LTO MEMORANDUM CIRCULAR NO. AHS-2009-1112, January 21, 2009
STORAGE, PRESERVATION AND DISPOSAL OF LTO RECORDS
Surveillance Audit held last 27 October 2008 on the storage and
preservation of driver licenses, it has been observed that LTO
Memorandum Circular No. ARL-524-2004 is not being implemented
particularly the transmittal of unclaimed card-type drivers licenses to
the Regional Office.
In this connection, all Licensing Centers/District Offices/Extension
Offices/DLRC’s are hereby directed to strictly comply with Memorandum
Circular No. ARL-524-2004 requiring transmittal of all unclaimed/expired
driver licenses beyond six (6) months to the Regional Office. These
transmitted unclaimed/expired driver licenses should be disposed of by
Records Disposal Committee based on the newly approved LTO Records
Disposition Schedule attached to the 3rd level documentation of the
Quality Management System Manual.
With regard to the storage and preservation of records, all
supporting documents for new/renewal of driver’s license and permits
that are already scanned and stored in the LTO-IT database and have
reached more than two (2) years retention period shall be transferred to
the Regional Office in order to declog the records area of the field
offices. The Records Officer and/or designated Records Custodian at the
regional office shall be responsible for the safekeeping of the license
and permit records transferred from the field offices until its disposal
is authorized.
All records which are due for disposal shall be disposed of in
accordance with the newly approved LTO Records Disposition Schedule.
Adopted: 21 Jan. 2009
(SGD.) ALBERTO H. SUANSING
Assistant Secretary