POLICE RECORDS MANAGEMENT

Record refers to the information whether in its original form or otherwise including documents,
signatures, seals, texts, images, sounds, speeches or data compiled, recorded or stored, as the case
may be:
1. in written form on any material;
2. on film, negative, tape or other medium so as to be capable of being reproduced; or
3. any means of recording device or process, computer or other electronic device or process.

Record management
- refers to the managerial activities involved with respect to the record creation, record
maintenance, and use, transmission, retention, and record disposition in order to achieve adequate and
proper documentation of policies and transactions of government for its efficient, effective and
economical operation.
 
RECORDS CYCLE
- also known as “birth-through-death cycle”
- the life span of records from creation to final disposition:

1. Birth or Creation – the period during which the record is created or comes into existence.

2. Records Maintenance and Use refers to the period when the records serve its purpose:  
a. Active Life – during which the record is maintained, used and controlled
b. Inactive Life – the time when the record is very rarely or no longer referred to and must be
transferred to a cheaper place. These records have already served their purpose but must
be kept for legal requirement or other compelling reasons.

3. Classification – records are classified for filing purposes.  

4. Storage – refers to the filing of records according to classification.
5. Retrieval – the act of taking out of record from the storage for reference purposes.
6. Purging or Retention – the act of determining if the record is for retention or ready for disposal.
7. Transfer – the process of moving the record from one storage to another.  
8. Archival Storage or Records Disposition – the systematic transfer of non-current records from
the office to any storage area or archives for long term storage, the identification of preservation
of permanent records and the destruction of valueless records.

CLASSIFICATION OF RECORDS
A. According to Period of Retention:
1. Permanent Record – to be kept for not less than ten (10) years
2. Semi-Permanent – to be kept for five (5) years
3. Temporary – no specified period but usually less than (5) years.

B. According to Importance or Essentiality:

1. Vital Records – are records that are irreplaceable, but can be reproduced.
2. Important Records – records that can be reproduced after considerable delay.
3. Useful Records – records that would cause inconvenience if lost but could be readily replaced.
4. Non-essential Records – records that are previously determined by retention schedule to be
illegible for destruction.

C. According to Phases of its Life Cycle

1. Current Phase (Current or Active Records) - records that are regularly used and maintained.
2. Semi-current Phase (Semi-current Records) - records that are still used but only infrequently.
3. Non-current Phase (Non-current or Inactive Records) - records that are no longer used.

TYPES OF POLICE RECORDS

1. Case Records – it is the heart of any police records system. It serves as the basis for an analysis of
offenses and the methods by which they are committed.

a. Complaint Sheet – it is the foundation record of the police department. It reflects all information
regarding complaints and reports received by the police from citizens and other agencies or actions
taken by the police.

b. Investigative Report – it contains the findings and actions taken by the investigating officer based on
the inquiries made and by obtaining the available facts of the incident.

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 1. Initial or Advance Report – is an advance information on a new or fresh case. It is written and
submitted immediately after having conducted the initial investigation of the case.

2. Progress or Follow-up Report – it is the result of the follow-up investigation of a new or fresh
case. It is written and submitted every time or whenever any development or progress is
accomplished in the follow-up investigation.

3. Final or Closing Report – is a complete written narration of facts based on an exhausted

investigation of the case. It is the result of evaluated, summation, analysis of all facts and
circumstances of the case. This is written and submitted whenever the case is solved and closed.
A case is solved and closed when the offender was arrested; evidence against him was
completely gathered to warrant prosecution and witness located to testify in the trial.
4. Technical Report – a report on the laboratory examination of the physical evidence gathered in
order to supplement the findings of the investigator.  

5. Accident Report – an investigation report regarding an accident which includes vehicular

accident and damage to property.  

6. Wanted Persons Report – a report on persons who are wanted by the police.  

7. Daily Record of Events – a record needed to keep all members of the police force informed
concerning police operations, assignments, and administrative functions.

2. Arrest and Booking Records – these records maintain the arrest and jail booking report which is
required for all persons arrested.
a. Arrest Report – it contains the information regarding the full name of the offender,
charges and circumstances of arrest.
b. Booking Report – it contains the list of the prisoners in custody which indicates the status
and disposition thereof.
c. Prisoner’s Property Receipt - contains all the information regarding the property taken
from the prisoner and accomplish in duplicate.

3. Identification Records – third major division of police records. It provides identification criminals
which includes names, physical characteristics and in some cases photograph.
a. Fingerprint Record – heart of any identification system.
1. Civilian Fingerprint
2. Alien Fingerprint
b. Criminal Specialty/Modus Operandi (MO) File – contains photographic record of the
modus operandi of criminals

4. Administrative Records – essential in administering personnel matters and designed to aid in

assignment, promotion, and disciplinary action of personnel.
1. Personnel Records
2. Correspondence File
3. Memoranda, Orders, Policy Files
4. Assignment Record

5. Miscellaneous Records – these are records which are not related to the recorded complaints and
investigation reports but are essential to the daily police activities.

FILING SYSTEM
1. Alphabetical – all materials are filed in dictionary order. It is the most widely used form of filing.

2. Encyclopedic Order – the subjects are grouped into major headings, individual folders are filed in
alphabetical order behind each heading.
3. Chronological Order – folders are arranged by sequential date order. It is useful for records that are
created and monitored on a daily basis.

4. Geographical – files are arranged alphabetically by geographical name of the place.

5. Numerical – assigning of numerical value or number into a specific file which can be managed
through the following system:
a. Serial Number
b. Digit Filing

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6. Centralized Filing – places all record series in one central location in an office. Most useful when the
majority of individuals within an office require access to majority of files

7. Decentralized Filing – it physically locates record series in different places within an office. Most
useful when only one individual requires access to a specific record series.

THE PHILIPPINE NATIONAL POLICE PERSONNEL RECORDS MANAGEMENT

As provided in the PNP Personnel Records Management Manual of 2008, the PNP shall
establish a centralized records management system and create, maintain, protect and preserve records
both in physical and electronic form.

RECORDS MANAGEMENT DIVISION (RMD)

The Records Management Division (RMD) was established to oversee the records management
functions of the DPRM. The RMD shall develop, coordinate and implement PNP-wide programs, policies
and procedures for creation, usage, maintenance, storage and disposition of personnel records. The
RMD is headed by a division chief with a rank of Police Senior Superintendent and assisted by an
assistant division chief with a rank of Superintendent.

RECORDS CREATION
Records creation refers to the act of exchanging written ideas between two (2) sources. At this
point, the life of the record begins. However, due to the fast pace at which the records of PNP personnel
are created, and the cost involved in maintaining them, a control system is necessary.

THE PNP PERSONNEL FILE (PPF)

The PNP Personnel File which is also known as 201 File is a folder containing a set of personal
records and information pertaining to an individual member of the PNP, which serves as basis in availing
of service record, leave record, PNP ID, legal beneficiaries, authentication of photocopies, etc.

The color of the folder for the PPFs shall be as follows:

a. Red, for Police Commissioned Officers (PCO);
b. Blue, for Police Non-Commissioned Officers (PNCO)
c. Green, for Non-Uniformed Personnel (NUP)

RECORDS MAINTENANCE
Records maintenance refers to the activities involving proper handling of records, arranging them
into usable filing sequence, using the most efficient type of filing equipment.

RECORDS DISPOSITION
Records Disposition is the systematic transfer on non-current records from an office to any
records storage area, the identification and preservation of permanent records and the outright
destruction of valueless records.
No PNP personnel or units/offices shall dispose of, destroy or authorize the disposal or
destruction of records or PPFs which are in the custody or under its control except with the prior written
authority of the Executive Director, National Archives of the Philippines (Section 18, R.A. 9470).
Any PNP personnel who, willfully or negligently, damages a police record or disposes of or
destroys a police record shall be deemed to have committed an offense.

RECORDS SECURITY AND PROTECTION

- refers to the preventive and preventive and protective measures and actions undertaken in
order to safeguard records/documents in all government agencies from unauthorized and indiscriminate
disclosure, damage, destruction and loss, whether records are filed in current of non-current storage
area.

PROTECTION OF RECORDS
1. Duplication – records shall be created with additional copies or duplicates depending on the
needs and circumstances.
2. Dispersal – records shall be distributed without additional copies or duplicates.
3. Vaulting – vital records shall be stored in a vault.
4. Evacuation – original and older records considered to be vital shall be transferred to a secure
location.

RECORDS PROTECTION LEVEL

1. Vital – or “top protection priority”, consists of all essential records considered as mission critical
and irreplaceable.

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 2. Important – or “second protection priority”, consists of all documents still considered as essential
but could be replaced or recreated.
3. Useful – or “lowest protection priority”, consists of all other documents considered to be non-
essential to normal operations but inconvenient when lost.

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