BJMP Fugitives Information System (BJMPFIMS)

B u r e a u o f J a i l M a n a g e m e n t a n d P e n o l o g y , N a t i o n a l H e a d q u a r t e r s , D i r e c t o r a t e f o r O p e r a t i o n s 1 4 4 M i n d a n a o A v e n u e , Q u e z o n C i t y

Project Proposal: BJMP Fugitives Information Management System (BJMP-‐FIMS)

Abstract While the Bureau of Jail Management and Penology is guided by the mandate of enhancing public safety through provision of safekeeping and development programs to inmates in its turf, jail management snags like jail escape incidents create a dent in the bureau’s efficiency which in a way contribute threats to public safety. Besides, pursuant to one of the principles declared in our constitution, it is the right of the people to gain access to information on matters of public concern. Since public safety is everyone’s concern, it becomes an obligation for a public safety agency, likewise the BJMP, to provide reliable and useful information in the interest of the public. Also, it was upon the directive of OIC, BJMP to facilitate an inventory of all the BJMP fugitives from Calendar Year 1991 to the present that BJMP Fugitives Information Management (BJMP-‐FIMS) becomes a brainchild. This system is an approach for institutionalization of BJMP Fugitives Information Management; to achieve the creation of a standard and official information catch-‐form for fugitives; provide official, credible and up-‐to-‐date information about BJMP fugitives for public consumption through creation of a specific website for the purpose; and maintain and secure archives of BJMP fugitives. The assessment of the contemporary fugitives’ information management identified the gaps such as unmethodical fugitive information management; absence of a standard data/information catch-‐form for fugitives; credible Information about BJMP Fugitives does not reach public awareness; and unprotected archives of BJMP fugitives. With the analysis of these gaps to yield system sustainability and achieve the desired objectives, appropriate processes shall be set in place for institutionalization. These processes in running an efficient system includes compilation of documents; classification and grouping of documents; reporting/ Internet uploading; and archives maintenance, safekeeping, and protection. BJMP-‐FIMS will work reasonably under conditions of an institutionalized utilization of Official Fugitive’s Documents (OFD), and well-‐designed and maintained BJMP Fugitives Gallery Website as well as BJMP Regional Websites. A specifically designed website in this regards with high interlinks in the Internet web will expedite easy access of the community on the vital information related to BJMP fugitives and public safety in general. Thus the need to fill the hiatus towards achieving an efficient public safety service is a sensible and inevitable necessity.

08 Fall

Project: BJMP Fugitives Information Management System (BJMP-‐FIMS)

Proponent: BJMP-‐NHQ Directorate for Operations Project Director: Director for Operations Beneficiaries: BJMP, Other Law Enforcement Agencies,

Press/Media and General Public

BJMP Fugitives Information Management System

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A. Concept

The BJMP Fugitives Information Management System (BJMP-‐FIMS) is conceptualized as a cost-‐effective scheme that will deal with the BJMP fugitives’ records and information management. Such system will initially improve the repository system of BJMP fugitives’ official records that will be uploaded to an Internet media. It will provide fast dissemination of up-‐to-‐date and essential official information about jail fugitives for reliable reporting purposes, optimum social awareness, and usage of the general public. The same system is also considered a management mechanism or instrument that will fill the dent acquired from the inevitable administrative and operational safekeeping snags experienced by the bureau. With the use of Internet media, the system will channel the state’s public safety interest to keep the community informed and safe from the adverse spillovers of the escape incidents. A specifically designed website in this regards with high interlinks in the Internet web will expedite easy access of the community on the vital information related to BJMP fugitives and public safety in general.

Increased Ef2iciency in

BJMP Fugitives' Recovery Program

Heightened Public

Awareness

Filling the Gaps

Current Fugitives Information Management System Identi2ied Gaps

BJMP-‐FIMS Concept

Figure 1. BJMP-‐FIMS Concept


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B. Rationale/Background

The concept behind this proposed project has been founded from the directive of the OIC, BJMP to facilitate an inventory of all the BJMP fugitives from Calendar Year 1991 to the present. Upon examination of the official fugitives’ documents and reports, discovered were some deficiencies such as the incomplete information fed by the regional offices about a fugitive and the absence of an established standard operating procedures in dispensing records and information. Effective and efficient management system is not reflected in maintaining the repository of fugitives’ documents. Moreover, essential individual information regarding fugitives is not presented in accordance to a standard form.

Furthermore, pursuant to one of the principles declared in our

constitution, it is the right of the people to gain access to information on matters of public concern. Since public safety is everyone’s concern, it becomes an obligation for a public safety agency, likewise the BJMP, to provide reliable and useful information in the interest of the public. It is only with a sound management of available official information and data about the fugitives that could initiate a worthy information system utilized for credible reporting and optimum public awareness. In doing this, it is important to note that only official information should be released.

While the Bureau of Jail Management and Penology is guided by the mandate of enhancing public safety through provision of safekeeping and development programs to inmates in its turf, jail management snags like jail escape incidents create a dent in the bureau’s efficiency which in a way contribute threats to public safety. Thus the need to fill the hiatus towards achieving an efficient public safety service is an inevitable necessity. C. Problems/Identified Gaps: The assessment of fugitives’ information management identified the following gaps such as:

1. Unmethodical fugitive information management; 2. Absence of a standard data/information catch-‐form for fugitives; 3. Weak public awareness on BJMP fugitives; and 4. Unprotected archives of BJMP fugitives.

D. Objectives

Its primary purpose is to institutionalize the processes involved in managing information pertaining to BJMP fugitives while at the same time optimizing easy access of the public to this information.

This project is aimed to achieve the following objectives:


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1. Institutionalization of a BJMP Fugitives Information Management System;

2. Creation of a standard and official information catch-‐form for fugitives;

3. Provide official, credible and up-‐to-‐date information about BJMP fugitives for optimum public awareness;

4. Maintain and secure archives of BJMP fugitives. E. System Mechanism

The methods involved in the administration of the system include the following:

1. Compilation of documents

The compilation of documents containing essential information about the

fugitives will be administered in this phase. Basic documents such as the BJMP Fugitive Form, photographs of the fugitive, spot reports, progress reports etc. are required for immediate submission to the Directorate for Operations in both soft and hard copies. Mug shots or photographs shall be in png or jpeg formats. For cost-‐cutting measures, Internet conduit may be utilized to channel documents from office to office.

2. Classification and Grouping of Documents

Prior to uploading to the Internet the essential documents that pertains to

the fugitives, this phase requires for the creation of individual folders for each fugitives that will contain their individual unclassified documents. Unclassified documents refer to information or documents designated as not officially secret and may be accessed by the general public. Unclassified documents will cover the Official Fugitives Documents (OFD) discussed in the ensuing topics. All the individual folders shall be reviewed and regrouped in accordance to calendar years. The organized documents will be only be official upon perusal and approval of the Director for Operations and will be the basis for reporting purposes and uploading to the BJMP Fugitives Website.

3. Reporting/ Internet Upload

Fugitive documents become Official Fugitives Document (OFD) after the

previous phase. Only OFD shall be used for media, office reporting, and Internet uploading purposes. These documents will be upon the sound management of the Directorate for Operations under officially designated personnel for its safekeeping and protection.

4. Archives Maintenance, Safekeeping and Protection

Protection and safekeeping of the fugitive records is under the tutelage of the Director for Operations. Only the officially designated personnel shall be processing the documents and be responsible in its maintenance, safekeeping,


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and protection. All hard copies of the documents pertaining to fugitives shall be converted in digital copies using Portable Document Format (PDF). Hard copies shall be maintained and stored securely in the office of the Records Officer, Directorate for Operations upon the direction of the BJMP Fugitives Information Management System (BJMP-‐FIMS) Officer. Digital copies of the documents will be under the protection of the BJMP-‐FIMS officer who manages the entire system. A BJMPFIMS folder shall be created to contain all available OFDs in PDF format to which the BJMPFIMS Officer shall manage and be responsible of.

The figures below show how the folder system will be structured. Figure

3 illustrates the subfolders contained in the BJMPFIMS. There are three (3) subfolders namely: 1) Annual Gallery, 2) Regional Portfolio, and 3) Other Files. Figure 3 below displays the content of the Annual Gallery Subfolder with annual folders divided into four (4) quarters. Basically, individual folders will be created for every reported fugitive. Their individual folders will contain Official Fugitive’s Documents (OFD) that will be stored according to quarterly periods. Official Fugitive’s Documents (OFD) refers to the following: 1) Fugitive

Compilation of Documents

Classi`ication/Grouping of Documents

Reporting/Internet Upload

Archives Maintenance, Safekeeping

and Protection

The BJMP-‐FIMS Process

Figure 2. BJMP-‐FIMS Process


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Information Catch Form 1 and 2) Reports such as spot reports, progress reports, and final/closure reports.

Figure 3. BJMP Fugitive Information Management System Folder

BJMP Fugitive Information Management System Folder

Annual Gallery Folder

Figure 4. The Annual Gallery Sub Folder of the BJMPFIMS


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The Regional Portfolio folder includes regional folders that contains list of fugitives according to jail locales. Regional Operations Officer shall create individual subfolders for all jails under their jurisdiction. These subfolders will then comprise annual folders divided into four (4) quarters. Individual folders for each fugitive containing OFD shall be created and entered into the record system according to quarters.

Regional Portfolio Folder

Figure 6. Sample Regional Portfolio Folder of the BJMPFIMS

Regional Portfolio Folder Contents

Figure 5. The Regional Portfolio Sub Folder of the BJMPFIMS


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F. System Requirements For the system to work well, the following requirements should be in place such as:

1. Official Fugitive’s Documents (OFD)

Basically, the system will be working on with the management of documents. Without these vital documents, the whole system will be non functional. The jail institutions, where escape incidents took place, shall provide initial documents for processing at the higher offices before uploading to the BJMP Fugitives Gallery website. These basic documents are considered as unclassified and include the following:

a. Fugitive Information Catch Form (FICF) (see figure 7 below) b. Fugitives mug shots (png or jpeg format) c. Official Reports

a. Spot Reports b. Progress Reports c. Final/Closure Reports

2. BJMP Fugitives Gallery Website

In order to facilitate utmost protection of the information for public

usage, a website solely administered and controlled by the Directorate for Operations will be created for the purpose. The website will be named as “BJMP Fugitives Gallery” with etched BJMP icons shown below in figure 8. Its primary icon will be stamped with the phrase “Dakip Balik Piitan” (see figure 9). The “BJMP Fugitives Gallery” website will serve not only to provide vital information for the general public regarding Philippines’ wanted fugitives/absconders from law who were previously incarcerated in the jails under the turf of BJMP but also as a back up repository of fugitives’ information. It will have four webpages: the Homepage, Annual Galleries, Regional Portfolio and the Contact Page, which will be represented by menu icons and will be shown in all of its webpages. The public through Internet services could access it and will work well in personal computers and laptops. It may likewise be accessed through tablets and smartphones but may not function satisfactorily.

Individual photographs of the fugitives will be posted in the website

together with basic information about individual fugitives with downloadable and printable FIFCs. Postings will be in chronological order conforming to the time of the jail escape from current year, in quarterly mode, down the previous years.

3. BJMP Regional Websites

Creation of respective BJMP regional websites will be an inevitable

requirement for purposes of interlinking offices in order to satisfy optimum


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delivery of information to the public. This system tool will provide necessary interlinks that will increase the propensity of reaching a multitude of the Internet-‐user population and send the information across.

Figure 7. BJMP Fugitive Information Catch Form (BJMP FICF)

Fugitive Information Catch Form !

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BJMP FUGITIVE INFORMATION-CATCH FORM (BJMP-FIC Form)

REGION :_________________________________________ JAIL :_________________________________________

LATEST I.D PHOTO

NAME Last Name First Name Middle Name

A.K.A/Alias/Aliases Place of Birth

Other

Available Photographs

Date of Birth Age Weight Height Nationality

Civil Status Gender Civil Status Built

Date Committed in Jail Complexion

Date of Escape Eye Color

Mode of Escape

Docketed/Charged Cases 1. 2. 3. 4. 5. 6. 7. 8.

Court Venue 1. 2. 3. 4. 5. 6. 7. 8.

Last Known Address

Distinguishing Marks

Remarks/Status (Specify if Recaptured/KIA/Still at Large. Indicate date of Recapture/KIA)

Sources of Information (i.e. inmates carpeta, police documents, court documents, inmates’ personal statements either sworn or not, etc.)

Prepared by: Information Validated by: _________________________ __________________________ Unit Records Officer Jail Warden


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Figure 8. Sample Webpages of BJMP Fugitives Information Management System (BJMP-‐FIMS)

Sample BJMP Fugitives Gallery Web Pages


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G. Project Cost For the BJMP NHQ, the cost to be incurred will only be limited to the monthly subscription to Internet Website Providers. Subscription costs may vary dependent on the type and extent of our needs that these providers will provide. Based on the current approximations of files for upload in the Internet, a free site will work. Moreover, a set of personal computer for storing and securing the fugitives files is required for this matter. The personal computer will only be utilized to store solely the documents pertaining to BJMP-‐FIMS.

In instances of the inevitable upgrading of the official BJMP Fugitives Gallery Website, it can be done without compromising the existing feature and loss of data. The initial website will work well in personal computers and laptops although it may be accessed through tablets and smartphones but may not function satisfactorily.

The initial estimated cost for maintaining the BJMP-‐FIMS Fugitives Gallery website is pegged to one thousand pesos (Php 1,000.00) monthly subscription. Purchase of a Personal Computer (PC) is estimated to fifty thousand pesos (Php 50,000.00).

For the regional offices, the cost for the creation and maintenance of individual websites also varies dependent on the typology and degree of needs the user pleas.

Icon of the BJMP Fugitives Information Management System

Figure 9. Icon of the BJMP Fugitives Information Management System


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ADDENDUM

RECOMMENDED BJMP-‐FIMS ICON


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