Reconstruction is the process wherein the local civil registrars may request certified true copies of civil registry records from the Civil Registrar General (CRG) files to reconstruct burned or destroyed civil registry records (Rule 16 of Administrative Order No. 1, Series of 1993).
| Office or Division: | Civil Register Management Division | ||||
| Classification: | Simple (Approval of Request only) | ||||
| Type of Transaction: | Government-to-Government (G2G) | ||||
| Who may avail: | Local Government Units (LGU) | ||||
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | ||||
| Principal | |||||
| Letter/email request from the concerned LGU/LCRO requesting for reconstruction process | From the concerned LGU/LCRO | ||||
| Payment of Php5.00 per copy for regular reconstruction and Free of Charge for reconstruction during national/local calamity | |||||
| Representative | |||||
| 2 or more Local Civil Registry Office (LCRO) personnel, civil registrar or staff | |||||
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE | |
| DOCUMENT RECEIPT AND CONTROL UNIT | |||||
| 1. Request for Reconstruction of Civil Registry Documents | 1. Receipt and control of documents. | None | 5 minutes per document | Unisys Associate and COSW, 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 | |
| 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) 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. Transmit the letter to office of the ANS 1.1 Route the letter to Microfilm 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 Administrative Assistant II 8TH Floor CRS Building Supervisor Registration Officer II Microfilm Unit, 6th Floor CRS Building Chief, CRMD 7th Floor CRS Building | ||
| MICROFILM UNIT | |||||
| 1. LGU/LCRO sends letter request to avail of reconstruction process at PSA | 1. Receipt and control of letter request | None | 5 minutes per letter request | Receipt & Control Staff Registration Officer II, Supervisor, Microfilm Unit, 6th Flr. CRS Bldg. Chief, CRMD 7th Flr., CRS Building, Quezon City ANS, CRS 8th Flr., CRS Building, Quezon City | |
2. Schedule the conduct of reconstruction process 3. Draft the reply to the letter request indicating the schedule of reconstruction. 4. Affix the initials in the draft letter | None | 30 minutes per letter request | |||
| 5. Review the letter and affix initials | None | Within 15 minutes per letter request | |||
| 6. Review and sign the reply letter | None | Within 30 minutes per letter request | |||
| 7. Send the reply thru email, if available, | None | 5 minutes per letter request | |||
| 8. Send hard copy via ordinary mailing thru PhilPost | None | 30 minutes per letter request | CRS and GSD Personnel | ||
| CENTRAL ARCHIVES | |||||
| 1. LCRO personnel proceed to CRMD- Central Archives to conduct reconstruction | 9. Provide the folders with the years and type of documents for reconstruction to the LCRO personnel (Central Archives) | None | 15 minutes | Supervisor, Central Archives Chief, CRMD 7th Flr., CRS Building, Quezon City | |
| 2. LCRO personnel photocopy the documents for reconstruction and return the same to the Archive Supervisor | 10. Receipt and control of folders | None | 5 minutes per folder | Central Archives Staff, Supervisor, Central Archives Chief, CRMD 7th Flr., CRS Building, Quezon City | |
| 11. Count the number of documents/records reconstructed | None | 1 minute per 60 records | |||
| 3. LCRO get a copy of the total number of the reconstructed civil registry documents | 12. Prepare a billing statement of reconstruction of civil registry document | None | 20 minutes | Supervisor, Microfilm Unit Chief, CRMD 7th Flr., CRS Building, Quezon City | |
| 4. LCRO pay the amount of reconstructed documents | 13. Issues the Official Receipt and Certificate of Appearance to the LCRO personnel | None | 10 minutes | Admin Staff-Office of Asst. National Statistician (ANS) Assistant National Statistician 8th Floor CRS Building | |
| Attachment | Size |
|---|---|
 Processing of Reconstruction of Civil Registry Documents |
63.97 KB |