CHAPTER IV
SEGREGATION, CUSTODY AND BACK-UP OF DATABASE
SEC. 44. Segregation, custody and back-up of database in compact discs. -
- On a daily basis, the EO shall:
- Gather all accomplished application forms;
- Back-up the captured data in compact discs (CDs) through the VRM Operator. Failure to perform the back-up procedure shall be a ground for administrative disciplinary action.
- Arrange all accomplished forms alphabetically by surname per barangay and by precinct;
- Generate a list of those who applied for registration or transfer of registration for the day, and other applications using the VRS Program. Said list shall be posted in the bulletin boards of the OEO and the city/municipality hall;
- Record in the logbook any untoward incident and the action taken as well as important occurrences and incidents during the registration days; and
- Store the application forms, CDs and supplies in a safe and secure place. CDs that are not yet full or not have been finalized shall be used in the succeeding registration days.
- At the end of the registration period (quarterly), the EO shall:
- Generate Statistical Report on the number of applicants per application type;
- Submit to the Board all applications received including the list of applicants and Statistical Report for action;
- Segregate all approved applications as follows:
- The first copy shall remain with the EO;
- The second copy, together with the Minutes of the Proceedings, to the OPES; and
- The third copy to the National Central File Division of the ERSD.
All disapproved applications shall remain in the custody of the EO. - Finalize CD and back-up file document.mdb or comelec.(myi, myd and frm) and delete the records of all disapproved applications. The back-up of the document.mdb or comelec.(myi, myd and frm) shall contain only records approved by the Board;
- Execute the CONSOLIDATION function in the VRM which will extract records of all approved applications filed during the registration period; and
- Submit the CDs containing the extracted records to ITD, through the authorized courier service of the Commission, within five (5) days after the Board hearing.
