It refers to a function of administrative management, business operations and education
concerned with the creation, protection, preservation of records and records information required
for the continuance of government, business and industry operations at cost consistent with the
services involved.

It is a facility, sometimes specially designed and constructed for the lowcost and efficient storage
and furnishing or reference service on semicurrent/non -current records with suitable protection
pending their ultimate disposition.

It refers to the local point of the agency where records are received, released and maintained for
future use.

They are a qualified officer who shall coordinate across the department lines on their records
activities and shall have the responsibility and control of all the records holding of the agency in
her/his possession.

It is used to speed the sorting and filing of records.

It is a folder containing records.

It is the specific period of time established and approved by competent authority after which a
given set of files is deemed ready to permanent storage of destruction.

Coding System

Retention Period

Records Management

It is an act of determining the subject of subjects, which may be the names of individuals, names
of functions, or names of topics under which the records are to be filed and cross-referred according
to an established plan for files.

This record maintains the arrest and jail booking report which is required for all persons
arrested.

It is the third major division of police records.

These are records required in the management of the department's personnel and designed to
aid in assignments, promotion and disciplinary action.

The records access policy must be compatible with __________ governing relations with media and
rules established by the court.

The records control and audit system include:

This number is issued only once to an individual regardless of the number of times he is
arrested.

All __________ should be issued by the dispatcher or by the arrest and personal identification unit
of the records element through the dispatcher

It should be assigned by the dispatcher to traffic accidents as well as crimes and non-criminal
incidents and noted on all materials relevant to each case.

It is an oral or written evidence that have been gathered or collected for decision making.

As a __________, the police department has an obligation to provide citizens with certain
information in accordance with legal requirements and departmental policy.

The __________ areas should be physically secured from unauthorized personnel, and files and
other storage devices should be designed to prevent tampering pilferage if left unattended.

It is desirable that the __________ assign the number as he is the first police employee to learn of
most crimes, accidents, and other incidents requiring police service.

To meet the exacting requirements of the police service, the total __________ must be oriented
toward providing certain classes of information on a random basis, and still ensure the integrity and
security of the files.

The record processing areas should be physically secured from unauthorized personnel, and files
and other storage devices should be designed to prevent __________ pilferage if left unattended.

It is the primary control number for all police reports.

It is an objective statement of the investigator’s findings. It is an official record of the information
relevant to the investigation which the investigator submits to his superior.

It provides a permanent official record of the relevant information obtained in the course if the
investigation.

It provides other investigators with information necessary to further advance their own
investigation.

It is a statement of facts on which designated authorities may base a criminal, corrective or
disciplinary action.

Its arrangement of the materials presented should be in a manner which will make the report easy to read.

It should take the facts as he finds them, and if ever he has theories, it must be consistent with
these facts.

The irrelevant or unnecessary materials should be omitted

The report should be documented by apprehending important statements/ letters, findings of
other agencies, and laboratory reports.

The report should be a true representation of the facts to the best of the investigator’s ability.

The report must be completed in a timely manner.

One of the purposes of report writing is

This is very common and simple arrangement.

It is usually a letter or memorandum, or any of one of the many prescribed in day-today police
operations.

It suggests the full-dress treatment, including the cover, title page, letter of transmittal,
summary sheet, text, appendices, and perhaps an index and bibliography.

It contains information as to the status of an activity or operation

It involves the gathering and presentation of data in logical order, without attempt to draw
conclusions.

It presents data on a specialized subject.

It attempts to find out the causes of a problem or to find out whether or not a problem really
exists.

It analyzes the thought process that lies behind the solution of a particular problem.

Include those relating to the reporting of police incidents, investigations, arrests, identification
of persons, and miscellaneous reports necessary to the conduct of routing operations.

Relate to the reporting necessary to the management of the police organization and include
financial reports, personnel reports, purchase reports, equipment reports, property maintenance
reports, and general correspondence.

It furnishes intelligence information necessary to the solution of crimes, accidents, and police
administrative problems.

It refers to an immediate initial investigative or incident report addressed to the Higher
Headquarters pertaining to the commission of the crime, occurrence of natural or man-made
disaster or unusual incidents involving loss of lives and damage to properties.

It may be rendered after any successful police operation that yield to the arrest of any member
or some members of a syndicated crime group.