Philippine legal context • Practical guidance • Updated concepts, not case-specific advice

Short answer

NBI Clearance: A dismissed case can still trigger a “HIT” during screening and may temporarily appear in your record until the NBI verifies the dismissal and updates its database. After verification, your clearance is usually issued annotated as “No Derogatory Record” (or similar), or with the case shown as dismissed.
Police Clearance (PNP): Local police clearances check pending records within the PNP’s system for that locality (and now more broadly via the centralized system). A dismissed case should not count as a disqualifying derogatory entry once the dismissal has been recorded—but old entries or blotter reports can still cause flags that you may need to clear administratively.

Understanding the systems

What the NBI checks

The National Bureau of Investigation consolidates data from:

Trial courts (criminal dockets, orders, judgments)
Prosecutors’ offices (inquest/resolutions, case filings)
Law enforcement (warrants, watch lists)
Other agencies that report “derogatory” entries

Because the NBI is name-based with biometrics, two situations can cause a HIT:

You are the person with a reported case (even if later dismissed).
You share a name (namesake) with someone who has a case.

A HIT simply means the NBI needs manual verification (“quality control”), not that you have an active criminal record.

What the PNP checks

The Philippine National Police issues police clearances (formerly strictly local, now largely centralized). They reference:

Local and national police records
Warrants and watch lists
Police blotter entries (incident logs, not court cases)

Police blotters can cause flags even where no case was filed or a case was dismissed, because blotters are historical logs. A flag does not automatically mean an active case.

Why a dismissed case can still appear (temporarily)

Data lag: Courts/prosecutors send updates on dismissals; the NBI/PNP need time to ingest and reconcile them.
Type of dismissal matters:
- Prosecutor-level dismissal (complaint not filed in court) should clear once recorded, but may still show up if the complaint reached the NBI feed.
- Court dismissal with finality (e.g., case dismissed, order final) is stronger; you may be asked to show certified copies.
- Provisional dismissal/without prejudice or withdrawal can be refiled; systems may keep a watch flag until time bars lapse or entries are updated.
Namesake issues: Even with no case at all, a namesake’s case can trigger your HIT.

What typically appears on your clearance

NBI Clearance: After verification, the clearance usually prints with no derogatory record, or with a note that the prior match was dismissed/acquitted/cleared. If quality control is still ongoing, you may be asked to return once verification is complete.
Police Clearance: If the system reflects the dismissal, your clearance should issue clean. If a blotter or outdated entry triggers a flag, the station/clearing office may request documents to update your record.

Key point: Dismissal ≠ automatic deletion. Government systems are records of history, but the legal effect is that you have no active criminal case or conviction once dismissal attains finality. The clearance should reflect that after verification.

How to fix a lingering HIT or flag

For NBI

Apply for clearance as usual. If you get a HIT, comply with the instructions for verification/quality control.
Bring documents (originals + photocopies):
- Court Order dismissing the case
- Certificate of Finality (very helpful)
- Prosecutor’s Resolution (if dismissal was at the prosecutor level)
- Government ID(s) and any previous NBI clearance with annotations
Submit to NBI Quality Control (at the processing center or designated QC desk).
Result: Once the database is updated, your clearance should be released with no derogatory or with an annotation that the case is dismissed.

For Police Clearance (PNP)

Apply via the current PNP clearance process.
If flagged (e.g., due to blotter or outdated entry), go to the indicated police unit or clearance helpdesk.
Provide the same documents (dismissal order, finality, prosecutor resolution) and a request to update/clear your record.
Follow-up until the local record reflects the dismissal; then re-issue the police clearance.

Special scenarios

Namesake HIT: Prepare proof of identity (IDs, birth certificate, old clearances). NBI will compare biometrics and birth data to lift the HIT for you going forward.
Provisional dismissal (Rule 117, Sec. 8): The case is dismissed but may be reinstated within set periods; some systems keep a soft flag until those periods expire or the entry is administratively closed.
“Dismissed without prejudice” or “withdrawn information”: Not a final adjudication on the merits; expect extra scrutiny during verification.
Acquittal vs. dismissal: Both should ultimately clear derogatory status; an acquittal is a judgment after trial, while dismissal may occur at various stages.
Expungement? Philippine law has no general expungement statute for criminal records. Clearing is done through accurate annotation and updating, not erasure of history.
Blotter-only incidents: Blotters are logs; they can be corrected if erroneous, but are rarely deleted. Provide documentary proof if a blotter entry is causing undue prejudice.

Data privacy and your rights

Under the Data Privacy Act of 2012, you have rights to:

Access your personal data held by an agency
Rectification (correction of inaccuracies)
Erasure/Blocking in limited cases (e.g., unlawful processing)

However, lawful records for law enforcement and judicial functions are generally retained. Practically, your remedy is to ensure the database reflects the correct legal status (dismissed/acquitted) and that your clearance prints accordingly.

Practical tips to avoid delays

Carry certified copies of the dismissal order and certificate of finality whenever you apply for NBI/PNP clearance for the next 1–2 issuances after dismissal.
Apply early if you know you have a history that may cause a HIT (e.g., for employment or visa deadlines).
Keep digital scans of court/prosecutor documents for quick reprinting.
Be consistent with your personal details (full legal name, middle name, birth date) to reduce namesake matches.
Check warrants first if you missed hearings in the past; clear any outstanding matters before applying.

FAQs

Does a dismissed case mean I will always have a “clean” NBI right away? Not always. You may first get a HIT until verification confirms the dismissal. Afterwards, yes—your clearance should reflect no derogatory or that the case is dismissed.

My police clearance is clean but my NBI has a HIT. Why? Different databases and data flows. The NBI consolidates more nationwide records; a namesake or an older court feed may trigger a review.

How long does the verification take? It varies by office volume and completeness of your documents. Bringing certified copies (especially a certificate of finality) usually speeds things up.

Can I demand deletion of my dismissed case from government records? You can request correction/annotation. Full deletion is unlikely where retention is legally authorized for justice system records.

Is a prosecutor’s dismissal enough? Yes, but some agencies prefer a court-level order if a case number already existed. Bring whatever applies in your situation.

Document checklist

Valid government ID(s)
NBI application reference (if any)
Court Order dismissing the case
Certificate of Finality
Prosecutor’s Resolution (if applicable)
Prior NBI/PNP clearances with annotations (if any)

Bottom line

A dismissed case does not brand you with a permanent derogatory record, but it can temporarily surface as a HIT in NBI or trigger flags in PNP systems until the proper updates are made. Equip yourself with certified dismissal documents and, where possible, a certificate of finality to ensure your clearances accurately reflect your cleared status.

This article is for general information only and is not a substitute for legal advice. For specific concerns, consult a Philippine lawyer or directly coordinate with the NBI/PNP clearance helpdesks.