The Custodian of Records Affidavit is a essential legal instrument used in the Philippines when there is a need to authenticate records for legal, administrative, or regulatory purposes. This document becomes necessary when organizations need to establish the authenticity and reliability of their records, particularly in situations involving litigation, regulatory compliance, or official proceedings. The affidavit must comply with Philippine legal requirements, including the Rules of Court and notarial regulations, and typically contains detailed information about the records' maintenance, storage, and chain of custody. It is commonly required in court proceedings, government investigations, due diligence processes, and regulatory submissions, where the authenticity and reliability of business records need to be formally established.
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1. Affiant Identification: Full legal name, position/title, and business address of the person making the affidavit
2. Basis of Authority: Statement establishing the affiant's role, responsibilities, and authority as custodian of the records
3. Records Description: Detailed description of the records being authenticated, including their nature, type, and date range
4. Custody and Control: Statement confirming the affiant's custody and control over the records, including storage location and access protocols
5. Record-Keeping Practices: Description of how the records are created, maintained, and preserved in the regular course of business
6. Authentication Statement: Formal declaration of the records' authenticity and compliance with business record-keeping requirements
7. Verification: Standard verification statement affirming that the contents are true and correct of the affiant's own knowledge
8. Jurat: Notarial section where the affiant swears to or affirms the truth of the contents before a notary public
1. Digital Records Statement: Additional section when dealing with electronic records, addressing compliance with the Electronic Commerce Act
2. Data Privacy Compliance: Section specifically addressing compliance with data privacy laws when records contain personal information
3. Chain of Custody: Detailed section tracking the history of the records' custody when multiple custodians have been involved
4. Corporate Authority: Additional section when the affiant is acting on behalf of a corporation, establishing corporate authorization
5. Translation Certification: Required when any of the records are not in English or Filipino and need translation authentication
1. Schedule A - Record Index: Detailed listing of all records being authenticated, including document titles, dates, and reference numbers
2. Schedule B - Supporting Documents: Copies of relevant supporting documents such as appointment letters or corporate authorizations
3. Appendix 1 - Record Samples: If applicable, examples or samples of the types of records being authenticated
4. Appendix 2 - Chain of Custody Documentation: If applicable, documentation showing the transfer and maintenance history of the records
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Healthcare
Financial Services
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Education
Government
Manufacturing
Technology
Telecommunications
Insurance
Real Estate
Banking
Retail
Transportation
Energy
Construction
Professional Services
Relevant Teams
Legal
Compliance
Records Management
Administrative Services
Information Technology
Operations
Quality Assurance
Document Control
Regulatory Affairs
Information Management
Corporate Secretariat
Facilities Management
Relevant Roles
Records Manager
Compliance Officer
Corporate Secretary
Administrative Manager
Document Control Specialist
Quality Assurance Manager
Legal Records Custodian
Information Management Officer
Archive Manager
Facility Manager
Operations Manager
Office Manager
Department Head
Executive Assistant
Database Administrator
IT Manager
Chief Information Officer
Regulatory Affairs Manager
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