LEGAL DOCUMENTATION AND LIBRARY SERVICES DIVISION
The Library envisions adequate provision of updated reading resources, both in print and non-print, primarily for the use of the Department of Justice’s (DOJ) constituents. With the availability of such and the effective organization of these materials, optimal delivery of service is expected to be attained.
The Library acquires materials and develops its collections on the basis of the DOJ’s institutional objectives. These materials are processed and organized and made available to the clientele. As a legal information provider, the Library renders impartial service to all users, given the right material at the right time.
II. LIBRARY COLLECTIONS
The Library adopts an open-shelf system, that is, a user can freely search and retrieve the materials he/she needs. Likewise, the Librarian is always ready to serve the research and information needs of the DOJ legal community and other researchers.
The bulk of the main book collection pertains to law and jurisprudence. There is also a smaller collection of print materials having general subject orientation (for instance, public administration, history, among others) and general reference materials. The Library maintains the following reading resources, to wit:
- In-house Vertical File collection consisting of law subject folder files, DOJ Memoranda of Agreement, Philippine Treaty Series, United Nations (UN) Conventions, various country law profiles, among others.
- The Lex Libris computer-assisted database where the Library has subscription to.
- Bound, in-house compilations of the Opinions of the Secretary of Justice.
- DOJ and Presidential issuance compilations.
- Thematic collections on women and children; human rights, Law of the Sea, refugees, among others.
- Retrospective legislative deliberation files both bound and loose copies. More recent records/journals of deliberations, on the other hand, are being accessed through official websites of the Senate and the House of Representatives, if there is any request.
- Rare Filipiniana Collection which includes imprints bearing early 20th century law books in English and/or Spanish. A greater portion of this collection pertains to very old issues of Official Gazette (turn of the 20thcentury, pre- and post-war issues). This collection needs to be reserved but can also have provision for future access, in which case this would require corresponding budgetary allocation.
- US Federal Reporter System/American Law Reports--a collection of retrospective state reports of cases determined by US federal courts.
- News clippings collection covering published statutes and DOJ-related news articles.
- Retrospective Philippine legislative journals/records collection.
- Retrospective local and foreign law journal collection. Only a fraction of this pertains to more current complimentary issues.
- Print version of UN Treaty Series with post-war to 2000 imprints. These are all donated materials. This collection has been transferred to an offsite storage facility of the Records Management Section (RMS) in 2015.
- Other topical collections:
- Post-Event Report copies
- Graduate theses on the justice system and the Judiciary
- Bound photocopies of Constitutional Convention/ Constitutional Commission committee deliberation reports/journals (1935, 1971 and 1986)
III. LIBRARY SERVICES
- The Library serves all the DOJ constituencies and the general public. It welcomes walk-in Information queries or via telephone, email, snail mail and fax message. Outsiders wanting to have a hard copy of DOJ issuances especially those originating from the DOJ must request and secure the same from the Records Management Section (RMS). Only the RMS has the sole authority to certify such copy, if ever.
- The Librarian is always ready to give assistance to users on their information queries and requests.
- When borrowing a reading material, the library user has to accomplish the book card and sign the same.
- Job Order (JO) contract personnel as well as on-the-job (OJT) student trainees are restricted from borrowing library materials in behalf of officials and employees of the Department. At any rate, JO personnel and OJT trainees may have to bring the book card to the requesting party for his/her to accomplish and sign. This will help prevent future straying or book loss or risk questionable case of accountability.
- Outside students are discouraged to use the Library. The Library has limited space and that students must use the resources of their own library.
- The Lex Libris research tool may be accessed by any DOJ constituent. The Librarian is however always ready to give assistance to all database users.
- Access to brittle books, particularly very old issues of the Official Gazette is not allowed.
- The Library occasionally makes photocopy certification upon request by the DOJ legal constituents.
- Binding/Re-binding service. The Library has a book binding jobber for all its binding requirements. It also accepts official binding requests from other offices in the DOJ Proper.
IV. NPS (National Prosecution Service) BOOK ISSUANCE AND DISTRIBUTION SERVICE
Prosecution field offices requesting for law book materials personally procure the same from the library. The Library through the Property Management Section (PMS) has stopped any shipment of books to field offices way back in the early 2000s. So far, there still are 561 extant books for distribution to field offices. (But this may still be augmented/updated in the future). Basic legal reference materials issued to new Prosecutors include the 2008 Revised Manual for Prosecutors, Handbook on Administrative Case Management and the 2000 Bail Bond Guide.
V. GENERAL BOOK CLEARANCE SYSTEM
- Officials and employees of the DOJ Proper applying for book clearance need to have initial checking from the Library’s Circulation/Reading Area on their possible unreturned books/other materials before they can be finally relieved of book accountability.
- Those with outstanding book accountability, or in case of book loss, the same shall be replaced with exact or similar book, with same edition or whenever possible, a more recent one. If there are no more available titles in the market, lost books may be replaced with any book with similar subject orientation but as much as possible, bearing the latest edition.
- Clearance applicants from city, provincial and regional Prosecution field offices are required to present their initial book clearance issued by their office, by way of a Certificate of No Book Accountability duly signed by their accountable officer or book custodian. Other specific legal reference materials (like the Revised Manual for Prosecutors and the Codes of Conduct of the Prosecution Service, etc.) issued to Prosecutors/employees and thereafter returned to their respective offices must also be indicated in the Certificate. In case of loss of these legal reference materials, the submission of an Affidavit of Loss will not exempt a clearance applicant from not paying the same. An Order of Payment for any of the books shall have to be secured from the Library to be presented to the Cashier’s Office for payment. After issuing the Official receipt, it shall be photocopied by the Library for record purposes.
- Clearance certification from city, province and regional Prosecution offices may also be sent to the Library by fax transmission/email, among others. The original copy however should follow.
- Retiring, resigning or separating Administrative Officers and /or those designated book custodians must transfer book custodianship to the next designated accountable officer. Statement of such transition shall also be reflected in their book inventory list.
|Marilou M. Santos|
|Teresita B. Faustino|
|Ma. Rita M. Valle|
|Under the Supervision of|
|RICARDO V. PARAS III|
|Chief State Counsel|
|PASTOR J. BENAVIDEZ|
|Assistant Chief State Counsel|
|RUBEN F. FONDEVILLA|
|Assistant Chief State Counsel|