Question & AnswerQ&A (PNP MEMORANDUM CIRCULAR NO. 2014-009)
The primary purpose is to provide a uniform procedure in recording crime incidents into an electronic database system (CIRS) in all police stations and offices nationwide to ensure accurate crime data collection and reporting.
Crimes are defined as acts or omissions which are in violation of the Revised Penal Code or Special laws.
CIRS is an electronic database system that facilitates crime documentation, systematic data storage, and retrieval, enabling quick and reliable transmission of crime information from lower police units to the PNP National Headquarters.
The Crime Registrar is the PNP personnel, preferably a non-uniformed personnel, responsible for recording and submitting crime statistics to higher offices and maintaining all crime data in the CIRS.
The Desk Officer receives and records crime reports in the Police Blotter, determines if the incident is a crime, endorses complainants to the Duty Investigator, and ensures the initial entry of crime incidents is properly handled.
The Duty Investigator conducts inquiries of crimes by interviewing complainants, identifying witnesses, recovering evidence, overseeing encoding of the IRF into CIRS, and ensuring proper follow-up on the status of cases.
The IRF is an accountable form filled out with the complainant's information detailing the incident. It becomes an official document signed by the investigator and complainant, used for recording in the Police Blotter and uploading to CIRS.
The Desk Officer records the incident in the Police Blotter, the Duty Investigator reviews and supervises encoding of data into the CIRS by the Crime Registrar, the IRF is printed and signed by the complainant and investigator, and the data is uploaded into CIRS with proper documentation and cross-references in the Police Blotter.
Key Responsible Officers may face administrative relief and Pre-Charge Investigation for failure to report, encode, and update crime incidents. Similarly, Regional/District/Provincial Chiefs and Directors of Police Offices can be sanctioned for failure to supervise compliance and submission of crime data.
Accuracy is ensured by requiring all incidents to be recorded regardless of severity, supervisory oversight by Chiefs of Police and Directors, regular updates by Investigators-on-Case, and technical support/training provided to personnel responsible for encoding and compiling data.
The QSL serves as a customer-friendly desk manned by designated personnel to provide initial contact, assistance, and ensure respectful and efficient service to complainants reporting crime incidents.
It is defined as the deliberate non-submission of crime incidents to the CIRS, resulting in inaccurate crime statistics. The Circular addresses this by mandating unconditional compliance from officers with administrative sanctions for violations.
Such incidents must be included in the crime volume and clearly indicated in CIRS with checkboxes denoting the source. If a case is referred back to the barangay, the police report must state the case status and certify actions.
They must supervise uploading of crime data, ensure accurate reporting, correct erroneous data, and oversee compliance by their subordinates with the CIRS procedures.
The data should still be encoded locally, and the Crime Registrar must bring a soft copy to the nearest internet-connected police unit to upload the data into the CIRS as soon as possible.