Overview

If your NBI Clearance application gets a “HIT” because your name matches a person with a criminal record, a pending case, a warrant, or a record in the NBI database, the NBI may require proof of the status and outcome of the case before releasing a “clean” clearance.

One common document is a Certificate of Case Disposition (sometimes called Certificate of Disposition, Certificate of Case Status/Outcome, or a certification issued by the court). Whether it will work depends on what “archived” means in your situation.

In Philippine practice, “archived” can refer to two different things:

Administrative archiving of a terminated/closed case record (the case is finished; the file is simply stored in the court’s archives for safekeeping), or
Judicial archiving of a pending case (the case is not finished; proceedings are merely suspended/inactive and can be revived).

These two have very different effects on NBI clearance.

Key Takeaways

A Certificate of Case Disposition is usually helpful when it shows the case is terminated (dismissed, acquitted, conviction served/settled where applicable) and ideally indicates finality (no appeal/reconsideration pending).
If a case is judicially archived but still pending, NBI may still treat it as an unresolved “HIT,” especially if there is an outstanding warrant or the case remains open.
If “archived” only means the records are stored in the court archives after closure, the certificate (plus supporting orders) is often enough to clear the “HIT,” provided it clearly states the final outcome.

What a Certificate of Case Disposition Is (and Why NBI Asks for It)

A Certificate of Case Disposition is typically issued by the Office of the Clerk of Court of the court that handled the case (e.g., MTC/MeTC/MCTC, RTC, Sandiganbayan, etc.). It generally states:

Case number and title
Parties/accused
Offense/charge
Dates (filing, arraignment, hearings, promulgation)
Outcome (dismissed, acquitted, convicted, archived, etc.)
Sometimes: whether the decision/order is final and executory

NBI often asks for it because it is a court-issued certification—stronger than informal explanations—and it can help NBI confirm that the “HIT” pertains to you (or not), and if it does, whether the case is still a basis to withhold or annotate the clearance.

Understanding “Archived” in Philippine Court Practice

A. “Archived” as Storage of a Closed Case (Administrative/Records Archiving)

Many people say “archived” when what they really mean is:

“The case is already finished, and the court file has been transferred to the archives/records section.”

If the case is dismissed, acquitted, or otherwise terminated, the physical records are commonly placed in archives after the case becomes final and is no longer actively processed. In this scenario:

The case is not pending.
The “archived” label refers to where the file is kept, not the legal status of the case.

Practical effect for NBI: A Certificate of Case Disposition (showing the final outcome) is often acceptable, especially if accompanied by a certified true copy of the dismissal/acquittal order and, when possible, a Certificate of Finality.

B. “Archived” as an Inactive but Still Pending Case (Judicial Archiving)

Courts can also “archive” a case in the sense of suspending active proceedings—the case is removed from the active docket but remains alive and can be revived/reinstated.

Common situations where criminal cases get judicially archived include (illustrative, not exhaustive):

Accused is at large / not arrested and proceedings cannot move forward
Warrant remains unserved
Complainant fails to prosecute for a prolonged time (though outcomes vary; some courts dismiss, others archive depending on circumstances)
The case cannot proceed due to a pending issue that effectively stalls the action

Critical point: Judicial archiving is generally not a judgment on the merits. It is not the same as dismissal or acquittal.

Practical effect for NBI: If the case is still legally pending, NBI may still treat the record as unresolved, and a certificate that merely says “ARCHIVED” may not be enough to get a “clean” clearance—especially if there’s an existing warrant or the case hasn’t been formally terminated.

So, Can You Use a Certificate of Case Disposition When the Case Is Archived?

1) Yes—if the certificate shows a final termination (even if the records are “archived”)

If “archived” refers to records storage, and the certificate clearly states something like:

Dismissed (and ideally the basis and date)
Acquitted
Case closed/terminated
Decision/order final and executory (or accompanied by a Certificate of Finality)

…then the certificate is generally useful for NBI verification.

Best supporting documents to bring:

Certificate of Case Disposition (original / court-issued)
Certified true copy of the dispositive order (e.g., Order of Dismissal, Judgment of Acquittal)
Certificate of Finality / Entry of Judgment (if available)
Valid IDs matching the name on the case record

2) Maybe/Depends—if the certificate says “Archived” without clarifying whether the case is still pending

If the certificate states only:

“Status: ARCHIVED”
“Case is archived pursuant to an order dated ___”

…without clearly saying dismissed or terminated, NBI may interpret it as an unresolved case status.

In that situation, NBI may require additional proof such as:

The archiving order (certified true copy), to see why it was archived
A certification on whether there is an outstanding warrant of arrest
A certification on whether the case is still pending and can be revived

3) Usually No—if the case is judicially archived and still pending, especially with an outstanding warrant

If there is a warrant of arrest that remains active, an NBI clearance issue is not just documentary—it’s substantive. NBI clearance processing may be delayed, annotated, or denied depending on NBI’s internal rules and the verification results.

If you suspect a warrant exists, the more urgent task is to address the case itself (e.g., through counsel, checking the court, possible remedies like recall/quashal where legally proper, posting bail, or other steps appropriate to the case).

What NBI Typically Cares About in “Archived” Cases

When NBI evaluates your “HIT,” they usually want clarity on these points:

Is the case terminated or still pending?
Is there a standing warrant of arrest?
Is the person in the record really you (identity match), or a namesake?
Is the outcome final (no pending MR/appeal)?

A Certificate of Case Disposition helps most when it answers (1) and (4) cleanly.

Practical Step-by-Step: What to Do After You Get a “HIT”

Step 1: Identify the exact case details

From NBI (or from your own records), identify:

Court, branch, case number
Offense/charge
Parties/accused name spelling (including aliases)

If you don’t have details, you can request guidance from the NBI releasing/verification process on what case record triggered the hit (to the extent they can disclose).

Step 2: Go to the court that handled the case

Request from the Clerk of Court:

Certificate of Case Disposition
Certified true copy of the final order/judgment
Certificate of Finality / Entry of Judgment (if applicable/available)
If case is “archived”: certification whether the case is pending and whether any warrant is outstanding

Step 3: Submit to NBI for verification

Follow the NBI’s process for “HIT” verification and document submission. Keep photocopies and bring originals.

Step 4: If the case is still pending, treat it as a legal case problem—not just an NBI paperwork problem

If judicially archived and still pending, consult a lawyer to evaluate:

Status of warrant / service of summons
Appropriate remedies and compliance steps
Possibility of dismissal based on facts/procedure (case-specific)

Common Scenarios and How NBI Usually Treats Them

Scenario A: “My case was dismissed years ago; the court says the records are archived.”

Best documents: Certificate of Case Disposition + Certified true copy of Order of Dismissal + (if possible) Certificate of Finality NBI outcome: Often cleared after verification, assuming identity match and document sufficiency.

Scenario B: “The certificate says ARCHIVED because the accused was never arrested.”

Best documents: Archiving order + certification on warrant status NBI outcome: Often remains a hit; if the accused is you and warrant exists, the clearance may not be released as “clean.”

Scenario C: “I’m a namesake; I never had a case, but NBI shows a hit.”

Best documents: Court certification that the case record is for a different person (if obtainable) + IDs + possibly NBI’s own further verification NBI outcome: Can be cleared, but sometimes takes multiple verification steps.

Scenario D: “Case was provisionally dismissed / pending MR / appeal.”

Best documents: Orders showing status; proof of finality if it becomes final NBI outcome: Usually treated as unresolved until finality is clear.

What to Ask the Court to Write (So the Document Is Useful)

When requesting a certificate, politely ask if the certification can clearly state:

The disposition (dismissed/acquitted/convicted/archived)
If dismissed/acquitted: date of the order/judgment
Whether it is final and executory (or that no MR/appeal is pending, if the court issues that type of statement)
If “archived”: whether the case is still pending and whether there is an outstanding warrant

Courts vary in phrasing and what they are willing to certify, but clarity matters.

Caveats and Practical Notes

NBI has internal verification policies. Even with strong documents, release can depend on how NBI matches identity and how the record appears in their system.
Name matching is imperfect. Common surnames often trigger hits unrelated to the applicant.
Document quality matters. NBI usually prefers certified true copies and official court certifications, not informal printouts.
Finality matters. A dismissal/acquittal is strongest for NBI purposes when it is already final (case-specific).

Conclusion

A Certificate of Case Disposition can be used for NBI Clearance even when a case is described as “archived”—but only reliably when “archived” means the records are stored after the case is already closed, or when the documents clearly show the case is terminated and final.

If “archived” means the case is inactive but still pending, a certificate that simply says “ARCHIVED” may not clear your NBI “HIT,” and you may need additional court certifications (especially about warrants) or to address the underlying case itself.

This article is for general information in the Philippine setting and is not legal advice. For advice tailored to your facts—especially if a warrant or an open criminal case may exist—consult a lawyer and verify directly with the court branch involved.