This article explains the landscape of Philippine “police records,” who keeps them, what they contain, and how individuals and organizations can lawfully obtain or verify them. It is for general information in a Philippine legal context.

I. What counts as a “police record”?

In the Philippines, people often say “police record” to mean any official proof about a person’s criminal history or lack of it. In practice, several different records and clearances can be involved:

Police Clearance (PNP) – Issued by the Philippine National Police (PNP), usually through the local police station using the National Police Clearance System (NPCS). It checks your name/biometrics against PNP records (including local police “blotters” and certain wanted-person databases).
NBI Clearance – Issued by the National Bureau of Investigation (NBI). It is a nationwide check across NBI’s central database and is widely required by employers, schools, government agencies, and for immigration/overseas work.
Police Blotter Entries – Raw incident logs kept at police stations. These are not “convictions”; they record complaints, incidents, or arrests. Certified extracts may be issued upon proper request.
Prosecutor’s Case Status – Certifications from the City/Provincial Prosecutor’s Office about the status of cases (e.g., whether a criminal complaint is pending, dismissed, or filed in court).
Court Records – Dockets and decisions from trial courts (and appellate courts) showing if someone has a pending case, a conviction, an acquittal, or a dismissal.
Barangay Certifications – Not a criminal record, but some offices still ask for Barangay Clearance as a character reference or local residency document.

Key idea: No single office “owns” all criminal records. Police, NBI, prosecutors, and courts hold different pieces of the picture.

II. Legal framework and privacy guardrails

Data Privacy: Information about a person’s criminal offenses is sensitive personal information under Philippine data privacy rules. Processing it generally requires the person’s consent or another lawful basis (e.g., legal obligation, law enforcement purpose, court order).
Access limits: Agencies usually release records to the data subject or to third parties who present authority/consent and a legitimate purpose. Minors’ records are specially protected (see below).
Juveniles: Records of a child in conflict with the law are confidential and not open to public inspection. Dissemination and publication are restricted.
Defamation caution: A blotter entry or pending complaint is not proof of guilt. Misuse or public disclosure can trigger civil or criminal liability.

III. The main ways to check—step by step

A. National Police Clearance (PNP)

What it shows: Whether you have any derogatory record (e.g., hits on police databases/local blotters/warrants known to PNP systems) as of the date of issuance.

Who requests it: Individuals; sometimes required by employers, LGUs, licensing bodies.

How to obtain:

Register online with the National Police Clearance portal (NPCS).
Set an appointment at your chosen police station (NPCS-enabled).
Prepare valid government IDs (originals; bring photocopies if advised).
Pay the fee (rates vary by LGU/policy; subject to change).
Biometrics and photo capture at the station.
Release: Printed clearance or downloadable e-copy, often with a QR code for verification.

Validity: Commonly treated as valid for six (6) months by many institutions (no statute fixes a uniform validity; requesting institutions set their own rules).

If there’s a “hit”: You may be asked to submit documents (e.g., court order of dismissal, certification of no pending case, or identity clarification) before the clearance is released.

B. NBI Clearance

What it shows: Results of a nationwide name/biometric check across NBI’s central database. It is the most commonly accepted clearance for employment, licensing, visas, and overseas purposes.

How to obtain:

Create an account on the NBI Clearance online platform.
Apply and schedule at an NBI center/satellite office.
Bring valid IDs (follow NBI’s accepted ID list).
Payment (amount and channels may vary; subject to change).
Biometrics and photo capture at your appointment.

“HIT” scenarios: If your name or biometrics matches a record (e.g., same name as a person with a case), NBI places a “HIT” and may set a Quality Control (QC) interview or ask you to return after a few days. You’ll need to:

Prove that you are not the person in the adverse record, or
Present proof that the case was dismissed/acquittal/served sentence/pardon, so the NBI can update annotations.

Purpose field: The clearance is printed with your stated purpose (e.g., local employment, travel abroad). Some agencies require a specific purpose indicated.

Validity: Typically honored for one (1) year by many institutions, but the requesting entity can impose a more recent date.

C. Police Blotter (Station Records)

What it is: A log of incidents/complaints maintained at each police station. It’s not a judicial finding.

How to request:

If you are the subject/complainant/victim, you can usually request a certified true copy or certification.
Third-party requests may be honored with written consent from the data subject or a lawful order/clear legal basis.
Be ready to provide the date, names, and nature of the incident to help locate the entry.

Use cases: Supporting documents for insurance claims, internal investigations, or to clear up mistaken identities.

D. Prosecutor’s Office: Case Status Certification

What it shows: The status of inquest or preliminary investigation matters (e.g., “pending,” “dismissed,” “filed in court”), referenced by an I.S. number (Investigation Slip) or case title.

How to request:

Visit or contact the City/Provincial Prosecutor’s Office where the complaint was filed.
Provide identifying details (name of respondent/complainant, I.S. number if known, offense, approximate filing date).
Submit ID and, if you are not the party, a letter of authority/SPA and justification.

E. Court Records (Trial/Appellate)

What they show: Whether a criminal case exists (pending or terminated), including the disposition (conviction, acquittal, dismissal).

How to request:

Identify the court (e.g., Regional Trial Court; Municipal Trial Court) and the case number/title if possible.
Go to the Office of the Clerk of Court (or the specific branch) to request a Certification of Case Status or certified copies of orders/decisions.
Provide valid ID and, if applicable, authority/consent documents.

Notes:

Some courts have electronic docketing systems; however, physical files and in-person requests remain common.
Courts do not issue “clearances”; they issue certifications about specific cases.

IV. Choosing the right document for your purpose

Purpose/Use Case	Most accepted/typical document(s)
Local employment, private-sector HR screening	NBI Clearance (often required), sometimes Police Clearance as supplementary
Government job applications, civil service	NBI Clearance (plus agency-specific requirements)
Licensing (e.g., security guard, PTCFOR, some LGU permits)	NBI Clearance, Police Clearance, and other agency-specific certifications
Visa/immigration, overseas work	NBI Clearance; sometimes a foreign police certificate from countries of residence
Adoption, name correction, sensitive legal proceedings	NBI Clearance plus court/prosecutor certifications as required
Proving an incident occurred	Certified Police Blotter

When an office says “police record,” clarify which document they want. Many ultimately require NBI Clearance.

V. Common edge cases

Name-sake problems (“Juan Dela Cruz” issue): Expect HITs if you have a common name. Bring extra IDs and any court/prosecutor certifications to speed clearance.
Old, dismissed cases: If a case was dismissed or you were acquitted, compile proof (e.g., Order or Certificate of Finality) and present it at NBI QC or to the PNP records unit so they can annotate.
Expungement: Philippine law does not have a general expungement statute. Records typically remain but can be annotated to reflect dismissals/acquittals/pardons.
Pardon/Probation: An absolute pardon may restore civil/political rights; however, databases may still carry a historical entry with a notation. Keep your pardon or final compliance/termination papers for annotation.
Minors: Records involving minors are confidential. Release is tightly controlled.
Third-party background checks: Obtain written consent from the subject and collect only what is necessary for a legitimate, stated purpose. Store securely and dispose properly.

VI. Using these records outside the Philippines

Apostille: If a foreign embassy/employer needs to rely on your Philippine clearance, you may be asked to get an apostille from the Department of Foreign Affairs (DFA). Confirm whether they require apostille on the original document or on a certified true copy.
Validity windows: Foreign agencies often require documents issued within the last 3–6 months. Plan your timing.

VII. Practical checklists

A. Individual getting a fresh clearance

Government ID(s)
Online account (PNP or NBI) and appointment
Reference/OR number and proof of payment
If you previously had a HIT: bring court/prosecutor certifications or other supporting papers

B. Employer conducting background checks (with consent)

Signed consent form (explicitly covering criminal-record checks)
Purpose and retention policy consistent with data privacy rules
Request the applicant’s NBI Clearance (and, if your policy requires, a Police Clearance)
If something appears: ask for official dispositions (court/prosecutor certifications). Avoid decisions based solely on blotter entries.

VIII. How to correct or update records

NBI: Visit the NBI QC/assistance desk with your clearance showing the “HIT” and submit supporting court/prosecutor documents to annotate or clear your record.
PNP: Coordinate with the issuing station or the PNP records unit to annotate or correct erroneous details in blotter entries; bring ID and official documents.
Courts/Prosecutors: If a name is misspelled or details are wrong in a case record, file an appropriate motion or letter request (as guided by counsel or the clerk of court/prosecutor’s office).

IX. Frequently asked questions

Is a Police Clearance the same as an NBI Clearance? No. They query different systems. Many institutions accept NBI Clearance as the primary national check. A Police Clearance is often supplementary or locally required.

Do these documents prove I’ve never committed a crime? They certify that, as of the date of issuance, no derogatory record was found in the issuing agency’s database (or that a “hit” was resolved/annotated). They are not a lifetime guarantee.

How long are they valid? There’s no single statutory validity. Many employers use 6 months for Police Clearance and 1 year for NBI Clearance as a practical rule, but the requesting institution decides.

Can I get someone else’s police record? Generally no, unless you have the person’s written consent, a lawful mandate, or a court order. Records about minors are strictly confidential.

What if I need it urgently? Expedite options depend on appointment availability and processing queues. Always use official channels to avoid scams.

X. Sensible next steps

For employment or licensing, start with an NBI Clearance.
If your LGU or agency also requires it, obtain a Police Clearance from a PNP NPCS-enabled station.
If there is any adverse result, gather official dispositions from the Prosecutor’s Office and/or court to clear or annotate your record.
For foreign use, ask early whether an apostille is required and time your application to the recipient’s validity window.

This article reflects common Philippine practices and procedures around police, NBI, prosecutor, and court records. Always refer to the latest official guidance of the PNP, NBI, DOJ, the courts, and the DFA for current requirements, IDs accepted, fees, forms, and appointment systems.