OCA CIRCULAR NO. 17-2003, February 07, 2003

Pursuant to the attached Memorandum Order No. 5-2003 and for purposes
of updating our records of property accountabilities and to determine
existing conditions of our office equipment, furniture, books and other
properties supplied by: a) the Department of Justice when it had
supervision over lower courts or before 17 January 1973; and (b) the
Supreme Court thereafter, all Clerks of Court, Branch Clerks of Court
Officers-in-Charge and all accountable officers of the Regional Trial
Courts, Metropolitan Trial Courts, Municipal Trial Court, in Cities,
Municipal Trial Courts, Municipal Circuit Trial Courts, Shari’a District
Courts, Shari’a Circuit Courts, Court Libraries and Maintenance Offices
of the Halls of Justice are hereby directed to conduct a physical
inventory of said properties assigned to their respective branches,
offices and libraries as of 28 February 2003 and as of 31 December of
every year thereafter. However, not included in this year’s inventory
reports are equipment, furniture and other properties issued by the
Department of Justice to branches and offices in the Halls of Justice
not covered by any formal turn-over. The conduct of inventory must be
witnessed by a representative from the nearest Commission on Audit
office.

The result of such inventory should be reflected in the attached
Inventory Report Form, accomplished in triplicate, and must be duly
attested by the representative of the Commission on Audit.

In the preparation of the inventory reports, the condition of each
piece of property should be duly indicated in the “Remarks” column of
the prescribed form.

All Executive and Presiding Judges shall supervise the proper
implementation of this directive within their respective jurisdiction to
insure the prompt accomplishment and submission of such reports to the
Property Division, Office of the Court Administrator, Supreme Court,
Manila, for compilation into a consolidated Inventory Report. The
aforementioned officials are required to submit their inventory reports
within thirty (30) working days from receipt of this Administrative
Circular and on or before 30 January of every succeeding year.

7 February 2003.