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Central Office
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Civil Registration and Central Support Office
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Civil Registration Service
Unit Division
Civil Register Management Division
Internal/External
External
Service Specifications
Issuance of Regular Annotation Requests: Copy issuance of Birth, Marriage, or Death Affecting RA 9048 and/or RA 10172 at PSA CRS Outlets

Republic Act No. 9048 is an act authorizing the City or Municipal Civil Registrar or the Consul General to correct a clerical or typographical error in an entry and or change of first name or nickname in the civil register without need of a judicial order. This law amended Article 376 of the Civil Code of the Philippines.

Republic Act No. 10172 is another act which further authorizes the City or Municipal Civil Registrar or the Consul General to correct clerical or typographical errors in the DAY and MONTH in the DATE of BIRTH or SEX of a person appearing in the Civil Register without need of a judicial order, amending RA 9048.

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 REQUIREMENTSWHERE TO SECURE

1. Approved petition with the C/MCR decision (one photocopy certified by the concerned LCRO)

· Correction of Clerical Error [CCE]

· Change of first name [CFN]

Local Civil Registry Office (LCRO) of the place of birth
2. Certificate of Finality (one photocopy certified by the concerned LCRO) 
3. Action taken by the Civil Registrar General (CRG) (one photocopy certified by the concerned LCRO) 
4. Un-annotated Certificate of Live Birth (one photocopy certified by the concerned LCRO) 
5. Annotated Certificate of Live Birth effecting RA 9048/RA10172(one photocopy certified by the concerned LCRO) 
CLIENT STEPSAGENCY ACTIONSFEES TO BE PAIDPROCESSING TIMEPERSON RESPONSIBLE
DOCUMENT RECEIPT AND CONTROL UNIT, DOCUMENT PROCESSING UNIT, LOCAL CIVIL REGISTRARS COORDINATING UNIT, AND CRS OUTLETS

1. The regular annotation requests for RA9048/RA10172 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.

None1 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.None1 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 RA 9048 / RA10172 and Supplemental Report Regular Annotation RequestsNone1 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 RA9048/ RA10172 and Supplemental Report UnitNone5 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
 

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 6.

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

 7. Printing and Sorting of AFsNone3 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

 8. Match AFs with its supporting documents.None5 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

 

9. Verify the specimen signature of the authorized LCRO signatory in the database

9.1. If documents passed specimen signature verification, stamp “Verified by” and date of verification and affix initial/signature on each page of the documents

9.2. If document did not pass verification, attach the blue stub and indicate the feedback

None30 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

 

10. Conduct initial screening and attach evaluation form to the supporting documents.

10.1.If the document passed the screening processes, route to Annotation Archives/Unit.

10.2.If the document failed the screening, indicate the finding in the evaluation form and issue feedback.

10.3.If the document is found annotated, logged out as “positive”.

None1 hour per batch of 10 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

 11. Preparation and Tagging of Feedback FormNone 

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

 12. Sending of FeedbackNone 

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
 

13. Receipt and control of application forms (AFs) and supporting documents from RA9048/RA10172 and Supplemental Report 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 RA9048/RA10172 and Supplemental Report 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.

None10 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.None5 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 a feedback.

15.1.3.If the document is already found annotated for RA908/RA10172, return to RA9048/ RA10172 and Supplemental Unit for logging out in the system.

None1 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 RA9048/ RA10172 and Supplemental Report Unit for Document PreparationNone 

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

Unit/ArchivesCoverageRemarks
Document Processing Unit-Current Year (ex. 2023)Refer to Page 9 for the detailed process
Birth/Death/Marriage ArchivesPast 2 Year (2021-2022)Refer to Page 9 for the detailed process
Microfilm Unit1945-1994Refer to Page 7 for the detailed process
Central Archives1945-2022Refer to Page 10 for the detailed process

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 Assuming all other CRS Outlet are ITP2 (15 WORKING DAYS for Regions implementing Decentralized Annotations)