PHILIPPINE NATIONAL POLICE PERSONNEL RECORDS MANAGEMENT MANUAL OF 2008 DIRECTORATE FOR PERSONNEL AND RECORDS MANAGEMENTey Republic ofthe Philippines Department of the Interior and Local Government. NATIONAL POLICE COMMISION NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE DIRECTORATE FOR PERSONNEL AND RECORDS MANAGEMENT : Camp Crame, Quezon City PREFACE Records serve as a lifeline of the PNP. Without records, the PNP operations would come to a halt. In all levels of tne PNP, records are essential to provide evidence of decisions, actions and transactions, to support the efficient running of the organization, to enable information to be accessed and shared and to demonstrate that personnel have acted appropriately. Over the years, as the PNP members continue to grow in number, the burden for personne! records - management has also increased. As records officers and personnel create, receive and access records at their desks, so there is a greater need for recordkeeping responsibilies tobe well defined and for policies and standard to be folowed PN wide go that the information base of the organization is captured and managed. With the approval of Republic Act No. 9470, otherwise known as “An Act to Strengthen the System of Management and Administration of Archival Records, Establishing for the pose the National Archives of the Philippines, And for Other Purposes” on May 21, 2007, it becomes necessary to change and aign personnel and records management polices with the new law for consistency. Strengthening the personnel records management system is consistentwith the on-going PNP Integrated Transformation Program which enabies the PNP to manage well its personnel related programs and effectively deliver its services. A good records management system encourages informed and consistent decision- making based on accurate and accessible information, supports transparency and accountabilty and hips to ensure that records of long term value ate preserved, It isin this tight that this manual js formulated to serve as guide ard ready reference for use of all PNP personnel. Since this is the first comprehensive policy ‘on records management, and all the processes and details may not have been recorded in full, the DPRM intends to revise this manual annually to make it more responsive to the needs of our personnel and the organization.| 4 ACKNOWLEDGEMENT This manual was made possible through the collective efforts of the men and women of the Records Management Division in their desire to pursue Brofessionalism and excellence in records management The inputs, comments and recommendations from the different Directorial Staff, and the Deputy, the Ex-O and the Division Chiefs of the DPRM. were instrumental in completing this manual The insights and notes made by PCSUPT ERIC Q JAVIER contributed immensely in drafting this manual The leadership of the Director of Personnel and Records Management, PDIR EDGARDO E ACUNA inspired us in making a difference and pursuing transformation in records management. Lastly, we bring back all the glory and praises to our God for the completion of this project The Project Team PSSUPT GETULIO ofboun NAPENAS, CSEE Chief, RMD. Bbc PSUPT BERN) JANAC, CSEE Special Projects Officer January 4, 2008