How to Clear or Update an Old NBI “Hit” or Record After Case Dismissal (Philippines)

If your NBI Clearance application shows a “HIT,” it means your name matched an entry in the National Bureau of Investigation’s database—often because of a past case, a namesake (kapangalan), a warrant that once existed, or even a typo or alias. A “HIT” is not itself a conviction or a finding of guilt; it’s a flag that triggers verification. When your case has already been dismissed, acquitted, or otherwise terminated, you can have the NBI record updated so future clearances reflect the correct, final status.

This article explains what a “HIT” is, why it persists, the governing legal concepts, and the exact steps, documents, and practical strategies to clear or update your NBI record.

1) What an NBI “HIT” Means (and Doesn’t Mean)

What it is: An automated name match against entries in NBI’s database (cases, warrants, derogatory records, or prior alerts).
What it isn’t: A judgment of guilt. A “HIT” merely pauses release of your clearance until a human verifier confirms whether the entry really pertains to you and what the final case status is.
Why it can linger after dismissal: NBI relies on transmittals from courts, prosecutors, and law-enforcement units. If those transmittals are delayed, incomplete, or if the database kept the original alert without the final outcome, your file can keep flagging.

2) Legal Foundations You Can Rely On

NBI’s mandate: The NBI is authorized to keep criminal/derogatory records and issue clearances. It must also keep those records accurate and up to date, especially when competent authorities (courts/prosecutors) have already finished a case.
Data accuracy and rectification: Under Philippine data-protection principles, government agencies that process personal data must maintain accuracy and allow correction/rectification. You can invoke this when asking NBI to update a dismissed case, lift a mistaken flag, or annotate a namesake match.
No “expungement” regime: The Philippines has no general expungement law that erases court records. What you can insist on is truthful, up-to-date status (e.g., “dismissed,” “acquitted,” “warrant recalled”) and proper disassociation from purely namesake cases.

3) Which Dispositions Clear a “HIT”?

The following final outcomes should clear or properly annotate your NBI record once documented:

Court dismissal (e.g., lack of probable cause, failure to prosecute, prescription).
Acquittal after trial.
Case terminated at the prosecutor level (e.g., dismissal upon review; resolution finding no probable cause) with finality.
Warrant recalled/lifted (if the hit was due to an active or previously active warrant).
Provisional dismissal that later became bar to reprosecution after lapse of the reglementary period (you’ll need the court’s certification showing the lapse).
Civil cases or administrative matters that were mistakenly cross-referenced (should be disassociated from your criminal record).

If a case is still pending, NBI will usually annotate the clearance as such. Full “clearing” is generally only possible once the matter is finally terminated.

4) Documents You Should Prepare (Checklist)

Bring clear, legible, and certified copies whenever possible. Originals may be asked for inspection.

Core identity documents

Government-issued ID(s) consistent with your NBI application.
PSA civil registry documents if there were name changes (e.g., marriage, legitimation, correction of entry).
If you have multiple name variants: an Affidavit of One and the Same Person (explaining spelling variations, maiden/married names, or aliases used in older records).

Case-status documents (get the ones that apply)

From the Court
- Order/Judgment of Dismissal or Decision of Acquittal.
- Certificate of Finality from the Clerk of Court (proves the order/judgment is final and unappealable).
- Order recalling/lifting any Warrant of Arrest, if a warrant existed.
- Certification on case status (e.g., “case dismissed,” “terminated,” “no pending warrant”), when available.
From the Prosecutor’s Office (if the case never reached court)
- Resolution of Dismissal or Action on Petition for Review.
- Certification that the resolution is final / no further appeal or that the period to appeal has lapsed.

For namesake or mistaken identity hits

Affidavit of Denial / Not the Same Person (stating you’re a different person from the one named in the case), plus ID/birth records to prove it.

Optional but helpful

Any transmittal receipts or stamps showing that the court/prosecutor previously forwarded the disposition to the NBI/PNP.
Prior NBI clearances showing “Previously Cleared” annotations.

Tip: Courts typically require you to request the Certificate of Finality separately, after the order becomes final. Don’t skip it; this is one of the most frequently missing items that delays NBI updates.

5) Step-by-Step: Clearing or Updating Your NBI Record

A) Apply or reapply for NBI Clearance (online appointment). If you get a “HIT,” you’ll be given a verification/interview schedule (usually at the NBI Clearance center’s Quality Control/Legal desk).

B) Attend the Quality Control/Legal verification.

Bring the documents in Section 4.
The verifier checks whether the database entry truly refers to you and whether the case is dismissed/acquitted/terminated.
You may be asked to execute/submit relevant affidavits (e.g., One-and-the-Same Person; Denial for namesake).
If documents are sufficient, they will update or annotate your record and release your clearance accordingly.

C) If the case documents are incomplete.

The verifier may give you a documentary requirement slip indicating what’s missing (commonly: Certificate of Finality, warrant recall order, or certified copies).
You then obtain these from the Clerk of Court or Prosecutor’s Office, and return to finalize the update.

D) If the warrant was recalled but still appears.

Ask the court for a certified copy of the recall order and request that they confirm transmission to law-enforcement/NBI.
Provide a copy to NBI so they can manually reflect the recall while waiting for official transmittal.

E) For persistent namesake hits.

Request a standing annotation that you are “Not the same person as in Case No. ____” and submit supporting IDs/affidavit.
This won’t stop an automated name match forever (you may still get a HIT if your namesake reappears), but it greatly speeds up verification next time.

6) Special Scenarios & How to Handle Them

1) Case dismissed “provisionally”

Under the Rules of Court, a provisional dismissal can bar refiling after a specific period lapses (period depends on the penalty).
If the period has lapsed without refiling, ask the court for a certification stating that the dismissal has become a bar to reprosecution, then present that to NBI for permanent annotation.

2) Multiple defendants / same name

Secure a case status printout or minute order showing who was dismissed/acquitted. Make sure it names you (or shows your non-involvement) to avoid confusion from co-accused with the same name.

3) Spelling errors or name format changes

Prepare an Affidavit of One and the Same Person and PSA docs. Ask NBI to merge or cross-reference variants so future checks recognize the same identity.

4) Case settled via compromise/fines (quasi-criminal, special laws)

If the case required payment of fines or compliance with conditions, bring proof of full compliance and the order declaring the case closed.

5) OFW / overseas use

After clearing, if your clearance is for overseas employment/visa, verify the validity window your agency/embassy requires. If you expect to re-apply soon, keep certified sets of your court/prosecutor documents handy.

7) How to Ask for a Formal Data Rectification/Update

If you want a paper trail beyond the usual clearance-window process, you can file a short written request asking NBI to correct/annotate inaccurate or outdated entries. Attach certified documents and IDs.

Sample letter (you can adapt as needed):

Date

The Officer-in-Charge
[Unit handling NBI Clearance Verification/Quality Control]

Subject: Request for Record Update / Rectification re: NBI “HIT”

Dear Sir/Madam:

I recently applied for an NBI Clearance and was flagged with a “HIT” due to [case number, court/prosecutor office]. 
Please see attached certified documents showing the case was [dismissed/acquitted/terminated] with finality on [date], and 
that any warrant has been recalled/lifted.

In line with my right to accurate personal data and to prevent future false matches, I respectfully request that my NBI record 
be updated/annotated to reflect the final disposition. I also request that any residual alert tied to this case be lifted, 
and that my profile indicate I am not the same person as any unrelated namesake entries, if applicable.

Thank you.
[Signature, printed name, contact details]

Keep a receiving copy (or acknowledgment) for your records.

8) Timelines, Fees, and Where to Go

Timelines: Verification and updating are typically completed during your return date or soon after once documents are complete; more complex cases (e.g., missing transmittals) may take longer while NBI confirms with the issuing office.
Fees: You pay the standard NBI clearance fee (plus payment-channel charges). NBI doesn’t usually charge a separate fee just for updating a record, but you’ll shoulder court/prosecutor certification fees and notarization of affidavits.
Where: Any NBI Clearance Center can process verification. For unusual or legacy records, staff may endorse you to the NBI main office unit that maintains historical files.

9) Common Pitfalls (and How to Avoid Them)

Missing Certificate of Finality. Always secure it; many orders aren’t “final” without it.
Unrecalled warrants. A dismissal doesn’t automatically recall a warrant; insist on a specific recall order.
Photocopies only. Bring certified true copies; uncertified documents may be rejected.
Name inconsistency. Fix name issues with PSA docs + affidavit so the database can reconcile your identity.
Assuming agencies talk instantly. Hand-carrying certified copies to NBI speeds up corrections while official transmittals catch up.
Ignoring archived cases. If a case was archived, check whether a court order terminated it later; archived ≠ dismissed.

10) FAQs

Will my NBI record ever say “no record” again? If your only “HIT” was a case that’s now finally dismissed/acquitted and NBI updates the database, your clearance should print without derogatory remarks. However, if you share a common name with someone who keeps generating entries, the system may still flag you for manual verification in the future—though it’s faster once you have a standing annotation.

Do I need a lawyer? Not strictly. Many people clear hits by themselves with proper documents. A lawyer is helpful if documents are hard to obtain, the case history is complicated, or you need to escalate a data-accuracy complaint.

Can I ask NBI to delete all records of the case? Full erasure is not the general rule. Government keeps official records, but your entry should reflect the true, final status and should not wrongly portray you as having a pending case or active warrant.

What if the prosecutor or court refuses to issue what I need? Politely cite your right to access public records in your own case and request assistance from a supervising clerk or administrative officer. If needed, a formal letter (or counsel’s letter) often helps.

11) Practical, No-Drama Plan (One-Page Summary)

Gather IDs & PSA docs (especially if there’s any name variation).
Secure certified case papers:
- Court: Dismissal/Acquittal Order + Certificate of Finality (+ Warrant Recall, if applicable).
- Prosecutor: Resolution of Dismissal + proof of finality, if the case ended there.
Book NBI Clearance, attend Quality Control on your verification date.
Submit documents, execute any needed affidavits (One-and-the-Same Person / Denial).
Get your clearance released; confirm the annotation/update was saved to your profile.
If the “HIT” persists later, re-present the same set (keep a clean folder) and consider a written rectification request for a durable annotation.

Final Note

This guide aims to help you clear a long-standing “HIT” after a dismissal by focusing on what NBI actually needs: identity consistency and final, certified proof of the case outcome. If you follow the checklist and insist—politely but firmly—on accurate records, you can prevent old, resolved matters from shadowing future clearances.