The Decentralized Copy Annotation Process (DeCAP) is an innovated system designed to assist the Civil Registration Services (CRS) Outlets in processing requests for copies of annotated civil registry documents. The system primarily aims to address the need to expedite and streamline the process, reducing processing times and bringing civil registration services closer to the public. Annotations related to civil registry documents, resulting from administrative proceedings such as Republic Acts No. 9048, 10172, and Supplemental Reports, will be filed, processed, annotated, and released by the CRS Outlets. It caters the request for copy issuance of annotated civil registry documents affected by administrative proceedings such as follows:

1. Correction of Clerical Error (CCE) under Republic Act No. 9048;

2. Change of First Name (CFN) under Republic Act No. 9048;

3. Correction of the day and/or month in the date of birth under RA 10172;

4. Correction of Sex under RA 10172;

5. Supplemental report of 1-2 omitted entries; and

6. Supplemental report of more than two omitted entries with approval from the Civil Registrar General (CRG) Since January 2025, CRS Outlet of Bayombong, Nueva Vizcaya – The Philippine Statistics Authority (PSA) Nueva Vizcaya received from LCRs a total of 983 DeCAP documents

Figure 1. This bar graph shows the distribution of DeCAP cases by municipality in a specific province (likely Nueva Vizcaya, based on earlier context). Each bar represents the number of DeCAP (Decentralized Copy Annotation Project) cases processed in a given municipality.

Bayombong has the highest number of cases, with 259, followed closely by Solano with 222. These two municipalities account for a large share of the total cases, likely due to larger populations, more civil registry transactions, or better access to local civil registry offices (LCROs).

Dupax del Norte also has a notable number with 89 cases, followed by Bambang (73) and Bagabag (72).

Municipalities such as Kasibu (22), Diadi (22), and Ambaguio (10) have relatively fewer cases, and Alfonso Castañeda has the lowest with only 3 cases. These may be smaller or more remote areas with less registry activity.

The data suggests a concentration of annotation activity in urban centers, particularly Bayombong and Solano, indicating either higher civil registry demand or more efficient implementation of DeCAP.

Figure 2. Number of DeCAP Received by Month shows the monthly distribution of DeCAP (Decentralized Copy Annotation Project) cases received over a six-month period, from January to June.

•    March recorded the highest number of DeCAP cases received, with a total of 185 cases.

•    February followed with 154 cases, and June also showed a strong volume at 144 cases.

•    April received 138 cases, showing a slight dip from March but still among the higher months.

•     May had 118 cases, while January recorded the lowest number of submissions with only 72 cases.

The graph suggests a gradual increase in DeCAP activity from January, peaking in March, and remaining relatively high through June. This pattern may reflect improved public awareness, increased processing capacity, or catch-up efforts after holidays or downtime in earlier months.

Figure 3. Distribution of DeCAP Annotation by Annotation Type: The data indicates that out of a total of 983 annotation cases, the majority—835 cases (85%)—were filed under Republic Act No. 9048 and RA 10172, which govern administrative correction of clerical or typographical errors and changes in civil registry entries (e.g., name, gender, birth date).

In contrast, only 148 cases (15%) were classified as Supplemental, which typically involve adding missing details (such as middle names or other overlooked information) that are not subject to correction under the laws mentioned.

This trend highlights that most requests under the DeCAP system are for correcting existing errors rather than adding omitted information.

Figure 4. The DeCAP data reveals that the majority of processed annotation cases are related to Certificates of Live Birth, accounting for 759 cases. This represents the largest portion and indicates that most civil registry corrections or supplemental entries involve birth records.

Following that, there are 212 cases related to Certificates of Marriage, which form a significantly smaller but still notable portion of the annotations. Lastly, only 12 cases pertain to Certificates of Death, showing that death records are the least frequently processed document type under DeCAP.

This trend suggests that birth records are the most commonly corrected or updated documents in the civil registration system, likely due to their frequent use in legal, educational, travel and employment-related transactions.

Figure 5. This pie chart illustrates the processing status of a total of 983 DeCAP documents. 

Approved (843 CRDs):

The vast majority of DeCAP documents—843 cases or 86%—have been approved and are already reflected in the Civil Registry System (CRS). This highlights efficient processing and successful integration into the national database.

Pending for Approval (137 CRDs):

Around 14% of the cases are still pending, indicating they are under review or awaiting further action before final approval and CRS reflection.

Returned (3 CRDs):

A small number of documents were returned, p due to incomplete requirements or errors that need to be corrected before reprocessing.

Overall, the data reflects efficient DeCAP implementation, with a high approval and reflection rate (86%) and majority of cases focused on correcting birth records. Activity is concentrated in larger municipalities like Bayombong and Solano, and peaked in March. A small portion of documents remains pending or returned, indicating room for follow-up and system improvement.

The Philippine Statistics Authority Bayombong Nueva Vizcaya Provincial Statistical Office (PSO) commits to Ease of Doing Business and Efficient Government Service Delivery Act of 2018 (Republic Act No. 11302) by adhering to the maximum processing time.

TECHNICAL NOTES:

•   Annotation – are remarks or statements reflected on the birth/marriage/death and other civil registry documents to indicate that some entries in the original document have been corrected or changed as a result of a Court Decree or Administrative Decisions (Legal Instruments, RA 9048, RA 10172, and Supplemental Report).

•    Republic Act No. 9048 (RA 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 Articles 376 and 412 of the Civil Code of the Philippines.

•    Republic Act No. 10172 (RA 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.

•    Supplemental Report is used is used to supply entries or information in the Certificate which of Live Birth, Certificate of Marriage, Certificate of Death and Certificate of Fetal Death, are inadvertently omitted when the document was registered. However, the “Medical Certificate” in the Certificate of Death and all applicable certifications contained in the Certificate of Marriage should be accomplished completely before registration. Hence, no supplemental report having reference to the mentioned certificates is acceptable [A.O.1a, Rule 11(1)].

SGD

ENGR. JOEL P. BASCO

Supervising Statistical Specialist

Officer-in-Charge