The Digital Mandate

100% Digital Submissions to COA

All documents for the Commission on Audit must be submitted in electronic format (Rule I, Sec. 1).

E-Sig = Handwritten Signature

An electronic signature is a legally accepted equivalent to a handwritten signature (Rule V, Sec. 18).

Key Responsibilities: The Core Teams

Records Management Improvement Committee (RMIC)

Sets the strategy and rules for the entire LGU. (Rule III, Sec. 3)

✔Formulates policies & standards
✔Develops the Records Disposition Schedule (RDS)
✔Establishes mandatory naming conventions
✔Oversees the shift from paper to electronic

→ Provides Policy To →

All Officials & Employees

The creators and users of all records. (Rule III, Sec. 7)

✔Must use official LGU email addresses
✔Must follow file naming conventions
✔Must classify records upon creation
✔Must report security threats to ITU

Information & Technology Unit (ITU)

Manages the LGU's technical infrastructure and security. (Rule III, Sec. 6)

✔Provides anti-virus, firewalls, & security
✔Ensures long-term access & preservation
✔Manages system upgrades & migration
✔Ensures proper disposal of electronic records

↓ Supports ↓

Records & Archives Unit (RAU)

The central hub for record-keeping and signature management. (Rule III, Sec. 4)

✔Maintains the database of registered signatures
✔Serves as focal person for e-signing
✔Maintains the online Inventory of Records
✔Advises on retention & disposition issues

Chief Accountant

Manages and submits financial records to the Auditor. (Rule III, Sec. 5)

✔Submits electronic reports & e-documents
✔Ensures records are accessible to Auditors
✔Retains original paper documents per RDS

Required Signature by Role

Digital Signatures are mandatory for LGU personnel. Other e-signatures are for external or specific cases. (Rule V, Sec. 19, 20)

The Electronic Record Lifecycle

All electronic records follow a mandated lifecycle to ensure they are properly documented, secured, and disposed of according to National Archives (NAP) rules.

1. Create

Documents are created with essential metadata (author, date, etc.) per Rule IV, Sec. 8.

➜

↓

2. Manage & Store

Organized via FSACS and stored (Online/Offline) for accessibility per Rule IX, Sec. 46, 48.

➜

↓

3. Secure

Protected by encryption, backups, and disaster recovery plans per Rule IV, Sec. 11 & Rule X.

➜

↓

4. Dispose

Destroyed at the end of retention period using approved methods (Rule XI, Sec. 60).

Digital Signature: Core Principles

A valid Digital Signature guarantees three core principles, ensuring it is secure and trustworthy. (Rule VI, Sec. 22)

Digital Signature: Technical Checklist

To be valid, all LGU digital signatures must meet these technical requirements from Rule VI.

✔Must be in **PDF Format** (Sec. 26)
✔Uses a valid **DICT/PNPKI Certificate** (Sec. 21)
✔Clearly displays signatory's **Full Name** (Sec. 28)
✔Includes an **Image of Handwritten Signature** (Sec. 28)
✔Signer must **protect their password** (Sec. 40)

Storage Strategy Comparison

The LGU will use a mix of online and offline storage, each with clear strengths for different record types. (Rule IX, Sec. 48-52)

Storage & Security Policy

Key environmental and policy rules for all LGU data storage (Rule X).

18-20°C

Optimal Temperature

35-45%

Optimal Humidity

Backups must be in a DIFFERENT LOCATION

(Rule X, Sec. 53)

Accountability & Compliance

Record Disposition Methods

At the end of a record's life, it must be completely destroyed using an approved method. Landfills are strictly prohibited. (Rule XI, Sec. 60)

Unlawful Acts (Rule XII, Sec. 62)

These acts are prohibited and will result in administrative sanctions.

✘**Hacking or Cracking** (Unauthorized system access)
✘**Piracy** (Unauthorized copying/distribution)
✘**Improper Disposal** (e.g., using landfills)

Accountability (Sec. 63)

Failure to comply constitutes misconduct and will subject the offender to sanctions under the 2017 RACCS and RA 6713.