Documente Academic
Documente Profesional
Documente Cultură
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Division of Work - work specialization can increase efficiency with the same
amount of effort.
Authority and Responsibility authority includes the right to command and
the power to require obedience; one cannot have authority without responsibility.
Discipline Discipline is necessary for an organization to function effectively,
however, the state of the disciplinary process depends upon the quality of its
leaders.
Unity of Command - employee should receive orders from one superior only.
Unity of Direction there should be one manager and one plan for a group of
activities that have the same objective.
Subordination of individual interest to general interest the interest of
one employee or group of employees should not take precedence over those of
the organization as a whole.
Remuneration of Personnel compensation should be fair to both the
employee and the employer.
Centralization the proper amount of centralization depends on the situation.
The objective is to pursue the optimum utilization of the capabilities of personnel
Scalar Chain the hierarchy of authority is the order of ranks from the highest
to the lowest levels of the organization. Besides this vertical communication
should also be encourage as long as the managers is in the chain are kept
informed.
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Order materials and human resources should be in the right place at the right
time; individuals should be in jobs or position that suits them.
Equity employees should be treated with kindness and justice
Stability of personnel tenure - an employee needs time to adjust to a new job
and reach a point of satisfactory performance; high turnover should be avoided.
Initiative the ability to conceive and execute a plan (through initiative and
freedom) should be encouraged and developed throughout all levels of the
organization.
Espirit de Corps union Unity is strength; Harmony and teamwork are
essential to effective organizations.
1.
1. The System Theory - It simply means that all parts of a system are interrelated
and interdependent to form the whole. A system is composed of elements or
subsystems that are related and dependent upon one another. When these
subsystems are in interaction with one another, they form a unitary whole.
2. The Contingency Theory This approach recognizes that many internal and
external environmental variables affect organizational behavior. In this case, there
is no best way for structuring and managing diverse types of organizations. So
the underlying theme of this theory is that it all depends on a particular
situation. The task of managers then is to determine in which situations and at
what times certain methods or techniques are the most effective. In this way, the
approach is more pragmatic although it encompasses relevant concepts of both
classical and behavioral theories.
3. Theory Z and Quality Management - Important emerging perspectives include
Theory Z and Quality Management, focused on the Japanese management
practices. The emergence of Total Quality Management (TQM) practices a
customer oriented approach and emphasizes on both human resources and
quantitative methods in an attempt to strive towards continuous improvement.
Motivation and the Police Force
Police organizations are replete with stories of organizational restructuring and reengineering. As a common trend in these stories are retrenchments or rightsizing (in
police parlance are called attrition) as sometimes called. The direct outcome is that
employees are expected to do more with less and the creation of an atmosphere of
uncertainty, insecurity, and fear of future retrenchment. For this, it is difficult to sustain
high levels of employee commitment and loyalty. Thus, the challenge is to rebuild high
loyalty and commitment for high level of performance.
The individuals willingness to perform is directly related to the needs,
expectations and values held by the individual, and their link to the incentives or
aspirations presented by the organizational reward system.
If the outcome is positively reinforced through goal attainment then the individual
experiences a reduction in pressure or tension and the expended effort to achieve the
outcome is positively reinforced through goal attainment. On the other hand, if outcome
is frustrated, the individual experiences goal frustration and has the option to exit,
renew, or adopt a negative response.
The complexity of the work motivational processes emphasizes the importance of
individual needs, expectations, and values as key elements in the process. If the
negative consequences of goal frustration are to be avoided, the manager has the
challenge to create an organization in which the impediments to performance are kept to
a minimum.
What are the Motivation theories?
1. Maslows Hierarchy of Needs theory
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CHAPTER II
POLICE PERSONNEL ADMINISTRATION
Police Personnel Management (Human Resources Management) may be
defined as that area of management concerned with human relations in the police
organization. As an overview, Police Personnel Management uses planning, organizing,
directing and controlling of day-to-day activities involved in procuring, developing and
motivating them and in coordinating their activities to achieve the aims of the police.
Efficient management of human resources in any organization can spell the
difference between its success and failure to attain its objectives or goals.
The need for a more efficient management of human resources is very
demanding today. The success of every organization is for the organization to overcome
the demands in human response brought about by several factors.
Purpose of Police Personnel Administration
The prime objective of an effective police personnel administration is the
establishment and maintenance for the public service of a competent and well-trained
police force, under such conditions of work that this force may be completely loyal to the
interests of the government of all times.
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1. Originated Policy - This type of policy comes from top management level and is
intended to set up guidelines in the operation of the police organization.
2. Appealed Policy - This type of policy is born when problems arise at the lower
levels of the organization and the man in charge does not know how to meet the
problem. He then appeals to his superiors for guidelines and for guidance.
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The Basic Recruit Training the most basic of all police training. It is a prerequisite
for permanency of appointment.
The Basic Recruit Training shall be in accordance with the programs of
instructions prescribed by the PPSC and the NAPOLCOM subject to modifications to suit
local conditions. This course is conducted within not less than six (6) months. A training
week shall normally consist of 40 hours of scheduled instructions.
Full time attendance in the Basic Recruit Training Attendance to this type
of training is full time basis. However, in cases of emergency, recruits maybe required to
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POLICE APPRAISAL
Appraisal refers to the process of measuring the performance of people in
achieving goals and objectives. It is also known as performance evaluation system.
Purposes of Police Appraisal
1. It serves as guide for promotion, salary increase, retirement, and disciplinary
actions.
2. It increases productivity and efficiency of police works.
3. It assimilate supervision
4. It informs the officer of the quality of his work for improvements
Uses of Police Appraisal
1.
2.
3.
4.
5.
6.
7.
8.
Police appraisal can be useful for personal decision-making in the following areas:
Eligibility to be hired
Salary adjustments
Determining potential for promotion
Evaluation of probationary officers
Identification of training needs
Isolating supervisory weaknesses
Validating selection techniques
Reduction in ranks (demotion)
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1.
2.
3.
4.
5.
e.
Cleared by the Peoples Law Enforcement Board (PLEB) and the Office of the
Ombudsman for any complaints against him/her
2.
3.
4.
5.
6.
7.
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CHAPTER III
POLICE RECORDS MANAGEMENT
The Need for Police Records
A police department is only as good as its records keeping abilities. The
effectiveness of the police department is directly related to the quality of its records.
They are the primary means of communications among the members of the police
department and have as their purpose the integration of the various department units
into an integrated organization for accomplishing the police task. Records are essential
in the efficient performance of routine duties, in the wise direction of the police effort, in
supervision and control of personnel, and in the determination of departmental policies.
Brief History of Filing and Records Storage
Records and management of them have existed in one form or another since
written history began. Many original tablets, parchment, and manuscripts of great
historical value have come down through the ages and how are carefully guarded in
museums all over the worlds. Without some methods of preservations, most of these
valuable documents would have remained unknown. Possession of many of them,
however, is the result of chance, as record-bearing stones and tablets have been found
buried in the loose earth and many places, with no attempt of preservation.
One of the most common methods used by the ancients for the filing of their
papers was that of keeping them in a stone or earth ware pot. Many bits of historical
evidence have been preserved on wax, stones parchment or in the urn. A modern day
application of this custom is the widespread practice of sealing letters, pictures,
newspapers, and other memorabilia of the current day on the cornerstone of a new
building.
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below:
Many items used in offices today have a long history. These items are discussed
1. Spindle File The Spindle, on with papers nay be impaled, appeared 15 th
century.
2. Pigeonhole File Persons who disliked spindle folded or rolled their papers,
wrote names or subjects of the outside and place the roll in holes in rolltop
desks or in a series of separate boxlike openings in a cabinet.
3. Bellow File The bellow files are used as sorters. It appeared at about 1860.
Each lettered compartment, the alphabetic bellows files is sometimes used as
sorters.
4. Box-File in 1875, the box file shaped-like a book and opening from the side
was invented. Each box contained a set of sheets having extended labels
bearing the letters of the alphabet. The box file is still popular for a limited
account of correspondence and especially for home use.
5. Shannon File Named after its inventor. The Shannon file originated in 1880
in response to a need of greater security of papers. The Shannon file
consisted of a double side-opening arch, mounted on a board with a drawer
front on the end. Papers to be filed were perforated along the upper edge and
then placed on the arches according to the system or arrangement being
used. The Shannon file was suitable only for small amounts of
correspondence. The present day Shannon arch-board filed operate on the
same principle, but they are designed for temporary storage.
6. Vertical File Vertical filing of papers was in all probability first suggested by
Dr. Nathaniel S. Reosenay, secretary of the Charity Organization Society of
Buffalo, New York. His long experience with card filing made him believed the
same principle might be applied to filing papers (placing them on edge behind
guides). He advanced the idea in 1892. The following year, several firms
demonstrated vertical files at the Worlds Fair in Chicago. Large crowds
gathered before the exhibits; but the general opinion was, It will never work;
you cannot stand papers on edge; and if you leave them loose. They will
lose. Today, vertical filing is generally recognized as the best method of the
majority of business records. The first files were built of wood in horizontal
sections, but about 1900, the first steel files appeared in vertical sections.
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Incidents to be Recorded
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Case Records
Arrest and Booking Records
Identification Records
Administrative Records
Miscellaneous Records
The Case Records
A case of records is composed of two categories:
To be fully
Such a system will permit a police records, report and analysis to be used as
significant tools of management, supervision, control, policy making, and operations. A
police department, large or small, shall maintain a centralized record file under a unified
control. The case file is the master record and is supplemented by the arrest and the
identification records. Each of these records is numbered serially; thus there are case
numbers, arrest numbers, and identification numbers.
Filing the Case Record
The case record is the heart of any police record system. It is the basis for an
analysis of offences and the methods by which they are committed. The following are
the different types of reports included under the case records, which shall be
accomplished by all concerned;
1. Complaint/assignment sheet
This is the foundation record of the police department. The desk officer, or
clerk, or telephone operator receiving a call for police assistance accomplishes it. All
incidents mentioned above and reported to the police shall have a
complaint/assignment sheet. Each complaint/assignment sheet shall be assigned a
different number.
There are therefore, two numbering system: complaint/assignment sheets
becomes the primary document for the analysis of crime occurrences while the
investigative report becomes the prime document for the continuation of the
investigative process two copies of the complaint/assignment sheet shall be made for
each complaint requiring a sheet report.
A separate complaint/assignment sheet is required for each crime or incident
reported to the police. It makes no difference whether the complaint is reported by
telephone, by letter, in person at the police desk, to an officer on duty otherwise.
The complaint/assignment sheet is registered by stamping a serial on each. When
registered the complaint/assignment sheet becomes a part of the records system.
There shall be a consecutive series of complaint numbers assigned by the desk
officer. The complaint number must not be confused with the case number.
All incidents, which require for a police investigation, shall receive a complain
number. The case number identifies each case and all other papers and reports
relating to it and as a basis for filing. The desk officer receiving the call need not be
obtain detailed information from the complainant but secure the basic information
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clerk
for
the
preparation
of
the
Second Send to the complaint clerk for name search against the alphabetical
index file in order to determine if the prisoner is wanted on some other cases.
Third Two sets of the fingerprints of the prisoner shall be taken. One set shall be
forwarded to the NBI headquarters, Manila, and the other shall be searched by
fingerprint classification in the fingerprint file, only one set shall be taken and
forwarded to the NBI headquarters in Manila.
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Register of the aliens within the city or municipality obtain from the
Immigration Commission and/or other sources;
List of firearm holders from the Philippine National Police;
List incumbent city or municipal and barangay officials and their address;
Lists of the labor unions, cooperative associations, civic, professionals, social
and religious organizations, in industrial plants, movie houses, etc.
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List and description and all army camps and mobilization centers.
Facts about the locality indicating district, barangays, sitios, roads, bridge,
centers of population, voters and the like;
Copies of ordinances and penal laws.
Roster of AFP reservists, (obtainable from military sources) showing current
addresses.
List of private security agencies.
List of parolees, pardoned and released criminals and their addresses.
Property and equipment records complete inventory shall be keep by the
police station and property as well as the cause of maintenance and
operations, and
Such other reports that may be required by proper authorities and those that
are necessary and the police force. This shall include the list of police numbers
assigned to individual police personnel for identification purposes, which shall
be varied and standard identification card for all members of the police force.
Indexing
Police stations shall prepare and maintain index card appearing in the case report
and index card for serial number and description of recovered lost or stolen property that
has been brought to their attention. The following are different types of index file.
Master Name Index File
Every police station shall maintain a master name index for the operation. It shall
be in 3/5 inches index card stock. Index cards shall be arranged in general alphabetical
order by the last name. Index cards shall be made of all names appearing in the case
report, including aliases, name of complainants, victims, suspect and wanted persons,
index card shall be prepared when outside fingerprint cards are received and placed in a
local fingerprint collection whether the subject is wanted or not. The department shall
also index all names of persons wanted by other police agencies as listed in circulars or
by other notice, persons placed on probation or parole. On the index card, the following
shall be reflected.
1. Complaint, case and/or ID number as the case may be.
2. Name, aliases, addresses, sex, race, height, weight, color of the eyes and hair,
date and place of birth.
3. Fingerprints classification (if available).
4. Brief statement of each incident base on the source document with the following
date
Date fingerprint taken, court case warrant of arrest issued or date alleged
information.
Contributor of fingerprint or information and local number.
Nature of offense and or purpose, and;
Result of disposition, it known
5. If the subject has used to or more names, he will be known by the name first used
and so far as the particular police station is concerned. however, both shall be
reflected on the index card underlying the first or the original name used.
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Guide card 66
Revolver 952066
Motor number 123066
Watch 51-266
Electric drill 752566
Radio AMD 3866
2. Radio stations with more than 200 members shall number the guide cards from
000 through 999. Numbered property shall be indexed according to the last three digits
of the number without regard to the type of article. The indexed card is fixed behind the
guide cards corresponding to the last three digits of the number.
Unnumbered property index
Property not identifiable by manufacturers serial number is indexed in the
unnumbered property index, by description of the article, such as clothing, furniture,
footwear, and etc., should be indicative of the general character of the article indexed.
Index card shall be removed from the files when the property is recovered and file should
be overhauled periodically and certain cards removed. For example, cards over six
months old describing perishable goods; those over two years old describing nonperishable foodstuff, tobacco, and liquor; and those over five years old describing
wearing apparel, linens and bed cloths, etc., serve no useful purpose after such a period
of time, cards describing articles of greater value, of articles not likely to be worn,
consumed, are destroyed should be kept indefinitely. The complete description should be
described on the index card to eliminate the need for a search to check the investigative
report to obtain the complete description.
Charging Out Files
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The four reports above described shall be submitted to the National Police
Commission in three copies not later than the 15th of each month. The National Police
Commission in return shall each furnish the NBI and the Chief/Director General of the
PNP. Accuracy and promptness in the submission of these reports shall be the
responsibility of the Station Commander.
The annual crime statistical report shall follow the prescribed form of monthly
reports.
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