TN 31 (08-05)

A. Background

1. Local Civil Records

The local civil recordkeeping system was started in 1901 but was not used in many communities until many years later.

2. Bureau of Records Management (BRM)

The BRM in Manila was established in January 1922 and has records through 1931. It also has a few records for December 1921 and for 1932 through 1935.

BRM records are quarterly reports of birth, marriages and deaths filed by all (except Manila) local civil registrars. The completeness of these records varies depending on the date the local civil registries were established and the degree to which the registrars complied with the law and sent copies of their records to the BRM.

3. National Census and Statistics Office (NCSO)

The NCSO has duplicates of the local civil registry records of births, marriages and deaths from early 1945. NCSO records for 1932 until early 1945 were destroyed in WW II.

B. Policy

1. Local Civil Records

Civil records are generally reliable for years after 1900 if the recordation date is shown.

If a specific recordation date is not shown, SSA assumes the event was registered within the period of the year of the book or series (e.g. Book for 1919/1920 or Series 1919/1920) from which the information was taken if:

1. The Catalog of Available Records in the Philippines (see GN 00310.000) shows original records are available for that period;

2. The date of birth shown on the certificate agrees materially with all other evidence in file — including allegations in letters and earlier inquiries; and

3. A claims helper is not involved in the claim.

A certification has little value if it does not show a recordation date, or none can be assumed as shown above.

2. BRM Records

If a certification shows the information was taken from the report for a certain period (e.g., the third quarter of 1924), rather than an actual registration date, SSA assumes the event was registered in that period.

If the certification does not show the ending date for the quarter involved but does show the date the report was received in the BRM, SSA assumes there was a record in existence as of that date.

If the certification shows neither the ending date for the quarter involved nor the date the report was received in the BRM, SSA assumes the event was registered no later than 1935 (i.e., the last year in which records were filed with the BRM).