KHAN PARVEZABDUL NAZEER SAB STATE INSTITUTE

OF RURAL DEVELOPMENT.

MYSORE

• INFORMATION

• RESOURCES

• TIME

WHAT DO WE DEAL IN THE OFFICE ?

ORGANISATION OF OFFICE……….

• HEAD OF OFFICE

• HEAD OF SECTION

• SUPERINTENDENT

• CASEWORKER

• GROUP D

DUTIES OF HEAD OF OFFICE

• TO ARRANGE FOR THE SPEEDY AND SMOOTH

DISPOSAL OF WORK

• TO ORGANISE THE OFFICE AND MAINTAIN

ORGANISATIONAL CHART

• TO ASSIGN WORK TO EACH CASE WORKER AND

ENSURE THAT EVERY PERSON DISCHARGES HIS

DUTIES SATISFACTORILY

• TO SEE THAT EVERY PERSON WHO SEEKS A

REPLY FROM THE OFFICE IS ABLE TO GET THESE

PROMPTLY

• TABLE INSPECTION

DUTIES OF THE HEAD OF THE SECTION

• TO EXERCISE GENERAL SUPERVISION IN REGARD

TO DESPATCH OF BUSINESS

• GUIDE CLERKS IN DAY TO DAY WORK

• MAINTAIN A WATCH OVER THE WORK AND ITS

SPEEDY DISPOSAL

• SEE THAT THE CASE WORKER IS MAINTAINING

CASE REGISTER

• SUBMISSION OF PERIODICALS

• DEAL PERSONALLY WITH COMPLICATED CASES

• TO INSPECT WORK OF THE CASEWORKER

ATLEAST ONCE IN A MONTH

DUTIES OF CASEWORKER…

• TO BE RESPONSIBLE FOR THE WORK CONNECTED

WITH ONE OR MORE COMPILATIONS ENTRUSTED

TO HIM

• TO ARRANGE PAPERS AND CASES IN ORDER

• TO BE CONVERSANT WITH LAWS, RULES AND

REGULATIONS, STANDING ORDERS, CIRCULARS,

PRECEDENTS, ETC., RELATING TO THE

COMPILATIONS ENTRUSTED TO HIM

• ENSURE THAT FILES DEALT ARE SUBMITTED ON

TIME

• TO BE WELL ACQUAINTED WITH THE PROCEDURES

• ENSURE OF CORRECTEDNESS OF FAIR COPIES

AND SEE THAT THEY ARE DELIVERED FOR

DESPATCH…

OFFICE ORDER BOOK

• THE HEAD OF THE OFFICE SHALL MAINTAIN AN

OFFICE ORDER BOOK IN WHICH SHALL BE

RECORDED ALL ORDERS CONCERNING THE

ORGANISATIONAL SET UP OF THE OFFICE AND

DELEGATION OF POWERS

• ENTRUSTMENT

• WORK ORDER

• MIS APPROPRIATION

IMPORTANT FORMS

• FORM 1 – GENERAL RECEIPT REGISTER

• FORM 2 – PERIODICAL REGISTER

• FORM 3 – CASE REGISTER

• FORM 4 – MONTHLY ARREARS LIST

• FORM 5 – WEEKLY ARREARS STATEMENT

• FORM 6 – CALL BOOK

• FORM 7 – FAIR COPYING REGISTER

• FORM 8 - DESPATCH REGISTER

• FORM 9 – STAMP REGISTER

• FORM 10- LOCAL DELIVERY BOOK

• FORM 11- RECORD REGISTER

• FORM 12 – REQUISITION SLIP

• FORM 13- RECORD ISSUE REGISTER

IMPORTANTS FORMS …..

• FORM 14 – ATTENDANCE REGISTER

• FORM 15- REGISTER OF CASUAL LEAVE

• FORM 16 - REGISTER OF FURNITURE AND OTHER

ARTICLES IN THE OFFICE

• FORM 17- LIBRARY ISSUES REGISTER

• FORM 18 – PERSONAL REGISTER

• FORM 19 – CASE WORKERS’ DIARY

SOME DEFINITIONS

• BRANCH : A DISTINCT UNIT OF THE OFFICE HAVING

ONE OR MORE SECTIONS AND SUPERVISED BY AN

OFFICER.

• SECTION: A NUMBER OF CASE WORKERS

ATTENDING AS FAR AS POSSIBLE TO WORK OF

SIMILAR NATURE.

• CASE WORKER : AN OFFICIAL WHO IS ENTRUSTED

WITH THE WORK OF ONE OR MORE COMPILATIONS

• COMPILATION: A SINGLE DEFINITE SUBJECT

EASILY IDENTIFIED BY TRILATERAL INDEX

LETTERS.

• TRILATERAL INDEX LETTERS: EACH COMPILATION

WILL BE DISTINGUISED BY UNCHANGING

TRILATERAL INDEX LETTERS.. EG,, ADM-

ADMINISTRATION,, LAQ-LAND ACQUISITION, MSC-

MISCELLANEOUS..

CLEARANCE SECTION

• FUNCTIONS OF THE CLEARANCE SECTION

• REGISTER, TAPAL RECEIVED AND TO MAINTAIN

GENERAL RECEIPT REGISTER

• TO ENSURE STAMPS ARE ADEQUATE

• TO DISTRIBUTE TAPAL AFTER IT IS RECEIVED TO

THE CASE WORKER IMMEDIATELY AND IN ANY

CASE NOT LATER THAN 24 HRS

• TO DESPATCH OUTGOING CORRESPONDENCE

• TO MAINTAIN LOCAL DELIVERY REGISTER, POSTAL

DELIVERY REGISTER, GENERAL RECEIPTS

REGISTERS ETS

• TO MAIN RECORD ROOM

MOVEMENT OF TAPAL IN AN OFFICE

• HEAD OF THE OFFICE SHALL OPEN ALL TAPAL

RECEIVED

• TAPAL COMES TO THE HEAD OF CLEARANCE

SECTION WHO WILL INDICATE THE RELEVANT

COMPILATION ON EACH REFERENCE AND ENTER

GRR(GENERAL RECEIPT REGISTER)

• IF REFERENCE IS HANDED OVER TO THE CASE

WORKER CONCERNED AND HIS FULL SIGNATURE

IS OBTAINED IN THE GRR

• THE GRR RECEIVED NUMBER AND TRILATERAL

INDEX OF THE COMPILATION IS ENTERED

• REFERENCES RECEIVED BY CASE WORKER ARE

OF TWO TYPES-PERTAINING TO MATTERS

PENDING IN OFFICE AND –NEW REFERENCES

• THE NEW REFERENCES GENERALLY FALL UNDER

THESE THREE CATEGORIES –

1. RELATING TO SUBJECTS COMMON TO THE DEPT

2. PERIODICAL RETURNS

3. MISCELLANEOUS LETTERS

• AFTER RECEIPT OF TAPAL EACH CASE WORKER

SHALL SORT OUT PAPERS AND ENTER ONLY

THOSE WHICH ARE NEW REFERENCES IN

PRESCRIBED REGISTERS LIKE SPECIAL

REGISTERS, PERIODICAL REGISTERS OR CASE

REGISTERS

TYPES OF REGISTERS

• SPECIAL REGISTER – REQUIRED TO BE

MAINTAINED FOR PARTICULAR ITEMS OF WORK

WHERE NUMBER OF CASES ARE LARGE AND

PROCUDURE OF DISPOSAL IS UNIFORM. HEAD OF

DEPT SHALL PRESCRIBE THE SPECIAL REGISTERS

AND THE PROCEDURE FOR MAINTAINING IT.

• PERIODICAL REGISTER – THESE ARE MAINTAINED

IN FORM 2..THERE SHALL BE ONE OR MORE

PERIODICAL REGISTERS DEPENDING ON NUMBER

OF OUTGOING PERIODICALS. WHERE AND OFFICE

RECEIVES PERIODICAL RETURNS FROM THE SUB-

ORNATED OFFICES, A WATCH REGISTER SHALL BE

MAINTAINED.

• CASE REGISTER-MAINTAINED IN FORM 3 AND

FILLED CAREFULLY.

ABOUT REGISTERS

• OPENING OF REGISTERS-ALL REGISTERS SHALL

BE OPENED ON 1ST OF APRIL AND PENDING CASES

SHALL BE BROUGHT FORWARD TO

CORRESPONDING REGISTERS

• NUMBERING OF CASES-COMPILATIONS ARE

DISTINGUISED BY TRILATERAL INDEX, SERIAL

NUMBER IN SPECIAL REGISTER AND THE YEAR IN

WHICH THE CASE HAS ARISEN,. EG., LND/SR-

150/2012-13.

• MONTHLY ARREAR LIST OF CASES SHALL BE

PREPARED IN FORM 4 BY EACH CASE WORKER

AND THEN CONSOLIDATED

• WEEKLY ARREAR STATEMENT OF PAPERS SHALL

BE PREPARED FOR TRACKING PENDING WORK

WITH CASE WORKERS AND THEIR WORKLOAD

SOME CURRENT DEFINITIONS..

• Attendance Monitoring System‖ means a computerized software along

with special devices to capture attendance data such as arrival time,

duration of absence from Section, leave at credit and availment and

monthly aggregate of hours of duty and absence of employees;

• “Content Management System‖ means a computerized software for

drafting,editing, printing, mailing, recording Government Notifications,

orders, circulars, memoranda, etc.

• ―Current file” means a file on which action has not been completed;

• File Monitoring System” (FMS) means a customised computer

application software for creating, monitoring, backing and closing files in

the Secretariat.

• “Leave Management System‖ means a computerised software for

sanction and tracking of leave proposals of the employees;

• “Letter Monitoring System”(LMS) means a customised computer

application software for receiving, indexing and monitoring receipts

received by the concerned Section / establishment.

• ―MIS reports‖ means various reports generated using customised

application software such as LMS, FMS etc.

Outline process chart of a paper from receipt to disposal

REFERANCE RECIEVED

CLEARANCE SECTI0N

Opens tapal

Head of office

Reference number

Head of

clearance

section

Enters in GRR

General recieptclerk

For new case ,

starts a file

Case workerHead of office

Puts up brief note

& Draft for approval

Puts up as per

orders passed

Case worker

Approves draft

Head of office

for typing

Clearance section

Compares fair copy

caseworker

Hands over copy with enclosures

caseworker

Despatch as per

requirement

Despatch clerk

signs

Head of office

disposal

Case worker

Disposal of files

HANDLING OFFICE WORK …..

• CASE WORKERS SHALL DEAL WITH ALL PAPERS

PROMPTLY

• PAPER MARKED ―TODAY‖ AND ―IMMEDIATE‖ MUST

BE WORKED UP THE SAME DAY. THOSE MARKED

URGENT SHALL BE ATTENDED TO WITHIN 2 DAYS

• NO PAPER SHALL REMAIN UNATTENDED FOR

MORE THAN FIVE DAYS

• THE HEAD OF SECTION, BRANCH ARE REQUIRED

TO ATTEND PAPERS SEND TO THEM ON THE DAY

THEY ARE SENT

• CASE WORKERS SHALL ARRANGE THE FILES AS-

1.CASES PEDING DISPOSAL 2. AWAIT FILES. 3.

PERIODICALS. 4. CIRCULARS. 5.PAPERS TO GO TO

RECORD ROOM.

• EACH BUNDLESHALL BE ARRANGED

CHRONOLOGICALLY.

Disposals

• After the case is finally disposed, the files are disposed

off

• A—preserved indefinitely

• B—preserved for thirty years

• C--- preserved for ten years

• D --- preserved for five years

• E --- preserved for one year

• N – those papers that are sent out of office in original for

further action

• Call book – a case in which immediate action is not

possible and further action is required to be taken after a

long time

Office procedures manual.

The first edition of the Secretariat Manual was issued in 1904.

The same has been reviewed during 1915, 1925, 1947 and

1956.

Consequent on the formation of the enlarged State of Mysore

on November 1, 1956, a Manual of Office Procedure for the

Secretariat providing for a uniform Secretariat procedure was

broughtout in 1958. That has been revised and published during

1967. Further revision was taken up during 1985.

During 2005, latest revision has been completed and the present

edition brought out

Office matters as of now….

• RESULTS FRAME WORK DOCUMENT (RFD)

• CITIZEN CHARTER- GRIEVANCE REDRESSAL

MECHANISM

• RIGHT TO INFORMATION ( RTI)

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