Case Information Database

Management System (CIDMS)

 Lesson Goals

This topic is designed for the

participants to learn about
CIDMS
 Objectives
After this lesson, the participants will be able to:
1. Define what is CIDMS
2. Explain how CIDMS developed
3. Explain the objectives of CIDMS
4. Enumerate what information we can store in CIDMS
5. Explain why CIDMS/NGIS?
6. Explain the NGIS Concept
7. Explain the differences between CIRAS and CIDMS
8. Explain CIDMS Policies
9. Answer the Frequently Asked Questions about CIDMS
 What is CIDMS?
• CIDMS is the CASE MANAGEMENT INFORMATION SYSTEM of
the PNP specifically designed for Investigators in managing
case files/folders
• The CIDMS acronym stands for Case Information Database
Management System
• A program initially used by CIDG that was enhanced by DIDM
thru the technical assistance of ITMS
• First It was a LAN/stand-alone, now it is a Web-Based
information system using SQL as back-end and visual
basic.net/PHP as front-end
• Web-based CIDMS domain name is www.pnpcidms.com
 How was CIDMS developed?
• By gathering inputs from the end-users - Investigators from Police
Stations (NCRPO & Regions)
• Inputs from Investigators/Case Monitoring Personnel from DIDM, CIDG,
WCPC, AKG, ACG, AVSEGROUP, MG.
• Inputs from evidence concerned personnel, subject-matter experts and
forensic examiners from HPG-Motor Vehicle Clearance Division, CSG-
Firearms and Explosives Office and Crime Laboratory.
• Inputs from Legal Officer of DIDM (detailed, from Legal Service)

• Inputs from Information Technology Officers of DICTM and ITMS

• And also from learning about information systems of other government

agencies (like Supreme Court’s E-courts) and other countries (like the
TIMS of Albania - was presented to the PNP).
 Objectives of CIDMS
CIDMS is a tool for Investigators to;
• Easily access and manage case files/folders
• Have a systematic recording by digitizing case files/folders
• Backup case folders in case we lose the case folder
because of flooding, earthquake, fire and so on.
• Avoid voluminous records
• Cross-reference various cases
 What case Information
can we store in CIDMS?
• Facts about the incident
• Facts about how the incident was reported
• Law enforcement officers involved
• Civilian persons Involved
• Pieces of Evidence
• Information on the filing and status of the case in
– Prosecutor’s Office
– Court(s) of Law
• Electronic copy of the case files or the entire case folder
 Why CIDMS/NGIS?
• Technological advancement
• Criminals becomes smarter and more organized
• Crimes becomes more complex and sophisticated
• Increase of crimes in which Information Technology is used
(drug/human trafficking, identity theft, terrorism,
cybercrimes, telecommunication fraud etc.)
• Need for Law Enforcement to adapt to the challenge of
modern day policing (fight back)
• If Information technology is a means to commit a crime, it
can also be a means to fight crime.
 World Wide Web
and Cybercrimes
• The World-Wide Web is easy to access but hard to secure.
• Conventional web browsers can only access the Surface
Web (shallow 20%).
• The Deep Web (80%) is anything that a search engine can’t
find.
• The Dark Web is classified as a small portion of the Deep
Web intentionally hidden, inaccessible through standard
web browsers. It is being used to propagate illegal
activities like selling illegal drugs online, money laundering
in the advent of virtual currency (bit coins).
World Wide Web
and Cybercrimes
 Difference between
CIRAS and CIDMS
CIRAS CIDMS
• Crimes subjected to investigation
• All Incidents (Crime & Non-Crime)
• Entire Case Folder (Incident,
• Initial Report (5Ws/1H)
Investigation, Prosecution
• Desk Officer / Crime Registrar / Resolution, Court Decision)
Crime Analyst / Investigator
• Investigator on Case / Case
• Starting History (Update Status) Monitoring Personnel / C, Invest
• Developed to digitize blotter • Case History
book, aid in UCPER. To Analyze
• Developed for PNP’s need of a
Crime situation using Crime
unified Case Management System,
Analysis in a given area to
for cross-referencing cases, case
enhance police mobilization /
folder backup / repository, case
deployment and aid in crime
folder monitoring reports
prevention
(status/stats)
 Web CIDMS POLICIES
• Account activation will depend on Unit endorsement letter
signed by Head of Unit. No endorsement = No account
activation.
• Types of user account
– Trainer
• Can be used for practice and teaching purposes, encoded information while using
this type of account will not be treated/counted as actual data.
– Encoder
• Limited to add case and inquiries of own encoded case
– Investigator
• Add, update cases and inquiries
– Supervisor
• Inquiries (viewing of all cases nationwide)
 Web CIDMS POLICIES
• For Investigator/IOC that will be reassigned, outgoing IOC
must properly turn-over hard-copy of case folder records to
incoming IOC with supervision of supervisors (Chief
Investigator).

• How do we turn-over case folder records in CIDMS?

• Turn-over of case folder records on Web CIDMS will be

dependent on endorsement letter signed by Head of Unit.
 Web CIDMS POLICIES
What data are we storing in CIDMS?

• Content of the entire Case folders (all cases

subjected to an investigation either cleared,
solved or unsolved. Either it has been filed in
the prosecutor’s office or not. And either filed
in a court of law or not).
 Frequently Asked Questions
What is the recommended minimum hardware and
software requirements of CIDMS?
• Intel Core i3 processor or equivalent or higher
• 2 gigabytes RAM memory or higher
• 160 gigabytes hard disk space
• High speed Automatic Document Feeder/ADF scanner (for
scanning case folders in pdf format)
• Windows 7 Operating System or higher
• MS Office
• Adobe Acrobat Reader
 Frequently Asked Questions
How can we upload scanned documents if we don’t have a
scanner?

You can use mobile apps like CamScan (available for iphone
and android) to take a photos of documents, save it in PDF
format and transfer it to your pc for uploading in CIDMS.
 Frequently Asked Questions
What is the order of priority with respect to cases that will be encoded into
the CIDMS?
• Task Force USIG (TF USIG) cases (Killings of Activist and Media
Practitioners, Death of Foreign Nationals, Labor-Related Killings and
Enforced Disappearances)
• Task Force Judges, Prosecutors and IBP Lawyers (TF JPL) cases
• Task Force Elected Government Officials (TF EGO) cases
• Drug related cases
• Election-Related Incidents (ERIs)
• Environmental Cases (illegal logging, illegal mining, illegal fishing)
• Torture cases
• Committee on Legal Action (COLA) cases
• Other Heinous and Sensational cases
• All other cases subjected to an investigation
 Frequently Asked Questions
How many cases need to be encoded into the CIDMS per day?
• A minimum of two (2) cases (case folders) per day

What type of file must only be attached into the e-Docs portion
of CIDMS?
• All types of document files (Legal, Forensic, Photos of crime
scene/evidences) can be attached to the CIDMS.
• Files need to be converted to PDF format before attaching to
reduce the size of the files, save space and speed-up the
attaching process.
 Frequently Asked Questions
Who is the end-user/main user of the CIDMS?
• The IOC

Who are the personnel needed to be trained in the use of

CIDMS?
• IOC as end-user/main user
• Chief, Investigation as supervisor
• Crime Registrar for continuity
• IT Officer/PNCO for technical assistance in the cascading
 Frequently Asked Questions
What Offices are primarily responsible (OPR) in the
implementation and cascading of CIDMS?
• NHQ – DIDM
• PRO – RIDMD
• DISTRICT/CPO/PPO – DIDMD/CIDMD/PIDMB
• CPS/MPS/STN – IDMS
• NOSUs  
What is the task of the IT Officers/PNCOs in the implementation
and cascading of CIDMS?
• Their task is only limited to providing technical assistance when
requested by the RIDMD/DIDMD/CIDMD/PIDMB/IDMS or NOSUs.
Hence, no IT Officer/PNCO shall cascade the CIDMS without the
request for technical assistance and presence of the OPR.
 Frequently Asked Questions
Where can we lodge any inquiries on the investigation and technical aspect
of CIDMS?
Investigation Aspect:

• NHQ – DIDM
• PRO – RIDMD
• DISTRICT/CPO/PPO – DIDMD/CIDMD/PIDMB
• CPS/MPS/STN – IDMS
• NOSUs

Technical Aspect:
• PRO/District/NOSU – IT Officer/PNCO
For All Mankind