QuestionsQuestions (PNP MEMORANDUM CIRCULAR NO. 2014-009)
The MC cites as references E.O. 386 (establishing a National Crime Information System), Standard Operating Procedure No. 2012-001 on Incident Recording, NAPOLCOM Resolution No. 92-39 (new crime reporting format), R.A. 6975 as amended by R.A. 8551, and other PNP/organizational instructions, as well as Quality Service Lane-related directives.
It cited deliberate under-reporting and “point shaving” of crime incidents at some PNP units, inaccuracies due to varying local procedures, and the tedious, multi-step process for complainants to have complaints recorded in the police blotter.
To provide a uniform procedure for recording crime incidents into an electronic database system in all police stations and offices nationwide.
CIRS is an electronic database system that facilitates crime documentation and systematic data storage/retrieval, enabling quick transmission of crime information from lower PNP units to PNP National Headquarters at Camp Crame.
A Crime Registrar is the PNP personnel in charge of recording and submission of crime statistics (preferably non-uniformed). He ensures upkeep/maintenance of crime data, encodes from the Incident Record Form (IRF) into CIRS, prints IRFs, ensures transcription into the police blotter, consolidates daily IRFs, and updates entries under supervision of the IOC.
The IRF is an accountable form filled out by the complainant, assisted by the QSL Duty Officer, containing data on complainant, victim, suspect and the incident narrative. It becomes official once signed by the investigators and the reporting person; its contents are then recorded in the police blotter, uploaded to CIRS, and included as the first document in the case folder.
They must accord due respect/courtesy, guide and assist complainants, make services available, and provide the initial point of contact. The Desk Officer initially receives complaints, records initial entries in the blotter, and determines whether the incident is a crime for endorsement to the Duty Investigator.
All crime incidents—whether reported by victims, witnesses, or reportees—must be recorded by the Desk Officer and Duty Investigator and eventually uploaded into CIRS with the assistance of the Crime Registrar.
After the Duty Investigator and complainant review the information, if there are no corrections, the Crime Registrar uploads the data to CIRS. If corrections are needed, the encoding returns to data-entry mode, incorporates changes, and is reviewed again until final corrections are made.
The Crime Registrar prints three copies, signed by Duty Investigator and complainant. Copy 1 is given to the complainant as receipt/proof of service; Copy 2 is kept by the Investigator-on-Case and is the first document in the case folder; Copy 3 is given to the Desk Officer, later returned to the Crime Registrar after transcription in the police blotter.
The Desk Officer records the initial complaint in the blotter, and later transcribes the accomplished IRF into the blotter (second entry). The second entry must reference the IRF number and the initial (first entry) blotter entry number, include signatures, disposition details, and show receipt/transcription process.
The records in CIRS must be updated by the IOC as the case progresses, including when a case is filed, warrant issued, suspect arrested, and other case milestones (inquest, arraignment, trial, and final promulgation), with periodic updates to maintain accuracy.
It defines crime volume as including cases recorded in the police blotter, those reported to the barangay, and those from other law enforcement agencies. For CIRS uploading, a checkbox indicates incidents gathered from barangay or other agencies, and referrals back to barangay must show whether amicably settled, under investigation, or referred back to police with certification to file action.
The procedures still apply, but immediately after, the Crime Registrar must bring a soft copy to the nearest police unit/office with internet connection for uploading into CIRS.
It provides administrative relief and pre-charge investigation for Key Responsible Officers who fail to report/encode/update crime incidents in CIRS; for certain NOSU chiefs/officials who fail to submit IRFs and monitor/update cases; and for CPO/PPO/NCRPO district/PRO directors for command responsibility failures in supervising encoding/submission. Directors of NOSUs may also be held liable for failing to supervise IRF submission and case updates.
The implementation must ensure the gathering and inclusion of all crime data reported in the police station into the system, thereby cutting the Desk Officer and Chief of Police discretion in determining whether an incident should be recorded.
Under-reporting is defined as the deliberate non-submission of crime incidents recorded in the police blotters by responsible officers resulting in inaccurate and decreased crime statistics in the jurisdiction.
It takes effect after 15 days from the filing of a copy at the University of the Philippines Law Center, pursuant to Sections 3 and 4, Chapter 2, Book VII of Executive Order No. 292 (Revised Administrative Code of 1987).