How to Get Old NBI Clearance Records or Reprint Your Clearance in the Philippines

This article explains the lawful options for (a) obtaining a new print of an existing NBI Clearance, and (b) accessing historical NBI record information about yourself—within the Philippine legal and administrative framework.

I. Legal Framework and Key Concepts

NBI Clearance. An identity document issued by the National Bureau of Investigation (NBI) stating whether the holder has a derogatory record in the NBI database as of the date of issuance. It is not a court judgment and does not prove guilt or innocence; it reflects the result of a name-based (and, where applicable, fingerprint-based) records search at issuance.
Governing laws/policies (high-level):
- NBI Reorganization and Modernization Act (commonly cited as R.A. 10867): vests the NBI with investigative and records functions.
- Data Privacy Act of 2012 (R.A. 10173) and its IRR: governs your rights as a data subject (access, correction, etc.) over personal data held by the NBI.
- Executive Order No. 2 (2016) (Freedom of Information in the Executive Branch): allows requests for information, subject to exceptions (privacy, law-enforcement sensitivity, etc.).
- NBI Administrative Procedures (operations manuals, circulars): set the practical rules for clearance enrollment, printing, verification, and “HIT” resolution.

II. What You Can—and Cannot—Get

A. “Reprinting” an NBI Clearance

Feasible scenario: You previously obtained an NBI Clearance that is still within its validity period and you lost or damaged the paper copy. The NBI can usually reissue/print another copy from its system with the same reference number and details, printed on security paper with QR/barcode.
Not feasible: Reprinting an expired clearance (you must apply for a new clearance), or requesting a “soft copy” for you to print on ordinary paper (NBI clearances are released on security paper).

B. Accessing “Old Records”

Your own history: You can lawfully request access to your personal data (e.g., previous clearance issuances, any recorded derogatory “HITs” and their disposition) through a Data Subject Access Request (DSAR) under the Data Privacy Act. The NBI may provide a certification or allow inspection of your personal data, subject to identity verification and legitimate purpose.
Other people’s records: You cannot obtain another person’s clearance or criminal-history data without their consent or a lawful basis (e.g., court order, law-enforcement need).

III. Validity, Retention, and Verification

Validity: An NBI Clearance is valid for a limited period from date of issuance (commonly months, not years). Once expired, stakeholders (employers, visa posts) generally require a fresh clearance.
Retention: The NBI maintains centralized electronic records. Even if your paper copy is lost or expired, your application and search history typically remain in the system and can be referenced for reissue (if still valid) or for a new application.
Verification: Modern clearances carry a QR/barcode that allows authenticity checks. Reissued copies should be verifiable the same way as the original of the same issuance.

IV. How to Get a Reprint (Reissue) of a Still-Valid Clearance

Goal: Obtain another official print of the exact same clearance while it is still valid.

Prepare identification and details.
- One or more government-issued IDs.
- Your NBI Clearance Reference Number (from your previous application/receipt, SMS/email, or user account).
- If lost, prepare an Affidavit of Loss (many offices ask for it to document reissuance).
Contact or visit an NBI Clearance Center.
- You may visit the NBI Main Clearance Center (UN Avenue, Manila) or the NBI Clearance Center where you originally claimed, or any satellite/authorized center that handles reissues.
- Explain you are requesting a reprint/reissue of a still-valid clearance and present ID and reference number.
Identity verification and system lookup.
- Personnel will pull up your prior application and confirm that the record is still valid and unchanged.
Payment.
- Pay the official reissuance/printing fee (amounts are fixed by NBI schedules and may include minimal system or e-payment charges).
Release.
- The center prints your clearance on security paper and releases it to you. Inspect the name, birthdate, purpose, and QR/barcode before leaving.

Important: If your clearance has expired, the system will typically not allow a reprint; proceed with a fresh application (see Section VI).

V. How to Access Your Old NBI Record Information (DSAR/FOI Pathways)

If your objective is to review historical information (e.g., why you got a “HIT” before, when it was cleared, or confirm a previous issuance), use data-access routes:

A. Data Subject Access Request (DSAR) under R.A. 10173

Draft a written request addressed to the NBI Data Protection Officer (DPO) or Records Officer stating:
- Your full name, birth details, and government ID numbers.
- The specific data you want (e.g., list of clearances issued to me from [year] to [year]; details of any derogatory dispositions; basis for a past “HIT” and its resolution).
- Your lawful purpose (employment/immigration/self-audit), and preferred mode of access (inspection/certified copy).
Attach valid IDs and proof of identity; include your contact information.
Submit via the channel the NBI prescribes (in-person at Records, through official email, or via FOI portal if applicable).
Await response within the statutory or reasonable period. The NBI may:
- Provide the data/certification,
- Ask for clarification or additional proof,
- Deny in whole/part citing privacy or law-enforcement exemptions.

B. FOI Request (Executive Branch)

For administrative certifications or statistics (not sensitive criminal intel), you may submit an FOI request to the NBI (an attached agency of the DOJ), recognizing that personal criminal history and investigative records are generally exempt. Combine with a DSAR when the data pertains to you.

Tip: If you only need proof that you previously held a clearance (e.g., for an employer audit), ask for a Certification of Prior Issuance or request the clearance verification of your past reference number.

VI. If You Cannot Reprint: Apply for a Fresh NBI Clearance

When your prior clearance has expired or cannot be reissued:

Create/Log in to your NBI Clearance online account.
Fill out personal information and select purpose (local employment, travel, etc.).
Schedule an appointment at a preferred NBI Clearance Center.
Pay the official fee via the available e-payment channels (keep the Reference Number).
Biometrics capture and photo at the center (no need to bring studio photos).
HIT Resolution (if any). If your name matches an entry, you may be asked to:
- Return on a set date, or
- Provide supporting documents (e.g., court clearance, DOJ/NPS certifications) to resolve the hit.
Release. Once cleared, claim your clearance printed on security paper; check the QR/barcode.

VII. Overseas Applicants and Filipinos Abroad

If you are abroad and need an NBI check:
- Obtain an NBI Fingerprint Card (or the prescribed form) from a PH Embassy/Consulate or download the form per NBI instructions.
- Have your fingerprints taken by the local police or authorized fingerprinting service.
- Send the accomplished card, copies of IDs, photographs (if required), authorization letter (if a representative will file in the Philippines), and payment to NBI in Manila (or your authorized representative submits on your behalf).
- Result delivery is typically via your representative or courier. Reprinting abroad of a Philippine-issued security paper is not available; if lost, you or your representative will request a new issuance subject to validity and rules.

VIII. Name Changes, Corrections, and Special Cases

Change in civil status/name: Bring supporting civil registry documents (PSA Marriage Certificate, annotated Birth Certificate, court order).
Data errors on clearance: Request a data correction at the NBI center; provide documentary proof (PSA documents, government ID). The NBI may require a new print after correction.
Minors/Students: Present a school ID plus one accepted government ID or birth certificate, following current NBI acceptance lists.
Foreign nationals residing in the Philippines: Present passport and relevant immigration documents; process at designated centers.

IX. Fees, Timing, and Practical Notes

Fees: The NBI prescribes official fees for new issuance and reissue/printing. Expect modest e-payment or service charges. Keep receipts.
Processing time: Same-day release is common if no HIT; otherwise allow time for verification.
Bring multiple IDs: Some counters require two IDs for sensitive requests (reissue, corrections).
Keep your Reference Number: It is the most efficient key to retrieve your record for reprinting or verification.
Affidavit of Loss: Not always mandatory, but often requested for reissue—bring one to avoid repeat trips.

X. Frequently Asked Questions (FAQs)

1) Can the NBI email me a PDF copy to print myself? No. The official NBI Clearance is printed on security paper. The NBI may provide electronic verification, but the document itself is released in physical form.

2) My clearance expired. Can I get a reprint with a new validity date? No. A reprint is only of the same issuance. For a new validity period, apply anew.

3) My clearance shows a “HIT.” Can I still get a reprint? If the issuance is already released and still valid, you may request a reprint. If the “HIT” is pending resolution, release/reprint may be deferred until cleared.

4) I forgot my Reference Number. Present valid IDs and personal details. Staff can search your record, but having the reference number speeds up retrieval. If you kept a screenshot/SMS, bring it.

5) Can an employer or agency request my records from NBI without me? Ordinarily no. Employers typically ask you to provide the clearance. Agencies must have lawful basis and follow privacy rules.

6) Can I apostille a reprinted clearance? DFA apostille practice typically requires the original clearance on security paper. For overseas use, obtain a fresh clearance then proceed to apostille.

XI. Model Templates

A. Affidavit of Loss (NBI Clearance)

Use as a guide; swear before a notary public.

AFFIDAVIT OF LOSS

I, [Full Name], of legal age, [civil status], and a resident of [Address], after having been duly sworn, depose and state:

1. That I was issued an NBI Clearance with reference number [Ref No.], issued on [Date], bearing my name and personal particulars;
2. That the said NBI Clearance was [lost/destroyed] on or about [Date], despite diligent efforts to find/recover it;
3. That I am executing this Affidavit to attest to the loss and to request the reprinting/reissuance of said clearance and for any lawful purpose.

IN WITNESS WHEREOF, I have hereunto set my hand this [Date] in [City], Philippines.

[Signature over Printed Name]
Affiant

SUBSCRIBED AND SWORN to before me this [Date] in [City], affiant exhibiting [ID Type/No., date and place of issue].

B. DSAR Letter (Requesting Historical Record Information)

[Date]

The Data Protection Officer
National Bureau of Investigation
[Address/Email per current instruction]

Re: Data Subject Access Request – Personal NBI Records

Dear DPO:

I am [Full Name], born on [DOB], with [IDs]. Under R.A. 10173, I respectfully request access to my personal data held by the NBI, specifically:
(a) a list of NBI Clearance issuances to me from [year] to [year];
(b) details of any derogatory “HITs” associated with my identity and their disposition; and
(c) any corrections made to my personal data.

Purpose: [employment/immigration/personal audit]. I consent to identity verification and reasonable processing fees. Please release the data via [pickup/email/certified copy] or advise next steps.

Sincerely,
[Signature]
[Contact Details]

XII. Quick Checklists

For Reprint/Reissue of a Still-Valid Clearance

Government-issued ID(s)
Reference Number (printout or screenshot)
Affidavit of Loss (recommended)
Payment for reprint fee

For DSAR (Old Record Access)

Cover letter stating specific data sought + lawful purpose
Clear IDs and contact details
Proof of authority (if via representative)
Willingness to shoulder reasonable certification/copy fees

XIII. Practical Strategy

If validity remains and you simply lost the paper: pursue reprint/reissue at an NBI Clearance Center.
If your goal is historical data or clarity on a past HIT: file a DSAR (and, if needed, a narrowly tailored FOI request).
If the clearance is expired or details changed (e.g., new civil status): make a fresh application and, if for overseas use, plan for DFA apostille after release.

Disclaimer

This article provides general legal information based on typical Philippine practice and statutory frameworks. Agency procedures and fees can change. For case-specific advice, consult the NBI or a Philippine lawyer, and follow the latest official instructions at your chosen NBI Clearance Center.