POLICE BLOTTER

Is a record of daily events occurring within the territories and jurisdictions of

a given police unit or command. It contains materials details concerning the
events for legal and statistical purposes.

- R.A 6975 establishing the Philippine National Police Rules and

Regulations Governing the Philippine National Police.

PURPOSE
The purpose of the circular is to prescribe a uniform police blotter. And for
the Philippine National Police and to define the rules and procedure for
making entries.
 WHAT ARE RECORDS?
- A record is information created or received by an institution that
documents the organization, functions policies, decisions, procedure,
operations, or other activities of the institutions.

RECORDS MANAGEMENT
- Refers to a set of activity required for systematically controlling the
creation, distribution, use, maintained as evidence of business
activities and transaction.
 Topics:

● Procedures in making entry of Police Blotters

● Purpose of Police Records
● Specific Function of Police Records

WHAT IS THE PROCEDURES FOR

MAKING ENTRIES IN POLICE BLOTTER
There are guideline behind that back under the first page. There are
guidelines for making a police blotter and we will be guided. That procedure
within the police blotter book wherein we cannot make any revisions or
make any interest without using from that procedure being made, being
imprinted in the first page of that in police blotter book.
 THE ENTRY IN THE POLICE BLOTTER
SHOULD ASNWER THE FOLLOWING QUESTIONS

IN ANSWERING THE 5W’s

AND 1H AND THE CASE
WHO WHAT DESPOSITION ALL DETAILS
ABOUT THE EVENT
INCLUDING:

NAME OF THE
SUSPECT
WHY WHERE NAME OF THE
VICTIM
THE
EYEWITNESES, IF
ANY
THE NATURE OF
WHEN HOW THE ACTION OR
OFFENSE
THE POSSIBLE
MOTIVE
THE PLACE AND
DESPOSITION OF THE CASE THE TIME OF
OCCURRENCE
THE SIGNIFICANT
CIRCUMSTANCE
THAT AGGRAVATE
MITIGATE THE
EVENT OR THE
CRIME SHOULD BE
ENETERED ALONG
WITHIN
THE IDENTITY OF
What are the purposes of police records?
- the purpose is to record all events or incidents that happened in the
particular place or are example sigma particular all events or incident
happened in sigma particularly crimes, crimes, rides incidents it must
be recorded into police blotter for future references or any legal action
of the complaint or holde person might be needed that record.

What are the specific functions of police

blotter?
- so the function of the police blotter is discuss earlier that is the record
of all evidence of all incidents happened in specific area. so the
function of this is, per example “you lost your wallet and inside your
wallet is your PRC I.D so to retrieve or to have another I.D or PRC I.D
you must put a record into police blotter that you lost your PRC I.D that
one of your requirements of your I.D” so that is the purpose of the
police record.
Another information of making procedures
of police blotter entry.
● The Police Blotter should be clear, concise,complete and should
answer 5W and 1H and should be handwritten.

WHY IS THAT POLICE BLOTTER

SHOULD BE HANDWRITTEN?
The guidelines making police blotter should be handwritten because we
handwritten the complainment example during court trial we have to do
handwritten because every person have his own signature of a hand writing
which he can distinguish that handwriting, that’s why the Police Blotter
should be handwritten so that during the court hiring during jurisdiction the
speak random his handwritten is the first being ask by the court to determine
if the handwritten is it’s yours or one who is responsible to the blotters in
that particular blotter.

2. Only facts are entered in the Police Blotter

3. Police Blotter shouldn’t have any erasures.

4. Black and Blue shall be only use in making Police Blotter.

5. Miss representation in the Blotter or any attempt to suppress any

information is punishable.
 What are we going to do if there has any
correction in the Police Blotter?

As a human sometimes we make mistake we can’t avoid mistake making

Police Blotter, if ever you made a mistake making a Police Blotter underline
or put a straight line on that word or phrase and attach your signature, date
and time reflected in your correction so that during the court hiring he can
justified and responsible to change that wrong word or phrase. so that is the
purpose of the correction.

Why is it only Black / Blue ink pen is

allowed in making Police Blotter?
Because the color will stand out among the walls of black text on the
document and it allows for easier digitising and copying.

Is there any punishment for any police

officers if he/she attempts to suppress or
manipulate any information in Police
Blotter?
Yes, there is consequences if you try or attempt to manipulate information or
detach in the pages of Police Blotter because you allowed the suspect or
violator to go free and wondering around and your putting the public at risk.
It is crucial that the said report has to be put on investigation so that the
suspect or violator shall be arrested in order to protect the victims and
secure the public safety

6. All entries must be legible written in long hand consecutively numbered.

7. Every page of the blotter shall be consecutively and chronologically filled
in. No line or space shall be left blank between any two entries.

Why is it very important that no line or

space shall be left blank in making Police
Entry Blotter?

- Because there is importance that there is no space or blanks left is to

avoid sabotage and manipulation on the Police Entry Blotter and the
empty space on the last last shall be marked with “x” until the end of
the margin of that line.

Who is responsible for signing Police

Blotter?

- The responsible person assign in the Blotter book.

WHAT IS INCIDENT RECORD FORM?

- It refers to PNP SOP Philippine National Police Standard Operating
Procedure on recording of Incidents in the Police Blotter in Filling up
this form. The use of this form is to report accidents, Injuries, Medical
situations, etc. If possible the report should be completed within 24
hours of the event. And this IRF is given to the person who reported the
incidents.
 Here is the part of the Incident Record
Form.
Item A is for personal information of a reporting person.

Item B is for the suspect. Data note to remember.

If there is no suspect involve then proceed to Item C

If there are two or more suspects involved, use an additional IRF form
for each suspect.

Then as for the children in conflict with the law in that past if there's
children involved in the incident then you should give the information
needed in the form, especially his/her parents or guardian.

Incident Record transaction receipt you should also fill out information
needed in that part depending on the case to be reported.

The Item C is the victim data note to remember:

If the reporting person in the Item A a victim proceed to Item D also if

the victim is two or more use.

Additional report form sheet for additional victims.

Item D the narrative incident in this part the 5W and 1H should be

completed then the authentication it involves the signature of the
reporting persons and the signature of the desk officer then a case
disposition for the chief head of office use only then lastly the
instruction to the reporting person which is the Police Station give
their information such as telephone number including the mobile phone
numbers of investigators on case and the chief head of officers for an
update of the progress of the investigation.
 Example of Police Blotter
The important context of Police Blotter:
1. The upper side of the Police Blotter Republic of the Philippines,
Department of Interior and Local Government, National Police
Commission, Philippine National Police, Capiz Police Provincial Office,
Dumalag Police Station, Dumalag Capiz.

The date has been made

Example: Date: oct 29, 2019

Next is blotter Entry

No: 1738

Nature of Incident

Example: Lost Wallet

Date, Time and Place

of occurrence:

October 25, 2019 ON about

3:00 pm at Brgy Tapulang,

Ma-ayon Capiz

Reportee together with his/her information then the one of the cases
that should complete the 5W and 1H lastly. The name of Duty Desk
Officer and the name of the one who noted it together with their
signature.
 Here are some additional purposes of
Police Record:
 First determining the nature extend and distribution of the police
problems delinquency vice and traffic of crimes.
 Determining the size and distribution of the force numerical strength vs
striking power.
 Influence of patrol efficiency up on total personal strength of a police.
 Functional distribution Geographical distribution.
 Chronological of force.
 Control overcomes committed and their investigation.
 Apprehending criminal offenders through a study of their modus
operandi or method of operation.
 The analysis of the traffic accident.

What are the functions of police

records?
1. Measure of police efficiency.
2. Present of community crime picture.
3. Assist in assigning and promoting personals.
4. Identify Individuals.
5. Provide for basis property accountability.
6. Control investigation.
7. Make information available to the public.
8. Increase the efficiency of traffic control.
9. Assist the court and prosecutor.
10. Assist in evaluating control services.
11. Coordinate custodial activities.
12. Integrate the department.
13. Furnish data for the budget.
 CRIME INFORMATION, REPORTING
AND ANALYSIS SYSTEM (CIRAS)

Essential Feature of CIRAS

 Sets a standard procedure in reporting crime incident.
 Capable of filtering non-crime data from the system.
 Promotes consistency in recording crime incident.
 Provides easy access to crime data nationwide and:
 Serves as working basis for politics and program of anti-criminality
measures.

Who can use the system?

The following are allowed to access to the CIRAS:

 DIDM (System Admin and Appointed Encoders)

 PROs (RIDMD System Admin and Appointed Encoders)
 PPOs (PIDMB System Admin and Appointed Encoders) and
 Police Station (System Admin and Appointed Encoders)
 Crime Incident Recording Process
START

COMPLAINANT

(Reportee/Complainant Reports tops)

DESK OFFICER
(Entertains Complainant and Receives Report)

INCIDENT RECORD FORM

(Complainant Accomplish IRF)

POLICE BLOTTER
(Duty officer enters IRF to the Police Blotter)

CHIEF, INVESTIGATION SECTION

(Duty evaluates & determines if crime incident occurred & nature of crime
recommends to the COP)

CHIEF OF POLICE

(Approves Recording to CIRAS/Designation I0C)

CRIME REGISTAR

(IRF is furnish to the CR for Recording to UCPER/CIRS)

 Incidents Recording Process

Desk officer entertains & Receives report from

START
the complainant

Complainant accomplishes Incident Record GAP ANALYSIS

Form (IRF
Complainant leaves a night away

Desk officer transcribe & enters the Incident

into the Police Blotter Multi-tasking resulting to overload
& errors in transcribing

Chief Investigator evaluates the nature of the “Late” evaluation base on process
Incident

Human intervention & discretion in

Chief of Police approves recording to CIRS & crime Incident recording, delay
designate I0C

Crime Registar records Crime Incidents to Redundancy, Delay, Errors

END UCPER/CIRS

PROBLEM EFFECT BASIC SOLUTION

1. COMPLAINANTS LEAVES A no guarantee in recording of Involved complaint in every

NIGHT AWAY complain to opportunity to step
validate statement in IRF
2. MULTI-TASKING Overload, delay & errors in Review & redefine roles &
transcribing accountabilities
3. “LATE” EVALUATION OF Delays complainant not fully Do to evaluates nature of
COMPLAINT informed of what to expect complaint at the start of
process
4. HUMAN INTERVENTION & Unrecorded Incidents Automate: minimize
DISCRETION intervention: monitor & control

5. REDUNDANCY IN THE PROCESS Delays, errors in transcribing Simplify & combine process

Perceived Problems
IMPROVING THE SYSTEM
Memorandum circular on PNP Crime Incident Recording System – MC – 2014 –
009

BACKGROUND
 A stand-alone customized single data base
 It was launched in September 6, 2011 to server as a more
 Efficient electronic Blotter System across the country
 It shall be Installed at the existing desktop of the Police Units/Stations;
 It will be utilized by the Police Stations to enter Blotter Incident report
directly to the system
 Main source of data for the weekly IRF compliance of the NCPRO.

Incident Record Form (IRF) is System generated through the CIRS

BACKGROUND
 On May 2015 a web-based CIRS has been developed and has been pilot
tested in NCPRO in June 2015.
 OIC, PNP Memorandum, dated May 15, 2015 renaming CIRS to Blotter
System; and was further developed to include crime-analysis.
 Thy System is known as CIRAS
 The data uploaded into the CIRAS may be accessed and retrieve by end
users as long as they are registered into the system.
 The system is only available to the PNP personnel who are duly
authorized and endorsed by their head of office/unit.
 Current State of CIRS Stand-alone System
 Not real time reporting of Incidents
 Computer viruses that can affect System
 Frequent installation/upgrading of version of CIRS Stand-alone Syatem
 Limited generation of reports
 Limited capacity of data base storage; and
 No Crime Mapping Capabilities

Desired state of eBlotter System

 In house web-development
 User friendly and easy access features
 Real time encoding, verification and updating of Incidents
 Provide real time crime statistics
 Eliminated installation/upgrading of CIRS Stand-alone System
 Easy access on all incidents recorded from the Police Station
Nationwide thru internet.

Desired state of eBlotter System

 Provide accurate verification of suspect, firearms and vehicles used
etc;
 Migration of CIRS, warrant and e-rogue gallery system
 Added feature for crime mapping and crime clock generation.
 Offline version in encoding if no internet connection
 More secured storage of data; and
 Future development of apps for ios and android smart phone for
Immediate Police response/assistance.
 Blotter Procedures Process
1
START
Desk officer entertain & receives report
from the complainant and initially records Desk officer entertain and Duty Investigator
into the Police Blotter the short details of received report from the stores and prints
the incident using a template complainant accomplish IRF

No
Duty Police officer accomplishes Crime
I sit a
Information Reporting & Analysis
crime Accomplished IRF
System (CIRAS)
incident?

Yes

Complainant to fill Complainant and

up officer accomplish Duty Investigator
IRF sign the IRF

Desk officer transcribe

Complainant and Desk
and entries the
officer review the summary
Incident into the
details of the incident
Police Blotter

Yes Yes

Is there any
Crime Registar complies
correction?
all IRF and records crime
No incidents for the UCPER

END
e-Blotter System
e-Blotter is an electronic data base system that facilitates crime
documentation and systematic data storage and retrieval. The system
presents a quick fast and reliable transmission of crime information from
lower Police units and offices of the PNP to the National Headquarter at
Camp Crame Quezon City.

Basis for Creaion/Implementation of E-WPIS

LOI03/11 (Manhunt “Charlie”) dated November 11, 2011 intensified campaign
to consolidate a comprehensive list of WOA and Arrest /Neutralized/Account
Wanted Person accused in various crimes.

Concept of Operation I0I

 Development and Maintenance of Data Base of wanted Persons;
 Organization appropriates units which will manage and implement the
task mandated under this LOI; and
 The monitoring and evaluation of performance of all task units.

Adoption of E-WPIS as a tool of investigation

The installation of E-WPIS /e – warrant Nationwide is one of the PNP’s
strategies in enhancing the integrated data base system and upgraded the
PNP’s Investigative equipment to give timely, fast and reliable Information of
criminals.

Purpose of E-WPIS /e – Warrant System

 Established, Maintain and update regularly the data base on WOA
 Assist the PNP and other Law Enforcement Agencies in Crime
Investigation
 Account all issued WOA
 Fast track the processes in the CJS; and
 Unite the efforts of all Law Enforcement Units Agencies and the
Community.
 How the System works?
 The primary contents of the E-WPIS /e – warrant are collection of WOA
issued by the different courts and received by the PNP offices/units.
The encoding/uploading of data shall be approved by the COP’s of the
PNP units/offices.
 The end users may search and request for these data providing them
with a digital copy of WOA.
Who can use the System?
The following are allowed to access the E – WPIS
 DIDM – staff( System Administrator)
 PROS – (RIDMD searcher/editor)
 PPOS – (PIDMB encoder/editor); and
 Police Station (searcher)
Data access and Retrieval
 Data uploaded in the E – WPIS /e warrant may be accessed and
retrieved by end users.
 User of the E – WPIS /e warrant may be PNP Personnel who are duly
authorized and endorsed by their head office/units.
 To access the E – WPIS /e warrant, log on to PNP E – warrant.com
 Development and Maintenance of Data Base of wanted
Persons

WOA
verification Warrant of Arrest
received by CPS/MPS

PPOs/CPOs, NOSUs

WOA text (CIDG, HP, AIDSOTF, AKG and

IG)
verification

Wanted Persons
Information
DIDM, CIDG,
System ITMS

Internal Address
PNPwarrant.com

E – ROGUES
GALLERY
SYSTEMS
 Basis for Creation Implementation of e – Rogues
Standard Operating Procedure on Booking of Arrested Suspect, dated
September 2, 2011 was basis for creation and implementation of the system.

The e –Rogues Gallery System as tool in Investigation

The innovative use of e – Rogues Gallery System will provide a quick
identification of a suspect wanted for a crime with just click of fingers at the
system and can be instantly access by a Police in another locality.

Purpose of e – Rogues Gallery Systems

 Provide a modern investigative tool and techniques through the use of
computer/web based recording system.
 Set the standard format of recording Personal data and mug shots;
 To unite and support the efforts of all Law Enforcement Units,
Agencies and the community

Purpose of e – Rogues Gallery System

 Modernized the concept of Blotter, Warrant and Rogues Gallery System
and
 Download and integrate the facial composite or computerized facial
composite illustration system from the Crime Lab

How the System works?

 The primary contents of the e – Rogues are collection of mug shots of
arrested persons and WPs with WA for an offense
 These data shall be approved by the chief of office for
encoding/uploading
 At the receiving end users may search and request for these data
which may subsequently be printed and reproduced