THE STATE OF JUDICIAL LIBRARIES
AND JUDICIAL SERVICES
By
Milagros Santos-Ong
SC Senior Chief Staff Officer
Integrated Electronic Library System
Orientation and Planning Workshop
Pan Pacific Hotel, Manila, March 25-26, 2004.
I. INTRODUCTION
Traditionally a Library is defined as a collection of books,
manuscripts and other literary materials kept for study, research, leisure and
for other purposes. In this bio-age, a library may be a virtual library or a
borderless or a library without walls accessible through the latest
information highway/technology. Law libraries shares the basic collection,
organization, service and other characteristics. The basic difference lies in
the mission vision of each type of institution, whether it be academic,
private institution like law offices, government, the executive, legislative
and the judiciary or it be government controlled corporations like the GSIS,
SSS etc. In this regard, the thrust the development of the collection of
judicial library is inline with it primary role of dispensing justice and for the
Supreme Court, it includes those that are related to its various projects such
as the programs of the Philippine Judicial Academy, OCA and Court
management and supervision, PMO, PIO and other projects of the court..
Another unique feature for a judiciary library is the DEMANDS OF
LIBRARY SERVICES.
What is the composition of the judiciary library - SUPREME
COURT, COURT OF APPEALS, SANDIGANBAYAN, COURT OF TAX
APPEALS AND THE COURT LIBRAIRES which at present are 75 in
number
II. LAW LIBRARY COLLECTION
BASIC COLLECTION
Sources of Law:
A. Statutes
a.1. Constitution
a.2. Statutes Proper
4275 Acts (1901-1934)
733 Commonwealth Acts (1935-1945)
844 Batas Pambansa
2034 Presidential Decrees (1973-1981)
9263 Republic Acts (1`947-1973, 1986 to present)
a.3. Treaties
a.4. Administrative rules and Regulations
Other statutes such as Proclamations, Executive Order,
Administrative Orders, Memorandum Orders, Memorandum
Circulars promulgated by Supreme Court, President,
Congress, and other government, government controlled
corporations
Like treaties, they are the most difficult to monitor and
acquire. Initial solution to this are:
a. Websites of each institution such Supreme Court,
Both House of Congress, COA, DOLE, CSC etc
However, just like our website, the SC decisions, Circulars and
other materials are NOT COMPLETE.
b. LEX LIBRIS CD-ROM National Administrative
Register which contains rules and regulations of government
and government controlled offices During one hearing
Committee on Justice then presided by the late Sen Marcelo B.
Fernan when we presented an amendment to the Revised
Administrative Code (Exe. Order No. 292) to provide the
Supreme Court with the same benefits as the UP Law Center of
requiring all government and government controlled to deposit
certified copy of their rules and regulation, Sen Flavier said
that NOT ALL comply with this rule. This statement is
supported by some of our SC decisions and administrative
decisions from the Office of the President.
B. Case Law/Jurisprudence
Decisions of the Supreme Court and the whole judiciary.
Decisions of the US Supreme Court and those of other countries
are used for persuasive effect.
Search Books
1. Legal Textbooks
2. Legal Encyclopedias
3. Law Dictionaries
4. Citators
5. LEX Libris, “Virtual Libraries” such as ChanRobles, Arellano,
Abogado.com., etc. and the Internet
6. WESTLAW starting January 2004
Search for Law:
1. Indexes or descriptive or fact word method
2. Table of Contents, topics or analysis methods
3. Known Authority or Statute or Case Method
4. Definition or Words and Phrases Method
III. Supreme Court LIBRARY SERVICES
a. Collection
The collection of the Supreme Court Library as of December 2003,
has increased as follows: 1390 books, 67 pamphlets, 948 donations and 121
bound subscriptions. The total collection of the library is 82,876 volumes
consisting of: 65,572 books, 1,910 bound legal periodicals, 8,083
pamphlets and 7,311 volumes of books donation.
A. Collection of the Supreme Court Library System
1. Card Catalog – Software used is the UNESCO CDS-ISIS
Card Catalog for the CA, Sandiganbayan, CTA, and the
two model libraries are hot yet computerized. Court
Libraries and partially the CA used the Los Angeles
Classification Scheme. Another part of the CA and the
Sandiganbayan use the Dewey Decimal Classification
Scheme. An agreement was reached during the
Convention of Court Librarians held in Cebu last year that
all the Court Libraries with librarians will use the Los
Angeles Classification Scheme. Majority of them are
waiting for their computers and for the SC Library to put
the collection in the SC website in order them to copylog.
2. Inventories
2.a. Inventory of Books of the SC Library are those
distributed to the 32 “network libraries” of the Supreme
Court
2.b. Inventory of Books Distributed to the lower courts
throughout the Philippines
2c. Inventory of Books Distributed to the 75 Court
Libraries
B. Indexes
The Supreme Court Library has the most up-to-date and
comprehensive Index and Card Catalog Entries among all
law libraries in this country. However, this is not seen and
because our indexes are available manually/in the card catalog
trays or printouts. It is the Library Staff and some members of
the court who use them to provide the information that they
need. Wouldn’t it be ideal to make this accessible right at the
very office of Supreme Court, Judiciary and the Public?
1. Index to Official Gazette
1945-1985 Published in two (2) volumes
1986-1995 -- A print out is available at the
Readers Services
counter. It is recommended
that this database be converted into CD-ROMS in
order that it could be accessed by the different
offices of the Court and the Court Libraries.
1996 to present is available on-line using the
Claris software.
2. Title Index to Supreme Court decisions including
resolutions from the En Banc and the three Divisions
received by the Library
1986 to 1995 Title Index to decisions and
resolutions is ready for printing or for CD-Rom conversion.
A print-out is available at the Readers Services Counter. It
is recommended that this be converted into CD-ROM for
more access.
1996 to present is available on-line
3. Index to Philippine Legal Periodicals 1935-present
4. Index to Newspaper Clippings collection
5. Title Index to Court of Appeals Decisions
C. Services
Personalized Services
D. Computerization of the Library, Court
Libraries and the Lower Court
Computerization is the answer to making information
available primarily to the Judiciary and to the rest of the
world. It is a FACT that COMPUTERIZATION is the
answer to a more accurate and faster legal research and
management which translate to Component’s C - Role of
Strengthening the Judiciary. An Electronic Judicial
Library and Research Facility.
The IDEAL An Electronic Judicial Library and
Research Facility is one similar to the WESTLAW
where the materials that are needed for legal research
may be obtained in full text with the click of the
buttons. This too have its constraints for what is found
into the WESTLAW are their publications and those where
they have legal licenses. NOT ALL LEGAL
MATERIALS are covered. Knowing this ideal system,
the question that we need to answer is can we “afford” to
establish and implement such as similar system. By
afford, do we have the funds to purchase all the hardware
and software ? Will SC or government restrictions allow
us to hire computer specialist to maintain and implement
this system? If the answer to this is NO or NOT at the
moment, what can be the compromise An Electronic
Judicial Library and Research Facility for the
Philippines? Can we settle with the same system as the
Singapore Supreme Court and similar other
computerized system?
The need for the computerized system is definitely
now primarily due to the research needs of the judiciary
and for the fact that to know the law is a must –
“Ignorance of the law excuses no one” Judges are
administratively penalized due to ignorance of the law.
The other reason are:
a. Problems as to accessibility of materials which I will
discuss later
b. Archipelago
c. Latest trend
The Problem of accessibility is due to the service that the
Library Services provide according to the following
organizational set – up:
a. Library Network with the Offices of the Chief Justice,
Associate Justices, En Banc, 3 Divisions, and other
offices in the Supreme Court;
b. Library Network with the Office of the Court
Administrator and other offices under its supervision;
c. Library Network with Court Libraries and the lower
courts
d. Library Network with other leading Law Libraries
e. Library network to be available to the public and in
the long run charge a fee for request of full-text materials
e. Library Cooperation
 Networking with other Law and related libraries
 PHILIPPINE GROUP OF LAW LIBRARIANS
And other Library Associations
IV. COURT LIBRARIES
COURT LIBRARIES
1. Angeles City
2. Aparri, Cagayan
3. Bacolod City
4. Baguio City
5. Bambang, Nueva Vizcaya
6. Barotac Viejo, Iloilo
7. Batangas City
8. Bauang, La Union
9. Binangonan, Rizal
10. Bohol City
11. Butuan City
12. Cabanatuan City (MTCC)
13. Cabanatuan City (RTC)
14. Cagayan de Oro City
15. Caibiran, Biliran
16. Cebu City
17. Daet, Camarines Norte
18. Dagupan City, Pangasinan
19. Davao City
20. Dimasalang, Masbate (MCTC)
21. Dipolog City
22. Dumaguete City
23. Gapan, Nueva Ecija
24. Gen. Santos City
25. Guagua, Pampanga
26. Gingoog City
27. Ilagan, Isabela
28. Iligan City
29. Iloilo City
30. Imus, Cavite
31. Iriga City
32. Kalibo, Aklan
33. Kalinga, Apayao
34. Laoag City
35. Legaspi City
36. Lagawe, Ifugao
37. Lianga, Surigao Del Sur
38. Ligao, Albay
39. Lingayen, Pangasinan
40. Lipa City
41. Lucena City
42. Luna, Apayao
43. Makati City
44. Malolos, Bulacan
45. Mandaluyong City
46. Manila (MeTC)
47. Manila (RTC)
48. Marawi City
49. Masbate, Masbate
50. Medina, Misamis Oriental
51. Morong, Rizal
52. Muntinlupa City
53. Naga City
54. Odiongan, Romblon
55. Oroquieta City
56. Pagadian City
57. Palayan City
58. Panabo, Davao
59. Paranaque City
60. Pasay City
61. Pasig City
62. Quezon City
63. Romblon, Romblon
64. San Fernando, Pampanga
65. San Mateo, Rizal
66. San Pablo City
67. Sorsogon, Sorsogon
68. Surigao City
69. Tabaco, Albay
70. Taclobam City
71. Tagum, Davao
72. Tanauan, Batangas
73. Urdaneta, Pangasinan
74. Zamboanga City
Court Librarians Association of the
Philippines (CLAPHIL) is the association of court librarians
throughout the Philippine. For the past two years of its existence, we have
met through a seminar-workshop. During these occasions, their problems
and possible remedies are discusses. Memorandum Order No. 8-2004 is the
output of the last meeting.
The Supreme Court Library purchases and supplies the books and
other library materials of the Court Libraries including those for the
individual salas of the lower courts. In this regard it has a complete list
(soft and hard copy) of the materials distributed. Updating of the
collection is done religiously throughout the year. There are however two
constraints:
a. Although the updated materials are available, they do not readily
reach the end users due to the following:
a.1. COA regulations as to property accountability
a.2. Shipping or transporting of materials is dependent on the
OCA Property Division. According to them, bidding of
the forwarder in for a “year” basis. As of this date,
March 25, 2004, no forwarder have been chosen.
a.3. Books and other materials are also being distributed by the
OCA, PHILJA and other offices of the Court. These
materials are not incorporated in the “COMPLETE
LIST” being maintained by the SC Library. Partial and
Temporary solution undertaken is for the
implementation of the Chief Justice Hilario Davide Jr.’s
Memorandum Order No. 8-2004 for the OCA Property
and the SC Library to reconcile their records.
a.4. There are Court Libraries which are fortunate to
receive donations.
These materials are not part of the complete list.
Recommendation is for them to include these materials
in the annual inventory which they must now religiously
submit, if possible electronically like Bacolod, to the SC
Library.
b. Circulars, Memorandum Order and even the latest laws and rules
and regulations are not accessible to these libraries. To
remedy the first two is subject to the implementation of
Memorandum Order No. 8-2004. Presently, the best mode for
the Court Librarians to get the material they need and to
communicate with the SC Library is by TEX or Celphone.
When a Court Librarian needs the above materials, they TEX
me and I send the materials that they need by fax. The
problem with this mode is that these libraries do not have a fax.
RTC Librarian of Baguio brought her own personal fax and
pays personnaly for the telephone line. For the librarian of
Tabaco, the nearest fax is in Legaspi. For some of them, they
get their FAX through the IBP office or other fax facilities
outside the courts.
Aside from Memorandum Order No. 8-2004, the immediate
solution to this is to provide them with telephone line telephone line
and either a FAX or Computers with Internet facilities. The later is
more recommended for they could use it for legal research using CD
ROMS and other library applications.
However, a SCANNER must be purchased for the SC Library
in order to be able to send the document by e-mail. The ideal solution
of course is the establishment of the ELECTRONIC JUDICIAL
LIBRARY. With this ideal solution, the telephone line and computer
are still necessary.
V. Lower Courts from Regional Trial Court including the
Shariah Courts
a. Books for individual salas
b. Services such as research, reference request and request for
specific laws and jurisprudence
VI. NEEDS OF
JUDICIAL LIBRARIES
I have just discussed the STATE OF JUDICICIAL
LIBRARIES AND JUDICIAL SERVICES. The more important thing that
we have address is what can we do to improve the present STATE OF
JUDICICIAL LIBRARIES AND JUDICIAL SERVICES?
We know what are the materials needed by
Judicial Libraries and other law libraries. The
major problem are:
1. Lack of Facilities
a. LAN
b. Computers and other equipment such as
Scanner, fax etc.
c. Lex Libris and other needed CDs
c. Telephone and other means of
communication
d. Space, shelves, supplies, etc.
e. Other infrastructure
2. Staff/Personnel
3. Education and Training of Staff/Personnel
4. “Institutionally” recognized and supported
networking
5. Financial Support
ANSWER TO THE ABOVE NEEDS:
.A1. ELECTRONIC JUDICIAL LIBRARY; A Virtual Law Library
and Central
Repository of Documents and Library Resources
A.1.a Decisions of the Supreme Court
1. a.1 Signed Decisions
1.a.2, Minute Resolutions (all)
1.a.3. Administrative matters such as those
involving the discipline of judges and
court personnel
2 Rules and Regulations and Issuances made by the
Supreme Court, Office of the Court
Administrator, Philippine Judicial Academy and
other offices of the Court e.g. Office of the
Administrative Services, Bar, etc.
3. Committee proceedings such as the Rules of
Court, Legal Education, etc.
4. Internal Memorandum Orders, Circulars, and
other issuances
5. Other Information and issuances such as
proceedings of Seminars, Programs. etc.
6. Speeches, articles, papers, etc. of the Chief
Justices, Associate Justices, Court
Administrator, Deputy Court Administrator,
Clerks of Court and other officials and
employees of the Court
7. Archival records
A.1.b Court of Appeals, Sandiganbayan, Court of Tax
Appeals
1. Decisions
1.b.1 Signed Decisions
1.b.2, Minute Resolutions (all)
1.b.3. Administrative matters
2 Rules and Regulations and Issuances
3. Division and Committee proceedings
4. Internal Memorandum Orders, Circulars, and
other issuances
5. Other Information and issuances such as
proceedings of Seminars, Programs. etc.
6 Speeches, articles, papers, etc. of the Presiding
Justices, Associate Justices, Clerks of
Court and other officials and employees
7. Archival records
A.1.c. Collection of the Libraries of the Supreme Court,
Sandiganbayan, Court
of Tax Appeals and the Court Libraries
- Organization and purchase of the collection
of the Regional Trial Court Library for LapuLapu City
A.2. Facilities
 Purchase of Computers, Library software and
legal online
systems such as the CD Asia’s 20 LEX LIBRIS
CD-Roms, and Access law. For the Supreme
Court, it is recommended that the LEX LIBRIS
subscription must be for LAN and incorporated in
the computers where the OPAC will be installed.
 WESTLAW – Once the Supreme Court will have
its own IP, the present subscription of the
Supreme Court is a ‘Judiciary –wide
subscription.”
 Supreme Court, Court of Appeals, Sandiganbayan,
Court of Tax Appeals and all Court Libraries must
be given computers AND a telephone line
 Purchase of FAX, Laser scanner, laptop and
digital camera are needed for the Supreme Court
Library to implement further the establishment and
service of the Electronic Judicial Library.
A.1.3. Personnel - Hiring and Training of Staff
A.1.4. Library Space
B . APPROACHES
B1. Establishment of an initial integrated library system
B.1.a. Procurement of the following
 Integrated library software
LIBRARY SOFTWARE
There are about forty four (44) Library Software that I was able
to get from the Internet. In addition to these forty four, there is
three (3) that are not in the list. LISA, a product of G-Soft, a solely
Filipino Corporation and the Open Source Software which is
available for free and will be used by the Asian Development Bank
Library and DOST Medical Libraries Group. UNESCO CDS/ISIS
is also available for free through the UP Institute of Library
Science. However, it an institution which has a number of
libraries. The SC Library used it for the union catalog. There may
be other libraries which have technical capabilities which are
developing their own in-house system.
In the Philippines, a great number of libraries are using either
of the following library software:
a. MEALISA - UP Diliman, Ateneo Professional Schools,
Senate and a number of libraries
b. Athena is used by San Beda, University Asia and the
Pacific and about fifty libraries
c. LISA is used by Miriam College and Arellano Univerisity
d. Follet is used by Cebu Normal University, DLSU Bernilde,
DLSU Zobel, DLSU Dasmarinas, Iglesia ni Kristo and 38
other libraries
e. Library Solutions/TLC is used by the National Library and
its Public Libraries and the unit Libraries of the University
of the Philippines
f. Millenium is used by the De La Salle University Manila,
University of Santo Tomas and IRRI
g. VTLS is used by International School
h. Voyager is used by the Library of Congress, and Harvard
 Computer hardware for the SC, CA, Sandiganbayan, CTA and
Pilot Court
Libraries
 Laser Scanner for the documents
 Digital camera and relate equipments
 Printers
 Fax
 Security system – The best security system uses chips.
However, the SC Library system can use the bar code
system for it can be integrated with the Circulation of
Library materials for COA purposes AND it is more
affordable considering Philippine government standards
and id likewise reliable.
B.1.b. Integrate the Library System for the Supreme Court, CA,
Sandiganbayan,
CTA, and Court Libraries
B.1.c. Supreme Court Resolution/Order to provide the Supreme Court
Library
(soft or hardcopy) of all of the collection enumerated in A.1
B.1.c. Human Support
Close coordination of the Library and the MISO in the design,
implementation, monitoring and support of the system. The
MISO staff assigned to this project must be identified and on a
permanent basis. Implementation of the Regulation by the
different offices of the Court
Training of the Staff
C. RESOURCE REQUIREMENTS
Primary stakeholders are the officials and staff of the
Supreme Court and the Judiciary and secondarily the general public
C.1. Human Resources
3.a. Supreme Court
 Filling up of the vacant positions in the library with IT
qualified individuals
 Approval of the proposed additional staff/reflected in the
annual budgetary proposal
 Coordination and cooperation of the librarians of the
Sandiganbayan,
Court of Appeals, Court of Tax Appeals and the 3 Pilot
Court Libraries and other Court Librarians
 Training of members of the teams
C.2. Facilities
Purchases of the recommended IT resources and
equipment as enumerated in A.2
D. RISK AND CONCERNS
All can access the needed information from their own computers in their
respective offices. In the long run, the full text will be available to the public
for a fee
CONFIDENTIAL matters will be safeguarded accordingly
Commercial subscriptions purchased by the Supreme Court must comply
with the license restrictions.