Investigative Writing Report and Presentation (CDI 104)

WHAT IS NEEDED IN WRITING A REPORT?

The police writer will make an outline from the facts of the case and follow a chronological sequence.
After an outline has been identified they will make sure that their notes will be organized and reviewed
first for completeness prior to the actual writing of the report. The outline should answer the 5Ws and
1H the facts presented in Report Writing should prove the importance of police report. The real answer
lies in the quality of the result of accomplishment and basic principles. The police reports are from
simple, brief memorandum to a complex. Formal investigation requires the application of basic
standards such as clear, pertinent, brief, complete, current, accurate, fair, properly classified,
informative, and objective. It should be submitted in proper format and should be on time.

WHAT ARE THE TWO (2) TYPES OF POLICE REPORT?

(Allen Z. Gammage, Basic Police Report Writing, Sacramento, California, USA)

1. An informal report usually is a letter or memorandum or any one of many prescribed or used in day-
by-day police operations. It customarily carries three items besides the text proper; date submitted,
subject, and persons or person to whom submitted. It may, however, contain many items of
administrative importance along with the subject matter of the text. Actually, most police reports may
be placed in this category.

2. A formal report suggests a full-dress treatment, including cover, title page, letter of transmittal,
summary sheet, text, appendixes, and perhaps an index and bibliography.

WHAT ARE THE CLASSIFICATIONS OF POLICE REPORT?

a) Performance report which contains information as to the status of an activity, activities, or

operations.

b) Fact-finding report which involves the gathering and presentation of data in logical order, without an
attempt to draw conclusions.

c) Technical report which presents data on a specialized subject.

d) Problem-determining report which attempts to find the causes underlying a problem or to find
whether or not a problem really exists.

e) Problem solution report which analyzes the thought process that lies behind the solution of particular
problem.

HOW ARE POLICE REPORTS CATEGORIZED?

a) Operational Reports include those relating to the reporting of police incidents, investigation, arrests,
identification of persons, and a mass of miscellaneous reports necessary to the conduct of routine police
operations.

b) Internal Business Reports relate to the reporting necessary to the management of the agency and
include financial reports, personnel reports, purchase reports, equipment reports, property
maintenance reports, and general correspondence.
c) Technical Reports presents data on any specialized subject, but usually relate to completed staff work
and add to the specific knowledge necessary to proper functioning of police management.

d) Summary Reports furnish intelligence information necessary to the solution of crime accident, and
police administrative problems…

Finally, Dr. Gammage, in concluding his classification on the type of police reports emphasized that his
book-Basic Police Report Writing, is directed and centered only on the category of operational reports;
that these reports are the raw materials from which administrative reports are derived-that in directing
efforts toward improving these reports, he believes that the whole of the reporting process can be
improved.

ANATOMY OF CRIME as explained by Commissioner Dir. Gen. Miguel Coronel.

WHAT ARE THE ELEMENTS FOR A CRIME TO HAPPEN?

“For any crime to happen, there are three (3) elements or ingredients that must be present at the same
time and place. These are the MOTIVES, the INSTRUMENTALITIES and the OPPORTUNITIES. The motives
are the reasons or causes why a person or groups of persons perpetuate a crime. Examples are disputes,
economic gain, jealousy, revenge, insanity, and thrill. Intoxication, drug addiction and many others.

INSTRUMENTALITIES

OPPORTUNITIES

MOTIVES

The Instrumentalities are the means or instruments used in the commission of the crime. It could be
firearm, a bolo, a fan knife, an icepick, poison or obnoxious substance, a crow bar, a battery-operated
hand drill for carnapping, motor vehicle, etc. Both the Motives and instrumentalities belong to and are
harbored and wielded respectively by the criminal.

The opportunities consist of the acts of omission and/or commission by a person (the victim) which
enable another person or group of persons (the criminal/s) to perpetrate the crime. Illustrative
examples include leaving one’s home or car unattended for a long time, walking all alone in a well-
known crime prone alley, wearing expensive jewelries in slum area, readily admitting a stranger into
one’s residence and the like. Opportunity is synonymous with carelessness, acts of indiscretion and lack
of crime prevention-consciousness on the part of the victim.

Whether the crime incident would happen or not, it will depend on the presence and merging of
MOTIVES, INSTRUMENTALITIES, and OPPORTUNITIES at the same time and the same place. The absence
of any one ingredient, out of the three, will mean that there shall be no crime. The most that could
happen is an accident arising out of reckless imprudence; since there is no motive. A freak crime
incident shall occur when all the three elements are present and merged at the same time and the same
place; but the victim is not the intended one, due to mistaken identity.”

WHAT’S POLICE VISIBILTY?

When we talk about police visibility, we should not limit ourselves to just presence or being actually
physically present. POLICE VISIBILITY is more than that.
WHAT ARE THE (3) THREE THINGS THAT WE SHOULD CONSIDER IN POLICE VISIBILITY?

1. Physical Presence,

2. The Patrolling Scheme; and

3. Response

YES, Physical Presence at the area or at the crime scene is very important. It is the immediate feedback
to the public that their police is on the job. Although we may be actually present in the area but because
oftentimes, we are not in proper police uniform, the community fails to physically see our police
presence in the area. How many times have we seen police personnel when respond to civilian clothes,
in T-shirts and shorts even. Because of the nonwearing of uniform, the police is seen by the community
to look more like criminals than police. Surprisingly too, the community when ask to pinpoint the
nearest Police unit cannot actually locate their nearest police units or headquarters. There should be
standard police sign easy to identify and recognize.

Another aspect of police visibility is our Patrolling Scheme. Various patrol components are joined
together to complement and support one another to ensure a widespread and redundant coverage. We
optimize the deployment of various patrol elements to have a truly effective crime deterrence. area
where the PNP is most often criticized, is the third aspect of police visibility, that of response. The Police
Response should be proper, adequate and that it really satisfies the requirement, and most especially be
timely to compensate for non-presence.

POLICE VISIBILTY

PHYSICAL PRESENCE

• Visible as a Police

• Easy to locate units

PATROLLING SCHEME

• Mobile

• Integrated

• Widespread, supportive and

• Redundant coverage

RESPONSE

• Proper

• Adequate

• Timely (ideal: 5 minutes)

WHAT ARE THE NOTEBOOKS AND JOURNAL ENTRIES FOR?

The notebook is one of the basic piece equipment which a number of policemen now a days fail to
appreciate and utilize. The notebook shall be playing a significant role as all subsequent actions
expected of the Police Community Precincts Commander (and even personnel from higher
headquarters) will depend on matters records in the notebook which eventually will have to be reflected
in the PBS journal. Journals exclusively for the PBS shall be maintained at each Police Community
Precincts. While recording matters in the journal shall be the individual responsibility of every Beat
Policeman, taking action and reporting matters reflected therein shall be the duty of the Police
Community Precincts Commander. Entries in both the notebook and the journal shall answer the basic
questions of WHAT, WHO, WHEN, WHERE, WHY and HOW of an incident or problem encountered by a
Beat Policeman particularly those problems to be discussed as you get along with the problems you
encountered.

GUIDELINES IN THE PREPARATION AND CLASSIFICATION OF DEPARTMENTAL

GENERAL ORDERS, SPECIAL ORDERS, CIRCULARS AND MEMORANDA

GENERAL ORDERS – orders and/or directives covering organizational set-up, functional duties,
constitution of committees, including departmental commendations for officers, members and civilian
employees, General orders are prepared for signature of the Superintendent.

ORDERS – dealing on assignments, transfer, temporary duty or special training, etc. of personnel. Special
orders (SO) are prepared for signature of the Deputy Superintendent under the correspondent line
authority.

NUMBERED MEMORANDUM – is a department-wide directions or orders prescribing guidelines,

standing procedures, polices, rules and regulations which are intended for compliance/ implementation
in permanent or continuing basis. These orders are prepared for signature of the Deputy Superintendent
under the usual line authority.

MEMORANDA (unnumbered) – This is another form of dissemination of directives or orders which are
intended for compliance/ implementation on temporary basis or lasting only for short period.
Memoranda are also used for dissemination by quoting therein letters of appreciation and other
communications from other offices or individuals, for informative purposes. They are prepared either for
signature of the Superintendent or the Deputy Superintendent depending in the importance of the
matter. (This was prepared by A. Talatala, Adm. Asst. O/As,IMB)

The term Technical as explained by Isaias Alma Jose refers to the disciplines within the specific field of
science and this refers to Police Science. In this book we want to teach our students how to write
FACTUALLY, COMPLETELY, CONCISELY, ACCURATELY, CLEARLY, and OBJECTIVELY on what aspects of
police action is initiated, pursued and accomplished. In short Technical English discipline in involved
because the subject matter to be written falls within the general field of science-basic police action and
crime investigation.

CRIMINAL INVESTIGATION as defined by Basilio Cael in his book: A Guide to Criminal Investigation. It is
the collection and analysis of facts/ truth about persons, things, places, subject of a crime to identify the
guilty party, locate the whereabouts of the guilty party, and provide admissible evidences to establish
the guilt of parties involved in a crime.
Criminal Investigation covers broad activity concerning crimes against persons, property, security of the
state, and other crimes such as syndicated organized crimes of kidnappings, illegal drug trade and
trafficking, assassinations, bank robberies, carnapping, computer crimes, money laundering, religious
crimes, white slavery among others.

In investigation work, the investigator’s effectiveness rest on his adequate knowledge skills and the
experiences about investigative techniques, methods, procedures, rules and polices to include the 5 W’s
and 1 H. He must be able to find the truth about a crime as he persistently endeavors to seek answers to
the following;

• WHAT offense has been committed?

• WHERE was the offense committed?

• WHO committed the offense?

• WHEN was the offense committed?

• WHY was the offense committed?

• HOW was the offense committed?

It is therefore a must that investigators are to be educated, trained in such a way that they make their
specialty and they just be taken cared of to be assigned in their job permanently because of the nature
of their investigative work, knowledge and skills. To transfer them to other assignments would
jeopardize criminal investigation especially those cases needing follow-up and case undergoing
adjudication in courts. The effectiveness of investigation is cut whenever a new assignment affects
investigators and many cases remain unsolved if not neglected. Among other factors, this in some area
in police management that is neglected by the PNP. To validate this argument, take the way the National
Bureau of Investigation is doing their job, not only are they qualified as lawyers/ accountants but they
undergo continuous investigation training although investigations is their main work. Constant training,
practices, and retaining the better, so the expert say; mediocrity can never be tolerated in investigation
work.

WHAT ARE THE GOALS OF CRIMINAL INVESTIGATION?

The criminal investigator must not forget and bear in mind the goals of why he is investigating, namely:

a) To determine if crime has been committed;

b) To legally obtain information and evidence to identify persons responsible;

c) To arrest suspects;

d) To recover stolen property, and

e) To complete presentation of case to appropriate authority

WHAT ARE THE TOOLS OF AN INVESTIGATOR IN GATHERING FACTS (3I’S)?

1. Information – data gathered from other persons, the victim and from other records such as public
records, private records. Modus Operandi file.
2. Interrogation – skillful questioning of witnesses and suspects.

3. Instrumentation – scientific examination of real evidence, application of instruments and methods of

the physical sciences in detecting crime such as microscope, dactyloscopy, ballistics, photography,
polygraphy and others.

WHAT ARE THE METHODS OF IDENTIFYING THE OFFENDERS?

The criminal investigator makes use of the following:

1. Confession

2. Eyewitnesses

3. Circumstantial evidence

4. Associate evidence

WHAT ARE STANDARD METHODS OF RECORDING INVESTIGATIVE DATA?

a) Photographs;

b) Sketches of crime scene;

c) Notes about the crime;

d) Fingerprints found at the scene

e) Physical evidences gathered

f) Plaster cast

g) Tapes of sounds or voices

h) Video tape record of objects or sounds

i) Written statements of subjects and witnesses; and

j) Computerized and programmed

WHAT IS THE QUALIFICATION OF AN INVESTIGATOR?

The investigator must possess a well-rounded educational background, a lot of experiences in the job
and the right attitude. This includes other qualifications:

a) Capable of observation;

b) Rational thinker;

c) Knowledgeable about the laws on crimes, evidences, arrest, investigative concepts, techniques,
scientific aids, laboratory services, and about criminals and their ‘modus operandi’;

d) Power of intellect on the sp called 6th sense;

e) Cooperative and can work with others;

f) Observant of professional ethics;

g) Has leadership potential, and

h) Reliable, honest, and physically, and mentally fit.

WHAT ARE THE BASIC FUNCTIONS OF AN INVESTIGATOR?

The numerous functions among others performed by investigators include:

a) Providing emergency assistance;

b) Securing the crime scene;

c) Photographing, videotaping and sketching

d) Taking noted and writing reports;

e) Searching for obtaining and processing physical evidences;

f) Obtaining information from witnesses and suspects;

g) Conducting raids, surveillance, stakeout and undercover assignment; and

h) Testifying court;

i) Investigation monitoring and research.

WHAT IS POLICE REPORT WRITING FORM?

Every agency has its own forms and procedures for completing operational reports. But there is a
standard format on how to prepare a report that is simple yet complete. We have what do you call a
basic or informal report that deals with the ordinary miscellaneous, day to day memorandum, letter, or
form accomplished by any member of the unit, section, precinct/ station or department in accordance
with the prescribe general orders, special order, circulars, numbered memoranda.

WHAT ARE THE CONTENTS OF THE BASIC OR INFORMAL REPORT?

a) The heading or the letter head of the organization

b) The date of preparation or submission.

c) The person or office to whom it is addressed or submitted

d) The name of the writer or source of the report.

There are some expectations to the rule such as but not limited to: reports of investigation in
administrative complains and minor cases involving violation of city/ municipal ordinances, basic or
informal reports are generally internal in nature. It seldom goes out of the department.

What is a report? It is a permanent written record which communicated all important facts of the case
to be used in the future. Capt. Henry M. Wrobleski, Book for the Record: Report Writing in law
Enforcement wrote:

HOW ARE THE LAW ENFORCEMENT REPORTS CLASSIFIED?

1. Administrative Reports

2. Operational Reports

Administrative reports deal with the routine functioning of the department or agency. Such reports may
cover proper uniform, reporting procedures, and grievance. This book is primarily concerned with the
second type of report, operational reports, which deal with the activities of the law enforcement
officers.

WHAT ARE THE BASIC FUNCTIONS OF THE PHILIPPINE NATIONAL POLICE?

1. CRIME PREVENTION

2. CRIME SOLUTION and

3. TRAFFIC CONTROL

However, among these three (3) basic functions. The most basic is CRIME PREVENTION. If we will be
dealing with crime prevention or crime deterrence, we are dealing with police visibility. This is the basic
role performed by the members of the PNP. They are required to move around in their complete and
proper uniform. To be felt and seen by the public, so that in cases of emergency, people will know that
they have someone to call for assistance and service and they will have a feeling of security. While the
criminals and would be criminals will have a feeling of fear to commit a crime. In doing these, the
members of the PNP are preventing the commission of the crime by destroying the opportunity to
commit a crime.

WHAT IS THE CONCEPT OF POLICE REPORT?

1. The common thinking about police report is any written matter prepared by the police involving their
interaction with the community.

2. A police report is an exact narration of facts discovered during the course of crime investigation which
serves as a permanent written record for future references.

3. It is a permanent written record of police activities classified as informal and formal which
communicate important facts concerning people involved in criminal activities.

WHAT ARE THE FOUR (4) TYPES OF OPERATIONAL REPORTS?

1. Patrol Service Reports

2. Arrest Reports

3. Preliminary Investigation Reports

4. Supplemental Progress Reports/ Follow-up Reports

Now that we already understand the different types, and classification of reports, we will now proceed
to criminal investigation. Any person who understands police report writing cannot proceed in writing a
police report until after he had undergone criminal investigation training/ seminars and he should be a
member of the Philippine National Police.
AS INVESTIGATOR YOU SHOULD REMEMBER AND MEMORIZE THE MIRANDA WARNING

1. YOU HAVE THE RIGHT TO REMAIN SILENT. Anything you say can be used against you in court.

a) Do you understand and invoke your right to remain silent? Yes___ No___

b) Understanding that right, do you wish to talk to me now? Yes___ No___

2. YOU HAVE THE RIGHT TO AN ATTORNEY of your own choice and have him present before and during
questioning., if you cannot afford, one will be appointed free of charged to present you if you desire.

a) Do you understand, you have the right to an attorney of your own choice? Yes___ No___

b) Understanding the right, do you wish to talk to me now? Yes___ No___

(Name/Signature of person under investigation)

Witnesses:

1._______________________________________

2.____________________________________

_______________________________________

(Name/ Signature of investigator)

Note: Require students to memorize the Miranda Warning individually. Make a scenario of a crime
scene. Then let them conduct the investigation and state the Miranda Warning.

CRIMINAL INVESTIGATION REPORT WRITING

PURPOSE OF CRiMINAL INVESTIGATION REPORT

(As presented by Basilio G. Cael & Juan Agas in their book A Guide to Criminal Investigation) Criminal
investigation reports provide facts to competent authorities and serve as a record of investigative
activity. Criminal Investigation units are essentially responsible for collecting facts and preparing written
reports. Factual information’s are collected and reported on time to allow immediate appropriate
action.

WHAT ARE THE BASIC PURPOSES OF CRIMINAL INVESTIGATION REPORTS?

a) To preserve knowledge/ information about a case.

b) To provide accurate details about the case.

c) To aid other investigation and other agencies concerned.

d) To coordinate investigation activities within the organization.

e) To serve as referenced by competent authorities.

STYLE
All reports written in such a manner that it clearly presents only the relevant facts. The presentation of
these facts must not be distorted or confused by the writer’s manner of expression. Clarity, accuracy
and brevity are emphasized based on facts.

CRITERIA

Reports being permanent records of investigative efforts are subject to close scrutiny at all levels of the
police organization including other concerned agencies of the government.

Reports must meet certain standards or criteria, some of which are as follows:

a. Reports must not contain vague or unclear terms.

b. Reports must be original and correct in both composition and grammar.

c. Abbreviation must be used appropriately and correctly.

d. The use of slang, colloquialisms, or unnecessary technical terms should be avoided.

e. Reports must not contain any erasure or alterations.

f. If any correction is to be made, then it must be corrected by changing, the entire page to contain what
is correct.

g. All duplicate copies of reports must be legible, and clearly readable.

h. When necessary, duplicate copies of reports must be officially authenticated.

i. Contents of reports must be factual and devoid of bias or prejudice on the part of those making the
report.

WHAT ARE THE CARDINAL PRINCIPLES OF GOOD REPORT WRITING?

a. ACCURACY. The writer or investigator must conform to the truth.

b. COMPLETENESS. This requires the inclusion of all relevant pertinent and material information.

c. BREVITY. Eliminate all irrelevant, unessential and unnecessary materials. It includes the ability to
make the report unified, coherent and emphatic.

d. FAIRNESS. The investigator should take the facts as he finds them and if ever he has theories, it must
be consistent with these facts.

e. FORM and STYLE. The arrangement of the materials presented should be in a manner that will make
the report easy to read. Form includes proper paragraphing, proper underscoring, proper capitulation
and proper heading. The report should be written in the third person, the investigator referring to
himself as ‘The investigator’.

WHAT ARE THE TYPES OF REPORTS TO BE PREPARED?

INITIAL or PRELIMINARY REPORT. This is done as soon as compliant is received. Reporting process
begins when officer completes preliminary investigation report referred to as case report.

WHAT ARE THE PURPOSES OF POLICE RECORDS?

1. Determining the nature, extent and distribution of the police problems of crimes, delinquency, vice
and traffic.

2. Determining the size and distribution of the force.

• Numerical strength versus striking.

• Influence of patrol efficiency upon total personnel strength of a police department.

• Functional distribution

• Geographical distribution

• Chronological distribution force.

• Control over crimes committed and their investigation.

• Apprehending criminal offenders through a study of their modus operandi or method of operation.

• The analysis of traffic accident

• Control over arrested and their disposition.

• Making administrative predictions.

• Revealing unusual problems and emerging situations.

• Selecting the best men for a particular assignment or for promotion.

• As a tool of a criminal investigation.

• Determining the amount, nature, and distribution of police equipment.

• As a basis for democratic control

WHAT ARE THE IMPORTANCE OF POLICE RECORDS?

1. Primary means of communication among members of the police department and the integration of
various units of the organization for accomplishing the police task and goals.

2. Essential in the efficient performance of routine duties, supervision and control of personnel and
determination of department policy.

WHAT ARE THE SPECIFIC FUNCTIONS AND USES OF RECORDS?

1. Measures police efficiency.

2. Present the community’s crime picture

3. Assist in assigning and promoting personnel

4. Identify individuals;

5. Provided a basis for property accountability;

6. Control investigation;
7. Make information available to the public;

8. Increase the efficiency of traffic control;

9. Assist the court and prosecutors;

10. Assist in evaluating control services;

11. Coordinate custodial activities;

12. Integrate the department;

13. Furnish data for the budget;

14. Establish responsibility;

15. Reveal unusual problems;

16. Aid in the Apprehension of criminals;

17. Assist other police agencies;

18. Provide the basis of compilation of police statistics;

19. Effective employment of personnel and equipment.

WHAT ARE THE TYPES OF POLICE RECORDS?

The classifications of police records are in five (5) categories namely:

1. Case records

2. Arrest and Booking records

3. Identification records

4. Administrative Records, and

5. Miscellaneous Records.

1.CASE RECORDS – A case record is composed of two (2) categories:

• 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.

• Investigation Report – which contains the findings and action taken by the investigating officer based
on inquiries made by obtaining the available facts of the incident.

2. 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 on each person arrested. It shall bear an arrest
number for each arrest made.

3. IDENTIFICATION RECORDS – 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 the identification number is
assigned to each criminal to identify records relating to him.

4. ADMINISTRATIVE RECORDS – these records required in the management of the department’s

personnel and designed to aid in assignments, promotion and disciplinary action. Such records are so
essential in administering personnel matters that they must be maintained in a police department.

5. MISCELLANEOUS RECORDS – These are records, which do not relate recorded complaints and
investigation reports but are informational in character.

HOW DO YOU DOCUMENT THE RECORDING AND FILING SYSTEM?

The nature of police works justifies and gives emphasis on criminal records. To be fully effective, a police
records system must be:

1. Must be Comprehensive and should include every incident coming to the attention of the police.

2. Must be Adequately indexed to permit ready reference.

3. Must be Centralized to provide adequate control and maximum utilization of clerical personnel.

4. Must be As simple as possible, consistent with adequacy; and

5. Must Lend itself to summarization and analysis to permit continuing appraisal of the police service.

WHAT IS CASE RECORD?

1. Case Record– The case record is the heart of any police records system.

A. It is the basis for an analysis of offenses and the methods by which they are committed.

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

• Complaint/Assignment Sheet – The complaint assignment sheet is the foundation record of the police
department.

• The desk officer or clerk, or telephone operator receiving a call for police assistance accomplishes it. •
Each complaint/assignment sheet shall be assigned a different number.

HOW MANY NUMBERINGS SYSTEM TO WE HAVE IN THE POLICE?

A. Complaint number

B. Case number

a. The complaint/assignment sheet becomes the primary document for analysis of crime concurrences

b. While the investigative report becomes the prime documents for the continuation of the investigative
process.

c. Two (2) smooth copies of the complaint/ assignment sheet shall be made for each complaint requiring
a case report.
C. A separate complaint/assignment sheet is required for each crime or incident reported to the police.

D. 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.

E. The compliant/assignment sheet is registered by stamping a serial number on each: when registered,
the complaint/assignment sheet becomes a part of the record system.

F. There shall be a consecutive series of complaint numbers assigned by the desk officer.

G. The complaint number must not be confused with the case number

H. All incidents shall receive a complaint number, however, only those incidents requiring a police
investigation shall receive a case number.

I. The case number identifies each case and all other papers and reports relating to it and serves as a
basis for filing.

J. The desk officer receiving the call need to obtain detailed information from the complainant but
should secure the basic information needed to prepare the complaint/ assignment sheet.

K. If the complaint is lodged in the precinct, the desk officer of the precinct shall prepare the
complaint/assignment sheet in two (2) copies indicating thereon the complaint number assigned by the
Central Record Unit.

CASE REPORT. Refers to the initial detailed listing of the facts of the case.

THE PRELIMINARY REPORT CONTAINS THE FOLLOWING:

1. The offense

2. Current date/time

3. Date and time of offense if known

4. Identification date pertaining to victim or other reporting party

5. Location of offense

6. Method of operation

7. Identification data pertaining to suspect(s)

8. Identification of officer(s)

Note: based on eight (8) basic requirements in writing a preliminary report require students to prepare a
report based on the scenario you read in the newspaper. Let the students follow up the case based on
the newspaper until final report is completed.

PROGRESS REPORTS. Describe progress of the investigation from time to time and ensures constant
follow-ups.

Republic of the Philippines

NATIONAL POLICE COMMISSION

SOUTHERN POLICE DISTRICT

MUNTINLUPA City police station

Women and Children Protection Desk

City of Muntinlupa

MEMORANDUM FOR: The Honorable City Prosecutor

IS No 08-K 05338

City Prosecutor's Office

Muntinlupa City

SUBJECT: INQUEST

Re: Frustrated Homicide in relation to Violation of RA 7610 (Child Abuse)

DATE: 22 July 2009

RESPECTFULLY REFERRED for inquest to the City prosecutor's office the living person of CRISOLOGO DE
CALOG Y BARRIO and RUDY ANTONIO y MASLOG including pertinent documents relative to as case of
Frustrated Homicide in relation to violation of RA 7610 (child abuse) committed at about 11:00 pm of 21
January 2009 at Bagong Daan Bayanan, Muntinlupa City lodge by herein complainant, requesting for
evaluation and proper disposition to wit:

COMPLAINANT / VICTIM: JUAN PATRICIO BACOBO Y DIOSO, 12 YRS OLD BORN on June 2, 1997, student
and a resident of No. 208 Purok 5, Bayanan, Muntinlupa City (Assisted by his mother, MRS. JOANA
BERNABE)

SUSPECTS (Arrested): CRISOLOGO DE CALOG y BARRIO 34 yrs, old, married, Jeepney driver and a
resident of Sampaguita #7 Bagong Daan, Bayanan, Muntinlupa City. RUDY ANTONIO Y MASLOG, 22 yrs.
old, single, construction worker and a resident of Sampaguita # 7.Bagong DAAN. Bayanan.

Muntinlupa City.

ARRESTING OFFICERS: B/PENRICO VILLAMIN AND B/P ReyMUNDO ESPANOLA Brgy. Police of Brgy,
Barangay, Muntinlupa City

OFFICERS ON CASE: POI JANETH BENET CORNEL and POI MELISSA M. MARCOPER WCPD, Muntinlupa
City Police Station, Muntinlupa City

FOR THE CHIEF OF POLICE

ROSE MARIE BULIG

Police Chief Inspector

Chief, WCPD
Incis:

SS of minor victim

Affidavit of Arrest

Waiver of Detention

Medical Certificate of Victim issued by OsMun

Medico-legal exam result-to follow

Birth certificate of minor victim-to follow

Termination of investigation may be done due to:

1. Lack of leads, hence case is suspended.

2.Awaiting for further developments and gathering of evidences.

3. Closed - perpetrator(s) arrested and case filed in the proper court of jurisdiction:

FINAL INVESTIGATION REPORT is rendered when case is completed, that is complainant(s), witnesses,
sufficiency of evidences and perpetrators are identified so as to warrant filing of case and/or termination
of investigation due to circumstances listed above.

PROJECT FEASIBILITY STUDY FOR STUDENTS OFCRIMINAL JUSTICE EDUCATION

Feasibility Study Format

I. Project Summary

II. Objectives

III. Market Study

IV. Technical Study

V. Financial Study

VI. Socio-Economic Study

VII. Organization & Management study

WHAT IS A FEASIBILITY STUDY?

A Feasibility Study is a thorough and systematic analysis of the future that will affect the possibility of
success of proposed project/undertaking.

The Project Feasibility study is really a synthesis of separate studies usually dealing with the market,
technical, financial, socio-economic, and management aspect of the project.

A Project Feasibility study is an essential medium of progress both as a means to initiate profitable
projects for sectoral enhancement and expansion and to evaluate actual project results.
Its primary purpose is to enhance the probability of success of a specific, understanding. It is a result of
the belief that a carefully planned activity has better chances to succeed than an activity without a
previous plan. The Project Feasibility study is one of the best instruments to meet the challenges of
constant change.

PROJECT SUMMARY

The Project Summary presents the highlights, descriptive definition, long-range objectives, feasibility
criteria, history and basic conclusions of the project under study. it gives the analyst and the financier a
'capsule view of the whole project (Technology and livelihood Resource Center,2020).

In outline form, the project summary is described as follows;

A. Name of Enterprise

Briefly explain the reason for such choice of name.

B. Location

Pinpoint the location of the head office and the plant site and give the main reason for choosing them.
The factors which affect the choice of locations are the sources of raw materials, labor, and utilities,
proximity to the market; nature of available transportation; and the cost of land and buildings. The
project must be at location where maximum efficiency can be attained at the lowest possible cost.

C. Descriptive Definition of the project

o Related national program

▪ Is the project in line with any government-encouraged undertaking?

o Affinity to regional or sectoral studies Is the project a result of encouraging findings in the certain
regions or sectors of the country?

o Project potential and proponent Give a conceptual description of the project's potential worth and
importance and the men behind it.

D. Project Long-Range objectives

What does the project expect to achieve in 5 years in terms of size, capacity, volume, worth, role in the
industry and in the economy, etc.

E. Feasibility Criteria

What were the most important guidelines used to judge the feasibility of the project? What is
profitability? Does it seriously consider the impact on the socio- economic environment?

F. Highlight of the project

o History

▪ How did the project come about?

o Project timetable and status

▪ How long will it take before the project goes into operation?

▪ What stage is the project presently in?

▪ Nature of the industry

▪ Briefly describe the industry, its product lines, the demand-supply situation, history, growth patterns,
problems and potentials, and role in the economy.

o Mode of Financing

▪ Briefly discuss the sources of funds, the financing terms and the reasons for choosing such sources and
terms.

o Investment Costs How much funds are necessary to make the project operational? How are these
funds allocated?

II.OBJECTIVES:

This portion tells why the project is being studied and identify its advantages. It should also be able to
answer. What does the project expect to achieve in terms of size, capacity, volume, worth, role in its
industry and in the economy, etc. Good objectives are:

Specific

Measurable

Achievable Relevant

Time-Bounded

Communicated

Owned/Original

Written

G. Major Assumptions and summary of findings and conclusions on the following:

III. MARKET FEASIBILITY

Discuss the nature of the unsatisfied demand which the project seeks to meet, its growth and manner in
which it is to be met. Here, the supply-demand situation is examined, the target markets analyzed, and
the marketing program formulated.

IV. TECHNICAL FEASIBILITY

Discuss the nature of the product line, the technology necessary for production, its availability, the
product mix of production resources, and the optimum production volume.

V. Financial Feasibility

Present the overall financial picture in terms of operating cash requirements, profitability. and cash
flow.
VI. SOCIO-ECONOMIC FEASIBILITY

What are the effects of the project on society and the economy as a whole? Is it generally beneficial to
the people? Is it in line with the economy's development programs?

VII. ORGANIZATION AND MANAGEMENT FEASIBILITY

What is the management structure? Is it appropriate for the managerial needs of the project? What is
the salary scale? Is it compatible with industry standards? By generating employment and income. The
project directly benefits individuals and families. Indirectly, the entire economy may be benefited. More
income in the hands of the people would mean greater demand for other goods. This additional demand
may, in turn, stimulate the production of more of the other goods, thereby generating further
employment and income It must be noted, however, that this can happen only when there is some
unemployment in the economy and where more materials are readily accessible to those producers who
wish to respond to the additional demand. A better understanding of this phenomenon entails a firm
grasp of basic economics.

The production activity of the project favorably affects the supply situation of the industry in various
ways. Where there is an adequate seller, the project's entry alleviates the supply shortage and lowers
prices somewhat. In an overcrowded industry, the project may improve product quality and/or decrease
prices if it is highly competitive in its entry. At the same time, the production activity exerts additional
demands for raw materials and other industrial inputs. This stimulates the production of the latter items
and helps promote industry linkages. In both generation of employment and income and the production
activity, the governments stand to benefit through revenues from taxes.

Republic of the Philippines

Department of the Interior and Local Government

NATIONAL POLICE COMMISSION

NATIONAL CAPITAL REGIONAL POLICE OFFICE

Camp Gen. Ricardo G. Papa St., Bicutan, Taguig, Metro Manila

19 October 1995

STANDING OPERATING PROCEDURE

NUMBER : 02

PATROL PROCEDURES

1. REFERENCES;

a. Police 2000 (COPS):

b. NCRC New Cops on the Block (NCOBs):

c. Integrated Area/Community Public Safety Plan; and

d. NCRC SOP in the Conduct of Strong Points/Dragnet Operations.

2. PURPOSE:

This prescribes the basic procedures to be observed by the District/Station Mobile patrol elements and
new Cops on the Block (NCOBS) patrol units in the conduct of visibility patrol.

3. OBJECTIVES:

a. To establish an effective patrol system at the Station/Block level in order to reduce criminal
opportunity and crime victims.

b. To identify the roles and responsibilities of patrol members.

c. To instill among the personnel of the New Cops on the Block (NCOBs) the importance of patrol in
crime prevention and apprehension.

d. To develop the trust and confidence of the community in the police and enhance its support in crime
prevention.

4. CONCEPT OF OPERATIONS:

The AOR of the New Cops on the Block (NCOBS) shall be sectorized into patrol beats to pinpoint area
responsibility and avoid duplication of efforts. The patrol beat shall be determined by the Block
commander in consultation with the Chief of Police (COP) depending on the appreciation of the existing
problems and situation obtaining in the area. The composition and frequency of the patrol shall likewise
be dependent on the aforesaid factors. The District/Station Mobile Patrol Unit shall complement the
NCOBS with mobile patrol cars and elements as necessary.

a. Roles and responsibility: Patrolling, both foot and mobile shall involve the following activities,

1) Patrolling assigned beats, observing and checking suspicious people, structures/ buildings,
compounds and vehicles;

2) Responding to calls, entertaining complaints, initiating the investigation and protection of the scene
and minimizing the after effects of accident, fires and other catastrophes;

3) Inquiring at public gatherings, preventing disorders and dispersing unlawful assemblies;

4) Preventing crimes and arresting wrongdoers sighted, assuring the public that peace is preserved;

5) Inspecting and/or conducting surveillance in various places of business establishments and other
installation and the removal of hazards of public safety;

6) Assisting traffic personnel of responsible agencies/unit in facilitating the flow of traffic at busy
intersections/roads within AOR;

7) Conducting home visitations, ugnayans/dialogue and organizing CVOS during weekends; and

8) Reporting occurrences and conditions which relate to crime, public peace and order and public safety.

b. Uniform:

1) GOA
2) Low Cut Black Shoes

3) Pershing Cap

4) Black Belt with Holster

5) Name Plate

6) Authorized Raincoats on case of inclement weather

c. Equipment:

1) Side Arm

2) Pro-Baton

3) Handheld radio for Foot Patrol

4) Based Radio for Mobile Patrol

5) Marked vehicle for Mobile Patrol with yellow rope for establishing police line

6) Flashlight for Night Patrol

7) Observation notebook/ballpen

8) Handcuffs

9) Whistle

5. PATROL GUIDELINES;

a. Make a patrol plan. In any operation, careful planning is a must in order to avoid unnecessary waste
of time, effort and resources;

1) Area Coverage

2) Organizational Detail of Personnel

3) Duration

4) Stand-by points

b. Designate District and Station Patrol Supervisors.

c. Inspect the members of the patrol on the completeness of the uniforms and the availability and
operational condition of personnel and equipment.

d. Conduct briefing prior to dispatch on the priority of activities to be undertaken during the patrol as
situation demands and to remind them on the strict observance of the PNP Rules of Engagements
before the dispatch. Debriefing shall likewise be conducted after the patrol, this helps the Commander
address immediate problem in his area.

e. Render hourly report of location and situation thru radio/telephone to Block/Station Hqs TOC.
f. Render after patrol report duly signed by detailed personnel NCOB Commanders shall collate same
and submit significant details to the Station patrol supervisor, who in turn shall submit the more
significant items in the NCOB reports to the District patrol Supervisor.

g. Strictly observe "Buddy System" during the patrol operations.

6. PATROL PROCEDURES

a. Observe precautionary measures and personal safety while on patrol.

b. Drivers of mobile Cars on patrol must practice defensive driving and must follow traffic rules and
regulations.

c. Select routes which provided best visibility.

d. Be observant of people, places, situations or conditions and develop a suspicious attitude even if they
appear to be slightly out of the ordinary.

e. Use tack and persuasiveness when conducting spot inquiry or questioning individuals for information.
Disguise questioning as a simple conversation as if may be taken negatively if in the form of
interrogation.

f. When inquiring a suspicious person or any individual for identification, never handle the wallet or bag
in which the cards/documents are located. Let the individual remove and hand them to you.

g. Be familiar as much as possible with known criminals/ex-convicts residing in or frequenting the patrol
beat. Some of them may turn to a life of crime after they have been arrested and punished.

h. Be on the alert for loiterers. They may be law-abiding citizen with enough time to spend or they may
be homosexuals/sex offenders waiting for their victims, drug dealers, smugglers, vagrants, look-outs and
criminals casing the scene of a planned handled.

i. Keep under close observation actions of juveniles, trouble makers/agitators and mentally

ill/retarded persons. They pose a potential danger to others if not properly handled.

j. Observe the practice of "shaking doors" of unguarded business establishments during night patrol.
Check for sings of intrusion.

k. When checking suspicious persons, places, buildings/establishments and vehicles especially during
nighttime, be prepared to use your service firearm. Flashlight should be held well away from the body to
avoid making yourself as a target.

I. Be familiar with all personnel who are likely targets for robbery or may be utilized as temporary refuge
by criminals.

m. Keep watch of unoccupied homes. They are likely targets for robbery or may be utilized as temporary
refuge by criminals.

n. Patrol members should avoid loitering in theaters, restaurants or public places. Active and aggressive
patrolling is a great deterrence to crime, where the patrol may appear at any time and at any place,
when least expected.
o. Develop contacts by getting to know as many people as possible who can give factual information
about crime condition in the patrol beat.

p. Patrol members must be always on the look-out for indications of vices and other illegal activities in
the beat. The mere fact that hey have expressed themselves in front of an impartial third party may help
them develop a solution to their problem. Immediate response though necessary for these kind of call.

q. Patrol members must keep themselves well informed of all conditions, events and particular places in
his beat. This would enable them to provided information and direction to people asking for assistance.

7. RESPONDING TO CALLS FOR POLICE ASSISTANCE:

a. Get and note down in your patrol logbook all available data as to the nature of the calls, date, time
and name of the caller. It may be routinary, urgent or emergency in nature.

b. In all cases, the driver of the mobile patrol should avoid reckless driving.

c. The manner of approach will be dependent on the nature of the call whether with haste or with
secrecy and with or without flashing lights and sirens.

d. Consider the pertinent factors as time of the day, conditions of the traffic, the possibility of greater
damage and the neighborhood characteristics.

e. Stop the car some distance away from the scene.

f. Approach the scene on foot in complete silence exercising extreme caution.

g. Immediately attend to the injured unless the patrol members and others are in immediate danger.

h. Make every effort to arrest criminals. Except for aiding the injured, this has the first priority.

i Determine the type of crime committed, identify and question briefly the victim/ complainant and
possible witnesses at the scene.

j. When the suspects or criminals have fled the scene before your arrival, immediately relay same to the
Station TOC. The composition, armament and appearance of the suspects to include the mode and
direction of suspects, for the activation of Dragnet operations.

k. Do not attempt to arbitrate and resolve conflicts/ differences between neighbors, landlords/tenant,
husband and wives, However, you should allow both sides to tell their stories.

l. When responding to street fight/brawls, the patrol member should call for additional assistance
before intervening. A show of force is always necessary. If there are no injuries and not enough
corroborative statements obtained to identify who started the fight, just dispersed the crowd and make
complete notes on your notebook

m. Never treat call or complaints of loud noises caused by barking dogs, drunks, appliances and parties
as not important or a nuisance These be viewed as another form of public service. They only need
courteous and tactful intervention and not enforcement actions.
n. When responding to call for police assistance due to planted explosives or found explosives, do not
touch/alter or lift the object. Instead contact TOC and request for EODT. On lookers must be driven
away.

o. When responding to calls for owners of beerhouses, bars or inns or any other similar establishments
during night time, the request from the owner to put on the light first before entering such
establishments. This will prevent surprise move of the subject of the call when they are armed.

8. PROTECTING AND PRESERVING THE CRIME SCENE.

a. Arrive as soon as possible, establish a police line and excludes unauthorized persons from the scene.

b. Avoid touching or stepping on anything that may represent evidence.

c. Look and protect adjacent area to the scene where firearms, footprints, drop articles and bloodstains
could often be found.

d. Look for the presence of bloodstains and other body fluid. They are easily ignored and obliterated.

e. Turnover all initial information and evidences gathered to the responding investigation unit/elements,

9. COORDINATING INTRUCTIONS:

a. Patrol members shall strictly adhere to the provision of PNP Rules of in dealing with any contingency
situation. Engagement

b. Patrol members shall strictly observe Rules 113 and 126 of the New Rules on Criminal Procedures of
1985 as amended, in effecting arrest, search and seizure.

c. Dealings with civilian shall be undertaken with outmost care and courtesy.

d. Lateral coordination between patrol units and consultation with key personalities in the beat are
highly encouraged

e. Willful violation of any of the above provisions of the SOP shall be dealt with accordingly pursuant to
the Disciplinary provisions of RA 6975,

10. EFFECTIVITY: This SOP shall take effect upon publication. For widest dissemination and strict
compliance.

LEANDRO R. MENDOZA

Police Chief Superintendent

Regional Director

Distribution:

All NCRC Units

All Directorial Staff

Copy Furnished:
DRDA

DRDO

DCDC

THE POLICE BLOTTER

Circular Number 5 issued by the General headquarters, Philippine National Police, dated December 10,
1992, is the rule "PRESCIBING UNIFORM POLICE BLOTTER FOR THE PHILIPPINE NATIONAL POLICE. This
rule shall be followed by the different police offices and units throughout the country in making an entry
of events and incidents on the police blotter.

References

a. RA 6975 Establishing the Philippine National Police Rules and Regulations Governing the Philippine
National Police

Purpose

The purpose of the circular is to prescribe a uniform police blotter for the Philippine National Police and
to define the rules and procedures for making entries.

Definition

A Police Blotter is a record of daily events occurring within the territories and jurisdictions. of a given
police unit or command. it contains material details concerning the event for legal, and statistical
purposes

Form and Size

The Police Blotter shall be a record book with hard cover and shall be 12 inches by 16 inches in size. The
front cover of the blotter shall contain the name or designation of the police force and particular police
district or station, together with the designation of the specific police unit or sub-station, the volume or
book number, the series number and the period covered.

What are the contents of entry?

The entry in the police blotter should answer the following questions:

a. Who

b. What

c. Why

d. Where

e. When

f. How

g. Disposition of the case

HOW ARE YOU GOING TO ANSWER THE 5W'S AND 1H?

In answering the 5W's and 11 and the case disposition all details about the event, including:

a. The name of the suspect;

b. The name/s of the victim;

c. The eyewitnesses, if any;

d. The nature of the action or offense;

e. The possible motive;

f. The place;

g. The date and the time of occurrence

h. The significant circumstances that aggravate or mitigate the event or the crime should be entered
along with;

i. The identity of the officer;

j. To whom the case was assigned

k. Officer-on-the case;

l. The status of the case.

m. The following are the incidents or transactions that are to be entered in the police blotter:

1. Violation of laws and ordinances reported and recorded;

2. All calls in which any member of the PNP is dispatched or takes official action;

3. All fire alarms, report and information received by the stations;

4. Movements of prisoners with corresponding notations on the authority for such movements;

5. Cases of missing and found persons, animals and property;

6. Vehicular and other types of accidents which require police action;

7. All personal injuries, bodies found, and suicides;

8. Damage to property;

9. All cases in which a police member is involved;

10. All arrests and returns made; and

11. Miscellaneous cases, general and special orders, violations of rules and regulations,

12. Any other reportable incident that the substation, station commander, or higher authority desires to
be recorded.
Note: Students will be requested by the professor in charge of the class to have a Xerox copy of the
police blotter for them to see the actual police blotter.

PROCEDURES FOR MAKING ENTRIES IN POLICE BLOTTER

1. 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 IH.

2. Only facts are entered in the blotter.

3. No erasures shall be made on the 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.

4. A ball pen or pen with blue, black or blue-black ink is used for making the entries.

5. Misrepresentations in the blotter or any attempt to suppress any information is punishable criminally
and administratively.

6. All entries must be legibly written in longhand and consecutively numbered.

7. Every page of the blotter shall be consecutively or chronologically filled in. No line or space shall be
left blank between any two entries.

8. Any development of the case to be 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.

9. 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 of duty, both the Duty
Sergeant and Duty Complaint Desk Officer shall sign the blotter.

WHOSE UNITS ARE REQUIRED TO MAINTAIN POLICE BLOTTERS?

a. Every Police Station or sub-station shall maintain a Police Blotter.

b. All PNP operating units or divisions in the Metropolitan Police district, in addition to the stations and
sub-stations shall likewise maintain a separate blotter.

WHO WILL BE RESPONSIBLE IN SUPPLYING THE POLICE BLOTTERS?

1. General Headquarters, Philippine National Police shall supply Police Blotters to each PNP unit, station
or sub-station who shall reflect the same on their property books as accountable items.

2. The PNP unit commanders shall be responsible for the proper maintenance, use, safekeeping and
accounting of the police blotters.

3. Pending procurement and issuance of police blotters by GHQ PNP, police forces shall continue to use
the present blotter, provided, the forms and rules shall be followed.

WHAT ARE RECORDS?

According to Dr. Andres Agsalda, Records, consist of the following items handwritten, typewritten, or
otherwise reproduced matter, including books or statements of accounts, financial statements,
contracts permits, agreements, documents, all police reports, forms, police blotters, minutes of the
meeting, maps, logbooks, drawing, tracing, reproductible, prints, publications, catalogue, mailing list,
speeches, press clippings, periodicals, press releases, statistical tables, transcripts, and watch control
tapes, arrest book, juvenile records, traffic records, complaint reports, identification records,
statements, confession, and other evidences; All kinds of photos and films, bail and bond records,
property records releases, and all types of communication logs.

It also includes as records are paper and magnetic tapes, disc records, punch card and microfilm and etc .

Records are all papers, books, book maps, (photographs or other documentary materials ) regardless of
physical form or characteristics, made or received by a law enforcement agency in pursuance of its legal
obligations

WHAT IS RECORDS MANAGEMENT?

Function of administrative management business operations and education-concerned with the

creation, protection, retention, retrieval, preservation, of records and records information required for
the continuance of government, business and industry operations at cost consistence with services
involved.

WHAT ARE THE ELEMENTS POLICE RECORDS?

The police records elements are established to provide all departmental records keeping and
information retrieval service except those records exclusively concerned with personnel, fiscal and
related management matters. Depending upon the size of the agency, but especially in a very small
departments, the latter may also be maintained by the records staff, as well as record dealing with
property land evidence currently in the department's custody.

The responsibility or the records services segment of a records and communication division fall into
three (3) major categories:

1. Maintenance of records on arrest and personnel identification, crimes, accidents and evidence.

2. Provision of indexing and information retrieval, office stenographic services, and public assistance and
information.

3. Records control through report review and audit services.

The records-service operation should be an integral component of a records and communications

elements, identifiable only as a functional grouping of related duties that are assigned to a particular
supervisor under the general direction of a watch or shift commander. Under this type of organization
there is no record unit or division, but rather a series of assignments that are primarily records-oriented.

WHAT ARE THE PURPOSES OF POLICE RECORDS?

1. Determining the nature, extent and distribution of the police problems of crimes, delinquency, vice
and traffic.

2. Determining the size and distribution of the force.

• Numerical strength versus striking power.

• Influence of patrol efficiency upon total personnel strength of a police department.

• Functional distribution

• Geographical distribution

• Chronological distribution of force.

• Control over crimes committed and their investigation.

• Apprehending criminal offenders through a study of their modus operandi or method of operation.

• The analysis of traffic accident

• Control over arrested and their disposition.

• Making administrative prediction.

• Revealing unusual problems and emerging situation.

• Selecting the best men for particular assignment or for promotion.

• As a tool of criminal investigation.

• Determining the amount, nature and distribution of police equipment.

• As a basis for democratic control

WHAT ARE THE IMPORTANCE OF POLICE RECORDS?

1. Primary means of communications among members of the police department and the integration of
various units of the organization for accomplishing the police task and goals

2. Essential in the efficient performance of routine duties, supervision and control of personnel and
determination of department policy.

WHAT ARE THE SPECIFIC FUNCTIONS AND USES OF RECORDS?

1. Measures police efficiency;

2. Present the community's crime picture

3. Assist in assigning and promoting personnel

4. Identify individuals;

5. Provided a basis for property accountability;

6. Control investigation;

7. Make information available to the public:

8. Increase the efficiency of traffic control:

9. Assist the court and prosecutors,

10. Assist in evaluating control services;

11. Coordinate custodial activities;

12. Integrate the department,

13. Furnish data for the budget;

14. Establish responsibility;

15. Reveal unusual problems;

16. Aid in the apprehension of criminals;

17. Assist other police agencies;

18. Provide the basis of compilation of police statistics;

19. Effective employment of personnel and equipment.

WHAT ARE THE TYPES OF POLICE RECORDS?

The classifications of police records are in five (5) categories namely:

1. Case Records

2. Arrest and Booking records

3. Identification records

4. Administrative Records, and

5. Miscellaneous Records.

1. CASE RECORDS - A case record is composed of two (2) categories:

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.

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.

2. 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 on each person arrested. It shall bear an arrest
number for each arrest made.

3. IDENTICATION RECORDS 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.
4. ADMINISTRATIVE RECORDS - these records required in the management of the department's
personnel and designed to aid in assignments, promotion and disciplinary action. Such records are so
essential in administering personnel matters that they must be maintained in a police department.

5. MISCELLANEOUS RECORDS - These are records, which do not relate recorded complaints and
investigation reports but are informational in character.

HOW DO YOU DOCUMENT RECORDING AND FILING SYSTEM?

The nature of police works justifies and give emphasis on criminal records. To be fully effective, a police
records system must be:

1. Must be Comprehensive and should include every incident coming to the attention of the police.

2. Must be Adequately indexed to permit ready reference.

3. Must be Centralized to provide adequate control and maximum utilization of clerical personnel.

4. Must be as simple as possible, consistent with adequacy; and

5. Must Lend itself to summarization and analysis to permit continuing appraisal of the police service.

WHAT ARE CASE RECORDS?

A. Case Records - The case record is the heart of any police records system.

1. It is the basis for an analysis of offenses and the methods by which they are committed.

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

• Complaint/Assignment Sheet - The complaint assignment sheet is the foundation record of the police
department.

• The desk officer, or clerk, or telephone operator receiving a call for police assistance accomplishes it.

• Each complaint/assignment sheet shall be assigned a different number.

HOW MANY NUMBERINGS SYSTEM TO WE HAVE IN THE POLICE?

A. Complaint number

B. Case number

a. The complaint/assignment sheet becomes the primary document for analysis of crime concurrences

b. While the investigative report becomes the prime documents for the continuation of the investigative
process.

c. Two (2) smooth copies of the complaint/ assignment sheet shall be made for each complaint requiring
a case report.

C. A separate complaint/assignment sheet is required for each crime or incident reported to the police.
D. 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.

E. The compliant/assignment sheet is registered by stamping a serial number on each; when registered,
the complaint/assignment sheet becomes a part of the record system.

F. There shall be a consecutive series of complaint numbers assigned by the desk officer.

G. The complaint number must not be confused with the case number

H. All incidents shall receive a complaint number, however, only those incidents requiring a police
investigation shall receive a case number.

I. The case number identifies each case and all other papers and reports relating to it and serves as a
basis for filing.

J. The desk officer receiving the call need to obtain detailed information from the complainant but
should secure the basic information needed to prepare the complaint/ assignment sheet.

K. If the complaint is lodged in the precinct, the desk officer of the precinct shall prepare the
complaint/assignment sheet in two (2) copies indicating thereon the complaint number assigned by the
Central Record Unit.

L. The original copy shall be forwarded to the Central Record Unit.

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

(1) Case Report - This report shall be accomplished by the investigator or member making preliminary
investigation of crimes reported to the police.

a. The investigating officer shall submit this report at the end of the tour of duty.

b. This report shall be prepared in the number of copies required by the department for distribution.

c. For uniformity of crime reporting this shall follow the prescribed classification of offenses indicated,
while duplicate copy shall remain in the precinct concerned of the corresponding action.

d. The officer assigned to a case shall make his report at the end of his tour of duty.

(2) Supplement/progress/final report - Progress report shall be accomplished by the investigator

continuing the investigation if the case is left in a pending status after case report has been submitted
pending status after case report had been submitted.

a. It shall be submitted within three (3) days after the submission of the initial report and monthly
hereafter until the case is closed or cleared

b. Closing a case shall not be confused with clearing a case.

c. A case is "closed", for administrative purpose, when it is no longer being investigated and is not
assigned to an investigator.

d. A close case can be either solved or unsolved.

e. A case is "cleared" when one or more persons are arrested, charged with the commission of the
offense and turned over to fiscal or court for prosecution.

f. Based on the Fiscal Report, a complaint may be filed by the chief of police before the Municipal or
Regional Trial Court

(3) Continuation Report - This report shall be used as the second and succeeding pages of all kinds of
reports.

(4) Technical Report - 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.

(5) Accident Report - 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.

(6) Wanted Person Report - This report shall serve as information on persons who are wanted by the
police shall be flashed by means of the "notice" Wanted Person, accomplished in quadruplicate copy to
be sent to the provincial Director, PNP of the province incase of cities/municipalities not under a
provincial commander, the copy should be sent to the Chief, Philippine National Police (PNP), Camp
Crame, Quezon City);

i. one copy to be sent to the National Bureau of Investigation, headquarters in Manila;

ii. the original to be placed in the "Persons Wanted File" of the Police Department concerned and

iii. the fourth copy to be displayed in the rouge’s gallery.

iv. Strict compliance with the instruction at the back of Wanted Person Report is required.

b. Daily Record of Events - A daily record of events is needed to keep all members of the Police force
informed concerning operations, assignments, and administrative instruction.

i. 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.

ii. The officer who prepares the complaint/assignment sheet may reproduce the daily record of events
on their typewriter as cases is reported or complaint/ assignment sheets executed.

Iii. In this manner, the daily record of events becomes a chronological cross reference to the complaint
file

iv. A number of copies may be made for dissemination to different divisions and units of the
department.

v. In large departments, the daily record of events may be duplicated by mimeograph.

vi. In small police force, a log or police blotter may be used provided it contains all the information in the
daily record of events and that incidents shall be assigned a serial number.
vii. All investigation reports and other documents dealing with a case are assembled in a folder. The
accumulation of records is called the case file and is one of the principal

viii. features of a satisfactory record system.

ix. Cases files are always filed according to the case number

2. Arrest and Booking Records - These reports are required for all persons arrested. It shall be made out
in full on each person arrested. The following are types of arrest and booking records.

a. Arrest Report - This shall be made out in full on each persons arrested and should not be prepared at
the time a prisoner is booked.

1. Informal regarding the offender, the charge, and circumstances of arrest is recorded before the
prisoner is locked in jail or released on bond.

2. The arresting officer is responsible for the arrest report and its completion.

3. One or more criminal charges may be placed, on one arrest report.

4. However, if the arrest is in obedience to a warrant or warrants, separate arrest reports will be made
for each warrant.

5. In preparing the arrest record, it is important that the full name, first, middle and the last, and other
personal circumstances of the prisoner are entered and all questions on the form be answered.

6. It shall bear an arrest number for each arrest made.

7. The number series for arrest shall start from number 1 on the first day of each year, which shall be
known as calendar year numbering system.

8. For example, the first in 2008 shall be 08-1 This means that it is the first case of the calendar year
2008, and for the next 09-1 and so forth.

9. This report shall be used in controlling prisoners during the period of investigation.

10. The arrest report shall be filed by the arrest number and crossed indexed by name and all known
aliases of the prisoner.

11. It shall carry the serial number of the complaint/assignment sheet and case report as the case may
be.

12. In an arrest where there has been no previous complaint/assignment sheet prepared, the desk
officer shall make out one and assign a serial number at the time of the booking.

13. Immediately after accomplishing the arrest report, three things to be 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 fingerprints of the prisoner shall be taken.

One set shall be forwarded to the NBI headquarters; Manila and the Other set 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 one set shall be taken and forwarded to
the NBI headquarters, Manila.

Findings should be noted in the arrest report. The arrest report shall be prepared in triplicate copy
together with one booking sheet as a fourth copy.

1. The original is filed with the arrest file number in the Central Record Unit,

2. 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.

3. The lower portion of the arrest 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.

b. Booking Report - The police department needs a current list of the prisoners in custody, which will
indicate the status and disposition of each. 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 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
immediately available. The file shall be kept at the booking counter or location convenient for
examination when injuries are made. The jail booking report is under the direct supervision of the
booking officer. This is done in order that changes in the change and other entries regarding the control
of the prisoner may be made and the file may be cleared when prisoner is released. After release of the
prisoner, either by the police or by the court, the jail- booking sheet is forwarded to the records division
where it is filed according to arrest number. The admitting officer or jailer shall accomplish a jail booking
report on four (4) copies, attaching thereto the photograph of the inmate to be distributed as follows:

1. Headquarters Office

2. Regional Office

3. Provincial Office

4. File Copy

b. Prisoner's Property Receipt - All police department shall give a receipt to prisoners for property,
which is taken from the prisoners. This receipt is prepared in duplicate. Everything taken from him is still
the prisoner's 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 must also see that the property is
sealed in an envelope, which bears the prisoner's name, the property receipt number and the data. The
booking officer is responsible for the custody of the prisoner's property until the time of release of
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 prisoner's property except when it is to bulky for
storage in the prisoner's property cabinet or safe. The prisoner' 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 time 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 file with the case file. In the event the receipt has been lost, stolen or destroyed before
the return of the property, the prisoner as described on the duplicate Prisoner's Property Receipt shall
sign a certification listing the property. This certification shall indicate that the original prisoner's
Property Receipt was lost or stolen or destroyed. Prisoner's property that is clearly identifiable by
number or inscription shall be checked against the stolen property files. If identification is made, and
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.

ADMINISTRATIVE CONTROLS

To meet the exact requirements of the police service, the total records system must be oriented toward
providing certain classes of information on random bases, and still insure the integrity and security of
the files. Integrity center on:

a. the honesty of the reporting effort and

b. the nature of the complete files.

To this, end the department administrative control and audit procedures must provide for both accurate
reporting and easy monitoring of the contents of records files. The establishment of several basic
numbering systems to match the types of files maintained will assist in the control and audit processes.

WHAT IS PHYSICAL CONTROL?

All records maintained by the department should be considered irreplaceable. This means that is no
original document should be released unless to an authorized individual as established by specified
criteria. Moreover, only trained record personnel should be permitted to retrieve or replace records.

As a public agency. The police department has an obligation to provide citizens with certain information
in accordance with legal requirements and departmental policy. To this end, copies of appropriate police
reports should be provided if proper request are made. While a reasonable fee for copies may be charge
to citizens, waivers-of-fee should be granted to all law enforcement agencies and tax supported bodies
on a reciprocal-bases. The records access policy must be compatible with department policy governing
relations with the new media and the rules establishes by the courts, Officers requiring copies of reports
for court appearances should be frequents in writing the proper number of copies in advance of trial
dates.

The records processing areas should be physically secured from unauthorized personnel, and files and
other storage devices should be designed to prevent tampering or pilferage if left unattended.

WHAT IS THE DECIMAL SYSTEM OF REPORTS?

(BASIC NUMBERING SYSTEMS)

A department should adopt three (3) basic numbering system: all major files should be consonant and
compatible with them. The records control and audit system includes:
(1) Case report numbers

(2) Arrest Report numbers, and

(3) Identification numbers.

A case report number is the primary control number for all police reports. It should be issued at the time
a complaint oral is received the department, maintained through completion of the case, and thereafter.
Case report numbers should be assigned by the dispatcher of traffic accidents as well as crimes and non-
criminal incidents and noted on all materials relevant to each case.

It is desirable that the dispatcher assigns the number, as he is the first police employee to learn of most
crimes, accidents, and other incidents requiring police service. If he assigns case number to each and
every request for service, most cases will be recorded officially as soon as the department knows them.
This avoids discrepancies concerning the general nature of the original request and time of occurrence
or notification of the police. It also insures that the sequence of case numbers matches as nearly as
possible the order in which the cases were brought to the attention of the police.

When report number files case reports sequentially, with department can sort groups of cases by time
sequence. The numbers are important to external audit control; without them, cases can remain
unreported, be lost, or misfiled. If certain cases are not numbered, are out of sequence, have no
number, and are missing, the completeness and the integrity of the case report file system is destroyed.

Arrest numbers (sometimes known as central booking numbers) are issued to persons actually arrested
and booked. Because the arrest report file is controlled bite same methods as the case report file, all
arrest numbers should be issued by the dispatcher or by the arrest and personal identification unit of
the records element through the dispatcher. Control and audit responsibility should be outside the field
operations elements and the detention staff. The arresting officer immediately following an arrest
should make out arrest reports. The arrest number, as well as the case report number should be marked
clearly on the report; a person should receive a new number each time he is arrested, regardless of the
charges or circumstances .

When an arrested person is fingerprinted or photograph, a third number, the person identification
number should be issued from an identification number ledger. This number should be issued only once
to an individual, regardless of the number of times he is arrested. This number should be issued by the
arrest and Personal identification service detail.

HOW DOES INTERNAL PROCESSING AND STORAGE OF INFORMATION BEING DONE?

The previous discussion focused on case reports and allied documents, with some attention being given
to their initial handling by operational personnel. This section will concentrate on general procedures
that should be followed in the flow of records from the field to the file.

Case Report Procedures - The typical felony or serious accident case report comprises the original
preliminary investigation report, subsequent follow-up or supplementary investigation reports,
statement of arrestees, complainants, witnesses, and so forth, and a copy of the arrest report, if
applicable. Additionally, the case report may contain crime or accident scene photographs,
correspondences concerning the case, photocopies of warrants, subpoenas and other papers issued,
and other date directly pertaining to the case. In some agencies a case status report is filed periodically,
summarizing the facts known about the case at that time, this is usually filed as a supplementary report.

The majority of cases will not require such extensive reporting; most will have no more than one or two
pages of report on file. This is especially true for minor disturbances, on-view cases of drunkenness and
disorderly conduct, and the many public and departmental services performed by the patrol force.

One case reports have received, processed, and are proved for filing, they should be filed by case
number without regard to type of complaint, persons involved, or date of incidents. The master name
index serves to identify the proper reports for later inquiries. Case numbers should appear on the daily
bulletin or other control summary to provided supervisory personnel with a means of insuring prompt
submission of reports, no deviation from this should be permitted.

Arrest Report Procedures - Arrest number are issued to persons physically arrested and booked for
criminal offenses or major traffic violations. They are not issued for minor offense arrests when the
person is brought to the station only to post bond. Arrest report normally is completed in multiple
copies; the original is filed with the complaint report, and arrest numbers in an arrest file, files a second
copy. The arrest file frequently is used inter departmentally and for federal and other agencies that
conduct security investigations.

Upon notification of an arrest, the dispatcher issues a case report number (if this has not already been
done), issues or request an arrest number, and marks the dispatch form to show an arrest has been
made. When the report-review officer reviews the dispatch information, it provides sufficient data to
identify and match incoming cases and arrest reports for formal review. Dispatch data assists the report-
review-officer in tracking down missing or overdue reports and fixing responsibility for their submission.
Booking and detention officers should maintain an alphabetical jail population or census file, containing
all jail copies of the arrest/booking reports and other necessary forms and notices. They should maintain
a local-court-date suspense file containing copies of the report-control index cards. Court liaison
personnel should maintain a department-wide court-appearance chart for control purposes.

The assigned detention officer should release on proper authority and obtain the signature or other
person to whom the prisoner is released. The detention copy of the arrest/booking report is then
forwarded from the jail file to the records element.

Record Element Duties - Record element personnel assigned to identification duties perform certain
task in connection with all arrest and the completion or arrest/booking reports and allied records . First
they issue a central booking number or request, then complete the central booking register with all
require information. Immediately after completing or approving their register entries, they should
identify prior departmental arrest and conduct a wanted check for all names or aliases used by the
arrestee. The appropriate detention officer should be notified immediately, by telephone in necessary, if
a 'stop" order, wanted" card, or a detainee for another agency is found of the subject.

A new criminal history record should be prepared for each person arrested who has no prior record on
file, noting current case information on it. If a criminal history record is already on file, it should be
updated. The communication center should be notified immediately of every cancellation of a wanted or
missing persons message, the apprehension of such person, or the receipt of wanted messages
concerning persons suspected to be in or near the jurisdiction.
Personal Identification File- Eight major personal identification files should be maintained by the records
element. These are:

a. Arrest/booking Report

b. Fingerprint file

c. Criminal History Record

d. Personal Identification Photographic file

e. Personal Identification Negative File

f. Crime Scene Photograph File

g. Wanted and Missing persons File

h. Warrant File

Each of these files serves to identify persons or incidents coming to the attention of the police
department. Generally, the various files should be cross- indexed through the use of identification
numbers, but maintained separately.

Warrant and Subpoenas - A Central warrant index file, consisting of original warrants, filed serially by
central warrant number should be maintained by the department. In many instances an automated file
may be used by the department or the court to eliminate the need for a manual register, unless the
warrant system is specially designed, however, a warrant file will probably be required for storage of the
actual warrant document until it can be returned to court.

A complete description of the wanted subject, along with the pertinent information, should; be
recorded on the reverse side of local misdemeanor, felony, and bench warrant with, perhaps, a
photocopy of each warrant. Complete warrant information should be incorporated into any local
automated file, if this has not been done.

A warrant number should be assigned and marked on the warrant, and details entered in a central
warrant register (CWR). A separate register should be maintained for search warrant, for their use
requires different handling of the warrant and of the control procedures. The central register should
contain the following information:

a. Type of warrant

b. Number of warrant

c. Date and time received from court

d. Time and date assigned for service

e. Person securing warrant and person accused

f. Charge

g Time; and date warrant was served or returned

h. Disposition and special remark

Upon receipt of a warrant or subpoena properly issued by a court or other authorized body, a field
officer, or other employee receiving it should immediately notify the communication center of its
issuance and receipt and should be obtain a case report number, if needed, for such warrant or
subpoena. To ensure that all wanted person known to the department will be quickly apprehended or
detained if arrested originally for another charge, the department should establish a 'stop order" or
other "wanted" - by-the-police" records-search procedure.

When a person is arrested, or whenever a police officer has reason to suspect that a traffic violator may
be wanted by a police department, policy should require that a radio or telephone check may be made
with the records element's master index or its computer counterpart to determine whether a wanted or
stop order has been placed with the department.

The name check always should be completed before a prisoner is released on bond or the value of the
procedure will be greatly reduced, if not destroyed. If the records search indicates that the subject is
wanted, the booking or arresting officer should include details of the stop order, the authoring agency,
and other pertinent data in the narrative section of his arrest/ booking report. Services personnel should
be assigned responsibility for detaining a wanted prisoner until the requesting agency can pick him up.

When a police officer wishes a stop order or detainee, he should obtain permission from his watch
commander or element supervisor and forward a request for such an order. In emergencies he should
notify the records element by telephone. The following information is required:

1. Reasons for the wanted notice, stop order, or detainer.

2. Officer's name and name of the commander authorizing the order.

3. Name and description of subject wanted.

4. Possible locations or suspected area of travel

5. Color, year, make, body, style, and license of subject's auto

6. Companions or associates who might know subject's where abouts.

7. Action to be taken if located or apprehended, if different from normal processing,

8. Any other useful information that might make apprehension or detection easier or safer.

Upon receipt of the information, records personnel should prepare a color-code file card for the
master’s name index, flag the subject's fingerprint card, and if needed, prepare a radio message for local
broadcast and a teletype message to be sent to specific departments or to all departments on the local
network.

OTHER FILES AND RECORDS

The records and communications element should maintain certain auxiliary or supplementary files
useful in management analyses responsibilities. Several makers files and records should be classed as
permanent, and maintained by records and/ or communication personnel.
Complaints and dispatch shoulder maintained by case report number, all including information received
by the dispatchers regarding complaints or request for service. This would encompass such data as
address, beat location, tabulation area, units responding, time received, dispatched and completed, and
similar information valuable in time and workload studies for proper manpower distribution and
deployment, patrol beat design, and supervision

A file should be maintained by date of all out-of-service radio request received by the dispatchers
regarding reasons why radio units are reported out or service, this time factors involved, and locations
of incidents. Moreover, all information received regarding requests for information or service from radio
units through the communication center should be maintained. If punched card equipment is available,
the complaint/dispatch and out-of-service request files may be merged for analytical use.

All field information gathered during interviews or suspects, witnesses, and other persons contracted
should be filed. This file contains the name, descriptions, addresses, and places of employment of
persons shopped because of suspicious circumstances or for other reasons; the time they were stopped
and questioned; exact location of the contacts, vehicle (s) used and contains, if seen; and the reason for
the interview and related information that may be of value in current or subsequent investigation. The
records copy should be duplicated and cross-filed by date, time, and location and sent to other elements
of the department.

RETRIEVAL OF STORED INFORMATION

As the volume of information grows, a police department's capability quickly and efficiently to locate
needed information deteriorates, unless special retrieval procedures and system are introduced. A
master name index is the most effective locator of information on case and arrest reports and most
other contacts with the public. The master name index should be maintained alphabetically and should
contain the names of all persons or firms coming to the attention of the police department in these
categories:

1. Arrest persions (cross-filed aliases)

2. Complainants

3. Correspondence and memoranda related to cases

4. Drivers (violations and/or accidents)

5. Juveniles processed (identified to assure security)

6. Licenses (especially liquor dealers, taxi-drivers and so on)

7. Missing persons

8. Persons injured

9. Permits

10. Person killed

11. Suspects (cross-filed by aliases)

12. Victims (include firms, if burglary)

13. Wanted Person (cross-filed by aliases)

14. Witnesses

Ideally, the master name index contains the name of every person or firm that has officially come to the
attention of the police. Other classification may beaded as special needs arises, but care should be taken
to keep unnecessary of incidental information out of the system. Each master name index file card
should contain the following information:

1. Name, address, Social Security Number, and date of birth of person

2. Date of report or incident

3. Location of incident or firm

4. Type of crime or incident

5. Case report number

6. Aliases

7. Arrest number (if any)

8. Photograph of identification date

9. Fingerprint classification

An officer investigating a case is often following a slim lead and needs the assistance of the records staff
to allow him to continue. With an adequate information retrieval system, data may be found quickly by
means of the later name index or any of the three closely related cross indexes established on the basis
of time and date, location, or type of incident (classification).

A time or chronological cross-index is actually the main case report file, arrange by case report number.
Since case numbers are issued immediately upon receipt of the complaint; or request with few
exceptions, their serial; order closely parallels the time and date the incident was reported. A location
cross-index is a card file containing the same information as a master name index card but filed by
location of the incident rather than by the name's of those involved. In some large agencies, the volume
of request for accident information leads to the creation of a special sub-file in which all accident-
location cards are filed.

A type-of-incident classification also contains the same data as the master name index and the location
index, but is filed according to nature of the incident. The code numbers assigned to each kind of crime
offense, accident or service are used to place the cards in proper order.

With proper cross-indexes, a record technician can locate a specific case report or criminal history
record without undue delay, even though he may be given little information about a case. The
probability of finding the correct case is relatively high if the files are properly maintained and if a
correct name, location or reasonably accurate information concerning the time, date, or type of incident
is supplied. The value of the cross-index system is proven in situations where a criminal admits
committing several offenses, in addition to the one for which he, is being held, but does not know or
remember exact times, location of his crimes, or the names of his victims. The task would be nearly
impossible without the versatility offered by a good cross- index system.

ADMINISTRATIVE REPORTS AND PROCEDURES

Several police reports and summaries and tabulations prepared primarily for internal and
interdepartmental purposes. To provide field and staff elements with information concerning the
incidence of crime and traffic conditions, and important personnel and other data, the records elements
should provide consolidated and comprehensive daily. Monthly and annual statistical reports, special
analyses of certain types of incident, and detailed breakdowns of both statistical and analytical data.
This information should be given to designate departmental elements and city and other officials or
offices.

Scheduled Periodic Reports

The consolidated daily report, which is brief summary of important crime and traffic statistics, the
consolidated monthly report, and the consolidated annual report, should be prepared and submitted
promptly to the chief and to officers and elements designated by him.

When applicable, such report should include all data called for in the National Safety Council's Standard
Summary of Motor Vehicle Traffic Accident and the Uniform Crime Reporting Program of the
organization. Summaries of all calls dispatched, out-of-service calls, radio requests, and other messages,
including breakdowns of incidents by types of call or request (e.g. crimes, accidents, services, meals), by
hour of day and day of week, should be prepared for use by the records and communication element on
a scheduled basis, and for other users on a request basis.

The same general types of report forms should be used for the comprehensive daily, monthly, and
annual reports, with appropriate notations or additions. Consolidated Daily and monthly reports should
be maintained by calendar periods and should use the forms presently provided by the organization or
comparable substitutes.

Uniform classification, terminology, and when appropriate, numerical codes for the classification and
tabulation of cases, should be required and used in all official correspondence of the department,
including the preparation and completion of all case reports, communication center dispatch forms. And
police records, and all interagency written communication. An index should be prepared and published,
alphabetically cross-indexed by the name of gather incident of violation. The classification code should
be based upon the general format of the uniform crime reporting categories.

In those situations where traffic violations cannot be cited specially by the appropriate code
terminology, members of the field force, leaving the assignment of code numbers to technical
personnel, should use the actual legal charge and the ordinance or statute number.

Time Period Comparison

To provide for accurate comparisons of police services needed and provided, periodic evaluation of the
level of quality of police service, and intelligent interpretation and prediction of needs in coming weeks
and months, and years for comparative purposes.
All department comparative analyses of crime, traffic, or service calls or incidents should be based upon
the "13-month" system to provide accurate comparisons which is use comparable time and day-to-week
bases upon which workloads and deployment problems may be assessed more meaningfully. In the
thirteen-period reporting-year, each, "reporting month has four weeks or 28 days, each beginning on a
Thursday and ending on a Wednesday, for a total of 13 months in each 52-week year.

The use of the "13-month" reporting period probably should be restricted largely to intradepartmental
application. All statistical reports completed in cooperation with other agencies should conform to their
reporting periods, usually calendar months, or in accordance with other schedules they may prefer.

Preparation of Summaries

The commander of the records element should delegate responsibility for the collection, compilation,
and transcription of information require to complete scheduled periodic reports to specific record-
element watch commanders or supervisors and senior records personnel. Since consolidation reports
are not so detailed, they may be completed in less time and with less outside assistance than
comprehensive reports. Comprehensive reports may require considerable outside aid, and should be
compiled for the 13 reporting periods, and their logical sub-categories, rather than for calendar months
of years.

Preferably, daily reports should based on calendar days, a midnight-to-midnight breakdown, not on a
24-hour periods established by changes of watch of shift, such as 7:00 A.M. to 7:00 A. M. This is
suggested because changes in shift reporting times to match changing workload patterns would then
destroy the comparative value of the reports. To meet the administrative and operational requirements
of most command and supervisory personnel, reports generally should be scheduled as follows:

1. A consolidated daily summary should be prepared each day before 7:00 A.M. for the use of all
command personnel.

2. A bi-weekly report of radio dispatches and communications should be prepared on the first and third
Thursday of each reporting period (13-period year) from the dispatchers' card.

3. A weekly traffic report for each basic organizational element should prepare listing the names of the
officers and the number of tickets and arrest made by each.

4. On the first of each calendar month, a National Safety Council monthly report of motor vehicle
accidents should be prepared in duplicate along with the comprehensive monthly report, the original
going to the national Safety Council.

5. On the first of each month, compiled on forms furnished by the organization, the monthly return of
offenses known to be police, with the current supplementary returns, should be prepared and
forwarded.

6. On or before the third of each calendar month, personnel should compile (in rough from) the tables
of the consolidated monthly report, and file them in a monthly pending file. The comprehensives
monthly report should be prepared on or before the third day of the reporting month, not the calendar
month.
7 On or before the fourth of each calendar month, assigned employees should prepare and assemble all
monthly reports to be sent to departmental and other appropriate officials.

8. On or before the tenth of January of each year, the appropriate element should prepare and assemble
appropriate materials for the consolidated annual report and distribute it.

9. All comprehensive reports should utilize the same general categories of information contained in the
comprehensive monthly report from, with appropriate changer or notations in titles.