NATIONAL ARCHIVES OF THE

PHILIPPINES

TEMPORARY READING ROOM

Researchers’ Information Sheet
CONTACT INFORMATION:

Name : _________________________________________________________________________
Address : _________________________________________________________________________
_________________________________________________________________________
Phone : _____________________ E-mail: _________________________ Cell # : ______________
Employer /Institution : _______________________________________________________________
Address : __________________________________________________________________________

Nationality: Filipino Others: Occupation

EDUCATIONAL BACKGROUND

University / School last attended:_________________________________________________________________________

Address : ____________________________________________________________________________________

Highest Degree / Title Obtained: _____________________________________Inclusive Dates: _______________________

NAME OF REFERENCES: OCCUPATION ADDRESS

1. _________________________ ________________________ ____________________________
2. _________________________ ________________________ ____________________________
3. _________________________ ________________________ ____________________________
1. Description on Research Project:
___________________________________________________________________________________
___________________________________________________________________________________

2. Category
Academic □ __________________________________ Government □ ________________
International Organization □_____________________ Non-governmental Organization □ ________________
Others □ _______________________

3. Purpose of the Research

Academic Publication □ Non- academic Publication □ Exhibition □ Others:

4. OTHER INFORMATION:
This is my first-time doing research in the NAP Temporary Reading Room. YES NO
If no, I have done research in the NAP Temporary Reading Room at least 1 – 20 times 21 – 50 times more than 50
times

During the above-mentioned period, I have written the following using NAP materials:
1 – 5 book/s, article/s or monograph /s 6 or more book/s, article/s or monograph/s_____
What are the topics of past research that you have done in the NAP Temporary Reading Room? Please specify as many as possible
________________________________________________________________________________________________________
I hereby certify that all the above information supplied in this application form are true in my knowledge. Any misrepresentation
or false statement made shall mean the outright cancellation of my research privileges and permanent disbarment from the use of the
National Archives of the Philippines Temporary Reading Room.

Date: ______________________________ Signature over Printed Name: ___________________________________

To be filled out by National Archives of the Philippines Temporary Reading Room Personnel only
Processed by: __________________ Requirements submitted:
Date: _______________________ Letter of Reference Annual Fee Paid: O.R # ______________________
Photocopy of I.D. Fee Paid: O.R. # ________________

6th Floor PPL Building, United Nations Avenue corner San Marcelino St., Paco, 1007 Manila
Tel. Nos. 525-1828 / 522-8418 / 400-4971 / 521-6830
Website: www.nationalarchives.gov.ph / E-mail: [email protected]
 NATIONAL ARCHIVES OF THE
PHILIPPINES

TEMPORARY READING ROOM PROTOCOL

The new National Archives of the Philippines (NAP) Temporary Reading Room (TRR) is
located at 1765 Paz M. Guazon Street (formerly Otis Street), Paco, Manila. The TRR will only
serve reformatted copies (photocopy and digital) of the NAP’s collection to its clientele. For
records that are not yet reformatted, there will be a waiting period while the requested records
are digitized. While the NAP is committed to reproducing materials within one (1) week, the
digitization period may vary due to different factors such as the volume of requests.
This protocol for the use of the TRR consists of two parts:
1. New measures imposed as part of the National Archives of the Philippines’
(NAP) efforts to reduce the risks associated with COVID-19.
2. Regular protocol for research activities.
I. New Measures to Reduce Health Risks
A. Due to health considerations, the number of reading room users will be limited to six
(6) per session. There are two (2) sessions of three (3) hours each: 8:00 am to 12:00
nn and 1:00 pm to 4:00 pm. Please note that though there is no lunch break, this
schedule gives time for the staff to prepare the TRR for the next batch or for the next
day.
B. The use of the Reading Room shall be strictly by appointment only. A researcher
may reserve a maximum of two (2) sessions per day and a maximum of three (3)
days per week consecutive or not. Researchers may only reserve one (1) week at a
time.
C. Walk-in researchers shall not be allowed to use the TRR.
D. Requests for appointment should be emailed to [email protected].
The request for appointment should include, if possible, the following information:
1. Subject of Research
2. Record Series Title
3. Years Covered
4. SDS No./Bundle No.
5. Please note that the lists of records series name are available on the NAP website:
www.nationalarchives.gov.ph. Knowing beforehand the name of the record series to
be consulted will help the TRR staff determine whether materials will be available
during the researcher’s visit or if the records still have to be scanned. It should be
noted further that each record series is made up of many bundles or legajos and TRR
staff may not be able to determine which bundles a researcher may need unless
additional information such as inclusive dates and place name can be provided.
E. Researchers are advised to send requests for appointment at least three (3) days before
the intended date of research. The applicant shall be notified regarding the status of the
application thru e-mail or phone. The applicant shall likewise be notified on the
availability of materials. An appointment confirmation shall be sent to the applicant by
email or other electronic means. This will confirmation will be shown to the guard on
duty at the scheduled time and date. The guard will also be checking IDs.
F. NAP will be strictly implementing a “NO FACE MASK, NO FACE SHIELD, NO
ENTRY” policy.
G. To disinfect footwear, researchers shall use a footbath before entering the TRR.

6th Floor PPL Building, United Nations Avenue corner San Marcelino St., Paco, 1007 Manila
Tel. Nos. 525-1828 / 522-8418 / 400-4971 / 521-6830
Website: www.nationalarchives.gov.ph / E-mail: [email protected]
 NATIONAL ARCHIVES OF THE
PHILIPPINES

H. The assigned guard will check the body temperature of anyone entering the NAP
premises. A person with a temperature of 37.5o Celsius or higher will not be allowed to
enter the NAP premises.
I. Hands shall be sanitized with alcohol upon entry. Alcohol will also be available
in the TRR premises.
J. Researchers must fill-out all Covid-19 related forms before entry.
K. All public events in the TRR are cancelled until further notice. These include in- person
public programs, tours, or school group visits. Whenever possible, outreach activities
should be conducted online.
L. Loitering is strictly prohibited.
II. Standard Requirements for Researchers
A. To be able to obtain an appointment, new researchers must accomplish the
Researcher’s Information Form (TRR Form No. 1) and submit the scanned images of
the following requirements thru email. No requirements, no appointment. TRR Form
No. 1 can be downloaded from the NAP Website in advance. The following
requirements must be submitted:
1. For students:
a. Recommendation letter from school or organization; and,
b. Valid School I. D. (or I.D. issued by GSIS, SSS, TIN, Driver’s License,
Passport)
2. For private individuals:
a. Letter of Request for use of the TRR; and,
b. Valid I. D. (School, Office, GSIS, SSS, TIN, Driver’s License, Passport)
3. For LGU’s or government employees:
a. Letter of Request from the LGU for use of the TRR; and,
b. Valid I. D. (Office, GSIS, SSS, TIN, Driver’s License, Passport)
4. For foreign nationals:
a. Recommendation letter from organization or school;
b. Letter of Request for use of the TRR; and,
c. Passport
B. Requirements must be resubmitted annually.
C. The following is the schedule of Registration/Research fees:
Single Session – Php 100.00
Annual fee – (Professionals) Php 200.00
(Students) Php 40.00
D. Fees are to be paid at the TRR.
III. TRR Schedules and Regulations
A. TRR Hours
The TRR is open from 8:00 am to 4:00 pm (with no noon break) from Monday to
Friday, except holidays.
B. General TRR Regulations:
1. No appointment, no entry.
2. Companions will not be allowed.
3. Food and drinks are not allowed inside the Reading Room.
4. Hats, caps, bags, folios, and notebooks are not allowed. Jackets and coats may be
subject to inspection.
5. Paper for note taking will be provided.
6. A locker will be provided for the personal belongings of the researcher.

6th Floor PPL Building, United Nations Avenue corner San Marcelino St., Paco, 1007 Manila
Tel. Nos. 525-1828 / 522-8418 / 400-4971 / 521-6830
Website: www.nationalarchives.gov.ph / E-mail: [email protected]
 NATIONAL ARCHIVES OF THE
PHILIPPINES

7. Researchers must register in the Reading Room Logbook.

6th Floor PPL Building, United Nations Avenue corner San Marcelino St., Paco, 1007 Manila
Tel. Nos. 525-1828 / 522-8418 / 400-4971 / 521-6830
Website: www.nationalarchives.gov.ph / E-mail: [email protected]
 NATIONAL ARCHIVES OF THE
PHILIPPINES

8. After registration, researchers shall proceed to the computer terminals area

or the general reading area.
9. All researchers are subject to electronic surveillance.
10. Special permission must be obtained for the use of typewriter, recorder, laptop or
any kind of photographic equipment. Only one (1) of the mentioned gadgets will
be approved for use inside the Reading Room at a single time.
11. Taking photos in the TRR without permission especially of records is strictly
prohibited. A request form will be used for purposes of obtaining permission for
photos.
12. Only pencils may be used inside the Reading Room. Writing instruments that
use ink are not allowed.
C. Regulations on Use of Materials in the TRR
1. . Theft, mutilation, or defacement of as well as writing on any TRR material shall
result in the cancellation of all research privileges.
2. TRR materials including finding aids shall be inspected for any damage and for
missing pages before and after use by the researcher. Researchers may only leave
after materials have been inspected.
3. Original Manuscripts
Original manuscripts will not be served in the TRR due to conservation issues.
Only bound photocopied volumes and digitized records shall be served to
researchers.
4. Finding aids
a. Researchers may consult the following TRR finding aids to identify relevant
records for research:
a.1 Catalogue cards
a.2 e-Catalogue
a.3 Records listings
Researchers will be able to determine whether records are available as Bound
Photocopied Volumes, Microfilms, or Digital copies or whether the records
still need to be digitized.
b. Researchers will fill out a Request for Record/s Form (TRR Form No. 2) to be
given to the TRR staff. This form should contain the details of the materials
needed and the media in which the material is available.
c. TRR staff will provide what is requested if available.
5. Bound Photocopied Volumes
a. The Bound Photocopied Volumes are in the general reading area of the
TRR.
b. Only one (1) bound photocopied volume at a time shall be served to
researchers. The volume must be handled with care.
6. Microfilms
Microfilms are not available at this time due to technical issues.
7. Digitized records
a. Digitized records shall be the primary material served to TRR clients
whenever possible.
b. If identified records have not yet been reformatted, researchers may
accomplish a Request for Reproduction Form (TRR Form No. 3).
c. The researcher may only request for a maximum of four (4) bundles for
digitization/reproduction at a time.
d. Digitization of requested records will take from three (3) to ten (10) days

6th Floor PPL Building, United Nations Avenue corner San Marcelino St., Paco, 1007 Manila
Tel. Nos. 525-1828 / 522-8418 / 400-4971 / 521-6830
Website: www.nationalarchives.gov.ph / E-mail: [email protected]
 NATIONAL ARCHIVES OF THE
PHILIPPINES

per bundle.
IV. Researchers will be informed once the digitized records are ready. Appointments shall be
scheduled as needed. Reproduction and other Services
A. Reproduction Request Approval
1. The Senior Archivist in charge of the TRR may approve requested
reproductions of records which do not exceed 30% of the total pages of the
bundle.
2. The Chief Archivist may approve requested reproductions of records which
do not exceed 50% of the total pages of the bundle.
3. Anything that is more than the above stated figures shall be subject to the
approval of the Executive Director of NAP and may require the signing of
a Memorandum of Understanding.
4. These provisions take into consideration the operating capacity of the TRR staff
and are in keeping with RA 9470 which prohibits the copying of archival
records without authorization.
B. Copy Requisition Procedure
1. Researchers must fill out a Request for Reproduction Form (TRR Form No. 3)
provided in the TRR. The RRF may also be downloaded in advance from the
NAP website.
2. TRR staff shall be responsible for handling TRR materials when capturing
images with the researcher’s camera or cellphone:
3. All requests for reproduction are subject to the following fees and charges:
a. For photocopy/printout of records:
1 per page x Php 4.00 = Php 4.00
1 shot x Php 1 .50 = 1.50
Total = Php 5.50
b. Fees for capturing images thru researcher’s own camera or cellphone:
1 image x Php 4.00 = Php 4.00
C. Requests for Publication
1. Submit the accomplished Application to Publish Form (TRR Form No. 4) for
images from the NAP collection that will be published in any form.
2. No NAP materials may be distributed or adapted without written authority from the
Executive Director of NAP.
3. Permissions once granted are not transferable to another party.
4. Usage and reproduction clearances are the sole prerogative of the Executive
Director of NAP.
5. Anyone reproducing without clearance material belonging to NAP or supplied by
NAP or from its website shall be liable for any infringement that may result.
6. It is understood that any violation may result in the violator being liable to legal
action.
7. The NAP should be furnished a minimum of one (1) copy of the publication free of
charge.

D. NAP Publications
The NAP also offers its published materials for sale in the TRR. The following titles are
available at the following cost:
6th Floor PPL Building, United Nations Avenue corner San Marcelino St., Paco, 1007 Manila
Tel. Nos. 525-1828 / 522-8418 / 400-4971 / 521-6830
Website: www.nationalarchives.gov.ph / E-mail: [email protected]
 NATIONAL ARCHIVES OF THE
PHILIPPINES

1. Catalogo de Apellidos - Php 250.00

2. Cedulario (hardbound) - Php 250.00
3. Cedulario (softbound) - Php 200.00
V. Payment Procedure
Researchers shall:
A. Secure an order of payment from the TRR staff.
B. Pay the cashier the amount indicated in the order of payment. Payment of fee/s shall be
on a cash basis only.
C. Claim materials by showing the official receipt.

For further questions and inquiries regarding the TRR policies and procedures please send an
email to [email protected] or call at 8642-9677.

6th Floor PPL Building, United Nations Avenue corner San Marcelino St., Paco, 1007 Manila
Tel. Nos. 525-1828 / 522-8418 / 400-4971 / 521-6830
Website: www.nationalarchives.gov.ph / E-mail: [email protected]