Police Personnel and Records Management

3.
To assist top management in formulating policies and programs that

POLICE PERSONNEL AND RECORDS MANAGEMENT will serve the requirements of the police organization and administer
the same fairly to all members:
Police Personnel Management (Human Resources Management) 4. To provide technical services and assistance to the operating
may be defined as that area of management concerned with human relations management in relation to their personnel functions in promoting
in the police organization. As an overview, Police Personnel Management satisfactory work environment.
uses planning, organizing, directing and controlling of day-to-day activities 5. To assist management in training and developing the human
involved in procuring, developing and motivating them and in coordinating their resources of the organization if it does not have a separate training
activities to achieve the aims of the police. department to perform its functions.
6. To see that all police members are treated equally and in the
Efficient management of human resources in any organization can application of policies, rules and regulations and in rendering services
spell the difference between its success and failure to attain its objectives or to them.
goals. 7. To help effect organization development and institution building effort.
The need for a more efficient management of human resources is very Operative Functions of Police Personnel
demanding today. The success of every organization is for the organization to
overcome the demands in human response brought about by several factors. The primary function of Personnel Department is commonly Personnel
Operative Functions. These are the following:
Purpose of Police Personnel Administration
1. Police Personnel Planning – is a study of the labor supply of jobs,
The prime objective of an effective police personnel administration is which are composed with the demands for employees in an
the establishment and maintenance for the public service of a competent and organization to determine future personnel requirements, which either
well-trained police force, under such conditions of work that this force may be increase or decrease. If there is an expected shortage of personnel
completely loyal to the interests of the government of all times. the organization may decide to train and develop present employees
and/or recruit from outside sources.
Objectives of Personnel Management
The management of human resources is delegated to the unit of 2. Police Recruitment - is the process of encouraging police applicant
organization, known as Human Resource Department (HRD). This is to from outside an organization to seek employment in an organization.
provide services and assistance needed by the organizations’ human resource The process of recruitment consists of developing a recruitment plan,
in their employment recruitment strategy formulation job applicants search, screening of
relationship with the organization. An important task of the Human qualified applicants, and maintaining a waiting list of qualified
Resource Department is winning employee’s acceptance of organization’s applicants.
objectives 3. Police Selections (screening) - is the process of determining the
The objectives are: most qualified police applicant for a given position in the police
organization.
1. To assist top and line management achieves the organization’s 4. Police Placement- is the process of making police officers adjusted
objective of fostering harmonious relationship with its human and knowledgeable in a new job and or working environment.
resource. 5. Police Training and Development – refers to any method used to
2. To acquire capable people and provide them with opportunities for improve the attitude, knowledge, and skill or behavior pattern of an
advancement in self-development. employee for adequate performance of a given job. It is a day-to-day,
year round task. All police officers on a new position undergo a
learning process given a formal training or not. Learning is made
easier for officers when the organization provides formal training and  financial conditions and physical facilities of the organization
development. It reduces unnecessary waste of time, materials, man-  cultural background and tradition of the people
hours and equipment.  community and employees
6. Police Appraisal or Performance Rating - performance rating is the  governmental factors.
evaluation of the traits, behavior and effectiveness of a police officer
on the job as determined by work standards. It is judgmental if it is Police Personnel Policies
made a tool in decision-making for promotion, transfer, pay increase, 1. Acquiring competent personnel - includes human resources
termination or disciplinary actions against police officers. It is planning, job description and job specification, police recruitment,
developmental in purpose when the evaluation is used to facilitate selection, placement, transfer, layoffs, and separation.
officer’s improvement in performance or used to improve recruitment, 2. Holding and retaining competent police personnel - gives depth
selection, training and development of personnel. and meaning to good management philosophy, and involves the
7. Police Compensation - Financial compensation in the form of wages granting of fair wages, reasonable working hours, and other employee
of salaries constitutes the largest single expenditure for most benefits and services. These activities include the determination of an
organizations. In Metropolitan Manila and other urban centers, wages equitable wage and maintenance of an incentive system. This area
of salaries represent the sole source to meet the basic needs of food, also concerned with securing greater officer participation in activities
clothing and shelter. It also provides the means to attain that standard and with strengthening officer morals and effectiveness. All these help
of living and economic security that vary in degrees upon a person’s make the organization a “good place to work in.”
expectations. 3. Developing and motivating personnel - deals with the education of
the police officers, the appraisal of work performance, their promotion,
POLICE PERSONNEL PROGRAMS AND POLICIES and the suggestion system, which enables them to develop so they
can rise to the police organization’s desired standards of performance.
Nature of Personnel Programs 4. Labor and human relations - involves the development of
harmonious relations between management on one hand and
Personnel Programs refers to the activities programmed to individual police officer the on the other hand. It also concerns the
implement the organization philosophy or creed and the personnel philosophy observance and application of laws and court decisions affecting
of central managers in relation to people so as to accomplish organizational human relations, and relationships with other government law
objectives. It serves as a fundamental guide for personnel practices and enforcement agencies.
personnel policies used in an organization for maintaining harmony between 5. Efficient administration of the program with adequate budget –
management and employees. A good personnel program covers all the this is to achieve a favorable climate for police officers. Good human
operative functions of personnel. relations should be the attitude in the applications, implementation and
interpretation of the organization’s policies, rules and regulations. The
Factor to Considered in Personnel Program important tools in this area are records and reports, personnel
research and statistics, and evaluation of the effects of current
The following factors should be taken into consideration in the policies, activities, and programs.
preparation of a personnel program.
POLICE POLICIES AND PROCEDURES
 objectives of the organization
 organizational philosophy of central management in relation to Nature of Police Policies
personnel,
www.rkmfiles.net | 2
Policies are tools of police management, which give life and direction 1. General Statement of Principles - policies stated in broad terms,
to the police program of activities and set limits within which action is to be such as statement of objectives, philosophy and creed. Others stress
pursued by the personnel concerned. Policies define the authority and the in general terms management traits, such as fairness in dealing with
responsibility of subordinates. They help the personnel understand their officers, understanding and humane treatment of the work force.
mutual relationships. They are ahead to guide the men on the operational 2. Specific Rules - cover specific situations. They are more direct and
level, authority, and responsibility and to enable them to arrive at sound are less flexible. They are more rigid in nature.
decisions.
Dissemination of Policies
POLICY refers to a general plan of action that serves as a guide in the
operation of the organization. It makes up the basic framework of management To be effective, personnel policies must be understood by all
decisions that set the course what the organization should follow. It defines concerned including the managers and supervisors who are to interpret and
the authority and responsibility of supervisors in their job of directing group implement them to the employees who will be affected by the policies. Various
efforts and implementing personnel programs. means are used by communicate personnel policies to employees. The most
common are police handbooks, manuals, publications, memoranda, and
Policies form a code of procedure in that they broadly indicate the best circulars, bulletin boards, meetings and conferences.
method of conducting any portion of the work at hand. They assist police
officers in problem solving and decision-making. While policies must be Police Handbooks - These handbooks are distributed to all
consistent, they must be flexible enough to permit adjustments when the need personnel, and contain among other things, information about the benefits and
for change arises. services that the organization grants to its officers, the organization’s history,
its organizational structure, its officers, and other information useful to the
Types of Police Policies officers in understanding their relationship with the organization.
Police Manual - A policy manual covering all police personnel policies
According to origin, policies are classified as: and procedures, if made available to managers and supervisors, will be a great
help in their decision-making and employees relationship.
1. Originated Policy - This type of policy comes from top management Memoranda and Circulars - Memoranda and circulars are another
level and is intended to set up guidelines in the operation of the police common means of communicating police policies to all officers. They can be
organization. issued fast and they provide the greatest assurance of reaching every
2. Appealed Policy - This type of policy is born when problems arise at employee. They are built in means by which every member of the organization
the lower levels of the organization and the man in charge does not is reached.
know how to meet the problem. He then appeals to his superiors for Bulletin Boards - Organizational policies, rules and regulations, and
guidelines and for guidance. activities may be typed out of mimeographed and the posted on bulletin
3. Imposed Policy - This type of policy comes from the government in boards. If strategically located and well managed, bulletin boards are an
the forms of laws, administrative orders, and rules and procedures or effective medium for transmitting newly issued policies, rules and regulations
contract specifications. to police officers.
Meetings or Conferences - Meeting or conferences are often held to
inform officers about new policies, their objectives and implementation. One
advantage of this type of policy dissemination is that it gives the officers the
According to their subject matter, policies may be classified into: opportunity to ask questions and request clarification on vague and doubtful
points. It is effective to smaller departments, as they accommodate small
groups and allow the scheduling of meeting at very convenient hours.
Police Publications - Communication has gained such importance to The general qualification for initial appointment to the police service
and attention by management in recent years. To meet the needs of shall be based on the provisions of Republic Act No. 8551, which states:
communicating with officers, police organizations have been spending amount
of money on publications, internal or external. No person shall be appointed as uniformed member of the PNP
unless he or she possesses the following minimum qualifications:
1. A citizen of the Philippines;

POLICE JOB DESCRIPTION 2. A person of good moral conduct;
3. Must have passed the psychiatric or psychological, drug and physical
After a job is analyzed, the facts about it are gathered, summed up, tests to be administered by the PNP or by any government hospital
and recorded in the job description and job specifications. accredited by the Commission for the purpose of determining physical
and mental health;
Job description may be defined as an abstract of information derived 4. Must possess a formal baccalaureate degree from a recognized
from the job analysis report, describing the duties performed, the skills, the institution of learning;
training, and experience required the responsibilities involved, the condition 5. Must be eligible in accordance with the standards set by the
under which the job is done, and relation of the job to the other job in the Commission;
organization. 6. Must not have been dishonorably discharged from military
employment or dismissed for cause from any civilian position in the
POLICE RECRUITMENT, SELECTION, AND PLACEMENT Government;
7. Must not have been convicted by final judgment of an offense or crime
On Police Recruitment involving moral turpitude;
8. Must be at least one meter and sixty-two centimeters (1.62m) in height
The first step in the recruiting procedure, and the one that should for male and one meter and fifty-seven centimeters (1.57m) for female;
receive greatest emphasis, is that of attracting well-qualified applicants. The 9. Must weigh not more or less than five kilograms (5kgs) from the
best selection devices available are of little value if the recruiting effort has standard weight corresponding to his or her height, age, and sex; and
failed to attract candidates of high caliber. Widespread publicity directed at the 10. For a new applicant, must not be less than twenty-one (21) not more
particular element of the population which it is hoped will be attracted to the than thirty (30) years of age. Except for the last qualification, the
examination is the best method of seeking outstanding applicants. above-enumerated qualifications shall be continuing in character and
an absence of any of them at any given time shall be a ground for
Recruitment in the police service is dependent on the availability of separation or retirement from the service: Provided, that PNP
national or regional quota of the PNP, which is determined by the members who are already in the service upon the effectivity of these
NAPOLCOM. Implementing Rules and Regulations shall be given five (5) years to
obtain the minimum educational qualification and one (1) year to
Standard Policy on Selection and Appointment satisfy the weight requirement.
There shall be a standard policy for the selection of policy personnel
throughout the Philippines in order to strengthen the police service and lay the For the purpose of determining compliance with the requirements on
groundwork for police professionalization. physical and mental health, as well as the non-use of prohibited or regulated
drugs, the PNP by itself or through a government hospital accredited by the prosecutor’s office and his hometown police department, NBI, and
Commission shall conduct regular psychiatric, psychological, drug and others that may be required.
physical tests randomly and without notice.
Physical and Medical Examination - in order to determine whether
After the lapse of the reglamentary period for the satisfaction of a or not the applicant is in good health, free from any contagious diseases and
specific requirement, current members of the PNP who shall fail to satisfy any physically fit for police service, he shall undergo a thorough physical and
of the requirements enumerated under this Section shall be separated from medical examination to be conducted by the police health officer after he
the service if they are below fifty (50) years of age and have served in qualifies in the preliminary interview.
Government for less than twenty (20) years or retired if they are from the age
of fifty (50) and above and have served the Government for at least twenty Physical Agility Test - the Screening Committee shall require the
(20) years without prejudice in either case to the payment of benefits they may applicant to undergo a physical agility test designed to determine whether or
be entitled to under existing laws. (Section 14, RA 8551 – IRR) not he possess the required coordination strength, and speed of movement
necessary for police service. The applicant shall pass the tests like Pull-ups-6
On Selection Procedures Push-ups-27, Two minutes sit-ups-45, Squat jumps-32, and Squat thrusts-20
The purpose of the selection process is to secure these candidates The Police Screening Committee may prescribe additional
who have the highest potential for developing into good policemen. The requirements if facilities are available.
process involves two basic functions. The first function is to measure each
candidate’s qualifications against whose ideal qualification that are established Medical Standards for Police Candidates
chiefly through job analysis. The second function, because of the comparative
nature of the merit system, is to rank the candidates relatively on the basis of 1. General Appearance – the applicant must be free from any marked
their qualifications. deformity, from all parasite or systematic skin disease, and from
evidence of intemperance in the use of stimulants or drugs. The body
The Screening Procedures must be well proportioned, of good muscular development, and show
careful attention to personal cleanliness: Obesity, muscular weakness
Preliminary Interview - the applicant shall be interviewed personally or poor physique must be rejected. Girth of abdomen should not be
by the personnel officer. If the applicant qualifies with respect to the more than the measurement of chest at rest.
requirements of citizenship, education and age, he shall be required to present 2. Nose, Mouth and Teeth – Obstruction to free breathing, chronic
the following: cataract, or very offensive breath must be rejected. The mouth must
be free from deformities in conditions that interfere with distinct speech
 Letter of application if none has been submitted or that pre-dispose to disease of the car, nose or throat. There shall
 An information sheet be no disease or hypertrophy of tonsil or thyroid enlargement. Teeth
 A copy of his picture (passport size) must be clean, well cared for and free from multiple cavities. Missing
 Birth Certificate teeth may be supplied by crown or bridge work, where site of teeth
 Transcript of scholastic records and/ or diploma makes this impossible, rubber denture will be accepted. At least
 Fingerprint card, properly accomplished. twenty natural teeth must be present.
 Clearance papers from the local police department PNP provincial 3. Genitals – must be free from deformities and from varicole, hyrocole,
headquarters, city or municipal court and city or provincial and enlargement of the testicles, stricture of urine, and retained
testicles. Any acute and all venereal diseases of these organs must outside interest, forcefulness, conversational ability, and disagreeable
be rejected. mannerism.
4. Varicose Veins - a marked tendency to their formation must be
rejected. POLICE APPOINTMENT
5. Arms, Legs, Hands and Feet – must be free from infection of the
joints, sprains, stiffness or other conditions, such as flat foot, long nails Any applicant who meets the general qualifications for appointment to
or hammer toes which would prevent the proper and easy police service and who passes the tests required in the screening procedures
performance of duty. First (index) second (middle), and third (ring) shall be recommended for initial appointment and shall be classified as follows:
fingers and thumb must be present in their entirely. The toe must be
the same. 1. Temporary – if the applicant passes through the waiver program as
6. Eyes – the applicant must be free from color blindness, and be able provided in under R.A 8551.
to read with each eye separately from standard test type at a distance 2. Probationary – if the applicant passes through the regular screening
of twenty feet. Loss of either eye, chronic inflammation of the lids, or procedures.
permanent abnormalities of either eye must be rejected, 20/20 or 3. Permanent – if the applicant able to finish the required field training
20/30 in one eye, with binocular vision of 20/30. program for permanency.
7. Respiration – must be full, easy, regular, the respiratory murmur must
be clear and distinct over the lungs and no disease of the respiratory Appointment in the PNP shall be affected in the following manner:
organ is present.
8. Circulation – The action of the heart must be uniform, free and A. PO1 to SPO4 – appointed by the PNP Regional Director for regional
steady, it’s rhythm and the heart from organ changes. Blood Pressure personnel or by the Chief of the PNP for National Head Quarter’s
– systolic maximum 135; diastolic 90; pulse pressure 15 to 50. Brain personnel and attested by the Civil Service Commission (CSC)
and nervous system must be free from defects.
9. Kidneys – must be healthy and urine normal. B. Inspector to Superintendent – appointed by the Chief PNP as
recommended by their immediate superiors and attested by the Civil
Character and Background Investigation - the Screening Service Commission (CSC).
Committee shall cause a confidential investigation of the character and from
among various sources. C. Sr. Supt to Dep. Dir. Gen. – Appointed by the President upon the
recommendation of the Chief PNP with the endorsement of the Civil
Psychological and/or Neuro-Psychiatric Test - in order to exclude Service Commission (CSC) and with confirmation by the Commission
applicants who are emotionally or temperamentally unstable, psychotic, or on Appointment (CA).
suffering from any mental disorder, the applicant shall take a psychological
and/or neuro-psychiatric test to be administered by the NBI, the PNP, or other D. Director General – appointed by the President from among the most
duly recognized institution offering such test after he has qualified and met all senior officers down to the rank of Chief Superintendent in the service
the requirements above. subject to the confirmation of the Commission on Appointment (CA).
Provided, that the C/PNP shall serve a tour of duty not exceeding four
The Oral Interview - the Screening Committee shall interview the (4) years. Provided further, that in times of war or other national
qualified applicants for suitability for police work. The interview shall aid in emergency declared by congress, the President may extend such tour
determining appearance, likeableness, and affability, attitude toward work, of duty.
Standards for Police Training
Waiver for Appointment - Waivers for initial appointment to the police All training programs operated by law enforcement agencies should
service shall be governed by Section 15 of Republic Act 8551, IRR. limit their enrolment to law enforcement officers. Training courses should be
set-up, prescribed units of instruction, and arranged a time schedule. Practical
Appointment by Lateral Entry -In general, all original appointments recruit training subsequent to employment should be provided.
of Commissioned Officers (CO) in the PNP shall commenced with the rank of
inspector to include those with highly technical qualifications applying for the Pre-and-post employment university training.
PNP technical services, such as dentist, optometrist, nurses, engineers, and Responsibility of Training
graduates of forensic sciences. Doctors of Medicine, members of the Bar and
Chaplains shall be appointed to the rank of Senior Inspector in their particular The training of police officers shall be the responsibility of the PNP in
technical services. Graduates of the PNPA shall be automatically appointed to coordination with the Philippine Public Safety College (PPSC) which shall be
the initial rank of Inspector. Licensed Criminologist may be appointed to the the premier educational institution for the training of human resources in the
rank of Inspector to fill up any vacancy. field of law enforcement (PNP, BFP, BJMP), subject to the supervision of the
NAPOLCOM.
POLICE TRAINING Types of Police Training Programs
The Need for Police Training The following are the training programs in the police service:
Organized training is the means by which officers are provided with  Basic Recruit Training
the knowledge and the skills required in the performance of their multiple,  Field Training
complex duties. In order that the recruit officer may commence his career with  In-Service Training programs
a sound foundation of police knowledge and techniques, it is most important  Department In-service training programs
that the entrance level training he soundly conceived, carefully organized and  National and International Conventions on Policing
well-presented.
The Basic Recruit Training – the most basic of all police training. It is
Training and the Changes in Police Works a prerequisite for permanency of appointment.
During the past decades tremendous changes in police work have
occurred. Advances in technology of communications and equipment, public The Basic Recruit Training shall be in accordance with the programs
relations and employee relations as well as total evolution in the whole social of instructions prescribed by the PPSC and the NAPOLCOM subject to
structure have made a law enforcement work more complex and difficult to modifications to suit local conditions. This course is conducted within not less
pursue. The ordinary officer must be briefed and oriented on new changes and than six (6) months. A training week shall normally consist of 40 hours of
developments that affect his job and the recruit must be given a new solid scheduled instructions.
foundation contemporary with the needs of the time. Policemen do not stay
trained. If they do not forget what they have learned, it is continually made Full time attendance in the Basic Recruit Training – Attendance to
absolute by improved technology and social changes, and requires frequent this type of training is full time basis. However, in cases of emergency, recruits
renewal to keep it current and useful. maybe required to render service upon certification of the Regional Director or
the City or Municipal Chief of Police the necessity of such service.
Completion and Certification of Training – After the Basic Recruit 2. It increases productivity and efficiency of police works.
Training, the Regional Director shall certify that the police recruits have 3. It assimilate supervision
completed the training and has satisfied all the requirements for police service. 4. It informs the officer of the quality of his work for improvements
The PNP Field Training – is the process by which an individual police Uses of Police Appraisal
officer who is recruited into the service receives formal instruction on the job
for special and defined purposes and performs actual job functions with Police appraisal can be useful for personal decision-making in the
periodic appraisal on his performance and progress. following areas:
1. Eligibility to be hired
Under R.A 8551, all uniformed members of the PNP shall undergo a 2. Salary adjustments
field training program involving actual experience and assignment in patrol, 3. Determining potential for promotion
traffic and investigation as a requirement for permanency of their 4. Evaluation of probationary officers
appointment. The program shall be for twelve (12) months inclusive of the 5. Identification of training needs
Basic Recruit Training Course for non-officers and the Officer Orientation 6. Isolating supervisory weaknesses
Course or Officer Basic Course for officers. (Section 20, RA 8551 – IRR) 7. Validating selection techniques
8. Reduction in ranks (demotion)
The In-Service Training Programs 9. Dismissal from service and other disciplinary actions.
 Junior Leadership Training – for PO1 to PO3 PNP Appraisal System

 Senior Leadership Training – for SPO1 to SPO4
 Police Basic Course (PBC) – preparatory for OBC – for senior police The Performance Evaluation in the police service is the responsibility
officers of the NAPOLCOM, which shall issue the necessary rules and regulation for
 Officers Basic Course (OBC) – for Inspectors to Chief Inspectors the orderly administration of the appraisal process. Such performance
 Officers Advance Course (OAC) – for Chief Inspectors to Sn evaluation shall be administered in a manner as to foster the improvement of
Superintendent every individual police efficiency and behavioral discipline as well as the
 Officer Senior Education Course (OSEC) – Superintendent and above promotion of the organization’s effectiveness.
 Directorial Staff Course (DSC) – for directors and above.
The rating system shall be based on the standards set by the
NAPOLCOM and shall consider results of annual physical, psychological and
POLICE APPRAISAL neuro-psychiatric examinations.
POLICE PROMOTION
Appraisal refers to the process of measuring the performance of
people in achieving goals and objectives. It is also known as “performance Promotion is a system of increasing the rank of a member of the police
evaluation system”. service. It has the following objectives:
Purposes of Police Appraisal 1. To invest a member of the police force with the degree of authority
necessary for the effective execution of police duties.
1. It serves as guide for promotion, salary increase, retirement, and 2. To place the police officer in a position of increased responsibility
disciplinary actions. where he can make full use of his capabilities.
3. To provide and promote incentives, thus motivating greater efforts of 3. Experience and Outstanding Accomplishment – this includes
all members of the police force, which will gradually improve efficiency occupational history, work experience and other accomplishment
in police works. worthy of commendation.
4. Physical Character and Personality – the factors of physical fitness
Under the law, the NAPOLCOM shall establish a system of promotion and capacity as well as attitude and personality traits in so far as they
for uniformed and non-uniformed members of the PNP, which shall be based bear on the nature of the rank and/or position to be filled. This means
on: that the candidate should have no derogatory records which might
affect integrity, morality and conduct.
1. Merit – includes length of service in the present rank, and qualification. 5. Leadership Potential – the capacity and ability to perform the duties
2. Seniority required in the new or higher position and good qualities for
3. Availability of vacant position. leadership.
The promotion shall be gender fair which means women in the PNP
shall enjoy equal opportunity for promotion as that of men.
Kinds of Police Promotion
Preferences for Promotion
1. Regular Promotion - Regular promotion shall be based on the
1. Appropriate Eligibility - Whenever two or more persons who are next following requirements:
in rank, preference shall be given to the person who is the most
competent and qualified and who has the appropriate eligibility. a. He or she has successfully passed the corresponding promotional
2. Competency and Vacancy - When competency, qualification, and examination given by the NAPOLCOM;
eligibility are equal, preference shall be given to the qualified member b. Passed the Bar or corresponding Board examination for technical
in the organizational unit where the vacancy occurs. services and other professions;
3. Seniority - When all the foregoing conditions have been taken into c. Satisfactory completion of the appropriate accredited course in the
account, and still the members in the next rank have the same merit PPSC or equivalent training institutions;
and qualification, preference shall be given to the most senior officer.
d. Passed the Psychiatric, Psychological, and Drug test; and
Factors in Selection for Promotion e. Cleared by the People’s Law Enforcement Board (PLEB) and the
Office of the Ombudsman for any complaints against him/her.
1. Efficiency of Performance – as an aid to fair appraisal of the
candidates’ proficiency, the performance-rating period shall be 2. Promotion by Virtue of Exhibited Acts (Special Promotion)
considered. Provided, that in no instance shall a candidate be
considered for promotion unless he had obtained a rating of at least Any uniformed member of the PNP who has exhibited acts of
“satisfactory”. conspicuous courage and gallantry at the risk of his or her life above and
2. Education and Training – educational background which includes beyond the call of duty, shall be promoted to the next higher rank. Provided,
completion of in-service training courses, academic studies, training that such act shall be validated by the NAPOLCOM based on established
grants and the like. criteria.
3. Promotion by Virtue of Position
2. Those possessing skills acquired by previous related experiences
Any PNP member designated to any key position whose rank is lower should be assigned to the corresponding positions.
than that which is required for such position shall, after six (6) months of 3. Those possessing highly technical skills with adequate experience
occupying the same, be entitled to a promotion, subject to the availability of and duly supported by authoritative basis shall be given preferential
vacant positions. Provided, that the member shall not be reassigned to a assignment to the corresponding positions, which call for highly
position calling for a higher rank until after two (2) years from the date of such technical trained police officers. (Misassignment of personnel falling
promotion. Provided, further, that any member designated to the position who under this criteria constitute a serious neglect of duty of the C/PNP,
does not possess the established minimum qualifications thereof shall occupy RD, or the COP, in the exercise of his administrative function)
the same for not more than six (6) months without extension. (Section 34, RA 4. Those selected to undergo further studies in specialized courses shall
8551 – IRR) be chosen solely on the basis of ability, professional preparation and
aptitude.
POLICE ASSIGNMENT 5. Qualifications of the police officers shall be examined annually to
ascertain newly acquired skills, specialties, and proficiencies.
Police assignment is the process of designating a police officer at a 6. Those with physical limitation incurred while in the performance of
particular function, duty or responsibility. duties should be assigned where they can be best used in accordance
with the requirements of the force.
Purpose of Police Assignment 7. Assignments and reassignments of the police officers from one unit to
another shall be the prerogative of the authority.
The purpose of police assignment is to ensure systematic and 8. To give well rounded training and experience to police recruits, tour of
effective utilization of all the members of the force. duties in various assignments during the probationary period shall be
in accordance with Republic Act 8551.
Power to make designation or assignment
POLICE SALARIES, BENEFITS, AND PRIVILEGES
The Chief of PNP (CPNP), Regional Director (RD), Provincial Director
(PD), and the City or Municipal Chief of Police (COP) can make designation On Salary
or assignment of the police force with in their respective levels. They shall have
the power to make designations or assignments as to who among the police The uniformed members of the PNP are considered employees of the
officers shall head and constitute various offices and units of the police National Government and draw their salaries therefrom. They have the same
organization. The assignment of the members of the local police agency shall salary grade that of a public school teacher. Police Officers assigned in
be in conformity with the career development program especially during the Metropolitan Manila, chartered cities, and first class municipalities may be paid
probationary period. Thereafter, shall be guided by the principle of placing the with financial incentives by the local government unit concerned subject to the
right man in the right job after proper classification has been made. availability of funds.
Criteria in Police Assignment On Benefits and Privileges
1. Those possessing the general qualifications for police duties without 1. Incentives and Awards
technical skills may be assigned to positions where any personnel can
acquire proficiency within considerably short period of time. The NAPOLCOM shall promulgate standards on incentives and award
system in the PNP administered by the Board of Incentives and Awards.
Awards may be in the forms of decorations, service medals and citation of the retirement benefits in lump sum shall be made within six (6) months from
badges or in monetary considerations. The following are examples of effectivity date of retirement and/or completion. Provided, finally, that the
authorized Decorations/medals/citation: retirement pay of PNP members shall be subject to adjustments based on the
prevailing scale of base pay of police personnel in the active service. (Section
 Police Medal of Valor 36, RA 8551 – IRR)
 Police Medal of Merit
 Wounded Police Medal 5. Permanent Physical Disability Pay
 Police Efficiency Medal
 Police Service Medal A PNP member who is permanently and totally disabled as a result of
 Police Unit Citation Badge injuries suffered or sickness contracted in the performance of duty as certified
by the NAPOLCOM, upon finding and certification by the appropriate medical
Posthumous Award – in case a police officer dies. officer, that the extent of the disability or sickness renders such member unfit
or unable to further perform the duties of his or her position, shall be entitled
2. Health and Welfare to a gratuity equivalent to one year salary and to a lifetime pension equivalent
to eighty percent (80%) of his or her last salary, in addition to other benefits as
The NAPOLCOM is mandated to provide assistance in developing provided under existing laws.
health and welfare programs for police personnel. All heads of the PNP in their
respective levels are responsible to initiate proper steps to create a good Should such member who has been retired under permanent total
atmosphere to a superior-subordinate relationship and improvement of disability under this Section die within five (5) years from his retirement, his
personnel morale through appropriate welfare programs. surviving legal spouse or, if there be none, the surviving dependent legitimate
children shall be entitled to the pension for the remainder of the five (5) year
3. Longevity Pay and Allowances guaranteed period. (Section 37, RA 8551 – IRR)
Under Republic Act 6975, PNP personnel are entitled to a longevity 6. Early Retirement Benefit
pay of 10% of their basic monthly salaries for every five years of service.
However, the totality of such longevity pay does not exceed 50% of the basic A PNP member of his or her own request and with the approval of the
pay. They shall also enjoy the following allowances: Subsistence allowance, NAPOLCOM, retire from the service shall be paid separation benefits
Quarter’s allowance, Clothing allowance, Cost of living allowance, Hazard pay corresponding to a position two ranks higher than his present rank provided
and others that the officer or non-officer has accumulated at least 20 years of service.
4. Retirement Benefit POLICE INSPECTION
Monthly retirement pay shall be fifty percent (50%) of the base pay The purpose of police inspection is to ascertain the standard policies
and longevity pay of the retired grade in case of twenty (20) years of active and procedures, review and analyze the performance, activities and facilities
service, increasing by two and one-half percent (2.5%) for every year of active affecting operations and to look into the morale, needs and general efficiency
service rendered beyond twenty (20) yeas to a maximum of ninety percent of the police organization in maintaining law and order.
(90%) for thirty-six (36) years of service and over: Provided, that the uniformed
member shall have the option to receive in advance and in lump sum his or Types of Police Inspection
her retirement pay for the first five (5) years. Provided, further, that payment
1. Authoritative Inspection – those conducted by the head of subordinate immediately file the necessary charge or charges before the appropriate
units in a regular basis. disciplinary action offices.
2. Staff Inspection – those conducted by the staff for and in behalf of the
Chief PNP or superior officers in command of various units or POLICE DISCIPLINARY MECHANISM
departments.
Aside from higher police management levels that can impose
Nature of Police Inspection disciplinary actions against subordinates, the following also serves as
disciplinary mechanisms in the police service:
1. Internal Affairs – inspection on internal affairs embraces
administration, training, operation, intelligence, investigation, morale Administrative Disciplinary Powers of the Local Chief Executive
and discipline as well as the financial condition of the police (LCE) - The City and Municipal Mayors shall have the power to impose, after
organization. due notice and summary hearings, disciplinary penalties for minor offenses
2. External Affairs – it embraces the community relationship of the committed by members of the PNP assigned to their respective jurisdictions
organization, the crime and vice situation of the locality, and the as provided in Section 41 of Republic Act No. 6975, as amended by Section
prevailing public opinion concerning the integrity and reputation of the 52 of Republic Act No. 8551.
personnel.
PLEB - the PLEB (People's Law Enforcement Board) is the central
Authority to Inspect receiving entity for any citizen's complaint against PNP members. As such,
every citizen's complaint, regardless of the imposable penalty for the offense
In the PNP, the following are the authority to conduct inspection: alleged, shall be filed with the PLEB of the city or municipality where the
offense was allegedly committed. Upon receipt and docketing of the
1. NAPOLCOM or its representative complaint, the PLEB shall immediately determine whether the offense alleged
2. PNP Chief or his designated representative therein is grave, less grave or minor.
3. PNP Director for Personnel or his representative
4. PNP Regional Director or his representative Should the PLEB find that the offense alleged is grave or less grave,
5. City/Municipal Chief of Police or his representative the Board shall assume jurisdiction to hear and decide the complaint by
6. Internal Affairs Service (IAS under RA 8551) serving summons upon the respondent within three (3) days from receipt of
the complaint. If the PLEB finds that the offense alleged is minor, it shall refer
The inspecting officer/s shall examine, audit, inspect police agencies the complaint to the Mayor or Chief of Police, as the case may be, of the city
in accordance with existing standards and with the following objectives: or municipality where the PNP member is assigned within three (3) days upon
the filing thereof.
1. To take note or discover defects and irregularities
2. To effect corrections on minor defects being discovered If the city or municipality where the offense was committed has no
3. To bring to the attention of and recommend to the concerned officers PLEB, the citizen's complaint shall be filed with the regional or provincial office
for appropriate actions on defects noted. of the Commission (NAPOLCOM) nearest the residence of the complainant.
Where the irregularity noted during inspection is serious as to warrant Administrative Offenses that may be imposed against a PNP Member
administrative charges against a police officer, the inspecting officer shall
The following are the offense for which a member of the PNP may be REFERENCE:
charged administratively:
DYNAMICS OF LAW ENFORCEMENT AND PUBLIC SAFETY
1. Neglect of duty or nonfeasance – it is the omission or refusal, ADMINISTRATION
without sufficient excuse, to perform an act or duty, which it was the BY: DR. ROMMEL MANWONG & DR. GILBERT SAN DIEGO
peace officer’s legal obligation to perform; it implies a duty as well as 2010 EDITION
its breach and the fast can never be found in the absence of a duty.
2. Irregularities in the performance of duty – it is the improper
performance of some act which might lawfully be done.
3. Misconduct or Malfeasance – it is the doing, either through
ignorance, inattention or malice, of that which the officer had no legal
right to do at all, as where he acts without any authority whatsoever,
or exceeds, ignores or abuses his powers.
4. Incompetency – it is the manifest lack of adequate ability and fitness
for the satisfactory performance of police duties. This has reference to
any physical, moral or intellectual quality the lack of which
substantially incapacitates one to perform the duties of a peace officer.
5. Oppression – it imports an act of cruelty, severity, unlawful exaction,

domination, or excessive use of authority. The exercise of the unlawful
powers or other means, in depriving an individual of his liberty or
property against his will, is generally an act of oppression.
6. Dishonesty – it is the concealment or distortion of truth in a matter of
fact relevant to one’s office, or connected with the performance of his
duties.
7. Disloyalty to the Government – it consist of abandonment or
renunciation of one’s loyalty to the Government of the Philippines, or
advocating the overthrow of the government.
8. Violation of Law – this presupposes conviction in court of any crime
or offense penalized under the Revised Penal Code or any special law
or ordinance.
POLICE RECORDS MANAGEMENT roll in holes in rolltop desks or in a series of separate boxlike
openings in a cabinet.
The Need for Police Records 3. Bellow File – The bellow files are used as sorters. It appeared at
about 1860. Each lettered compartment, the alphabetic bellows
A police department is only as good as its records keeping abilities. files is sometimes used as sorters.
The effectiveness of the police department is directly related to the quality of 4. Box-File – in 1875, the box file shaped-like a book and opening
its records. They are the primary means of communications among the from the side was invented. Each box contained a set of sheets
members of the police department and have as their purpose the integration having extended labels bearing the letters of the alphabet. The
of the various department units into an integrated organization for box file is still popular for a limited account of correspondence and
accomplishing the police task. Records are essential in the efficient especially for home use.
performance of routine duties, in the wise direction of the police effort, in
supervision and control of personnel, and in the determination of departmental 5. Shannon File – Named after its inventor. The Shannon file
policies. originated in 1880 in response to a need of greater security of
papers. The Shannon file consisted of a double side-opening
Brief History of Filing and Records Storage arch, mounted on a board with a drawer front on the end. Papers
to be filed were perforated along the upper edge and then placed
Records and management of them have existed in one form or on the arches according to the system or arrangement being
another since written history began. Many original tablets, parchment, and used. The Shannon file was suitable only for small amounts of
manuscripts of great historical value have come down through the ages and correspondence. The present day Shannon arch-board filed
how are carefully guarded in museums all over the worlds. Without some operate on the same principle, but they are designed for
methods of preservations, most of these valuable documents would have temporary storage.
remained unknown. Possession of many of them, however, is the result of 6. Vertical File – Vertical filing of papers was in all probability first
chance, as record-bearing stones and tablets have been found buried in the suggested by Dr. Nathaniel S. Reosenay, secretary of the Charity
loose earth and many places, with no attempt of preservation. Organization Society of Buffalo, New York. His long experience
with card filing made him believed the same principle might be
One of the most common methods used by the ancients for the filing applied to filing papers (placing them on edge behind guides). He
of their papers was that of keeping them in a stone or earth ware pot. Many advanced the idea in 1892. The following year, several firms
bits of historical evidence have been preserved on wax, stones parchment or demonstrated vertical files at the World’s Fair in Chicago. Large
in the urn. A modern day application of this custom is the widespread practice crowds gathered before the exhibits; but the general opinion was,
of sealing letters, pictures, newspapers, and other memorabilia of the current “It will never work; you cannot stand papers on edge; and if you
day on the cornerstone of a new building. leave them loose. They will lose.” Today, vertical filing is generally
recognized as the best method of the majority of business
Many items used in offices today have a long history. These items are records. The first files were built of wood in horizontal sections,
discussed below: but about 1900, the first steel files appeared in vertical sections.
1. Spindle File – The Spindle, on with papers nay be impaled, Records management varies greatly from organization. In some,
appeared 15th century. records are handled very informally because their volume is small. At the
2. Pigeonhole File – Persons who disliked spindle folded or rolled opposite extreme is the careful control of all key records under the direction of
their papers, wrote names or subjects of the outside and place the
a record manager. This is a position of great responsibility because it includes (engineering specification, advertising copy, and galley proofs) are also
working with records from their creation to their final disposition.\ classified as reference documents.
Classification of Records The Record Cycle
The classification of records is important from the management view

because the classification frequently determines the kinds of filing system Record may differ from each other in construction or contents, but
used, the type of equipment require, and the arrangement of the records in the each follows a common cycle (or path) through its life. The life span of a record
system. Records can be classified in several ways. Some managers classify from creation to final disposition is called the record cycle. Whether you are
records into two basic types: Transportation documents and reference considering a simple one-copy payroll check, a complex ten-copy report, or a
documents. Other managers classify records into two other basic types: recorded cassette tape – the record cycle is after referred to as the “birth-
external communications and internal communications. through-death” cycle.
External Communications - Written communications between 1. Creation

organizations, between customers/ client and the organization, between buyer 2. Classification
and supplier and between the organization and various branches of the 3. Storage
government are the most notable examples of external communications. 4. Retrieval
Further examples are public service or public relation message, (the reply 5. Purging or retention
received after writing to a business of information) and telephone massages 6. Transfer
(received orally, but written on a message from for a record and after confirmed 7. Archival Storage or Disposition
in writing by a letter).
If an organization has no plan for seeing that all records flow smoothly
Internal Communications - Examples of internal communications through the record cycle, it will be faced with more of the following problems,
are communications between an organization and employees (such as payroll, any one which can severely drain of profits.
records, bulletins and regulations) and communications among an
organizations department (such as inventory control records, interoffice  An unmanageable tangle of papers within the office
memoranda, and reports. Also in the internal communications categories are  Wasted clerical effort searching for information.
plans for future productions or services and records of equipment and assists  Loss of important operating information
owned).  Extravagant use of operating information.
 Possible loss of key information in defending the company against
With the Industrial Revolution, the rapid movements in production legal actions or governmental inquiries.
technology, the introduction of the factory system, and the changes in forms
of business ownership, firms grow in size and scope of operations.
Competition become keener; finance production, marketing, and other Poor records management also creates chaos and wastes a
functions vied for management attention. An awareness of the responsibilities tremendous amount of time and money. Such mismanagement is
workers spend a great deal of time reading, analyzing, writing and characterized by:
summarizing business letters and interoffice memoranda. Reference
documents also include reports and studies (formal and informal). Telegrams,  Improper control of records creation.
printed matters (catalog, pamphlets, and brochures) and technical pieces  Free access by anyone at any time to the files.
 No control over records taken from the files. 2. Training personnel
 No plans for disposition of absolute records. 3. Following standard procedures of storage and control.
 Retention of unnecessary records.
 No plans for retention of needed records.
Terminology of Storage
Proper records management provides information, instantaneously

and streamlines the operation of any organization. The information contained Filing terminology may be confusing to someone who is not familiar
in the filed records is the lifeblood of any office. The person who is responsible with it. Understanding the naming of records control and being able to analyze
for the orderly arrangement and control of those records has one of the most the various systems of storage available require knowledge of the terms used.
responsible positions in any offices. The definition given in the following paragraphs will help in understanding.
1. Filing – Filing is the actual placement of materials in a storage

Records Storage container, generally a folder, according to a plan. It includes the
process of classifying, coding, arranging, and storage systematically
so that they may be located quietly when needed.
Although filing and records management are sometimes used
interchangeable, storage is only one phase in the management of a record.
Material is placed in the files because it may be useful in the future-to help 2. Filing Manual – A filing manual is an instructional book containing
information too complicated to be trusted to memory, to assist departments in detailed information about various phases of filing and records
communicating with each other, to substantiate claims, and to provide a record management including rules for the procedures used. Illustrations of
of the past, to provide information useful fro legal purposes. The filler, those procedures and examples of clerical details, such as folder
therefore, must be able to find quickly any information contained in the stored labeling, typing style, and material used, are usually included in the
records. manual.
When a record is created and is ready for filing, unnecessary working

papers or rough drafts used in its creation should be destroyed. Excessive 3. Procedures – Procedures are series of steps for the orderly
duplicate copies should be avoided and papers of temporary value should be arrangement or records which include: alphabet, geographic, numeric,
prominently marked for destruction before they are put into files so that the subject of chronologic.
files do not jumped with duplicates and records of little or no value. This is a
process of control that is continued as papers are dated and time stamped
4. System – The word system as used in records storage means any
upon receipt, started through the work flow from office to office, and stored for
plan of filing devised by a filing equipment manufacturer. System has
retrieval when needed.
a broader meaning in management circles.
Efficient records control includes: 5. Classifying – Mentally determining the name of subject or number of
which a specific record is to be filed is called classifying.
1. Standardizing the purchase of equipment and supplies to allow their
usage anywhere in the organizations.
6. Indexing – Another method of classifying. Depending upon the size and needs of the police force, the Chief of
police shall maintain an adequate and centralized records system by
organizing in his force an efficient records and communication units. The
7. Coding – Making an identifying mark on the item to be stored to centralization of records in the police organization brings together at one point
indicate what classifications it is to be filed is called coding. Coding all information concerning police activities, and it is trough centralization that
may be done by underlining, checking, circling, or marking the record the various line functions of the police organization are coordinated.
in some other way. When a record does not need to classify or re-
index to determine where it should be refilled because the original Functions and Uses of Records
code mark remains on it.
8. Unit – The names, initials, or words used in determining the alphabetic 1. It measure police efficiency,
order of field materials are called units. The name Joan C. Brown, for 2. It present the community’s crime picture,
example has three units. Brown is the first, Joan is the second, and C 3. It assist in assigning and promoting personnel,
is the third. 4. It identify individuals,
5. It provide a basis for property accountability,
6. It control Investigation,
9. Cross Reference – A cross reference is a notation put into a file to 7. It can make information available to the public,
indicate that a record to not store in that file but in the file specified on 8. It increase efficiency in traffic control,
the cross-reference. A cross-reference is somewhat like a directional 9. It assist the courts and prosecutors,
sign. It tells the filer or searcher where to find the needed material. 10. It assist in evaluating control services,
11. It coordinate custodial services,
12. It integrate the department,
10. Guide – Dividers in filing equipment are called guides because in 13. It furnish data for the budget,
formation on them serves as guide to the eye of filing and locating 14. It establish responsibility,
stored items. A primary guide introduces a special section that falls 15. It reveal unusual problems,
within the alphabetic range of the primary guide it fallows (such as A 16. It aid in the apprehension of criminals.
section devoted to a special subject applications, or a special name 17. It assist other police agencies,
group such as names beginning with the word General). An OUT 18. It provide the basis for compilation of police statistics,
guide is a heavy divider that replaced a folder in the file when the folder 19. Effective employment of personnel and equipment,
is temporarily removed. 20. Future references and basis of action.
Incidents to be Recorded
11. Folder – The container in which papers or materials are kept in a filing
cabinet is called a folder. Popular materials used in making folders,
1. Violations of laws and ordinances,
are manila, Kraft, plastic and pressboard. A miscellaneous folder is a
2. All calls in which any member of the police force dispatched or takes
folder that contains has not accumulated is sufficient volume being
official action,
removed to its won specially labeled folder known as an individual.
3. All legal papers handled such as warrant of arrest, subpoenas,
summonses, citations and the like,
Organization of a Centralized Record System 4. Cases of missing and found persons, animals and property,
5. Accidents which require police actions,
6. All personal injuries, bodies found and suicides, 2. Investigation Report, which contains the findings of an action
7. Any damage to property taken by the investigating officer based on inquiries made and by obtaining the
8. All cases in which a police officer is involved, available facts of the incidents.
9. All arrests made,
10. Miscellaneous cases, general and special orders and all other The Arrest and Booking Records
incidents that need to be recorded.
This record maintains the arrest and jail booking report, which is
Mechanics of Good Report required for all persons arrested. It shall bear an arrest number for each arrest
made.
1. It should present a chronological sequence of events.
2. It should be typed written or computerized. The Identification Record
3. It should provide complete data of victim or suspect.
4. Abbreviations should be avoided except those that are commonly Identification record is the third major division of police records.
known. Fingerprint records are the heart identification system. It provides positive
5. It should be brief but clear. identification and the police must supplement it with
6. Every incident should be written in separate report. a record of physical characteristics and in some cases a photograph of the
7. It should be accurate and state facts and not opinions. criminal. Identification records have their own number series: an identification
8. It should answer the 5W’s and 1H. number is assigned to each criminal to identify records relating to him.
Types of Police Records The Administrative Record
Police Records are classified into the following: These are records required in the management of the department
personnel and designed to aid in assignment, promotion, and disciplinary
1. Case Records actions. Such records are so essentials in administering personnel matters
2. Arrest and Booking Records that they must be maintained in a police department.
3. Identification Records
4. Administrative Records The Miscellaneous Records
5. Miscellaneous Records
These are records, which do not relate to recorded complaint and
The Case Records investigation reports but are informational in character.
A case of records is composed of two categories: Recording and Filing System
1. Complainant/Assignment Sheet which reflects all information The nature of police work justifies emphasis on criminal records. To
regarding complains and reports received by the police from the citizens and be fully effective, a police record system must:
other agencies, or actions initiated by the police.
1. Be comprehensive and include every incident coming to the attention
of the police.
2. Be adequately indexed to permit ready reference;
3. Be centralized to prove adequate control and maximum utilization of to an officer on duty otherwise. The complaint/assignment sheet is
clerical personnel. registered by stamping a serial on each. When registered the
4. Be as a simple as possible, consistent with adequacy, and; complaint/assignment sheet becomes a part of the records system. There
5. Lend itself into summarization and analysis to permit continuing shall be a consecutive series of complaint numbers assigned by the desk
appraisal of the police services. officer. The complaint number must not be confused with the case
number.
Such a system will permit a police records, report and analysis to be
used as significant tools of management, supervision, control, policy making, All incidents, which require for a police investigation, shall receive
and operations. A police department, large or small, shall maintain a a complain number. The case number identifies each case and all other
centralized record file under a unified control. The case file is the master record papers and reports relating to it and as a basis for filing. The desk officer
and is supplemented by the arrest and the identification records. Each of these receiving the call need not be obtain detailed information from the
records is numbered serially; thus there are case numbers, arrest numbers, complainant but secure the basic information needed to prepare the
and identification numbers. complaint/assignment sheet. If the complaint is lodge in the precinct, the
desk officer of the precinct shall prepare the complaint/assignment sheet
Filing the Case Record in two copies indicating thereon the complaint number assigned by the
Central Record Unit. The original copy shall be forwarded to the Central
The case record is the heart of any police record system. It is the Records Unit.
basis for an analysis of offences and the methods by which they are
committed. The following are the different types of reports included under the 2. Investigative Report
case records, which shall be accomplished by all concerned;
This type of report is prepared as a written report on the findings
1. Complaint/assignment sheet of the investigator. The following are the different types of the investigative
reports.
This is the foundation record of the police department. The desk
officer, or clerk, or telephone operator receiving a call for police assistance
accomplishes it. All incidents mentioned above and reported to the police a) Case Report – This report shall be accomplished by the
shall have a complaint/assignment sheet. Each complaint/assignment investigator or member making preliminary investigation of crime reported
sheet shall be assigned a different number. to the police. The investigating officer shall submit this report at the end
of his tour of duty. This report shall be prepared in the number of copies
There are therefore, two numbering system: required by the department for distribution. For uniformity of crime
complaint/assignment sheets becomes the primary document for the reporting this shall follow the prescribed classification of offences, while
analysis of crime occurrences while the investigative report becomes the the duplicate copy shall remain in the precinct concerned for the
prime document for the continuation of the investigative process two corresponding action. The officer assigned to the case shall make his
copies of the complaint/assignment sheet shall be made for each report at the end of his tour of duty.
complaint requiring a sheet report.
b) Supplemented / progress – final Report – Progress report
A separate complaint/assignment sheet is required for each crime shall accomplished by the investigator continuing the investigation if the
or incident reported to the police. It makes no difference whether the case is left by pending status.
complaint is reported by telephone, by letter, in person at the police desk,
It shall be submitted within three (3) days after the submission of complaint file. A number of copies may be made for dissemination to the
the initial report and monthly thereafter until the case is closed or cleared. different divisions and units of the department. In large police stations, the
daily record of events may be duplicated by mimeograph. In all police
Closing a case shall not be confused with clearing a case. A case forces, a log book or police blotter shall be used, provided that it contains
is “Closed”, for administrative purposes, when it is no longer being all the information in the daily record of events and that each incident shall
investigated and is not assigned to an investigator. A closed case can be be assigned a serial number. All investigation report and other documents
either solved or unsolved. A case is “Cleared” when one or more person dealing with a case are assembled in a folder. The accumulation of the
is arrested, charge with the commission of the offense and turned over to record is called the “Case File” and is one of the principal features of the
the fiscal or court for prosecution. Based on the final report a complaint satisfactory record system. Case files are always filed according to the
maybe filed by the Police Station Commander before the Municipal case number.
Criminal Circuit Trial Court, if it is the municipality.
Filing the Arrest and Booking Records
c) Continuation Report – This report shall be used as the second These reports are required for all persons arrested. They shall be
as the succeeding pages of all kinds or reports. made out in full on each person arrested.
d) Technical Report – This report shall be accomplished by the 1. Arrest Report – An arrest report shall be out in full on each person
investigator to cover other angles of the case or the technical staff whose arrested and should be prepared at the time is prisoner is booked. Information
assistance has been requested to conduct laboratory examination of regarding the offender, the charges and circumstances of arrest is recorded
evidence specimen gathered, to supplement the findings and report of the before the prisoner is locked in jail or released on bond. The arresting officer
investigating officer. is responsible for the arrest report and its completion. One or more criminal
charge may be placed on one arrest report. However, if the arrest is in
f) Wanted Person Report – Information of persons who are obedience to a warrant or warrants, separate arrest report will be made for
wanted by the police shall be flashed by means of “Notice” wanted person, each warrant. In preparing for the arrest record, it is important the full name
accomplished in six copies, one copy to be sent to the PNP Provincial first, middle and last, another personal circumstances of the prisoner are
Director, one (1) copy to the PNP Regional Director, one copy to be sent entered and all questions on the form are answered. It shall bear on arrest
to PNP Director General, Camp Crame, Quezon City, one copy to be number for each arrest made. The number series for arrest shall start from no.
sent to the NBI Central office, Taft avenue, Manila, the original copy to be 1 on the first day of each year which will known as Calendar Year Numbering
placed in the “Persons Wanted File” of the police station concerned, and System. For example, the first arrest in 1991 shall be 91-1 this means that it is
the six (6) copies to be displayed in the Rogues Gallery. Strict compliance the first case of the calendar year 1991. This report shall be used in controlling
with the instructions at the back of the form is required. prisoners during the period of investigation. The arrest report shall be filed by
the arrest number and cross-indexed by name and all aliases of the prisoner.
g) Daily Record of Events – A daily record of event is needed to It shall carry the serial number of the complaint/assignment sheet and case
keep all members of the force informed concerning police operations, report, as the case may be. In an arrest where there has been no previous
assignments, and administrative instructions. It shall carry a brief resume complaint/assignment sheet prepared, the desk officer shall make out one and
of each complaint/assignment sheet, a description of missing persons, and assign a serial number at the time of the time of the booking. Immediately after
persons wanted, and other information of interest to the police force. The accomplishing the arrest report, three things are done.
officer who prepares the complaint/assignment sheet may reproduce the
daily record of events becomes a chronological cross-reference to the
First – Send to the complaint clerk for the preparation of the shown to be otherwise. The officer who makes the search and remove the
complaint/assignment sheet. property shall itemize it completely in the presence of another officer and the
prisoner and give prisoner the original receipt. The officer must also see that
Second – Send to the complaint clerk for name search against the the property is sealed in an envelope, which bears the prisoners name, the
alphabetical index file in order to determine if the prisoner is wanted property receipt number and the date. The department property clerk will not
on some other cases. be concerned with the care of prisoner’s property except when it is too bulky
for storage in the prisoner’s property cabinet or safe.
Third – Two sets of the fingerprints of the prisoner shall be taken. One
set shall be forwarded to the NBI headquarters, Manila, and the other The prisoners property receipt blank form should be in book form, with
shall be searched by fingerprint classification in the fingerprint file, only the original perforated for easy removal and with a serial number printed on
one set shall be taken and forwarded to the NBI headquarters in each pair. The duplicate should be removed from the book. This is to eliminate
Manila. danger of loss and to have an easy reference by property receipt number or
date.
Finding shall be noted on the arrest report shall be prepared in
triplicate together with one booking sheet as its fourth copy. The original is filed On the time of release, the prisoner shall be required to produce the
with the arrest record file be the number in the Central Record Unit, The original receipt. Where he sign to acknowledge return of his property. The
duplicate and triplicate copies shall be sent to the fiscal or to the clerk of court, receipt is then filed with the case file. In the event the receipt has been lost,
as the case may be, together with the criminal complaint of information and its stolen or destroyed before the return of the property, certification listing as the
other supporting papers. The lower portion of the arrest report will be later on property as described on the duplicate prisoners property receipt shall be
detached and returned to the police department by the fiscal or the clerk of signed by the prisoner. This certification shall indicate that the original
court concerned after the termination of the case, to be filed with the case prisoners property receipt was lost, stolen or destroyed.
record after the disposition of the case has been annotated on the fingerprint
of the accused. Prisoner’s property that is clearly identifiable by a number or
inscription shall be checked against the stolen property files. If an identification
2. Booking Report – The police station needs a current list of the is made, an investigation report stating the facts is written in duplicate; the
prisoners in custody which will indicate the status and disposition of each. It original is sent to the Commanding Officer who shall cause the property so
provides information to each division as to the inmate or inmates in jail. It identified to be held as evidence, the duplicate shall be sent to the detective
facilitates accounting for the prisoners at the end of each shift and their control division for appropriate action.
and all times and on which restrictions or privileges are noted. The booking
sheet shall be jail file for arrest, arranged alphabetically, and serves as the jail Filing the Identification Record
resister. Information regarding any prisoners in custody is thus immediately
available. The file shall be kept at the booking counter or location convenient The various identification records for the identification of the criminals
in examination when inquiries are made. After the release of the prisoner, and other individuals now extensively used in police stations shall include the
either the police or the court, the jail-booking sheet is forwarded to the records following:
division where it is filed according to the arrest number.
Fingerprint Record – Of the various method of criminal identification,
3. Prisoner’s Property Receipt – All police stations shall give the fingerprint system is the most reliable. Identifying criminals by name is
receipts to prisoners’ property that is taken from them. This receipt is prepared unsatisfactory because of the frequent use by criminal or aliases. Fingerprint
in duplicate. Everything taken from his is still the prisoners’ property until record shall be prepared in at least two copies, the original remain in the
Central Record of the police station concerned and a copy to be sent to the
NBI headquarters in Manila. The Henry FBI extension classification system of fingerprints shall be
used by the police stations. The criminal history sheet shall be filed in the
a. Criminal Fingerprint – All persons arrested for an offense shall be individual criminal file. Each person arrested by a local police station shall have
fingerprinted and an identification number shall be assigned to each prisoner an individual file folder.
to identify records relating to him. A prisoner shall be fingerprinted each time
he is arrested, even though his prints have already on the file, in order that a Criminal Specialty or Modus Operandi File – This consists of
copy may be sent to the National Bureau of Investigation. This procedure photographic records and modus operandi of known criminals. This shall
brings the criminal history file up to date after each arrest. The same ID number describe the method of operation of a criminals, Classified and filed in such a
shall be used for each subject, regardless of the numbers of time he may be way as to aid in identifying the crime as one committed by a known criminal.
arrested or fingerprinted. This is the fourth series of number used, the other
three being the compliant sheet, case report and arrest report. The This is commonly known as M. O. (Modus Operandi) file. The use of
identification number shall appear on the fingerprint card; the description and the classification index file is the simplest form of modus operandi. This is a
the photograph. The identification numbers are recorded chronologically in a sort of Rogues Gallery and is helpful in controlling crime and in apprehending
ledger the entries on which include the name, identification number, case criminals. This shall be filed accordingly to certain M. O. characteristics,
number, the fingerprint classification and the date fingerprinted. according to major classes of crimes, and according to identification number.
Group photographs of criminals working together are aid to identification and
b. Civilian Fingerprint – All persons requesting clearance certificate they shall be filed of Criminal Specialty of group involved.
or other personal identification purposes shall be fingerprinted using the
prescribed form. Filing the Administrative Records
c. Alien Fingerprint – All aliens requesting clearance certificate for A number of different records are required in the management of the
purposes of petition for naturalization, charge of name, oath taking for other departments’ personnel. Some of these are of an informational character
personal identification, purposes shall be fingerprinted, using also the designed to aid in assignments, promotions and disciplinary actions; others
prescribed form. are of control character such as correspondence files, department
memoranda, daily summary of daily attendance record, follow up and call
The fingerprint card is searched in the alphabetical index file. If the sheet and monthly report. In police stations of over 100 men, the use of such
search is negative, search is then made in the fingerprint file by fingerprint file is essential in administering personal matters.
formula. The fingerprint card are then indexed and filed. This means that it is
mandatory principle of taking the fingerprint of all people mentioned above in 1. Personal Records – A file showing the history of each police
the three categories: criminal civilians, and aliens. officer, both prior and subsequent to joining the force, is indispensable.
Secondly, although the police station wishes to maintain its fingerprint 2. Correspondence File – This shall consist of set or records of
card will be sent to the NBI in Manila. In order for fingerprints to serve their communications classified, arranged and filed alphabetically by the subject to
maximum usefulness to the local police stations and to all other law which they pertain.
enforcement agencies, it is imperative that copies be sent to the NBI, Manila 3. Memoranda, Orders, Policy files, etc. – These shall be filed
wherein a history sheet will be prepared and furnished the contributing agency. accordingly as they are made available.
Other police stations may have arrested the subject in the past are thus inform 4. Assignment Record – The detective assignment record is
of his present whereabouts. The history sheet sent to the NBI by fingerprints. desirable for the effective function of the detective division. Other division in
It is most important, however, that the fingerprint shall be taken accurately. the force may devise a system of assigning personnel.
5. Other files – Police stations shall maintain other administrative  List and description and all army camps and mobilization centers.
records responsive to their needs.
 Facts about the locality indicating district, barangays, sitios, roads,
Filing the Miscellaneous Records bridge, centers of population, voters and the like;
Police stations perform a variety of services that do not relate to  Copies of ordinances and penal laws.
recorded complaints. In addition to the general classes or records, there is
miscellaneous group which do not feel under categories of records that a  Roster of AFP reservists, (obtainable from military sources)
police stations maintains and which on occasions create filing problems within showing current addresses.
a department.
 List of private security agencies.
The average small police stations may simply maintain one file folder
for each category. Each piece of correspondence, together with the copy of  List of parolees, pardoned and released criminals and their
the reply, should be filed in chronological order in an appropriate location file. addresses.
As a refinement, the names of the authors of the correspondence received
may be indexed – the index care referring to the folder in which the  Property and equipment records – complete inventory shall be
correspondence may be located. If correspondence with a particular office is keep by the police station and property as well as the cause of
frequent, a separate folder for the office may be maintained. However, another maintenance and operations, and
method used is to filed miscellaneous correspondence by a subject matter
such as firearms, speaking engagements, and the like.  Such other reports that may be required by proper authorities and
those that are necessary and the police force. This shall include
Another system utilized occasionally is to assign a correspondence the list of police numbers assigned to individual police personnel
number to each piece of incoming correspondence, which then is filed by the for identification purposes, which shall be varied and standard
name of the author. In any event, some types of control records should be identification card for all members of the police force.
maintained in order to ensure a prompt reply. Every police form shall keep and
maintain the following miscellaneous record. Indexing
 Register of the aliens within the city or municipality obtain from the Police stations shall prepare and maintain index card appearing in the
Immigration Commission and/or other sources; case report and index card for serial number and description of recovered lost
or stolen property that has been brought to their attention. The following are
 List of firearm holders from the Philippine National Police; different types of index file.
 List incumbent city or municipal and barangay officials and their Master Name Index File
address;
Every police station shall maintain a master name index for the
 Lists of the labor unions, cooperative associations, civic, operation. It shall be in 3/5 inches index card stock. Index cards shall be
professionals, social and religious organizations, in industrial arranged in general alphabetical order by the last name. Index cards shall be
plants, movie houses, etc. made of all names appearing in the case report, including aliases, name of
complainants, victims, suspect and wanted persons, index card shall be
prepared when outside fingerprint cards are received and placed in a local describing the articles that are reported lost or stolen locally or by circulars
fingerprint collection whether the subject is wanted or not. The department from other police station. Prior to filing a card, a search shall be made to
shall also index all names of persons wanted by other police agencies as listed determine whether the same piece of property has been previously recorded.
in circulars or by other notice, persons placed on probation or parole. On the
index card, the following shall be reflected. Numbered Property Index
1. Complaint, case and/or ID number as the case may be. 1. Police stations with less than 200 police force may number guide
2. Name, aliases, addresses, sex, race, height, weight, color of the eyes cards from 00 through 99. Numbered property shall be indexed by the last two
and hair, date and place of birth. digits of the serial numbers. When more than one index card filed behind one
3. Fingerprints classification (if available). guide card, they may be placed a numerical order according to the third digit
4. Brief statement of each incident base on the source document with the from the end as follows:
following date.
 Date fingerprint taken, court case warrant of arrest issued or

date alleged information. Example: Guide card 66
 Contributor of fingerprint or information and local number. Revolver 952066
 Nature of offense and or purpose, and; Motor number 123066
 Result of disposition, it known Watch 51-266
Electric drill 752566
5. If the subject has used to or more names, he will be known by the Radio AMD 3866
name first used and so far as the particular police station is concerned.
however, both shall be reflected on the index card underlying the first 2. Radio stations with more than 200 members shall number the guide
or the original name used. cards from 000 through 999. Numbered property shall be indexed according
to the last three digits of the number without regard to the type of article. The
indexed card is fixed behind the guide cards corresponding to the last three
6. A cross-index card shall be prepared for each additional name use digits of the number.
without the brief information. The one in charge of the master name
index file shall go through indexes, card by card, in search of misfile Unnumbered property index
card. The sizes and conditions of the files will influence the frequency
of searching. Property not identifiable by manufacturers serial number is indexed in
the unnumbered property index, by description of the article, such as clothing,
Stolen Property Index File furniture, footwear, and etc., should be indicative of the general character of
the article indexed. Index card shall be removed from the files when the
One principal objective of the investigation conducted by the line- property is recovered and file should be overhauled periodically and certain
operating units is the identification of the recovery of lost or stolen property. cards removed. For example, cards over six months old describing perishable
The stolen property index is an investigative aid of inestimable value in goods; those over two years old describing non-perishable foodstuff, tobacco,
achieving this objective. There are two means of identifying property. One by and liquor; and those over five years old describing wearing apparel, linens
serial number placed on the property and the other is the type of property and bed cloths, etc., serve no useful purpose after such a period of time, cards
(unnumbered) this shall be indexed and 3/5 inches index card stock, describing articles of greater value, of articles not likely to be worn, consumed,
are destroyed should be kept indefinitely. The complete description should be It is essential that each Station Commander have an administrative
described on the index card to eliminate the need for a search to check the device, which will ensure that all case brought to the attention of the force shall
investigative report to obtain the complete description. receive appropriate attention. The mechanics of the follow-up system consists
in making use of one smooth copy of the complaint/assignment sheet for every
Charging Out Files complaint, arrest, or other matter which is not completely disposed of at the
time of the original report. These sheets are placed in a “Tickler” or “Follow-up
Responsibility for filing each class of records should be definitely File” according to the date as determined by the manual on which the
assigned to one or more designated clerks. Access to records, cabinets shall investigating officer shall submit a progress or final report. The file has dividers
be restricted to record’s division members only. When any record is removed for each day of smooth and is separated in to 12 months. If a report is due on
from the file, an appropriate borrower’s slip is used and a charged-cut card is a designated date, the follow-up slip shall be filed on the day following the
accomplished. This ensures the proper used of the files; prevent the target for submission of the report. A reminder slip shall be made and sent to
misplacement of records that have been used and keep the files personnel the superior of the officer concerned if the report is not submitted on the date
informed at all times of the whereabouts of the records instead out at any given due.
time.
Spot Map
Borrower’s Slip
Spot maps are useful to indicate the traffic accidents and crime
This is used when asking for files, and is used as a receipt for a case location. The location of crime hazards aid in the direction of enforcement
or any number of items from a file. It is in 4x6 inches sheet. A supply of such effort. It provides supervising officer with evidence of weakness in police
slip shall be kept in each division or unit. This form is accomplished by the service and shows the individual officer where his attention is specially
borrower who needs a file and maybe brought to the file room either through needed. Spot maps should be placed where they will be readily available for
the regular messenger service or by any person authorized by the borrower. It consultation. They shall be placed in the office of the head of the division or in
is presented to the record’s official. It is kept in a file control box when the file the office housing the specialized activity involved. Spot maps should be kept
stands or remains charged-out. On the return of the record, the borrower’s slip up to the date by the record staff. Each map should be limited not over four
is cancelled in the presence of the borrower and same is attached to the record different factors if this factors have about equal frequency. In place of the crime
and remains in the file as a permanent record of the transaction. index and the location index, spot maps shall be maintained by the police
station for its use as follows:
Charge-out Card
Traffic spot maps – Accident spot map for the posting for motor
Each time any file is issued, a record should be made on a color vehicle and pedestrian accident, which occur in the area.
charge-out which is often called a “Substitution Card” or an “Out Card” which
takes the place of a file that has been removed from the cabinet. This cards Crime spot map – A general crime spot map on which are posted the
maybe cut to fit the file drawer and shall stand out prominently among the files. location of murders, rapes, robberies, holdup, carnapping and other major
When a file or folder is withdrawn, one of the cards is filed out and inserted in crimes of the locality.
place of the file. It remains there until the borrowed file is returned. When the
record is returned, the entry of the record is crossed out and the card is put Uniform Crime Reporting (UCR)
back in its place in front of the file drawer.
A uniform crime reporting shall be established in every police station
Follow-up Procedure for monthly and annual reports on case handled and persons arrested by the
police station to include cases reported. These reports shall follow the
prescribed classification of offenses. The monthly statistical reports shall
include the following:
 Monthly report of cases handled by the police station

 Supplement on monthly report on cases handled by the police
station
 Report of male persons arrested
 Report of female persons arrested
The four reports above described shall be submitted to the National

Police Commission in three copies not later than the 15 th of each month. The
National Police Commission in return shall each furnish the NBI and the
Chief/Director General of the PNP. Accuracy and promptness in the
submission of these reports shall be the responsibility of the Station
Commander.
The annual crime statistical report shall follow the prescribed form of
monthly reports.
REFERENCE:
DYNAMICS OF LAW ENFORCEMENT AND PUBLIC SAFETY

ADMINISTRATION
BY: DR. ROMMEL MANWONG & DR. GILBERT SAN DIEGO
2010 EDITION

Police Personnel and Records Management

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3.

To assist top management in formulating policies and programs that

1. A citizen of the Philippines;

POLICE TRAINING Types of Police Training Programs

 Junior Leadership Training – for PO1 to PO3 PNP Appraisal System

3. Promotion by Virtue of Position

Criteria in Police Assignment On Benefits and Privileges

4. Retirement Benefit POLICE INSPECTION

5. Oppression – it imports an act of cruelty, severity, unlawful exaction,

Classification of Records The Record Cycle

The classification of records is important from the management view

External Communications - Written communications between 1. Creation

Proper records management provides information, instantaneously

1. Filing – Filing is the actual placement of materials in a storage

When a record is created and is ready for filing, unnecessary working

Types of Police Records The Administrative Record

A case of records is composed of two categories: Recording and Filing System

 Date fingerprint taken, court case warrant of arrest issued or

 Monthly report of cases handled by the police station

The four reports above described shall be submitted to the National

DYNAMICS OF LAW ENFORCEMENT AND PUBLIC SAFETY

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