A practitioner-style guide explaining what “archived” means, how it affects police clearances, what documents you’ll be asked for, and the step-by-step path to resolve hits and safely obtain a clearance.

I. “Police Clearance” vs. NBI Clearance—know the difference

Police Clearance (PNP / city or municipal police, via the National Police Clearance System or local issuances) confirms you have no derogatory record within PNP databases and, for many LGUs, serves as a general purpose ID/background check.
NBI Clearance screens nationwide across courts, prosecutors, and other agencies. It is stricter and more likely to flag old, dismissed, or archived cases as a “HIT” until you submit proof of final disposition.
Either clearance can flag unresolved warrants or pending/archived cases; NBI “hits” are more common. If you only need police clearance, you still must be ready to resolve PNP hits.

II. What does “archived” mean in a criminal case?

“Archived” is a housekeeping status, not an acquittal. Typical reasons:

The accused is at large or could not be served with warrant/subpoena;
A key witness cannot be found; or
The court cannot proceed for reasons not amounting to dismissal.

Key legal consequences

No final dismissal; the case may be revived (unarchived) when the cause disappears (e.g., arrest or voluntary surrender).
If a warrant of arrest was issued before archiving, it usually remains active unless expressly recalled by the court.
Prosecutors also “archive” some complaints (e.g., respondent unlocated) pending arrest or additional evidence; again, not a dismissal.

Bottom line: An archived case may still trigger a PNP or NBI hit and, if there is an active warrant, you risk arrest if you surface at a police station for clearance.

III. Can you get police clearance with an archived case?

If there is NO active warrant and you can show official proof of status (e.g., Order of Archiving, Case Status Certificate, Order of Recall of Warrant, or Order of Dismissal), the station’s validation unit will often clear the hit and issue the clearance.
If there IS an active warrant, the PNP will not issue clearance; you may be arrested on site. You must first lift/recall the warrant (usually by voluntary surrender and posting bail, or by showing the case was already dismissed and asking the court to recall the warrant).

IV. Safe pathway: verify before you appear

Identify the docket. From old papers, online cause lists (if available), or the Clerk of Court, confirm:
- Case number, offense, court/branch, status = archived, and whether a warrant is active.
Request a Case Status/Certification from the Clerk of Court (or Prosecutor’s Office if it never reached court).
If a warrant exists, coordinate with counsel to:
- Voluntarily surrender to the court or to the issuing station with counsel;
- Post bail (or move for recognizance if allowed); and
- Secure an Order recalling the warrant and directing PNP/NBI to update records.
If the case is already dismissed but databases still flag you, obtain a certified copy of the Order of Dismissal and a Certificate of Finality, then furnish copies to the issuing police station and, if needed, to NBI for “hit” resolution.

Do not walk into a police station for clearance without first verifying the warrant situation.

V. Typical requirements for Police Clearance when there’s a prior case

Primary IDs (as required by the station/online NPCS booking)
Barangay Clearance (many LGUs require this)
Case papers, as applicable:
- Order of Archiving (to explain why it appears in records)
- Order of Recall/Lifting of Warrant, if one existed
- Order of Dismissal or Certificate of Finality, if terminated
- Certificate of Case Status (latest) from the Clerk of Court
- If still at the prosecutor level: Resolution or Certification on status

Process note: In the NPCS, a name hit routes to Validation/Adjudication. You will be asked to upload or present these documents. Without them, issuance is typically denied.

VI. If you still have an active archived case (no dismissal yet)

Your options to move toward clearance:

Voluntary surrender & bail. Appear before the court that issued the warrant with counsel, post bail, and ask for recall of the warrant and arraignment scheduling. Once the recall order is issued and transmitted, your police hit can be cleared for police clearance purposes (though the case is ongoing).
Dismissal on legal grounds. Depending on the facts:
- Prescription (if the offense prescribes and the State slept on prosecution);
- Provisional dismissal that has matured to permanent bar (rare; technical and fact-specific);
- Withdrawal of information or motion to dismiss by the prosecutor;
- Affidavit of desistance (not binding on the court but may support a dismissal for weak evidence). After dismissal, secure Finality and have records updated before applying for clearance.
Quash warrant / recall due to supervening event. If, for example, you were never notified, or the case was settled under a law allowing desistance/compounding (e.g., some property crimes under special programs), you may move to recall the warrant and archive/unarchive appropriately.

A mere Order of Archiving—without more—usually won’t satisfy the police validator if the warrant remains live.

VII. Common scenarios and how they play out

Case archived; no warrant issued.
- Bring Order of Archiving + Case Status Certificate. Police clearance commonly issued after validation.
Case archived; warrant outstanding.
- High arrest risk at the station. Do the recall first (surrender + bail). After the Order of Recall is recorded, clearance can be processed.
Case dismissed years ago; records not updated.
- Bring Order of Dismissal + Finality; ask the station to update. If the system still hits, request the desk to annotate and proceed. Consider updating NBI too to prevent future hits.
Only a prosecutor’s complaint; “archived” at the prosecutor level.
- Obtain a Prosecutor’s Certification that no case is pending in court and attach any resolution. Many stations accept this for clearance.

VIII. Interaction with NBI Clearance

Even with a police clearance, your NBI may still show a hit for the same archived case. Bring the same court/prosecutor documents to the NBI’s Quality Control/Hit Resolution window; NBI will annotate the disposition, after which your clearance prints “No Record” (or with remarks if the case is pending/active).

IX. Practical timelines & fees (indicative)

Court certification (status/finality): often 1–5 working days depending on court load.
Order of recall (post-bail): usually same day to a few days for release/transmittal after hearing.
Police clearance appointment & validation: typically same day once documents are accepted.
NBI hit resolution (if you also process NBI): from same day to 1–2 weeks depending on record retrieval.

X. Risk-managed checklist (do this in order)

Locate docket & court (case no., branch).
Ask Clerk of Court: Is there a warrant? Is the case still archived?
If warrant exists → consult counsel, plan voluntary surrender + bail.
Secure Order of Recall (if applicable), Order of Dismissal/Finality (if applicable), or Case Status Certificate.
Book police clearance (NPCS or local station). Bring IDs + court papers.
If also getting NBI, bring the same set for hit resolution.

XI. Template snippets you can adapt

A. Request for Case Status Certificate (to Clerk of Court)

Re: Criminal Case No. ___, People v. [Name] Kindly issue a Certificate of Case Status indicating the current status (archived/pending/dismissed) and whether a warrant of arrest is outstanding/has been recalled. Purpose: police/NBI clearance.

B. Motion to Recall Warrant (core allegations)

The accused respectfully submits to the jurisdiction of the Court, posts bail in the amount of ₱___, and prays for recall of the warrant of arrest and for the setting of arraignment and pre-trial at the earliest possible date.

C. Transmittal to Police Station (after recall/dismissal)

Enclosed are certified copies of the Court’s [Order of Recall / Order of Dismissal + Finality] in Criminal Case No. ___. Kindly update records to reflect the disposition for police clearance purposes.

XII. FAQs

Is an “archived” case the same as “dismissed”? No. Archived ≠ dismissed. It’s a pause, not an end.

Can I be arrested at the police clearance venue? Yes, if a warrant is active. Check and clear the warrant first.

What if the complainant already forgave me? An Affidavit of Desistance helps but does not bind the court. You still need a court order dismissing the case or recalling the warrant.

Do I need both police and NBI clearances? Depends on the purpose (employer, licensing, travel). Many institutions now prefer NBI. If you have a history of cases, expect to process NBI hit resolution too.

How long does an archived case stay archived? Indefinitely—until revived or dismissed. That’s why clearing it (recall or dismissal) is the safest route to hassle-free clearances.

XIII. Key takeaways

Archived cases still appear in police/NBI checks; dismissal or warrant recall is often needed to obtain clearance smoothly.
Never apply for police clearance blind—first verify with the Clerk of Court if a warrant exists.
Bring hard proofs: Order of Recall, Order of Dismissal + Finality, or Case Status Certificate for validators to clear your record.
If a warrant is active, voluntary surrender and bail with counsel is the lawful way to recall it and proceed.
After resolution, furnish copies to both PNP and NBI to prevent recurring “hits.”

Follow the sequence—verify, clear the warrant/status, then apply—and you can lawfully secure your police clearance without surprises.