12 FAIR COPYING.....

1. Duties of Fair copy section:

(A) Copying and Despatching 

(B) Fair copying, comparing and despatching 

(C) Numbering and copying

(D) Comparing and despatching 

Correct Answer- Option (B) Fair copying, comparing and despatching 

2. The Fair Copy Superintendent is directly responsible for:

(A) The efficient working of the section 

(B) Prompt despatch of papers sent to him for issue 

(C) Supervision of entries in the Fair Copy Register

(D) All the above 

Correct Answer- Option (D) All the above 

3. Give the name of the register in form No. XVI to be maintained by the typist: 

(A) Daily register

(B) Work register 

(C) Distribution register 

(D) Daily work load register

Correct Answer- Option (D) Daily work load register

4. Who among the following officials is directly responsible for seeing the prompt despatch of papers sent to him for issue? 

(A) Office Supt.

(B) Fair Copy Supt. 

(C) Despatch clerk 

(D) Tappal clerk 

Correct Answer- Option (B) Fair Copy Supt. 

5. Who is responsible for the smooth functioning of Fair copy section? 

(A) Typist

(B) Section clerk 

(C) Head clerk

(D) Fair copy superintendent 

Correct Answer- Option (D) Fair copy superintendent 

6. One of the under mentioned staff members of typing section to maintain a daily work load register in Form No. XVI: 

(A) Typist

(B) Fair copy superintendent 

(C) Attendar fair copy 

(D) Section clerk

Correct Answer- Option (A) Typist

7. The custodian of Daily Work load Register: 

(A) Typist

(B) Section Clerk 

(C) Fair copy Superintendent 

(D) Despatch clerk

Correct Answer- Option (A) Typist

8. It is not the responsibility of a Fair copying Section Superintendent:

(A) Verify whether the draft has been approved 

(B) Correction and interlineations should be avoided 

(C) Verify whether the typist should type the draft in the order in which he receives 

(D) Verify whether the tappal is stamped with the date of its receipt 

Correct Answer- Option (D) Verify whether the tappal is stamped with the date of its receipt 

9. How many columns are there in the Daily Work Load Register for Typists?

(A) Ten

(B) Eight

(C) Three

(D) Six

Correct Answer- Option (B) Eight

10. The custodian of Daily Workload Register for typists:

(A) Fair Copy Superintendent 

(B) The Section Clerk

(C) Despatch Clerk 

(D) The Typist 

Correct Answer- Option (D) The Typist 

11. Rules to be observed in fair copying

(A) Verify whether the draft has been approved by competent authority 

(B) Ascertain the number of copies required 

(C) Should be typed on both sides of the paper

(D) All the above 

Correct Answer- Option (D) All the above 

12. Rules to be observed in fair copying:

(A) Ascertain the number of copies required 

(B) Verify whether the draft has been approved 

(C) Should be typed on both sides of the paper 

(D) all the above

Correct Answer- Option (D) all the above

13. The corrections and interlineations should be avoided in: 

(A) Comparing

(B) Despatching 

(C) Fair copying 

(D) In draft 

Correct Answer- Option (C) Fair copying 

14. Who should sign the proceedings criticising the subordinate officer?

(A) Gazetted officer 

(B) Head of office

(C) Subordinate officer 

(D) Section superintendent 

Correct Answer- Option (B) Head of office

15. Before signing the paper on which issue special care should be given by the signing authority:

(A) Correctly copied 

(B) Sufficient copies taken

(C) Legal matters 

(D) Letter is compared 

Correct Answer- Option (C) Legal matters

16. The MP is writing a letter to the District Collector to draw his attention to an urgent matter. Who is to sign the reply to the MP: 

(A) Collector

(B) Finance Officer 

(C) Gazetted officer 

(D) Junior superintendent

Correct Answer- Option (A) Collector

17. Fair copies of proceedings on disciplinary cases should be signed by the : 

(A) Junior Supt.

(B) Senior Supt. 

(C) Head Ministerial Officer 

(D) Head of the office 

Correct Answer- Option (D) Head of the office 

18. Copies of proceedings on disciplinary cases should be signed by the :

(A) Head ministerial officer 

(B) Section Supt.

(C) Head of the office 

(D) Office Supt. 

Correct Answer- Option (C) Head of the office 

19. Copies of proceedings on disciplinary cases should be signed by:

(A) The Head of the Office 

(B) Head Ministerial Officer

(C) Senior Superintendent 

(D) Fair Copy Superintendent 

Correct Answer- Option (A) The Head of the Office 

20. In the case of official letters received in the departmental offices and collectorates from M.Ps and MLAS replies will be issued over the signature of:

(A) An officer not below the rank of Joint Director in the case of replies from the Headquarters officer of the department 

(B) An officer not below the rank of Deputy Collector or District Officer himself in the case of replies from the collectorates and district officer 

(C) The head of the office himself in the case of replies

from offices below the district level

(D) All the above 

Correct Answer- Option (D) All the above 

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Para.111.General:

 The work of fair copying, comparing and despatching is done in the Fair-Copy Section.

Para.112: Duties of Superintendent, Fair-copy Section:

The Superintendent, Fair-copy Section, is directly responsible for seeing to the prompt despatch of papers sent to him for issue and for the efficient working of the section generally.

Para.113: General Rules Regarding Copying:

Copying must be done with care, erasures, and correction being avoided; interlineations should not be made, especially in letters.

The Typist shall maintain a Daily Work Load Register in Form No. XVI. The supervisory officers shall ensure the correctness of the entries made in the register by conducting random check with reference to the files concerned and shall attest it daily.

Para.118 signing of fair Copies-Special Case

Copies of proceedings on disciplinary cases should be signed by the head of the office himself.

Copies of proceedings criticising a subordinate officer should be signed by the head of the office himself unless otherwise directed. 

Special care should be taken in respect of signature on copies of proceedings issued under legal provisions to be filed in courts of law (e.g. prosecution orders under section 124-A, Indian Penal Code, or the Arms Act or the Explosive Act.)

Para.119 Duties of the despatching Clerk:

After the fair copies are signed the papers will be returned to the superintendent, Fair copy Section, who will hand them over to the dispatcher for despatch. He will enter the date of despatch in the proper column of the Fair copy Register. 

Para.120 Despatch Stamp

The fact of despatch will be recorded by the despatching clerk by affixing the despatch stamp on the office copy, if there is one. In the case of ‘N’reference. 

Para.123 Uses of “Economy Label:

The flap of an envelope containing non-confidential papers will not be gummed but an economy label will be pasted over it which may be removed by the addressee without spoiling the envelope, the object being that the envelope should be used over and over again. Economy labels should be used also in the case of confidential papers sent in an envelope the seal being affixed at the two ends of the economy label. This rule will not apply to registered envelopes in which case the flaps should be pasted down and economy labels should not be used. 

Para.128 Local Delivery

Letters, etc...Intended for officers and others living in headquarter will, as far as possible, be delivered by office peons, and not sent by post. They will be entered in the Local Delivery Books (Form.VII, Appendix. I), in whom the signature of the person to whom they are delivered will be taken in the column intended for the purpose. The despatching clerk will examine the Local Delivery Book daily, and see that the letters, etc. Entered in it have been delivered and acknowledged. 

Para.129 Despatch of Valuables: Procedure

Valuable intended for despatch will be put in envelops or packed and sealed in the presence of the Office Section Superintendent. 

Para.130 “Urgent” and “Immediate” despatch by special messengers

When ‘Immediate’ Or ‘Urgent’ letters, packets or boxes are sent by peons to officers’ houses, the time when they are handed over to the peons should be marked on the outside or in a separate slip for information of the officers in order to ensure that there is no undue delay on the part of the peons in taking them to the officer’s houses.)

Para.131 Postage Charges and Despatch Maintenance and check of Stamp Account and despatch of communications

 The superintendent, Fair Copy Section should ensure himself that the communications are despatched promptly. Efforts should be also be made to check the Register daily with the stock of stamps in hand. He should see that there should be no wastage. 

[[Register destroyed after 3 years]]