GROUP 6

IBANA, JOFER B.
IBIS, RODEN S.
OLIVERA, KOBE
ORJETA, REYMOND
BALIZA, JONNEL S.
TOPICS
■ Types of Police Records
■ Police Record Management
■ Supervision of Report
TYPES OF POLICE
RECORDS
Types of Police Records

The records management personnel is expected to familiarize himself

with the different types of police records. These types of police records are:
Case Records, Arrest and Booking Records, Identification Records,
Administrative Records, Miscellaneous Records.
1. Case Records

These are records consisting of complaints or assignment sheets which

are considered as document source for analyzing crimes. These are the
foundation record of any police department, and written by the desk officer
who makes the complaint or assignment sheet. Case records are classified as
Investigative Reports, Technical Report, Accident Report, Wanted Person
Report, Daily Record of Events.
Example of Investigative Report
Procedure for Filling Case Reports:
1. Felony reports, serious accident reports (including all investigation report), and case

reports are filed periodically.

2. Minor disturbances like drunkenness and disorderly conduct does not require

extensive reporting.

3. Case reports will be filed according to case number, regardless of the type of

complaint, persons involved, or date of incidents.

4. Case numbers should appear on the daily bulletin or other control summary to

provide supervisory personnel with means of ensuring prompt submission of reports.

2. Arrest and Booking Records

The completion of the arrest report is the responsibility of the arresting

officer, as this report is a requirement for preparing arrest and booking records.
The arrest record is written in three (3) copies together with the booking sheet.
These copies are to be forwarded to: Central Record Unit (original copy),
Fiscal or Clerk of Court (second copy), and Fiscal or Clerk of Court with
the complaint or other supporting document (third copy).
Example of Booking and Arrest Form
Procedure in Filling Arrest Reports
1. Upon receiving the arrest notification, the dispatcher issues a case report number and
arrest number, he will then mark the dispatch form to show that an arrest has been
done.
2. The Report-Review Officer reviews the dispatch information and data by identifying
and matching incoming cases and reports.
3. The Booking and Detention Officers will maintain an alphabetical jail population or
census files with all the jail copies of arrest/booking reports and other necessary forms
and notices.
4. The Booking and Detention Officer will also maintain a local-count-date suspense file
containing copies of the report-control index cards.
5. For control purposes, the court liaison personnel will also maintain a department- wide
court-appearance chart.
6. The detention officer should release on proper authority and obtain the signature to
whom the prisoner is released.
3. Identification Records
These are records of fingerprint identification which is done in two
(2) copies. The first copy is filed in the central record of the police station,
and the second copy is forwarded to the headquarters of the National
Bureau of Investigation. Identification record is classified as follows:
Personal Records, Correspondence Files, Memoranda, Orders, Policy Files,
and Assignment Record.
4. Administrative Report
It is a detailed written account of an incident, crime, violation or
unprofessional behavior or misconduct of a personnel member which
gives comprehensive information to warrant administrative decisions
on the matter. Unlike Crime Report, it is geared towards administrative
misconduct, unprofessional conduct of an officer and other issues
which enable police administration to take a firm and bold decision
which can stand the text of time.

In writing an Administrative Report one should think of the

reconstruction of the incident or crime and to know that the object of a
5. Miscellaneous Records
These are records that are not necessarily related to any complaints. Below
are the examples of these records:
1. Records from the Immigration Commission
2. Records of City, Municipal, and Barangay Officials
3. Records of Organizations like Unions, Cooperatives, Social Groups,
Religious Sectors
4. Records of army camps and centers
5. Records of Ordinance and Laws
6. Records of Private Security Agencies
 POLICE
RECORDS
MANAGEMENT
Police Records Management
Police Records pertain to all written materials such as books, papers, maps,
photographs, documentaries, that in ways are written or received by any law
enforcement agency that serve its legal purposes (Agsalda, 2007). It is essential that
any agency should have a clear knowledge on how to manage records properly.
Examples of police records that should be managed properly are: Agreements,
Documents, all forms of Police Reports, Police Blotters, Logbooks, Transcripts,
Arrest Book, Press Release, and Traffic records.

The Police Records Administrative Management Operations is responsible

with the creation, protection, retrieval, preservation, and retention of records and
information.
SUPERVISION OF
REPORTS
Supervision of Reports
The records supervisory personnel needs to adhere to the following standards:
Assure good reports, set up good recording standards so that all will know what is expected
of them, set up a system of spot-checking to ensure that corrections are being made to
assure uniformity, protect the reputation of the department and its offices.

Furthermore, the supervisory personnel may use the Tickler system which is a 3x5
index card showing basic data, dates, etc., and to whom it was assigned. The card is filed
behind the officer's name in the card index box. This system also assures a regular check on
each pending case. He may also utilize the Assignment record which shows the cases
assigned to each officer, and should include a record of reports submitted. All reports
should be read and signed by the supervisory official, and that no report can be filed until
approved by the supervisor.