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POLICE PERSONNEL AND RECORDS MANAGEMENT by: JOHN ROMER L. VENTURILLO, M.S. Justice© Justice © Asst. to the Dean, College College of Criminology Criminology & Faculty Member Member nd 2 Placer, August 2010 Criminologist Licensure Examination
MANAGEMENT Management pertains to the utilization of available resources in an organization to achieve its organizational objectives. It also refers to the process of directing and facilitating the work of people organized in formal groups in order to achieve a desired goal. It is concerned in placing the right people on the right job and in maintaining a satisfied work force. ELEMENTS OF MANAGEMENT 1. Authority – Authority – is the right to command and control the behavior of employees in lower positions within an organizational hierarchy. A particular position within an organization carries the same regardless of who occupies that position. SOURCES OF MANAGEMENT AUTHORITY 1. Law 2. Tradition 3. Delegation 2. Responsibility – Responsibility – means means that the management shall be held accountable for whatever result that may arise in the exercise of authority. Thus, responsibility limits the exercise of one’s authority. Command Responsibility -is the doctrine that imposes commensurate accountability to one who is vested with management and leadership functions. ADMINISTRATION - is an organizational process concerned with the implementation implementati on of objectives and plans and internal operating efficiency. It connotes bureaucratic structure and behavior, relatively routine decision making and maintenance of the internal status quo. MANAGEMENT OR ADMINISTRATIVE FUNCTIONS 1. PLANNING - refers to the determination in advance of how the objectives of the organization will be attained. 2. ORGANIZING - - involves the determination and allocation of the men and women as well as the resource of an organization to achieve pre-determined goals or objectives of the organization. 3. DIRECTING - involves the overseeing and supervising of the human resources and the various activities in an organization to achieve through cooperative efforts the pre-determined goals or objectives of the organization. 4. STAFFING - - the task of providing competent men to do the job and choosing the right men for the right job. It involves good selection and processing of reliable and well-trained personnel. 5. CONTROLLING - - involves the checking or evaluation and measurement of work performance and comparing it with planned goals or objectives of the organization, and making the necessary corrective actions so that work is accomplished as planned. 6. REPORTING - the - the making of detailed account of activities, work progress, investigations and unusual in order to keep everyone informed or what is going on. 7. BUDGETING - the - the forecasting in detail of the results of an officially recognized program of operations based on the highest reasonable expectations of operating efficiency.
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Scientific Management - proposed by Frederick Taylor Under this theory, workers are motivated by economic rewards and that if they are paid commensurate to work being done they produce maximum amount of work. This management theory entails that good salary and incentives must be given to workers to ensure their hard work, innovative action and good will. THEORY X AND Y This behavioral science approach was introduced by D. McGregor . Theory X assumes that people have little ambition, dislike work, and must be coerced in order to perform satisfactory. Theory Y assumes that people do not inherently dislike work and if properly rewarded, people will perform well on the job. POLICE PERSONNEL MAMANGEMENT - the art of preparing, organizing and directing the efforts of members of a police force in order that they may achieve the accomplishment of the police purpose. The primary objective of an effective police personnel management is the establishment and maintenance for the public service of a competent and well-trained police force. FUNCTIONS OF POLICE PERSONNEL MANAGEMENT 1. Police Personnel Planning – study of the labor supply of jobs which are composed of the demands for employees in an organization to determine future personnel requirements which either increase or decrease. 2. Police Recruitment – is the process of encouraging police applicant form outside an organization to seek employment in an organization. It consists of developing a recruitment plan, recruitment strategy and maintaining a list of qualified applicants. 3. Police Screening/Selection – the process of determining the most qualified police applicant for a given position in the police organization. 4. Police Placement – the process of making police officers adjusted and knowledgeable in a new job and/or working environment. 5. Police Training and Development – refers to any method used to improve the attitude, knowledge and skill or behavior pattern of an employee for adequate performance of a given job. 6. Police Appraisal – process of measuring the performance of people in achieving goals and objectives. Also known as Performance Evaluation System 7. Police Compensation – constitute the largest single expenditure for most organizations
RECRUITMENT - the process of attracting candidates who have maximum qualifications to be eligible for selection procedure. It is the process of searching the candidates for employment and stimulating them to apply for jobs in the organization. SELECTION - the process of screening out or eliminating undesirable applicants who do not meet the organization’s criteria. In the Philippine National Police, the recruitment and selection of applicants who will be appointed to the police service is the responsibility of the Directorate for Personnel and Records Management (DPRM). DPRM is tasked in the management of PNP uniformed and non-uniformed personnel as individuals, manpower procurement and control and in the records management of the organization. SCREENING COMMITTEE - responsible for the widest dissemination of vacancies in their respective areas, the evaluation of the applicant’s qualifications and the selection of the most qualified applicants to be recommended for appointment to the police service. - established at the NHQ, NSU’s and PRO’s.
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NATIONAL SUPPORT UNIT (NSU) SCREENING COMMITTEE: Chairman: Deputy Director for Administration of the respective National Support Unit/ the Deputy Director General for Administration. Vice Chairperson: Senior NAPOLCOM official with Salary Grade 24 or higher which shall be designated by the Vice Chairperson and Executive Officer of the NAPOLCOM. Members: 1. National Peace and Order Council (NPOC) member designated by the NPOC Chairman; 2. Private Sector representative designated by the NPOC Secretary General; and 3. Women’s representative from private sector with known probity designated by the NSU Director. Secretariat: Assistant Director for Personnel and Records Management (ADPRM) / Resource Management Officer (HRMO)
Human
POLICE REGIONAL OFFICE (PRO) SCREENING COMMITTEE Chairman: Deputy Regional Director for Administration Vice Chairperson: Senior NAPOLCOM official with Salary Grade 24 or higher which shall be designated by the NAPOLCOM Regional Director Members: 1. Regional Peace and Order Council (RPOC) member designated by the RPOC Chairman; 2. Senior Regional DILG Officer designated by the DILG Regional Director; 3. Women’s representative from private sector with known prob ity designated by the PNP Regional Director. Secretariat: Chief, Regional Personnel on Human Resource and Doctrine Development (RPHRDD) PNP RECRUITMENT PROCEDURE (NAPOLCOM M.C. No. 2007-009) 1. Preparation and proper approval of quota allocation The PNP shall prepare, through the Directorate for Personnel and Records Management (DPRM) and submit it to the NAPOLCOM for approval of the PNP annual recruitment quota.
2. Posting and publication of Notice of Recruitment The Notice of Recruitment shall include the following data for the information of prospective applicants: 1. quota for the city/municipal police station; 2. vacancies are open to both male and female applicant; 3. general qualification standards; 4. documentary requirements; 5. where to submit the application papers and documents; 6. deadline for submission; and 7. schedule of screening/evaluation. 3. Submission of the application folders 4. Selection and evaluation process by the PNP Screening Committee 5. Psychiatric/Psychological Examination (PPE) 6. Complete Physical, Medical and Dental Examination (PMDE) 7. Physical Agility Test 8. Final Committee Interview 9. Certification by the NAPOLCOM and attestation by the Civil Service Commission 10. Issuance of appointment order and oath taking The final evaluation includes the sequential conduct of the following examinations, test and interview: 1. Psychiatric/Psychological Examination (PPE) – to exclude applicants that may be suffering from any mental disorder. It shall be administered to all applicants under the supervision of the PNP Medical Officer and NAPOLCOM Representative. Only those applicants who passed the PPE shall proceed to the next stage, the Physical, Medical and Dental Examination (PMDE). 2. Complete Physical, Medical and Dental Examination (PMDE) – this test shall determine whether or not the applicants are in good health and free from any contagious diseases. It shall be conducted by the PNP Health Service under the supervision of the PNP Medical Officer and NAPOLCOM Representative. Applicants who passed the PMDE shall be indorsed for the conduct of the Physical Agility Test (PAT). Notes on Police Personnel and Records Management by John Romer L. Venturillo . . . . . 3
3. Physical Agility Test (PAT) – this test shall determine whether or not the applicant possesses the required coordination, strength and speed of movement necessary in the police service. The PAT consists of the following: - Pull-up for Men; Horizontal Bar Hang for Women; - Two (2) Minutes Push-ups; - Two (2) Minutes Sit-ups; - 100 meter dash; and - 100 meter run. 4. Final Committee Interview (FCI) – it shall determine the applicants’ aptitude to join the police service, likableness, affability, outside interest, conversational ability, disagreeable mannerisms, etc. The drug test (DT) shall not follow the sequential steps but shall be conducted on passers only anytime after the PPE, PMDE, or PAT but before the Final Committee Interview. It shall be administered by the PNP Crime Laboratory. The conduct of the Physical Agility Test (PAT) and Neuro-Psychiatric (NP) examination shall be simultaneous nationwide to prevent a retake in another place of said tests by applicants who initially failed on the same. The complete Character and Background Investigation (CBI) shall be conducted on all PPE passers and must be completed before the start of the Final Committee Interview. The complete CBI shall determine their reputation and possible involvement in any questionable or criminal activities or violent incidents. NAPOLCOM PARTICIPATION IN THE PNP RECRUITMENT AND PROMOTION PROGRAMS NAPOLCOM representatives to the PNP Recruitment Screening Committees are actively involved in the recruitment and selection process including interview of applicants, the PNP NeuroPsychiatric Examinations, Physical/Medical and Dental Examination, Physical Agility Test (PAT) and Drug Test. There are also NAPOLCOM Representatives to the following PNP Promotion Boards: 1. PCO Promotion Boards; 2. PNCO Promotion Boards; and 3. Lateral Entry Board POLICE TRAINING - is a means of providing knowledge and skill to police officers which are needed in the performance of their functions. It is the objective of police training to bring the police force to the desired standards of discipline and efficiency by making each police officer fully aware of his duties and responsibilities and by providing him with a working knowledge of police procedures and techniques. TYPES OF POLICE TRAINING PROGRAM 1. Basic Recruit Training – is the most basic of all police training. It is a pre-requisite for permanency of appointment and is required for newly hired police officers. In the Philippine National Police, a newly appointed Police Officer 1 is required to undergo a Public Safety Basic Recruit Course (PSBRC) as a basic recruit training. 2. Field Training Program (FTP) – or on-the-job training is the process by which an individual police officer who is recruited into the service receives formal instruction on the job for special and defined purpose and performs actual job functions with periodic appraisal on his performance and progress. As provided for under R.A. 8551, police officers are required to undergo a Field Training Program for twelve (12) months (inclusive of the PSBRC) involving actual experience and assignment in patrol, traffic and investigation which is required for permanency in the police service. EXCEPTION FROM FIELD TRAINING PROGRAM Under Section 33, R.A. 6975, PNPA Graduates shall be automatically appointed to the initial rank of Inspector via Lateral Entry. Taking into consideration that the PNPA Cadetship Program is a four-year course that includes academic subjects on core police functions such as patrol, traffic and criminal investigation, and on-the job training in urban and rural areas, PNPA graduates are exempted to undergo the FTP and that they shall be issued with a permanent status. 3. In-Service Training Program – or refresher training program. The following are examples of in-service training programs as mandatory requirement for promotion: 1. Junior Leadership Training – PO1 to PO3 Notes on Police Personnel and Records Management by John Romer L. Venturillo . . . . . 4
2. 3. 4. 5. 6. 7.
Senior Leadership Training – SPO1 to SPO4 Police Basic Course (PBC) –for senior police officers Officers Basic Course (OBC) – Inspectors to Chief Inspectors Officers Advance Course (OAC) – for Chief Inspectors to Senior Superintendent Officers Senior Executive Course (OSEC) – Superintendent and above Directorial Staff Course (DSC) – for Directors and above
4. Departmental Training Program a. Roll-Call Training – instructional courses of several hours a day concerning departmental activities b. Supervisory Development, Specialized or Technical Training – seminars or special sessions on criminal investigation, traffic, drug control, etc c. Training conducted by other law enforcement units or agencies POLICE ASSIGNMENT Police assignment refers to the process of designation a police officer at a particular function, duty or responsibility. The very purpose of police assignment is to ensure systematic and effective utilization of all the members of the police force. Police Officer 1s, specifically those who were recruited under the attrition recruitment program, after undergoing the required Field Training Program (FTP), shall be assigned with the Regional/Provincial/City Public Safety Battalion/Company of their place of recruitment for a maximum period of two (2) years. After their assignment with the Regional/Provincial/City Public Safety Battalion/Company, they shall be downloaded/assigned to their respective city/municipal police stations where they were recruited. THE PNP PROMOTION SYSTEM Promotion is defined as the upward movement from one classification or rank to another carrying higher benefits and more responsibility. It is the upgrading of ranks and/or advancement to a position of leadership. KINDS OF PROMOTION 1. Regular Promotion - promotion granted to police officers meeting the mandatory requirements for promotion. 2. Special Promotion – promotion granted to police officers who have exhibited acts of conspicuous courage and gallantry at the risk of his/her life above and beyond the call of duty. 3. Promotion by Virtue of Position Any PNP personnel designated to any key position whose rank is lower than that which is required for such position shall, after six (6) months of occupying the same, be entitled to a rank adjustment corresponding to the position. PERFORMANCE EVALUATION - refers to the process of measuring the performance of PNP members. It is also known as “performance evaluation system”. The Performance Evaluation System in the PNP is focused on two (2) areas: administrative (40%) and operational (60%). It is conducted every six (6) months or twice a year. FREQUENCY OF RATING The frequency of the individual performance shall be undertaken every six (6) months. Evaluation report covering the period of January to June shall be submitted on the 1 st week of July and the report from July to December shall be submitted on the 1 st week of January of the succeeding year. PURPOSES OF PERFORMANCE EVALUATION 1. Serves as guide for promotion, salary increase, retirement and disciplinary actions. 2. Increases productivity and efficiency of police works 3. Assimilates supervision 4. Informs the officer of the quality of his work for improvements WELFARE AND BENEFITS IN THE PNP The uniformed members of the PNP are considered employees of the National Government and shall draw their salaries therefrom. The salary of a Police Officer 1 of the PNP is equivalent to a salary of a public school teacher 1 with salary grade scale of 10 under existing laws as of year 2012. The PNP members assigned in Metropolitan Manila, chartered cities and first class municipalities may be paid financial incentive by the local government unit concerned subject to the availability of funds.
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LONGEVITY PAY AND ALLOWANCES A uniformed personnel of the PNP is entitled to a longevity pay of ten percent (10%) of basic monthly salaries for every five (5) years of service, which is reckoned from the date of the personnel's original appointment in the AFP, or appointment in the police, fire jail or other allied services to the integration of the PC and the INP. The totality of such longevity pay should not exceed fifty percent (50%) of the basic pay. It should also continue to enjoy the subsistence allowance, quarter’s allowance, clothing allowance cost of living allowance, hazard pay, and all other allowances as provided by existing laws. The total earnings of a police officer consist of the following: 1. Base pay; 2. Longevity pay; 3. Personnel Economic Relief Allowance (PERA); 4. Incentive pay; 5. Hazard pay; 6. Subsistence allowance; 7. Quarter allowance; 8. Additional compensation; 9. Clothing allowance; 10. Laundry allowance; and 11. Gratuity PERMANENT PHYSICAL DISABILITY Total Permanent Physical Disability refers to any impairment of the body which renders PNP member indefinitely incapable of substantially performing the mandated duties and functions of his positions. - entitled to one year's salary and to lifetime pension equivalent to eighty percent (80%) of his last salary, in addition to other benefits as provided under existing laws. RETIREMENT PROGRAM Retirement is the separation of the police personnel from the service by reason of reaching the age of retirement provided by law, or upon completion of certain number of years in active service A PNP uniformed personnel shall retire to the next hig her rank for purposes of retirement pay. Active Service shall refer to services rendered as an officer and non-officer, cadet, trainee or draftee in the PNP TYPES OF RETIREMENT IN THE PNP 1. Compulsory retirement – separation from the PNP upon reaching the age of fifty-six (56), the compulsory age of retirement. 2. Optional Retirement - separation from the PNP upon accumulation of at least twenty (20) years of satisfactory active service. RETIREMENT BENEFITS The PNP member who has been retired from the service is entitled to a monthly retirement pay of fifty percent (50%) of the base pay and longevity pay of the retired grade in case of twenty (20) years of active service, increasing by two and one-half percent (2.5%) for every year of active service rendered beyond twenty (20) years to a maximum of ninety percent (90%) for thirty-six (36) years of active service and over.
Part II POLICE RECORDS MANAGEMENT Record refers to the information whether in its original form or otherwise including documents, signatures, seals, texts, images, sounds, speeches or data compiled, recorded or stored, as the case may be: 1. in written form on any material; 2. on film, negative, tape or other medium so as to be capable of being reproduced; or 3. any means of recording device or process, computer or other electronic device or process. Record management - refers to the managerial activities involved with respect to the record creation, record maintenance, and use, transmission, retention, and record disposition in order to achieve adequate and proper documentation of policies and transactions of government for its efficient, effective and economical operation. Notes on Police Personnel and Records Management by John Romer L. Venturillo . . . . . 6
RECORDS CYCLE - also known as “birth-through-death cycle” - the life span of records from creation to final disposition: 1. Birth or Creation – the period during which the record is created or comes into existence. 2. Records Maintenance and Use refers to the period when the records serve its purpose: a. Active Life – during which the record is maintained, used and controlled b. Inactive Life – the time when the record is very rarely or no longer referred to and must be transferred to a cheaper place. These records have already served their purpose but must be kept for legal requirement or other compelling reasons. 3. 4. 5. 6. 7. 8.
Classification – records are classified for filing purposes. Storage – refers to the filing of records according to classification. Retrieval – the act of taking out of record from the storage for reference purposes. Purging or Retention – the act of determining if the record is for retention or ready for disposal. Transfer – the process of moving the record from one storage to another. Archival Storage or Records Disposition – the systematic transfer of non-current records from the office to any storage area or archives for long term storage, the identification of preservation of permanent records and the destruction of valueless records.
CLASSIFICATION OF RECORDS A. According to Period of Retention: 1. Permanent Record – to be kept for not less than ten (10) years 2. Semi-Permanent – to be kept for five (5) years 3. Temporary – no specified period but usually less than (5) years. B. According to Importance or Essentiality: 1. Vital Records – are records that are irreplaceable, but can be reproduced. 2. Important Records – records that can be reproduced after considerable delay. 3. Useful Records – records that would cause inconvenience if lost but could be readily replaced. 4. Non-essential Records – records that are previously determined by retention schedule to be illegible for destruction. C. According to Phases of its Life Cycle 1. Current Phase (Current or Active Records) - records that are regularly used and maintained. 2. Semi-current Phase (Semi-current Records) - records that are still used but only infrequently. 3. Non-current Phase (Non-current or Inactive Records) - records that are no longer used. TYPES OF POLICE RECORDS 1. Case Records – it is the heart of any police records system . It serves as the basis for an analysis of offenses and the methods by which they are committed. a. Complaint Sheet – it is the foundation record of the police department . It reflects all information regarding complaints and reports received by the police from citizens and other agencies or actions taken by the police. b. Investigative Report – it contains the findings and actions taken by the investigating officer based on the inquiries made and by obtaining the available facts of the incident. 1. Initial or Advance Report – is an advance information on a new or fresh case. It is written and submitted immediately after having conducted the initial investigation of the case. 2. Progress or Follow-up Report – it is the result of the follow-up investigation of a new or fresh case. It is written and submitted every time or whenever any development or progress is accomplished in the follow-up investigation. 3. Final or Closing Report – is a complete written narration of facts based on an exhausted investigation of the case. It is the result of evaluated, summation, analysis of all facts and circumstances of the case. This is written and submitted whenever the case is solved and closed. A case is solved and closed when the offender was arrested; evidence against him was completely gathered to warrant prosecution and witness located to testify in the trial. 4. Technical Report – a report on the laboratory examination of the physical evidence gathered in order to supplement the findings of the investigator.
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5. Accident Report – an investigation report regarding an accident which includes vehicular accident and damage to property. 6. Wanted Persons Report – a report on persons who are wanted by the police. 7. Daily Record of Events – a record needed to keep all members of the police force informed concerning police operations, assignments, and administrative functions. 2. Arrest and Booking Records – these records maintain the arrest and jail booking report which is required for all persons arrested. a. Arrest Report – it contains the information regarding the full name of the offender, charges and circumstances of arrest. b. Booking Report – it contains the list of the prisoners in custody which indicates the status and disposition thereof. c. Prisoner’s Property Receipt - contains all the information regarding the property taken from the prisoner and accomplish in duplicate. 3. Identification Records – third major division of police records. It provides identification criminals which includes names, physical characteristics and in some cases photograph. a. Fingerprint Record – heart of any identification system. 1. Civilian Fingerprint 2. Alien Fingerprint b. Criminal Specialty/Modus Operandi (MO) File – contains photographic record of the modus operandi of criminals 4. Administrative Records – essential in administering personnel matters and designed to aid in assignment, promotion, and disciplinary action of personnel. 1.Personnel Records 2.Correspondence File 3.Memoranda, Orders, Policy Files 4.Assignment Record 5. Miscellaneous Records – these are records which are not related to the recorded complaints and investigation reports but are essential to the daily police activities. FILING SYSTEM 1. Alphabetical – all materials are filed in dictionary order . It is the most widely used form of filing. 2. Encyclopedic Order – the subjects are grouped into major headings, individual folders are filed in alphabetical order behind each heading. 3. Chronological Order – folders are arranged by sequential date order. It is useful for records that are created and monitored on a daily basis. 4. Geographical – files are arranged alphabetically by geographical name of the place. 5. Numerical – assigning of numerical value or number into a specific file which can be managed through the following system: a. Serial Number b. Digit Filing 6. Centralized Filing – places all record series in one central location in an office. Most useful when the majority of individuals within an office require access to majority of files 7. Decentralized Filing – it physically locates record series in different places within an office. Most useful when only one individual requires access to a specific record series. THE PHILIPPINE NATIONAL POLICE PERSONNEL RECORDS MANAGEMENT As provided in the PNP Personnel Records Management Manual of 2008, the PNP shall establish a centralized records management system and create, maintain, protect and preserve records both in physical and electronic form. RECORDS MANAGEMENT DIVISION (RMD) The Records Management Division (RMD) was established to oversee the records management functions of the DPRM. The RMD shall develop, coordinate and implement PNP-wide programs, policies and procedures for creation, usage, maintenance, storage and disposition of personnel records. The Notes on Police Personnel and Records Management by John Romer L. Venturillo . . . . . 8
RMD is headed by a division chief with a rank of Police Senior Superintendent and assisted by an assistant division chief with a rank of Superintendent. RECORDS CREATION Records creation refers to the act of exchanging written ideas between two (2) sources. At this point, the life of the record begins. However, due to the fast pace at which the records of PNP personnel are created, and the cost involved in maintaining them, a control system is necessary. THE PNP PERSONNEL FILE (PPF) The PNP Personnel File which is also known as 201 File is a folder containing a set of personal records and information pertaining to an individual member of the PNP, which serves as basis in availing of service record, leave record, PNP ID, legal beneficiaries, authentication of photocopies, etc. The color of the folder for the PPFs shall be as follows: a. Red, for Police Commissioned Officers (PCO); b. Blue, for Police Non-Commissioned Officers (PNCO) c. Green, for Non-Uniformed Personnel (NUP) RECORDS MAINTENANCE Records maintenance refers to the activities involving proper handling of records, arranging them into usable filing sequence, using the most efficient type of filing equipment. RECORDS DISPOSITION Records Disposition is the systematic transfer on non-current records from an office to any records storage area, the identification and preservation of permanent records and the outright destruction of valueless records. No PNP personnel or units/offices shall dispose of, destroy or authorize the disposal or destruction of records or PPFs which are in the custody or under its control except with the prior written authority of the Executive Director, National Archives of the Philippines (Section 18, R.A. 9470). Any PNP personnel who, willfully or negligently, damages a police record or disposes of or destroys a police record shall be deemed to have committed an offense. RECORDS SECURITY AND PROTECTION - refers to the preventive and preventive and protective measures and actions undertaken in order to safeguard records/documents in all government agencies from unauthorized and indiscriminate disclosure, damage, destruction and loss, whether records are filed in current of non-current storage area. PROTECTION OF RECORDS 1. Duplication – records shall be created with additional copies or duplicates depending on the needs and circumstances. 2. Dispersal – records shall be distributed without additional copies or duplicates. 3. Vaulting – vital records shall be stored in a vault. 4. Evacuation – original and older records considered to be vital shall be transferred to a secure location. RECORDS PROTECTION LEVEL 1. Vital – or “top protection priority”, consists of all essential records consi dered as mission critical and irreplaceable. 2. Important – or “second protection priority”, consists of all documents still considered as essential but could be replaced or recreated. 3. Useful – or “lowest protection priority”, consists of all other document s considered to be nonessential to normal operations but inconvenient when lost.
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