The Affidavit of Custodian of Records Form is a crucial document in the Philippine legal system, used when organizations need to formally certify the authenticity and proper maintenance of their records. This affidavit is commonly required in legal proceedings, regulatory compliance, audits, and business transactions where the validity of records must be established. It serves as testimony that the records in question are kept in the regular course of business, under the custody of a designated individual with direct responsibility for their maintenance. The document must comply with Philippine Rules of Court (particularly Rule 132 regarding documentary evidence), notarial laws, and when applicable, the E-Commerce Act for electronic records. It's particularly important when records need to be presented as evidence in court or submitted to government agencies.
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1. Title and Venue: Specifies the document type as an Affidavit of Custodian of Records and indicates the place of execution
2. Affiant Information: Full identification of the person making the sworn statement, including their name, age, citizenship, and address
3. Position and Authority: Details of the affiant's position, role, and authority as custodian of records within the organization
4. Organization Information: Complete details about the organization or entity whose records are being certified
5. Records Description: Specific identification and description of the records being certified, including their nature, date range, and purpose
6. Custody Declaration: Statement confirming the affiant's custody and control over the specified records
7. Maintenance Procedures: Description of how the records are created, maintained, and preserved in the regular course of business
8. Verification and Oath: Sworn statement affirming the truth and accuracy of the contents
9. Signature Block: Space for affiant's signature, date, and notary public's attestation
1. Electronic Records Statement: Additional section when certifying electronic or digital records, describing the electronic system and security measures
2. Chain of Custody: When records have passed through multiple custodians, details the complete chain of custody
3. Compliance Statement: Special section addressing compliance with specific regulations or standards when required by certain industries or authorities
4. Document Retention Policy: Optional section describing the organization's document retention and destruction policies
5. Access Control: Details about who has access to the records and security measures in place, particularly important for sensitive documents
1. Schedule A - Record Index: Detailed listing of all records being certified, including dates, reference numbers, and brief descriptions
2. Schedule B - Supporting Documents: Copies of relevant certifications, licenses, or authority documents that establish the custodian's role
3. Appendix 1 - Record Sample: If applicable, redacted samples or templates of the types of records being certified
4. Appendix 2 - System Documentation: For electronic records, documentation of the record-keeping system and security protocols
Relevant legal definitions
Clauses
Relevant Industries
Healthcare
Financial Services
Legal Services
Education
Government
Manufacturing
Technology
Insurance
Telecommunications
Real Estate
Banking
Pharmaceutical
Retail
Transportation
Energy
Relevant Teams
Legal
Compliance
Records Management
Administration
Information Technology
Quality Assurance
Operations
Document Control
Corporate Secretariat
Information Management
Facilities Management
Relevant Roles
Records Manager
Compliance Officer
Corporate Secretary
Document Control Supervisor
Office Manager
Administrative Director
IT Systems Administrator
Quality Assurance Manager
Legal Records Custodian
Information Management Officer
Operations Manager
Facility Manager
Department Head
Executive Secretary
Chief Operating Officer
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