Group 1

 Standard Operating Procedures (SOP)- the standard procedures for all police
stations and all offices of the National Operational Support Units.
 Police Blotter- a logbook that contains the daily registry of all crime incident
reports, official summaries of arrests, and other significant events reported in a
police station. (PNP Manual revised 2010)
- Defined as a daily record of events within the territories of a
police unit, it contains daily material concerning events for legal and
statistical purposes. (PNP Circular No.5)
Essential Knowledge
The following are the procedures in making blotter and procedures for
recording incident report in Police blotter.

1. Procedures for Making Blotter Entries

a. All entries in the police blotter shall be handwritten in a clear, concise
and simple manner but must answer as far as practicable, the 5W’s and
1H. Clarity should not be sacrificed for brevity.
b. Only facts, not opinions, are entered in the blotter.
c. No erasures shall be made on entries. Corrections are made by drawing
a horizontal line over such words or phrases and the actual entry
initiated by the police officer making the correction.
d. A ball pen with blue, black or blue-black ink is used for making the
entries.
e. Misinterpretation of the blotter or any attempt to suppress any
information is punishable criminally and administratively.
f. All entries must be legibly written in longhand and consecutively
numbered.
g. Every page of the blotter shall be consecutively or chronologically filled
in. no line or space shall be left blank between any two entries.
h. Any development of case reflected in the blotter should be a new entry
at the time and day it was reported. A reference to the previous entry
number of the case, however, should be made.
i. During every shift, the Duty Sergeant, under the supervision of the Duty
Officer or Complaint Desk Officer, shall make the actual entries on the
blotter and at the end of their tour duty, both the Duty Sergeant and
Duty Complaint Desk Officer shall sign the blotter.
2. Units Required and Supply Accountability of Police Blotter
a. A Police blotter should be maintained by a police station.
b. All PNP operating Units or Divisions in the Metropolitan police District,
together with the stations and substations, should maintain a separate
blotter.
c. The general Headquarters, Philippine National Police should supply
police blotters to each PNP command reflecting the same as
accountable items on their property books.
d. It is the responsibility of the PNP unit commander to properly maintain,
use, safe, keep and account the police blotter.
e. Police forces shall continue to use the present blotter, provided the
forms and rules should be followed.
BELOW IS A SAMPLE FORMAT OF A POLICE BLOTTER PAGE:
ENTRY DATE TIME EVENTS/INCIDENTS DISPOSITION
NO.

3. Incident Reporting and Filling out of Incident record Form (IRF)

a. An entry of record in the Police Blotter shall not be done directly to the Police
Blotter book. The facts and information of a blotter entry shall at first be
recorded in the Incident Record Form, or IRF. Once it is assigned and
acknowledge by the Desk Officer and the Chief of Police, or his representative,
the data that were provided by the complainant or client in the IRF shall
entered and recorded in the Police Blotter Book.
b. As soon as a client or complainant enters the police station, and is ascertained
that his purpose is to file a complaint or to request a data in the Police Blotter,
the Duty officer of the Quality Service Lane (QSL) must accord the client with
due respect and politely ask the person the nature of his transaction. The
Incident Record Form (IRF) shall be made available to the client for him to fill
out.
c. The QSL Duty Officer shall at all times guide and assist the client in filling out
the form. In the event that the clients is illiterate or incapacitated to fill out the
IRF, the QSL Duty Officer shall do the same for him. The Chief of Police in the
station shall make available space in the police station where this process is
done, in the privacy outside the scrutiny of kibitzers.
d. Whenever the suspect of the complaint involves confidentiality, as in cases
involving protection of women and children, the QSL Duty Officer shall escort
the client to the female Duty Investigator of the Women and Children Protection
Desk (WCPD) where the filling out of the IRF shall be done. While the IRF
should be filled out by the complainant, the female police officer of the WCPD
may assist the complainant in doing so, with the latter providing the facts and
details of the case.
e. The first item to be filled out in the IRF is the general information about the
reporting person. It contains name, address, occupation, and other analogous
information that this general information be taken. The object of this is to
prevent an attempt of a client to mislead the police to record an event or crime
that did not occur, motivated by a client’s desire to later get an extract of the
Police blotter for purposes of an insurance claim, for example, or to tarnish the
 personal record of another person by imputing the commission of a crime by
such person. The inclusion of his home and work addresses in the event that a
formal inquiry or investigation. The inclusion of his home and work addresses
in the event that a formal inquiry or investigation is subsequently ordered by the
Chief of Police.
f. The next item in the IRF is the data of the suspect. There are two(2) boxes in
this item which should be indicated with a tick mark before answering the data
under suspect. The first is whether there is no suspect or no crime was
committed. This is applicable for blotter entries where a client wants to put on
official record the loss of his Driver’s license, or Company identification card.
Once this is checked, proceed to the next item, which is the data of the victim.
The second box, however, should be indicated if there are suspects in the
incident. The data of the first suspect will be recorded on the IRF and those of
the second and subsequent suspects on a separate sheet of paper which will
the form an integral part of IRF.
g. The data in all items on the IR should be as specific and complete as possible.
The information indicated and brought forth in this item will be a very vital tool
of the Investigator-on-case (IOC), opportunity to indicate, as completely as
possible, any information and distinguishing features of the suspects in the
space provided thereon.
h. The third item on the IRF is the general information about the victim. It contains
the name, address, occupation, and other analogous information about the
victim. It is important that this general information be recorded. The object of
this is for the investigator to easily locate the victim/complainant during court
trials if the case is filed in the court.
i. On the second page of the blotter form, the facts of the incidents should be
narrated by the complainant. It contains a narrative requirement that at the end
of the narration of every incident, the Duty Officer who recorded shall be place
his/her signature and of the complainant certifying the correctness of the
narration. Likewise, the last line of the paper should indicate that nothing
follows.
j. After the form is authenticated, an Incident Record transaction Receipt, cut
form the lower end of the IRF, is given to the complainant who confirms that the
reporting person had completed a transaction with the police office concerned
and reported an incident.
k. For purposes of standardization, all stations should only maintain an official
Police blotter and an official police blotter IRF. As such, it is discouraged, and
is henceforth unauthorized, that logbook, notebook, or any materials be used.
l. Thereafter, it is the duty of the police officer who is in charge of the Police
Blotter to lodge the complaint to the proper investigator who will handle the
case. The investigator should interview the complainant on the nature of his
complaint and ensure that all entries therein are complete to prevent
duplication and relieve the complainant from repeating his narration.
m. Check the necessary documents in support of the complaint, if needed. If there
are documents submitted, the same shall be attached and will form part of the
IRF.
n. Make sure that all the information gathered is truthful and exact in its
documentation.
o. In the event that the complainant desires to amend or make supplemental of
his complaint, the investigator shall inform the officer-in-charge of the blotter to
make the necessary corrections and state therein that it amends or
supplements the previous report and shall place the signature both of the
complainant and the officer-in-charge of the blotter.
Actual Sample of Incident Record Form (IRF)
4. Procedures for recording Incident Report in the Police Blotter

a. The crime incident report recorded in the IRF, after the transaction with the
reporting person has concluded, shall be transcribed and entered into the
police blotter by the desk officer of the police station. For those police stations
equipped with the crime incident reporting system, popularly known as the e-
blotter, the designated crime registrar will likewise enter the record into the
system.
b. Blotter entry reports serve as a permanent record of incidents, events,
problems, and so forth. There are many types of reports, each of which serves
different functions. A police blotter is used to keep people informed of activities
within the police jurisdiction. It is also used to compile statistical information,
identify problems in the community, or identify police training needs. These
reports are needed to facilitate investigations, prepare court case or defend
case in court.
c. The narrative written in the IRF shall basically be record that shall be
transcribed in the Police blotter. While it is narrative form, it is prudent,
however, to list down some necessary information in the Police Blotter in
itemized or outline form. This shall answer the necessary requirements of the
five W’s and one H.
d. The following questions should be answered as a guide to writing the report:
1. Who was involved?
2. When did it take place?
3. Where did it take place?
4. What happened?
5. Why did it happened?
6. How did it happen?
e. As soon as the incident is transcribed in the police blotter, the desk officer and
the reporting person shall sign the police blotter. It should be indicated under
the name and signature of the reporting person his address, home telephone
number, mobile phone number, and identification card presented. In the event
that the reporting person indicates that he does not want his contact details to
be recorded in a public record as the police blotter, by reason of privacy, the
same should not be recorded, as a matter of respect to the said person’s rights,
but indicated in IRF.
f. Any violation of this SOP shall be dealt with administratively as may be
warranted by evidence. All Unit commanders shall be included in the
investigation under the principle of command responsibility. If evidence further
warrants, criminal complaints shall also be filed against those who may have
committed acts or omissions contrary to the revised penal code or any special
penal statutes.

1. Sworn Statement- also termed as Sworn Declaration. It is document

containing facts related to a legal proceeding. The person who makes the
declaration affixes his or her signature in a separate endorsement paragraph at
 the end of the document with a statement that the declaration is made under
oath.
2. Affidavits- these are types of verified, formal sworn statement of fact signed by
an affiant or author, and witnessed by a notary public. An affidavit can be used
as evidence in court proceedings. An affidavit is composed of:
a. Commencement- this identifies the affiant
b. Individual Averments- these are separate claims that are numbered as
mandated by law;
c. Statement of Truth- this is a statement verifying that what is stated is
true under oath
d. Attestation- a clause certifying the oath and the date made by the
affiant.
e. Signature- this is both the signature of the affiant and the notary public.
Examples of Affidavit.
2.1 Affidavit of Complaint- section 3 of Rule 110 defined complaint as sworn
written statement charging a person with offense, subscribed by the
offended party, any peace officer, or other public law officer charged with
the enforcement of the law violated. An affidavit of complaint contains the
following: the name of the accused, the designation of the offense by the
statute, the acts or omissions complained of as constituting the offense, the
name of the general offended party, the approximate time of the
commission of the offense, and the place wherein the offense was
committed.
2.2 Affidavit of Desistance- a complainant executed an affidavit of desistance
when he no longer wishes to pursue a case against an accused or
defendant in a court case. The complainant states that he/she didn’t really
intend to institute the case and he/she no longer interested in testifying or
prosecuting. This is only a ground for dismissing the case if only the
prosecution can no longer prove the guilt of the accused beyond
reasonable doubt without the testimony of the offended party.
2.3 Affidavit of Arrest- is a statement given under oath and penalty under
perjury. This states about facts and circumstances about the arrest, the
information which led to the arrest and the observation made before and
after the arrest. This is filled out by the arresting officer.
2.4 Affidavit of Witness- is a legal and binding document of written testimony
of a witness as a way for evidence to be presented to the court. It is usually
filled out by a lawyer, and then filed as part of the case. The affidavit has to
be in paragraph form, and each paragraph covers one specific topic. The
full name of the person making the statement has to be included, as does
the name of one who affirms the statement. This kind of affidavit can also
be used to record the testimony of an expert witness in certain cases. The
affidavit has to be truthful and just give facts, not personal feelings or
opinions.
3. Inquest Forms- is an informal and summary investigation conducted by a
public prosecutor in criminal case involving persons arrested and detained
without the benefit of warrant of arrest, issued by the court for the purpose of
determining whether or not the said persons should remain under custody and
correspondingly be charged in the court.
4. Complaints in Criminal Cases- it is important that those who will be writing
the police report will be familiar with forms of complaints in criminal cases, its
format, and the standard headings and captions cases, its format, and the
 standard headings and captions of cases. The familiarization of all these will
help him in reports, and in any court proceedings. These standard headings
and captions are used in the: Supreme Court, Court of Appeals, and Municipal
Courts. The sample forms of complaints included are: Violation of Municipal
Ordinance, Forcible Abduction, Arson, Damage to Property through reckless
imprudence, homicide and murder.

Group 2

The following are the terms, parts and sample format of the different
administrative issuances.
1. Memorandum- is an inter-office communication dealing with official
matters in the police organization, its message is written in the fewest
possible words. A memorandum is for application, requiring compliance
or dissemination of information for the offices and members of the
organization. In some cases, it is specifically directed to an individual or
groups of individual in a specific performance or action. Police
executives and subordinate officials may issue memorandums; the
former may use it for administrative instructions while the latter for
advisory or informative matters.

Parts of Memorandum
a. Heading- this contains the date, subject, thru channels and addressee.

Letterhead –every police unit or police office has its own letterhead
where it is usually printed in the first page.

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
CEBU POLICE PROVINCIAL OFFICE
Doña ModestaSingsonGaisano St., Lahug Cebu
City

Addressee- the words “MEMORANDUM FOR” is used if sends to a

superior office or “MEMORANDUM TO” if sends to a subordinate.
MEMORANDUM

FOR : Regional Chief

PNP Regional Crime laboratory Office 7
Camp Sotero Cabahug
Gorordo Ave., Cebu City

MEMORANDUM

TO : All Chiefs of Police/GD, 703rd MPG COY

 Attention Line- this is mainly for faster dissemination, the memorandum
may be addressed to a specific individual or head of a unit, or by the use of an
office symbol.

MEMORANDUM

TO : Chief of Police, SRPS

(Attn: PO2 Dennis Camunay, PNP)

MEMORANDUM

TO : Chief of Police, SRPS

(Attn: Crime and Investigation Department)

Subject- this is written two spaces below the sender and two spaces to the
right colon. It contain no more than ten words.

TO

FROM

SUBJECT : EARTH HOUR PHILIPPINES 2009

Date- this is placed below the subject indicating when the memorandum is
written.

TO

FROM

SUBJECT

DATE : March 25, 2009

Body- this is the message of the memorandum, it is double-spaced when the

message is less that nine lines.

Complimentary Ending- this is the originator’s name found 5 spaces below

the last paragraph of the body of the message.

MICHAEL DASIGAO
Police Deputy Director General

Sample standard Format of a Memorandum

Letterhead

(5 spaces from the last line of the letterhead to the Memorandum line)

MEMORANDUM

(2 spaces)

(1 tab) TO (2 tabs) : (1 tab) DIRECTOR, HRDD

1 Space

FROM : ACTING CHIEF, PNP

SUBJECT : MEMORANDUM FORMAT TO A SUBORDINATE

OFFICE

DATE : November 16, 2016

(1 space)

(1 tab) 1. Reference/s

(2 spaces between paragraphs)

2. Body

3. Action desired.

(5 spaces from the last line of the last paragraph to the originator’s name)

ANTHONY ALVAREZ
Police Deputy Director General
 Republic of the Philippines
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
CEBU POLICE PROVINCIAL OFFICE
Doña Modesta Singson Gaisano St., Lahug, Cebu City

MEMORANDUM

TO : All Chiefs of Police/ GD, 703rd PMG COY

FROM : PD, CPPO

SUBJECT : EARTH HOUR PHILIPPINES 2009

DATE : March 25, 2009

1. Reference: Memo from TDCPR dated March 20, 2009, subject same as
above. (Attached)

2. This pertains to the symbolic act of the simultaneous switching/turning

off lights from 8:30 P.M to 9:30 P.M. on March 28, 2009 (Saturday). In
this light, the Philippine National Police as the stronghold of peace and
order is committed to provide security during the celebration of the
EARTH HOUR PHILIPPINES 2009, wherein every individual, government
offices/ units and business establishments are encouraged to support the
Earth Hour.

3. Further, submit compliance reports to this office Attn: PCR Branch NLT
30 March 2009 for consolidation and submission to TDPCR, NHQ, PNP.

4. For strict compliance.

Original signed
CARMELO ESPINA VALMORIA
Police Senior Superintendent
Provincial Director
 2. Memorandum Circulars- also termed as MC in government offices,
Memorandum Circulars have subjects that explain or classify rules for
subordinates to comply.

ACTUAL SAMPLE OF MEMORANDUM CIRCULAR

Republic of the Philippines

Department of interior and Local Government
NATIONAL POLICE COMMISSION
Makati City

MEMORANDUM CIRCULAR NO. _________

PROHIBITING THE PHILIPPINE NATIONAL POLICE (PNP) FROM ISSUING SPECIAL ORDERS FOR EITHER
APPOINTMENTS OR PROMOTIONS BEFORE ATTESTATION THEREOF BY THE CIVIL SERVICE COMMISSION (CSC)

WHEREAS, under Section 2, Rule IV of the rules implementing Book V of Executive Order No. 292 and other Civil Service laws, it
provides that “No appointment shall be made effective earlier than the date of issuance, except in the case of change of status in view
of having acquired a civil service eligibility x x x”;

WHEREAS, under section 5 thereof, it further directs that “The services rendered by any person who was required to assume the
duties issued by the appointing authority shall not be credited nor recognized by the Commission and shall be the personal
accountability of the person who made him assume office’.

WHEREAS, it has been noted that the previous practice of the erstwhile Philippine Constabulary and Integrated National Police of
Issuing appointments or promotions by and thru special orders has been carried over up to the present;

WHEREAS, such procedure results in conflict with CSC rules and regulations it appearing that more often there is disparity
between the dates of effectivity of the special order and the actual appointment, thereby causing confusion among the PNP
appointees and promotes;

NOW, THEREFORE, the Commission, in the exercise of its administration and control function over the PNP, HAS RESOLVED,AS
IT IS HEREBY RESOLVED, to prohibit the PNP from issuing special orders for appointment and promotion before the attestation
thereof by the CSC and that any special order issued in connection therewith must conform with the effectivity dates such
appointments or promotions.

ADOPTED this _____ day of _________ in the Year Two Thousand One, Makati City

JOSE D. LINA
Secretary, DILG and Chairperson, NAPOLCOM

ROGELIO A. PUREZA EDGAR DULA TORRES

Commissioner Commissioner

LEANDRO R. MENDOZA
Commissioner
Attested by:

REYNALDO JD CUADERNO
Deputy Executive Director

3. Circulars- Generally, these are issuances coming from Department of Interior

and Local Government (DILG) to the PNP, these are administrative
instructions that are directive, advisory, and delegation of authority, and
instructions or regulations to be implemented.
 4. Office Circulars- these are administrative instructions requiring compliance
from personnel or office dealing with subjects like delegation of authority,
appointment or assignment of personnel.

Republic of the Philippines

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT
A. Francisco Gold Condominium 11, EDSA corner Mapagmahal St., Diliman,
Quezon City

OFFICE CIRCULAR March 15, 2013

NO. 2013-___

TO : ALL REGIONAL/ PROVINCIAL/ BUREAUS/ SERVICE

DIRECTORS AND HEADS OF OPERATING UNITS
INCLUDING ATTACHED AGENCIES

SUBJECT : GUIDELINES IN ACCESSING DILG MEMORANDUM

CIRCULARS AND OTHER GOVERNMENT AGENCIES
ISSUANCES.

In support of mitigating the impact of global warning, and in pursuit of

the Department’s efforts towards a more efficient, effective, economical
and paperless delivery of its mandated functions with the aid of the
information technology, the following guidelines are hereby issued in
accessing the above-stated subject:

1. Designate an Action officer to constantly open the following websites,

as well as the websites of other government agencies:
www.op.gov.ph - office of the President
www.pcoo.gov.ph - Presidential Communication Operation Office
www.gov.ph - Official Gazette
www.dilg.gov.ph - DILG
www.comelec.gov.ph - COMELEC
www.csc.gov.ph - Civil Service Commission
www.dbm.gov.ph - Department of Budget & Management
www.cesboard.gov.ph- Career Executive Service Board
www.gppb-gov.ph - Government Procurement Policy Board
www.coa.gov.ph - Commission on Audit
www.ombudsman.gov.ph - Office of Ombudsman

2. Ensure the widest dissemination of all issuances to all stakeholders

within your area of responsibility/ jurisdiction.

For strict compliance.

ATTY. RAFAEL ANTINIO M. SANTOS

Undersecretray
5. Office Orders- these are administrative instructions that are regularly and
mandatory. This order is mainly for the regulation of administrative matters in
the National Headquarters, Regional, Provincial, and District Offices. These
orders usually deal with suspects like personal conduct requiring compliance.

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
CORDOVA POLICE STATION
Cordova, Cebu

26 May 2012
CPS-01
OFFICE ORDER
NO. 2012-05

DESIGNATION

1. SPO2 Marcelo Tudtud Cometa, PNP Badge No. 113000, hereby designated
as Deputy COP/C, Intel and in addition on his duties and responsibilities is
hereby designated as Municipal Anti Illegal Drugs Specialist Operations
Task Group (MAIDSOTG) effective 26 May 2012. No Trans involved.

2. PO2 Charlie Jao Valmoria, PNP Badge NO. 154738, hereby designated as
Asst. C, Intel/Operative and in addition to his duties and responsibilities is
hereby designated as Municipal Anti Illegal Drugs Special Operations task
Group (MAIDSOTG) effective 26 May 2012. No Trans Involved.

3. PO2 Harrifel Amores Espinosa, PNP Badge No. 159567, hereby designated
as Intel/Operative and in addition to his duties and responsibilities is hereby
designated as Municipal Anti Illegal Drugs Special Operations task Group
(MAIDSOTG) effective 26 May 2012. No Trans Involved.

4. PO1 Noem Labor Rosillosa, PNP Badge No. 193967, hereby designated as
Intel/Operative and in addition to his duties and responsibilities is hereby
designated as Municipal Anti Illegal Drugs Special Operations task Group
(MAIDSOTG) effective 26 May 2012. No Trans Involved.

“Distribution” ALVIN VILLADAR BALIO

Police Chief Inspector
1 concerned Chief of Police
1 Bulletin Board
1 file
 6. Special Orders- these are directives signed by the Chief Directorial Staff for
the appointment, transfer, promotion, reduction, relief from duty, separation
and leave of absence of personnel.

ACTUAL SAMPLE OF SPECIAL ORDER

Republic of the Philippines

National Police Commission
PHILIPPINE NATIONAL POLICE
Cebu City Police Office
Camp Sotero Cabahug, Gorordo Avenue, Cebu City

CPPO-A 04 January 2010

SPECIAL ORDERS
NUMBER 01-_____

REASSIGNMENT

Following named PNCOs are relieved from the present office of

assignment and reassigned to office/units as indicated effective 31 December 2009, No
Trans involved.

Name Rel Fm Reasg to

SPO4 Alfredo mayol Jr. PS2 TAC
PO2 Alvin Itona TAC PS2
PO2 Rene Remedios PS8 TAC
PO1 Aldrin Pelayo TAC PS8
PO1 Emani Bureros PS1 PS10
PO1 Chona Amoren PS10 PS1

PATROCINIO A COMENDADOR JR., CEO VI

Police Senior Superintendent (MMPSM) DSC
City Director, Cebu CPO

7. Standard Operating Procedure (SOP)- is about instructions to be followed

on a routinary basis concerning regular procedures, the chief of the director
directs this.
 ACTUAL SAMPLE OF SOP

Republic of the Philippines

Department of Interior and Local Government
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
Camp Crame, Quezon City

Standard Operating Procedure

Number 2012-007

SOP ON RECOVERED PERSONAL EFFECTS OF VICTIMS

1. REFERENCES:
a. Revised PNP Criminal Investigation Manual; and
b. Revised Rules of Criminal Procedure
2. PURPOSE:
a. This SOP sets forth the guidelines in the chain of custody of seized/recovered
evidence and the presentation of the same to the prosecutor’s office or court when
so required.
3. SCOPE OF APPLICATION:
This SOP applies to all properties seized/recovered during police operations of
surrendered in relation to a crime/complaint and provides the procedures
to be observed by all PNP units as well as the reports/documents to be
prepared in relation thereto.
4. DEFINITION OF TERMS:
The following terms are defined for a better understanding of this SOP
a. Complaint- an accusation in writing charging a person for the commission of an
offense.
b. Crime Scene- a venue or place where the alleged crime has been committed.
c. Chain of Custody- refers to the chronological documentation or paper trail,
showing the seizures, custody, control, transfer, analysis and disposition of
evidence, physical or electronic.
d. Crime Scene Investigation (CSI)- is a comprehensive inquiry of a crime by
conducting systematic procedure of various investigative methodologies which
 involves recovery of physical and testimonial evidence for the purpose of
identifying the witnesses, and arresting of perpetrator(s) for prosecution.
e. Documentation- for purposes pf this SOP shall mean to include the conditions
under which the evidence handlers, duration of evidence custody, security
conditions while handling or storing the evidence and the manner in which
evidence is transferred to subsequent custodians each time such a transfer
occurs.
f. Evidence- is the means sanctioned by the Rules of Court, of ascertaining in a
judicial proceeding the truth respecting a matter of fact. These include but are not
limited to documentary testimonial electronic and object evidence, gathered in
the course of the investigation.
g. Evidence Custodian- refers to a police personnel who is charged with the duty
of receiving, recording and safekeeping of all seized/recovered evidence pending
its proper disposition.
h. Forensic Evidence- refers to the physical evidence that is taken from the scene
of the crime and analyzed using scientific methods to aid the investigators in
solving a case. It also refers to evidence which may be addressed to the scenes
of the court with the use of forensic sciences to elucidate a case.
i. Investigator-On-Case(IOC)/ Duty Investigator- Shall refer to any PNP
personnel who is duty designated or assigned to conduct the inquiry of the crime
by following a systematic set of procedures and methodologies for the purpose of
identifying witnesses, recovering evidence and arresting and prosecuting the
perpetrators. The IOC shall assume full responsibility over the crime scene
during the conduct of CSI.
5. PROCEDURE ON DOCUMENTATION:
The following procedures and guidelines shall be strictly observed:
a. All evidence recovered in the crime scene must be properly documented,
photographed and properly turned over to the evidence custodian (Annex
“A”). The detailed receipt showing the inventory of the evidence must be
properly acknowledged and signed by the evidence custodian (Annex “D”). In
case of motor vehicles, there must be technical Inspection and Inventory
Report to be incorporated in the records (Annex “C”).
b. The investigator-on-case/duty investigator must exhaust all efforts to
determine the relevance and materiality of the evidence recovered. During
the preparation of the case, the picture(s) of the evidence must be
incorporated in the case folder. All angles/ sides of the seized/recovered
evidence must be photographed.
c. Personal properties seized/recovered which were not used as evidence must
be returned to the person from whom the property/ properties was/were taken
with proper documentation. If the property is to be used as evidence, the
prosecutor must be properly apprised on the disposition of the property.
d. The investigator-on-case/duty investigator must prepare a letter request in
standard form (Annex “E”) for the release of the personal property
seized/recovered as evidence addresses to the prosecutor to be signed by
the owner. The investigator must also move and manifest his acquiesce for
the release of the seized evidence in favor of the owner from whom the
property was taken. He must state among others, that the photographs of the
 property will be presented as evidence when same is directed to be
presented in court.
e. Upon approval of the prosecutor/judge of the motion for the release of
property, the evidence custodian must without delay release the
property/evidence ordered to be released. The owner must acknowledge in
writing the receipt of the property/evidence as ordered by the
prosecutor/judge under the condition that when the court in the future shall
demand its production, he/she shall comply without delay. Further he/she
must state that he/she does not have any complaint on the status of the
property being returned. If there be any said complaint must be placed in
writing on the space provided for in the acknowledgment receipt prepared
(Annex “F”).
f. If the evidence sought to be released contain vital informations such as
computer records call logs, messages and other electronic records wherein
the preservation of the original records are needed during the prosecution of
the case, the owner should be properly apprised on the necessity of the
subject evidence to remain under the control and custody of the evidence
custodian or the prosecutor/court and;
g. The turnover of the evidence must be witnessed by any party accompanying
the owner. Photograph the turnover of the property incorporate the photo and
the receipt in the records of the case.
6. FLOW CHART
See Annex “H” on the Chain of Custody of Seized/Recovered Property/
Evidence.

7. PENAL CLAUSE
Any violation of this SOP shall be dealt with administratively. All Unit
Commanders shall be investigated under the principle of Command
Responsibility. If evidence warrants, criminal complaints shall also be filed
against those who may have committed acts or omissions in violation of the
Revised penal Code or any special laws.
8. REPEALING CLAUSE
Any issuance, memoranda rules and regulations issued by the PNP
inconsistent herewith are deemed repealed or amended accordingly.
9. EFFECTIVITY
This SOP shall take effect fifteen (15) days from filing a copy thereof at the
University of the Philippines law Center in consonance with Sections 3 and 4
Chapter 2 Book VII of Executive Order No. 292 otherwise known as “The
Revised Administrative Code of 1987”.

NICANOR A BARTOLOME,
CSEE
Police Director General
Chief PNP
 1. Records- refers to the verified, confirmed, evaluated, and analyzed reports.
These are the end products of the investigation, and the submission of reports
done by the investigator.

Group 3

The following are the procedures in making blotter and procedures for
recording incident report in Police blotter.

1. Purposes, Functions, and Importance of Police Records

POLICE RECORDS
Purposes  It serves to determine police
problems
 It serves to determine the
size of the police force.
 It aids in handling various
complaints
 It serves as a guide for
present and future
prevention of crimes.
 It helps in determining and
establishing responsibility on
a particular person.
 It helps in the apprehension
of criminals
 It helps in the apprehension
of criminals.
 It helps the police and other
law enforcement agencies in
solving crimes.
 It gives data in statistics of
police crimes.
Functions  It functions as an instrument
to measure the efficiency of
the police organization
 It represents the crime in a
particular community.
  It aids in the assignment and
promotion of any personnel
in the organization.
 It helps in the identification
of any individuals in the
community.
 It provides ready information
for public consumption.
 It aids prosecutors in court
proceedings.
 It coordinates in various
custodial events.
 It gives basis for the
integration or expansion of
the police department.
Importance  It bridge the communication
within the department
 It connects the different units
in the attainment of
objectives
 It identifies the supervision
and the performance of
personnel
 It serves to measure the
proficiency and
accomplishment of police.
 It gives an overview of the
actual crime picture of a
community.
 It aids to improve the
efficiency of traffic
enforcement
 It aids to evaluate and
control public services
 It helps in effective
employment of personnel
 It provides keeping and
information retrieval services
to all departments.

2. Types of Police Records- the records management personnel is expected to

familiarize himself with different types of police records. The types of police records
are: Case records, Arrest and Booking records, identification Records, Administrative
Records, Miscellaneous Records.

a. Case Reports-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 reports, wanted person report, daily record of
 events.
Procedures for Filing Case Reports:
1. Felony reports, serious accident reports (including all investigation report),
and case report 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.
b. Arrest and Booking Records- the completion of the arrest report is the
responsibility of 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)
Procedures for Filing Arrest Reports
1. Upon receiving the arrest notification, the dispatcher issue 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 jail copies of arrest/booking reports
and other necessary forms and notices.
4. The booking and detention officers will 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.
c. 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.
d. 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
and Religious Sectors.
4. Records of army camps and centers
5. Records of Ordinance and laws
6. Records of Private Security Agencies
3. 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 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.
4. 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 Ticker 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 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.
5. Duties of Record Element Personnel- the records personnel who are assigned in
identification have certain task in the completion of arrest, booking and filing. Below
are the specific duties of these personnel:
a. They are responsible in issuing a central booking number of request.
b. They complete the Central Booking Register with all the required
information.
c. They identify prior departmental arrest and conduct a wanted check for
all names or aliases used by the arrestee after the completion and
approval of the register entry.
d. They notify immediately the appropriate detention officer if a “stop
order”, ‘wanted card” of “detainee” for another agency is found of the
subject.
e. They prepare a new criminal history record for every arrested person
with no prior record on file by noting current case information. In
instances where a criminal history record is already on file should be
updated.
f. They notify the communication center for every cancellation of wanted
or missing persons message, also with the apprehension of such
person, or the receipt of wanted messages concerning suspected
persons to be in or near the jurisdiction.
g. They maintain personal identification files like: Photographic file, crime
scene photographic file, wanted and missing person’s file and warrant
file.
6. The Decimal System of Reports- the decimal system of reporting is the basic
numbering systems which entire major files is identified with. There are three basic
numbering system, they are follows:
a. Case Reports Number- this is the control number assigned by the
dispatchers for all police reports like traffic accidents, crimes, and non-
criminal situations. Case report numbers are important because of the
following reasons: it aids in the speedy and official recording of cases, it
lessens discrepancies in the original request; time of occurrence and
notification of the police ; it helps ensure the exact matches of sequence
of case numbers with the order of cases brought to the police; and it
helps the external audit control in avoiding unreported, lost or misfiled
 cases.
b. Arrest report number- this is the number issued to arrested and booked
persons who committed criminal offenses or traffic violations. However
this is not issued to persons who commit minor offenses, or those who
just go to the station to post bond. Case report number is also termed as
central booking number issued by the dispatcher, or arrest and personal
identification unit through the dispatchers. After the duty officer write the
arrest report, he will assign the arrest number as well as the case number
of the rep[ort. A new arrest number will be assigned to a person each
time he is arrested.
c. Identification Numbers- this is the number issued by those assigned in the
arrest and personal identification service detail. This number is given
once to an arrested person when he is fingerprinted and photographed.
7. Standard Police Record Procedures and Filing System- proper filing of records is
very important because it helps in the preservation of documents, and more
specifically on the preservation of criminal records which will be used for future
references. Below are the standard police record procedures and filing system:
a. Permanent written record shall be made of each crime immediately upon
receipt of the complaint.
b. Proper control shall be made upon the receipt of a complaint to ensure
that it is promptly recorded and accurately tabulated.
c. Investigative report shall be rendered in each case showing the details of
the offense as alleged by the complainant and as disclosed by the police
investigation, effective follow up system shall be adopted to ensure that
all reports are promptly submitted in all cases.
d. All reports shall be checked to see that the crime classification conforms
to the classification of the offense.
e. The offense or complaint report on crime cleared by arrest shall be noted
as cleared.
f. Arrest records shall be complete, and special care is being taken to show
the final disposition of all charges.
g. All records shall be centralized.
h. Records and statistical reports shall be closely supervised by the Station
Commander.
i. Periodic inspection shall be made to see the rules and regulations of the
local agency relative to records creation and maintenance are strictly
complied with.
j. Statistical records shall conform in all aspects to the uniform crime
reporting standards and regulations.
8. Philippine National Police Uniform Crime Periodic Reporting- to promote
consistency in the recording of crime incidence, these guidelines prescribe a uniform
procedure for the Philippine National Police in reporting and collecting crime data
including cases reported to other law enforcement agencies involved in the Criminal
Justice System. Further, these data shall be the working basis for policies and
programs on various anti-criminality measures.
For the past years, generating statistical crime date on various crimes
committed in the regions/provinces has been growing concern of the Philippine National
Police (PNP). To address this issue, two (2) mechanisms were in place such as: The
National Crime Reporting System (NCRS), which is concerned more with the details of
the crime, to wit; victim’s data, offender’s data, among others, while crime statistics
gathered through the Police Regional office Periodic Report (PROPER) is mainly
concerned simply with WHAT HAPPENED, WHERE, TO WHOM, WGY and the results
of investigation.
The PNP, as the premier law enforcement agency, needs an accurate
statistical crime data for both administrative and operational decisions. The data
gathered from the regions/provinces play an important role to the PNP’s overall
assessment of crime trends and for determining the pattern of crime activity in the
country. If the problem on gathering/generating the crime situation is not properly
addressed, the PNP cannot present an accurate situation of the country.
The following procedures shall prescribe the guidelines in the conduct of
Crime Reporting for purposes of obtaining an accurate data for interpretation.

1. The adoption of consistent and accurate crime recording standard shall

require the unconditional commitment of the Chiefs of Police,
Provincial/District/City and the Regional Directors. The IDM Officers shall
continuously ensure that the crime recording is clearly articulated of such
system are understood.
2. All line units should seek to gather, collate and record all crime-related
incidents so as to establish an accurate and timely picture of what is
happening locally.
3. The police blotter shall serve as the main source of crime data fro
submission and shall be the basis for preparing and accomplishing the
Unit Periodic Report and NCRS Form 1.
4. Crime date from other stakeholders and law enforcement agencies shall
be recorded into the police blotter.
5. It is envisioned that all future incidents and crime recording systems
should be fully integrated or at least linked to facilitate tracking and audit
between the systems.
6. The Chief of Police must ensure that crime data are gathered from
sources such as: Barangay, NBI, PDEA, BFAR, DENR, DSWD, BUCUS,
BI and other agencies with law enforcement functions in the locality.
7. Unit commanders shall appoint a crime register who shall be responsible
consolidating and maintaining crime data files of each unit to ensure
consistency and continuity.
8. The Chief of Police is primarily responsible for the maintenance of
accurate crime data. Accuracy and integrity of crime recording process
must be ensured by the chief of Investigation Section and Crime registrar.

Procedures
1. Recording
a. Incident Reports
As a general rule, all crime incidents, whether reported by the victims,
witnesses or third parties must be recorded in the police blotter, even
under the following circumstances:
a.1 when the offender is ill and is unlikely to recover or is too senile
or too mentally disturbed for proceedings to take place.
a.2 When the complainant or an essential witness is dead and the
proceedings cannot be pursued.
a.3 When the victim or an essential witness refuses, or is permanently
unable to stand as a witness; and
a.4 The victim or complaint or witness are minor
2. Counting Mechanism
The following rules shall apply in the counting of crime incidents:

a. Murder cases (Art. 248, RPC) shall include those that were
consummated only. Infanticide (Art. 255, RPC) and Parricide (Art. 246,
PRC) cases shall be counted as murder case. Killings perpetrated by
insurgents and/or terrorists must be included. Attempted and
Frustrated cases of murder, infanticide and parricide are counted as
physical injury cases if indeed the victim(s) was injured. Otherwise,
these cases shall be counted as non-index crimes.
b. Homicide- (Art. 249, RPC). Similarly, only consummated homicide
cases are to be counted. Attempted and Frustrated homicide cases
which result to injuries to the victim(s) are counted as physical injury
cases. Otherwise, these cases shall be counted as non-index crimes.
c. Serious and Less Serious Physical Injuries- (Art. 263, 264 and 265,
RPC). In addition to actual physical injury cases, incidents perpetrated
by/or involving insurgents/terrorists which resulted to the wounding of
the victim(s) must also be counted.
d. Robbery- (Art. 293, RPC). Only consummated robbery cases and
robbery in band are to be counted.
e. Carnapping- (RA 6539) – Only consummated carnapping cases are to
be recorded.
f. Cattle Rustling (PD 533)- Only consummated cases shall be recorded.
g. Theft (Art 308, RPC)- Only consummated theft cases are to be
counted.
h. Rape (Art. 335, RPC and RA 8353). Only consummated and statutory
rapes shall be included.
i. Suicide shall not be counted as crime.
j. For compound and complex crimes, only the most serious offense
should be counted. (Principal crime rule)
k. The reported incident shall be counted as a crime after validation by
the investigation officer that there is such an incident constituting a
crime.
l. Infractions involving violations of provincial/city/municipal and
barangay ordinances shall not be counted.
m. Violations of the Revised Penal Code and Special Laws which are to
be settled at the Barangay (Under PD 1508 as amended by local
government code of 1991 and Supreme Court administrative circular
no. 14-93) shall be recorded separately.
n. Crime incident/s under RA 9344 or the Juvenile Justice Act where
absolute confidentially of the parties and the documents are provided
shall be recorded. Data from local DSWD office shall be collated.
o. For purposes of generating separate statistics of all offenses arising
from violations of traffic rules and regulations, the traffic investigation
section/division shall assume responsibility in recording all traffic
offenses and submit the same to the crime registrar for data
integration in the crime statistics.

3. Crime registrar (CR)

To ensure that a consistent crime recording standard is
maintained within the PNP, each unit shall appoint a crime registrar. The
 registrar shall ensure the proper accomplishment of NCRS form-1 in
accordance to NAPOLCOM resolution 92-39.

4. What to Report/ Submit

All PNP units must submit their Unit Crime periodic Report
(UCPER) with corresponding analysis, interpretation and complete
attachment as required in the original PROPER. The said report shall be
accomplished by the reporting unit as stated below to be submitted on
the dates indicated in these guidelines.