12 FAIR COPYING.....

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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]]