concerned RSSO, CSS and C/MCR | None | 1 hour per batch of 12 AFs | COSW Court Decree Unit, CRMD, Supervisor Court Decree Unit, CRMD, CRS Building, Quezon City Chief, CRMD, CRS Building, Quezon City | ||||||||||||||||
| ANNOTATION UNIT | |||||||||||||||||||
13. Receipt and control of application forms (AFs) and supporting documents from Court Decree Unit 13.1. Check the AFs of transmitted documents vs. list of documents in the transmittal. 13.1.1. If the AF is not among the list in the transmittal, return to Court Decree Unit 13.1.2. If the AF is among the list in the transmittal, proceed to the next step. 13.2. Scan “In” the AFs through the Uncon/MV Processing. 13.3.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 | ||||||||||||||||
| 14. 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 | ||||||||||||||||
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 annotated CRDs is already loaded in the CRS Database, route to Court Decree 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 | ||||||||||||||||
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 Court Decree 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 | |||||||||||||||||||
