Pursuant to Section 11 of Republic Act (RA) No. 11625 relative to the inspection and visitorial powers of the Civil Registrar General(CRG), the Philippine Statistics Authority Nueva Vizcaya Provincial Statistical Office(PSO) requested the mayor’s approval support for the conduct of a random check and audit of the Local Civil Registrar Office (LCRO) within their jurisdiction on July 9, 2025. Headed by the Officer-in-Charge of PSO Nueva Vizcaya, Engr. Joel P. Basco, Registration Officer II, Kathleen D. Manzano-Tayaban, and Registration Officer I, Gleceria B. Degamo, the designated personnel, had a courtesy visit to the Office of the Mayor prior to the actual audit.

The activity is also in pursuant to the mandate of the CRG to ensure the efficient and accurate delivery of civil registration services through:

1.      Assessing compliance with existing civil registration laws, policies , and procedures;
2.      Verifying the proper maintenance and safeguarding of civil registry documents ;

                  3. Ensuring the integrity, accuracy, and reliability of registered civil registry documents;

                  4. Identifying areas for improvement in the operation of Local Civil Registry Offices; and

                   5. Promote transparency and accountability in civil registration processes.

The following areas were observed and sought for recommendations:

  1. Document acceptance/ receipt and control system, which includes the acceptance procedures on proper receipt and initial review of documents, the checklist of requirements, and completeness of documents received.

2. Encoding Using PhilCris or Other LCRO System covering the adherence to ten-day posting (for delayed registration), assignment of registry numbers, Consistency of registry numbers (Registry book, LCRO copy and database), Encoding Process (Information System Used) and who is responsible for the encoding and Compliance to Data Sharing (if Info System is linked with health facility).

3. Review and Verification of documents, which include who prepares, reviews, and registers the civil registry documents. Also, the entries should be consistent with the registry book, LCRO file, and database. Compliance to requirements for delayed registration as prescribed by PSA and consistency of information with the supporting documents submitted versus entries in the civil registry documents. Moreover, the person reported as “Attendant at Birth” and notarial officer for delayed registration is also audited for consistency.

4. Signing and Registration Approvals should be validated as to the correctness of the registry number encoded before approval.

5. Registry Books are to be maintained and updated daily, with Proper recording of information details in the registry book and consistent with the encoded information and LCRO file.

6. Batch Request Assistance Program (BRAP), which covers their Memorandum of Agreement, ensures software that is not disassembled, decomplied, or reengineered and not shared with other entities, as well as reports and client satisfaction measurements.

7. Archiving/ Binding/Folioing and Storage Access is the archiving process of Civil Registry Documents (CRDs). The arrangement, security, digitalization, access, and inventory are being assessed. 

8. Other Concerns, which include the proper disposal of forms and documents, the presence of the Citizen’s Charter, office space, compendium of memoranda and circulars, as well as the skills and knowledge of the staff.

Document verification was done by randomly checking past and present CRDs along with the supporting documents. The audit team conducted a short exit meeting with the LCR and the staff on the initial findings and recommendations to improve their civil registration processes. The recommendations will be prepared by the audit team, and corrective actions for implementation. The team ensures to follow through on the recommendations.

Municipal Civil Registrar Catalino Abbagu, Jr. stated that, albeit the lack of manpower, they are doing their best to comply with rules and regulations.

All information gathered during the random checks and audits is treated with strict confidentiality. PSA emphasized that this activity is carried out in close coordination with the LCRO and in accordance with applicable Rules and Regulations. Rest assured that the highest standard of protocols is observed and that all the findings and observations of the audit team will be religiously recorded and forwarded to the office of the Civil Registrar General for information and guidance.

• Registry Book - the official record books maintained by the Local Civil Registry Offices (LCROs). These books are used to record vital events like births, deaths, and marriages, and they serve as the primary source for generating civil registry documents like birth certificates.

• Birth Registration Assistance Program (BRAP) - a Philippine government initiative aimed at increasing birth registration, particularly among marginalized communities. It helps individuals, especially those in remote areas and indigenous populations

• Delayed Registration - An act of registering a vital event that is made beyond the reglementary period of registration.
• Citizens’ Charter- developed and designed as a mechanism to eliminate bureaucratic red tape and to promote transparency in every transaction. It is a document that outlines the services offered by a government agency, including the steps involved in accessing those services, the associated fees, and the processing time. It also details the agency's commitment to service standards, accountability, and transparency.

 SGD

ENGR. JOEL P. BASCO

(Supervising Statistical Specialist)

Officer-in-Charge