POLI

CEPERSONNELANDRECORDSMANAGEMENT

By

Er
ickA.Gempesao
Cri
minol
ogi
st

MANAGEMENT
Managementper t
ainstot heutil
iz
at i
onofavail
abl
eresourcesi
nanor ganizati
ontoachieveit
s
or
ganizati
onalobj
ecti
ves.Italsor ef
erstot hepr
ocessofdirect
ingandfaci
li
tat
ingt heworkofpeople
or
ganizedinformalgr
oupsi nor dert
oachi eveadesi
redgoal
.Iti
sconcernedi
npl acingther
ightpeopl
e
ontherightj
obandinmai ntai
ningasatisf
iedworkfor
ce.

ELEMENTSOFMANAGEMENT

1.Authori
ty–i stheri
ghttocommandandcont r
olthebehavi
orofemployeesinlowerposi
ti
ons
withi
nanor gani
zat
ionalhi
erarchy
.Aparti
cul
arposit
ionwi
thi
nanorganizat
ioncarr
iest
hesame
regar
dlessofwhooccupiesthatposi
ti
on.

SOURCESOFMANAGEMENTAUTHORI
TY
1.Law
2.Tradit
ion
3.Delegati
on 

2.Responsibi
li
ty–meanst hatthemanagementshallbeheldaccountabl
ef orwhat
everresul
tthat
mayariseintheexer
ciseofauthor
it
y.Thus,r
esponsi
bil
it
ylimit
stheexer
ciseofone’
sauthori
ty.
CommandResponsi bi
lit
y- i
sthedoctri
nethatimposescommensur at
eaccountabi
l
ityto
onewhoi svestedwi
thmanagementandl eader
shipfunct
ions.

ADMI
NISTRATION
- isanorgani
zationalprocessconcernedwi
ththeimpl ementationofobject
ivesandpl
ansand
int
ernaloper
at i
ng effi
ciency
.Itconnotes bureaucrat
ic struct
ure and behavi
or,r
elat
ivel
y
routi
nedeci
sionmaki ngandmai nt
enanceoftheinter
nalstatusquo.
-
MANAGEMENTORADMI NISTRATIVEFUNCTI ONS

1.PLANNI NG-r
efer
stot
hedet
ermi
nat
ioni
nadv
anceofhowt
heobj
ect
ivesoft
heor
gani
zat
ionwi
l
lbe
att
ained.

2.ORGANIZING -i
nvol
vesthedeter
minati
onandal l
ocat
ionofthemenandwomenaswel last
he
resour
ceofanor
gani
zat
iont
oachievepr
e-deter
minedgoal
sorobj
ect
ivesoft
heor
gani
zat
ion.

3.DIRECTI
NG -i nvol
vestheoverseei
ngandsupervisi
ngoft hehumanresourcesandthev ar
ious
act
ivi
ti
es i
n an or
gani
zati
on to achi
evet
hrough cooperat
ive ef
for
tst
he pre-
deter
mined goal
s or
obj
ecti
vesoft
heorgani
zat
ion.

4.STAFFI NG-t het askofprovidi

ngcompetentment odot hejobandchoosi ngtherightmenfort
he
ri
ghtjob.Iti
nvolvesgoodselecti
onandprocessingofreliabl
eandwel l
-t
rai
nedpersonnel
.
5.CONTROLLI NG -i nvol
vesthechecki
ngorev aluat
ionandmeasur ementofwor kperfor
manceand
compar i
ngitwithpl annedgoalsorobj
ecti
vesoft heor gani
zat
ion,andmakingt henecessar
ycor
rect
ive
acti
onssot hatwor kisaccompli
shedasplanned.

6.REPORTI
NG-themakingofdet
ail
edaccountofact
ivi
ti
es,wor
kpr
ogr
ess,i
nvest
igat
ionsandunusual
i
nordert
okeepever
yonei
nfor
medorwhatisgoingon.

7.BUDGETI
NG-thefor
ecasti
ngindetai
loftheresul
tsofanoff
icial
l
yrecogni
zedpr
ogr
am ofoper
ati
ons
basedont
hehi
ghestr
easonabl
eexpectat
ionsofoperat
ingef
fi
ciency.

Sci
ent
if
icManagement
-pr
oposedbyFreder
ickTayl
or
Underthi
stheory,worker
s are mot
ivat
ed byeconomi
crewar
ds and t
hati
ftheyar
e pai
d
Not
esonPol
i
cePer
sonnelandRecor
dsManagementbyJohnRomerL.
Vent
uri
l
lo.....
1
commensurat
etowor kbei
ngdonet heypr
oducemaxi
mum amountofwor
k.Thismanagementtheory
ent
ail
sthatgoodsal
aryandincent
ivesmustbegiv
entoworker
stoensur
ethei
rhar
dwor k,i
nnovat
ive
act
ionandgoodwil
l.

THEORYXANDY
Thisbehavior
alsci
enceappr oachwasi
ntoducedbyD.McGr
r egor
.TheoryXassumest hatpeopl
e
havel i
tt
leambi t
ion,di
sli
kewor k,andmustbecoer cedi
nordertoperform sati
sfact
ory.TheoryY
assumest hatpeopledonotinherentl
ydisl
i
keworkandifpr
oper
lyr
ewarded,peopl
ewi l
lperf
orm wel
lon
thejob.

POLICEPERSONNELMAMANGEMENT
-theartofprepari
ng,or
ganizinganddi
rect
ingtheef
fortsofmember sofapoliceforceinorder
thattheymayachi evetheaccomplishmentofthepoli
cepurpose.Theprimaryobj
ecti
veofanef fect
ive
poli
ce per sonnelmanagementi st he est
abl
i
shmentand mai ntenance f
orthe publi
c serv
ice ofa
compet entandwell-
trai
nedpoli
ceforce.

FUNCTI
ONSOFPOLI
CEPERSONNELMANAGEMENT

1.Poli
cePer
sonnelPl
anni
ng–studyofthel
aborsuppl
yofjobswhichar
ecomposedoft
hedemandsf
or
employeesi
nanor gani
zat
iont
odet er
minefutur
eper sonnelr
equi
rement
swhicheit
heri
ncr
easeor
decr
ease.

2.Pol
iceRecrui
tment–i stheprocessofencouragi
ngpoli
ceappl
i
cantfor
m outsi
deanor gani
zat
ionto
seekemploymenti
nanor gani
zat
ion.I
tconsist
sofdevelopi
ngarecr
uit
mentplan,recr
uit
mentstr
ategy
andmaint
aini
ngalistofquali
fi
edappli
cant
s.

3.Pol
iceScreeni
ng/
Sel
ect
ion–t heprocessofdet
ermi
ningt
hemostqual
i
fiedpol
i
ceappl
i
cantf
ora
gi
venposi
ti
oninthepol
i
ceorgani
zat
ion.

4.Pol
icePlacement–t heprocessofmaki
ngpol
i
ceof
fi
cer
sadj
ust
edandknowl
edgeabl
einanewj
ob
and/
orworkingenvi
ronment.

5.Poli
ceTrai
ningandDevel
opment–refer
stoanymethodusedt
oimpr
ovet
heatt
it
ude,
knowl
edgeand
ski
ll
orbehavi
orpatter
nofanempl
oyeeforadequat
eper
for
manceofagi
venj
ob.
 

6.Poli
ceAppr
aisal–processofmeasuri
ngtheper
for
manceofpeopl
einachi
evi
nggoal
sandobj
ect
ives.
AlsoknownasPerfor
manceEv al
uat
ionSyst
em

7.Pol
iceCompensat
ion–const
it
utet
hel
argestsi
ngl
eexpendi
tur
eformostor
gani
zat
ions

RECRUI
TMENT
- thepr
ocessofat tract
ingcandidateswhohavemaxi mum qual
if
icat
ionst
obeeligi
blef
or
sel
ect
ionprocedure.Iti stheprocessofsearchi
ng thecandi
datesforempl
oymentand
sti
mul
ati
ngthem toappl yforj
obsintheor
gani
zati
on.

SELECTI
ON
- t heprocessofscreeni
ngoutorel
i
minat
ingundesi
rabl
eappl
i
cant
swhodonotmeett
he
organi
zati
on’
scr
it
eria.

I
nt he Phil
ippi
ne NationalPolice,the recr
uitmentand sel
ection ofappli
cants who wil
lbe
appointedt othepol i
ceser vi
ceist her esponsibi
l
ityoftheDirect
orateforPer sonnelandRecor ds
Management( DPRM) .DPRM i staskedi nt hemanagementofPNP uni formed and non-uni
for
med
personnelasi ndiv
iduals,manpowerpr ocurementandcont r
olandint herecordsmanagementoft he
organizat
ion.

SCREENINGCOMMI TTEE
-responsibl
eforthewi
destdisseminat
ionofvacanci
esi
nthei
rrespecti
vear
eas,t
heeval
uat
ionof
theappli
cant’squali
fi
cati
onsandtheselecti
onofthemostquali
fi
edapplicant
stoberecommendedfor
appoi
ntmentt othepoli
ceservi
ce.
-establi
shedattheNHQ, NSU’sandPRO’s.

NATI
ONALSUPPORTUNI
T(NSU)SCREENI
NGCOMMI
TTEE:
Not
esonPol
i
cePer
sonnelandRecor
dsManagementbyJohnRomerL.
Vent
uri
l
lo.....
2
Chai
rman: Deput yDirect
orf orAdmini
strati
onoftherespecti
veNat i
onalSupportUni
t/t
heDeputy
Dir
ectorGeneralforAdmini
str
ation.
Vi
ceChai
rper
son: Seni orNAPOLCOM of f
ici
alwit
h Salary Gr
ade 24 orhi gherwhich shal
lbe
desi
gnatedbyt heViceChai
rpersonandExecuti
veOffi
ceroftheNAPOLCOM.

Member
s:
1.National
PeaceandOr derCouncil(
NPOC)memberdesi
gnatedbyt heNPOCChairman;
2.Priv
ateSectorr
epresentat
ivedesi
gnat
edbytheNPOCSecretaryGeneral
;and
3.Women’ srepr
esentat
ivefr
om priv
atesect
orwi
thknownpr
obi t
ydesignat
edbytheNSUDir
ect
or.

Secret
ariat
: Assist
antDi
rectorf
orPer
sonnel
andRecor
dsManagement(
ADPRM)/ Human
ResourceManagementOff
icer(HRMO)

POLI
CEREGI
ONALOFFICE(PRO)SCREENINGCOMMI TTEE 
Chai
rman: Deput
yRegi
onalDi
rect
orforAdmi
nist
rat
ion

Vi
ceChai
rper
son:Seni
orNAPOLCOM of
fi
ci
alwi
thSal
aryGr
ade24orhi
gherwhi
chshal
lbedesi
gnat
ed
byt
heNAPOLCOM Regional
Dir
ect
or

Members:
1.RegionalPeaceandOr derCounci
l(RPOC)memberdesi
gnat
edbyt heRPOCChai
rman;
2.SeniorRegional DI
LGOf fi
cerdesi
gnatedbyt
heDI
LGRegionalDir
ector
;
3.Women’ sr epresentat
ivefrom pri
vatesect
orwit
hknownpr obi
tydesi
gnat
edbyt hePNP
Regi
onalDirector.

Secr
etar
iat
:Chi
ef,
Regi
onal
Per
sonnel
onHumanResour
ceandDoct
ri
neDev
elopment(
RPHRDD)

PNPRECRUI TMENTPROCEDURE( NAPOLCOM M. C.No.2007-009)

1.Pr
eparati
onandproperapprovalofquotaal
location
ThePNPshallpr
epare,thr
oughtheDirectorateforPer
sonnelandRecordsManagement(
DPRM)
andsubmiti
ttotheNAPOLCOM f orapprov
alofthePNPannual r
ecrui
tmentquota.

2.Posti
ngandpubl icati
onofNot i
ceofRecr uit
ment
TheNot iceofRecr uit
mentshal lincludethefoll
owingdataf
ort
hei
nfor
mat
ionofpr
ospect
ive
appl
icant
s:
1.quotaf orthecity
/muni ci
pal poli
cest ati
on;
2.vacanciesar eopent obot hmal eandf emaleappli
cant
;
3.general quali
fi
cati
onst andards;
4.document ar
yrequirement s;
5.wheret osubmi ttheappl i
cationpaper sanddocuments;
6.deadli
nef orsubmi ssion;and
7.schedul eofscreening/evaluati
on.

3.Submissionoft heappl i
cationfol
ders
4.Sel
ectionandev al
uationprocessbyt hePNPScr eeningCommittee
5.Psychi
atric/
Psy chologicalExaminat
ion(PPE)
6.CompletePhy sical,
Medi calandDentalExamination(PMDE)
7.Physi
calAgi l
it
yTest
8.Fi
nalCommi tt
eeI nt
erv i
ew
9.Cert
ifi
cati
onbyt heNAPOLCOM andat t
est
ationbyt heCiv
ilSer
viceCommi
ssi
on
10.I
ssuanceofappoi ntmentor derandoathtaking

Thef
inalev
aluat
ioni
ncl
udest
hesequent
ialconductoft
hef
oll
owi
ngexami
nat
ions,t
estand
i
nter
view:

1.Psychiat
ri
c/PsychologicalExami nat i
on(PPE)–toexcludeappl
icant
sthatmaybesuffer
ingfr
om any
mentaldisorder
.Itshallbeadmi nisteredtoallappl
icant
sundert hesuper
visi
onofthePNPMedi cal
Offi
cerandNAPOLCOM Repr esentati
v e.Onl
ythoseappli
cant
swhopassedt hePPEshallpr
oceedtothe
nextstage,
thePhysical,
Medi calandDent al
Examinat
ion(PMDE).

2.CompletePhy si
cal
,MedicalandDentalExaminati
on( PMDE)–t histestshalldet
erminewhetheror
nott
heapplicant
sareingoodhealt
handf r
eefrom anycontagi
ousdiseases.I
tshallbeconductedbythe
PNPHealthSer v
iceundert
hesupervi
sionofthePNPMedi calOffi
cerandNAPOLCOM Repr esentat
ive.
Appl
icant
swhopassedt hePMDEshallbeindorsedfortheconductofthePhysicalAgi
li
tyTest(
PAT) .
Not
esonPol
i
cePer
sonnelandRecor
dsManagementbyJohnRomerL.
Vent
uri
l
lo.....
3
3.Phy sicalAgil
ityTest( PAT)–t hi
st estshalldet
ermi
newhetherornottheappli
cantpossessest
he
requi
redcoor di
nation,strengthandspeedofmov ementnecessar
yinthepoliceservi
ce.ThePAT
consi
st softhef ol
lowi ng:
-Pull
-upforMen; Hori
zontalBarHangf orWomen;
-Two( 2)Mi nutesPush-ups;
-Two( 2)Mi nutesSit
-ups;
-100met erdash; and
-100met err un.

4.FinalCommi t
teeInter
v i
ew(FCI)–itshal
ldet
erminetheapplicant
s’apti
tudet
oj oi
nthepol
i
ceser
vice,
l
ikableness,
aff
abil
it
y,outsidei
nter
est
,conver
sat
ionalabi
li
ty,
disagreeabl
emannerisms,et
c.

Thedr ugtest(DT)shallnotfoll
owt hesequentialstepsbutshallbeconduct edonpasser sonl y
anyti
meaf terthePPE,PMDE,orPATbutbef or
etheFi nalCommi tteeInter
view.Itshallbeadministered
bythePNPCr i
meLabor atory
.
Theconductoft hePhysicalAgil
it
yTest( PAT)andNeur o-Psychiat
ri
c( NP)exami nat
ionshal lbe
simult
aneousnat ionwi
det opreventar etakeinanot herplaceofsai dtestsbyappl icantswhoi nit
iall
y
fail
edont hesame.
Thecompl eteCharacterandBackgr oundInv esti
gation(CBI)shallbeconduct edonal lPPE
passersandmustbecompl etedbef or
et hestartoft heFinalCommi t
teeIntervi
ew.Thecompl eteCBI
shalldeterminet heirr
eputati
onandpossi blei
nvolvementi nanyquest ionableorcriminalacti
vit
iesor
viol
entincidents.

NAPOLCOM PARTI CIPATI ONI NTHEPNPRECRUI TMENTANDPROMOTI ONPROGRAMS

NAPOLCOM r epresentati
vestothePNPRecr uit
mentScreeningCommi t
teesar
eact i
velyi
nvolv
ed
i
nt herecrui
tmentandsel ectionprocessincl
udingint
ervi
ew ofapplicants,t
hePNPNeur o-Psy
chiat
ric
Examinati
ons,Physical/
Medi calandDentalExaminat
ion,Physi
calAgil
i
tyTest(PAT)andDr ugTest.
TherearealsoNAPOLCOM Repr esent
ati
vestothefol
lowingPNPPr omoti
onBoards:
1.PCOPr omot i
onBoar ds;
2.PNCOPr omot ionBoar ds;and
3.Later
alEntryBoar d

POLI CETRAINING
-isa meansofpr ovi
ding knowl
edgeand ski l
lto policeoff
icerswhich areneeded i
nt he
performanceoftheirf
unct
ions.I
tistheobject
iveofpol
icetrai
ningtobri
ngt hepol
icef
orcetothedesi
red
standardsofdi sci
pli
neandef fi
ciencybymaki ngeachpol iceoffi
cerful l
yawareofhi sduti
esand
responsibi
l
iti
esandbyprovidi
nghim withaworkingknowledgeofpoli
cepr ocedur
esandtechni
ques.

TYPESOFPOLI CETRAI NI
NGPROGRAM
1.Basi
cRecruitTrai
ning–ist
hemostbasicofal
lpol
i
cet r
aini
ng.Iti
sapre-
requisi
tef
orpermanencyof
appoi
ntmentandi srequi
redf
ornewlyhir
edpoli
ceoff
icer
s.InthePhil
ippi
neNat i
onalPoli
ce,anewly
appoi
ntedPoli
ceOf f
icer1isrequi
redt
oundergoaPublicSafetyBasi
cRecruitCourse(PSBRC)asa
basi
crecr
uitt
raini
ng.

2.FieldTrainingPr ogram (FTP)–oron- the-j

obt rainingi sthepr ocessbywhi chanindi v
idualpoli
ce
offi
cerwhoi sr ecrui
tedintotheser vi
cereceivesf ormali nstr
uctionont hejobforspecialanddef i
ned
purposeandper f
ormsact ualj
obf unct
ionswi t
hperiodi cappr ai
sal onhisperf
ormanceandpr ogress.
Aspr ovidedforunderR. A.8551,policeoff
icersar erequiredtoundergoaFieldTraini
ngPr ogr
am
fortwelv
e( 12)mont hs(i
nclusi
v eofthePSBRC)i nv olvingact ualexperi
enceandassignmenti npat r
ol,
traf
fi
candinv esti
gationwhichisr equi
redforpermanencyi nthepol i
ceservi
ce.

EXCEPTI ONFROM FI ELDTRAI NINGPROGRAM

UnderSect ion33,R.A.6975,PNPAGr aduatesshallbeautomati
cal
lyappointedtotheini
tialrank
ofInspectorvi
aLat er
al Ent
ry.
Takingi nt
oconsi der
ationthatt hePNPACadet shi
pPr ogram i
safour-yearcoursethatincludes
academicsubj ectsoncor epolicefunctionssuchaspat r
ol,tr
aff
icandcri
minalinvesti
gati
on,andon- t
he-
j
obt rai
ninginur banandr uralareas,PNPAgr aduatesareexempt edtoundergot heFTPandt hatt hey
shallbeissuedwi t
haper manentst atus.

3.I
n-Ser
viceTr
aini
ngPr
ogr
am –orr
efr
eshert
rai
ningpr
ogr
am.

The f
oll
owing are exampl
es ofi
n-ser
vice t
rai
ning pr
ogr
ams as mandat
oryr
equi
rementf
or
pr
omoti
on:
1.Juni
orLeader
shipTraini
ng–PO1toPO3
Not
esonPol
i
cePer
sonnelandRecor
dsManagementbyJohnRomerL.
Vent
uri
l
lo.....
4
 2.SeniorLeadershi
pTraining–SPO1t oSPO4
3.Poli
ceBasicCour se(PBC)–f orseniorpoli
ceof fi
cers
4.Off
icersBasicCourse( OBC)–InspectorstoChi efInspector
s
5.Off
icersAdvanceCour se(OAC)–f orChiefInspectorstoSeniorSuper
int
endent
6.Off
icersSeniorExecuti
v eCourse(OSEC)–Super intendentandabove
7.Dir
ectori
alStaffCourse(DSC)–f orDirector
sandabov e

4.Depar
tment
alTr aini
ngProgram
a. Roll
-CallTr
aini
ng–i nstr
uctionalcoursesofsever
alhoursadayconcerni
ngdepar
tment
al
acti
viti
es
b. Superv i
sor
y Development,Speci al
ized orTechnicalTrai
ning – semi
nar
s orspeci
al
sessionsoncri
mi nali
nvesti
gation,t
raffi
c,dr
ugcontrol
,et
c
c. Trai
ningconductedbyot herlawenforcementunit
soragencies

POLI CEASSI GNMENT

Policeassi gnmentr eferstot heprocessofdesi gnati
onapol i
ceoffi
ceratapar t
icul
arfunction,
dutyorr esponsi bili
ty.Thev erypur poseofpol iceassignmenti stoensuresy stemat icandef fectiv
e
uti
lizationofal lthemember soft hepol i
ceforce.
PoliceOf fi
cer1s,speci f
icall
yt hosewhower erecrui
tedundertheatt
ri
tionr ecruit
mentpr ogram,
after under going t he r equi r
ed Fi eld Traini
ng Pr ogram ( FTP)
, shall be assi gned wi t
h t he
Regi onal/Pr ovincial/
CityPubl icSaf et
yBat tal
ion/Companyoft heirpl
aceofrecruit
mentf oramaxi mum
periodoft wo( 2)years.
Aftert heirassi gnmentwi ththeRegi onal/Prov
inci
al/
CityPubli
cSafetyBattalion/Company ,they
shal lbe downl oaded/ assigned t ot heirrespectiv
e cit
y/munici
palpoli
ce stati
ons wher et heywer e
recruited.

THEPNPPROMOTI ONSYSTEM
Promot i
oni sdefi
nedastheupwar dmov ementf
rom oneclassi
fi
cati
onorr ankt o anot
her
carr
yinghigherbenefi
tsandmoreresponsi
bil
i
ty.I
tist
heupgr
adingofranksand/oradvancementtoa
posi
tionofleadershi
p.

KI
NDSOFPROMOTI ON
1.RegularPromot ion-pr omotiongrantedtopol i
ceof fi
cersmeetingthemandat or
yrequirements
forpr
omot ion.
2.SpecialPr omot i
on – pr omot i
on granted to police offi
cers who have exhibi
ted acts of
conspicuouscour ageandgallantr
yatt heri
skofhi s/
herlif
eaboveandbey ondthecallofduty.
3.Promot i
onbyVi rtueofPositionAnyPNPper sonneldesignatedtoanykeyposi
tionwhoser ankis
lowerthant hatwhi chisrequir
edf orsuchpositionshall,af
tersix(6)monthsofoccupy ingthe
same, beentitl
edtoar ankadjustmentcorrespondingtothepositi
on.

PERFORMANCEEVALUATI ON
-r
efer
st otheprocessofmeasuri
ngtheper f
ormanceofPNPmember s.Itisalsoknownas
“perf
ormanceev al
uat
ionsystem”
.ThePerf
ormanceEvaluat
ionSyst
em i
nthePNPi sfocusedontwo(2)
areas:admini
str
ati
ve(40%)andoper
ati
onal(
60%).I
tisconductedev
erysi
x(6)monthsortwiceayear
.

FREQUENCYOFRATI NG
Thefr
equencyofthei
ndi
vidual
perf
ormanceshallbeunder
takeneverysix(6)months.Eval
uati
on
reportcover
ingtheperi
odofJanuarytoJuneshallbesubmitt
edont he1stweekofJulyandt hereport
from Julyt
oDecembershallbesubmit
tedonthe1stweekofJanuaryofthesucceedi
ngyear.

PURPOSESOFPERFORMANCEEVALUATI ON
1.Serv
esasgui deforpromotion,salar
yincr
ease,r
eti
rementanddi
sci
pli
nar
yact
ions.
2.I
ncreasesproducti
vit
yandef fi
ciencyofpol
iceworks
3.Assi
mi l
atessupervi
sion
4.I
nformst heoff
icerofthequali
tyofhisworkforimprov
ements

WELFAREANDBENEFI TSI NTHEPNP

Theuni
formedmember softhePNPar econsider
edemploy eesoft heNationalGovernmentand
shalldrawthei
rsalariestheref
rom.ThesalaryofaPol i
ceOffi
cer1oft hePNPi sequi v
alentt
oasal ar
yof
apubl i
cschoolteacher1wi thsalar
ygradescaleof10underexisti
ngl awsasofy ear2012.
ThePNPmember sassignedinMetropoli
tanManil
a,char
teredci t
iesandfi
rstclassmunicipal
it
ies
maybepai dfinancialincenti
vebyt helocalgov er
nmentunitconcer nedsubjecttot heavail
abil
it
yof
funds.

Not
esonPol
i
cePer
sonnelandRecor
dsManagementbyJohnRomerL.
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LONGEVI TYPAYANDALLOWANCES
Auni formedper sonneloft hePNPi senti
tl
edt oal ongev i
typayoft enper cent(10%)ofbasi c
mont hl
ysalariesforeveryfiv
e( 5)y earsofservi
ce,whichisr eckonedf rom t
hedat eoftheper sonnel'
s
ori
ginalappointmenti ntheAFP,orappoi nt
menti nthepol i
ce,f i
rejailorotheralli
edservicestot he
i
ntegrati
onoft hePCandt heINP.
Thet otali
tyofsuchlongevitypayshouldnotexceedf if
typer cent(50%)ofthebasicpay .I
tshould
al
socont i
nuet oenjoythesubsistenceallowance,quarter
’sallowance,clothi
ngallowancecostofl i
ving
al
lowance,hazar dpay,andallotherallowancesasprovidedbyexi sti
nglaws.

Thetotalearningsofapol i
ceofficerconsi
stoft
hefol
lowi
ng:
1.Basepay ;
2.Longev it
ypay ;
3.Per sonnel EconomicReliefAll
owance(PERA);
4.I ncenti
v epay;
5.Hazar dpay ;
6.Subsi stenceallowance;
7.Quar t
erallowance;
8.Addi ti
onal compensation;
9.Cl othi
ngal lowance;
10.Laundr yall
owance;and
11.Gratuit
y

PERMANENTPHYSI CALDI SABILITY

TotalPermanentPhy si
calDi sabil
it
yr ef
erstoanyimpairmentofthebodywhichr ender
sPNP
memberi ndefi
nit
elyincapableofsubst anti
all
yperf
ormingthemandat edduti
esandf uncti
onsofhis
posi
ti
ons.
-enti
tl
edtooney ear
'ssalaryandt oli
feti
mepensionequi
valentt
oeight
yper
cent(80%)ofhisl
ast
sal
ary,
inadditi
ontoot herbenefi
tsaspr ovidedunderexi
sti
nglaws.

RETIREMENTPROGRAM
Reti
rementistheseparat
ionoft hepoli
ceper sonnelfr
om theser
vicebyr easonofreachingthe
ageofreti
rementprovi
dedbylaw, oruponcompleti
onofcer tai
nnumberofy ear
sinact i
veser
vice
APNPuni f
ormedpersonnel shal
lret
ir
etothenexthi gherr
ankforpurposesofr et
ir
ementpay .
Acti
veServiceshal
lrefert oservi
cesrenderedasanof fi
cerandnon- of
ficer
,cadet
,t r
aineeor
draf
teeinthePNP

TYPESOFRETI REMENTI NTHEPNP

1.Compulsoryreti
rement–separ at
ionfr
om t
hePNPuponr eachi
ngtheageoffi
ft
y-si
x(56)
,the
compulsoryageofret
ir
ement .
2.Opti
onalRetir
ement-separ at
ionf
rom t
hePNPuponaccumulati
onofatl
eastt
wenty(20)y
ears
ofsat
isfact
oryacti
veserv
ice.

RETIREMENTBENEFI TS
ThePNPmemberwhohasbeenr et
ir
edfrom t
heservi
ceisenti
tl
edtoamont hl
yret
ir
ementpayof
fi
ft
ypercent(50%)oft hebasepayandl
ongevit
ypayofthereti
redgr
adeincaseoft went
y(20)year
sof
acti
veservi
ce,incr
easingbytwoandone-halfper
cent(2.
5%)foreveryyearofacti
veservi
cerendered
beyondtwenty(20)yearstoamaximum ofni
netyper
cent(90%)fort
hir
ty-
six(
36)yearsofact
iveser
vice
andover.

Par
tII
POLI
CERECORDSMANAGEMENT

Recordr ef
erstot heinf
ormat i
onwhetherinitsorigi
nalf
orm orotherwiseincl
udingdocuments,
si
gnatures,
seals,text
s,images,sounds,speechesordatacompiled,
recordedorstored,asthecasemay
be:
1.inwr i
ttenform onanymat erial
;
2.onf il
m, negati
ve,tapeorothermedium soast obecapabl
eofbei ngrepr
oduced;or
3.anymeansofr ecordi
ngdeviceorprocess,computerorot
herelectr
onicdevi
ceorpr ocess.

Recordmanagement
-r ef
erstot he manager
ialactivi
ti
es invol
v ed wi
thr especttothe r
ecord creat
ion,recor
d
maintenance,anduse,t
ransmi
ssion,r
etenti
on,andr ecorddi
spositi
oninor
dertoachieveadequateand
properdocument at
ion ofpol
ici
es and transact
ions ofgov ernmentforit
s eff
ici
ent,eff
ectiv
e and
Not
esonPol
i
cePer
sonnelandRecor
dsManagementbyJohnRomerL.
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6
economicaloper
ati
on.
 
RECORDSCYCLE
-alsoknownas“birt
h-thr
ough-deat
hcycle”
-theli
fespanofrecordsfrom cr
eati
ontofi
nal
disposi
ti
on:

1.Bi
rt
horCr
eat
ion–t
heper
ioddur
ingwhi
cht
her
ecor
discr
eat
edorcomesi
ntoexi
stence.

2.Recor
dsMai ntenanceandUser ef
erstot heperi
odwhent herecordsserveitspurpose:
 
a.Act i
veLife–dur i
ngwhicht
her ecordismaintained,usedandcont r
olled
b.Inacti
v eLif
e–t heti
mewhent her ecordisveryrarelyornolongerrefer
redtoandmustbe
transferr
edt oacheaperpl
ace.Theser ecor
dshav ealreadyser
vedt hei
rpurposebutmust
bekeptf orlegalr
equir
ementorot hercompell
ingr easons.

3.Classifi
cati
on–r ecor dsareclassifi
edf orf
il
ingpur poses. 
4.Storage–r eferstothef i
li
ngofr ecordsaccor dingt oclassifi
cati
on.
5.Retri
ev al–theactoft akingoutofr ecordfrom t hestoragef orreferencepur poses.
6.PurgingorRet enti
on–t heactofdet ermini
ngi ftherecordi sforretentionorr eadyfordisposal.
7.Transfer–t heprocessofmov ingther ecor
df r om onest oragetoanot her. 
8.ArchivalStorageorRecor dsDi sposit
ion–t hesy stemat i
ct ransferofnon- curr
entrecordsf r
om
theofficetoanyst oragear eaorar chi
vesforl ongt erm storage,thei dentif
icati
onofpr eservat
ion
ofpermanentr ecordsandt hedestructi
onofv aluel
essr ecords.

CLASSIFICATIONOFRECORDS
A.AccordingtoPeri
odofRetenti
on:
1.Per manentRecord–tobekeptfornotl
essthanten(
10)year
s
2.Semi -Permanent–t
obekeptforfiv
e(5)year
s
3.Tempor ar
y–nospecifi
edper
iodbutusual
lylesst
han(5)y
ear
s.

B.Accordi
ngt oImpor t
anceorEssent i
ali
ty:
1.Vi t
alRecords–ar er ecor
dst hatareir
repl
aceable,butcanber eproduced.
2.Impor tantRecords–r ecordsthatcanber eproducedaf t
erconsiderabl
edelay
.
3.Usef ulRecords–r ecordsthatwoul dcauseinconvenienceifl
ostbutcouldber eadi
l
yrepl
aced.
4.Non- essenti
alRecor ds– r ecordsthatarepr evi
ouslydet er
minedbyr et
enti
onscheduletobe
i
l
legibl
ef ordestr
uction.

C.Accor
dingtoPhasesofi tsLif
eCy cle
1.CurrentPhase( Cur
rentorAct i
veRecor ds)-r
ecordsthatareregular
lyusedandmai nt
ained.
2.Semi -
currentPhase(Semi-currentRecords)-r
ecordsthatarestil
lusedbutonlyinf
requentl
y.
3.Non-currentPhase(Non-currentorInactiv
eRecords)-recordsthatarenolongerused.

TYPESOFPOLICERECORDS
1.CaseRecor
ds–itisthehear
tofanypoli
cerecordssyst
em.I
tser
vesast
hebasi
sforananal
ysi
sof
off
ensesandt
hemethodsbywhicht
heyarecommi t
ted.

a.Compl ai
ntSheet–itisthefoundat
ionr
ecordoft
hepol
icedepart
ment.I
trefl
ectsal
linf
ormati
on
regardi
ngcomplaint
sandrepor
tsrecei
vedbythepol
i
cefr
om cit
izensandotheragenci
esoracti
ons
takenbythepol
ice.

b.Invest
igat
iveRepor
t–i
tcontainsthef
indingsandacti
onstakenbythei
nvest
igat
ingof
fi
cerbasedon
theinqui
ri
esmadeandbyobtai
ningtheavai
lablef
actsofthei
ncident
.

1.Ini
ti
alorAdvanceReport–isanadv ancei
nfor
mati
ononaneworf r
eshcase.I
tiswr
it
tenand
submit
tedi
mmedi at
elyaf
terhav
ingconduct
edthei
nit
ial
inv
est
igat
ionoft
hecase.

2.Progr
essorFoll
ow-upRepor t–iti
st heresul
toft
hef
oll
ow-upi
nvest
igati
onofanew orfr
esh
case.Itiswri
tt
en and submitt
ed ever
yt i
meorwheneveranydevelopmentorpr
ogressis
accompli
shedi
nthefol
l
ow- upinv
est
igati
on.

3.FinalorCl osingRepor t– isacompl etewritt

ennar rati
onoff actsbasedonanexhaust ed
i
nv esti
gat i
onoft hecase.I ti
st her esultofev al
uated,summat i
on,anal y
sisofal lf
actsand
ci
r cumst ancesoft hecase.Thi
siswr it
tenandsubmi ttedwhenev erthecasei ssol
vedandclosed.
A case i s sol
ved and closed when t he off
enderwas ar r
ested;ev i
dence againsthim was
compl etelygatheredtowar r
antprosecutionandwi t
nessl ocat
edt otesti
fyinthetr
ial
.
4.Techni calRepor t–ar eportonthel aborator
yexami nati
onoft hephy sicalevi
dencegather
edin
Not
esonPol
i
cePer
sonnelandRecor
dsManagementbyJohnRomerL.
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7
 or
dert
osuppl
ementt
hef
indi
ngsoft
hei
nvest
igat
or. 

5.Acci
dentReport– an i
nvest
igat
ion r
epor
tregar
ding an acci
dentwhi
ch i
ncl
udes v
ehi
cul
ar
acci
dentanddamaget
oproper
ty. 

6.Want
edPer
sonsRepor
t–ar
epor
tonper
sonswhoar
ewant
edbyt
hepol
i
ce. 

7.Dail
yRecordofEvent
s–ar ecordneededtokeepallmembersofthepol
i
cef
orcei
nfor
med
concer
ningpol
i
ceoper
ati
ons,
assignments,
andadmini
str
ati
vef
unct
ions.

2.ArrestandBooki ngRecords–t heser ecor

dsmai ntai
nt hearrestandj ailbooki
ngreportwhichis
requi
redforal
lpersonsarr
ested.
a.Ar restReport– i tcont ai
nst heinformati
onr egardi
ngt hef ullnameoft heof f
ender,
chargesandcir
cumst ancesofarrest.
b.Booki ngReport–i tcontainstheli
stoftheprisonersincustodywhi chi
ndi
cat
est hestat
us
anddisposi
ti
ont hereof.
c. Pri
soner’
sPr opertyRecei pt-cont ai
nsalltheinformati
onr egardingthepropert
ytaken
fr
om thepri
sonerandaccompl i
shindupli
cate.

3.I
denti
fi
cati
onRecords– t hi
rdmaj ordi v
isi
onofpol icerecor
ds.I
tprovidesidenti
fi
cat
ioncri
minal
s
whi
chincl
udesnames,physicalcharacteri
sti
csandi nsomecasesphotograph.
a.Fingerpr
intRecord–hear tofanyidenti
fi
cati
onsystem.
1.Civil
ianFinger
print
2.AlienFingerpr
int
b.CriminalSpecialty
/ModusOper andi( MO)Fi l
e– contai
nsphot ographi
crecor
d ofthe
modusoper andiofcr
imi nals

4.Administ
rat
iveRecor ds– essenti
alin admi
nister
ing per
sonnelmat
ter
sand desi
gned t
o ai
din
assi
gnment,pr
omot i
on,anddisci
pli
nar
yacti
onofpersonnel
.
1. Per sonnelRecords
2. Cor respondenceFil
e
3. Memor anda,Order
s,Pol
icyFi
l
es
4. Assi gnmentRecord

5.Miscel
laneousRecords–t hesearer
ecor
dswhicharenotr el
atedt
other
ecor
dedcompl
aint
sand
i
nvesti
gat
ionrepor
tsbutareessent
ial
tot
hedail
ypol
iceact
ivi
ti
es.

FILI
NGSYSTEM
1.Alphabet
ical–al
lmat
eri
alsar
efi
l ndi
edi cti
onar
yor
der
.Iti
sthemostwi
del
yusedf
orm off
il
ing.

2.EncyclopedicOr der–t hesubjectsaregroupedint

omaj orheadi
ngs,indi
vi
dualfol
dersarefi
ledi
n
al
phabeti
cal orderbehindeachheading.
3.ChronologicalOrder–f ol
dersarearrangedbysequent
ialdat
eorder.I
tisusefulf
orrecor
dsthatar
e
creat
edandmoni toredonadail
ybasi s.

4.Geogr
aphi
cal–f
il
esar
ear
rangedal
phabet
ical
l
ybygeogr
aphi
cal
nameoft
hepl
ace.

5.Numerical– assigni
ngofnumer
icalv
alueornumberi
ntoaspeci
fi
cfi
l
ewhi
chcanbemanaged
thr
ought
hef oll
owingsystem:
a.SerialNumber
b.DigitFil
i
ng

6.Centr
ali
zedFi
li
ng–pl
acesal
lrecor
dseriesi
nonecent
rall
ocat
ioninanof
fi
ce.Mostusef
ulwhent
he
major
it
yofindi
vi
dual
swi
thi
nanoffi
cerequi
reaccesst
omajor
it
yoffi
les

7.Decent
ral
izedFil
ing–i tphy
sical
l
ylocatesr
ecor
dseri
esindiff
erentplaceswi
thi
nanof
fi
ce.Most
usef
ulwhenonlyoneindi
vi
dualr
equir
esaccesst
oaspeci
fi
crecor
dser i
es.

THEPHI LI
PPINENATI ONALPOLICEPERSONNELRECORDSMANAGEMENT
Aspr ov
ided i
nt hePNP Per sonnelRecor
ds ManagementManualof2008,t he PNP shal
l
est
abl
ishacent ral
i
zedrecordsmanagementsystem andcr
eat
e,mai
ntai
n,pr
otectandpr
eser
v er
ecords
bot
hinphy si
calandel
ectroni
cfor
m.

RECORDSMANAGEMENTDI VI
SION(RMD)
TheRecor
dsManagementDi
visi
on(
RMD)wasest
abl
i
shedt
oov
erseet
her
ecor
dsmanagement
Not
esonPol
i
cePer
sonnelandRecor
dsManagementbyJohnRomerL.
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8
functi
onsoftheDPRM.TheRMDshal ldevelop,coor
dinateandi
mplementPNP-wideprograms,polici
es
andpr ocedur
esf orcreati
on,usage,maint
enance,storageanddisposi
ti
onofper sonnelrecords.The
RMD i sheadedbyadi v
isi
onchiefwithar ankofPol i
ceSeni
orSuperi
ntendentandassi st
edbyan
assist
antdivi
sionchi
efwi t
harankofSuperintendent
.

RECORDSCREATI ON
Recordscreat
ionref
erstotheactofexchangingwr i
tt
enideasbetweentwo( 2)sour
ces.Atthi
s
point
,theli
feoftherecor
dbegins.However
,duet ot
hef astpaceatwhi
cht her
ecordsofPNPper sonnel
arecreat
ed,andthecostinv
olvedinmai
ntai
ningthem,acont r
olsyst
em i
snecessar
y .

THEPNPPERSONNELFI LE(PPF)
ThePNPPer sonnelFil
ewhichi
sal soknownas201Fileisafol
dercontaini
ngasetofper
sonal
recor
dsandi nf
ormat i
onpertai
ningt
oani ndi
vi
dualmemberofthePNP,whichservesasbasi
sinav
ail
i
ng
ofservi
cerecord,
leaverecord,PNPID,
legalbenef
ici
ari
es,
aut
henti
cat
ionofphotocopi
es,
etc.

Thecolorofthefolderfort
hePPFsshal l
beasf ol
l
ows:
a.Red, forPoli
ceCommi ssi
onedOf fi
cer
s(PCO);
b.Bl ue,f
orPoliceNon-Commi ssionedOffi
cers(
PNCO)
c. Green,forNon-Unif
ormedPer sonnel(
NUP)

RECORDSMAI NTENANCE
Recor
dsmai nt
enancerefer
stot
heacti
vi
tiesi
nvol
vi
ngproperhandl
i
ngofr
ecor
ds,
arr
angi
ngt
hem
i
ntousabl
efi
l
ingsequence,usi
ngthemostef
fi
cientt
ypeoff
il
ingequi
pment.

RECORDSDI SPOSI TION

Recor
dsDi sposi tionist hesy st ematictransferonnon- curr
entrecordsf r
om anof fi
cet oany
records stor
age ar ea,t he identi
fication and pr eservat
ion ofpermanentr ecords and t he outr
ight
destructi
onofv aluelessr ecords.
No PNP per sonneloruni ts/offices shal
ldi spose of,destr
oyoraut hori
ze the disposalor
destructi
onofr ecor dsorPPFswhi char ei nthecust odyorunderitscont
rolexceptwi t
hthepr iorwri
tten
authorit
yoftheExecut i
veDirector,
Nat ional Archi
vesoft hePhili
ppi
nes(Secti
on18, R.A.9470) .
AnyPNP per sonnelwho,wi l
lfull
yornegl i
gently,damagesapol icer ecor
dordi sposesofor
destroysapolicer ecor dshallbedeemedt ohavecommi tt
edanof f
ense.

RECORDSSECURI TYANDPROTECTI ON
-r
eferst
ot heprevent
iveandprev
enti
veandprotect
ivemeasuresandactionsundertakeninorder
tosafeguardrecords/documentsinallgovernmentagenciesfrom unauthor
izedandi ndiscri
minate
di
scl
osure,damage, dest
ruct
ionandl
oss,whetherr
ecor
dsar efi
ledincur
rentofnon-cur
rentstoragearea.

PROTECTIONOFRECORDS
1.Dupl i
cat i
on–r ecordsshallbecr eatedwithaddi t
ionalcopiesorduplicatesdependi
ngont he
needsandci rcumst ances.
2.Disper sal–r
ecor dsshallbedist
ri
but edwithoutadditi
onalcopiesordupli
cates.
3.Vaul t
ing–v i
talrecordsshall
best oredinav ault
.
4.Ev acuation–or i
ginalandolderrecor dsconsider
edt obev italshal
lbetransfer
redtoasecure
location.

RECORDSPROTECTI ONLEVEL
1.Vit
al–or“ topprotecti
onpr i
ori
ty”
,consistsofallessentialrecordsconsi
der
edasmi ssi
oncr
it
ical
andirr
eplaceabl
e.
2.Important– or“ second pr ot
ecti
on pr i
ori
ty”,consists ofal ldocuments st
il
lconsi
der
ed as
essenti
albutcouldber eplacedorr ecr
eated.
3.Useful–or“ lowestpr otecti
onpr i
orit
y”,consist
sofal lot herdocumentsconsider
edtobenon-
essenti
altonormal operationsbutinconvenientwhenl ost.

Not
esonPol
i
cePer
sonnelandRecor
dsManagementbyJohnRomerL.
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