Executive Order No. 113, December 30, 1967 [Rule XV]

[POLICE INSPECTION REPORT]

RULE XV RECORDS, REPORTS AND UNIFORM CRIME REPORTING

Section 1. The Need for Police Records. – A police department is only as good as its records keeping capabilities. The effictiveness of a police department is directly related to the quality of its records. They are the primary means of communication among the members of the police department and have as their purpose the integration of the various department units into an integrated organization for accomplishing the police task. Records are essential in the efficient performance of routine duties, in the wise direction of the police effort, in supervision and control of personnel, and in the determination of departmental policy.

Section 2. Organization of a Centralized Record System. Depending upon the size and needs of the police force, the chief of police shall maintain an adequate and centralized record system by organizing in his force an efficient records and communication unit capable of providing appropriate services to the line unit. The centralization of records in a police department brings together at one point all information concerning police activities, and it is through such centralization that the various line functions of a police department are coordinated. A centralized records and communication system in small and large police departments is shown in Figures 1 and 1-A.

Section 3. Functions and Uses of Records. A clear understanding of the functions and uses of the fundamental police records is essential to the development of an adequate records system. The police records shall have the following specific functions and uses:

a. measure police efficiency;

b. present the communitys crime picture;

c. assist in assigning and promoting personnel;

d. identity individuals;

e. provide a basis for property accountability;

f. control investigation;

g. make information available to the public

h. increase the efficiency of traffic control;

i. assist the courts and the prosecutors;

j. assist in evaluating control services;

k. coordinate custodial activities;

l. integrate the department;

m. furnish data for the budget;

n. establish responsibility;

o. reveal unusual problems;

p. aid in the apprehension of criminals;

q. assist other police agencies;

r. provide the basis for compilation of police statistics.

s. effective employment of personnel and equipment

Section 4. Incidents to be Recorded. The following incidents shall be recorded in appropriate police records:

a. violations of laws and ordinances reported and discovered;

b. all calls in which any member of the police force is dispatched or takes official action;

c. all legal papers handled such as warrant, subpoena, summonses, citations, and the like;

d. cases of missing and found persons, animals and property;

e. reportable vehicular and other types of accidents which require police action;

f. all personal injuries, bodies found and suicides;

g. damage to property;

h. all cases in which a police member is involved;

i. all arrest made; and

j. miscellaneous cases, general and special orders, violations of rules and regulations and any other reportable incident that the chief of police desires to be recorded.

Section 5. Mechanics of Good Report. – The following are the mechanics of good report writing which shall be adhered to by all concerned:

a. report shall be written to present 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 in pencil;

c. report shall provide complete name, (first, middle and last) address, as well as aliases, brief biodata (such as age, sex) of victim or suspect:

d. abbreviations shall be avoided except those that are commonly known;

e. it shall not be too brief 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.

Section 6. Installation of a Police Records System. – The standard record procedures of all law-enforcement agencies shall meet the following:

a. 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 insure that they are promptly recorded and accurately tabulated;

c. an investigative report shall be rendered in each case showing fully the details of the offense as alleged by the complainant and as disclosed by the police investigation. An effective follow-up system shall be adopted to insure that all reports are promptly submitted in all cases;

d. all reports shall be checked to see that the crime classification conforms to the uniform classification of offenses;

e. the offense or complaint report on crime cleared by arrest shall be noted as cleared;

f. arrest records shall be completed, special care being taken to show the final disposition of all charges;

g. records shall be centralized;

h. records and statistical reports shall be closely supervised by the chief of police;

i. periodic inspections shall be made to see that the rules and regulations of the local agency relative to records creation and maintenance are strictly complied with; and

j. statistical reports shall conform in all respects to the uniform crime reporting standards and regulations.

Section 7. Types of Police Records. – The records of a police force shall be classified into five categories; namely; (a) case records; (b) arrest and booking records; (c) identification records; (d) administrative records; and (e) miscellaneous records. They are described as follows:

a. Case Records. – A case record is composed of two categories:

(1) Complaint/Assignment sheet which 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 which contains the findings and action taken by the investigating officer based on inquiries made and by obtaining the available facts of the incident.

b. Arrest and Booking Records. – This record maintains the arrest and jail booking report which is required for all persons arrested. It is made out in full en each person arrested. It shall bear an arrest number for each arrest made.

c. Identification Record. – Identification record is the third major division of police records. Fingerprint records are 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; and 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 departments personnel and designed to aid in assignments, promotions and disciplinary action.

Such records are so essential in administering personnel matters that they must be maintained in a police department.

e. Miscellaneous Records. – These are records which do not relate to recorded complaints and investigation reports but are informational in character.

Section 8. Recording and Filing System. – The nature of police work justifies emphasis on criminal records. To be fully effective, a police records system must:

(1) be comprehensive and include every incident coning to the attention of the police;

(2) be adequately indexed to permit ready reference;

(3) be centralized to provide adequate control and maximum utilization of clerical personnel;

(4) be as simple as possible, consistent with adequacy; and

(5) lend itself to summarization and analysis to permit continuing appraisal of the police services.

Such a system will permit police records, reports and analysis to be used as significant tools of management, supervision, control, policy-making, and operations. A Police Department, large or small, shall maintain a centralized record file under a unified control. The case file is the master record and is supplemented by the arrest and identification records. Each of these records is numbered serially; thus, there are case numbers, arrest numbers, and identification numbers.

a. 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. The following are the different types of reports included under the case records which shall be accomplished accordingly by all concerned:

(1) Complaint/Assignment Sheet – (Fig, 2 Polcom Form No. 1) The 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 Section 4 of this Rule and reported to the police shall have a complaint/assignment sheet. Each complaint/assignment sheet shall he assigned a different number. There are, therefore, two numbering systems: complaint number and case number. The complaint/assignment sheet becomes the primary document for analysis of crime occurrences while the investigative report becomes the prime document for the continuation of the investigative process. Two smooth copies of the complaint/assignment sheet shall be made for each complaint requiring a ca report.

A separate complaint/assignment sheet is required for each crime or incident reported to the police. It makes no difference whether the complaint is reported by telephone, by letter, in person at the police desk, to an officer on duty, or otherwise. The complaint/ assignment sheet is registered by stamping a serial number on each; when registered, the complaint/assignment sheet becomes a part of the records system. There shall be a consecutive series of complain numbers assigned by the desk officer. The complaint number must not be confused with the case number. All incidents shall receive a complaint number, however, only those incidents requiring a police investigation shall receive a case number.The case number identifies each case and all other papers and reports relating to it and serves as a basis for filing. The desk officer receiving the call need not obtain detailed information from the complaint but should secure the basic information needed to prepare the complaint/ assignment sheet. If the complaint is lodged in the precinct, the desk officer of the precinct shall prepare the complaint/assignment sheet in two copies indicating thereon the complaint number assigned by the Central Records Unit. The original copy shall be forwarded to the Central Records Unit.

(2) Investigative Report. – This type of report is prepared as a written report on the findings of the investigator. The following are the different types of investigative reports:

(a) Case Report – (Fig. 3 Polcom Form No. 2) This report shall be accomplished by the investigator or mentor making preliminary investigation of crimes reported to the police. The investigating officer shall submit this report at the end of his tour of duty. This report shall be prepared in the number of copies required by the department for distribution. For uniformity of crime reporting this shall follow the prescribed classification of offenses indicated in Polcom Form No. 20, Figure 28, while the duplicate copy shall remain in the precinct concerned for the corresponding action. The officer assigned to a case shall make his report at the end of his tour of duty.

(b) Supplement/Progress/Final Report. – (Fig. 4 Polcom Form No. 3) Progress report shall be accomplished by the investigator continuing the investigation if the case is left in a pending status after Polcom Form No. 2 has been submitted pending status after Polcom Form No. 2 has been submitted. It shall be submitted within three (3) 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 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 be either solved or unsolved. A case is “Cleared” when one or more persons are arrested, charge with, the commission of the offense and turned over to the fiscal or court for prosecution. Based on this Final Report a complaint nay be filed by the chief of police before the municipal court, if it is in the municipality, using Polcom Form No. 12 (Fig. 13) and if filed before the City Fiscal, Polcom Form No, 12-A (Fig. 13-A) shall be used.

(c) Continuation Report. – (Fig. 5 Polcom form No. 4) This report shall be used as the second and succeeding pages of all kinds of reports.

(d) Technical Report. – Fig. 6 Polcom Form No. 5) This 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 of evidence specimen gathered, to supplement the findings and report of the investigating officer.

(e) Accident Report. – (Fig. 7 Polcom Form No. 6) This report shall serve as the investigation report of the officer who investigates the accident. It shall be prepared for each vehicular accident-fatal, non-fatal, injury, or damage to property, in addition to the complaint/assignment sheet.

(f) Wanted Person Report – (Fig. 8 Polcom Form No. 7) Information on persons who are wanted by the police shall be flashed by means of the “Notice” Wanted Person, accomplished in quadruplicate, one copy to be sent to the Provincial Commander, PC, of the province (in case of cities/municipalities not under a Provincial Commander, the copy should be sent to the Chief, Philippine Constabulary, Camp Crame, Q.C.); one copy to be sent to the NBI Headquarters in Manila; the original to be placed in the “Persons Wanted File” of the Police Department concerned; and the fourth copy to be displayed in the rogues gallery. Strict compliance with the instructions at the back of Polcom Form No. 7 is required

(g) Daily Record of Events. – (Fig. 9 Polcom Form No. 8) A daily record of events is needed to keep all members of the force informed concerning police operations, assignment s, and administrative instructions. It shall carry a brief resume of each complaint/assignment sheet, a description of missing persons and persons wanted, and other information of interest to the police force. The officer who prepares the complaint/assignment sheet may reproduce the daily record of events on the typewriter as cases are reported or complaint/assignment sheets executed. In this manner, the daily record of events becomes a chronological cross reference to the complaint file. A number of copies may be made for dissemination to different divisions mid units of the department. In large departments, the daily record of events may be duplicated by mimeograph. In small police forces, a log or police blotter may be used provided it contains all the information in the daily record of events and that each incident shall be assigned a serial number. All investigation reports and other documents dealing with a case assembled in a folder. This accumulation of records is called the case file and is one of the principal features of a satisfactory records system. Case files are always filed according to the case number.

b. Arrest and Blocking Records. – These reports are required for all persons arrested. It shall be made out in full on each person arrested.

(1) Arrest Report.- (Fig 10 Polcom Form No. 9) An 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. The arresting officer is responsible for the arrest report and its completion. One or more criminal charges may be placed on one arrest report. However, if the arrest is in obedience to a warrant or warrants, separate arrest reports will be made for each warrant. In preparing the arrest record, it is important that the full name, first, middle and last, and other personal circumstances of the prisoner be entered and all questions on the form be answered. It shall bear an arrest number for each arrest made. The number series for arrests shall start from No. 1 on the first day of each year which will be known as calendar year numbering system. For example, the first arrest in 1968 shall No 68-1. This means that it is the first case of the calendar year 1968, and for the next year 69-1 and so forth. This report shall be used in controlling prisoners during the period of investigation. The arrest report shall be filed by the arrest number and cross-indexed by name and all known aliases of the prisoner. It shall carry the serial number of the complaint/assignment sheet and case report as the case may be. In an arrest where there has been no previous complaint/assignment sheet prepared, the desk officer shall make cut one and assign a serial number at the time of the booking. Immediately after accomplishing the arrest report, three things are done:

First – Send to the complaint clerk for the preparation of a complaint/assignment sheet.

Second – Send to the records office for name search against the alphabetical index file in order to determine if the prisoner is wanted on some other cases.

Third – Two sets of fingerprints of the prisoner shall be taken. One set shall be forwarded to the NBI headquarters, Manila and the other shall be searched by fingerprint classification in the fingerprint file, if the department is maintaining one. If the department does not maintain a fingerprint file, only oneset shall be taken and forwarded to the NBI head-quart or s, Manila.

Findings should be noted on the arrest report the arrest report shall be prepared in triplicate together with one booking sheet as its fourth copy. The original is filed with the arrest record file by number in the Central Records Unit, the duplicate and triplicate copies shall be sent to the Fiscal or to the Clerk of Court as the case may be, together with the criminal complaint or information and its other supporting papers. The lower portion of the arrest report will be later on detached and returned to the police department by the Fiscal or the Clerk of Court concerned after the termination of the case, to be filed with the case record after the disposition of the case has been annotated on the fingerprint of the accused.

(2) Booking Report – (Fig. 11 Polcom Form No. 10) 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. The Booking Sheet shall be the jail file of arrest, arranged alphabetically and serves as a jail register. Information regarding any prisoner in custody is thus immediately available. The file shall be kept at the booking counter or location convenient for examination when inquiries are made. The jail booking report is under the direct supervision of the booking officer. This is done in order that changes in the charge and other entries regarding the control of the prisoner may be made and the file may be cleared when the prisoner is released. After the release of the prisoner, either by the police or by the court, the nail booking sheet is forwarded to the records division where it is filed according to arrest number.

(3) Prisoners Property Receipt – (Fig. 12 Polcom Form No. 11) All police departments shall give a receipt to prisoners for property which is taken from them. This receipt is prepared in duplicate. Everything taken from him is still the prisoners property until shown to be otherwise. The officer who makes the search and removes the property shall itemize it completely in the presence of another officer and the prisoner and give the prisoner the original receipt. The officer must also see that the property is sealedin an envelope which bears the prisoners name, the property receipt number and the date. The booking officer is responsible for the custody of the prisoners property until the time of release or transfer. The property shall go with the prisoner if he is transferred to another jail. The department property clerk will not be concerned with the care of prisoners property except when it is too bulky for storage in the prisoners property cabinet or safe.

The prisoners property receipt blank forms should be in book form, with the original perforated for easy removal and with a serial number printed on each pair.

The duplicate should not be removed from the book to eliminate danger of loss and makes possible an easy reference by property receipt number or date.

On the tine of release, the prisoner shall be required to produce the original receipt, where he will sign to acknowledge return of his property. The receipt is then filed with the case file. In the event the receipt has been lost, stolen or destroyed before the return of the property, a certification listing the property as described on the duplicate Prisoners Property Receipt shall be signed by the prisoner. This certification shall indicate that the original Prisoners Property Receipt was lost or stolen or destroyed.

Prisoners property which is clearly identifiable by number or inscription shall be checked against the stolen property files. If an identification is made, an investigation report stating the facts is written in duplicate; the original is sent to the commanding officer, who shall cause the property so identified to be held as evidence, the duplicate shall be sent to the detective division for appropriate action.

c. Identification Records. – The various identification records for the identification of criminals and other individuals now extensively used in police departments shall include the following:

(1) Fingerprint Record – Of the various methods of criminal identification, the fingerprint system is the most reliable. Identifying criminals by name is unsatisfactory because of the frequent use by criminals of aliases. Fingerprint records shall be prepared in at least two copies, the original to remain in the Central Records of the police department concerned and a copy shall be sent to the NBI headquarters in Manila.

(a) Criminal Fingerprint – (Fig. 14) Polcom Form No. 13) All persons arrested for an offense shall be fingerprinted and an identification number shall be assigned to each prisoner to identify records relating to him. A prisoner shall be fingerprinted each time he is arrested, even though his prints are already on file, in order that a copy may be sent to the National Bureau of Investigation. This procedure brings the criminal history file up to date after each arrest. The same ID number shall be used for each subject, regardless of the number of times he may be arrested or fingerprinted.

This is the fourth series of numbers used, the other three being the complaint sheet, case report and arrest report. The identification number shall appear on the fingerprint (Fp) card, the description (portrait sheet) and the photograph. The identification numbers are recorded chronologically in a ledger the entries on which include the name, identification number, the case number, the fingerprint classification and the date fingerprinted.

(b) Civilian Fingerprint – (Fig, 15 Polcom Form No. 14) All persons requesting for clearance certificate or for other personal identification purposes shall be fingerprinted using this Form.

(c) Alien fingerprint – (Fig. 16) Polcom Form No. 15) All aliens requesting for clearance certificate for purposes of petition for naturalization, change of name, oath taking and for other personal identification purposes shall be fingerprinted using this Form.

The fingerprint card is searched in the alphabetical index file. If the search is negative, a search isthen made in the fingerprint file by fingerprint formula. The fingerprint cards arc then indexed and filed. This means that it is a mandatory principle of taking the fingerprints of all persons mentioned above in the three categories, criminal civilian and alien. Secondly, that, although the police department wishes to maintain its fingerprint file, one fingerprint card will be sent to the NBI. In order for fingerprints to serve their maximum usefulness to the local departments and to all other law enforcement agencies, it is imperative that copies be sent to the NBI, Manila wherein a history-sheet (Fig. 17) will be prepared and furnished the contributing agency. Other police agencies which may have arrested the subject in the past are thus informed of his present whereabouts. This history sheet sent by the NBI will give the local department the past criminal record of the subject and also inform them of future arrests reported to the NBI by fingerprints,. It is most important, however, that the fingerprints shall be taken accurately to be classifiable. The Hentry FBI Extension Classification System of fingerprints shall be used by the police agencies. The criminal history sheet shall be filed in the individual criminals file. Each person arrested by a local police department shall have an individual file folder.

(2) Criminal Specialty (MO) File – This consists of photographic records and modus operandi of known criminals. 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. This is commonly known as M.O. (Modus Operandi) file. The use of the classification index file is the simplest form of modus operandi. This is a sort of rogues gallery and is helpful in controlling crime and in apprehending criminals. This shall be filed according to certain M.O. characteristics, according to major classes of crimes, and according to identification number. Group photographs of criminals working together are an aid to identification and they shall be filed by type of criminal specialty of the group involved.

d. Administrative Records – A number of different records are required m the management of the departments personnel. Some of these are of an informational character designed to aid in assignments, promotions, and disciplinary actions; others are of control character such as correspondence files, department memoranda, daily summary of daily attendance record, follow-up and call sheet and monthly reports. In departments of over 100 men, the use of such a file is so essential in administering personnel matters.

(1) Personnel Records. – A file showing the history of each police officer, both prior and subsequent to joining the force is indispensable.

(2) Correspondence Files. – This shall consist of sets of records of communications classified, arranged and filed alphabetically by the subject to which they pertain.

(3) Memoranda, Orders, Policy Files, etc. – These shall be filed accordingly as they care made available.

(4) Assignment Record. – (Fig 18 Polcom Form No. 16) The detective assignment record is desirable for the effective function of the detective division. Other divisions in the force may devise a system of assigning personnel.

(5) Other Files. – Police departments shall maintain other administrative records responsive to their needs.

e. Miscellaneous Records. – Police departments perform a variety of service which do not relate to recorded complaints. In addition to the general classes of records, there is a miscellaneous group which do not fall under categories of records that a police department maintain and which on occasions create filing problems within a department. The average small department may simply maintain one file folder for each category. Each piece of correspondence, together with a copy of the reply, should he filed in chronological order in an appropriate location file. As a refinement, the names of the authors of the correspondence received be indexed - the index cards referring to the folder in which the correspondence may be located. If correspondence with a particular office is frequent, a separate folder for that office may be maintained. However, another method used is to file miscellaneous correspondence by subject matter such as firearms, speaking engagements, and the like. Another system utilized occasionally is to assign a correspondence number to each piece of incoming correspondence and then is filed by this number and Indexed by the name of the author. In any event, some types of control record should be maintained in order to insure a prompt reply. Every police force shall keep and maintain the following miscellaneous records:

(1) Register of aliens within the city or municipality obtained from the Immigration Commission and/or other sources;

(2) List of firearm holders from the Philippine Constabulary;

(3) List of incumbent city, municipal, and barrio officials and their addresses;

(4) List of labor unions, cooperative associations, civic, professional, social and religious organizations, industrial plants, movie houses, etc;

(5) List and description of all army camps and mobilization centers;

(6) Facts about the locality indicating districts, barrios, sitios, roads, bridges, centers of population, voters, and the like;

(7) Copies of ordinances and penal laws;

(8) Roster of AFP reservists (Obtainable from military sources) showing current addresses;

(9) List of private and security agencies;

(10) List of parolees, pardoned and released criminals and their addresses;

(11) Property and equipment records – A complete inventory shall be kept of police equipment and property as well as the cost of maintenance and operation; and

(12) Such other reports that may be required by proper authorities and those that are necessary in the police force. These shall include a list of police numbers assigned to individual police personnel for identification purposes which shall be carried in the standard identification cards for all members of the police force.

f. Indexing – Police Departments shall prepare and maintain index cards for all names appearing in the case report, and index care for serial number and description of recovered lost or stolen property that has been brought to their attention. The following are the different types of index file:

(1) Master Name Index File – Every police department shall maintain a master name index file for its operation. It shall be in 3 x 5-inches index card stock. Index cards shall be arranged in the general alphabetical name index file in strictly alphabetical order by last name. Index cards shall be made on all names appearing in the case report, including aliases, names of complainant, victim, suspects and wanted persons. Index cards shall be prepared when outside fingerprint cards are received and placed in the local fingerprint collection whether the subject is wanted or not. The department shall also index all names of persons wanted by other police agencies as listed in circulars or wanted notice, persons placed on probation or parole. On the index card the following shall be reflected:

(a) Complaint, Case and/or ID number as the case may be;

(b) Name, aliases, address, sex, race, height, weight, color of eyes and hair, date and place of birth;

(c) Fingerprint classification (if available);

(d) Brief statement of each incident based on the source document with the following data:

1. Date fingerprint taken, court case, warrant of arrest issued or date of allegedinformation;

2. Contributor of fingerprint of al number;

3. Nature of offense and/or purpose and

4. Result or disposition, if known

(e) If subject has used two or more names, he will be known by the name first used in so far as the particular police department is concerned. However, both shall be reflected on the index card underlining the first or original name used (See Fig. 19 and 19-A)

(f) A cross index card shall be prepared for each additional name used without the brief information as described in Figure 19-A. The one in-charge of the Master Name Index File shall go through indexes, card by card, in each of misfiled cards. The frequency of such searches will be influenced by the size and condition of the files.

(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 an investigative aid of inestimable value in achieving this objective. There are two means of identifying property; one by serial number placed on the property and the other is the type of property (unnumbered). This shall be indexed in a 3 x 5-inches index card stock, describing the articles which are reported lost or stolen locally or by circulars from other departments. Prior to filing a card, a search shall be made to determine whether the same piece of property has been previously recorded. (See Figure 20)

(a) Numbered Property Index

1. Police Departments with less than 200 police force may number guide cards from 00 through 99.Numbered property shall be indexed by the last two digits of the serial number. When more than one index card is filed behind one guide card, they may be placed in numerical order according to the third digit from the end as follows:

Example: Guide Card	66
Revolver	952066
Motor number	123066
Watch	51-266
Electric drill	752566
Radio	AMD3866

2. Police Department with more than 200 members shall number the guide cards from 000 through 999. Numbered property shall be indexed according to the last three digits of the number without regard to the type of article. The index cards are filed behind the guide cards corresponding to the last three digits of the number. (See Figure 21)

(b) Unnumbered Property Index – Property not identifiable by a manufacturers serial number is indexed in the unnumbered property index, by description of the article, such as clothing, furniture, footware, jewelry, etc. and should be indicative of the general character of the article indexed. Index cards shall be removed from the files when the property is recovered and files should be overhauled periodically and certain cards removed. For example, cards over six months old describing perishable goods; those over two years old describing non-perishable food-stuffs, tobacco, and liquor; and those over five years old describing wearing apparel, linens and bedclothes, etc., serve no useful purpose after such a period of time. Cards describing articles of greater value, or articles not likely to be worn, consumed, or destroyed should be kept indefinitely. The complete description should be recorded on the index card to eliminate the need for a search to check the investigative report to obtain the complete description.

g. Charging Out Files. – Responsibility for filing each class of records shall be definitely assigned to one or more designated clerks. Accessibility to records cabinets shall be restricted to records division members only. When any record is removed from the file, an appropriate borrowers slip is used and a Charge-Out Card is accomplished. This insures the proper use of the files; prevents the misplacement of records that have been used; and keeps the files personnel informed at all tines of the whereabouts of the records issued out at any given time.

(1) Borrowers. Slip. – The borrowers slip is used when asking for files, and is used as a receipt for a case or any number of items from a file which is in a 4 x 6-inches sheet (Fig. 22 Polcom Fern No. 17)A supply of such slips shall be kept in each division or unit. This form is accomplished by the borrower who needs a file and may be brought to the file room either through the regular messenger service or by any person authorized by the borrower. It is presented to the records official. It is kept in a file control box when the file stands or remains charge-out. On the return of the record, the borrowers slip is cancelled in the presence of the borrower and same is attached to the record and remains in the file as a permanent record of the transaction.

(2) Charge-Out Card. – Each time any file is issued, a record should be made on a colored Charge-Out Card (Fig. 23 Polcom Form No. 18) which is often called a “Substitution Card” or an “Out Card” which takes the place of a file that has been removed from the cabinet. These cards may be cut to fit the file drawer and shall stand out prominently among the files. (See Figure 23 Polcom Form No. 18) for record file and Figure 24 Polcom Form No. 19 for fingerprint card of the file drawer. When a file or folder is withdrawn, one of the cards is filled out and inserted in place of the file. It remains there until the borrowed file is returned. When the record is returned, the entry on the card is crossed out and the card is put back in its place in front of the file drawer.

h. Follow-up Procedure. – It is essential that each chief of police has an administrative device which will insure that call cases Drought to the attention of the force shall receive appropriate attention. The mechanics of the follow-up system consist of Raking use of one smooth copy of the complaint/assignment sheet for every complaint, arrest, or other natter which is not completely disposed of at the time of the original report. These sheets are placed in a “tickler” or “follow-up file” according to the date as determined by this Manual on which the investigating officer is to submit a progress or final report. The file has dividers for each day of the month and is separated into twelve months If a report is due on a designated date, the follow-up slip shall be filed on the day following the target date for submission of the report. A reminder slip shall be made and sent to the supervisor of the officer concerned if the report is not submitted on the date due. (See Figure 25)

i. Spot Map. – Spot maps are useful to indicate the traffic accidents and crime location. The location of crime hazards aids in the direction of enforcement effort. It provides supervising officers with evidence of weaknesses in police service and show the individual officer where his attention is especially needed. Spot maps should be placed where they will be readily available for consultation. It shall be placed in the office of the head of the division or in the office housing the specialized activity involved. Spot maps should be kept up-to-date by the records staff. Each map should be limited to not over four different factors if these factors have about equal frequency. In place of the crime index and the location index, a spot map shall be maintained by the police department for its use as follows:

(1) Traffic Spot Map. – Accident spot map for the posting of motor vehicle and pedestrian accidents which occur in the area. (See Figure 26)

(2) Crime Spot Map. – A general crime spot map on which are posted the location of murders, rapes, robberies, hold-up, auto thefts and other major crimes of the locality. (See Figure 26-A)

j. Flow Chart of Crime Records Management – The operation of records shall conform with the flow chart in Figure 27.

Section 9. Uniform Crime Reporting. – A uniform crime reporting shall be established in every police department for monthly and annual reports on cases handled and persons arrested by the department to include cases reported. These reports shall follow the prescribed classification of offenses. The monthly statistical reports shall include the following:

a. Monthly report of cases handled by the police department (Figure 28 Polcom Form No. 20)

b. Supplement on monthly report on cases handled by the police department (Figure 29 Polcom Form No. 21)

c. Report of male persons arrested (Figure 30 Polcom Form No. 22)

d. Report of female persons arrested (Figure 31 Polcom Form No. 23)

The four (4) reports above described shall be submitted to the Police Commission in three copie snot later than the 15th of each month. The Police Commission in return shall each furnish the NBI and the Chief of Constabulary. Accuracy and promptness in the submission of these reports shall be the responsibility of the chief of police.

The annual crime statistica report shall follow the prescribed form of monthly reports. Polcom Form No. 20, Figure 28 shall be used with appropriate modifications. This shall cover the fiscal year from July 1 to July 30 and shall be submitted to the Police Commission not later than July 20 each year.

Section 10. Record Policy and Security Discipline. The chief of police and all members of the force shall observe and strictly implement the following policies and security rules insofar as they pertain to records maintained in the force:

a. Constabulary officers, NBI agents, regular police officers 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.

b. The relationship between the police and other departments of the government shall be on an official basis insofar as the use of police records is concerned.

c. The official files of the police department shall be adequately kept and secured from damage by fire, destruction, sabotage or carelessness. Classified natters shall be separated from the unclassified matters.

d. All official files, documents, records, reports and information gathered in connection with the apprehension, prosecution, and punishment of criminals shall be regarded as “CONFIDENTIAL”. Members and employees of the police force shall not permit the disclosure or use of information contained in confidential records for any purpose other than for the performance of official duties.

e. Erasures in the records of a police force shall 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 police serial number, if any, or badge number if the member making the correction shall also be indicated in red ink together with the date and time.

Police reports and records shall not be moved from a station, precinct, bureau or office, except in conformity with the provisions of law, rules and procedures, or upon the order of the court or any competent authority. Copies of said records, however, may be made by a member when necessary in the performance of police duty.

[CENTRALIZED RECORDS & COMMUNICATIONS IN A SMALL AND LARGE DEPT.]

[CENTRAL RECORDING OF COMPLAINTS IN LARGE DEPARTMENTS]

[PolCom F-No. 1 – COMPLAINT/ASSIGNMENT SHEET]

[PolCom F-No. 2 – CASE REPORT]

[PolCom F-No. 3 – SUPPLEMENT/PROGRESS/FINAL REPORT]

[PolCom F-No. 4 – CONTINUATION REPORT]

[PolCom F-No. 5 – TECHNICAL REPORT]

[Form No. 1]

[Form No. 2]

[Form No. 3 – PolCom F-No. 9]

PLEASE READ THIS CAREFULLY BEFORE COMPLETING THE FACE OF THE DOCUMENT

This notice can only be effective if you, the law enforcement official will complete as much of the information on the front of the document as possible.

REQUEST A WANTED NOTICE WHEN – The subjects apprehension or location is required.

REQUEST AN ESCAPE NOTICE WHEN – The subject has escaped from custody.

REQUEST A FLASH NOTICE WHEN – The subject is on parole and you desire to be advised if he has been arrested while in this status or has failed to report as required by the conditions of parole.

REQUEST A CANCELLATION WHEN – The subjects custody is secured or you no longer desire information concerning him.

NOTE: The name of the subject, NBI ID Number, and the name of the Police Department or Agency should be exactly the same as they appeared on the fingerpting card furnished the NBI. In all instances when the N3I ID Number is knovm it should be indicated. When the NBI ID Number is furnished, it is not necessary to give the fingerprint classification or description.

In the event the Law Enforcement/Agency is not certain there is a previous Fingerprint Record on file with the NBI, the Agency should, if possible, provide either an original fingerprint card or a photostat of a fingerprint card of the subject wanted. A “Wanted Escape or Flash Notice” is not posted in the files of the NBI unless positive identification can be effected.

DAILY RECORD OF EVENTS

First Relief – Sgt. Jose Cruz, Desk Officer8:00 AM – 4:00 PM, 19 Dec. 66

TIME	COMPLAINT-SERVICE	COMPLAINT NO.	PARTICULARS
8:00 AM	Robbery	C-1966	Luisa Gamboa, of age, 126 Rizal St., was robbed of her wrist watch, elgin and cash. Pat. Muralla was dispatched, Car 2. See Case Report 67-208.
9:10 AM	Drunk Man	C-1967	Ramon Alarcon, 23 Bonifacio St., complained of a drunk man walking up and down the street in his residence for sometime. Pat Cader was dispatched subject GOA.
10:30 AM	Traffic Accident	C-1968	An unknown person reported a traffic accident at intersection of 11th and 12th Sts. Pat. Bayona was dispatched, no report required.
4:00 AM	Briefing on Police PM Manual		Ninety (90) members of the Bacolod Police Force attended the briefing conducted by the Chief of Police at the Police Academy from 2:00 PM to 4:00 today regarding the newly promulgated Police Manual. Other important matters affecting the police department were taken up.

Second Relief – Sgt. Carlos Oroceo, Desk Officer4:00 PM – 12:00 MN, 19 Dec. 66

5:00 PM	Malicious Mischief	C-1969	Mrs. Maria Carson, 29 Araneta St., reported that someone destroyed her flower pots beside her house. She said she has no suspect but will notify the police if she sees one loitering in the vicinity. See case report 67-209.
6:30 PM	Domestic Trouble	C-1970	Mrs. Rosario Galang, stated that her husband from whom she is separated is annoying her by calling in the telephone and wants to get the custody of their child. She was advised to see her attorney and have her husband served with a restraining order from the court.
1:00 PM	Lost Property	C-1971	Mr. Juan Cison, 65 San Juan St., reported that he was at the bus terminal of the shopping center waiting for the bus and he lost his traveling bag. See case Report No. 67-210.

Third Relief – Sgt. Luis Varca – Desk Officer10:00 MN, 19 Dec. – 8:00 AM, 20 Dec. 66

1:00 AM	Robbery Re-Case	C-1972	Carlos Losa, a suspect in this robbery case, was nabbed by Pat. Muralla at the shopping center after he was pointed at by the victim. Recovered from the suspect was an elgin wrist watch. See Case Report 67-211.
1:00 AM	Carnapping	C-1973	Roberto Lacson, 625 San Sebastian St., reported that his 1964 HoIden car, colored black, was stolen in front of his residence by an unknown person. See Report 67-212

[Form No. 4 – Arrest Report]

[Form No. 5 – Jail Booking Report]

[Form No. 6 – Prisoners Property Receipt]

[Form No. 7 – Complaints]

[Form No. 8 – Complaint]

[Form No. 9 – PolCom Form No. 13]

[Form No. 10 – PolCom F. No. 14]

[Form No. 11 – PolCom F. No. 15]

[Form No. 12]

[Form No. 13 – PolCom F-No. 17]

[Figure No. 1 – Master Name Index Card]

[Figure No. 2 – Cross Index Card]

[Figure No. 3 – Filing of Stolen Property Index Cards]

[Figure No. 4 – Guides for Three Digit Property Index]

[Form No. 14 – Borrowers Slip]

[Form No. 15 – Outcard]

[Form No. 16 – Outcard]

[Figure No. 4 – Follow-up File]

[Figure No. 5 – Center City]

[Figure No. 6 – Flow Chart of Crime Records Management]

[Form No. 17 – Monthly Report of Cases Handled by the Police Department]

[Form No. 18 – Monthly Report of Cases Handled by the Police Department]

[Form No. 19 – Report on Male Persons Arrested]

[PolCom Form No. 23 – Report on Female Persons Arrested]