LYCEUM-NORTHWESTERN UNIVERSITY

INSTITUTE OF GRADUATE AND PROFESSIONAL STUDIES

Tapuac District, Dagupan City

RECORDS MANAGEMENT PRACTICES OF PHILIPPINE NATIONAL

POLICE IN SELECTED LOCAL GOVERNMENT UNITS IN PANGASINAN

A Research
Presented to
Faculty of College in Criminology
Lyceum-Northwestern University
Tapuac District, Dagupan City

In Partial Fulfillment of the

Requirements for the Degree
MASTER IN PUBLIC ADMINISTRATION

By:

CABE, LEOBERT PAUL P.

 CHAPTER I

INTRODUCTION

Background of the Study

Records management is crucial in effectively administrating law

enforcement agencies, including the Philippine National Police (PNP). Proper

documentation, storage, and retrieval of records ensure efficient decision-making,

enhance accountability, and support legal proceedings. Within local government units

(LGUs), the PNP is responsible for maintaining accurate records related to crime

incidents, investigations, administrative matters, and personnel management.

Effective records management is a fundamental component of law

enforcement administration, particularly within the Philippine National Police (PNP).

Systematic documentation, secure storage, and efficient retrieval of records play a

critical role in facilitating well-informed decision-making, ensuring transparency and

accountability, and upholding the integrity of legal proceedings. Within the

framework of local government units (LGUs), the PNP bears the responsibility of

maintaining comprehensive and accurate records about crime incidents, investigative

reports, administrative transactions, and personnel data. However, several obstacles

continue to challenge the efficiency of records management, including outdated

systems, inconsistent procedural standards, and limited technological adoption.

Recognizing the need for modernization, the PNP has initiated several

measures to improve its records management system in recent years. These efforts

include the transition from traditional paper-based documentation to digitalized

records, the implementation of electronic filing systems, and compliance with

Republic Act No. 9470, also known as the National Archives of the Philippines Act of

2007. This legislation mandates all government agencies to adopt systematic and
standardized records management protocols to ensure data integrity and accessibility.

Despite these advancements, discrepancies in execution and adherence to policies

persist across different LGUs, leading to concerns over data security, accessibility,

operational efficiency, and the sustainability of digital transformation initiatives.

Several studies underscore the significance of effective records management

in law enforcement agencies. According to Smith and Kellar (2018), a well-organized

records management system enhances operational efficiency, ensures accountability,

and supports legal proceedings. Similarly, Brown (2020) emphasized that

transitioning from manual to digital record-keeping minimizes errors, enhances

accessibility, and streamlines investigative processes. These studies highlight how

proper documentation systems can significantly improve police efficiency and public

trust.

The adoption of electronic records management systems (ERMS) has

significantly improved law enforcement documentation processes. Lee and Johnson

(2020) conducted a study on digital transformation in policing, concluding that

automated systems enhance data accuracy, reduce redundancy, and improve overall

security. The Philippines has made strides in adopting digital filing systems within the

PNP, yet challenges such as inconsistent implementation, cybersecurity risks, and

budget constraints remain prevalent in some LGUs.

Given the critical role of records management in law enforcement

effectiveness, this study seeks to conduct a comprehensive examination of the current

practices employed by the PNP in selected LGUs in Pangasinan specifically the

municipalities of Basista, Bayambang, Malasiqui, San Carlos and Urbiztondo. By

evaluating the strengths and limitations of existing records management procedures,

as well as identifying the challenges that hinder seamless implementation, this

research aims to provide valuable insights into areas requiring improvement.

Additionally, it will analyze the impact of both manual and digital record-keeping

approaches, assessing their effectiveness in supporting law enforcement operations.

Ultimately, the findings of this study will contribute to the enhancement of

records management strategies within the PNP, fostering a more structured, secure,

and efficient system that aligns with modern technological advancements and

regulatory requirements. The results will not only provide recommendations for

improving record-keeping within local police units but will also serve as a valuable

resource for policymakers and law enforcement administrators seeking to strengthen

institutional governance and operational efficiency.

Theoretical Framework

The theoretical framework of this study on the Records

Management Practices of the Philippine National Police (PNP) in Selected

Local Government Units (LGUs) is grounded in established theories related

to records management, organizational efficiency, and law enforcement

administration. This framework provides a foundation for understanding

the significance of proper records management in maintaining effective

law enforcement operations.

Records Continuum Theory (Upward, 1996). The Records Continuum

Theory emphasizes that records management is an ongoing and

integrated process rather than a linear progression from creation to

disposal. In the context of the PNP, this theory supports the idea that

police records should be continuously managed, from the point of data

collection (crime reports, personnel files, administrative records) to their

long-term storage and retrieval. This ensures that police records remain

accessible, reliable, and useful for operational, legal, and historical

purposes.

Bureaucratic Management Theory (Weber, 1947). Weber’s

Bureaucratic Management Theory highlights the importance of structured

processes, formal documentation, and hierarchical organization in

government institutions. The PNP, as a law enforcement agency, operates

under strict regulations and standard operating procedures, making

systematic records management essential for efficiency, accountability,

and decision-making. Proper documentation ensures transparency and

adherence to legal and administrative policies.

Information Lifecycle Model (Shepherd & Yeo, 2003). The

Information Lifecycle Model explains how information (or records) passes

through different stages: creation, use, storage, and disposal. In the case

of the PNP, police records go through these stages, requiring systematic

management to ensure accessibility, security, and compliance with

Republic Act No. 9470 (National Archives of the Philippines Act of 2007).

Poor management at any stage can lead to inefficiencies, security risks,

and legal issues.

Principle of Accountability in Law Enforcement (Roberg et al.,

2015). The Principle of Accountability in Law Enforcement states that

police organizations must maintain accurate and well-documented records

to ensure transparency, ethical conduct, and public trust. Efficient records

management helps in tracking crime trends, monitoring officer

performance, and providing evidence in legal proceedings. Weak records

management can lead to mismanagement, corruption, and reduced public

confidence in law enforcement agencies.

Conceptual Framework

The conceptual framework to be used in this research is the IPO or

the (Input, Process, Output) model. The input column includes the

current. management practices implemented by the PNP in selected LGUs,

challenges do police personnel face in maintaining, storing, and retrieving records

within the selected LGUs, and existing records management policies and

technologies impact the efficiency and security of police records. In process

frames deal the descriptive method using the survey questionnaire to

gather data and information. Conduct a checklist questionnaire and an

interview. The output frame handled with the Records management

practices of Philippine National Police in selected Local Government

Units in Pangasinan. A diagram that illustrates the conceptual

framework of the study is shown in figure

Theoretical PROCESS Output

Framework  The descriptive  Records
method using the management
The theoretical
survey questionnaire practices of
to gather data and Philippine National
framework of this
information Police in selected
study on the Records Local Government
 Conduct checklist
Units in Pangasinan
questionnaire and
Management an interview
Practices of the

Philippine National

Police (PNP) in

Selected Local

Government Units

(LGUs) is grounded in
 Figure 1. Research Paradigm

Statement of the Problem

This study aims to examine the records management practices of the

Philippine National Police (PNP) in selected Local Government Units (LGUs).

Specifically, it seeks to address the following questions:

1. What are the current records management practices implemented by the PNP

in selected LGUs?

2. What challenges do police personnel face in maintaining, storing, and

retrieving records within the selected LGUs?

3. How do existing records management policies and technologies impact the

efficiency and security of police records?

4. What possible improvements can be recommended to enhance the PNP’s

records management system in selected LGUs?

Scope and Delimitation

This study focuses on the records management practices of the Philippine National

Police (PNP) in selected Local Government Units (LGUs), examining the systems,

policies, and challenges associated with maintaining, storing, and retrieving police

records. It covers both manual and digital records management, the use of technology

such as the Electronic Blotter (e-Blotter) and Crime Information Reporting and Analysis

System (CIRAS), as well as compliance with Republic Act No. 9470 (National Archives

of the Philippines Act of 2007). However, the study is delilimited to selected PNP

stations specifically in the municipalities of Basista, Bayambang, Malasiqui, San

Carlos and Urbiztondo and does not include all police units nationwide. It focuses

solely on records management and does not assess law enforcement strategies, crime

investigation procedures, or legal disputes. The study is based on survey questionnaires,

interviews, and document analysis.

Significance of the Study

The study on Records Management Practices of the Philippine

National Police (PNP) in Selected Local Government Units (LGUs) is

significant in various aspects, as it contributes to the improvement of law

enforcement efficiency, accountability, and data security. The findings of

this research will benefit multiple stakeholders, including law enforcement

agencies, government institutions, policymakers, and the community.

Philippine National Police (PNP). This study will help the PNP identify

the strengths and weaknesses of their current records management

practices. By assessing challenges in maintaining, storing, and retrieving

police records, the research can provide recommendations for improving

documentation processes, ensuring compliance with existing policies, and

enhancing efficiency in law enforcement operations. It will also help in

reinforcing data security and ensuring the reliability of police records.

Local Government Units (LGUs). Since LGUs coordinate with the PNP

in crime prevention and law enforcement, understanding the records

management practices of police stations within their jurisdiction can help

in policy development and resource allocation. A well-managed police

records system can enhance crime reporting accuracy, improve

coordination between local authorities, and support public safety

initiatives.

Policymakers and Government Agencies. The findings of this study

can be useful for lawmakers and government institutions in formulating

policies that strengthen records management standards in the PNP. It can

serve as a basis for updating regulations, implementing digitalization

programs, and ensuring compliance with Republic Act No. 9470 (National

Archives of the Philippines Act of 2007) and other relevant laws.

Police Personnel and Administrative Staff. For police officers and

administrative personnel, this study will highlight the importance of proper

records management and provide insights into best practices for handling

police records. It may also encourage the implementation of training

programs to equip personnel with the necessary knowledge and skills to

efficiently manage police documents and electronic records.

Community. Proper records management in law enforcement agencies

enhances transparency, accountability, and justice. Accurate police

records ensure that crime data is properly documented, aiding in fair legal

proceedings and public trust in the PNP. Citizens benefit from a well-

organized police records system, as it leads to better law enforcement

services and crime prevention strategies.

Researchers. This research will contribute to the existing body of

knowledge on law enforcement administration, records management, and

public sector digitalization. It can serve as a reference for future studies on

improving police documentation, accountability, and information systems.

Definition of Terms

To ensure clarity and a better understanding of key concepts used

in this study, the following terms are defined operationally:

1. Accountability – The responsibility of law enforcement agencies to

maintain accurate and accessible records for transparency and legal

purposes. This study examines how records management impacts police

accountability in selected LGUs.

2. Administrative Records – Documents related to the internal

management and operations of the PNP, including personnel files, memos,

and reports. This study includes an assessment of how these records are

managed within selected LGUs.

3. Archiving – The practice of systematically storing old or inactive

records for future reference. This study evaluates how the PNP archives

police records in compliance with national regulations.

4. Blotter System – A traditional police documentation system used for

recording crime incidents, complaints, and law enforcement activities. The

study examines how police stations transition from manual blotters to

digital records.

5. Crime Information Reporting and Analysis System (CIRAS) – A

digital database used by the PNP to manage and analyze crime-related

data. This study assesses its role in improving records management and

law enforcement operations.

6. Data Security – Measures taken to protect records from unauthorized

access, loss, or corruption. In this study, it refers to the level of protection

applied to police records to ensure confidentiality and integrity.

7. Digital Records Management System – A technology-based

approach to storing and managing records electronically. This study

evaluates the effectiveness of digital systems in improving records

management within the PNP.

8. Electronic Blotter (e-Blotter) – A digital system implemented by the

PNP for recording and managing crime reports electronically. This study

explores the extent of e-Blotter usage and its effectiveness in record-

keeping.

9. Local Government Unit (LGU) – A political subdivision in the

Philippines that includes provinces, cities, municipalities, and barangays.

In this study, LGUs serve as the jurisdictional areas where PNP stations

manage police records.

10. Philippine National Police (PNP) – The primary law enforcement

agency in the Philippines responsible for maintaining peace and order,

preventing crimes, and ensuring public safety. This study examines the

records management practices implemented within selected PNP stations.

11. Records Management – The systematic control of records

throughout their lifecycle, including creation, maintenance, storage,

retrieval, and disposal. In this study, it refers to how the Philippine

National Police (PNP) in selected Local Government Units (LGUs) handle

their police records.