Republika rig Pilipinas KAGAWARAN NG KATARUNGAN

Department of Justice Manila

MEMORANDUM CIRCULAR NO. 0 4 2 TO ALL BOOK ACCOUNTABLE OFFICERS/

BOOK CUSTODIANS/CARETAKERS OF BOOKS/LIBRARY OFFICERS-IN-CHARGE IN REGIONAL, PROVINCIAL CITY PROCECUTORS/BRANCH OFFICES

SUBJECT : GENERAL ADVISORY GUIDELINES ON BOOK ACCOUNTABILITY

Date September 28, 2016

This supplements the attached Memorandum Circular (MC) No. 59, series of 2015 (Guidelines for Clearing Library Book Accountability) and MC No. 32, series of 2006 (Accountability With Respect to Law Books/Periodicals and Other Legal Materials Assigned to Prosecutors' Offices), in relation to accountability of book custodians in the Prosecution field offices.

The following are additional guidelines for all book accountable officers, to wit:

Please see to the full accounting or inventory of all basic law books issued to your office. Kindly ensure that all books have been properly turned over from the former caretaker or accountable staff to the present custodian or the one who ultimately has responsibility over these library materials. Such inventory shall be both based on book Memorandum Receipts (MRs) issued to your office and the MRs on file with the DO3 Library.

Please see to it that there is a certification on the transfer of accountability that has been effected from the previous custodian to the present one. If there has not been issued one, kindly effect the same this early for proper accounting purposes.

This way it will be easier to be granted relief of accountability in time for one's retirement, resignation and transfer, among others.

It will provide ample time for one's forthcoming clearance application.

It will effect a smoother turn-over to your office's succeeding accountable officer(s).

Early inventory of basic books under your custody shall result to early discovery of missing books, if ever. Normally, the present custodian of books shall ultimately assume accountability over those books under his/her custody, with or without the certification on the transfer of accountability to the present custodian.

Please refer to MC No. 24 dated September 14, 1999 and reiterated in MC No. 32, series of 2006 (both) with the subject, "Accountability With Respect to Law Books/Periodicals and Other Legal Materials Assigned to Prosecutors Offices." The staff to be designated should be a national government employee and not one coming from local government since book accountability cannot be assigned to detailed local government employees by a prosecution office. Proper designation is necessary to effect proper assignment of accountability. Similarly, casual employees may not be designated to avoid similar pressing concerns.

Individual Prosecutors are accountable for all the copies of DOJ-authored law reference materials (for example, the 2008 Revised Manual for Prosecutors, etc.) issued to them, unless surrendered or returned to the office when separating from government service, in which case the copy/copies shall have to be under the custody of the book accountable officer. The copy/copies shall have to be re-lent to prospective Prosecutor end-user(s) with accompanying MR, one signed copy furnished and transmitted to the DOJ Library.

Similarly, the copy of the Codes of Conduct of the Prosecution Service, also being distributed to administrative staff shall have to be returned to their respective offices or as an option, may be turned over to the DOJ Library, upon one's separation from service. Returned copies will have to be re-distributed officially to other user-requesters.

Regrettably, the DOJ Library is not open to the return of your office's obsolete books or those considered as shelf sitters, virtually also in view of its perpetual problem on material space.

For other book/clearance-related inquiries, please contact Ms. Marilou M. Santos, Librarian V, thru (02) 5249740; (02) 5238481 local 293; email: malou san2000(avahoo.conn (underscore after malou); CP: 09354397638/ 09289344698.

For the Secretary of Justice:

ir 7 7

CLARO A. ARELLANO Prosecutor-General

BookAccountAdvisory

Republika ng Pilipinas KAGAWARAN NG KATARUNGAN

Department of Justice Manila

PGCM-MC-29315-

MEMORANDUM CIRCULAR NO.0 5 9

TO Undersecretaries and Assistant Secretaries The Prosecutor General The Chief State Counsel Prosecutors Support Staff in the National Prosecution Service

(NPS) Field Offices All Concerned

SUBJECT

April 071 2015 Memorandum

DATE

29 October 2015

Transmitted herewith, for the information of all concerned, the April 07, 2015 Memorandum (with enclosures) of RICARDO V. PAPAS III, Chief State Counsel, with the subject dissemination of GUIDELINES FOR CLEARING LIBRARY BOOK ACCOUNTABILITY/ in connection with Memorandum Circular No. 24,

'Accountability With Respect To Law Books/Periodicals And Other Legal Materials Assigned To Prosecutors Offices."

For information and guidance.

Prosecutor General CLARO A. ARELLANO Officer-In-Charge/ Department of Justice

End.: As stated.

Republika ng Filipinas

KAGAWARAN NG ICATARUNGAN Department of Justice

Manila 0 8 NOV ad

4.)0 nee

MEMOPANDUM CIRCULAR NO.

TO ALL ADMINISTRATIVE OFFICERS/LIBRARY OFFICERS4N-CHARGE REGIONALJPROVINCIAL/CITY PROSECUTORS/BRANCH OFFICES

SUBJECT ACCOUNTABILITY WITH RESPECT TO LAW BOOKS/PERIODICALS AND OTHER LEGAL MATERIALS ASSIGNED TO PROSECUTORS OFFICES

The head of the Book Distribution Project together with the Chief Librarian of this Department has reported that there have been instances where lm books/materials assigned to the various Prosecutors offices have not been duly accounted for. Invarlablythe reason given is that there are no records and/or the Prosecutor who received the books/materials has either retired/resigned or promoted and has not made proper turn over of the responsibilityto his successor in the office.

For more effecilve control of all books/materials assigned to the Prosecutors' offices and in order to pin point official responsibility, the Administrative Officer/Library Caretaker of the Office of the Regional/Provincial/city Prosecutor shall for al Intents and purposes be considered as the accountable officer there he/she must possess a permanent position/item in the library where they are assigned. Casual, detailed employees, etc. should not be assigned as Library Caretakers to avoid problems. As such he/she shall be responsible for;

The records of all books/materials assigned to their respective offices;

The issuance and retrieval of such books/materials;

The submission of reports on missing books/materials specifying the borrower; and

The issuance of clearance to Prosecutors/employees with respect to books/materials borrowed by them, which shall in turn to be the basis of the Librarian of this Department in the issuance of final clearance.

For your guidance and strict compliance.

For the Secretarv of slice!

1 iPTranfir" T :;.1*.„

Chief ate Prosecuto

Rcpublika lig Pilipinc • . KAGAWARAN NO RATAIkUNGAJV

Departinthil of Justice Manila

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1 Se' teinber 1999

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MEMORANDUM CIRCULAR NCP I i I •

TO ALL ADMINISTRATIVE OFF_CERS ,OFFICERS-WHAIRGE. REGIONAIJPROVINCIALiCITV PROSECUTORS/ BRANCH OFFICES:

SUBJECT AC COUNT Al1ILITY WITH RESPEC 10 LAW, , • BOOKS/PERIODICALS AND OTHEIL LEGALMATERIALS ASSIGNED TO PROSECUTOi3 btricts •'''•"' •

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The head of the Book Distribution 1"rojeet together with Ind Chief Librarian Of this Department has reported that there have been instances *here lakes/books/Materials assigned to the various Prosecutors offices have not been dul2 acCountcld rof.. iris:dirt* the reason givtn is dint there arc no i•ecords andior the ProSeculd whoi . rdtiii/ed !the bookshnaterials has either retired/resigned or promoted and has not made pl•Orki turn 6i7ei• 'of the itsportsibility to his successor in the Office., • .1- H !iitIh,, ';' • ..! •

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For a more effective-cot-lull of all books/materials ássigiei to fire Phsecutors' offices and in order to pin point official respontibilitf, the' 'AdithrilatititNe Wrieer/Librart Caretaker of the Office of lie RegionaWrotincia.1/City Pi•ogeentbershtill Porall intents:I dhd purposes be - considered-as the aceoluttable offiter thetefoi• ite/sho'hiuthiOS dss id beinianent position/item in • . the library where they arc assigned.. Canal, Idetdileil ethp.IdtdijetL.•shbbld hot be alaigried as Libraty Caittakers to tcvoid problems. A Si ho tiOdifsibld far:. -

!. ..• .• :''• ' •!• !.:. ,-," 1;.

1. The records of allknoks/tnaterlats assignicl to thCidesbective offices: .. 1 • .1 1; , 1 .1 !! • I.• ,

The isshance and retrieval of tooks/indtelials;''' • • ' ;; i •

i'. The submisIsion of reports on Missing booksh&teriels specifying the botrower; and

!; • !I I: •: !:. •

, 4.. The issuance of cleat-once 16 PPosecittori/einbloyees With respect to . books/materials borrowed 61 thcrthi:*iiich thiallhk. thin be the basis of the Librarian o th is Departnient iii the isdni&ce Of faint clearance. !•

I• •!! ii ! • 1! For youi• guidance and steict tompliaicee. • :• .

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I• I; For die Secretary ofJustice:

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SEP 4 19B9 .1

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Guidelines for Clearing Library Book Accountability

Department of Justice (DOJ) Proper

Book clearance process for officials and employees in the DOJ Proper only involves presentation of the Clearance Form to the Library. The Library will have to check any existing book accountability based on library circulation records. If found to have accountability, this will have to be settled by the clearance seeker by replacing the missing book(s) title(s). In case the book(s) to be replaced are already put-of-print (or not in the market anymore) any book(s) with the same subject content can serve as replacement copy/copies, but preferably appearing in a more updated version/edition or having a more current publication date.

For those who have outstanding book accounts under their name, they may contact the Library to check on their accountability. Prospective retirees/resigners/transferees usually do a pre-checking to prepare themselves for an eventual relief of accountability and ultimately obtain a final clearance.

City/Provincial/Regional Prosecution Offices

In general, anyone from the city/provincial and regional Prosecution offices seeking final library clearance is required to submit a Certificate of No Book Accountability signed by the designated accountable officer for books, in this case, primarily the Administrative Officer (AO) in charge of books. (Enclosed herewith is a copy of the pertinent Memorandum Circular on the designation of the AO for the custody and safekeeping of library books).

Please note 'that this Certificate must be made separate from money and property accountability.

Officials and Employees:

All separating officials/employees are required to transfer their book accounts to their office certified by their Administrative Officer. This certification called Certificate of No Book Accountability shall be attached to the Clearance Form, signed by the office's AO/book custodian/librarian).

A herein pro-forma Certificate of No Book Accountability may also be copied and used for clearing purposes, otherwise, one may draft his/her own. (Please see end page).

In case of book loss, the accountable separating administrative officer shall have to replacte the lost book(s) with the same title bearing the same edition. If the specified edition is already out of print (i.e., not available in the market anymore), a more recent edition can do. Likewise, any book of similar subject content with more recent (or latest) edition shall serve as the replacement copy.

The local Commission on Audit (COA) may also be consulted for petition to grant possible relief.

Clearance Application Workflow

Receipt at the Librarian's Office (311 Floor)

Chia-king of Certificate of No Book Accountability if attached to the Clearance

Form. Checking of other attachments.

Check against the Library's book accountability folder. Other evaluation concerns.

If submitted requirement are found to be

complete, then the final Clearance would be issued.

i Clearance hearer to sign the

Clearance Release lag Book

Sample Formats:

Republilca ng Pilipinas KAGAWARAN NO KATARUNGAN

OCP/OPP/ORSP

Date

CERTIFICATION

To Whom It May Concern:

This is to certify that

has been cleared by this Office as to book Designation

accountability.

Administrative Officer / Caretaker of Books

This is to certify that

,of Name

has returned/transferred the 2008 Revised Manual Designation

for Prosecutors and the Codes of Conduct for the Prosecution Service (other Prosecutor-

specific issued book(s) to the (city/ provincial/regional) office as of

Note: This will have to be signed by the Office's accountable officer.

I hereby certify that I have returned / transferred the 2008 Revised Manual for

Prosecutors (etc.) to our Office as of Date

Note: This will have to be signed by the one seeking clearance and noted by the accountable officer.

mms 3-4-2015

Name

Date