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GOVERNMENT OF JAMMU AND KASHMIR
MANUAL OF SECRETARIAT PROCEDURE
1998
ISSUED BY GENERAL ADM. DEPTT. (MONITORING)
CONTENTS Pages
Chapter I Set up of the Secretariat ... 2
Chapter II Receipt of Registration and
Distribution of Dak ... 3
Chapter III Processing and Disposal of Communication in the Dealing Sect10n ... 6
Chapter IV Drafts ... 18
Chapter V Issue of Dak and Maintenance of Accounts ... 25
Chapter VI Filing System ... 30
Chapter VII Indexing, Recording and Consignment
of Files ... 33
Chapter VIII Special Sections
A-Establishment Section ... 38
B-Estate Section ... 44
C-Petition Section ... 48
D-Cabinet Section ... 49
Chapter IX Legislature ... 51
Chapter X Inspections and Preparation of Returns ... 54
Forms SM-l to SM-22 ... 56--78
GOVERNMENT OF JAMMU AND KASHMIR GENERAL DEPARTMENT
Subject: -Manual of Secretariat Procedure.
Government Order No: 310-C of 1959
Dated 31st December 1959.
In supersession of all previous orders regarding the procedures of work in the Departments of the Civil Secretariat, sanction is accorded to the adoption of the revised procedure of work in the Civil Secretariat as given in the manua1.of Secretariat Procedure forming an annexure to this order.
2. The revised procedure detailed in the manual for Establishment and Petitions Sections will, however, be implemented after the Sections are set up and further details are worked out. Till then the existing procedure will continue. The .
Secretaries to Government should, before making appointments against the posts to which they are competent, to appoint at present, consult the General Department in order to see if there was not any surplus staff in the corresponding scale awaiting order of adjustment
By order of Govemment of Jammu and Kashmir.
(Sd.) DWARKA NATH,
Secretary to Government, General Department.
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CHAPTER I
SET UP OF THE SECRETARIAT
1. Secretariat. -The Secretariat is a single office for the purpose of recording and communicating the decisions and orders of the Government. It functions as a whole under the Chief Secretary to Government and is divided into Branches, each under
a Secretary.
2. Branch -A Branch consists of one or more Departments functioning under one Secretary, aided by Deputy/Under Secretaries, who are placed by the Secretary to be in charge of one or more of the Sections in the Branch.
3. Department -A Department consists of one or more sections or part of a section dealing with a clearly defined and distinct aspect of executive side of Government.
4. Sections -A Section is the basic unit of the Secretariat consisting of a Superintendent, aided and advised by various officials designated as Senior and Junior Assistant, Record Keepers, Assistant Record Keepers, Typists etc.
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CHAPTER II
RECEIPT, REGISTRATION AND DISTRIBUTION . OF DAK 5. Receipt of Dak -All dak, local or postal, including registered
and insured articles, meant for a Department of the Secretariat, will be received by staff of the General Section of the Department concerned or its local office.
6. Opening of Dak –(i) All covers, other than those addressed by name or marked top secret, secret or confidential will be opened by the General Section, which will also check, as far as parcticable, the enclosures, and mark on the receipt the details of papers, if any, found missing.
(ii) Valuables such as currency notes, postal orders, bonds etc. found in the covers will not be sent on but will be detached and kept with the Nazir of the Department for safe custody, while a suitable note is made on the receipt asking for instructions to the manner in which the valuables should be dealt with.
(iii). Covers, addressed to officers by name, will be handed over to them unopened. If the officer concerned is on leave or is absent on tour such communications should be handed over to the officer who is looking after his work.
(iv) Covers marked top secret, secret or confidential but not addressed to any officer by name, will also be handed over to the officer concerned unopened.
7. Stamping, marking and sorting of Dak -(i) Each receipt will be stamped with the date stamp (see facsimile below). Covers addressed by name or marked top secretariat of Confidential, will have the date stamp affixed to the cover itself.
………………………DepartementR.No………………………………Date……………………………….
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(ii)Telegrams,Express Letters and receipt markedImmediate,top secret or confidential will be separated from otherreceipts for registration by the Receipt Clerk and distributed as soonas they are received .
(iii) To facilitate the work of the Receipt Clerk in sorting outreceipts section wise,each section will supply their General Sectionwith an up to date alphabetical index of the subjects dealt with bythem.
8. Registration of Dak-(i) Every receipt will be registered bythe Receipt Clerk in the General Receipt Register( See M-1).Thedetails that may be avialabe on the covers addresses by name andon demi-offical, top secret, secret and confidental letters,will beentered in the Register. At the beginning of each day,the date willbe entered in the Register in red ink and the entires pertaining tothat date made under it.
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(iii) The receipts will be distributed to the sections once during the day. Telegrams, Express Letters and other receipts marked top secret, secret, confidential or immediate will be handed over to the concerned -section as soon as they are received.
(iv) If a receipt has been marked by the General Section to a particular.. Section and is felt by that Section not to pertain to the. Subjects dealt with by them, it may be shown to other Sections of the Department. In case none of the Sections agrees to receive the reference and deal with it, the reference will be placed before the Under Secretary Incharge of the General Section by the Receipt Clerk for marking it to, the Section to which, in his opinion, the reference pertains: If however, the reference does not concern the Department in which it was received, the Under Secretary should .contact the Department in. which, in his opinion, it is to be dealt with. If -that Department does not agree to take it over, the reference shall be referred to the Establishment Section, which will mark it to the proper Section. The decision of the Establishment Section will be final.
(v) The covers addressed by name or marked demi-offcial, top secret, secret or confidential, will be placed by the P.A. or the Stenographer before the officer concerned. In case the officer returns such receipts to the P.A. or the Stenographer for being passed on the section concerned, the latter will hand over these receipt to the Superintendent concerned and get his signatures' in token of having received such references.
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CHAPTER-III
PROCESSING AND DISPOSAL OF COMMUNICATIONS
IN THE DEALING SECTION
10. Perusal of Dak by Section Superintendent.-On receipt of the dale from the General Section of the Department, the Section Superintendent will indicate on each receipt the Assistant who will deal with it. In doing so, he will use his discretion and mark the receipt to the Assistant who- can, in his opinion, deal with it best. This marking need not be in accordance with any formal or informal distribution of work and it will be the Superintendent's responsibility to organise the work in his section so as to get the best and quickest work from his staff. If any of the receipts are difficult in nature or present any special features' requiring his personal attention, he will either deal with such receipts himself or give suitable instructions to the Assistant. It will also be the responsibility of the Superintendent to classify the receipts as "immediate" "Urgent" or "Ordinary" and to have suitable labels attached to such receipts.
(ii) Receipts, which require the perusal of the officers initially, will then be selected and separated receipts pertaining to audit objections should be shown to the Secretary direct.
(Hi) The Superintendent will have a copy made, if necessary of any urgent receipt which goes to an officer for perusal. This
copy will be used by the Section for taking immediate action. An indication of this will be given on the original receipt for the information of the officer.
(iv) All receipts not sent to the officers for perusal, will be handed over to the Record Keepers. The dale marked for perusal of' the officers will" be sent to them direct by the Superintendent in suitable dak pads.
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11. Perusal of dak by officers. -(i) The officer to whom the receipt is marked for perusal, will either ;
(a) initial it in token of perusal.; or
(b) dispose of it himself; or
(c) record instructions as to its disposal or
(d) mark to a superior officer for perusal, and return the pad to the Section direct.
(ii) The receipts sent to the Minister for perusal will invariably return through the Secretary. If the Minister is not at the headquarters, the Secretary may peruse and return the receipts on his behalf or keep any of them pending for his perusal.
12. Priority in movement of Dak-Receipts sent for perusal to officers should be placed in pads marked with the officer's designation and carrying, an Immediate label with the word "Dak" on the top.
All officers should give top priority to the perusal of the receipts: The Record Keeper will bring to the notice of the Section 'Superintendent any receipt that is not received back from officers within 24 hours.
13. Note Book for important receipts.-The Section Superintendent will keep a note in his personal note book about and will watch the progress of the important receipts requiring prompt action or on which action is required to be taken by aspecific date.
14. Maintenance of File Register.-(i) The Record Keeper willon receiving the receipts, including un-official communicationsfrom the Section Superintendent immediately enter, them in theSectional Daily Receipt Register to be maintained in the formshown in Form SM-2. Against each receipt number in this
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Reigister, he will then enter the file number, which he will get from the File Register for Section See Form SM-3. Each Section will have only one Daily Receipt Register and only, File Register.
(ii) Every new file will be given a file number, which will be the next available serial in the File Register for the year.
. (iii) A heading, sub-headings and contents to each file will be given in the File Register, in accordance with the instructions given in the Chapter VII. This should be done immediately a new file is opened.
(iv) Any final decision taken on a file will be entered in the File Register in brief conveying a clear idea of the contents of the order.
15. File Register for confidential and secret cases.-All confidential .and secret communications will be enter1din separate Daily. Receipt Register and File Register to be maintained by the Superintendent personally or the Stenographer. As soon as a file ceases to be confidential, it will be given a number in. the General Register of the Section, with corresponding cross references in both the Registers.
16. References of receipts.--(i) The Record Keeper will after entering the receipts in the Daily. Receipts. Register, and File Register and after preparing the indices of the primary receipts, put up each receipt with all connected records, precedents, rules and other relevant papers to the Assistant, to, whom it has been marked by the Section Superintendent. He will also mark the page and serial number of the receipts in pencil and attach a P.U.C. flag to each receipt. He should sort out the receipts according to priority. Immediate and Urgent receipts should be taken up first. Where any difficulty is experienced by the Record 'Keeper in putting up papers, the Assistant should be consulted.
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(ii) Where a reference is quoted in the body of a receipt and that reference is in a file put up with 'another case, a copy of the required paper should be made available and put up with the fresh receipt to avoid delay. No Assistant should return a receipt 'to the Record Keeper to be kept pending until the connected papers or references are available, without the specific orders of the Section Superintendent. In urgent and important cases, the Section Superintendent should take the orders of the officer.
(iii) The Record Keeper should, in no case, retain a receipt with himself very long. If the papers cannot be completed early, he should bring the matter personally to the notice of the Section Superintendent and obtain his instructions.
(iv) If a receipt markes a specific reference to any paper, the Record Keeper will indicate, in pencil, on the margin or the receipt, against the reference, the details of the paper including the serial and page number of the correspondence file or the page number of the book or reference volume.
,17. Initial examination and disposal of the receipt by the Assistant.- (i) The Assistant will attend to the cases, put up to him ..'
by the Record Keeper in accordance with their priority.
(ii) If any other sections are concerned with any part or aspect of the receipt the Assistant will first sent relevant extracts through the Section Superintendent to the Section concerned for'necessary action.
(iii) The Assistant will see that all papers required in, connection with the disposal of the receipt are put up by the Record Keeper.
(iv) Where a receipt is such that the line of action is clear, 0 or is based on a clear precedent, or has been indicated by the officers the receipt, the Assistant will put up, as far as possible, a draft reply along with its fair copy. If however, the
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Assistant deems it necessary, keeping in view the nature of the case, to have the draft reply approved fisrt by the higher officers, he may submit a draft only without its fair copy. In either case he will not put up any note, but will only enter on the note file, immediately under the docket entries referring to the receipts concerned the phrases “D.F.A.” or “D.F.A” with F.C.” standing for draft for approval and draft for approval with fair copy. In other cases, the Assistant will put up a note for orders.
(v) When putting up a note seeking the approval of the Minister for submitting a case to the Council of Minister, the Assistant will place a draft memorandum for the Council on the File. This will enable the Minster to approve the memorandum for
the Council of Ministers at the same time as he passes orders for submitting the case to the council.
18. Noting._ (i) While putting up note, the Assistant will;-
(a) see whether all the facts, so far as they are open to check, are correct;
(b) point out any mistake or mis-statement of facts;
(c) draw attention, where necessary, to the statutaory procedure and point out the law and rules;
(d) supply other relevant facts and figures available in the Department and put up
precedents or papers containing previous decisions of policy;
(e) state the question or questions for consideration and bringout clearly the points requiring decision; and
(f) suggest alternative courses of action, wherever possible;
(iii)The office note should be as short as possible and should be legibly written in ink or typed out on note sheets. Notes to be submitted to the Minister should be typed.
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to the right or bottom side of the file cover, in such a way that although the correspondence reads from left to right in chronological sequence the bottom end of the tag is free, for appending further serials as they come. While submitting a file to an officer, the paper under consideration referred to in the, note are placed on top of the correspondence file, so as to be immediately opposite the note file. The right flap of the file board flaps is folded at the appropriate, page of the notes, so that on opening the tape the file opens immediately at the note to be considered.
20. Channel for submission of case. -(i) The channel for submission of important cases will be ;
(a) Assistant;
(b) Superintendent;
(c) Under/Deputy Secretary;
(d) Secretary; and
(e) Minister.
(ii) Cases should only move up to the authority competent to pass finalorders.
(iii) Selected Assistant may be authorised to submit cases direct to theUnder/Deputy Secretary by or in consultation with the Superintendent.
(iv) The Superintendent may submit unimportant cases direct to theSecretary. The Under/Deputy Secretary may, in similar case, mark them direct tothe Minister.
(v) After orders have been passed by the competent authority, the case should go back to the section as far, as possible, through all the officers fit the intermediate stages to keep them informed of decision taken. In particular, files submitted to the Minister should almost inviably return through, the Secretary.
(14) will work under the direct supervision of the Section Superintendent who will takework from them at his discretion. 23.Preparation of fair copies. –(i) Drafts for typing should not be separated fromthe files and handed over to the Typist/Typists for typing but should be kept with itbecause it may be necessary some times to correct the drafts with referencere torecords even at final stages.
(ii) Fair copies of all communications will be typed out in the appropriateprescribed form of suitable size. Printed forms should be used as far aspossible.
(iii) A margin should be kept on the left hand side of the page and on both
sides of the reverse, if used. The margin may be encroached upon, onlyif statements have to be copied in the body of the communication andare too bib to be typed on the portion on which the communication iscopied.
(iv) The name of the officer, who is to sign the fair copy should be typed in
brackets above his destination in demi-official letters, however, thedesignation will not be given below the signatures, but only at the head.
(v) Enclosures accompanying a communication should be indicated by
typing an oblique line (/) in the margin against the lines in which theenclosures are referred to. The number of enclosures should be typed atthe bottom on the left side of the fair copy thus“Enclosures……….Nos……………..”.
(vi) The Typist should type his initials with date at the left hand bottom ofthe fair copy e.g. PNK/25-2.
(vii) Marginal entries, unless they are very small, should be inserted in anindenture which should be demarcated by a line ruled or typed on top,bottom, and the side of the indenture facing the body of thecommunication.
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(viii) When an officer dictates a draft to his Stenographer, the lattershould prepare the requisite number of fair copies himself beforereturning the file to the Section.
(ix) A duplicate office copy of a draft should only be prepared under
the orders of the superintendent if the draft bears so manycorrections to make it eligible. In all other cases, the approveddraft alone will be the office copy on the file.
(x) Confidential and secret letters will be faired out by the
Stenographer.
24. Examination of fair copies. – Fair copies should be neatly typedand should be free from numerous erasures and corrections. Theyshould be carefully examined by the Assistant and should bear hisdated initials immediately under the typed name and designationof the officer signing. The Assistant will be responsible forensuring that the enclosures (and enclosures of enclosures, if any)are complete, the address is correct and the figures if any,correctly typed out.
25. Submission of fair copies for signatures. –(i) The Section willsend the fair copies, complete with enclosures, along with theapproved draft in the concerned file, to the Assistant will see thatthe corrections, if any, made by the officer, while signing, arecarried out in the other copies. (ii) Officers will give the fair copies the highest priority,
Personal Assistants and Stenographers should put up andreturn these in the same way as “immediate” files.
26. Return of files after issue of fair copies. – The Record Keeper,will make appropriate entries in the sectional daily ReceiptRegister. If after despatch the file is still pending the RecordKeeper will mark on the cover the date by which the file shouldbe taken out for issue of reminder etc., if no reply is received bythat date.
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27. Issue of reminders. -Record Keeper will make it a point to issue reminders at regular intervals to the officers concerned for expediting action on pending cases. He may put up demi-official letters even for drawing personal attention of the officer towards a case, if necessary. Reminders should not be sent to the Government of India within three months normally.
28. Numbering of Government Orders. -Each Section will maintain aregister, in the Form given in SM-8 wherein all Government Orders issued by theSection will be entered. The Government Order will be numbered in accordancewith the serial numbers if the register at which the Order is entered. It will bemaintained by the Superintendent.
29. Duties of the Section Superintendent. -The Section Superintendent will ; -
(a) scrutinise the notes and drafts put up by the Assistants, see that theyhave been prepared in accordance with his instructions and submit thecases to the officers after making corrections whenever necessary;
(b) issue reminders and acknowledgement under the signature;
(c) look to the general efficiency and working of his Section;
(d) see that-
(i) the staff under him is fully employed;
(ii) cases are punctually submitted;
(iii) routine duties are carried out with thoroughness and regularity;
(iv) his section is kept neat and tidy;
(v) the records and papers are kept in order ;
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(vi) routine work of the Section such as indexing making fair copies of drafts, maintenance of file registers, recording and consigning files to the general records etc., do not fall into arrears;
(e) be responsible for the safe custody of the confidential papers of the Section, which will be kept in a locked almirah along with a list, a copy of which will be kept by himself;
(f) maintain a sectional Note Book for keeping a note of important rulings and decisions for ready reference; and
(g) maintain a stock file of various Government and office orders of generalinterest and see that the file is correctly indexed and absolete ordersweeded out.
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CHAPTER IV
DRAFTS
30. Forms. -The draft should be brief, clear and complete. Unnecessary repetition, vagueness and ambiguity should be avoided. All official correspondence must be courteously and temperately worded and free from personal remarks. The written communications issuing from a Section, will be in one or the other of the following forms:
(a) Letters;
(b) Demi-official letter;
(c) Memorandum;
(d) Office Memorandum;
(e) Un-official reference;
(f) Endorsement;
(g) Circular;
(h) Telegram;
(i) Express Letter;
(j) Notification;
(k) Resolution; or
(l) Press Communique.
31. Letter. - The letter is the most common form used for all formalcommunications to the Government of India, other State Governments, all Militaryand Government officers, public bodies and private persons. It is written in thefirst persons to the persons primarily addressed or to his Secretary. It is not usedfor correspondence between different departments of the Secretariat.
(ii) Letters should be headed by the name and designation of the sender and the name and designation or address of the persons addressed. They begin with the salutation "Sir" and terminate with the subscription, "Yours faithfully" followed by the signature and designation of the person signing the letter.
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(iii) Official letters emanating from a Department must specifically be expressed to have been written under the direction of Government. The main text of the letter should contain the phrase "I am directed to" atleast once. After that "I am to" should be used in the text where "I am directed to" is required to be used.
(iv) The subject matter should not be given at the top of the letter but shouldbe mentioned in the body of the letter itself, Letters addressed to the Governmentof India, however, should give the subject independently at the top.
32. Demi-official letter. - This form is used in correspondence between Government officers for an interchange or communication of opinion or information with out formality of the prescribed procedure, or confidentially, or when it is desired, that a matter should receive the personal attention of the officer addressed.
(iii) A demi-official communication’s addressed personally to an officer byname. It is written in the first person singular in a personal and friendly toile withthe salutation" My dear………….” or “Dear Shri ........ …... ,”and terminating with "Yours sincerely". The salutation should normally be the same as would beused in a private letter to the person addressed. It is signed by the officer,generally without mentioning his designation. The name and designation of theperson addressed should be given at the bottom of the letter on the left hand side,and the name and designation of the sender may be at the head of the fetter,particularly if the communicating officers are not well acquainted personally witheach other.
(iii) Endorsements of demi-official letters should also be demi-officia1. For example, if a demi-official letter goes to A and its copy is desired to be sent to B endorsement should also have the same salutation and subscription as in a demi-official letter addressed to B.
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(iv) When a demi-Official letter is written under the instruction of a higher authority, the text should contain the phrase "I am desired to" once. After that "I am to" should be used in the text in place of "I am desired to."
33. Memorandum. -This is written in the third person and does not containany salutation or subscription except the signature and designatk1 of the officerwho signs it. The name and address of the addressee are given below thesignature on the left side of the page. In other respects it is identical in form andphrasing with the Office Memorandum. This form is used:
(a) in reply to petitions, applications for appointments inquiries etc.
(b) in acknowledging the receipt of communications form non-official bodies or individuals.
If a Department initiates correspondence with an individual this shouldalways be done by letter.
34. Office Memorandum. -The form is used for correspondence between departments of the Secretariat, only where un-official references are not possible. It is written in the third person and bears no salutations or suscription, except the signature and designation of the officer signing it. The designation of the officer and the name of the Department, to which the communication is addressed, is shown below the signature on the extreme left of the page. The use of this form, in correspondence with attached and subordinate officers should be avoided. The office memorandum should contain the phrase, "The undersigned is directed to"…………once, followed by "the undersigned is to……….," wherever necessary.
35. Un-official references. -(i) Un-official references are made by sendingthe file itself to the other Section with a note recorded thereon for theirconsideration. This method of
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correspondence is generally employed between departments of the Secretariat or between a Department and its attached offices, for obtaining the views, comments etc. of other Departments on a proposal or for the requisitioning of papers or information. No salutation or complementary closing words are used in this form. The name of the Section to which the reference is made, is written on the left at the bottom of the note Secretariat files and connected notes should not be sent out to officers and Heads of Department, who are not a part of the Secretariat or its attached offices without the orders of the Secretary.
(ii) Un-official references broadly fall into two categories, cases requiringfactual information and cases, seeking concurrence, opinion or a ruling. In boththese types of cases, nothing by the consulted Sections should be done on theNotes. File received from the referring Sections. Un-official references should beentered in the file register on receipt, but no new file should be opened by theconsulted Section. The information, concurrence, opinion or ruling recorded onthe Notes File should be reproduced in the File Register by the consulted Sectionagainst the file number allotted to the reference for record and facility ofreference in future.
(iii) Where, however, the issue referred by the consulting Section gives or is likely to give rise to an important precedent, a separate file may be maintained by the consulted department. This is not likely to be very often. In such cases, suitable extracts from the file sent should be taken, the issue examined and the final decision recorded in the file, before it is returned to the consulting Section.
(iv) In certain cases, it is necessary for other Sections to approve drafts andsign endorsement before fair copies are issued. Where the line of action is clearthe draft and fair copies may be prepared and signed by the issuing Section andsent along with the file, to the consulted Section who will approve the draft sign,the endorsements on the fair copies and number, the endorsements with theirSectional numbers. In other cases draft along will be sent along with the file forapproval.
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(v) The procedure outlined in preceding sub-paras will apply, as far as possible, to the Finance Department endorsement of Government Orders to the Accountant General.
(vi) Where there is a difference of opinion between the consulting and consulted Sections repeated despatch of the file from one Section to the other should be avoided. In such cases, responsible and competent officers representing the Sections should meet and, attempt reconciliation of the points of difference. The results of the discussion should be embodied in a joint note recorded on the notes file and signed by the participating officers.
36. Endorsement. -(i) An endorsement in the third person is used when a paper is returned in original to the sender or is referred to another department or to an attached or subordinate, office (either in original or by sending a copy thereof) for information, remarks or disposal. This form is also generally used when copies of a communication are to be forwarded to others in addition to the original addresses. In this case the endorsement may take one or other of the following forms: -
A copy (with a copy of the letter to which it is a reply) is forwarded to……….for information/for information and guidance/for necessary action/for favour of reply/for early compliance.
(ii) Copies of financial sanctions issued by administrative departments,which have to be communicated to the Audit authorities through the FinanceDepartment are also sent by means of endorsements.
(iii) This form should not be used in communicating copies to theGovernment of India and other State Governments.
(iv) This form is also used for communicating Government orders. In thiscase, the original order is always retained and only the endorsed copies issued tothe parties concerned.
(11) (iv) It should always be assumed that the paper under consideration will be
read by the officer to whom it is submitted. The recapitulation of the contents of the paper under consideration or the past history of the case should invariably be avoided. A note submitted of the minister for final orders should be self-contained and give a brief history of the case along with all issues relevant to the matter. (v) The notes should always be continuous and free from personal remarks. Comments in the sense of criticism should always be avoided.
(vi) The Assistant should discuss cases, wherever necessary with the SectionSuperintendent and put up notes in accordance with his instructions so that therewill normally be only one note from the office.
(vii) Both the Assistant and the Superintendent should sign the note onebelow the other, on the left hand side of the page.
The designation of the officer to whom a note is addressed should be givenat the end of the note to the left hand side.
(viii) The notes should be written in paragraphs which must invariably benumbered. Numbering may be individual for each note or continued seriallythroughout the file, but whichever system is adhered to at the start should bemaintained up to the end of the file. The sheets should be properly tagged andpaged and should invariably contain a couple of spare note sheets. The writer of anote should also ensure, that sufficient space is left on the page on which his notefinishes for the signatures and orders of the competent authority.
19. Procedure for putting up of a file. - Files to be submitted cover to theofficers should preferably be placed in one file containing both notes andcorrespondence. The Notes File is tagged on to the left or top side of the file coverand the other end of the tag left free. The correspondence file is tagged on
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(v) When copies, of a communication, other than a demi-official letter, addressed to, an officer are endorsed to other officers, the endorsements should be subscribed "B. O." (standing for "By order"), unless the endorsement conveys a separate message in which case the same subscription is used as in the original.
(vi) Endorsements should always be signed either separately or jointly.
37. Circulars.-(i) Circulars may be in the form of letters, demi-official letters or memoranda with or with out endorsements according to the requirements of the case. They differ from ordinary communications of the same kind only in being addressed to several departments or persons. Circulars are generally used when the number of addresses is too large to enable typing out of normal forms of communication.
(ii) Circulars should not be issued indiscriminately but only to those parties whom it may immediately concern.
(Hi) Circulars, addressed to Heads of the Departments should invariably be endorsed to their Administrative Secretariats also.
38. Telegrams.-(i) A telegram should be issued only on occasion ofurgency. Nowadays fast air mail services are available and no telegram should besent, if a, letter super scribe with the appropriate priority marking an express lettercan serve the purpose.
(ii) The text of the telegram should be brief but clarity should not be sacrificed for brevity.
(iii) All telegrams should be followed by post copies.
39. Express Letters.-An express is exactly the same as a telegram except that it is posted. It should be worded like
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a telegram and the recipient should give it the same priority as a telegram. This form should be made use of as far as possible, in plate of telegram, except in the most urgent cases. No salutations or terminations are to be used.
40: Notification.-This form is used for the statutory publication in theGovernment Gazette of Rules and Orders, delegations of powers, appointments:orders regarding leave and transfer of Gazetted Officers etc. The wording isimpersonal. The same form is used for drafting Government Orders.
41. Resolution.- This form is used for recording the decisions of Government, on important matters of policy announcing the appointments of Committees or Commissions of enquiry conveying the views of Government on the reports of such and other bodies and for publicizing Governments condolences or congratulation or any particular occasion. Resolutions are also usually published in the Government Gazette.
. 42. Press Communiqué or Press Note.-A press communiqué or Press Note is used to give wide publicity to any decision, policy or action of Government. The Press Communiqué is more formal in character than the Press Note and is always reproduced intact by the Press, while Press Notes may be edited, compressed or enlarged by the Press.
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CHAPTER V
ISSUE OF DAK AND MAINTENANCE OF
ACCOUNTS
43. Issued Of DAK.- Delivery of all letters local or postal, including registered and insured articles, from all the Sections of the Department, will be attended to by the staff of the General Section of the Department concerned or its local office.
44: Scrutiny and delivery of fair copies by the Section.--(i) The Record Keeper will maintain a Sectional Dispatch Register on a bond Register of Blank paper and enter the file numbers of the issues dispatched each day in this Register. He will obtain the signatures of the Dispatch Clerk, on this, very, register. A similar Register will be maintained for confidential and secret communications by the official keeping the confidential File Register.
(ii) The Record Keeper will ensure, before handing over the fair copies tothe Dispatch Clerk of the Department, that they are complete i.e. signatures ofthe officer concerned are on the letter, number and date are filled in, enclosures,if any are attached and indicated clearly along with complete addresses of thefair copies itself. The Dispatch Clerk will be responsible only for delivery of thefair copies in the manner indicated and will not scrutinise them.
(iii) Circulars will be accompanied by a distribution list of the addresses to whom they are to, be sent.
(iv) Fair copies will be received by the General Section once a day. The
time up to which fair copies of ordinary nature will be received from the Sections will be specified by the General section.
(v) Telegrams, Express Letters, and top secret, secret, confidential, orimmediate communications will however; be
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received at any time during office hours by the General Section. The Sections concerned should 'try, as far as possible, to hand over such communications along with ordinary lett_rs to the General Section for dispatch.
(vi) Confidential communications will be handed over to the Dispatcher in closed overs bearing the address to which they are to be delivered and also the number of the file. Secret communications will be handed over in double closed covers. The outer cover will indicate the designation of the addressee and the inner cover the name as well as the designation. The outer cover will bear the number of the file.
45. Sorting and dispatch by the General Section,-. (i) Fair copies will be sorted out according to the addresses by the Dispatch Clerk immediately after they are received from the Sections Letters to be sent by post will be sorted out and kept separate from the Letters to be delivered locally.
(ii) Letters to be delivered locally will be entered in the Peon Book/Books (See Form SM-9) and handed over to the messengers for delivery to the addresses. Care will be taken to enter together all the letters addressed to a particular officer by designation. Letters addressed by name should generally be entered immediately below those addressed to the same officer by designation.
(iii) Letters to be sent by post will be entered in the Stamp Register (See Form SM-10). Care will be taken to enclose all letters addressed to officer in one envelope, letters addressed by name, will, however, be sent under separate covers. Postal receipts for telegrams, and registered and insured covers, and Postal Certificates will be affixed on the Stamp Register against the appropriate entry.
(iv) The General Section should give priority to telegrams and immediate, top secret, confidential, registered or insured
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covers, in order to enable them to catch the earliest post. No communication, postal or local, should ordinarily he detained by the Section for more than 24 hours:
(v) Every fair copy should be dispatched by the General Section, as far as possible, on the same, day it is received by them. If any ordinary communication cannot, be delivered on the same day it should be dispatched on the next working day.
(vi) The dispatcher should ensure, by reference to Peon Books postalreceipts and otherwise, that the fair copies have reached their destination.
46. Service Postage Stamps.--(i) The Dispatcher will obtain, Postage Stamps, from the Nazir of the Department.
(ii) The Dispatcher will maintain an account of the Stamps received and expended in the stamp Register (See SM-10). The value of the stamp obtained will be brought on to this Register as soon as they are received. The total value of Service Postage Stamps expended, during the day for postal dak should be brought on to this, Register and the balance struck at the end of each day,
(iii) The Superintendent Incharge of the Section will be responsible for seeing that only the stamps required are affixed to envelops and for tallying the entries made in the Stamp Register.
47. Verification of Stamp Accounts. -The Stamp Registers will be inspectedonce a month by the Under/Deputy Secretary incharge of the Section, who willverify the balance of stamps by, physical count and note on the Register theresults of his inspection. He should also carry out surprise checks at irregularintervals to satisfy himself that the Registers are properly maintained.
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48. Maintenance of Accounts. --Besides attending to the Receipt andDispatch work of the Department, the General Section will include the Nazir and,deal with the:-
(a) preparation of Budget estimates and matters connected thereto;
(b) preparation of pay and T.A. bills of non-gazetted of the Department;
(c) preparation of contingent bills and bills for advance of any nature for non-gazetted as well as gazetted staff of the Department;
(d), drawal under rules and disbursement of grants earmarked for the Department in the Annual Budget estimates;
(e) maintenance of all accounts registers and control, of expenditure;
(f) preparation of pension or gratuity application of, employees who retire either on a pension (Superannuation, retiring of invalid) or a gratuity.
(g) maintenance of service rolls and other personal records of the staff;
(h) drafting, issuing and indexing of office orders ; and
(i) other service matters of the staff not entrusted to the EstablishmentSection.
49. Telephone Rental and Trunk Call Bills.-(i) The General Section, will be responsible for making prompt payment after necessary verification of bills on account of Telephone rentals, and trunk calls of all the connections of the Department (both office and residential). The Account of payments made, to Telephone Department in respect of each Telephone in a
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department will be maintained in telephone payment Register (Form SM-21) (ii) The verification of bills account of telephone rental will be made by theGeneral Section by reference to records. (iii) As regards telephone trunk call bills, each officer authorized to book calls willkeep slip books in the form shown in SM-11. He should fill in one slip after eachtrunk call made and send over the slip immediately to the General Section. TheGeneral Section will verify the trunk call bills by reference to the slips that may havebeen received by it from the officers concerned. Items which may have been claimedby the telegraphs Department but for which no slips have been received from theofficers, will be treated as private calls of the office concerned and charged to andrecovered from him.
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CHAPTER VI
FILING SYSTEM
50. Separate file/or each distinct case.-(i) There should be a separate file for each distinct case i.e there should only be one issue for decision in anyone file. If the subject of a file is too wide or too general, there will be tendency to place in it the receipts dealing with, many different connected issues which, apart from making the file unwieldy will impede business. If the issues raised in a receipt or in the notes or in the orders passed thereon go beyond the origina1, relevant extracts should be taken and dealt with separately, on new files.
(ii) In certain cases, Master files should be maintained, in the Section. The Master files should contain copies of all orders passed on distinct cases but pertaining to one and the same subject or person. This would give a consolidated picture of subject or person and thus avoid calling for a particular, file from the Central Records merely for copy of the order passed on that file.
For, example leave cases, General Provident Fund advance cases, etc. of an officer will form separate cases according to the procedure laid down in sub-para (i) above, and each of these cases will close soon after the issue dealt with in each file is decided. But, in order to have a complete picture of the service of the officer, copies of the order issued in those cases should be maintained in a file which may be called the Master file of that officer.
51.--Constituents of a file.--The two main parts of a file are (a) notes and (b) correspondence. The former contains notes recorded ab initio and on receipts. The correspondence will contain all communications received, including demi-official letters and office of outgoing communications. In addition, there will be a separate file cover for keeping miscellaneous papers, extra copies of some communications, routine notes and papers which do not strictly form part of either the correspondence or note covers.
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52. Numbering of pages. --Every page of each part of the file should be consecutively numbered in separate series. The blank intervening pages, if any, should not be numbered but should by scored out. A second part of the file should be opened after every hundred serials lest the file become bulky.
53. Serial number.--Every communication, whether receipt or issue together with its enclosures, kept in the correspondence cover will be given a serial number in red ink on first page, preferably on the right top corner. The first communication will be marked serial No.1 and the subsequent ones will bear consecutive serial numbers in a single series. The serial numbers should not be confused with the page number, which forms a separate series.
54. Docketing.--(i) Docketing is process of making entries in the Notes covet, about each serial number (receipt or issue)in the correspondence in order to bring it into its correct perspective in the notes. A receipt will be docketed by writing in red ink across the page the serial number of the communication followed by the word “Receipt” and by the number, date and the designation of the sender (e.g. serial No.4 (Receipt) O. M. No. GD/(1)/58/228 dated 1-3-1958 from the Secretary to Government General Department). Below each receipt entry will be copied out any instructions recorded by the officers for the disposed of the receipt. This will be followed by the notes on that receipt. An issue will be docketed by entering the serial number given to it followed by the word issue and by number and date of its issue and the designation of the addressee (e. g. serial No.5 (Issue) O. M. No. PB (iii)/58/133 dated 10th April, 1958 to the Secretary to Government General Department). After each issue entry a line will be drawn across the page.
(ii) Each name of the Department and the Section and the subject of the file will be given on the top of the first page of the note file before docketing the first serial.
(iii) Each docketing entry will be recorded on the notes cover in the exact chronological sequence.
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55. Temporary files.-(i) A temporary file should be opened only when the main file is not likely to be available for some time or when it is desired to consult simultaneously other sections or officers and it is necessary for them to see P. U. C. and other connected papers.
A temporary file should normally consist of:-
(ii) (a) the original P. U. C. or its copy or other essential papers on thecorrespondence side; and
(b) the note or notes recorded on the P. U. C or a copy thereof on the Notes side.
(iii) A temporary file should be incorporated with the main file as soon as the letters becomes available.
(iv) When more than one temporary file is opened each one of them should be given a district number viz. GD(i)/58/3 (A) and GD(i) 58/3 (B). No separate entries need be made in the File Register but entries should be made particular in the Movement Register.
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CHAPTER VII
INDEXING RECORDING AND CONSIGNMENT OF FILES
56. Index.--(i) As soon as it becomes necessary to open a new file in the File Register an index of the file should be prepared by the Record Keeper.
(ii) An index consists of two parts namely: -
(a) title ; and
(b) file No.
57. Title.-:(i) The title given to a file should be as brief as possible but should give at a glance sufficient indication or the issue to be decided and the contents of the file so as to serve as an aid to its identification. The title should be divided into :-
(a) head ;
(b) sub-head, or sub-heads; and
(c) contents.
(ii) The important word that is placed first in the title by which its alphabetical position in the indices is determined and on which primarily depends the possibility of finding the title in the indices, is called the Head. The head must be a striking word or set of words that will occur naturally to any one searching for the file. It must not be too wide.
(iii) The head will be followed by one or more. Sub-Head which should be more indicative of the precise subject of the file the "Head". In selecting sub-heads the same considerations should be borne in mind as in selecting the "Head" namely that the word or words selected should be such as are likely to strike any one in need of papers contained in the file. Where it is necessary to have more than one sub-head in, title the wider and more abstract should generally come before, the narrower and more concrete.
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(iv) After the head and sub-head" will come the "contents". This must be as brief as is compatible with a clear expression of the exact subject of the file. If content shows at a glance, like a newspaper headline, the exact subject of the paper, it is good. A content worded in general terms is of little practical use for, if it does not distinguish a file from others relating to closely similar but not identical subjects, time may be wasted in taking out and examining several files before the particular one wanted is found.
58. File Number.--Each title on an index will be followed by its file number. This should consist of the initials distinguishing the section, the year and the serial number of that file in that year e. g. GD/(i)/59/24 standing for Section (1) of General Department, the year 1959 and file No. 24 of 1959.
59. Standard "head and sub-heads ". --Consistency is essential in the selection of both heads and sub-heads. For example, files dealing with questions of day should always be indexed-under the head 'pay' and not sometimes under 'Salary or emolument’. This can be ensured by maintaining list of standard heads and sub-heads for recurring subjects and adhering to them.
60. Wording and Articulation.--The whole title 'Head' 'Sub-head' and 'Content' should consist mainly of substantives adjectives (where necessary) and participles Minor Parts of speech should be exculded,as far as possible to make a strict alphabetical arrangement practicable. The title should be articulated, or broken up into members each consisting of as few words as possible, and each expressing an element in the subject matter. Each will begin with a capital letter and be separated from the proceeding one by a bold dash.
61. Preparation and custody of index slips. --(i) When a new file is opened, the Record Keeper will, in consultation with the Section Superintendent propose suitable title to the file. The Record Keeper will type out, in duplicate, as may index slips as there are 'head' and 'sub-heads' in the title on the top of the slip the 'head' and 'sub-heads' will be typed one below the
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the other, but placing the Head and Sub-Heads in turn at the top of the slip,followed by the complete title and number of the file. He will then allot that slipto each 'head' and 'subhead' which has the particular head or sub-head at the topand arrange the slips in alphabetical order in two sets, one for use in the Sectionand the other for compilation of the annual Index for the department as a whole.He will also write on the File Register and the file cover the, head and sub-headsand content. The index slips of the Secti9n will be punched by the RecordKeeper in a cover in order to keep the slips safe.
(ii) If two aspects of a question are very much interconnected and are dealtwithin the same file, two or more complete titles may be necessary. This shouldhowever, be avoided, as far as possible.
(iii) Index slips of confidential and secret case will be prepared andmaintained separately by the Superintendent or Stenographer.
62. Printing of annual index.--An annual index will be compiled for the Department as a whole and printed at the end of each year. The compiler of the annual index will arrange the index slips of all the Sections in an alphabetical order in one series. In editing the index slips for printing, the full title will appear on the index slips bearing the 'head'. It will not be necessary to repeat the whole title on the subsidiary index slips bearing the 'sub-heads,' which will carry only a cross reference.
63. Sectional Note Book.--Every Section will maintain a Sectional Note Book in the prescribed form, for keeping a note of important rulings and decisions for ready reference. The Section Superintendent will ensure that an entry in this Note Book is made under appropriate alphabetical letters at the earliest opportunity. The Sectional Note Book will have the following columns:-
(a) Heading; (b) Subject; and (c) File Number.
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64. Recording.--(i) Recording is the process of closing a file after action on all the receipts has been taken and the issue finally decided a file when finally closed, should be removed at once from the pending files and placed in a separate almirah, for consignment to Central Records at the expiry of 2 years. A date note to this effect should be made in the File Register under its number.
(ii) A case will be considered to be closed--
(a) when no further action is pending on it; and
(b) when complete replies have been sent to every interested party.
(iii) In case, such a file is required for reference in a pending case or if areceipt pertaining to the file comes the Record Keeper should put it up afterkeeping a slip on his table to this effect, so that he is able to check that the file isreceived back and goes to its appropriate place.
65. Consignment to Central Records; --(i) Files should be consigned to the Central Records after retention for the prescribed period. While doing so, the Section should clearly indicate the period for which each file needs to be preserved. Care should however, be taken that files containing papers, which are important or are likely to become important in future, are not destroyed but preserved.
Important files, if needed off and on for reference should be retained by the section, with the permission of the Secretary, even after expiry of the prescribed period of two years.
(ii) Before consignment unimportant and transitory correspondence in the file should be destroyed. The selection of Papers for destruction in this manner requires, of course intelligent discrimination by the staff detailed for such duty.
(iii) Orders of the Deputy/Under Secretary should be obtained for consignment of each file to Central Records. The Deputy/Under Secretary may seek the orders of the Secretary, in such cases where it is deemed necessary. Thereafter, the
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Record Keeper will get the fist of files to be consigned prepared, in duplicate, by the typist. One copy of the list should be sent with the files for use in the Central Records and the Section for facility of reference will retain another. These copies should be bound at regular intervals.
(iv) The list should contain the following information.-
(a) No. of file;
(b) Subject;
(c) No. of pages in Notes as well as Correspondence files; and
(d) How long to be retained.
(v) Consignment of files should be attended to twice a year in the first weekof April and October.
(vi) When a file is consigned, an entry to that effect should be made in theFile Register as well as in the index slips. The entry should give the date ofconsignment and the serial number in the consignment list. .
66. Consignment of Registers.--Register used in the Section should also be consigned to/ the Central Records after the period noted against each. Other Registers should be maintained permanently in the Section :-
(a) File Register … (b) Movement Register … (c) Peon Books or un-official peon books … (d) Daily Receipt Register … (e) Receipt Registers … (f) Dispatch Registers … (g) Stamp Register … (h) Legislature Question Registers … (i) Assurances Registers … (j) Daily Dispatch Registers …
10 years. 2 years.
1 year. 10 years. 2 years. 2 years. 5 years. 5 years. 5 years. 10 years.
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CHAPTER VIII SPECIAL SECTIONS
A--ESTABLISHMENT SECTION
67. Creation of posts.-.Proposals, with regard to the creation of posts in a Branch of the Secretariat, will be dealt with by the Branch concerned, who will consult the Establishment Section before issue of orders.
68. Recruitment.-Recruitment, either by promotion or direct, against all vacancies, exculding short-term promotions will be made by the Establishment Section.
The Branches of the Secretariat will send, well in advance, the number of all prospective vacancies (both permanent and temporary) to be filled up either by promotion or by direct recruitments during a particular year to the Establishment Section. The lists will include vacancies of Jamadars and Orderlies also. Short-term vacancies, which were initially filled up by promotion by the Branches themselves, will be included in case such vacancies have become long term vacancies.
69. Recruitment by Promotion.-- The Establishment Section will refer vacancies, to be filled up by promotion, to the Establishment Committee. (See Para 69-below). The Committee will make a selection for each year from these eligible on the basis of seniority, subject to rejection of the unfit.
69-A. Establishment Committee.--(i) An Establishment Committee will be constituted in the Civil Secretariat comprising :-
1. Chief Secretary 2. Secretary to
Govt. Finance Deptt. … Member
… Chairman
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3 . Secretary to Govt. General Department …
4&5.Two Secretaries to Govt. to be nominated by rotation …
Member
Member
(ii) The appointment of items 4 and 5 will be made every year from a list of the Secretaries arranged by designation in alphabetical order. The Committee will have the power to coopt one or more Heads of Department.
(iii) The Deputy/Under Secretary General Department (In charge Establishment) will be the Secretary of the Committee.
(iv) The Chief Secretary may refer to the Committee such cases relating to establishment as are of an important nature or are likely to set precedent for future.
70. Direct Recruitment.--For vacancies to be filled up by direct recruitment the Establishment Section will arrange examinations, whether written or oral or both once a year, subject to such rules, regulations and instructions as be issued by the Government from time to time. The approximate number, of vacancies expected in each scale will be notified to the candidates in. advance.
(ii) On the basis of the results of such examinations, the Establishment Section will prepare merit lists of candidates for each scale and select persons from this list, in order of merit, up to the number of vacancies. It will also keep a waiting list of about twice that number for unforeseen and temporary vacancies.
71. Distribution of Selected Candidates.--(i) For vacancies to be filled up wholly by promotion, the candidates selected by the Establishment Committee will be distributed to the various Branches of the Secretariat by rotation, the Branches having the largest number of vacancies coming first.
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Example.--If there are 5 such vacancies in development Branch, 4 in Finance Branch, 2 in General Branch and 1 in Revenue Branch, the distribution will be made as under :-
Development Branch
Development ... … 12 do.
S. No. 1 of the merit list selected by the Establishment Committee
2 do.
3 do.
4 do.
5 do.
6 do.
7 do.
8 do.
9. do. 10 do.
11 do. Finanace … …
General … …
Development … … Finance … …
Development
Development … …
Finance … …
Revenue … …
General … …
Finance … …
(ii) The vacancies to be filled up partly by promotion and partly direct will be divided proportionately. The promotion quota will be filled up from the list of candidates selected by the Establishment Committee and the direct recruitment quota from the merit list prepared by the. Establishment Section, in accordance with the procedure laid down above. The names of the candidates selected by promotion will be placed first and then those recruited direct. This combined list will then be distributed in accordance with the procedure laid down for vacancies to be filled up by promotion. Subsequent unforeseen vacancies will be filled up from these lists, after maintaining the proportion.
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Example. --Suppose there are 6 such vacancies in the Planning Branch, 5 in the Industries and Commerce Branch, 3 in. Health Branch, and 1 in Education Branch, making the total number of vacancies 15. The recruitment quotas are 50:50 Eight candidates will thus be taken from the list selected by the Establishment Committee and seven from the list prepared by the Establishment Section. The distribu-tion would be made as under: -
Branch S. No. 1 of the merit list selected by the Establishment Committee.
Planning
2 do. 3 do. 4 do. 5 do. 6 do. 7 do. 8 do.
Industries & Commerce … … Health … … Education … … Planning … … Industries & Commerce … … Health … … Planning … … Industries & Commerce … … 1 of the merit list
prepared by Estab-lishment Section for direct recruitment
… … 2 do. … … 3 do. … … 4 do. … … 5 do … … 6 do. … … 7 do.
Health
Planning
Industries & Commerce
Planning
Industries & Commerce
Planning
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(iii) For the vacancies to be filled up direct recruitment the distribution ofthe candid tes selected by the Establishment Section will also be made inaccordance with the procedure laid down for vacancies to be filled up bypromotion.
a
Example.--If there are 7 such vacancies in Home Branch, 5 in Law Branch, 3 inAgriculture Branch and 2 in Revenue Branch, the distribution willbe made as under :--
Home Branch S. No. 1 of the merit list prepared by the Establishment Section
Law … …
Agriculture … …
Revenue … …
Home … …
Law … …
Agriculture … …
Revenue … …
do.
do.
do.
do.
do.
do.
do.
do.
do.
do.
do.
2
3
4
5
6
7
8
9
10
11
12
Home … …
Law … …
Agriculture … …
Home
… …
And so on … …
72. Appointments.--After distribution of the candidates to the variousBranches of the Secretariat the names of candidates allotted to each Branch willbe communicated by the Establishment Section to the appointing authorityconcerned. The latter will then issue orders for their appointment underintimation to the Establishment Section.
73. Short-term promotion vacancies.--Short-term promotion vacancies
of non-gazetted staff, excluding Superintendents,
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will be those vacancies which will be last upto a period of six months. These vacancies will be filled up in the Branch concerned itself. Vacancies extending up to three months will be filled up by the senior most man available in the Section concerned. Vacancies exceeding three months and extending up to six months will be filled up by the senior most man available in the Branch.
74. Fixation of seniority.-(1) The Establishment Section will fix the seniority of the incumbents of the Secretariat establishment and maintain general seniority list of the staff. The seniority list will be circulated amongst the staff and the objections if any, will be giver due consideration by Establishment Section. (ii) Seniority will be determined by the in the distribution lists, without taking into consideration dates of orders issued by different Branch Branches and the dates of joining of the incumbents.
75. Confirmation. _ Confirmation cases of the establishment will be attended to by the Establishment Section in accordance with the rules. The Establishment Section will, however consult the character rolls of the establishment and give due consideration to the remarks of, the officers under whom any incumbent may have worked or may, be working.
76. Leave, fixation of pay, G. P. Fund Accounts, Insurance cases, Car Advances and House Building Advances etc. --Cases regarding leave, fixation of pay, matters connected with General Provident Fund, Insurance, Carl Advance and House Building Advance etc. will be attended to by the Branches, who will obtain the orders of the competent authority. But they will keep the' Establishment Section informed of section developments in respect of each incumbent.
77. Maintenance of Service Books-and Character Roils.-(i) The Branches,excepting General Branch, will themselves maintain Service Books and CharacterRolls of the non-gazetted
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staff working with them. With regard to the staff of the General Branch, the Establishment Section will be responsible for their custody and maintenance.
(ii) The other functions carried out by the Branches with regard to their staff, will be carried out by the Establishment Section with regard to the staff of the General Branch.
78. Pension. --The Establishment Section will keep, close watch over the date of retirement of any incumbent of the staff and issue timely orders for the retirement of the incumbent on superannuation, retiring on invalid pension. It will also deal with the pension cases to be prepared by the General Section of the Department concerned and referred to the Establishment Section.
79. Posting and Transfers. --Transfers will not ordinarily take place from one Branch to the other. But it will be open to the Establishment Section to effect such transfers as may be administratively necessary, with the orders of the Chief Secretary.
80. Deputation of staff and retention of liens.--The Establishment Section, may, with the concurrence of the Branch concerned depute an official from the Secretariat service to some other service, in or Outside the State on the terms and conditions to be settled in each individual case. It may also deal finally with the cases pertaining to retention or suspension of liens of such incumbents, either in the beginning or after some time.
81. Preparation of annual Establishment lists,-Annual establishment lists and other statements concerning the establishment of the Secretariat will be prepared by the Establishment Section. It may, however; obtain such assistance, or information from the Branches as may be required. .
B--ESTATE SECTION
82. Maintenance of and -control over Secretariat buildings including compounds and gardens. _-(i) The Secretariat build.
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ings including compounds and gardens and also permanent fixtures in them, will be managed by the Estates Section.
(ii) The allocation of rooms in the Secretariat for temporary or permanent occupation, will be done' by the Estates Section. The Departments of the Secretariat and also any other office located in Secretariat buildings 'will address the illustrates Section, if any accoroii1ni9dation is required or can be relinquished by them or if any structural repairs or additions or' alterations to the building are desired.
(iii) The Roads and Buildings Department will, as usual maintain the buildings and its' permanent fixtures improvement and repairs to them will also be attended to by that Department 1;put the Estates Section may effect repairs and install minor fixtures up to the limit 'that may fixed by Government. The Section will/be responsible for the general condition of the buildings including the glass in each room and fixture, for keeping watch against attacks of, white ants and for giving strict attention to the cleanliness and neatness of the interior: exterior and the surroundings etc. The necessity of any improvements in or repairs to the buildings, will when arises, be brought to the notice of the Assistant Engineer Incharge of the Secretariat buildings.
83. Conservancy and watching staff. --(i) The conservancy and watching staff of the Secretariat will be under the control of the Estates Section.
(ii) The conservancy staff will clean the office rooms, lawns and compounds under the supervision of a Jamadar.
(iii) The Farashes will work under the supervision of a Head Farash and ensure that the rooms and lawn in their charge are cleaned by the conservancy staff daily. They will open all rooms two hours before the office time and hand over their charge 'to the, orderlies attached to the officers and Sections concerned at the time offices open. The charge of these rooms will be taken by them again from the orderlies as soon as the
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officers and the staff leave the rooms in the evening. Dusting of the furniture of the rooms will also be attended to by the Farashes.
They will also see that all lights heaters and fans have been switched off and all stoves and sagries put out. Then all the windows and doors will be closed by them and the doors locked properly. The keys of the doors will be deposited by them in a trunk or in a almirah of the Estates Section.
(iv) The gardens attached to the Secretariat building will be looked after bythe Estate Section. The gardeners will be under the administrative control of theEstate Section.
84, Guards and Receptionists.- -In addition to the Police Guards sanctioned for watch and ward of the Secretariat buildings during day and night, the Estate Section will keep Chowkidars on duty who will see that nothing leaves the office without a pass; signed by an officer not below ,the rank. of Superintendent. No article accompanying a Gazetted Officer will require a pass.
No member of the Public will be allowed to visit the Sections and see members of staff. If, however, any member of the Public has any business pending in a Department of the Secretariat he may obtain an entry pass from the Receptionist, to be stationed' by the Estate Section in the outer portion of Secretariat buildings and call on the Under Secretary or any other higher officer of the Department concerned. .
85. Cycle Stand. --The Estate Section will keep Chowkidars on duty from 9 A. M. to 6 P. M: on the Cycle Stand. Whenever a cycle is deposited in the stand, the Chowkidars on duty shall give it a brass token with a number and hand over an other brass token bearing the same number to the owner. The Chowkidar will be solely responsible for the safety of the cycles, so long as they are in his custody.
86. Motor Sheds. --Motor sheds intended for the cars of Ministers and Officers will be under the charge of the Estate Section. Sl1eds will be reserved for the cars of Ministers.
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87. Furniture etc.--Arrangements for the supply and repairs of furniture, movable screens, curtains, chicks trunks, table covers, locks, Durries, Gubass, Namdas etc. will be arranged by the Estate Section, subject to such orders as may be issued from time to time. All new purchases will be made by the Estate Section. They will also maintain a Store of such articles' as may not be in use, for issue and return whenever needed.
88. Electric Installations. – The Estate Section will arrange through theElectrical Department for the purchase of fans, heaters, bulbs call-bells and otherelectrical requirements for Secretariat and keep them in stock for meeting the.requirements of the Department. The fittings, repairs and removal of lines, fansetc. will be done by the staff of the Electrical Department on duty in theSecretariat buildings.
89. Waste Paper,-Every working day before 10 A. M. the wastepaper of theprevious day will, under the supervision of the Bead Farash of the conservancyand watching staff, be collected and sent to the waste paper room the key ofwhich will be kept by the Head Farash.
The Head Farash should ensure that no file or paper, which is not treated as waste paper, gets mixed up and goes into the waste paper room.
The Head Farash will inform the concerned clerk of his office whenever
the waste paper room is three fourths full. The clerk will then give three clear days notice to the contractor to be appointed by the Department authorised in this behalf.
All papers taken over by the contractor shall be weighed and paid for by
the contractor according to approved rates. The cost will be remitted to the Treasury as receipts.
90. Telephones,- All the Departments of the Secretariat will send theftrequisitions for installation of telephone connections at the offices and residencesof the Ministers and the officers to the Estate Section Disconnection of telephone
( 48 )
connections will also be attended to by this section. It will keep the General Section of the Department concerned informed about the date of installation and disconnection of each telephone number.
91. Maintenance of Typewriters and Clocks.-All typewriters .of the Secretariat will be un4er the charge of the Estate Section. The Estate. Section will arrange for the regular oiling, cleaning and repairs of all the typewriters. Similarly maintenance of clocks and their fitting etc. also be looked after by this Section. The Estate Section will also see that the typewriters are not mishandled and incase any typist does it, it will bring the same to the notice of the Secretary concerned.
C--PETITION SECTION
92. Petitions.--(i) The Petition Section will receive all petitions addressed to the Sadar-i-Riyasat, the Prime Minister, the Minister and the Ministers of State by the public. These petitions however, trifling should be acknowledged. The petitions should be classed in three categories and dealt with as mentioned in the succeeding sub-paragraphs.
(ii) The first category will consist of petitions on which no action is desirable or necessary, due to the subject matter being unimportant, or subjudice, or to their being anonymous etc. Such petitions may be filed. But its receipt should be acknowledged to the petitioner if not anonymous Office copy of the acknowledgement and the petition will be maintained a general fife. Such petitions will not be concerned the register etc.
(iii) The second category will consist of petitions, which require disposal by any Government Officer. Such petitions may be forwarded in original to the concern authority for disposal with a printed covering letter in the performance given in SM-12. Only the office copy of the forwarding letter will be maintained in a general file, which will be separate ham the file maintained for the first category. File Registers etc. will not be maintained for such petitions.
( 49 )
(iv) The third category will consist of petitions which are serious enough to necessitate a report being called for and examined such, petitions should be treated as cases and the File Register etc. of such cases maintained as provided for earlier. These petitions should be brought to the notice of the Prime Minister/Minister Incharge before action is taken on them.
D--CABINET SECTION
93. Memoranda for tile Cabinet.--(i) The Sections of the Secretariat will send the requisite number .of copies of memoranda for the Cabinet along with the concerned files, to the Section, under cover of a despatch sheet whose proformace is given in SM-13. The sheet will be in triplicate and the entries will be filled in by the dispatching Sections of the extent possible.
(ii) On receipt of the Memoranda, the Section will enter them in the Register, the Proforma of which is given in SM 14. This Register will eliminate the necessity of maintaining File Registers. Columns 1-4 of the Register will be filled in immediately the case is received. Other columns will be filled in the Register at the appropriate time. Care should be taken that this work is attended to regularly and does not fall into arrears.
(iii) The Section will seek the orders of the competent authority, on onecopy of the Despatch sheet itself, for either circulating the case or for including itin the Agenda in hand. No separate notes file need be opened.
(iv) After orders for including the case in the Agenda are received, theparticulars of the case will be entered in the list attached to the Agenda andthe case appended to it. The list will contain the information prescribed inthe proforma given in SM-15.
(v) Cases, orders to be circulated, will be sent to the Ministers by rotation, under cover of a circulation sheet, the specimen of which is given in SM- 16. Copies of memoranda concerning items included in the Agenda will also be circulated similarly.
( 50 )
(vi) When orders are passed on a memorandum, either by circulation or otherwise, they will be communicated immediately to the concerned Departments on the lower half of one copy of the dispatch sheet under the signatures of the Secretary to Cabinet. The concerned tiles win also be returned to the Department.
(vii) The decision number of the case will be given by reference to theDecision Register (See SM-I7 Columns 1-6 of the Register) will be filled in theRegister at the time the decision is recorded. Other columns of the Register willbe filled in at the appropriate time but regularly.
(viii) 4 copies of the Government orders, passed in accordance with the decision of the Cabinet, will be sent by the Sections to the Cabinet Section. The latter will keep a watch after the receipt of the copies of such orders and correspond with the defaulters.
(ix) Along with the Agenda list or the circulation list bearing the decision one, copy of each memorandum mentioned therein will be fitted, for permanent record.
(x) One copy of the memorandum, one copy of the dispatch sheet, bearingthe decision of the Cabinet and one copy of the final Government order will befined separately for each Department in the sequence of the decision numbers.
(xi) The third copy of the dispatch sheet, along with one copy of the memorandum and one copy of the final Government order will be filed in a continuous and complete numerical series of decisions for permanent record.
(xii) Similarly for keeping record of cases sent in coordination to Chief Minister a record will be kept in registers prescribed in form SM-6 or SM- 7. The purposes of which win be as indicated there.
SM-6
SM-7
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CHAPTER IX
LEGISLATURE
94. Questions.--(i) Three copies of each question, admitted in the:Legislature Secretariat, should be sent to the concerned Section of theSecretariat by the former.
(ii) As soon as questions are received by the concerned Section theymust be flagged with the “Assembly Business” or "Council Business"flag, as the case may be and treated by all concerned as immediatefrom the moment of their receipt. Those questions marked and sent toSection by the Legislature Secretariat, which do not pertain to thatSection should be dispatched immediately to the concerned Section,under intimation to the Legislature Secretariat under order of theDeputy/Under Secretary. Those pertaining to the Section should bemarked to the Superintendent. The Superintendent of the Section willsubmit one copy of the question to the Secretary as a fresh receipt andimmediately proceed to take action on the other copy ; keeping thethird one as the office copy.
(iii) The Assistant entrusted with this work win enter all such questionsin a blank Register, allotting one full leaf to each question. The Office copyand correspondence, if any, on the question will be kept in the same registeras its allotted place.
(iv) The answers to questions should be furnished to the Legislature Secretariat as soon as they are, ready but not latter than the day preceding the date fixed for the reply to the question.
(v) Answers to questions should be approved by the Minister Incharge Approval of the Prime Minister should however, be obtained wherever required by any general or, special order or deemed necessary otherwise
(vi) A serious effort should always be made to collect the required. information for the answers. Secretaries should see that
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it is not due to the fault or negligence of any Secretariat official that the requisite information is not collected. If in any case, it is not possible to collect the required information and the answer cannot be ready in time, information to this effect should be given to the Legislature Secretariat, at least, on day prior to the date fixed for the reply to the question in the House, But the reply should be furnished to the Legislature Secretariat as soon as possibly and in any case before end of that Session. Statements of facts should never be made and, as far as possible.
(vii) In answers to questions, doubtful and unverified statements of factsshould never be made and, as far as possible, names should be omitted even whenthe question specially refers to names. Nine copies of the question and replyshould be typed out for each question; one copy each for the Prime MinisterIncharge, State Minister, Minister Incharge, Chief Secretary, Secretaryconcerned, three copies for the Legislative Secretariat and one copy for officeuse.
(viii) In the case of starred questions a note should be appended to the reply for the use of the Minister containing material for answering possible supplementaries.
(ix) Answers to questions shall be regarded as confident until they havebeen delivered in the Assembly.
(x) After the reply has been sent to the Legislature Secretariat, a copy of the question together with its reply should be pasted on the page allotted to the question in the Register. This will thus form a permanent record for future guidance. All other papers on the question will be tagged together in a miscellaneous file.
(xi) The question received will not be entered in the File Register. Entry of the question in the Question Register will be sufficient. But separate Registers should be maintained for questions pertaining to the Legislative Assembly and the Legislative Council If, however, some action is called for a question even after the reply to the Legislature Secretariat the
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question will be entered in the File Register and given regular number there. Thereafter the question will be treated as a case.
95. Assurances given on the floor of the House.--(i) Each Section will keep separately for the Legislative Assembly and the Legislative Council, a record of the promises and assurances given by the Minister in respect of subject deal with by it, in the form given in SM-18. The Register will submitted once a month, to the Deputy/Under Secretary concerned for information and such instructions as he may consider necessary. The Minister will be kept informed of the progress made in the implementation of promises and assurances given by him on the floor of the House. Cases in which there is likely to be any delay' in the implementation of a promise or an assurance will be brought to the notice of the Minister.
(ii) Every month a consolidated statement showing the action taken on promises and assurances given in the Legislative Assembly/Council, should be prepared for all the Departments of the Secretariat by the Law Branch and forwarded to the Legislative Assembly/Council Secretariat
(iii) Each such assurance will be given a number in the File Register and
treated as case.
96. Other Legislative Business.--All other Legislative Business will be treated as cases, entered in the File Register and processed accordingly.
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CHAPTER X
INSPECTIONS AND PREPARATION OF RETURNS
.97. Inspections. -(i) With a, view to maintaining the efficiency of the
Section, ensuring that the staff in each Section is kept fully occupied andpreventing the accumulation of arrears, it is essential that the Sections should beinspected every quarter by an officer of the rank of Deputy Under Secretary.These inspection reports will be submitted to the Secretary.
(ii) Similarly the Secretary should inspect the Section at least once a year and record his observations.
(ii) The Inspecting Officer should see that the office orders issued from time to time are being carried out and. that the rules of procedure provided in the Manual are strictly enforced.
(iv) A questionnaire for use by the Inspecting Officer is given in Appendix XVI. This questionnaire is only meant to be a guide to the Inspecting Officer and his inspection should not necessarily be confined to the points mentioned in it.
98. Fortnightly arrear statement 91 references.-The Record Keeper will be responsible for filling in the statement of pending references, in form given in SM.20. 'The Superintendent will scrutinize the statement and certify its correctness before submission to the officers for scrutiny. This will enable the officers to keep a watch on the progress of work in each Section and take suitable steps to expedite action on delayed references.
99. Monthly statement cases pending final disposal.-.The record keeper will prepare and submit on the last working day of each month a statement of cases pending disposal in the form given in Appendix XVIII. The Assistant will help the record keeper in preparing the statement in time. The Superintendent I will see that the statement is prepared correctly and indicates the exact position of business pending in the Section.
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100. Monthly report about recording of files. -The record keeper willprepare and submit at the end of each month a statement in the following formabout recording of files: -
(a) Number of files left over for recording at the end of previous month.
(b) Number of files due for recording during the month.
(c) Total number of files for recording during the month.
(d) Number of files recorded during the month.,
(e) Balance.
(f) Reasons for arrears under item No. (e).
101. Half Yearly Statement of Consignment of files to the Central Records.-The record keeper of each Section will prepare and submit a statement in thefollowing form about consignment of files to the Central Records twice a year inthe first week of April and October :-
(a) Number of files to be sent to the Central Records;
(b) Number of files sent;
(c) Reasons for arrears, if any.
102. Arrear statement of officers.- Once a fortnight the Superintendent will prepare, and submit to each officer separately, a list of cases submitted to him up, to the last day of the preceding fortnight and not received back.
(Sd.) DWARKA NATH,
Secretary to Government, General Department.
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FORM SM-l
General Receipt Register
[ See para 8(i) ]
S.No. Letter No.
Date From whom received
Section to which sent.
Signature. Of the Record Keeper concerned
FORM SM-2
Sectional Diary Receipt Register
[See Para 14 ]
Diary General No. No.
Receipt Dated
From whom received
Subject File No. Action taken
No. date (in respect of out going reference)
Initial of Remarks Dispatcher
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FORM. SM--3
File Register for Section [See Para 14]
Purpose
To serve as an index register of files is a Section which will contain a year-wise list of existing as well as new files opened in a Section from time to time.
File No. Date of opening of the file No. of part Subject Initials of superintendent (58)
FORM. SM-4
File Movement Register
[See Para 21]
S. No. File No. Subject Officer to whom marked
Date of Dispatch
Date of Return
. Remarks
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FORM SM--5
Sectional Register of Movement of Files
Purpose: To keep record of dispatch and receipt of files sent U. O. from one Secretariat Department "to another, especially Finance, Law, Planning, 0 & M and General Department.
S.No. Department to which sent
No. & Date of U. 0. under
which sent
No. of C.F.S. N. Files sent
Brief subject of the case referred to
Date when
received back
No. and Date of the Deptt. returning the file
No. of C.F.N.F
received back
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FORM SM-6
Sectional Register of Cases sent in Co-ordination to the Chief Minister/Cabinet
Purpose: To keep record of cases sent for orders of the Cabinet or in Co-ordination to C. M. and their return.
S.No. Subject File No. Nos. of No. and To whom No. and Date No. of Gist. of Remarks matter CF /NF date of sent Cabinet/ of return from C. F. decision
of the sent despatch Co-ordination
the General received
case Department back(61)
FORM SM-7
Register of Co-ordination Cases in the General Department
Purpose. To keep record of receipt and disposal of cases received by General Department in Co-ordination for orders of C. M.
S.No. Department from which received
No./Date Subject File No. 10
Cabinet Section
Action taken
Decision No. and its Gist.
No. and Date under which decision communicated
Remarks
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FORM SM-8
Government Orders. Register [See Para 8 ( i )]
Government Order No.
Remarks Date Subject Competent authority which passed...the orders
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FORM SM-9 Peon Book
[See Para 45 (ii)]
S.No. Name designation of the addressee
Number/s of the communi cation/s
Dated .full signatures and designation of the Receiving
clerk
The________________ Initials of the Superintendent in token of delivery of dak. Name of the Orderly delivering the Dak_______________ Date_____________
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FORM SM-10 Stamp Register
[ See para 45 (iii) and para 46 (ii) ] Date......................................
Opening balance.............…..
Value of stamps, if any, received.......................
S.No. To whom Number(s) of posted the communi- cation
Method of dispatch whether registered, express, ordinary
Stamp affixed
Total Stamps used during the day ............................................................................ .
Balance............................
Signatures of the dispatcher
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FORM SM-11 Record of Trunk Calls
[ See para 49 (iii) ]
1. Date and time of call..............................................................
2. Place and telephone No. booking the call..............................
3. Place and telephone number called...................................
called......................................................………….. Person 4.
5. Purpose of call……………………………………………….
6. Signature of the officer……………………………………….
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FORM SM-12
[ See para 92 (iii) ]
Government of Jammu and Kashmir
Department
To
Subject:
Sir,
A communication received from the above su_ject is forwarded to you tor disposal.
on
Yours faithfully,
Under Secretary/ Deputy Secretary to Govt.
Copy endorsed to with the request that further correspondence on the subject may please be addressed direct to the officer mentioned above.
B.O.
Under Secretary/Deputy Secretary to Government.
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FORM SM-13
[ See para 93 (i) & para 93 (vi) ]
Confidential/Immediate
Government of Jammu and Kashmir
.Memorandum for the Cabinet No.
File No. Subject of File
Subject of "Memorandum"
U.O. No. GDC Dated
Decision No. of the Cabinet.
Dated
Memo,
I am to convey to you the decision of the Cabinet on the above subject asquoted below. Copies of the Government orders, if any, issued in this behalf maybe sent to the General Department for record.
Approved
Proposal Not approved
Secretary to Government Secretary to the Cabinet Department Jammu/Srinagar.
Note.-All entries in the top half along with the name of the department in lower half to be filled in by department concerned before submission.
FORM SM-14 69
Register showing particulars of memoranda, received for submission to Cabinet
[ See para 93 (ii) ]
S. Subject of Department No. Memo from which received
No. anddate of
Memo
Action taken i.e. detail of any correspondence entered into for correcting the Memo before it is put up for
orders
Date fixed
for meeting of the Cabinet
Agenda item No. and Date of issue of
Agenda
If circulated No. and dates of date of circulation Cabinet return from decision each Minister
Remarks
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FORM SM-15
[ See para 93 (iv) ]
List Attached to Agenda of Cabinet Meeting Date of Cabinet Meeting..............................………..
S.No. Subject with reference Page No. Decision taken
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FORM SM-16
[ See para 93 (v) ]
GOVERNMENT OF JAMMU AND KASHMIR GENERAL DEPARTMENT.
Confidential
Dated Srinagar/Jammu, the 19 No.
Memo,
I am to forward herewith a copy of
the Memorandum No. dated
marked for circulation and return by
agenda for the Cabinet meeting to be held
at on
for your
information and
consideration
Secretary to the Cabinet
GOVERNOR MINISTER
FORM SM-17 72
Register of Cabinet Decisions
[ See para 93 (vii) ]
No.of Date of decision decision
S.No. of receipt register
Department Gist of Date of concerned decision communication to Department
Nos. & dates of Govt. orders issued
Action taken i.e. details regarding correspondence undertaken in pursuance of
implementation
Item No. Remarks and date of consign ment to Central Records
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FORM SM-18
Register of Assurances given in Legislative Assembly/ Council
[ See para 95 (i) ]
Session - Month - Year
S.No. (AQ/CQ No./other Reference
Subject Assurance given
When and how fulfilled
Remarks
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APPENDIX XVI
[ C. F.Para 79 (iv) ]
Questionnaire for use by the Inspecting Officer
Condition of furniture, office, equipmeht and Stationery etc.
(i) Furniture
(ii) Type-writers
(iii) Other machines in use.
(iv) Stationery
(v) General neatness and tidiness
(vi) Any other remarks of suggestions.
1.
Reference Books, Rules and Regulations.
(i) Maintained upto date.
(ii) Are al necessary books available? l (iii) Is a list of books maintained?
(iv) Is the Stock file up to date and properly indexed?
2.
3. Attendance Register.
(i) Does it go daily to the Under/Deputy Secretary ?
(ii) If reply be in affirmative, at what time?
4. File Register and other Registers.
(i) Are the Registers maintained properly?
(ii) Are the Registers checked by the Superintendent regularly?
5. Files:
(i) Are they properly maintained, paged, serialised, docketed and referenced?
(ii) Are all the files indexed.
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6. Arrear Statements.
(i) Are the statements submitted at the proper time?
(ii) Does the Superintendent effect check over the preparation of these statements?
(iii) Are the other accounts maintained correctly and up to date?
7. Indexing.
(i) Are the Index slips prepared regularly?
(ii) Are they maintained and printed?
8. Recording.
Is recording done regularly?
Consignment. 9.
Are the files consigned to records in time?
10. General.
Steps suggested for improvement.
FORM SM--20
[ See para 98 ]
Fortnightly Arrear Statement
Name of Section Fortnightly ending
Total No. references No. of references pending at the received during beginning of the the fortnight fortnight .
No. of references disposed of during
the fortnight
Balance Less. Over Over Over Remarks than one one three six month months month Months
1 2 3 4 5 (a) (b) (c) (d) 6
FORM SM-21 77
(Telephone Payment Register)
Designation of the officer to whom allotted
Telephone No.
Place.
Remarks Month Bill No. & Date of the P&T .Deptt.
Particular of Bills
Calls Other Charges
Rent Re-connection etc.
Period
Amount of Bill
Ref. to payment No. Date
1 2 9 3 4 6 7 8 5
FORM SM-22 78
Monthly statement of cases pending final disposal
[ See para 99 ]
Name of Section Month ending
No. of cases No. of cases No. of cases No. and Details Initial of the pending at the received during finally disposed of cases Record Keeper beginning of the the month of during the pending month month
Remarks of the Superintendent.
1 2 3 4 5 6
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APPENDIX XIX
GOVERNMENT OF JAMMU AND KASHMIR, DEPARTMENT OF ADMINISTRATIVE REFORMS AND.
INSPECTIONS, SRINAGAR.
Circular
Subject.--Procedural improvements in the working of the Civil Secretariat.
The Government has for some time been considering ways and means for improving working of the Civil Secretariat. For achieving this objective it is considered expedient to introduce various procedural improvements as detailed in the note enclosed.
2. It is requested that the procedures set out in the note may kindly be introduced in the various branches of the Civil Secretariat and the Department of Administrative Reforms and Inspections kept informed of the progress made in this behalf. It is also requested that special note may kindly be taken of the observance of the said procedures as and when administrative inspections are conducted by the Commissioners/Secretaries to Government or their subordinate officers, of the concerned branches of the Civil Secretariat.
3. Receipt of this circular as also the enclosures may kindly be acknowledged.
(Sd.) J. N. RAINA,
Under Secretary to Government.
Dated 18-10-1976 No. ARI-25/76-A
REVIEW OF THE WORK OF THE COMMITTTEE
For attending to specific tasks, committees either standing or otherwise are constituted from time to time in various Secretariats
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Departments. The composition of such committees should generally be very limited and only such of the officers/non-officials be associated there with as are absolutely necessary. Members of the committees may be mentioned by their designation and not by name so that in the event of transfer of a member the successor officer automatically becomes a member. The committees may be generally time bound. A review may be made of all the existing committees to find out whether existence of all of them is absolutely necessary or whether some could be merged with other and whether some could be wound up and the work rationalised. In respect of the standing committees it should be incumbent upon them to meet according to the schedule of dates prescribed therefor. Where there is no prescribed schedule of dates of meetings, it may be prescribed now. Each Commissioner/Secretary to Government may make an appraisal of the work of such committees and apprise the Government of the position.
Preparation of Sub-manuals
Sub-manuals may be prepared by such Department of the Secretariat where it is necessary to do so in order to lay down in black and white specific procedure relevant to the working of the Departments. This will enable each functionary to know how he is to move in various matters and what is the requirement of the procedure. Such a manual has already been prepared by the Law Department, other Departments also may take up this work.
Manuals and other rules etc. may be brought up to date and sufficient number of copies got printed and made available to all those whom these concern.
Reporting system of the working of the Departments
A reporting system may be introduced which would stipulate quarterly reporting of the activities of the Government Departments. The District level officers may submit their report to the Divisional level officers who after waking and overall appraisal and compiling
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the reports and supplementing them with their own assessments about the working of their Departments in the Division as a whole, may forward them to the concerned Heads of Departments. The Heads of Departments should send their own reports to the concerned Secretariat Departments on the close of each month. Such reports may be brought to the notice of the Minister of incharge by the Commissioner/Secretary. Orders which the Minister or the Commissioner/Secretary might pass on these reports may be communicated to the concerned Departments in time.
Utilisation of the Trained Officers
Various officers/officials of the State Government are got trained at Government expenses in specific fields and in some cases officers are deputed abroad for specialised courses. On their return the trained officers may be posted/deployed an appropriate jobs so that the purpose for which they have been imparted training is fulfilled and maximum use is made of the special knowledge expertise acquitted by them. It is not necessary that new posts be created simply to accommodate these officers. On the other hand the departments may arrange deployment of these trained officers in a way that their training is effectively utilised for the betterment and efficient working of the Departments.
Staff Meetings
Every Commissioner/Secretary to Government may during each week, hold a meeting with his staff officers to thrash out any problem that might be confronting the department either in the matter of its working or working of the Heads of Departments under his administrative control or in the implementation of specific as signments and issue required direction and guidance to his staff officers. Any change in thinking or approach in solving a problem may also be discussed in such meetings and guidance therefor also given by the Commissioner/Secretary to his officers.
References Library
Each administrative deptt. in the Secretariat may start and maintain properly a small library containing all the reference books
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including dictionary, CSR, Secretariat Manual, Budget Manual, Kashmir Book of Financial Powers, Financial Codes, CCA Rules, Conduct Rules, Service Rules and other reference books as also all rules compiled in the Constitution Vol.II. It may also maintain copies of all Acts with rules made thereunder which it is to administer as also the Law Volumes up to date. The Library may, besides, contain important and interesting cuttings from journals, speeches of dignitaries, copies of precedents, court rulings, copies of orders made by the Government in important cases especially which are of relevance to the Department concerned, circulars, Government Gazette and statistical data bearing on the activities of the Departments under its administrative control. All these references should be properly indexed in the prescribed register and contain acknowledgement of the borrowers. The officer incharge administration section in a branch of the Civil Secretariat should exercise strict watch over the functioning of the library and make stock taking from time to time.
Use of urgent and Important slips
Flags with 'urgent' and important markings may not indiscriminately be attached with the files. On the other hand these may be attached with papers as are really of important and urgent nature. Such flags may be removed immediately after action is taken reference disposed of/reply issued.
Arrear Statements
Every day the record keepers of the respective sections in a Department may prepare a statement indicating daily receipts, number of reference disposed of and references pending disposals. The statement may in the first column indicate the opening balance. On the basis of these daily statements, a weekly statement may be prepared on each Saturday and in case that happens to be a holiday, it may be done in the next working day. These statements may indicate the reasons for which pending references have not disposed of and should be screened by the functional officer concerned who may look to the genuineness of the reasons for delayed disposal of a reference and take prompt steps to dispose it of Such returns
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should be prepared strictly with reference to the records. These weekly statements should serve as an aid for quick disposal of papers and more or less serve as an index of the promptness or otherwise of the sections concerned.
(Sd.) J. N. RAINA,
Under Secretary to Government, Department of Administrative Reforms and Inspections, Srinagar.
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APPENDIX XX
GOVERNMENT OF JAMMU AND KASHMIR, DEPARTMENT OF ADMINISTRATIVE REFORMS AND INSPECTrONS, JAMMU (T AWI)
Circular No.3 of 1977
Dated 19-1-1977.
Subiect.--Procedural improvements in the working of the Civil Secretariat.
The Government has fo,r some time, been considering measures for effecting procedural improvements in the working of the Civil Secretariat so as to improve the speed of work and the quality of disposal. With this end in view, a circular was issued vide this Departments endorsement No. ARI-25176/A dated 18-10-1976 setting out certain procedura1 changes on which it is hoped, the Departments are taking action. It is considered expedient to bring about, more improvements in the present system of working. These are mentioned below:-
Inter-Departmental Meetings
2. Such meetings should be arranged by the Commissioner/ Secretary to Government with the Heads of Departments concerned so that the pending cases and all cases or points of disputes and differences are discussed resolved and common approach and unanimity is ensured and the business/work of a Department gets speeded up. Such meetings should also serve as a clearing hours.
Noting
3. All noting in a Secretariat Department must be neat, tidily precise and self-contained and nothing should be left out. All-important issues should be clearly brought out point by point. Repetition of the same point should be avoided. In case, the concerned' officer does not find the note satisfactory he should,
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immediately on receipt of the file examine the proposal himself and put up a note. All reference quoted in the note should be page marked.
Running Summary of facts
4. To facilitate consideration of cases and to avoid repeated recapitulation, a running summary of all relevant facts should be prepared and placed on the file in a separate folder, labeled accordingly in every such case in which it is evident that such a summary would help in its speedy disposal. It should be the duty, of each functional officer in a Secretariat Department to see that a ‘running summary’ is prepared at the earliest appropriate stage especially for such cases as have a complicated history and that this summary is brought up to date by making suitable additions as further development, if any, take place. All references referred to in the said summary should be marked on' the margin with page numbers of the supporting files/documents etc. to facilitate reference thereto. The summary should be to the point, relevant to the issues involved and self contained so that the authority competent to pass orders have mostly to refer to this. summary and not to wade through the whole file unnecessary. This also was discussed that the Secretaries meeting held on 16-12-1976 and it was decided that this should be introduced in all the branches of the Civil Secretariat.
Time Bound disposal
5. While pre suing the dak, each Commissioner/Secretary/ Special Secretary/Additional Secretary/Deputy Secretary/Under Secretary (i.e. the officer competent to mark the dak) should indicate, time by which each important reference should be disposed off and keep a note of this fact in his personal diary to ensure that such instructions are complied with. Important cases would among others, include pension cases public grievances personal cases, including welfare measures implementation of the 25-point Economic Programme, issue of sanctions in respect of the Plan Schemes,
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formulation of budget award of contracts court cases, legislative measures, assurances and Q. Ds. etc.
Calendar of Disposal
6. A foolscap page should be pasted underneath the upper side of the file cover in each file indicating the date of receipt of each important communication and date on which it has been submitted to various levels for consideration and disposal date on which final orders have been passed date of typing and dispatch of any reference thereafter. Such a calendar would enable issue of reminders in important cases and will besides provide an opportunity for assessing the delay in the disposal of important references at various levels.
Receipt and Submission of Returns
7. According to the nature of the work of the Department, certain/returnsstatements have to be received by various Departments of the Secretariat andother offices. Similarly Departments are required to furnish to other Departmentsvarious returns/statements. In order to ensure that these returns/statements arereceived quite in time, a chart should be prepared by each Department in theSecretariat of outside indicating the nature of the return prescribed date of receipt,date of processing and date of action/record. A similar chart should be preparedfor statements returns which are to be furnished by one Department to another,indicating nature of return, prescribed date of its dispatch and the authority towhom it has to be submitted. These charts should be checked by the concernedfunctional officers once a week.
Check on Pending Cases and Census of Old Cases Register
8. In order to attend to the requirements/needs of the people properly and with the correct degree of responsiveness, no case should be kept pending in any Department beyond the required period or without the orders of the competent authority. A check should be exercised on pending cases and a fortnightly return
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perscribed indicating the case which are pending, the period of pendenay, the reasons for such pendenay and the level at which such cases have been pending or are pending cases should be classified in this return period-wise, namely cases pending for one month, two months or three months and so on. Such returns shall be submitted to the Commissioner/Secretary or the concerned Head of the Department who would issue appropriate directions in each case.
Issue of Reminders
9. All the references issued from .an office should invariably be entered daily in the concerned issue register, which among other things should on the extreme right side of the page, indicate the expected/desired date of receipt of a reply. This register should be checked daily to mark the expected date of receipt of reply to a specific reference. Wherever there is delay and no response by the date specified, the Record Keeper/Head Assistant shall take out the file and get first reminder issued on a cyclostyled/printed form under the signature of the officer concerned on the next day. For important cases, a note book/small calendar should also be maintained as a ready guide indicating the subject, the file number and the expected date of receipt of reply. The first reminder should be followed by another, after a week. In case this also does not evoke a response within one week, a demi-official reminder should be issued. Matters of great importance should be noted by the Commissioner/Secretaries and other functional officers also in their engagement calendars. So that these receive due attention.
10. Time for Disposal of References.
D. O. Letters
(i) These should be disposed off within twp days of receipt and a reply should go under the signature of the officer to whom the letter is addressed. In case, however, it is not possible to adhere to this time limit for any reasonable and cogent reason. The officer receiving the D.O. Letter should acknowledge the letter and indicate the circumstances under which issue of a reply is likely to take some
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time and indicate the approximate 'time by when a reply will be sent by him.
Telegrams
(ii) These should be replied on the day of receipt. Where, however, orders of superior authority have to be obtained, reply should issue the next day. In case, if for some specific reasons, which should be recorded, a reply is going to take some time, the telegram should be acknowledged indicating the date by which the desired information will be dispatched.
Express Letters
(iii) These should be treated and dealt with in accordance with the procedure prescribed for telegrams.
U. O. Cases
(iv) A file-received U. O. by a Secretariat Department from anotherSecretariat Department should be returned within not more than a week alongwith concrete opinion, for which it has been received in the Departmentconcerned.
Other Letters, Office Memorandum
(v) All letters received in a Secretariat Department either from another Secretariat Department or a Head of Department should be disposed of and a reply returned by the stipulated date or within not more than a week of receipt of a reference in a Department. Where, however, it is likely for a reference to take some more time for communicating reply, an interim reply should go indicating the approximate time by which a reply will be dispatched.
Communication from the Government of India
(vi) All these communications should be brought to the personal notice of the Commissioner/Secretary to Government by the concerned officer. Reply should in all cases be furnished by the
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date desired in the communication. In all other cases, a reply should be issued within a period not more than one week of the receipt of a reference. Where, however, issue of a reply is likely to take some time either for collection of information from subordinate office or for obtaining orders of the higher authority on specific issues or policy matters or where it is necessary to lay down a fresh policy, an acknowledgement should issue indicating the approximate time by which a reply will be dispatched.
Acknowledgements
11. All circulars should be properly acknowledged. These should be distributed among various Sections of the Secretariat Department who should keep them in the Sectional Reference file, which should be brought up to date every month.
Distribution of Dak
12. All the Dak received in a Secretariat Department should be put up by the Receipt Clerk of the Department to the Commissioner/Secretary to Government on the same day who should generally try to return it the same evening or latest by 11 A..M. of the next working day. The Receipt Clerk should then complete distribution of Dak by 12 noon, on the same day and the record keepers should put up the reference along with files on the same day. The Superintendent incharge of a Section should start examining the proposals on the same day.
Treatment of Secret and Confidential Papers
13. All such papers as are marked "secret" and "confidential" and addressed to a Commissioner/Secretary or a Head, of Department/Office should be received by the P .A. to the officer concerned who should make entries about the receipt of such papers in his diary. The covers with these markings should be opened by the addressee himself. All the records respecting secret and confidential matters should be maintained by the said P.A. On receipt of such papers the concerned officer may issue such instructions as
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he deems necessary for their disposal. Processing of these papers wherever it is considered necessary should however, be restricted only to a senior officer of the Department but reply to such papers should issue from the Personal Section of the officer concerned. In case issue of a reply is likely to take some time, the reference should be acknowledged and the probable time by which a reply will be issued indicated. Papers with the aforesaid markings received in the office in routine, or if a paper is otherwise of secret or confidential nature, should be immediately brought to the notice of the Commissioner/Secretary/Head of Department and dealt with as indicated above. Used stencils of secret and confidential references whose retention for further use is considered necessary should be kept separate from the files and it should be the responsibility of the personal section to keep these in safe custody for such time as required and then destroy them by burning in the presence of the authorised officer. Only used carbons should be used for making copies of secret/confidential papers. Short hand notebooks should be numbered and then used. Each notebook should be burnt soon after its complete use in the presence of an authorised officer. Secret and confidential papers must in no circumstance be removed from the office.
Punctuality and Discipline
14. There are already instructions for punctual attendance. In order, to make it more effective, officers concerned should pay surprise visits to the office halls/rooms to ensure that officials are invariably present and attend to their work diligently during the office hours. Officials as and when wanting to move out of their office or outside the Secretariat premises, should take prior permission of the competent officer.
Each functional officer shall be primarily responsible for good administration of his section, effective supervision and control over staff and maintenance of high standards of discipline and conduct.
O. & M.
15. An officer, Deputy Secretary/Under Secretary in every branch of the Civil Secretariat may be designated as its O. &, M.
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Officer. The officer should besides attending to his allotted work, be responsible for ensuring quicker disposal of papers, timely submission of returning and statements cleanliness in the branch and overall supervision on the staff. He should also ensure guidance at various levels or wherever it may be needed by the branch concerned.
Weeding of Records
16. Although there are, in vogue, instructions for weeding of old records these, it is seen, are rarely complied with. This has made the office halls congested leaving small space for keeping current records properly. Weeding of records should be done compulsorily on the close of each financial year in accordance with the standing instructions on the subject and such records as are to be consigned to the Archives Department should be dispatched under proper acknowledgement and with a list so that a file, as and when required, is requisitioned for. List of the papers proposed to be consigned to the Archives should be approved by the Commissioner/Secretary of the Department concerned.
17. It is requested that action on the above may kindly be initiated at the earliest and the Department of Administrative Reforms and Inspections kept informed of the progress made.
(Sd.) J. N. RAINA,
Under Secretary to Government,
Dated 19-1-1977 No. ARI-25/76-A
PREFACE TO THE REPRINT
The Manual of Secretariat Procedure has been out of print for some years. It has, therefore, become necessary to have a reprint of the Manual to meet the demand from various offices.
The reprint also includes instructions issued by the Government from to time.
Srinagar, Dated 16-07-1998.
(Sd.) A. R. PARRAY,
Commissioner and Secretary to Government, General Administration Department.
