147.
Duty of superintendent and Manager. It is the duty of the Superintendent and
Manager or Head Ministerial Officer to check delays in the transaction of
business. In order to ensure promptitude in the despatch of business,
individual instances of delay should be severely dealt with when they come to
light and responsibility of the Superintendents for constantly watching the
files in their clerks
custody
and seeing that they are not shelved should be enforced. The Superintendent and
Manager and the head of the office must periodically inspect the Personal
Registers of Clerks, Call Book, the Security Register and Register of
Periodicals and Stock Files.
148.
Periodical Reports and Returns. —To watch the punctual receipt or despatch of
periodical reports and returns, each clerk will maintain a Register of
Periodicals (vide Form XI, Appendix I). Every periodical due to or by the
office is assigned a number in list of periodicals. This number is a permanent
one—that is, it does not vary from year to year. Where an outgoing periodical,
is compiled from, or is identical with, an incoming periodical, the same number
will be assigned to both the outgoing and incoming periodicals, the only
entries required being the number of the periodical and the dates of receipt or
depatch or both. The register will be written up at the beginning of the
calendar year so far as columns (1) to (4), (6) and (7) are concerned. Where a
periodical is due from more than one officer, each officer from whom it is due
should be entered on a separate line in column (3). Correspondence arising in
connection with a periodical should not be brought on to the Personal Register
unless it is important. Full use should be made of the Periodical Register for
this purpose, the last column of which provides for the entry of any routine
correspondence such as reminders, etc. In other respects, periodicals should be
dealt with in the same manner as other correspondence. The Register of
Periodicals shall be inspected by the Superintendent, Manager and the head of
the office in accordance with a schedule to be drawn up by the head of the
office,
Whenever
a decision on a case involves the despatch or receipt of a report or return
periodically every year orders should simultaneously be obtained for the
inclusion of the item in the list of periodicals and the assignment of a
periodical number to it and necessary entries should at once be made in the
Periodical Register of the concerned clerk.
149.
Stock files. -Permanent files of important orders should be maintained for case
of reference and must be carefully kept up-to date. These are quite distinct
from the record files referred to in paragraph 138. The filing now under
consideration is a convenient method of keeping important orders of Government,
which are required for frequent reference. The head of the office will
prescribe the subjects for which they should be maintained. Whenever an
important order is received or issued containing general instructions on one of
the subjects for which a stock file is maintained the Superintendent of the
section that deals with that subject will see that the original order or an
attested copy of the same is put into the appropriate stock file. If an order
filed in a stock file is superseded by another or when an order becomes
obsolete, the Superintendent of the section that deals with the subject will
see that the order which has been superseded or the one that has become
obsolete as the case may be, is removed from the stock file and placed in the
record file.
Each
stock file will have a table of contents prefixed to it giving the number and
date of each paper filed, its title and the page in the file where it will be
found. The pages of this files must be neatly numbered in red ink. When stock
files are put up for reference, they are not to be flagged. The passage to
which reference is invited will be indicated in the margin of the note in the
usual way, by quoting the page of the stock file where it occurs and also the
number and paragraph of the Government order, etc.
When
a later order modifies an earlier one, the fact must be noted on the earlier
order, with a reference to the page of the file where the later order is to be
found. Superintendents are responsible for examining these files at frequent
intervals and seeing that they are kept carefully and tidily and brought
up-to-date.
150.
Personal Register.-The head of the office will prescribe a schedule for the
inspection of the Personal Registers, by the Superintendent, Manager and
himself. The checking officer will examine all entries dealing with unclosed
files. He will see that entries in columns (5) and (6) dealing with submission
and columns (7) to (9) dealing with references are kept up-to-date. He will see
that new papers are submitted by the clerk within five days of receipt and that
papers delayed for more than five days in submission or in the issue of
references or other action are submitted to him at once with reasons for the
delay unless his knowledge of the files renders this unnecessary. Each Personal
Register should be accompanied by a running note file which will last for a
calendar year. The same running note file should be used for the Periodical
Register maintained by each clerk. The checking officer will note his remarks
in the running note file and not in the registers. Questions asked in these
notes are to be replied to within 48 hours.
In
a percentage of cases, the date appearing in column (3) of the Personal
Register should be compared with the date stamp on the correspondence in the
current file and with the date entered in the Distribution Register. Any grave
delay or irregularity should be reported to the head of the office.
151.
Five Days Rule.-Papers will normally be submitted by the office within five days
of their receipt in office, i.e., from the date revealed by the officer's date
seal. Similarly papers will normally be
submitted within five days from the date on which they are marked the
back to the office. The Superintendent will be held responsible for any paper found pending in his section without
sufficient grounds for more than five days. Holidays will not be excluded in
calculating the period of five days.
152.
Arrear List.--The arrear list is intended to bring to the notice of superior
officers the slackness in disposal or accumulation of arrears. On the first of
every month each subject clerk should prepare an abstract of pendency in Form
XII, Appendix I. He will include in Superintendent, Manager and himself. The
checking officer will examine all entries dealing with unclosed files. He will
see that entries in columns (5) and (6) dealing with submission and columns (7)
to (9) dealing with references are kept up-to-date. He will see that new papers
are submitted by the clerk within five days of receipt and that papers delayed
for more than five days in submission or in the issue of references or other
action are submitted to him at once with reasons for the delay unless his
knowledge of the files renders this unnecessary. Each Personal Register should
be accompanied by a running note file which will last for a calendar year. The
same running note file should be used for the Periodical Register maintained by
each clerk. The checking officer will note his remarks in the running note file
and not in the registers. Questions asked in these notes are to be replied to
within 48 hours.In a
percentage of cases, the date appearing in column (3) of the Personal Register
should be compared with the date stamp on the correspondence in the current
file and with the date entered in the Distribution Register. Any grave delay or
irregularity should be reported to the head of the office.
151. Five
Days Rule.-Papers will normally be submitted by +(2) the office within five
days of their receipt in office, i.e., from the date revealed by the officer's
date seal. Similarly papers will normally be 13 submitted within five days from
the date on which they are marked the back to the office. The Superintendent
will be held responsible for any 1 paper found pending in his section without
sufficient grounds for more than five days. Holidays will not be excluded in
calculating the period of five days.
152.
Arrear List.--The arrear list is intended to bring to the to notice of superior
officers the slackness in disposal or accumulation of arrears. On the first of
every month each subject clerk should prepare an abstract of pendency in Form
XII, Appendix I. He will include in it all cases opened up to the end of the
month to which the return relates which have not been closed or marked for
record. The arrear list should be initialled and dated by the subject clerk.
The Section Superintendent should scrutinise the statements of all the clerks
under him and hand over the lists to the Superintendent, Fair Copy Section. On
receipt of the arrear lists the Superintendent of the Fair Copy Section should
compare them with the pendency as per the distribution register and if they
tally he should prepare the consolidated arrear list for the whole office and
submit it to the head of the office. If there are discrepancies he should get
them reconciled before preparing the consolidated list. It is the
responsibility of the Superintendent, Fair Copy Section to see that the arrear
list is obtained from the sections, consolidated and submitted to the head of
the office on the 10th of each month. On receipt of the arrear list back from
the head of the office the Superintendent; Fair Copy Section should see that
the remarks of the head of the office on the arrear list are circulated among
the Clerks and Section Superintendents.
153.
Delay in Issue.-All papers marked for issue are ordinarily expected to be
issued within twenty-four hours of its receipt in the Fair Copy Section. It
will be the duty of the Superintendent concerned to see that the papers pending
issue at the end of the day are attended to the first thing on the following
working day and are tit-despatched before the close of that day.
154.
(1) Call Book. —The Government sometimes call for at report to be submitted
after a year or so, eg., on the working of some to rules, or on the adequacy of
some establishment, or the need for retaining it. Sometimes the head of the office
may call for such reports by from his subordinate officers. Such ‘calls' need
not be kept“open” till the time to reply to them arrives. They may be closed as
soon as everything that can immediately be done, has heen done and will then be
entered in the Call Book (Form XIV, Appendix I), so that they may at be lost
sight of. The same thing may be done when a paper cannot be disposed of till a
suit is decided, which may take years, and in other similar cases.
No
paper should, however, be transferred to the Call Book unless no action (not even the issue of
reminders or the receipt and filing of replies on it) is due in the office for
a period of six months.
There
should be only one common Call Book for the whole office, the entries in it
being made consecutively with the letter and number of the concerned clerk
against each entry. It should be in the custody of the tappal clerk who will be
responsible for its proper maintenance. When it is necessary to transfer a case
to the Call Book, the subject clerk should send his Personal Register to the
tappal clerk who will enter in the last column of that register the Call Book
number and date, round off the current number in the Personal Register and
return it to the subject clerk after making the necessary entries in the
several columns of the Call Book. The current number relating to the case
should at the same time be rounded off in the Distribution Register with the
Call Book number and dated noted in column (3) thereof. As soon as this is
done, the file concerned should be put in a blue jacket loosely filed and sent
to the Record-keeper who will acknowledge it in the last column of the
Distribution Register and place it in a shelf in the record room reserved for
the Call Book files and thereafter the file will be subjected to the rules
governing the receipt into and issue from the record room.
When
the time for action as noted in column (5) of the Call Book arrives, the tappal
clerk should perepare an extract and sent it to the subject clerk in time for
action. At the same time, the current should be entered afresh in the Personal
Register, the old current number being revived (i.e., re-entered) therein
accompanied by a fresh new case number. Column (2) of the Personal Register
should, in these cases, be filled up as follows:
4847/3584.-Where
4847 is the new case number on revival and 3584 is the original current number.
(In the correspondence taking place after the current is revived, the current
number assigned at the revival should be quoted). As soon as this is done, the
entry in the Call Book should be rounded off with the fresh new case number and
date of revival in the Personal Register noted in the last column.
When
an order is passed that a case may "lie over” for a few days, no entry is
necessary in the Call Book; an order to “lie over" does not authorise a
current to be closed.
The
Call Book shall be submitted for inspection once in every month on a date to be
specified by the head of the office.
154.
(2) Reminder Diary.—The issue of reminders to outside 13 13 officers and the
initiation and resumption of action on papers will be - watched in the section
concerned under the following system:-
Each
drafting clerk in a section will keep a Reminder Diary in the prescribed form
(Form XV, Appendix I). This should be a manuscript form of 12 pages for one
calendar year, bound in brown paper; on the outside should be entered the department,
the section or branch and, if necessary, the name of the clerk and year. This
diary is intended to act as a reminder to the clerk that some action is
necessary. The first column 'date' will be reserved for the date of the month.
In the second column should be entered the current number (C) of the paper or
the number (P) of the periodical or the number (C. B.) in the Call Book with
reference to which action is to be taken on that day,
At
the foot of every draft, whatever may be its form which entails a reply and
every un-official reference, the drafting clerk will enter in red ink a date
for the issue of the first reminder thus: “Rem. 25th October 196...". This
date may be altered, if thought fit, by any officer through or to whom the
draft is submitted.
On
return of the draft or note approved, the clerk concerned will enter in the
Reminder Diary the current number (C) against the date approved as that on
which a reminder is to be issued if necessary.
When
all replies are received to a reference the entry relating to it in the diary
may be scored out.
If
a case is entered in the Call Book, the Call Book (C.B.) number will be entered
in the Reminder Diary against the date on which action is to be taken.
Cases
which are ordered to lie over will also be brought on the Reminder Diary and
below each “lie over” order there should be entered a date upon which action
should next be taken on the case and the current number of the case should be
noted against that date in the Reminder Diary.
Before
the beginning of each year, each clerk who maintains a Reminder Diary will
enter every periodical with which he has to deal by showing its serial number
in the concerned Register of Periodicals against the appropriate date or dates
in the diary. The date in each case will not necessarily be the date on which a
periodical is due in or out but will be a date on which action must be begun,
eg., in the case of a periodical due to the office it may be the date on which
an advance reminder should be issued and in the case of a periodical due from
the office to an outside authority the date will be such as to allow for
preparation, noting and circulation and after these for despatch in good time.
The
clerk's first duty on each working day is to examine the entries in his Reminder
Diary against that date and against any holidays immediately preceding that
date. He will then examine the entries in the current register against the
numbers mentioned on the Reminder Diary against these dates; if a current is
closed no further action is necessary; if a current is not closed the clerk
should at once pick out the file from among the pending cases (which should
always be arranged in order of current numbers) and put up the necessary
reminders for signature.
If
a Call Book number is shown in the Reminder Diary against the date, the clerk
should ask the Tappal Clerk for an extract from the Call Book. If an entry in a
diary relates to the periodical, advance reminder should be issued or other
appropriate action taken. When submitting reminders a further reminder date as
approved or altered should be noted in the Reminder Diary. This process will
continue until the reference is replied to or the periodical is received.
Superintendent/Section
heads and officers above should, from time to time, check the Reminder Diary
with reference to the pending files in the section.
The
replies to reminders should be submitted to officers for perusal and the date
of next reminder already approved should be extended, if necessary, subject to
their approval.
154.
(3) Maintenance of registers and records-Special Instructions.-(1) Registers
and records, other than files for the maintenance of which there are separate
instructions, shall be maintained in the prescribed books, or where these are
not available, in sheets of paper securely stitched into books. Under no
circumstance shall these be maintained in loosely tagged sheets of paper.
(2)
Registers and records shall be maintained strictly in accordance with the
instructions in the relevant Code, Service Rule. Manual, Government Order, or
other standing instruction. All the required details shall be posted in them
without delay or default. The reference to the provisions of the Code, Rule,
Manual, Government Order or other standing instruction under which a register
or a record is maintained, shall be written on its facing sheet by the person
maintaining it
(3)
The pages of all such registers and records should as far possible be
machine-numbered. Where a book, the pages of which have not been
machine-numbered is to be used as register or other official record, all the
pages shall be numbered by hand before it is taken into use. The under mentioned
procedure shall be followed in this regard:
Certified
that this book contains..........................pages and that the page numbering is done completely
and in consecutive order.
Date...
Signature.....
Designation...
(c)
During inspections, supervisory officers shall verify whether the certificates
prescribed above have been duly made in the register and records inspected,
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