CREED REVIEW CENTER
COMPREHENSIVE REVIEW THROUGH ENHANCED EDUCATIONAL DEVELOPMENT
MODULE 2
LAW ENFORCEMENT ADMINISTRATION
POLICE PERSONNEL AND RECORDS MANAGEMENT
POLICE
- refers to a body of civil authority, which is tasked
to maintain peace and order, enforce the law,
protect lives and properties and ensure public
safety.
- a public official with an extraordinary power to
make an arrest and performing direct police
functions.
ORIGIN OF THE WORD “POLICE”
POLITEIA – Greek word which means
government of the city
POLITIA – Roman word which means condition of
the state or government
POLICE – French word which was later adopted
by the English language
PERSONNEL
- Personnel are the people who are working for a
specific company or on a specific project.
- People employed in an organization or engaged in
an organized undertaking such as military service
ORGANIZATION
- a group of persons working together for a common
goal or objectives
- a form of human association for the attainment of
a goal or objective
- the process of identifying and grouping the work to
be performed, defining and delegating
responsibility and authority, establishing
relationships for the purpose of enabling people
work effectively
POLICE ORGANIZATION
- a group of trained personnel in the field of public
safety administration engaged in the achievement
of goals and objectives that promotes the
maintenance of peace and order, protection of life
and property, enforcement of the laws and the
prevention of crimes
- types and is found in almost all but the very
SYMBIOTIC RELATIONSHIP
- “The police is the community and the community
is the police.” -Robert Peel
LAW ENFORCEMENT AGENCY
- pertains to an organization responsible for
enforcing the laws
ADMINISTRATION
- an organizational process concerned with the
implementation of objectives and plans and
internal operating efficiency
- connotes bureaucratic structure and behavior,
relatively routine decision-making and
maintenance of the internal order
POLICE/LAW ENFORCEMENT ADMINISTRATION
- the process involved in ensuring strict compliance,
proper obedience of laws and related statutes
- focuses on the policing process or how law
enforcement agencies are organized and
managed in order to achieve the goals of law
enforcement most effectively, efficiently and
productively
TYPES OF ORGANIZATION
1. THE LINE ORGANIZATION
- Is the simplest perhaps the oldest type.
- The channels of authority and responsibility
extend in a direct line from top to bottom within
the structure. Authority is definite and
absolute.
2. THE FUNCTIONAL ORGANIZATION
- Unlike the line type of structure,
establishments organized on the functional
basis VIOLATE the prime rule that men
perform best when they have but one
supervisor (they have 2 or more supervisor).
3. THE LINE AND STAFF ORGANIZATION
- The line and staff of organization is a
combination of the line and functional
smallest police agencies today.
 - It combines line unit and staff specialist
organization so that service of knowledge can
be provided line personnel by specialist
TWO (2) TYPES OF STAFF
1. Auxillary- immediately needed
2. Administrative- not immediate in effect
PRINCIPLES OF ORGANIZATION APPLICABLE TO
THE POLICE
1. Division of Work. An apportioning of works or
tasks among the various units or groups according
to some logical plan.
2. Delineation of Responsibility. Lines of authority
and responsibility should be made as definite and
direct as possible so that responsibility may
properly fixed and duplication avoided. Thus,
every member in the force knows where he fits in
the pattern, to whom he is responsible and who is
responsible to him
3. Span of Control. The extent of direction,
coordination and control over immediate
subordinates. The
span of control of a supervisor over personnel or
units shall not be more than what he can
effectively direct and coordinate.
4. Unity of Command. Each individual, unit or
situation shall be under the immediate control of
one and only one person.
5. Chain of Command. A line or chain of superiors
from top to bottom.
6. Delegation of Authority. It is the division of tasks
of command among the officers of the various
units. The authority that the chief delegates to an
officer is not the total authority of the chief. It is
limited to command of members within the
pyramid of that officer’s authority. These officers
in turn may delegate the authority given to him to
the heads smaller subordinate units. The
responsibility for a function shall carry with it
commensurate authority and the person whom the
authority is delegated.
7. Integration and Coordination. The efforts of the
different units must be coordinated and integrated
so as to accomplish a harmonious progress
towards the primary objectives of the office. The
more specialized units there are greater is the
need for integration and coordination.
8. Command Responsibility. It means the
commander is directly responsible for any act or
omission of his subordinates in relation to the
performance of their official duties.
CIRCUMSTANCES ANSWERABLE BY COMMAND
RESPONSIBILITY
1. Misfeasance – improper performance of a lawful
act
2. Malfeasance – performance of unlawful or
unauthorized act
3. Nonfeasance – failure to perform an act required
by law
Circumstances that the Commander is Presumed to be
Knowledgeable on the Commission of Irregularities or
Criminal Offenses of his Subordinates (E.O. 226):
1) When the irregularities or illegal acts are widespread
within his area of jurisdiction;
2) When the irregularities or illegal acts have been
repeatedly or regularly committed within his area of
responsibility; and
3) When members of his immediate staff or office
personnel are involved.
Circumstances that the Commander Maybe Exempted
from Command Responsibility:
1) When he is not properly informed of the acts or
omission of his subordinates;
2) When he was properly informed and he acted by
conducting immediate investigation/action
thereof; and
3) When he acted upon lawful orders from higher
authorities.
THEORIES OF POLICE SERVICE
1. Continental = is the theory of police service which
maintains that police officers are servants of higher
authorities. This theory prevails in the continental
countries like France, Italy and Spain.
2. Home Rule = the theory of police service which states
that police officers are servants of the community or
the people. This theory prevails in England and United
States. It is also the police service which prevails in
country with decentralized form of government. This is
likewise the police service theory that should prevail in
the Philippines based on the existing laws, concepts
and principles.
CONCEPT OF POLICE SERVICE
a. Old police service = states that the yardstick of
police proficiency relies on the number of arrest
made.
b. Modern police service = states that the yardstick
of police proficiency relies on the absence of
crime.
EVOLUTION OF POLICING SYSTEM
▪ Praetorian guards = military bodies who serve as
guardians of peace in ancient Rome in which the
idea of policing said to have originated
▪ Officer de la Paix = a French term which claimed
to be the origin of the term Police Officer
1. Anglo-Saxon Period of Policing System (Ancient
England)
A. Tun Policing System - A system of policing
emerged during the Anglo-Saxon period whereby
all male residents were required to guard the
town (tun) to preserve peace and protect the lives
and properties of the people.
B. Hue and Cry - A village law started in Britain which
provided methods of apprehending a criminal by an
act of the complainant to shout to call all male
residents to assemble and arrest the suspect.
C. Trial by Ordeal - A judicial practice where in the
guilt or innocence of the accused is determined by
subjecting him to an unpleasant, usually
dangerous, experience. (In present terminologies,
it would mean an employment of a “3rd degree.”)
The word “ordeal” was derived from the Medieval
Latin word “Dei Indicum” which means “a
miraculous decision.”
2. Norman Period of Policing System
A. Shire-Rieve
Shire-Rieve was a policing system during the
Norman Period when England was divided into fifty-five
(55) military areas, each headed by a ruler called the Rieve
(head-man or lieutenant of the army). The fifty-five (55)
military divisions in England are called shires. The shire-
rieve had absolute powers that no one could questions his
or her actions.
Two “Constabuli” or “The Keeper of the Horse”
were appointed to each village to aid the Rieve in his
duties. It became the source of the word Constable.
The term “Shire-Rieve” is said to be the origin of
the word “Sheriff.”
B. Legis Henrici
An act that was enacted during this period with the
following features:
▪ Offenses were classified as against the king and
individual.
▪ Policeman becomes public servant.
▪ The police and the citizens have the broad power
to arrest. It introduced the system called
“citizen’s arrest.”
▪ Grand Jury was created to inquire on the facts of
the law. A system which made inquisition onto the
facts of a crime and eliminate the “Anglo-Saxon
Trial or “Trial by Ordeal System.”
3. Westminster Period of Policing System
Statute of 1295
The law that marks the beginning of the curfew
hours, which demanded the closing of the gates of London
during sundown.
4. Magna Carta or "The Great Charter"
A law promulgated by King John of England
upon the demand of the Knights of the Round Table
forcing the King to sign the same with the following
features:
▪ No freeman shall be taken, imprisoned, banished
or exiled except by legal judgment of his peers.
▪ No person shall be tried for murder unless there is
proof of the body of the victim.
LONDON POLICING PRIOR TO 1829
Henry Fielding = appointed as Magistrate in 1748,
introduced the first detective force, known as the Bow
Street Runners
Bow Runners = a group of men organized by Henry
Fielding and named by his brother John Fielding task to
catch thieves and robbers
identified by carrying a Tipstaff with the Royal
Crown
= made up of eight constables who also
investigated crimes handed over to them by the volunteer
constables and watchmen
BEGINNING OF MODERN POLICING (1829)
Sir Robert Peel = appointed as Home Secretary in 1822
= recognized as the father of
modern policing system
METROPOLITAN POLICE = organized in 1829 by Sir
Robert Peel (Metropolitan Police Act of 1829)
= the largest of the police services that operate in
greater London (the others include the City of London
Police and the British Transport Police)
= finest police force around the world.
= the headquarters of the Metropolitan Police
Service is the Scotland Yard, now known as the
New Scotland Yard
TOTAL POLICING = motto of London
Metropolitan Police
UNITED STATES OF AMERICA
1. NEWYORK POLICE DEPARTMENT
- created in 1845 in New York, USA
- recognized as the first modern style police
department in the US
- the largest police force in the world
- modeled after the Metropolitan Police Service of
London
2. BOSTON POLICE DEPARTMENT
- the oldest police department in the US
- the first night watch was established in Boston
in 1631
- formally founded in May, 1854
AUGUST VOLLMER
- recognized as the Father of Modern Law
Enforcement for his contributions in the
development of the field of criminal justice in the
US
 - author of the book, Police Administration, which
served as the basic guide in the administration of
the police organization in the US
- was the first police chief of Berkeley, California
BRIEF HISTORY OF THE PHILIPPINE POLICING
SYSTEM
A. During the Spanish Regime
Maintenance of law and order is a part of the
military system for the defense of the colony;
Locally organized police forces, although
performing civil duties is a direct adjunct of the colonial
military establishments; (policemen in appearance yet
colonial soldiers in the ultimate sense).
Police functions consisted mainly of (1) suppression of
brigandage by patrolling unsettled areas; (2) detection of
local or petty uprising by spying upon the work and
movements of the people and; (3) the enforcement of tax
collection including church revenues.
During the Spanish Regime.
Carabineros De Seguridad Publica = Organized in 1712
for the purpose of carrying the regulations of the
Department of State. This was armed and considered as
the mounted police who later discharged the duties of a
port, harbor and river police. It was later given special
commission by Royal Decree of December 20, 1842 and it
was called – Cuerco De Seguridad Publica ( Corps of
Crabbiness for Public Security).
Gurdia Civil = Created by Royal decree on February 12,
1852, to partially relieve the Spanish peninsula troops of
their works in policing towns. It is consisted of a body of
Filipino policemen organized originally in each of the
provincial capital of the province of Luzon under the
Alcalde Mayor.)
B. American Period
The Americans established the United States
Philippine Commission headed by General Howard Taft as
its first governor-general. On January 9, 1901, the
Metropolitan Police Force of Manila was organized
pursuant to Act No 70 of the Taft Commission. This has
become the basis for the celebration of the anniversary of
the Manila’s Finest every January 9th.
1. ACT NO 175 – entitled “An Act Providing for the
Organization and Government of an Insular
Constabulary”, enacted on July 18, 1901
CAPT. HENRY ALLEN
- the first chief of the Philippine Constabulary in
1901
2. ACT NO 183 - created the Manila Police Department,
enacted on July 31, 1901
CAPT GEORGE CURRY,
- the first chief of police of the Manila Police
Department in 1901
3. Act No 255 – the act that renamed the Insular
Constabulary into Philippine Constabulary, enacted on
October 3, 1901
4. Executive Order 389 – ordered that the Philippine
Constabulary be one of the four services of the Armed
Forces of the Philippines, enacted on December 23, 1940
C. Post-American Period
RA 4864 – otherwise known as the Police
Professionalization Act of 1966, enacted on September 8,
1966; created the Police Commission (POLCOM) as a
supervisory agency to oversee the training and
professionalization of the local police forces under the
Office of the President; later POLCOM was renamed into
National Police Commission (NAPOLCOM)
D. Martial Law Period
PD 765 – otherwise known as the Integration Act of 1975,
enacted on August 8, 1975; established the Integrated
National Police (INP) composed of the Philippine
Constabulary (PC) as the nucleus and the integrated
local police forces as components, under the Ministry of
National Defense
- transferred the NAPOLCOM from the Office of
the President to the Ministry of National
Defense
E. Post Martial Law Regime
Executive Order No 1012 – transferred to the city and
municipal government the operational supervision and
direction over all INP units assigned within their locality;
issued on July 10, 1985
Executive Order No 1040 – transferred the administrative
control and supervision of the INP from the Ministry of
National Defense to the National Police Commission
RA 6975 – otherwise known as the Department of the
Interior and Local Government Act of 1990, enacted on
December 13, 1990; reorganized the DILG and
established the Philippine National Police, Bureau of Fire
Protection, Bureau of Jail Management and Penology and
the Philippine Public Safety College
RA 8551 – otherwise known as the Philippine National
Police Reform and Reorganization Act of 1998, enacted
on February 25, 1998; this law amended certain provisions
of RA 6975
RA 9708 - law amending the provisions of RA 6975
and RA 8551 on the minimum educational qualification for
appointment to the PNP and adjusting the promotion
system; approved on 12 August 2009
“AN ACT EXTENDING FOR FIVE (5) YEARS THE
REGLEMENTARY PERIOD FOR COMPLYING WITH
THE MINIMUM EDUCATIONAL QUALIFICATION FOR
APPOINTMENT TO THE PHILIPPINE NATIONAL
POLICE (PNP) AND ADJUSTING THE PROMOTION
SYSTEM THEREOF, AMENDING FOR THE PURPOSE
PERTINENT PROVISIONS OF REPUBLIC ACT NO. 6975
AND REPUBLIC ACT NO. 8551 AND FOR OTHER
PURPOSES”
IMPORTANT FILIPINO PERSONALITIES IN THE
EVOLUTION OF PHILIPPINE POLICING
BRIG GEN RAFAEL CRAME
- the first Filipino chief of the Philippine
Constabulary in 1917
COL ANTONIO TORRES
- the first Filipino chief of police of the Manila
Police Department in 1935
COL LAMBERTO JAVALERA
- the first chief of police of the Manila Police
Department after the Philippine
Independence from the United States of
America in 1946
P/DIR GEN CESAR NAZARENO
-the first chief of the Philippine National Police
HIGHLIGHTS OF RA 6975 – THE DEPARTMENT OF
THE INTERIOR AND LOCAL GOVERNMENT ACT OF
1990, RA 8551 – THE PHILIPPINE NATIONAL POLICE
REFORM AND REORGANIZATION ACT OF 1998 and
RA 9708
A. THE DEPARTMENT OF THE INTERIOR AND
LOCAL GOVERNMENT (DILG)
- formerly Department of Local Government
(DLG)
- reorganized under RA 6975
ORGANIZATION:
- consist of:
a) the Department proper
b) existing bureaus and offices of the DLG
c) local government units (LGU)
1) provincial governors
2) city and municipal mayors
d) the National Police Commission
e) the Philippine Public Safety College
f) Philippine National Police
g) Bureau of Fire Protection
h) Bureau of Jail Management and Penology
- the PPSC, PNP, BFP and BJMP were created
under RA 6975
- headed by the Secretary to be appointed by the
President and who shall serve at the pleasure
of the President
- the Secretary shall be assisted by two (2)
Undersecretaries and three (3) Assistant
Secretaries
- Undersecretary for Local Government
- Undersecretary for Peace and Order
- No retired or resigned military officer or police
official may be appointed as Secretary within one
(1) year from date of retirement or resignation
- the Secretary is also the ex officio chairman of
the National Police Commission
- refer to the organizational chart of DILG
-
POWERS AND FUNCTIONS OF THE DILG
1. Assist the President in the exercise of general
supervision over local governments;
2. Advise the President in the promulgation of
policies, rules, regulations and other issuances on
the general supervision over local governments
and on public order and safety;
3. Establish and prescribe rules, regulations and
other issuances implementing laws on public
order and safety, the general supervision over
local governments and the promotion of local
autonomy and community empowerment and
monitor compliance thereof;
4. Provide assistance towards legislation regarding
local governments, law enforcement and public
safety;
Establish and prescribe plans, policies, programs
and projects to promote peace and order, ensure
public safety and further strengthen the
administrative, technical and fiscal capabilities of
local government offices and personnel;
5. Formulate plans, policies and programs which
will meet local emergencies arising from natural
and man-made disasters;
Establish a system of coordination and
cooperation among the citizenry, local executives
and the Department, to ensure effective and
efficient delivery of basic services to the public;
6. Organize, train and equip primarily for the
performance of police functions, a police force that
is national in scope and civilian in character.
RELATIONSHIP OF THE DILG WITH THE
DEPARTMENT OF NATIONAL DEFENSE (DND)
- under RA 6975, the Armed Forces of the
Philippines (AFP) was in charge with external
security while the DILG was in charge with
internal security
- under RA 8551, the Armed Forces of the
Philippines is now in charge with both internal
and external security with the PNP as support
through information gathering and
performance of ordinary police functions
B. NATIONAL POLICE COMMISSION
- an agency attached to the DILG for policy
coordination
- shall exercise administrative control and
operational supervision over the PNP
COMPOSITION:
 - consist of a Chairperson, four (4) regular
Commissioners and the Chief of PNP as ex
officio member
- shall serve a term of office of six (6) years
without reappointment or extension
- three of the four regular commissioners shall
come from civilian sector and not former
members of the police or military
- the fourth regular commissioner shall come
from the law enforcement sector either active
or retired
- at least one (1) of the four regular
commissioners shall be a woman
- from among the three regular commissioners
from the civilian sector, the Vice Chairperson
shall be chosen
- the Vice Chairperson shall act as the
Executive Officer of the Commission
- refer to the organizational structure of the
NAPOLCOM
QUALIFICATIONS OF THE REGULAR
COMMISSIONERS
- citizens of the Philippines
- lawyers with at least five (5) years of
experience in handling criminal or human
rights cases; or
- holders of a master’s degree in public
administration, sociology, criminology,
criminal justice, law enforcement and other
related disciplines
ORGANIZATIONAL STRUCTURE
- composed of:
a) Commission Proper
b) Staff Services
1) Planning and Research
2) Legal Affairs
3) Crime Prevention and Coordination
4) Personnel and Administrative Service
5) Inspection, Monitoring and
Investigation
6) Installations and Logistics
7) Financial Service
c) Disciplinary Appellate Boards
1) National Appellate Board
▪ shall decide cases on appeal
from the decisions rendered by
the Chief, PNP
2) Regional Appellate Board
▪ shall decide cases on appeal
from decisions rendered by the
mayor, PLEB, and PNP officers
other than the Chief, PNP
C. PHILIPPINE NATIONAL POLICE
- organized pursuant to RA 6975, as
amended by RA 8551
- a law enforcement agency under the
operational control of the Department of the
Interior and Local Government and
administrative supervision of the National
Police Commission
- it is an organization that is national in scope
and civilian in character, as provided by
Article XVI, Section 6 of the 1987 Philippine
Constitution:
“The state shall establish and maintain one
police force which shall be national in scope
and civilian in character…”
- headed by the Chief, PNP, with the rank of
Director General, appointed by the
President and who shall serve a term of
office of four (4) years
NATIONAL IN SCOPE
- means that the PNP is a nationwide
government organization whose jurisdiction
covers the entire breadth of the Philippine
archipelago
- all uniformed and non-uniformed personnel of
the PNP are national government employees
CIVILIAN IN CHARACTER
- means that that the PNP is not a part of the
military, although it retains some military
attributes such as discipline
POWERS AND FUNCTIONS OF THE PNP
1) Enforce all laws and ordinances relative to the
protection of lives and properties;
2) Maintain peace and order and take all necessary
steps to ensure public safety;
3) Investigate and prevent crimes, effect the arrest of
criminal offenders, bring offenders to justice and
assist in their prosecution;
4) Exercise the general powers to make arrest,
search and seizure in accordance with the
Constitution and pertinent laws;
5) Detain an arrested person for a period not beyond
what is prescribed by law, informing the person so
detained of all his rights under the Constitution;
6) Issue licenses for the possession of firearms and
explosives in accordance with law;
7) Supervise and control the training and operations
of security agencies and issue licenses to operate
security agencies and to security guards and
private detectives, for the purpose of their
professions.
T.S.A.P.A. - To Serve and Protect Advocacy
ORGANIZATION and COMPOSITION OF THE PNP
- shall be headed by a Chief who shall be
assisted by two (2) deputy chiefs:
 1) Deputy Chief for Administration
2) Deputy Chief for Operations
- the Chief PNP and the two (2) deputy chiefs
shall be appointed by the President
- no officer who is retirable within six (6) months
shall be appointed Chief
- the PNP shall be composed of a national
office, regional offices, provincial offices,
district offices, and city or municipal stations
A. Composition of the Philippine National Police
(PNP) (Sec. 23, RA 6975). (OLD COMPOSITION)
The following are the component agencies that
compose the Philippine National Police:
1. Members of the Integrated National Police (INP)
Pursuant to Presidential Decree (PD) 765.
2. Officers and Enlisted Personnel of the Philippine
Constabulary (PC)
3. NARCOM civilian personnel
4. CIS civilian personnel
5. Technical Services of the AFP assigned with the
PC
6. Investigation, Intelligence, and Inspection Branch
and Hearing officer of the NAPOLCOM
7. Philippine Air Force Security Command
(PAPSECOM)
8. Coast Guards
9. National Action Committee on Anti-Hijacking
(NACAH)
8. Directorate for Police Community Relations
9. Directorate for Investigation and Detective Management
10. Directorate for Research and Development
11. Directorate for Information and Communication
Technology Management.
12. Directorate for Human Resource and Doctrine
Development
THE PNP SUPPORT UNITS
The PNP is composed of various National Support
Units (NSU’s): the Administrative Support Units and the
Operational Support Units. The head of each
Administrative and Operational Support Units has the rank
of Chief Superintendent.
NATIONAL ADMINISTRATIVE SUPPORT UNITS
1. Logistics Support Service (LSS)
2. Information Technology Management Service
(ITMS)
3. Finance Service (FS)
4. Health Service (HS)
5. Communications and Electronic Service
(COMMEL)
6. Chaplain Service (CS)
7. Legal Service (LS)
8. Headquarters Support Service (HSS)
9. Engineering Service (ES)
10. Training Service (TS)
11. Personnel and Retirement Benefits Service
(PRBS)

CAMP RAFAEL CRAME NATIONAL OPERATIONAL SUPPORT UNITS (NOSU)

- the national headquarters of the Philippine
National Police, located in Quezon City 1. Maritime Group
- houses the offices of the following: 2. Intelligence Group
a) Chief, PNP 3. Police Security and Protection Group
b) two (2) deputy chiefs 4. Criminal Investigation and Detection Group
c) Chief, Directorial Staff 5. Special Action Force
d) Directorial Staff 6. Civil Security Group
e) National Administrative Support Units 7. Aviation Security Group
f) National Operational Support Units 8. Highway Patrol Group
9. Crime Laboratory Group
PNP Directorial Staff 10. Police Community Relations Group
The head of the PNP Directorial Staff is The Chief 11. Anti-Kidnapping Group
Directorial Staff (TCDS) with the rank of Deputy Director 12. Anti-Cybercrime Group
General. The PNP is composed of twelve (12) Directorates
headed by a Police Director with a position title of Director POLICE REGIONAL OFFICES
of the Directorial Staff.
At the regional level, the PNP is composed of
seventeen (17) Police Regional Offices.
The PNP Directorial Staff is composed of the
following: Each Police Regional Office (PRO) is headed by
a Regional Director with the rank of Chief Superintendent,
1. Directorate for Personnel and Records Management; except in the National Capital Region Police Office
2. Directorate for Intelligence; (NCRPO) where the NCR Director has the rank of Police
3. Directorate for Operations; Director.
4. Directorate for Logistics;
5. Directorate for Integrated Police Operations The Regional Offices is composed of PRO 1 to
6. Directorate for Plans PRO 13, NCRPO, CAR and ARMM
7. Directorate for Comptrollership

THE NATIONAL CAPITAL REGION POLICE OFFICE
(NCRPO)
The National Capital Region Police Office
(NCRPO) is one of the Police Regional Offices of the PNP.
The NCRPO is headed by an NCR Director with the rank
of Police Director. The NCRPO is divided into five (5)
District Offices, each headed by a District Director with the
rank of Chief Superintendent.
The five (5) district offices of the NCRPO are the
following:
1. Manila Police District (MPD) - formerly known as
Western Police District. Located in the City of Manila.
It is popularly known as the Manila’s Finest.
2. Eastern Police District (EPD) – covers Marikina,
Pasig, San Juan and Mandaluyong,
3. Northern Police District (NPD) – has jurisdiction over
the cities of Caloocan, Malabon, Navotas, and
Valenzuela.
4. Central Police District (CPD) – formerly known as
Quezon City Police District. Located in Quezon City.
5. Southern Police District (SPD) – covers the cities of
Pasay, Makati, Paranaque, Las Pinas, Muntinlupa,
Taguig and Pateros.
PROVINCIAL POLICE OFFICES
- for every region, there are provincial offices,
each headed by a Provincial Director
- in large provinces, police districts may be
established to be headed by a District Director
- at the city or municipal levels or stations, each
is headed by a Chief of Police
THE CITY OR MUNICIPAL POLICE STATIONS
At the city or municipal level, there is a PNP
station, each headed by a Chief of Police.
MANNING LEVELS (POLICE-TO-POPULATION RATIO)
1:500 – nationwide average
1:1000 – minimum police-to-population ratio
Highly urbanized city - 1:500-700
Component city - 1:650-800
Municipalities - 1:750-1000
Manning Levels (police-to-population ratio)
The average manning level of the PNP nationwide
shall be approximately in accordance with a police-to-
population ratio of one (1) policeman for every five
hundred (500) persons (1:500).
The minimum police-to-population ratio shall not
be less than one (1) policeman for every one thousand
(1,000) persons (1:1000).
POLICE NON-COMMISSIONED OFFICER RANKS
(PNCO)
- PO1 to SPO4
POLICE COMMISSIONED OFFICER RANKS (PCO)
- INSPECTOR TO DIRECTOR GENERAL
KEY POSITIONS and their CORRESPONDING RANKS
IN THE PNP
1. CHIEF – highest position in the PNP, with the rank
of DIRECTOR GENERAL
2. DEPUTY CHIEF FOR ADMINISTRATION – the
second-in command, with the rank of DEPUTY
DIRECTOR GENERAL
3. DEPUTY CHIEF FOR OPERATIONS – the third-
in-command, with the rank of DEPUTY
DIRECTOR GENERAL
4. NCR DIRECTOR – with the rank of DIRECTOR
5. REGIONAL DIRECTOR – with the rank of CHIEF
SUPERINTENDENT
6. PROVINCIAL DIRECTOR – with the rank of
SENIOR SUPERINTENDENT
7. NCR DISTRICT DIRECTOR – with the rank of
CHIEF SUPERINTENDENT
STATUS OF THE MEMBERS OF THE PNP
- police officers are employees of the national
government and shall draw their salaries
from the national budget
- they shall have the same salary grade level as
that of public school teachers police officers
assigned in Metro Manila, chartered cities and
first class municipalities may be paid financial
incentives by the local government unit
concerned subject to availability of funds
MANAGEMENT
Management pertains to the utilization of available
resources in an organization to achieve its organizational
objectives. It also refers to the process of directing and
facilitating the work of people organized in formal groups
in order to achieve a desired goal. It is concerned in placing
the right people on the right job and in maintaining a
satisfied work force.
As a SOCIAL FORM, it is an association or group
of people working and coordinating together to attain a
common goal or objective.
A STRUCTURE of rules filled by humans. (Alvin Toffler)
A PROCESS of combining the work which individuals or
groups have to perform with the facilities necessary for its
execution, that the duties so performed provide the best
channels for the efficient, systematic, positive and
coordinated application of the available effort. (Oliver
Sheldon)
ELEMENTS OF MANAGEMENT
1. Authority – is the right to command and control
the behavior of employees in lower positions
within an organizational hierarchy. A particular
position within an organization carries the same
regardless of who occupies that position.
SOURCES OF MANAGEMENT AUTHORITY
1. Law – power given by law (COP, mayor, president)
2. Tradition – established by customs (king, queen,
parents, priest)
3. Delegation - power given or passed by another
person (boss to his secretary)
4. Charisma – personal appeal (leader of a rally group,
terroristic group, school grouping)
2. Responsibility – means that the management
shall be held accountable for whatever result that
may arise in the exercise of authority. Thus,
responsibility limits the exercise of one’s authority.
Command Responsibility - is the doctrine
that imposes commensurate accountability to one
who is vested with management and leadership
functions.
ADMINISTRATION
- is an organizational process concerned with
the implementation of objectives and plans
and internal operating efficiency. It connotes
bureaucratic structure and behavior, relatively
routine decision making and maintenance of
the internal status quo.
Difference Between Management and Administration
According to Kast and Rosenzweig “Administration”
oftentimes has had the connotation of governmental or
other non-profit organizations, whereas “Management”
has been relegated to business enterprises although they
considerably overlap in usage.
MANAGEMENT OR ADMINISTRATIVE FUNCTIONS
(PODSCORB)
1. PLANNING - refers to the determination in advance of
how the objectives of the organization will be attained.
CLASSIFICATION OF
PLANNING:
1. Strategic / Long Range
2. Intermediate / Medium Range
3. Operational / Short Range
TYPES OF PLANS
1. PROCEDURAL PLAN OR POLICY PLANS
- deal with procedures that have been outlined and
officially adopted by all members of the unit under
specified circumstances
- Guidelines for actions to be taken.
- include all STANDARD OPERATING PROCEDURES
(SOP)
EXAMPLES OF PROCEDURAL PLANS/POLICY PLANS
FIELD PROCEDURES - procedures intended to be used
in all situations of all kinds shall be outlined as guide to
officers and men in the field, such as: procedures that
relate to reporting, to raids, arrests, stopping suspicious
persons, receiving complaints, investigation, etc
HEADQUARTERS PROCEDURES - include the
procedures to be followed in the headquarters, usually
reflected in the duty manual.
SPECIAL OPERATING PROCEDURES - procedures
intended for specific operations to ensure uniformity of
action
2. OPERATIONAL PLANS
- often called work plan
- the work program of the field units
- describe specific actions to be taken
- the work to be done is estimated, manpower and
equipment is allocated, proper objectives are
defined and methods of accomplishment are
developed
- statistical analysis is widely used
3. TACTICAL PLANS
- plans that concern methods of action to be taken at
a designated location and under specific
circumstances
- generally emergency type plans that can be put into
effect on the sudden occurrence of a condition
requiring their use
- planning for emergencies of a specific nature at
known locations
- developed for specific situations as they arise
- examples are: planning for major accidents;
calamities or disasters; special events;
hostage-taking situations, etc
4. ADMINISTRATIVE or MANAGEMENT PLANS
- those plans that relate to staffing, equipping,
supplying and organizing
 - include the structuring of functions, authority and
responsibilities, the allocation of resources,
personnel management, budgeting and other
concerns administrative in nature
- examples are: assignment and training of
personnel; recruitment; equipment and
supply procedures, etc
5. EXTRA-DEPARTMENTAL PLANS
- those which require actions or assistance from
persons or agencies outside of the department
- involve coordination with other agencies
- examples are: exchange of information on
wanted persons, known drug syndicates,
known organized crime groups, stolen
vehicles, etc
2. ORGANIZING - involves the determination and
allocation of the men and women as well as the resource
of an organization to achieve pre-determined goals or
objectives of the organization.
3. DIRECTING - involves the overseeing and supervising
of the human resources and the various activities in an
organization to achieve through cooperative efforts the
pre-determined goals or objectives of the organization.
4. STAFFING - the task of providing competent men to do
the job and choosing the right men for the right job. It
involves good selection and processing of reliable and
well-trained personnel.
5. CONTROLLING - involves the checking or evaluation
and measurement of work performance and comparing it
with planned goals or objectives of the organization, and
making the necessary corrective actions so that work is
accomplished as planned.
6. REPORTING - the making of detailed account of
activities, work progress, investigations and unusual in
order to keep everyone informed or what is going on.
the highest reasonable expectations of operating
efficiency.
LEADERSHIP
LEADERSHIP
- Process of influencing organization members to
achieve the goal of a police department
STYLES OF LEADERSHIP
1. Autocratic – assume full responsibility for all action
and seeks obedience
2. Democratic – draws ideas and suggestions from his
group by means of discussion
- Staff is encouraged to participate in decision
making
3. Free-rein - hands off passive approach in dealing
with subordinates
- Minimum control
- Act as information booth
FIVE (5) SOURCES OF POWER AND AUTHPRITY IN
SOCIAL RELATION
1. REWARD POWER – motivates workers through
money and recognition
2. COERCIVE POWER – motivates subordinates
through threat and removal of benefits
3. LEGITIMATE POWER – power stemming from
law and right
4. REFERENT POWER – power stemming from a
person’s identity or sense of importance
5. EXPERT POWER – stemming from expertise or
the person
MANAGERIAL FUNCTIONS

7. BUDGETING - the forecasting in detail of the results of

an officially recognized program of operations based on
1. Money 4. Materials
2. Manpower 5. Market
3. Machinery 6. Methods
THEORY X AND Y
Scientific Management
This behavioral science approach was introduced
- proposed by Frederick Taylor (the “Father of by D. McGregor. Theory X assumes that people have little
Scientific Management). ambition, dislike work, and must be coerced in order to
perform satisfactory. Theory Y assumes that people do not
Under this theory, workers are motivated by inherently dislike work and if properly rewarded, people will
economic rewards and that if they are paid commensurate perform well on the job.
to work being done they produce maximum amount of
work. This management theory entails that good salary PERSONNEL MANAGEMENT
and incentives must be given to workers to ensure their
hard work, innovative action and good will.
 Personnel Management is that part of
management process which is primary concerned with the
human constituents of an organization.
It also refers to that specialized branch of
management which is concerned with solving the human
problems of an organization intelligently and equitably in a
manner that not only the employee potentials are
developed but maximum satisfaction is also achieved by
the individual, the group and the executives or managers
and the goals of the organization are accomplished to the
fullest possible extend.
POLICE PERSONNEL MANAGEMENT
- the art of preparing, organizing and directing the efforts
of members of a police force in order that they may achieve
the accomplishment of the police purpose. The primary
objective of an effective police personnel management is
the establishment and maintenance for the public service
of a competent and well-trained police force.
Purpose of Police Personnel Administration
The prime objective of an effective police
personnel administration is the establishment and
maintenance for the public service of a competent and
well-trained police force, under such conditions of work
that this force may be completely loyal to the interests of
the government of all times.
Objectives of Personnel Management
The management of human resources is
delegated to the unit of organization, known as Human
Resource Department (HRD). This is to provide services
and assistance needed by the organizations’ human
resource in their employment relationship with the
organization. An important task of the Human Resource
Department is winning employee’s acceptance of
organization’s objectives.
The objectives are:
1. To assist top and line management achieves the
organization’s objective of fostering harmonious
relationship with its human resource.
2. To acquire capable people and provide them with
opportunities for advancement in
self-development.
3. To assist top management in formulating policies
and programs that will serve the requirements of
the police organization and administer the same
fairly to all members.
4. To provide technical services and assistance to
the operating management in relation to their
personnel functions in promoting satisfactory work
environment.
5. To assist management in training and developing
the human resources of the organization if it does
not have a separate training department to
perform its functions.
6. To see that all police members are treated equally
and in the application of policies, rules and
regulations and in rendering services to them.
7. To help effect organization development and
institution building effort.
FUNCTIONS OF POLICE PERSONNEL MANAGEMENT
1. Police Personnel Planning – study of the labor supply
of jobs which are composed of the demands for employees
in an organization to determine future personnel
requirements which either increase or decrease.
2. Police Recruitment – is the process of encouraging
police applicant form outside an organization to seek
employment in an organization. It consists of developing a
recruitment plan, recruitment strategy and maintaining a
list of qualified applicants.
3. Police Screening/Selection – the process of
determining the most qualified police applicant for a given
position in the police organization.
4. Police Placement / Assignment– the process of
making police officers adjusted and knowledgeable in a
new job and/or working environment.
5. Police Training and Development – refers to any
method used to improve the attitude, knowledge and skill
or behavior pattern of an employee for adequate
performance of a given job.
6. Police Appraisal / Work Evaluation– process of
measuring the performance of people in achieving goals
and objectives. Also known as Performance Evaluation
System
7. Police Compensation – constitute the largest single
expenditure for most organizations
POLICE PERSONNEL PROGRAMS AND POLICIES
Nature of Personnel Programs
Personnel Programs refers to the activities
programmed to implement the organization philosophy or
creed and the personnel philosophy of central managers
in relation to people so as to accomplish organizational
objectives. It serves as a fundamental guide for personnel
practices and personnel policies used in an organization
for maintaining harmony between management and
employees. A good personnel program covers all the
operative functions of personnel.
Factor to Considered in Personnel Program
The following factors should be taken into
consideration in the preparation of a personnel
program.
▪ objectives of the organization
▪ organizational philosophy of central management
in relation to personnel,
▪ financial conditions and physical facilities of the
organization
▪ cultural background and tradition of the people
▪ community and employees
▪ governmental factors.
Police Personnel Policies
1. Acquiring competent personnel - includes
human resources planning, job description and job
specification, police recruitment, selection,
placement, transfer, layoffs, and separation.
2. Holding and retaining competent police
personnel - gives depth and meaning to good
management philosophy, and involves the
granting of fair wages, reasonable working hours,
and other employee benefits and services. These
activities include the determination of an equitable
wage and maintenance of an incentive system.
This area also concerned with securing greater
officer participation in activities and with
strengthening officer morals and effectiveness. All
these help make the organization a “good place to
work in.”
3. Developing and motivating personnel - deals
with the education of the police officers, the
appraisal of work performance, their promotion,
and the suggestion system, which enables them
to develop so they can rise to the police
organization’s desired standards of performance.
4. Labor and human relations - involves the
development of harmonious relations between
management on one hand and individual police
officer the on the other hand. It also concerns the
observance and application of laws and court
decisions affecting human relations, and
relationships with other government law
enforcement agencies.
5. Efficient administration of the program with
adequate budget – this is to achieve a favorable
climate for police officers. Good human relations
should be the attitude in the applications,
implementation and interpretation of the
organization’s policies, rules and regulations. The
important tools in this area are records and
reports, personnel research and statistics, and
evaluation of the effects of current policies,
activities, and programs.
POLICE POLICIES AND PROCEDURES
Nature of Police Policies
Policies are tools of police management, which
give life and direction to the police program of activities and
set limits within which action is to be pursued by the
personnel concerned. Policies define the authority and the
responsibility of subordinates. They help the personnel
understand their mutual relationships. They are ahead to
guide the men on the operational level, authority, and
responsibility and to enable them to arrive at sound
decisions.
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 decisions
that set the course what the organization should follow. It
defines the authority and responsibility of supervisors in
their job of directing group efforts and implementing
personnel programs.
Policies form a code of procedure in that they
broadly indicate the best method of conducting any portion
of the work at hand. They assist police officers in problem
solving and decision-making. While policies must be
consistent, they must be flexible enough to permit
adjustments when the need for change arises.
TYPES OF POLICE POLICIES
According to origin, policies are classified as:
1. Originated Policy - This type of policy comes
from top management level and is intended to set
up guidelines in the operation of the police
organization.
2. Appealed Policy - This type of policy is born when
problems arise at the lower levels of the
organization and the man in charge does not know
how to meet the problem. He then appeals to his
superiors for guidelines and for guidance.
3. Imposed Policy - This type of policy comes from
the government in the forms of laws,
administrative orders, and rules and procedures or
contract specifications.
According to their subject matter, policies may
be classified into:
1. General Statement of Principles - policies stated
in broad terms, such as statement of objectives,
 philosophy and creed. Others stress in general
terms management traits, such as fairness in
dealing with officers, understanding and humane
treatment of the work force.
2. Specific Rules - cover specific situations. They
are more direct and are less flexible. They are
more rigid in nature.
Dissemination of Policies
To be effective, personnel policies must be
understood by all concerned including the managers and
supervisors who are to interpret and implement them to the
employees who will be affected by the policies. Various
means are used by communicate personnel policies to
employees. The most common are police handbooks,
manuals, publications, memoranda, and circulars, bulletin
boards, meetings and conferences.
Police Handbooks - These handbooks are
distributed to all personnel, and contain among other
things, information about the benefits and services that the
organization grants to its officers, the organization’s
history, its organizational structure, its officers, and other
information useful to the officers in understanding their
relationship with the organization.
Police Manual - A policy manual covering all
police personnel policies and procedures, if made
available to managers and supervisors, will be a great help
in their decision-making and employees relationship.
Memoranda and Circulars - Memoranda and
circulars are another common means of communicating
police policies to all officers. They can be issued fast and
they provide the greatest assurance of reaching every
employee. They are built in means by which every member
of the organization is reached.
Bulletin Boards - Organizational policies, rules
and regulations, and activities may be typed out of
mimeographed and the posted on bulletin boards. If
strategically located and well managed, bulletin boards are
an effective medium for transmitting newly issued policies,
rules and regulations 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 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 and attention by management in recent
years. To meet the needs of communicating with officers,
police organizations have been spending amount of
money on publications, internal or external.
POLICE JOB DESCRIPTION
After a job is analyzed, the facts about it are
gathered, summed up, and recorded in the job description
and job specifications.
Job description may be defined as an abstract of
information derived from the job analysis report, describing
the duties performed, the skills, the training, and
experience required the responsibilities involved, the
condition under which the job is done, and relation of the
job to the other job in the organization.
POLICE RECRUITMENT, SELECTION, AND
PLACEMENT
RECRUITMENT
-the process of attracting candidates who have
minimum qualifications to be eligible for
selection procedure. It is the process of
searching the candidates for employment and
stimulating them to apply for jobs in the
organization.
SELECTION
- the process of screening out or eliminating
undesirable applicants who do not meet the
organization’s criteria.
In the Philippine National Police, the recruitment
and selection of applicants who will be appointed to the
police service is the responsibility of the Directorate for
Personnel and Records Management (DPRM). DPRM is
tasked in the management of PNP uniformed and non-
uniformed personnel as individuals, manpower
procurement and control and in the records management
of the organization.
GENERAL QUALIFICATIONS FOR APPOINTMENT TO
THE PNP (R.A. 6975, as amended by R.A. 8551 and
R.A. 9708)
No person shall be appointed as officer and
member of the Philippine National Police unless he or she
possesses the following minimum qualifications:
a) A citizen of the Philippines;
b) A person of good moral conduct;
c) Must have passed the psychiatric/psychological,
drug and physical tests to be administered by the
PNP or by any NAPOLCOM accredited
government hospital for the purpose of
determining physical and mental health;
d) Must possess a formal baccalaureate degree from
a recognized institution of learning;
 e) Must be eligible in accordance with the standards
set by the Commission;
f) Must not have been dishonorably discharged from
military employment or dismissed for cause from
any civilian position in the Government;
g) Must not have been convicted by final judgment of
an offense or crime involving moral turpitude;
h) Must be at least one meter and sixty-two
centimeters (1.62 m) in height for male and one
meter and fifty-seven (1.57 m) for female;
i) Must weigh not more or less than five kilograms
(5kgs) from the standard weight corresponding to
his or her height, age and sex; and
j) For a new applicant, must not be less than twenty-
one (21) nor more than thirty (30) years of age
Pursuant to RA 9708, “…PNP members who are
already in the service upon the effectivity of Republic Act
No. 8551 shall be given five (5) years to obtain the
minimum educational qualification preferably in law
enforcement related courses, to be reckoned from the date
of the effectivity of this amendatory Act: Provided,
furthermore, That for concerned PNP members rendering
more than fifteen (15) years of service and who have
exhibited exemplary performance as determined by the
Commission, shall no longer be required to comply with the
aforementioned minimum educational requirement.”
EXAMINATION AND ELIGIBILITY
The National Police Commission is vested with the
authority to administer the entrance and promotional
examinations for members of the PNP on the basis of the
standards set by the Commission.
The PNP entrance and promotional examinations
are designed to measure the examinee’s mental
capabilities, value orientation, aptitude and fitness for initial
appointment or for promotion. Applicants who pass these
examinations are granted the appropriate eligibilities.
These examinations are given twice a year and
simultaneously conducted in the different examination
venues nationwide. The following are the examination
categories with the corresponding rank examination
coverage:
1. Police Entrance Examination – an
examination taken by the applicants to the
PNP.
2. Police Promotional Examination – an
examination taken by the in-service police
officers as part of the mandatory requirements
for promotion. They are the following:
a. Police Officer Examination
b. Senior Police Officer Examination
c. Inspector Examination
d. Superintendent Examination
Members of the Bar and Licensed Criminologists
whose profession are germane to law enforcement and
police functions are no longer required to take promotional
examinations up to the rank of Superintendent.
(NAPOLCOM MC N0. 2008-016).
Aside from the PNP entrance and promotional
examinations, the Commission also administers the Police
Executive Service Eligibility (PESE) examination. Those
who pass this examination are granted third level eligibility
which is appropriate for the ranks of Police Senior
Superintendents and higher.
ELIGIBILITY REQUIREMENTS
The appropriate eligibilities for Police Officer 1 are
those acquired from the following: (NAPOLCOM MC No.
2008-003).
1). NAPOLCOM PNP Entrance Examination
2). R. A. 6506 (Licensed Criminologists)
3). R. A. 1080 (Bar and Board Examinations of
baccalaureate degree)
4). P. D. 907 (Granting Civil Service Eligibility to
College Honor Graduates)
5). Civil Service Professional Examination
DOCUMENTARY REQUIREMENTS (NAPOLCOM
Memorandum Circular No. 2011-007)
The application folder of the applicant shall
contain the following mandatory requirements:
a. Duly accomplished CSC Form 212;
b. Birth Certificate authenticated by the NSO;
c. Report of Rating of Eligibility authenticated by
the issuing authority;
d. Two (2) pieces “2 X 2” black and white picture
indicating the applicant’s name;
e. Transcript of Scholastic Records and diploma
duly authenticated by the school registrar;
f. Clearance from the Barangay, Local Police
Station, RTC/MTC and NBI;
g. Medical Certificate issued by the Local Health
Officer;
h. Copy of two (2) valid ID’s with picture,
signature and address; and
i. Certificate of Good Moral Character issued by
the applicant’s college/university.
SCREENING COMMITTEE
- responsible for the widest dissemination of
vacancies in their respective areas, the evaluation of the
applicant’s qualifications and the selection of the most
qualified applicants to be recommended for appointment
to the police service.
- established at the NHQ, NSU’s and PRO’s.
NATIONAL SUPPORT UNIT (NSU) SCREENING
COMMITTEE:
Chairman: Deputy Director for Administration of the
respective National Support Unit/ the
Deputy Director General for
Administration.

Vice Chairperson: Senior NAPOLCOM official with
Salary Grade 24 or higher which shall be
designated by the Vice Chairperson and
Executive Officer of the NAPOLCOM.
Members:
1. National Peace and Order Council (NPOC)
member designated by the NPOC Chairman;
2. Private Sector representative designated by the
NPOC Secretary General; and
3. Women’s representative from private sector with
known probity designated by the NSU Director.
Secretariat: Assistant Director for Personnel and
Records Management (ADPRM) / Human Resource
Management Officer (HRMO)
POLICE REGIONAL OFFICE (PRO) SCREENING
COMMITTEE
Chairman: Deputy Regional Director for
Administration
Vice Chairperson: Senior NAPOLCOM official with Salary
Grade 24 or higher which shall be designated by the
NAPOLCOM Regional Director
Members:
1. Regional Peace and Order Council (RPOC)
member designated by the RPOC Chairman;
2. Senior Regional DILG Officer designated by
the DILG Regional Director;
3. Women’s representative from private sector
with known probity designated by the PNP
Regional Director.
Secretariat: Chief, Regional Personnel and Human
Resource and Doctrine Development (RPHRDD)
PNP RECRUITMENT PROCEDURE (NAPOLCOM M.C.
No. 2007-009)
1. Preparation and proper approval of quota allocation
The PNP shall prepare, through the Directorate for
Personnel and Records Management (DPRM) and submit
it to the NAPOLCOM for approval of the PNP annual
recruitment quota.
2. Posting and publication of Notice of Recruitment
The Notice of Recruitment shall include the
following data for the information of prospective applicants:
1. Quota for the city/municipal police station;
2. Vacancies are open to both male and female
applicant;
3. General qualification standards;
4. Documentary requirements;
5. Where to submit the application papers and
documents;
6. Deadline for submission; and
7. Schedule of screening/evaluation.
3. Submission of the application folders
4. Selection and evaluation process by the PNP
Screening Committee
A. Psychiatric/Psychological Examination (PPE)
B. Complete Physical, Medical and Dental
Examination (PMDE)
C. Physical Agility Test
D. Final Committee Interview
9. Certification by the NAPOLCOM and attestation by
the Civil Service Commission
10. Issuance of appointment order and oath taking
The final evaluation includes the sequential
conduct of the following examinations, test and interview:
1. Psychiatric/Psychological Examination (PPE) – to
exclude applicants that may be suffering from any mental
disorder. It shall be administered to all applicants under the
supervision of the PNP Medical Officer and NAPOLCOM
Representative.
NOTE: Only those applicants who passed the
PPE shall proceed to the next stage, the Physical,
Medical and Dental Examination (PMDE).
2. Complete Physical, Medical and Dental Examination
(PMDE) – this test shall determine whether or not the
applicants are in good health and free from any contagious
diseases. It shall be conducted by the PNP Health Service
under the supervision of the PNP Medical Officer and
NAPOLCOM Representative. Applicants who passed the
PMDE shall be indorsed for the conduct of the Physical
Agility Test (PAT).
NOTE: Absolutely, there shall be no retake of the
PMDE.
Medical Standards for Police Candidates
1. General Appearance – the applicant must be free
from any marked deformity, from all parasite or
systematic skin disease, and from evidence of
intemperance in the use of stimulants or drugs.
The body must be well proportioned, of good
muscular development, and show careful attention
to personal cleanliness: Obesity, muscular
weakness or poor physique must be rejected.
Girth of abdomen should not be more than the
measurement of chest at rest.
2. Nose, Mouth and Teeth – Obstruction to free
breathing, chronic cataract, or very offensive
breath must be rejected. The mouth must be free
from deformities in conditions that interfere with
distinct speech or that pre-dispose to disease of
 the car, nose or throat. There shall be no disease
or hypertrophy of tonsil or thyroid enlargement.
Teeth must be clean, well cared for and free from
multiple cavities. Missing teeth may be supplied by
crown or bridge work, where site of teeth makes
this impossible, rubber denture will be accepted.
At least twenty natural teeth must be present.
3. Genitals – must be free from deformities and from
varicole, hyrocole, and enlargement of the
testicles, stricture of urine, and retained testicles.
Any acute and all venereal diseases of these
organs must be rejected.
4. Varicose Veins - a marked tendency to their
formation must be rejected.
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 or hammer
toes which would prevent the proper and easy
performance of duty. First (index) second
(middle), and third (ring) fingers and thumb must
be present in their entirely. The toe must be the
same.
6. Eyes – the applicant must be free from color
blindness, and be able to read with each eye
separately from standard test type at a distance of
twenty feet. Loss of either eye, chronic
inflammation of the lids, or permanent
abnormalities of either eye must be rejected,
20/20 or 20/30 in one eye, with binocular vision of
20/30.
7. Respiration – must be full, easy, regular, the
respiratory murmur must be clear and distinct over
the lungs and no disease of the respiratory organ
is present.
8. Circulation – The action of the heart must be
uniform, free and steady, it’s rhythm and the heart
from organ changes. Blood Pressure – systolic
maximum 135; diastolic 90; pulse pressure 15 to
50. Brain and nervous system must be free from
defects.
9. Kidneys – must be healthy and urine normal.
3. Physical Agility Test (PAT) – this test shall determine
whether or not the applicant possesses the required
coordination, strength and speed of movement necessary
in the police service. The PAT consists of the following:
- Pull-up for Men; Horizontal Bar Hang for Women;
- Two (2) Minutes Push-ups;
- Two (2) Minutes Sit-ups;
- 100 meter dash; and
- 1000 meter run.
NOTE: Absolutely, there shall be no retake of the
PAT. Applicants who passed the PAT shall be indorsed to
the Screening Committee through the Secretariat for the
Final Interview Phase.
4. Final Committee Interview (FCI) – it shall determine
the applicants’ aptitude to join the police service,
likableness, affability, outside interest, conversational
ability, disagreeable mannerisms, etc. The Screening
Committee en banc shall interview the applicants who
successfully passed through the sequential stages
including the drug test and character and background
investigation.
Absolutely, no applicant shall be interviewed
unless he/she passes through the sequential process and
is declared “Passed” in all the stages.
NOTE: The conduct of the Physical Agility Test (PAT) and
Neuro-Psychiatric (NP) examination shall be simultaneous
nationwide to prevent a retake in another place of said
tests by applicants who initially failed on the same.
Drug Test
The drug test (DT) shall not follow the sequential
steps but shall be conducted on passers only any time after
the PPE, PMDE, or PAT but before the Final Committee
Interview. It shall be administered by the PNP Crime
Laboratory.
Character and Background Investigation (CBI)
The complete Character and Background
Investigation (CBI) shall be conducted on all PPE passers
and must be completed before the start of the Final
Committee Interview. The complete CBI shall determine
their reputation and possible involvement in any
questionable or criminal activities or violent incidents.
APPOINTMENT OF UNIFORMED PNP PERSONNEL
Appointment in the PNP shall be affected in the
following manner:
A. PO1 to SPO4 – appointed by the PNP Regional
Director for regional personnel or by the Chief of
the PNP for National Head Quarter’s personnel
and attested by the Civil Service Commission
(CSC)
B. Inspector to Superintendent – appointed by the
Chief PNP as recommended by their immediate
superiors and attested by the Civil Service
Commission (CSC).
C. Sr. Supt to Dep. Dir. Gen. – Appointed by the
President upon the recommendation of the Chief
PNP with the endorsement of the Civil Service
Commission (CSC) and with confirmation by the
Commission on Appointment (CA).
 D. Director General – appointed by the President
from among the most senior officers down to the
rank of Chief Superintendent in the service subject
to the confirmation of the Commission on
Appointment (CA). Provided, that the C/PNP shall
serve a tour of duty not exceeding four (4) years.
Provided further, that in times of war or other
national emergency declared by congress, the
President may extend such tour of duty.
KINDS OF APPOINTMENT
1. PERMANENT – when an applicant possesses the
upgraded general qualifications for appointment in
the PNP.
2. TEMPORARY – Any PNP personnel who is
admitted due to the waiver of the educational or
weight requirements. Any member who will fail to
satisfy any of the waived requirements with the
specified time periods shall be dismissed from the
service.
Pursuant to NAPOLCOM Memorandum Circular No.
2007-009, a newly recruited PO1 shall be appointed in
temporary status in twelve (12) months pending
compliance with the Field Training Program (FTP)
involving actual experience and assignment in patrol,
traffic and investigation.
APPOINTMENT UNDER A WAIVER PROGRAM
(NAPOLCOM MC No. 2013-004)
1). Conditions on waivers for initial appointment to the PNP
a. The age, height and weight for initial appointment
to the PNP may be waived only when the number
of qualified applicants falls below the approved
national/regional quota.
b. Waiver of the age requirement may be granted
provided that the applicant shall not be less than
twenty (20) nor more than thirty five (35) years of
age. For purposes of this paragraph, one is
considered to be not over thirty five (35) years old
if he or she has not yet reached his or her thirty six
(36th) birthday on the date of the issuance of his or
her appointment.
c. Waiver of the height requirement may be granted
to a male applicant who is at least 1 meter and 57
cm (1.57m) and to a female applicant who is at
least 1 meter and 52cm (1.52m). Provided, that
the minimum height requirement for applicants
who belong to indigenous group duly certified by
the National Commission on Muslim Filipinos
(NCMF) or the National Commission on
Indigenous People (NCIP) shall be 1.52m for male
and 1.45m for female. Provided further, that the
Commission shall require said applicants to
submit appropriate proof of their membership in a
certain indigenous group.
d. An applicant who is granted a weight waiver shall
be given reasonable time not exceeding six (6)
months within which to comply with the said
requirement.
e. The grant of waiver is not a guarantee for
appointment into the police service.
f. The PNP Screening Committee shall, through the
Chief of the PNP, request the Commission to
consider the appointment of those applicants with
a certification under oath that the qualified
applicants, at the time the applicant is being
considered, fall below the office/unit quota
concerned.
Factors to be considered in the Grant of Waivers
a. Possession of special skills in evidence gathering
and safekeeping, cyber crime investigation,
detection and prevention, crime scene
investigation, martial arts, marksmanship and
similar special skills;
b. Special talents in the field of sports, music or arts
and culture;
c. Extensive experience or training in forensic
science and other legal, medical and technical
services; and
d. Outstanding academic records and extracurricular
activities of applicant during his/her school days,
good family background in law enforcement or
socio-civic activities, recognized social standing in
the community, awards and commendations
received, which should indicate to the
Commission En Banc that the applicant can
become a good member of the Philippine National
Police
Selection Criteria under the waiver program
- Applicants who possess the least
disqualifications shall take precedence over
those who possess more disqualifications.
- The requirement shall be waived in the
following order:
1. Age
2. Height
3. Weight
NOTE: Use the acronym AHW (age, height and
weight).
LATERAL ENTRY OF OFFICERS INTO THE PNP
1). In general, all original appointments of commissioned
officers in the PNP shall commence with the rank of
inspector, to include all those with highly technical
qualifications applying for the PNP technical services (R.A.
6975).
the police force to the desired standards of discipline and
efficiency by making each police officer fully aware of his
duties and responsibilities and by providing him with a
working knowledge of police procedures and techniques.
TYPES OF POLICE TRAINING PROGRAM

a). Senior Inspector 1. Basic Recruit Training – is the most basic of all police
1). Chaplain; training. It is a pre-requisite for permanency of
2). Member of the Bar; appointment and is required for newly hired police officers.
3). Doctor of Medicine In the Philippine National Police, a newly appointed Police
Officer 1 is required to undergo a Public Safety Basic
b). Inspector Recruit Course (PSBRC) as a basic recruit training.
1). Dentist
2) Optometrists 2. Field Training Program (FTP) – or on-the-job training
3) Nurses is the process by which an individual police officer who is
4) Engineers recruited into the service receives formal instruction on the
5) Graduates of forensic science job for special and defined purpose and performs actual
6) Graduates of Philippine National Police job functions with periodic appraisal on his performance
Academy and progress.

Licensed criminologists may be appointed to the
rank of inspector to fill up any vacancy after promotions
from the ranks are completed.
New Policy on LATERAL ENTRY (NAPOLCOM M.C
2008-006)
As provided for under R.A. 8551, police officers
are required to undergo a Field Training Program for
twelve (12) months (inclusive of the PSBRC) involving
actual experience and assignment in patrol, traffic and
investigation which is required for permanency in the
police service.

a). A person with highly technical qualifications
such as:
1). Dentist
2). Optometrist
3). Nurse
4) Engineer
5). Graduate of Forensic Science
6). Doctor of Medicine
7). Member of the Philippine Bar
8). Chaplain
9). Information Technologist
10). Pilot
11). Psychologist
b). Graduate of PNPA
c). Licensed Criminologist
Top priority consideration for lateral entry into the
rank of Police Inspector shall be given to top ten (10)
placers of the different Licensure Examinations. However,
incumbent PNP members who land in the top ten shall be
given first preference over the civilian provided that the
qualifications are satisfied.
The maximum age of PNP members applicants
through lateral entry shall be forty six (46) years old at the
time of appointment. Age waivers shall not be allowed.
POLICE TRAINING
- is a means of providing knowledge and skill to
police officers which are needed in the performance of
their functions. It is the objective of police training to bring
Pursuant to NAPOLCOM Memorandum Circular
No. 2007-009, a newly recruited PO1 shall be appointed in
temporary status in twelve (12) months pending
compliance with the Field Training Program (FTP).
EXCEPTION FROM FIELD TRAINING PROGRAM
Under Section 33, R.A. 6975, PNPA Graduates
shall be automatically appointed to the initial rank of
Inspector via Lateral Entry.
Taking into consideration that the PNPA
Cadetship Program is a four-year course that includes
academic subjects on core police functions such as patrol,
traffic and criminal investigation, and on-the-job training in
urban and rural areas, PNPA graduates are exempted to
undergo the FTP and that they shall be issued with a
permanent status.
3. In-Service Training Program – or refresher training
program.
The following are examples of in-service training
programs as mandatory requirement for promotion:
1. Junior Leadership Training – PO1 to PO3
2. Senior Leadership Training – SPO1 to SPO4
3. Police Basic Course (PBC) –for senior police
officers
4. Officers Basic Course (OBC)– Inspectors to Chief
Inspectors
 5. Officers Advance Course (OAC) – for Chief
Inspectors to Senior Superintendent
6. Officers Senior Executive Course (OSEC) –
Superintendent and above
7. Directorial Staff Course (DSC) – for Directors and
above
4. Departmental Training Program
a. Roll-Call Training – instructional courses
of several hours a day concerning
departmental activities
b. Supervisory Development, Specialized or
Technical Training – seminars or special
sessions on criminal investigation, traffic,
drug control, etc
c. Training conducted by other law
enforcement units or agencies
POLICE ASSIGNMENT
Police assignment refers to the process of
designation a police officer at a particular function, duty or
responsibility. The very purpose of police assignment is to
ensure systematic and effective utilization of all the
members of the police force.
Police Officer 1s, specifically those who were
recruited under the attrition recruitment program, after
undergoing the required Field Training Program (FTP),
shall be assigned with the Regional/Provincial/City Public
Safety Battalion/Company of their place of recruitment for
a maximum period of two (2) years.
After their assignment with the
Regional/Provincial/City Public Safety Battalion/Company,
they shall be downloaded / assigned to their respective
city/municipal police stations where they were recruited.
Upon assumption of duty, the Police Officer 1s
shall pay a courtesy call to the city/municipal mayor who in
turn shall inform the Regional Director of the National
Police Commission Regional Office. (NAPOLCOM
Memorandum Circular No. 2011-010)
Criteria in Police Assignment
1. Those possessing the general qualifications for
police duties without technical skills may be
assigned to positions where any personnel can
acquire proficiency within considerably short
period of time.
2. Those possessing skills acquired by previous
related experiences should be assigned to the
corresponding positions.
3. Those possessing highly technical skills with
adequate experience and duly supported by
authoritative basis shall be given preferential
assignment to the corresponding positions, which
call for highly technical trained police officers.
(Misassignment of personnel falling under this
criteria constitute a serious neglect of duty of the
C/PNP, RD, or the COP, in the exercise of his
administrative function)
4. Those selected to undergo further studies in
specialized courses shall be chosen solely on the
basis of ability, professional preparation and
aptitude.
5. Qualifications of the police officers shall be
examined annually to ascertain newly acquired
skills, specialties, and proficiencies.
6. Those with physical limitation incurred while in the
performance of duties should be assigned where
they can be best used in accordance with the
requirements of the force.
7. Assignments and reassignments of the police
officers from one unit to another shall be the
prerogative of the authority.
8. To give well rounded training and experience to
police recruits, tour of duties in various
assignments during the probationary period shall
be in accordance with Republic Act 8551.
THE PNP PROMOTION SYSTEM
Promotion is a system of increasing the rank of a
member of the police service. It has the following
objectives:
1. To invest a member of the police force with the
degree of authority necessary for the effective
execution of police duties.
2. To place the police officer in a position of
increased responsibility where he can make full
use of his capabilities.
3. To provide and promote incentives, thus
motivating greater efforts of all members of the
police force, which will gradually improve
efficiency in police works.
Under the law, the NAPOLCOM shall establish a
system of promotion for uniformed and non-uniformed
members of the PNP, which shall be based on:
1. Merit – includes length of service in the present
rank, and qualification.
2. Seniority
3. Availability of vacant position.
The promotion shall be gender fair which means
women in the PNP shall enjoy equal opportunity for
promotion as that of men.
Preferences for Promotion
 1. Appropriate Eligibility - Whenever two or more a. Masters in Public Safety Administration
persons who are next in rank, preference shall be (MPSA)
given to the person who is the most competent b. Allied Master’s Degree
and qualified and who has the appropriate
eligibility. For Chief Inspector to Superintendent
2. Competency and Vacancy - When competency, a. Bachelor’s Degree preferably Master’s
qualification, and eligibility are equal, preference Degree
shall be given to the qualified member in the
organizational unit where the vacancy occurs.
3. Seniority - When all the foregoing conditions have For POI to Sr. Inspector
been taken into account, and still the members in a. Bachelor’s Degree
the next rank have the same merit and
qualification, preference shall be given to the most 2. Completion of appropriate
senior officer. training/schooling, such as:

Factors in Selection for Promotion Officers Senior Executive Course (OSEC) /

1. Efficiency of Performance – as an aid to fair
appraisal of the candidates’ proficiency, the
performance-rating period shall be considered.
Provided, that in no instance shall a candidate be
considered for promotion unless he had obtained
a rating of at least “satisfactory”.
2. Education and Training – educational
background which includes completion of in-
service training courses, academic studies,
training grants and the like.
3. Experience and Outstanding Accomplishment
– this includes occupational history, work
experience and other accomplishment worthy of
commendation.
4. Physical Character and Personality – the
factors of physical fitness and capacity as well as
attitude and personality traits in so far as they bear
on the nature of the rank and/or position to be
filled. This means that the candidate should have
no derogatory records which might affect integrity,
morality and conduct.
5. Leadership Potential – the capacity and ability to
perform the duties required in the new or higher
position and good qualities for leadership.
General Staff Course (GSC)
Officers Advance Course (OAC)
Officers Basic Course (OBC)
Officers Candidate Course (OCC)
Senior Leadership Course (SLC)
Junior Leadership Course (JLC)
Public Safety Basic Recruit Course (PSBRC)
3. Time-in Grade – the number of years required for a
police officer to hold a certain rank before he can be
promoted to the next higher rank. The time-in grade in the
PNP is maintained as follows (NAPOLCOM Resolution #
2013-501):
2 years – from Sr Supt to Chief Supt.
3 years – from Supt to Sr Supt
3 years – Chief Insp to Supt
3 years – Sr Insp to Chief Insp
3 years – Insp to Sr Insp
3 years – SPO4 to Insp
2 years – SPO3 to SPO4
2 years – SPO2 to SPO3
2 years – SPO1 to SPO2
3 years – PO3 to SPO1
2 year – PO2 to PO3
2 years – PO1 to PO2

KINDS OF PROMOTION
4. Appropriate eligibility – the required promotional
1. Regular Promotion examinations
2. Special/ Meritorious/Spot Promotion
3. Promotion by virtue of position a. Police Officer Promotional Examination
b. Senior Police Officer Promotional Examination
A. Regular Promotion - promotion granted to police c. Police Inspector Promotional Examination
officers meeting the mandatory requirements for d. Police Superintendent Promotional
promotion. Examination

MANDATORY REQUIREMENTS FOR PROMOTION Except for the Chief, PNP, no PNP member who
has less than one (1) year of service before reaching the
1. Educational attainment (NAPOLCOM compulsory retirement age shall be promoted to a higher
Resolution No. 2011-196 dated July 6, 2011) rank or appointed to any other position.

For Police Sr. Supt. to Director General Pursuant to RA 9708, “…In addition, the
institution of a criminal action or complaint against a
police officer shall not be a bar to promotion: Provided,
however, That upon finding of probable cause,
notwithstanding any challenge that may be raised against
that finding thereafter, the concerned police officer shall be
ineligible for promotion: Provided, further, That if the case
remains unresolved after two (2) years from the
aforementioned determination of probable cause, he
or she shall be considered for promotion. In the event
he or she is held guilty of the crime by final judgment, said
promotion shall be recalled without prejudice to the
imposition of the appropriate penalties under applicable
laws, rules and regulations:
-Provided, furthermore, That if the complaint filed against
the police officer is for a crime including, but not limited to,
a violation of human rights, punishable by reclusion
perpetua or life imprisonment, and the court has
determined that the evidence of guilt is strong, said police
officer shall be completely ineligible for promotion
during the pendency of the said criminal case.”
B. Special Promotion – promotion granted to police
officers who have exhibited acts of conspicuous courage
and gallantry at the risk of his/her life above and beyond
the call of duty.
Conspicuous courage is a courage that is clearly
distinguished above others in the performance of one’s
duty.
ACTS OF CONSPICUOUS COURAGE AND
GALLANTRY (NAPOLCOM Memorandum Circular No.
2007-003 and PNP Memorandum Circular No. 2009-019)
1. A deed of personal bravery and self sacrifice above and
beyond the call of duty, so conspicuous as to distinguish
the act clearly over and above his/her comrades in the
performance of more than ordinary hazardous service,
such as; but not limited to the following circumstances:
a. Overwhelming number of enemies and
firepower capability as against the strength of
PNP operatives and their firepower capability;
b. Infiltration and penetration of the safe houses and
hideouts of organized crime syndicates like
kidnapping, illegal drugs, carnapping, hijacking
and terrorism;
c. Shoot-out in robbery/hold-up incidents inside
public places such as: malls, government
offices, business establishments and PUVs;
d. Conduct of rescue/disaster operations that
resulted in the saving of lives and properties.
2. An act of heroism exhibited in the face of an armed
enemy or in the conduct of rescue/disaster operations
resulting in the loss of life (posthumous promotions).
Posthumous Award – in case an individual who
distinguish himself dies before the granting of the awards.
C. PROMOTION BY VIRTUE OF POSITION
Any PNP personnel designated to any key
position whose rank is lower than that which is
required for such position shall, after six (6) months of
occupying the same, be entitled to a rank adjustment
corresponding to the position.
Provided, that the personnel shall not be
reassigned to a position calling for a higher rank until after
two (2) years from the date of such rank adjustment.
(Section 32, R.A. 8551).
POLICE APPRAISAL
Appraisal refers to the process of measuring the
performance of people in achieving goals and objectives.
It is also known as “performance evaluation system”.
Purposes of Police Appraisal
1. It serves as guide for promotion, salary increase,
retirement, and disciplinary actions.
2. It increases productivity and efficiency of police
works.
3. It assimilate supervision
4. It informs the officer of the quality of his work for
improvements
Uses of Police Appraisal
Police appraisal can be useful for personal
decision-making in the following areas:
1. Eligibility to be hired
2. Salary adjustments
3. Determining potential for promotion
4. Evaluation of probationary officers
5. Identification of training needs
6. Isolating supervisory weaknesses
7. Validating selection techniques
8. Reduction in ranks (demotion)
9. Dismissal from service and other disciplinary
actions.
PNP Appraisal System
The Performance Evaluation in the police service
is the responsibility of the NAPOLCOM, which shall issue
the necessary rules and regulation for the orderly
administration of the appraisal process. Such performance
evaluation shall be administered in a manner as to foster
the improvement of every individual police efficiency and
behavioral discipline as well as the promotion of the
organization’s effectiveness.
The rating system shall be based on the standards
set by the NAPOLCOM and shall consider results of
annual physical, psychological and neuro-psychiatric
examinations.
PERFORMANCE EVALUATION
- refers to the process of measuring the
performance of PNP members. It is also known as
“performance evaluation system”. The Performance
Evaluation System in the PNP is focused on two (2) areas:
administrative (40%) and operational (60%). It is
conducted every six (6) months or twice a year.
jail or other allied services to the integration of the PC and
the INP.
The totality of such longevity pay should not
exceed fifty percent (50%) of the basic pay. It should also
continue to enjoy the subsistence allowance, quarter’s
allowance, clothing allowance cost of living allowance,
hazard pay, and all other allowances as provided by
existing laws.
The total earnings of a police officer consist of the
following:

FREQUENCY OF RATING 1. Base pay;

2. Longevity pay;
The frequency of the individual performance shall 3. Personnel Economic Relief Allowance (PERA);
be undertaken every six (6) months. Evaluation report 4. Incentive pay;
covering the period of January to June shall be submitted 5. Hazard pay;
on the 1st week of July and the report from July to 6. Subsistence allowance;
December shall be submitted on the 1st week of January 7. Quarter allowance;
of the succeeding year. 8. Additional compensation;
9. Clothing allowance;
PURPOSES OF PERFORMANCE EVALUATION 10. Laundry allowance; and
11. Gratuity
1. Serves as guide for promotion, salary increase,
retirement and disciplinary actions.
2. Increases productivity and efficiency of police PERMANENT PHYSICAL DISABILITY
works
3. Assimilates supervision Total Permanent Physical Disability refers to
4. Informs the officer of the quality of his work for any impairment of the body which renders PNP member
improvements indefinitely incapable of substantially performing the
mandated duties and functions of his positions.

- entitled to one year's salary and to lifetime

pension equivalent to eighty percent (80%) of his last
POLICE COMPENSATION (WELFARE AND BENEFITS salary, in addition to other benefits as provided under
IN THE PNP) existing laws.

The uniformed members of the PNP are

considered employees of the National Government and
shall draw their salaries therefrom. The salary of a Police
Officer 1 of the PNP is equivalent to a salary of a public
school teacher 1 with salary grade scale of 10 under
existing laws as of year 2012.
The PNP members assigned in Metropolitan
Manila, chartered cities and first class municipalities may
be paid financial incentive by the local government unit
concerned subject to the availability of funds.
LONGEVITY PAY AND ALLOWANCES
A uniformed personnel of the PNP is entitled to a
longevity pay of ten percent (10%) of basic monthly
salaries for every five (5) years of service, which is
reckoned from the date of the personnel's original
appointment in the AFP, or appointment in the police, fire
RETIREMENT PROGRAM
Retirement is the separation of the police
personnel from the service by reason of reaching the age
of retirement provided by law, or upon completion of
certain number of years in active service
A PNP uniformed personnel shall retire to the next
higher rank for purposes of retirement pay.
Active Service shall refer to services rendered as
an officer and non-officer, cadet, trainee or draftee in the
PNP.
TYPES OF RETIREMENT IN THE PNP
1. Compulsory retirement – separation from the
PNP upon reaching the age of fifty-six (56), the
compulsory age of retirement.
 2. Optional Retirement - separation from the PNP
upon accumulation of at least twenty (20) years of
satisfactory active service.
3. Early Retirement - separation from the PNP upon
accumulation of at least ten (10) years of
satisfactory active service
RETIREMENT BENEFITS
The PNP member who has been retired from the
service is entitled to a monthly retirement pay of fifty
percent (50%) of the base pay and longevity pay of the
retired grade in case of twenty (20) years of active service,
increasing by two and one-half percent (2.5%) for every
year of active service rendered beyond twenty (20) years
to a maximum of ninety percent (90%) for thirty-six (36)
years of active service and over.
ATTRITION SYSTEM
A system of attrition is a new scheme. One year
after the effectivity of R.A. 8551.
MODES OF ATTRITION
1. Attrition by Attainment of Maximum Tenure
in Position
Position
Maximum tenure
Chief
4 years
Deputy Chief
4 years
Director of Staff Services
4 years
Regional Directors
6 years
Provincial City Directors
9 years
2. Attrition by Relief
A PNP member who has been relieved for
just cause and has not been given an assignment
within 2 years such relief shall be retired or
separated, as the case may be.
3. Attrition by demotion in Position or Rank
Any PNP personnel, civilian or uniformed,
who is relieved and re-assigned to a position lower
than what is established for his or her grade in the
PNP staffing pattern and who shall not be
assigned to a position commensurate to his/her
grade within 18 months after such demotion in
position shall be retired or separated.
4. Attrition by Non- Promotion
Any PNP personnel who has not been
promoted for a continuous period of 10 years
shall be retired or separated
5. Attrition by Other Means
A PNP member or officer with at least 5
years of accumulated active service shall be
separated based on the following factors:
a) inefficiency based on poor
performance during the last 2 successive
annual rating
b) inefficiency based on poor
performance for 3 cumulative annual
rating period
c) physical and or mental incapacity to
perform police functions and duties
d) failure to pass the required entrance
examination twice and or thr required
career
courses except for justifiable reasons.
CREATION OF WOMEN’S DESK
- -provided by RA 8551
- -women’s desk in all police stations shall
administer and attend to cases involving crimes
against chastity, sexual harassment, abuses
committed against women and children and other
similar offenses.
- -the PNP shall reserve TEN PERCENT (10%) of
its annual recruitment, training and education
quota for women.
- -policewomen shall enjoy the same opportunities
in terms of assignment, promotion and other
benefits and privileges extended to all police
officers.
POWERS OF LOCAL GOVERNMENT OFFICIALS OVER
THE PNP UNITS
Governors and Mayors are deputized as
representatives of the NAPOLCOM in their respective
territorial jurisdiction.
1. Provincial Governor
- power to choose the PNP Provincial Director
from a list of 3 eligibles recommended by the PNP
Regional Director.
- oversee the implementation of the provincial
public safety plan.
2. City and Municipal Mayors
- has the power to choose his CHIEF OF POLICE
from a list of five (5) eligibles recommended by
the provincial police director.
- -he has the authority to recommend to the
provincial director the transfer, reassignment or
detail of PNP members outside of their respective
city or town
 - Authority to recommend from a list of eligibles, the
appointment of new members of the PNP to be
assigned in respective cities.
- exercise operational supervision and control over
PNP units in their jurisdiction, except during the 30
days period immediately preceding and the 30
days following any national, local and barangay
elections.
- During the election period, local police forces shall
be under the supervision and control of the
COMELEC.
. conduct inspection:
Operational Supervision and control
- means the power to direct, superintend, and
oversee the day to day functions of police
investigation of crime, crime prevention activities
and traffic control.
- shall also include the power to direct the
employment and deployment of units or
elements of the PNP, through the station
commander, to ensure public safety and effective
maintenance of peace and order within the
locality.
Employment -refers to utilization of units or elements of
the PNP for purposes of protection of lives and properties,
enforcement of laws, maintenance of peace and order,
prevention of crimes, arrest of criminal offenders and
bringing the offenders to justice and ensuring public safety,
particularly in the suppression of disorders, riots,
lawlessness, violence, rebellious and seditious
conspiracy, insurgency, subversion or other related
activities.
Deployment - shall mean the orderly and organized
physical movement of elements or units of the PNP within
the province, city or municipality for purposes of
employment
POLICE INSPECTION
The purpose of police inspection is to ascertain
the standard policies and procedures, review and analyze
the performance, activities and facilities affecting
operations and to look into the morale, needs and general
efficiency of the police organization in maintaining law and
order.
Types of Police Inspection
1. Authoritative Inspection – those conducted by the
head of subordinate units in a regular basis.
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 departments.
Nature of Police Inspection
1. Internal Affairs – inspection on internal affairs
embraces administration, training, operation,
intelligence, investigation, morale and discipline
as well as the financial condition of the police
organization.
2. External Affairs – it embraces the community
relationship of the organization, the crime and vice
situation of the locality, and the prevailing public
opinion concerning the integrity and reputation of
the personnel.
Authority to Inspect
In the PNP, the following are the authority to
1. NAPOLCOM or its representative
2. PNP Chief or his designated representative
3. PNP Director for Personnel or his representative
4. PNP Regional Director or his representative
5. City/Municipal Chief of Police or his representative
6. Internal Affairs Service (IAS under RA 8551)
The inspecting officer/s shall examine, audit,
inspect police agencies in accordance with existing
standards and with the following objectives:
1. To take note or discover defects and irregularities
2. To effect corrections on minor defects being
discovered
3. To bring to the attention of and recommend to the
concerned officers for appropriate actions on
defects noted.
Where the irregularity noted during inspection is
serious as to warrant administrative charges against a
police officer, the inspecting officer shall immediately file
the necessary charge or charges before the appropriate
disciplinary action offices.
ADMINISTRATIVE DISCIPLINARY MACHINERIES
A. Citizen Complaints -pertains to any complaint initiated
by a private citizen or his duly authorized representative on
account of an injury, damage or disturbance sustained due
to an irregular or illegal act committed by a member of the
PNP
ADMINISTRATIVE OFFENSES
The following are the offense for which a member
of the PNP may be charged administratively:
1. Neglect of duty or nonfeasance – it is the
omission or refusal, without sufficient excuse, to
perform an act or duty, which it was the peace
officer’s legal obligation to perform; it implies a
duty as well as 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.
DISCIPLINARY AUTHORITIES:
Aside from higher police management levels that can
impose disciplinary actions against subordinates, the
following also serves as disciplinary mechanisms in the
police service:
1) CHIEF OF POLICE - where the offense is punishable
by withholding of privileges, restriction to specified limits,
suspension or forfeiture of salary, or any combination
thereof, for a period not exceeding fifteen (15) days
2) CITY/MUNICIPAL MAYORS - where the offense is
punishable by withholding of privileges, restriction to
specified limits, suspension or forfeiture of salary, or any
combination thereof, for a period not less than Sixteen
but not exceeding Thirty (30) Days.
3) PEOPLE’S LAW ENFORCEMENT BOARD (PLEB) -
where the offense is punishable by withholding of
privileges, restriction to specified limits, suspension or
forfeiture of salary, or any combination thereof, for a
period exceeding Thirty (30) Days, or by Dismissal.
B. INTERNAL DISCIPLINE – On dealing with minor
offense involving internal discipline found to have
committed by any PNP members, the duly designated
supervisors shall, after due notice and hearings, exercise
disciplinary powers as follows:
1) CHIEF OF POLICE - may impose the administrative
punishment of admonition or reprimand; restriction to
specified limits; withholding of privileges; forfeiture of
salary or suspension; or any combination of the foregoing
for a period not exceeding Fifteen (15) Days.
2) PROVINCIAL DIRECTORS - may impose the
administrative punishment of admonition or reprimand;
restriction to specified limits; withholding of privileges;
forfeiture of salary or suspension; or any combination of
the foregoing for a period not exceeding Thirty (30)
Days.
3)REGIONAL DIRECTORS - may impose the
administrative punishment of admonition or reprimand;
restriction to specified limits; withholding of privileges;
forfeiture of salary or suspension; demotion; or any
combination of the foregoing for a period not exceeding
Sixty (60) Days.
4)CHIEF OF THE PNP - shall have the power to impose
the disciplinary punishment of dismissal from the
service; suspension or forfeiture of salary; demotion; or
any combination of the foregoing for a period not
exceeding One Hundred Eighty (180) Days.
MINOR OFFENSE - shall refer to an act or omission not
involving moral turpitude but affecting the internal
discipline of the PNP, and shall include but not be limited
to:
-simple misconduct or negligence
-insubordination
-frequent absences or tardiness
-habitual drunkenness
-gambling prohibited by law
INTERNAL AFFAIRS SERVICE (IAS) – created by RA
8551
POWERS AND FUNCTIONS OF THE IAS:
- pro-actively conduct inspections and audits on
PNP personnel and units;
- investigate complaints and gather evidence in
support of an open investigation;
- -conduct summary hearings on PNP members
facing administrative charges;
- -submit a periodic report on the assessment,
analysis, and evaluation of the character and
behavior of PNP personnel and units to the Chief
PNP and the Commission;
- -file appropriate criminal cases against PNP
members before the court as evidence warrants
and assists in the prosecution of the case;
- -provide assistance to the Office of the
Ombudsman in cases involving the personnel of
the PNP;
The IAS shall also conduct, motu proprio (on
its own initiative), automatic investigation of the
following cases:
- -incidents where a police personnel discharges a
firearm;
- -incidents where death, serious physical injury, or
any violation of human rights occurred in the
conduct of a police operation;
 - -incidents where evidence was compromised,
tampered with, obliterated, or lost while in the
custody of police personnel;
- -incidents where a suspect in the custody of the
police was seriously injured; and
- -incidents where the established rules of
engagement have been violated.
ORGANIZATION OF IAS
- -headed by the INSPECTOR GENERAL who is a
CIVILIAN and appointed by the President upon
the recommendation of the Director General
(Chief, PNP)
- -the Inspector General shall be assisted by a
Deputy Inspector General
- -there shall be national, regional and provincial
offices
- -the national office shall be headed by the
Inspector General, the regional offices by a
Director, and the provincial offices by a
Superintendent
ENTRY QUALIFICATIONS TO IAS
- -entry shall be voluntary
- -PNP personnel with at least five (5) years
experience in law enforcement
- -with no derogatory service record
- -members of the bar may enter the service
laterally
PEOPLE’S LAW ENFORCEMENT BOARD (PLEB)
- a body created pursuant to RA 6975.
- one of the disciplinary authorities of the PNP
authorized to handle and investigate citizen’s
complaint.
- the central receiving entity for any citizen’s
complaint against the PNP members.
- shall be created by the sangguniang
panlungssod/bayan in every city and municipality
as may be necessary.
- there shall be at least one (1) PLEB for every five
hundred (500) city or municipal police personnel.
- membership in the PLEB is a civic duty.
COMPOSITION OF PLEB
PLEB is composed of five (5) members who shall
be as follows:
- -any member of the sangguniang
panlungsod/bayan.
- -any barangay chairman of the locality
concerned.
- -three other members to be chosen by the local
peace and order council from among the
members of the community.
- -for the three other members, the following
conditions must be met:
- one must be a woman
- one must be a lawyer, or a college
graduate, or the principal of an elementary school
in the locality
- -the CHAIRMAN of the PLEB shall be elected from
among its members
- -the term of office of the members of the PLEB is
THREE (3) YEARS
PLEB - the PLEB (People's Law Enforcement
Board) is the central receiving entity for any citizen's
complaint against PNP members. As such, every citizen's
complaint, regardless of the imposable penalty for the
offense alleged, shall be filed with the PLEB of the city or
municipality where the offense was allegedly
committed. Upon receipt and docketing of the complaint,
the PLEB shall immediately determine whether the offense
alleged therein is grave, less grave or minor.
Should the PLEB find that the offense alleged is
grave or less grave, the Board shall assume jurisdiction to
hear and decide the complaint by 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 complaint to the Mayor or Chief of
Police, as the case may be, of the city or municipality
where the PNP member is assigned within three (3) days
upon the filing thereof.
If the city or municipality where the offense was
committed has no PLEB, the citizen's complaint shall be
filed with the regional or provincial office of the
Commission (NAPOLCOM) nearest the residence of the
complainant.
DISCIPLINARY APPELATE BOARDS
- formal administrative disciplinary appellate
machinery of the National Police Commission.
- tasked to hear cases on appeal from the different
disciplinary authorities in the PNP
National Appellate Board
- shall decide cases on appeal from decisions
rendered by the PNP Chief and the
National Internal Affairs Service
-shall be composed of the four (4) regular
commissioners and shall be chaired by the
executive officer
Regional Appellate Board
-shall decide cases on appeal from decisions
rendered by the Regional Director,
Provincial Director, Chief of Police, the city or
municipal mayor and the PLEB
-there shall be at least one (1) regional appellate
board per administrative region
ADMINISTRATIVE PENALTIES
1. Withholding of privileges
2. Restriction to specified limits
3. Restrictive custody
4. Forfeiture of salary
5. Suspension
6. Any combination of the penalties above (1 to 5)
7. One (1) rank demotion
8. Dismissal from the service

Part II
POLICE RECORDS MANAGEMENT
THE CONCEPT OF RECORDS MANAGEMENT
Records are the memory of the company or the
organization. They are vital and considered the working
tools in decision-making for both administration and
operation of business. No organization will exist without its
records, because it provides not only the history of the
organization but also contains information necessary for
future actions and decisions on which the progress of the
company or organization depends.
The PNP-DPRM by virtue of R.A. 6975 ensures
the proper management and care of police records.
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.
The Need for Police Records
A police department is only as good as its records
keeping abilities. The effectiveness of the police
department is directly related to the quality of its records.
They are the primary means of communications among the
members of the police department and have as their
purpose the integration of the various department units into
an integrated organization for accomplishing the police
task. Records are essential in the efficient performance of
routine duties, in the wise direction of the police effort, in
supervision and control of personnel, and in the
determination of departmental policies
Records 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.
Brief History of Filing and Records Storage
Records and management of them have existed
in one form or another since written history began. Many
original tablets, parchment, and manuscripts of great
historical value have come down through the ages and
how are carefully guarded in museums all over the worlds.
Without some methods of preservations, most of these
valuable documents would have remained unknown.
Possession of many of them, however, is the result of
chance, as record-bearing stones and tablets have been
found buried in the loose earth and many places, with no
attempt of preservation.
One of the most common methods used by the
ancients for the filing of their papers was that of keeping
them in a stone or earth ware pot. Many bits of historical
evidence have been preserved on wax, stones parchment
or in the urn. A modern day application of this custom is
the widespread practice of sealing letters, pictures,
newspapers, and other memorabilia of the current day on
the cornerstone of a new building.
Many items used in offices today have a long
history. These items are discussed below:
1. Spindle File – The Spindle, on with papers nay be
impaled, appeared 15th century.
2. Pigeonhole File – Persons who disliked spindle
folded or rolled their papers, wrote names or subjects
of the outside and place the roll in holes in rolltop
desks or in a series of separate boxlike openings in a
cabinet.
3. Bellow File – The bellow files are used as sorters. It
appeared at about 1860. Each lettered compartment,
the alphabetic bellows files is sometimes used as
sorters.
4. Box-File – in 1875, the box file shaped-like a book
and opening from the side was invented. Each box
contained a set of sheets having extended labels
bearing the letters of the alphabet. The box file is still
popular for a limited account of correspondence and
especially for home use.
5. Shannon File – Named after its inventor. The
Shannon file originated in 1880 in response to a need
of greater security of papers. The Shannon file
consisted of a double side-opening 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 on the arches according to the system or
arrangement being used. The Shannon file was
suitable only for small amounts of correspondence.
The present day Shannon arch-board filed operate on
the same principle, but they are designed for
temporary storage.
6. Vertical File – Vertical filing of papers was in all
probability first suggested by Dr. Nathaniel S.
Reosenay, secretary of the Charity Organization
Society of Buffalo, New York. His long experience with
card filing made him believed the same principle might
be applied to filing papers (placing them on edge
behind guides). He advanced the idea in 1892. The
 following year, several firms demonstrated vertical
files at the World’s Fair in Chicago. Large crowds
gathered before the exhibits; but the general opinion
was, “It will never work; you cannot stand papers on
edge; and if you leave them loose. They will lose.”
Today, vertical filing is generally recognized as the
best method of the majority of business records. The
first files were built of wood in horizontal sections, but
about 1900, the first steel files appeared in vertical
sections.
Records management varies greatly from
organization. In some, records are handled very informally
because their volume is small. At the opposite extreme is
the careful control of all key records under the direction of
a record manager. This is a position of great responsibility
because it includes working with records from their
creation to their final disposition.
Functions and Uses of Records
1. It measure police efficiency,
2. It present the community’s crime picture,
3. It assist in assigning and promoting personnel,
4. It identify individuals,
5. It provide a basis for property accountability,
6. It control Investigation,
7. It can make information available to the public,
8. It increase efficiency in traffic control,
9. It assist the courts and prosecutors,
10. It assist in evaluating control services,
11. It coordinate custodial services,
12. It integrate the department,
13. It furnish data for the budget,
14. It establish responsibility,
15. It reveal unusual problems,
16. It aid in the apprehension of criminals.
17. It assist other police agencies,
18. It provide the basis for compilation of police
statistics,
19. Effective employment of personnel and
equipment,
20. Future references and basis of action.
Incidents to be Recorded
1. Violations of laws and ordinances,
2. All calls in which any member of the police force
dispatched or takes official action,
3. All legal papers handled such as warrant of arrest,
subpoenas, summonses, citations and the like,
4. Cases of missing and found persons, animals and
property,
5. Accidents which require police actions,
6. All personal injuries, bodies found and suicides,
7. Any damage to property
8. All cases in which a police officer is involved,
9. All arrests made,
10. Miscellaneous cases, general and special orders
and all other incidents that need to be recorded.
Cardinal Principles of Records Management
1. A record that is misplaced or misfiled is as good
as lost.
2. No record that is subject to a pending audit should
be destroyed, regardless of the published
destruction schedule.
3. Active records are to be kept in offices during their
useful life. Inactive records are to be transferred to
some type of archives or destroyed according to
the record retention schedule.
4. Records should be grouped according to the
retention value and functions.
5. Information is not tangible (not real or true) until it
is represented as data or recorded in a document.
Reasons why managing government records a
difficult problem
1. Large in volume
2. Accumulates rapidly
3. Must be available to a wide variety of users
4. It occupies valuable office space and crowded out
office personnel.
Avoiding of losing/misplacing of records:
1. Only authorized personnel should have access to
the files or records.
2. Maintain a record book for borrowers.
3. File all records properly.
4. Store records in a safe place.
5. Conduct periodic inspection and inventory.
6. Report immediately to your superior any missing
or lost records.
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.
If an organization has no plan for seeing that all
records flow smoothly through the record cycle, it will be
faced with more of the following problems, any one which
can severely drain of profits.
• An unmanageable tangle of papers within the
office
• Wasted clerical effort searching for
information.
• Loss of important operating information
• Extravagant use of operating information.
• Possible loss of key information in defending
the company against legal actions or
governmental inquiries.
Poor records management also creates chaos
and wastes a tremendous amount of time and money.
Such mismanagement is characterized by:
• Improper control of records creation.
• Free access by anyone at any time to the files.
• No control over records taken from the files.
• No plans for disposition of absolute records.
• Retention of unnecessary records.
• No plans for retention of needed records.
Proper records management provides
information, instantaneously and streamlines the operation
of any organization. The information contained in the filed
records is the lifeblood of any office. The person who is
responsible for the orderly arrangement and control of
those records has one of the most responsible positions in
any offices.
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.
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
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.
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.
Records Storage
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
information too complicated to be trusted to memory, to
assist departments in communicating with each other, to
substantiate claims, and to provide a record of the past, to
provide information useful fro legal purposes. The filler,
therefore, must be able to find quickly any information
contained in the stored records.
When a record is created and is ready for filing,
unnecessary working papers or rough drafts used in its
creation should be destroyed. Excessive duplicate copies
should be avoided and papers of temporary value should
be prominently marked for destruction before they are put
into files so that the 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 upon
receipt, started through the work flow from office to office,
and stored for retrieval when needed.
Efficient records control includes:
1. Standardizing the purchase of equipment and
supplies to allow their usage anywhere in the
organizations.
2. Training personnel
3. Following standard procedures of storage and
control.
Terminology of Storage
Filing terminology may be confusing to someone
who is not familiar with it. Understanding the naming of
records control and being able to analyze the various
systems of storage available require knowledge of the
terms used. The definition given in the following
paragraphs will help in understanding.
1. Filing – Filing is the actual placement of materials
in a 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.
2. Filing Manual – A filing manual is an instructional
book containing detailed information about various
phases of filing and records management
including rules for the procedures used.
Illustrations of those procedures and examples of
clerical details, such as folder labeling, typing
style, and material used, are usually included in
the manual.
3. Procedures – Procedures are series of steps for
the orderly arrangement or records which include:
alphabet, geographic, numeric, subject of
chronologic.
4. System – The word system as used in records
storage means any plan of filing devised by a filing
equipment manufacturer. System has a broader
meaning in management circles.
5. Classifying – Mentally determining the name of
subject or number of which a specific record is to
be filed is called classifying.
6. Indexing – Another method of classifying.
7. Coding – Making an identifying mark on the item
to be stored to indicate what classifications it is to
be filed is called coding. Coding may be done by
underlining, checking, circling, or marking the
record 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 code mark
remains on it.
8. Unit – The names, initials, or words used in
determining the alphabetic order of field materials
are called units. The name Joan C. Brown, for
example has three units. Brown is the first, Joan is
the second, and C is the third.
9. Cross Reference – A cross reference is a
notation put into a file to indicate that a record to
not store in that file but in the file specified on the
cross-reference. A cross-reference is somewhat
like a directional sign. It tells the filer or searcher
where to find the needed material.
10. Guide – Dividers in filing equipment are called
guides because in formation on them serves as
guide to the eye of filing and locating stored items.
A primary guide introduces a special section that
falls within the alphabetic range of the primary
guide it fallows (such as A section devoted to a
special subject applications, or a special name
group such as names beginning with the word
General). An OUT guide is a heavy divider that
replaced a folder in the file when the folder is
temporarily removed.
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,
are manila, Kraft, plastic and pressboard. A
miscellaneous folder is a folder that contains has
not accumulated is sufficient volume being
removed to its won specially labeled folder known
as an individual.
Filing the Case Record
The case record is the heart of any police record
system. It is the 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 case
records, which shall be accomplished by all concerned;
1. Complaint/assignment sheet
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 shall have a
complaint/assignment sheet. Each
complaint/assignment sheet shall be assigned a
different number.
There are therefore, two numbering system:
complaint/assignment sheets becomes the primary
document for the analysis of crime occurrences while
the investigative report becomes the prime document
for the continuation of the investigative process two
copies of the complaint/assignment sheet shall be
made for each complaint requiring a sheet report.
A separate complaint/assignment sheet is
required for each crime or incident reported to the
police. It makes no difference whether the complaint
is reported by telephone, by letter, in person at the
police desk, to an officer on duty otherwise. The
complaint/assignment sheet is registered by stamping
a serial on each. When registered the
complaint/assignment sheet becomes a part of the
records system. There shall be a consecutive series
of complaint numbers assigned by the desk officer.
The complaint number must not be confused with the
case number.
All incidents, which require for a police
investigation, shall receive a complain number. The
case number identifies each case and all other papers
and reports relating to it and as a basis for filing. The
desk officer receiving the call need not be obtain
detailed information from the complainant but secure
the basic information needed to prepare the
complaint/assignment sheet. If the complaint is lodge
in the precinct, the desk officer of the precinct shall
prepare the complaint/assignment sheet in two copies
indicating thereon the complaint number assigned by
the Central Record Unit. The original copy shall be
forwarded to the Central Records Unit.
2. Investigative Report
This type of report is prepared as a written
report on the findings of the investigator. The following
are the different types of the investigative reports.
a) Case Report – This report shall be
accomplished by the investigator or member making
preliminary investigation of crime reported 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 required by the
department for distribution. For uniformity of crime
reporting this shall follow the prescribed classification
of offences, while the duplicate copy shall remain in
the precinct concerned for the corresponding action.
The officer assigned to the case shall make his report
at the end of his tour of duty.
b) Supplemented / progress – final Report –
Progress report shall accomplished by the investigator
continuing the investigation if the case is left by
pending status.
It shall be submitted within three (3) days after
the submission of the initial report and monthly
thereafter until the case is closed or cleared.
Closing a case shall not be confused with
clearing a case. A case is “Closed”, for administrative
purposes, when it is no longer being investigated and
is not assigned to an investigator. A closed case can
be either solved or unsolved. A case is “Cleared”
when one or more person is arrested, charge with the
commission of the offense and turned over to the fiscal
or court for prosecution. Based on the final report a
complaint maybe filed by the Police Station
Commander before the Municipal Criminal Circuit Trial
Court, if it is the municipality.
c) Continuation Report – This report shall be
used as the second as the succeeding pages of all
kinds or reports.
d) Technical Report – This report shall be
accomplished by the investigator to cover other angles
of the case or the technical staff whose assistance has
been requested to conduct laboratory examination of
evidence specimen gathered, to supplement the
findings and report of the investigating officer.
f) Wanted Person Report – Information of
persons who are wanted by the police shall be flashed
by means of “Notice” wanted person, accomplished in
six copies, one copy to be sent to the PNP Provincial
Director, one (1) copy to the PNP Regional Director,
one copy to be sent to PNP Director General, Camp
Crame, Quezon City, one copy to be sent to the NBI
Central office, Taft avenue, Manila, the original copy to
be placed in the “Persons Wanted File” of the police
station concerned, and the six (6) copies to be
displayed in the Rogues Gallery. Strict compliance
with the instructions at the back of the form is required.
g) Daily Record of Events – A daily record of
event is needed to keep all members of the force
informed concerning police operations, assignments,
and administrative instructions. It shall carry a brief
resume of each complaint/assignment sheet, a
description of missing persons, and persons wanted,
and other information of interest to the police force.
The officer who prepares the complaint/assignment
sheet may reproduce the daily record of events
becomes a chronological cross-reference to the
complaint file. A number of copies may be made for
dissemination to the different divisions and units of the
department. In large police stations, the daily record of
events may be duplicated by mimeograph. In all police
forces, a log book or police blotter shall be used,
provided that it contains all the information in the daily
record of events and that each incident shall be
assigned a serial number. All investigation report and
other documents dealing with a case are assembled in
a folder. The accumulation of the record is called the
“Case File” and is one of the principal features of the
satisfactory record system. Case files are always filed
according to the case number.
Filing the Arrest and Booking Records
These reports are required for all persons
arrested. They shall be made out in full on each person
arrested.
1. Arrest Report – An arrest report shall be out in
full on each person arrested and should be prepared at the
time is prisoner is booked. Information regarding the
offender, the charges and circumstances of arrest is
recorded before the prisoner is locked in jail or released on
bond. The arresting 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 obedience to a warrant or warrants, separate arrest
report will be made for each warrant. In preparing for the
arrest record, it is important the full name first, middle and
last, another personal circumstances of the prisoner are
entered and all questions on the form are answered. It shall
bear on arrest number for each arrest made. The number
series for arrest shall start from no. 1 on the first day of
each year which will known as Calendar Year Numbering
System. For example, the first arrest in 1991 shall be 91-1
this means that it is the first case of the calendar year 1991.
This report shall be used in controlling 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. It shall carry the serial number of
the complaint/assignment sheet and case report, as the
case may be. In an arrest where there has been no
previous complaint/assignment sheet prepared, the desk
officer shall make out one and assign a serial number at
the time of the time of the booking. Immediately after
accomplishing the arrest report, three things are done.
First – Send to the complaint clerk for the
preparation of the complaint/assignment sheet.
Second – Send to the complaint clerk for name
search against the alphabetical index file in order
to determine if the prisoner is wanted on some
other cases.
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 shall be
searched by fingerprint classification in the
fingerprint file, only one set shall be taken and
forwarded to the NBI headquarters in Manila.
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 with the arrest record
file be the number in the Central Record Unit, The
duplicate and triplicate copies shall be sent to the fiscal or
to the clerk of court, as the case may be, together with the
criminal complaint of information and its other supporting
papers. The lower portion of the arrest report will be later
on detached and returned to the police department by the
fiscal or the clerk of court concerned after the termination
of the case, to be filed with the case record after the
disposition of the case has been annotated on the
fingerprint of the accused.
2. Booking Report – The police station needs a
current list of the prisoners in custody which will indicate
the status and disposition of each. It provides information
to each division as to the inmate or inmates in jail. It
facilitates accounting for the prisoners at the end of each
shift and their control 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 resister. Information regarding any prisoners in
custody is thus immediately available. The file shall be kept
at the booking counter or location convenient in
examination when inquiries are made. After the release of
the prisoner, either the police or the court, the jail-booking
sheet is forwarded to the records division where it is filed
according to the arrest number.
3. Prisoner’s Property Receipt – All police
stations shall give receipts to prisoners’ property that is
taken from them. This receipt is prepared in duplicate.
Everything taken from his is still the prisoners’ property
until shown to be otherwise. The officer who makes the
search and remove the 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
the property is sealed in an envelope, which bears the
prisoners name, the property receipt number and the date.
The department property clerk will not 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.
The prisoners property receipt blank form should
be in book form, with the original perforated for easy
removal and with a serial number printed on each pair. The
duplicate should be removed from the book. This is to
eliminate danger of loss and to have an easy reference by
property receipt number or date.
On the time of release, the prisoner shall be
required to produce the original receipt. Where he sign to
acknowledge return of his property. The receipt is then
filed with the case file. In the event the receipt has been
lost, stolen or destroyed before the return of the property,
certification listing as the property as described on the
duplicate prisoners property receipt shall be signed by the
prisoner. This certification shall indicate that the original
prisoners property receipt was lost, stolen or destroyed.
Prisoner’s property that is clearly identifiable by a
number or inscription shall be checked against the stolen
property files. If an identification is made, an investigation
report stating the facts is written in duplicate; the original is
sent to the Commanding Officer who shall cause the
property so identified to be held as evidence, the duplicate
shall be sent to the detective division for appropriate
action.
Filing the Identification Record
The various identification records for the
identification of the criminals and other individuals now
extensively used in police stations shall include the
following:
Fingerprint Record – Of the various method of
criminal identification, the fingerprint system is the most
reliable. Identifying criminals by name is unsatisfactory
because of the frequent use by criminal or aliases.
Fingerprint 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.
a. Criminal Fingerprint – All persons arrested for
an offense shall be fingerprinted and an identification
number shall be assigned to each prisoner 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 copy may be sent to the
National Bureau of Investigation. This procedure brings the
criminal history file up to date after each arrest. The same
ID number shall be used for each subject, regardless of the
numbers of time he may be arrested or fingerprinted. This
is the fourth series of number used, the other three being
the compliant sheet, case report and arrest report. The
identification number shall appear on the fingerprint card;
the description and the photograph. The identification
numbers are recorded chronologically in a ledger the
entries on which include the name, identification number,
case number, the fingerprint classification and the date
fingerprinted.
b. Civilian Fingerprint – All persons requesting
clearance certificate or other personal identification
purposes shall be fingerprinted using the prescribed form.
c. Alien Fingerprint – All aliens requesting
clearance certificate for purposes of petition for
naturalization, charge of name, oath taking for other
personal identification, purposes shall be fingerprinted,
using also the prescribed form.
The fingerprint card is searched in the alphabetical
index file. If the search is negative, search is then made in
the fingerprint file by fingerprint 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 the three categories: criminal civilians,
and aliens.
Secondly, although the police station wishes to
maintain its fingerprint card will be sent to the NBI in
Manila. In order for fingerprints to serve their maximum
usefulness to the local police stations and to all other law
enforcement agencies, it is imperative that copies be sent
to the NBI, Manila wherein a history sheet will be prepared
and furnished the contributing agency. Other police
stations may have arrested the subject in the past are thus
inform of his present whereabouts. The history sheet sent
to the NBI by fingerprints. It is most important, however,
that the fingerprint shall be taken accurately.
The Henry FBI extension classification system of
fingerprints shall be used by the police stations. The
criminal history sheet shall be filed in the individual criminal
file. Each person arrested by a local police station shall
have an individual file folder.
Criminal Specialty or Modus Operandi File –
This consists of photographic records and modus operandi
of known criminals. This shall describe the method of
operation of a criminals, Classified and filed in such a way
as to aid in identifying the crime as one committed by a
known criminal.
This is commonly known as M. O. (Modus
Operandi) file. The use of the classification index file is the
simplest form of modus operandi. This is a sort of Rogues
Gallery and is helpful in controlling crime and in
apprehending criminals. This shall be filed accordingly to
certain M. O. characteristics, according to major classes of
crimes, and according to identification number. Group
photographs of criminals working together are aid to
identification and they shall be filed of Criminal Specialty
of group involved.
Filing the Administrative Records
A number of different records are required in the
management of the departments’ personnel. Some of
these are of an informational character designed to aid in
assignments, promotions and disciplinary actions; others
are of control character such as correspondence files,
department memoranda, daily summary of daily
attendance record, follow up and call sheet and monthly
report. In police stations of over 100 men, the use of such
file is essential in administering personal matters.
1. Personal Records – A file showing the history
of each police officer, both prior and subsequent to joining
the force, is indispensable.
2. Correspondence File – This shall consist of
set or records of communications classified, arranged and
filed alphabetically by the subject to which they pertain.
3. Memoranda, Orders, Policy files, etc. –
These shall be filed accordingly as they are made
available.
4. Assignment Record – The detective
assignment record is desirable for the effective function of
the detective division. Other division in the force may
devise a system of assigning personnel.
5. Other files – Police stations shall maintain
other administrative records responsive to their needs.
Filing the Miscellaneous Records
Police stations perform a variety of services that
do not relate to recorded complaints. In addition to the
general classes or records, there is miscellaneous group
which do not feel under categories of records that a police
stations maintains and which on occasions create filing
problems within a department.
The average small police stations may simply
maintain one file folder for each category. Each piece of
correspondence, together with the copy of the reply,
should be filed in chronological order in an appropriate
location file. 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 correspondence
may be located. If correspondence with a particular office
is frequent, a separate folder for the office may be
maintained. However, another method used is to filed
miscellaneous correspondence by a subject matter such
as firearms, speaking engagements, and the like.
Another system utilized occasionally is to assign a
correspondence number to each piece of incoming
correspondence, which then is filed by the name of the
author. In any event, some types of control records should
be maintained in order to ensure a prompt reply. Every
police form shall keep and maintain the following
miscellaneous record.
▪ Register of the aliens within the city or
municipality obtain from the Immigration
Commission and/or other sources;
▪ List of firearm holders from the Philippine
National Police;
▪ List incumbent city or municipal and barangay
officials and their address;
▪ Lists of the labor unions, cooperative
associations, civic, professionals, social and
religious organizations, in industrial plants,
movie houses, etc.
▪ List and description and all army camps and
mobilization centers.
▪ Facts about the locality indicating district,
barangays, sitios, roads, bridge, centers of
population, voters and the like;
▪ Copies of ordinances and penal laws.
▪ Roster of AFP reservists, (obtainable from
military sources) showing current addresses.
▪ List of private security agencies.
▪ List of parolees, pardoned and released
criminals and their addresses.
▪ Property and equipment records – complete
inventory shall be keep by the police station
and property as well as the cause of
maintenance and operations, and
▪ Such other reports that may be required by
proper authorities and those that are
necessary and the police force. This shall
include the list of police numbers assigned to
individual police personnel for identification
purposes, which shall be varied and standard
identification card for all members of the
police force.
Indexing
Police stations shall prepare and maintain index
card appearing in the 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 different types of index file.
Master Name Index File
Every police station shall maintain a master name
index for the operation. It shall be in 3/5 inches index card
stock. Index cards shall be arranged in general
alphabetical order by the last name. Index cards shall be
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
fingerprint collection whether the subject is wanted or not.
The department shall also index all names of persons
wanted by other police agencies as listed in circulars or by
other notice, persons placed on probation or parole. On the
index card, the following shall be reflected.
1. Complaint, case and/or ID number as the case
may be.
2. Name, aliases, addresses, sex, race, height,
weight, color of the eyes and hair, date and place
of birth.
3. Fingerprints classification (if available).
4. Brief statement of each incident base on the
source document with the following date.
▪ Date fingerprint taken, court case warrant
of arrest issued or date alleged
information.
▪ Contributor of fingerprint or information
and local number.
▪ Nature of offense and or purpose, and;
▪ Result of disposition, it known
5. If the subject has used to or more names, he will
be known by the 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 or the original name used.
6. A cross-index card shall be prepared for each
additional name use 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 card. The sizes and conditions of the files
will influence the frequency of searching.
Stolen Property Index File
 One principal objective of the investigation
conducted by the line-operating units is the identification of
the recovery of lost or stolen property. The stolen property
index is an investigative aid of inestimable value in
achieving this objective. There are two means of
identifying property. One by serial number placed on the
property and the other is the type of property
(unnumbered) this shall be indexed and 3/5 inches index
card stock, describing the articles that are reported lost or
stolen locally or by circulars from other police station. Prior
to filing a card, a search shall be made to determine
whether the same piece of property has been previously
recorded.
Numbered Property Index
1. Police stations with less than 200 police force
may number guide cards from 00 through 99. Numbered
property shall be indexed by the last two digits of the serial
numbers. When more than one index card filed behind one
guide card, they may be placed a numerical order
according to the third digit from the end as follows:
Example: Guide card 66
Revolver 952066
Motor number 123066
Watch 51-266
Electric drill 752566
Radio AMD 3866
2. Radio stations with more than 200 members
shall number the guide 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 digits of the number
Unnumbered property index
Property not identifiable by manufacturers serial
number is indexed in the unnumbered property index, by
description of the article, such as clothing, 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 property is recovered and
file should be overhauled periodically and certain cards
removed. For example, cards over six months old
describing perishable goods; those over two years old
describing non-perishable foodstuff, tobacco, and liquor;
and those over five years old describing wearing apparel,
linens and bed cloths, etc., serve no useful purpose after
such a period of time, cards describing articles of greater
value, of articles not likely to be worn, consumed, are
destroyed should be kept indefinitely. The complete
description should be described on the index card to
eliminate the need for a search to check the investigative
report to obtain the complete description.
Charging Out Files
Responsibility for filing each class of records
should be definitely assigned to one or more designated
clerks. Access to records, cabinets shall be restricted to
record’s division members only. When any record is
removed from the file, an appropriate borrower’s slip is
used and a charged-cut card is accomplished. This
ensures the proper used of the files; prevent the
misplacement of records that have been used and keep
the files personnel informed at all times of the whereabouts
of the records instead out at any given time.
Borrower’s Slip
This is used when asking for files, and is used as
a receipt for a case or any number of items from a file. It is
in 4x6 inches sheet. A supply of such slip shall be kept in
each division or unit. This form is accomplished by the
borrower who needs a file and maybe brought to the file
room either through the regular messenger service or by
any person authorized by the borrower. It is presented to
the record’s official. It is kept in a file control box when the
file stands or remains charged-out. On the return of the
record, the borrower’s slip is cancelled in the presence of
the borrower and same is attached to the record and
remains in the file as a permanent record of the
transaction.
Charge-out Card
Each time any file is issued, a record should be
made on a color 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
maybe cut to fit the file drawer and shall stand out
prominently among the files. When a file or folder is
withdrawn, one of the cards is filed out and inserted in
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 back in its place
in front of the file drawer.
Follow-up Procedure
It is essential that each Station Commander have
an administrative device, which will ensure that all case
brought to the attention of the force shall 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 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 File” according to the date as determined by
the manual on which the investigating officer shall submit
a progress or final report. The file has dividers for each day
of smooth and is separated in to 12 months. If a report is
due on a designated date, the follow-up slip shall be filed
on the day following the target for submission of the report.
A reminder slip shall be made and sent to the superior of
the officer concerned if the report is not submitted on the
date due.
Spot Map
 Spot maps are useful to indicate the traffic
accidents and crime location. The location of crime
hazards aid in the direction of enforcement effort. It
provides supervising officer with evidence of weakness in
police service and shows the individual officer where his
attention is specially needed. Spot maps should be placed
where they will be readily available for consultation. They
shall be placed in the office of the head of the division or in
the office housing the specialized activity involved. Spot
maps should be kept up to the date by the record staff.
Each map should be limited not over four different factors
if this factors have about equal frequency. In place of the
crime index and the location index, spot maps shall be
maintained by the police station for its use as follows:
Traffic spot maps – Accident spot map for the
posting for motor vehicle and pedestrian accident, which
occur in the area.
Crime spot map – A general crime spot map on
which are posted the location of murders, rapes, robberies,
holdup, carnapping and other major crimes of the locality.

Uniform Crime Reporting (UCR)

A uniform crime reporting shall be established in

every police station 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 15th 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.