Guidelines on Preventative Measures Against COVID-19 in the Handling of Records at the SEC

This accounting alert is issued to circulate the procedures adopted by the SEC at their Electronic Records Management Division in relation to requests and filing or submission of reports and other documents to SEC.

In accordance with and acting on the directive of the Office of the President to undertake appropriate measures to curtail and eliminate the Covid-19 threat embodied in Proclamation No. 922 dated 8 March 2020, the SEC issues Memorandum Circular No. 07-2020 on March 16, 2020 to circulate the following guidelines in requesting, filing, and submitting reports and other documents to the SEC.

Requests for Plain/Authenticated Copy of SEC Documents

Request and retrieval of SEC documents, both plain and/or authenticated, shall be done through the SEC Express System using the following options:

  1. Online application. The public may request for SEC documents through a user-friendly, web-based interface that includes online payment and courier delivery of the requested document/s nationwide. The client may log on at www.secexpress.com.
  2. Call center facility. The public may call Hotline Number (02) 8-737-8888 for request, mode of payment and courier delivery of requested document/s nationwide.

The existing Appointment System and Public Kiosk (ODRS) will be temporarily suspended to avoid face to face contact with the SEC Frontline Employees and the transacting public. All public requests shall pass through Online Application and Call Center Facility.

Filing/Submission of Reports and/or Other Documents to SEC

Filing/submission of reports and other documents through the SEC Express Nationwide Submission (SENS) with the following procedures:

  1. Client accomplishes and signs the SEC Express Nationwide Submission (checklist with undertaking, available in the SENS website).
  2. Client attaches the checklist and the undertaking to the documents to be submitted.
  3. Client proceeds to the courier of his/her choice and may or may not avail of the return copy. Request for return copy may be subject to the availability of service offer by the courier.
  4. Courier delivers the documents to the SEC Office.
  5. SEC Receiving Officer shall stamp the documents and "Received", put his initial on the documents and distribute copies of documents to the SEC department concerned.

Filing/submission of reports/documents through the Philippine Postal Corp. or through ordinary mail shall be subject to the following requirements:

  1. Clients may file their reports/documents through Registered Mail with return card issued by the Philippine Postal Corp. provided, that clients may file their reports/documents through ordinary mail or private courier duly accompanied by an affidavit of service, if registry service is not available in their official place of business.
  2. For return copy, client shall enclose a self- addressed envelope with sufficient amount of stamp/postage.

The reports/documents submitted to the SEC through registered mail shall be considered filed on the date of mailing as shown by the post office stamp on the envelope or the registry receipt. Reports/documents submitted though ordinary mail or private courier shall be considered filed on the date of actual receipt thereof by the SEC. Validation of forms and contents of reports/documents submitted shall be done by SEC Operating Department requiring the report.

All filings at the Head Office and Satellite Offices shall be temporarily, suspended until further notice.

Effectivity Date

The SEC Memorandum Circular issued on March 16, 2020 shall take effect immediately.

See attached memorandum circular for the details of this publication.