Review Materials in

Police Personnel and Record Management

By: Dean Bimboy C. Cueno,Crmgst, MSCJ

Police Personnel Management

It is defined as that area of management concerned with human relations in the police
organization so as the development of work effectiveness and advancement of the rank in the
police organization. It uses planning, organizing, directing and controlling of day to day
activities involved in procuring, developing, and motivating them and in coordinating their
activities to achieve the aims of the police.

Purpose and Objective of Police Personnel Management

- The establishment and maintenance 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 at all times.

Administrative Functions

POSDCORB (Prof. Luther Gulick)

P-Planning- this is the process of working out in broad outline the things that need to be done
and the methods for doing them. It is the determination in advance of how the objectives of the
organization will be attained.

O-Organizing- this is the establishment of the formal structure of authority through which work
subdivisions are arranged and coordinated for the defined objective. It involves the determination
and allocation of men and women to achieve pre-determined goals.

S-Staffing- this refers to the personnel`s function of bringing in and training the staff and
maintaining favorable conditions of work. It is the task of providing the right men for the right
job.

D-Directing- this is the continuous task of making decisions and embodying them in specific and
general orders and instructions. It also includes giving of authoritative instructions, orders, or
commands to working men, and the overseeing of the human resources and the various activities
in an organization.

Co-Coordinating- this entails inter-relating the various parts of the work. It involves the
checking or evaluation and measurement of work performance.

R-Reporting- to account the activities and programs, progress, future needs, plans, decisions
being made, for the purpose of administrative control.

B-Budgeting- entails financial planning, accounting, and control. It covers the budget
preparation and use.

Operative Functions of Police Personnel

1. Police Personnel Planning- is the study of the labor supply of jobs, which are composed
with the demands for employees in an organization to determine future personnel
requirements, which either increase or decrease.
 2. Police Recruitment- it is the process of encouraging police applicant from outside an
organization to seek employment in an organization. It consists the development of
recruitment plan, recruitment strategy, formulation job applicants search, screening, and
maintaining a waiting list of qualified applicants.
3. Police Selection (Screening)-is the process of determining the most qualified police
applicant for a given position in the police organization.
4. Police Placement- it is 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 or Performance Rating- the evaluation of the traits, behavior and
effectiveness of a police officer on the job as determined by work standards. It is a tool in
decision making for promotion, transfer, pay increase, termination or disciplinary actions
against police officers.
7. Police compensation- also known as financial compensation in the form of wages and
salaries. It provides the means to attain that standard of living and economic security that
vary in degrees upon a person`s expectations.

3 Basic Types of Financial Compensation

1. Basic Pay or Basic Compensation

2. Incentive or Variable Compensation- bonuses, allowances, cash gifts, etc
3. Supplementary Compensation-social security, leave credits, medical benefits, paid
holidays, loan grants.

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 the fundamental guide for personnel
practices and personnel policies used in an organization for maintaining harmony between
management and employees.

Human Resource Manager- he is responsible for the continuing planning activities and
strategies the organization must undertake effectively to maximize the use of human resource, to
forecast present and future manpower requirements, and to develop an appropriate personnel
programs, personnel policies, practices and strategies.

Personnel Policies- are standard decisions or actions, which serves as guides to police managers
in making their decisions. It may restrain managers from taking actions, or it may limit the
actions they may take on police personnel.

(5) Five Areas of Police Personnel Program

1. Acquiring competent personnel- includes human resources planning, job description and job
specification, police recruitment, selection, placement, transfer, and separation.

2. Holding and retaining competent 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.
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 standards and performance.

4. Labor and human Relations- involves the development of harmonious relations between
management on one hand and individual police officer 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.

Nature of Police Policy

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.

A POLICY refers to a general plan of action that serves as a guide in the operation of the
organization.

Policies form a code of procedure in that they broadly indicate the best method of
conducting any portion of the work at hand.

Types of Police Policies

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 main 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 contact specifications.

Dissemination of Policies

1.Police Handbook-These handbook s 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.

2. 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.

3. 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.
4. 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.

5. 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.

6. 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

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.

Job Specification refers to the specification of the minimum personal qualifications in

terms of trait, skill, knowledge and ability required of a worker to perform the job satisfactorily.

POLICE RECRUITMENT, SELECTION, AND PLACEMENT

On Police Recruitment

The first step in recruiting procedure, and the one that should receive greatest emphasis,
is that of attracting well-qualified applicants. The best selection devices available are of little
value if the recruiting effort has failed to attract candidates of high caliber

Standard Policy on Selection and Appointment

A. A citizen of the Philippines;

B. A person of good moral conduct;
C. Must have past psychiatric or psychological, drug and physical tests to be administered
by the PNP or by any government hospital accredited by the Commission for the purpose
of determining physical and mental health;
D. Must possess a formal baccalaureate degree from a recognize 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 any offence or crime involving moral
turpitude;
H. Must be at least one meter and sixty-two centimeters (1.62m) in height for male and one
meter and fifty-seven centimeters (1.57m) 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) not more than thirty (30)
years.
The Screening Procedures

***Preliminary Interview

***Physical and Medical Examination

***Physical Agility Test

POLICE APPOINTMENT

An applicant who meets the general qualifications for appointment to police service and
who passes the tests required in the screening procedures, shall be recommended for initial
appointment and shall be classified as follows:

***Temporary-if the applicant passes through the waiver program as provided in under
R.A 8551.

***Probationary-if the applicant passes through the regular screening procedures.

***Permanent-if the applicant able to finish the required field training program for
permanency

Appointment in the PNP 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 for their, that in times of war or other
national emergency declared by congress, the President may extend such tour of duty.

Appointment by Lateral Entry

In general, all original appointments of Commissioned Officers (CO) in the PNP shall
commenced with the rank of inspector to include those with highly technical qualifications
applying for the PNP technical services, such as dentist, optometrist, nurses, engineers, and
graduates of forensic sciences. Doctors of Medicine, members of the Bar and Chaplains shall be
appointed to the rank of Senior Inspector in their particular technical services. Graduates of the
PNPA shall be automatically appointed to the initial rank of Inspector. Licensed Criminologist
may be appointed to the rank of Inspector to fill up any vacancy.

The Need for Police Training

Organized training is the means by which officers are provided with the knowledge and
the skills required in the performance of their multiple, complex duties. In order that the recruit
officer may commence his career with a sound foundation of police knowledge and techniques, it
is most important that the entrance level training he soundly conceived, carefully organized and
well-presented.
Standards for Police Training

The major portion of a training program should be functional. This means that the
controlling purpose of the program should be to bring about improvement of the performance of
the duties of law enforcement officers. When a program is functional in character, it is directed
toward:

***Providing information in the performance of duty, or in meeting responsibilities

***Developing ability to perform duties

***Developing and maintaining high morale

***Developing ability to think purely and to exercise sound judgment in the performance
of duties

Phases of Police Training

1. Induction training of recruits who have been selected on the bases of intelligence and
aptitude for police work.
2. Contamination training of recruits throughout their probationary period to increase their
knowledge and skill.
3. Refresher and advanced training of experienced police officers, including presentation of
new methods in such aspects as traffic control, juvenile delinquency, or investigation.
4. Training or command officers in supervision, departmental objectives, and
administration.

Pre- and- post employment university training.

Responsibility of Training

The training of police officers shall be the responsibility of the PNP in coordination with
the Philippine Public Safety College (PPSC) which shall be the premier educational institution
for the training of human resources in the field of law enforcement (PNP, BFP, BJMP), subject
to the supervision of the NAPOLCOM.

Types of Police Training Program

The following are the training programs in the police service:

1. Basic recruit training

2. Field training
3. In-Service Training program
4. Department In-service training programs
5. National and International Conventions on Policing

*The Basic Recruitment Training- the most basic of all police training. It is a prerequisite for
permanency of appointment.

*The Basic Recruitment Training shall be in accordance with the programs of instructions
prescribed by the PPSC and the NAPOLCOM subject to modifications to suit local conditions.
This course is conducted within not less than six (6) months. A training week shall normally
consist of 40 hours of scheduled instructions.

**Full time attendance in the Basic Recruit Training- Attendance to this type of training is
full time bases. However, in cases of emergency, recruits maybe required to render service upon
certification of the Regional Director or the City or Municipal Chief of Police the necessity of
such service.

**Completion and Certification of Training- After the Basic Recruit Training, the Regional
Director shall certify that the police recruits have completed the training and has satisfied all the
requirements for police service.

**The PNP Field Training- is the process by which an individual police officer who is
recruited into the service receives formal instruction on the job for special and defined purposes
and performs actual job functions with periodic appraisal on his performance and progress.

The In-Service Training programs

1. Junior leadership training- for PO1 to PO3

2. Senior leadership training- for SPO1 to SPO4
3. Police Basic Course (PBC)- preparatory for OBC- for senior police officers
4. Officers Basic Course (OBC)- for Inspectors to Chief Inspectors
5. Officers Advance Course (OAC)- for Chief Inspectors to Sn Superintendent
6. Officer Senior Education Course (OSEC)- Superintendent and above
7. Directorial Staff Course (DSC)- for Directors and above

**The Department Training Programs- as often as practicable and as the need arises, all
members of the police department shall undergo appropriate department in-service training
which includes the following:

1. Roll-Call Training- instructional courses of several hours a day concerning

departmental activities.
2. Supervisory development, Specialized or Technical Training- Seminars or special
sessions on criminal investigation, traffic control, drug control, etc.
3. Training conducted by other law enforcement units or agencies.

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”.

PNP Appraisal System

The Performance Evaluation in the police service is the responsibility of the

NAPOLCOM, which shall issue the necessary rules and regulations 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 promotion of the organization’s.

POLICE PROMOTION

Promotion is a system of increasing the rank of a member of the police service.

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 the length of service in the present rank, and qualification.
2. Seniority
3. Availability of vacant position
Preferences for Promotion

1. Appropriate eligibility- whenever two or more persons who are next in rank, preference
shall be given to the person who is the most competent and qualified and who has the
appropriate eligibility.
2. Competency and Vacancy- When competency, qualification, and eligibility are equal,
preference shall be given to the qualified member in the organizational unit where the
vacancy occurs.
3. Seniority- when all the foregoing conditions have been taken into account, and still the
members in the next rank have the same merit and qualification, preferences shall be
given to the most senior officer.

Factors in Selection for Promotion

1. Efficiency of Performance
2. Education and Training
3. Experience and Outstanding Accomplishment
4. Physical Character and Personality
5. Leadership Potential
6.

Kinds of Promotion

1. Regular Promotions
2. Promotion by Virtue of Exhibited Acts ( Special Promotion )
3. Promotion by Virtue of Position

POLICE ASSIGNMENT
Police assignment is the process of designation a police officer at a particular function,
duty or responsibility.
PURPOSE OF POLICE ASSIGNMENT
The purpose of police assignment is to ensure systematic and effective utilization of all the
members of the force.
Power to make designation or assignment
The chief of PNP (CPNP), Regional Director (RD), Provincial Director (PD), and the City or
Municipal Chief of Police (COP) can make designation or assignment of the police force within
their respective levels.
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
business.
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.
POLICE DISCIPLINARY MECHANISM
Aside from higher police management levels that can impose disciplinary actions against
subordinates, the following also serves as disciplinary mechanisms in the police service:
Administrative Disciplinary Powers of the Local Chief Executive (LCE)-The City and
municipal Mayors shall have the power to impose, after due notice and summary hearings,
disciplinary penalties for minor offenses committed by members of the PNP assigned to their
respective jurisdictions as provided in Section 41 of Republic Act No. 6975, as amended by
Section 52 of Republic Act No. 8551.
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.
Administrative Offenses that may be imposed against a PNP Member
The following are the offense for which a member of the PNP may be charged
administratively.
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.
Irregularities in the performance of duty-it are the improper performance of some act
which might lawfully be done.
Misconduct or Malfeasance-it is the doing, either through ignorance, inattention or
malice, of that which the offer had no legal right to do at all, as where he acts without any
authority or whatsoever, or exceeds, ignores or abuses his powers.
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 peace officer.
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 and property against his will, is generally an act of oppression.
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.
Disloyalty to the Government-it consists of abandonment or renunciation of one’s
loyalty to the Government of the Philippines, or advocating the overthrow of the government.
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.
MECHANICS OF A GOOD REPORT

a. report shall be written to present a chronological record of events always beginning with time and date;
b. if possible, it shall be typed; if not, ink shall be used but never a pencil;
c. report shall provide complete name, address, as well as aliases, brief bio-data of victim or suspect;
d. abbreviations shall be avoided except those that are commonly known;
e. it shall not be so brief as to sacrifice clarity nor should it contain excess materials that would tend to
confuse;
f. every incident shall be written in a separate report
g. it shall be accurate and shall state facts, not opinions;
h. it shall answer these questions: WHEN, WHERE, WHAT, WHO, HOW and WHY.

TYPES OF POLICE RECORDS

a. Case Records- is composed of two (2) categories:
1. Complainant/Assignment sheet- reflects all information regarding complaints and reports
received by the police from citizens and other agencies, or actions initiated by the police
2. Investigation Report- contains the findings of action taken by the investigating officer based on
inquiries made and by obtaining the available facts of the incident
b. Arrest and Booking Records-maintains the arrest and jail booking report which is required for all
persons arrested. It is made out in full on each person arrested. It shall bear an arrest number for
each arrest made.
c. Identification Record- contains the fingerprint records, being the heart of any identification system. It
provides positive identification and the police must supplement it with a record of physical
characteristics and in some cases a photograph of the criminal. Identification records have their
own number series; an identification number is assigned to each criminal to identify records
relating to him.
d. Administrative Records- these are records required in the management of the department’s
personnel and designed to aid in assignments, promotions and disciplinary actions. Such records
are so essential in administering personnel matters that they must be maintained in police
department.
e. Miscellaneous Records- these are records which do not relate to recorded complaints and
investigation reports but are informational in character.

CASE RECORDS
The case record is the heart of any police records system. It is the basis for an analysis of offenses
and the methods by which they are committed.

1. Complaint/Assignment Sheet- is the foundation record of the police department. It is accomplished

by the desk officer, or clerk, or telephone operator receiving a call for police assistance. All incidents
mentioned in Sec. 4 of this Rule and reported to the police shall have a complaint/assignment sheet. Each
sheet shall be assigned a different number.
2. Investigation Report- this type of report is prepared as a written report on the findings of the
investigator. The following are the different types of investigation reports:
a. Case Report- this report shall be accomplished by the investigator or member making
preliminary investigation of crimes reported to the police. The investigating officer shall submit
this report at the end of his tour duty.
b. Supplemental/Progress-Final report-shall be accomplished by the investigator continuing the
investigation if the case is left in a pending status after case report has been submitted. It shall be
submitted within three 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 either be
solved or unsolved. A case is “cleared” when one or more persons are arrested, charged with the
commission of the offense, and turned over to the fiscal or court for prosecution.
c. Continuation Report- shall be used as the second and succeeding pages of all kinds of reports.
d. Technical 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 or
evidence specimen gathered, to supplement the finding and report of the investigating officer.
 e. Accident Report-shall serve as the investigation report of the officer who investigates
accidents. It shall be prepared for each vehicular accident in addition to the
complaint/assignment sheet.
f. Wanted Person Report-information on persons who are wanted by the police shall be flashed
by means of “Notice: Wanted Person”, accomplished in quadruplicate, one copy to be sent to the
Provincial Commander; one copy to be sent to the NBI Headquarters in Manila; the original to be
placed in the “Wanted Persons File” of the Police Department concerned; and the fourth copy to
be displayed in the rogues gallery.
g.Daily Record of Events-it is needed to keep all members of the force informed concerning
police operations, assignments, and administrative instructions. It shall copy a brief resume of
each complaint/assignment sheet, a description of of missing persons and persons wanted, and
other information of interest to the police force.

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- shall be made out in full on each person arrested and should be prepared at the time a
prisoner is booked. Information regarding the offender, the charge, and circumstances of arrest is
recorded before the prisoner is locked in jail or released on bond.

2. Booking Report- the police department 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 person or
persons in jail. It facilitates accounting for prisoners at the end of each shift and their control at all times
and on which restrictions on privileges are noted.

3.Prisoner’s Property Receipt- all police departments shall give a receipt to prisoners for property that
is taken from them. This receipt is prepared in duplicate, everything taken from him is still the prisoner’s
property until shown to be otherwise.

IDENTIFICATION RECORDS
1. Fingerprint Record- the most reliable method of criminal identification. Fingerprint records shall be
prepared in atleast two copies, the original to remain in the central records of the police department
concerned and a copy to be sent to the NBI.
a.Criminal Fingerprint
b. Civilian Fingerprint
c. Alien Fingerprint
2. Criminal Specialty- (MO File) It consists of photographic records and modus operandi of known
criminal. This shall describe the method of operation of a criminal, classified and filed in such a way as to
aid in identifying the crime as one committed by a known criminal.

ADMINISTRATIVE RECORDS

1. Personnel Records- a file showing the history of each police officer, both prior and subsequent to
joining the force.
2. Correspondence Files- this shall consists of sets of records of communications classified, arranged
and filed alphabetically by the subject to which they pertain.
3. Memoranda, Orders, Etc.- this shall be filed accordingly as they are made available.
4. Assignment Record

INDEXING
Police departments shall prepare and maintain index cards for all names appearing in `the case
report , and index cards for serial number and description of recovered lost items or stolen property that
has been brought to their attention.
1. Master Name Index File- it shall be 3X5 inches index card stock. Index cards shall be arranged in the
general alphabetical name index file in strictly alphabetical order by last name.

2. Stolen Property Index File- one principal objective of the investigation conducted by line operating
units is the identification and recovery of lost or stolen property. The stolen property index is the
investigative aid of inestimable value in achieving this object.

a. Numbered Property Index

Police Departments with less than 200 personnel may number guide cards from 00 to 99.
Police departments with more than 200 members shall number the guide cards from 000 to 999.

b. Unnumbered property index- property not identifiable by the serial number is index in this property
index file.

CHARGING OUT FILES

Responsibility for filing each class of records shall be definitely assigned one or more designated clerks
access to record cabinets shall be restricted to record division only.

1. Borrower`s Slip
2. Charge-Out Cards

SPOT MAP
are useful top indicate the traffic accidents and crime location.
1. Traffic Spot Map- accident spot map for the posting of motor vehicle and pedestrian accidents which
occur in the area.
2. Crime Spot Map- a general crime spot map on which are posted the location of murders, rapes, etc.

UNIFORM CRIME REPORTING

Shall be established in every police department for monthly and annual reports and cases handled and
persons arrested by the department to include cases reported. These reports should follow the prescribed
classification of offenses. The monthly Statistical reports shall include the following:

1. Monthly report of cases handled by the Police Department

2. Supplement on Monthly Report of cases handled
3. Report of male persons arrested
4. report of female persons arrested

RECORD POLICY AND SECURITY DISCIPLINE

1. Police officers, NBI agents and other public officials in the field of criminal justice shall be entitled to
use the records of any law enforcement agency for official purposes covered with proper receipts.
2. the relationship between the police and other departments of the government shall be on an official
basis in so far as the use of police record is concerned.
3. the official files of the police department shall be adequately kept and secured from damage.
Classified matters shall be separated from the unclassified matters.
4. all official files, documents, records, reports, and information gathered in connection with the
apprehension, prosecution, and punishment of criminals shall be regarded as CONFIDENTIAL.
5. ERASURES OF THE RECOERDS OF THE POLICE FORCE SHOULD BE AVOIDED. Changes and
corrections shall be made by drawing a red ink line through the words or letters to be corrected and
inserted in red ink any correction or change. The initials and the police serial number, if any, or badge
number of the member making the correction shall also be indicated in red ink together with the date and
the time.

POLICE OPERATIONAL PLANNING

Is the act of determining policies and guidelines for police activities and operations and providing
controls and safeguards for such activities and operation in the department. It may also be the process of
formulating coordinated sequence of methodical activities and allocation of resources to the line units of
the police organization for the attainment of the mandated objectives or goals.

STRATEGIC PLANNING
Is the series of preliminary decision that generates the nature and direction of an organization that is
usually long range in nature.

APPROACHES IN POLICE PLANNING

1. Synoptic Planning- a model based on a problem-oriented approach for police agencies. It relies
heavily on the problem identification and analysis of the planning processes; it can assists police
administrators in formulating goals and priorities in terms that are focused on specific problems and
solutions that often confront law enforcement.
2. Incremental Planning- an approach that concludes that long range and comprehensive planning are
not too difficult, but inherently bad; the problems are seen as too difficult when they are grouped together
and easier to solve when they are taken one at a time and broken down into gradual adjustments over
time.
3. Transactive Planning- is carried out in face to face interaction with the people who are to be affected
by the plan and not to an anonymous target community of beneficiaries; techniques include field surveys
and interpersonal dialogue marked by the process of mutual learning
4. Advocacy planning-the beneficial aspects of this approach include a greater sensitivity to the
unintended and negative side effects of plan.
5. Radical Planning- involves collective actions to achieve concrete results in the immediate future; it is
also critical of large scale social processes and how they permit the character of social and economic life
at all levels, which, in turn, determine the structure and evolution of social problems.

CLASSIFICATION OF POLICE PLAN

A. Strategic/Long Range Plan- determines the organization’s original goals and strategy
B. Intermediate/Medium Range Plan- relates to plans that determine quantity and quality of efforts and
accomplishments. It refers to the process of determining the contribution on efforts that can make or
provide with allocated resources.
C. Operational/Short Range Plan- refers to the production of plans that determine the schedule of
special activity and are applicable from one week or less than a year duration; a plan that addresses
immediate needs which are specific and can be accomplished in a short time with available allocated
resources.

GODSPEED!!!!

The distance between studying and passing is the same distance between your knees and the ground
Dean Cueno,2013