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MINISTRY OF PERSONNEL, PUBLIC
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DEPARTMENT OF ADMINISTRATIVE REFORMS
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MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES AND PENSIONS
DEPARTMENT OF ADMINISTRATIVE REFORMS AND PUBLIC GRIEVANCES

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V. NARAYANASAMY ee

Minister of State
— Prime Ministers Office,
Personnel, Public Grievances & Pensions,
"Government of India

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South Block, New Delhi 110101 e North Block, New Delhi 110001

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Minister of State
— Prime Ministers Office,
Personnel, Public Grievances & Pensions,
"Government of India

Lam happy to note that the Department of Administrative Reforms and Public
Grievances has, as a part ofthe implementation ofthe e-Offce Mission Mode Project of
the National e-Govemance Plan, prepared the fet edition of the Central Secretariat
‘Manual of e-Offee Procedure (e-Manual)

2. Release of the e-Manual is a significant event, as it has a transformative
Potential in making systems and procedures efficient and enhancing monitoring
capacity substantially.

‘The ICT perspective in the e-Manual gives the ofcials of the Central Secretariat
an additional advantage of a new system faciltating faster retieval of fles and

documents from a huge data-base.

3. lhave every hope thatthe e-Manual shall be given the importance it deserves.

South Block, New Delhi 110101 ‘Noth Blck, New Delhi 110001

‘Tel: 0112301091, 23017931) = OI ZIOBANTS, 22002716 Fa)

email: samysclviinie in en 01-2374 (28794524 (Fan)
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Ramesh C. Misra eme gare afte ies fran rar,
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SECRETARY u len
OVERNMENT OF nou,
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DEPARTMENT OF AGUS TRATE REFORMS
PUBLI cnrevances,
‘SAROAR PATEL BHAWAD.SANSAD MARO,

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SECRETARY

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GOVERNMENT OF NOL,
BASTA OF PERSONNEL, PUBLIC GRIEVANCES
“PENSIONS,
DEPARTMENT OF ADMINISTRATIVE REFORMS
PUBLI cnrevances,
‘SAROAR PATEL BHAWAN, SANSAD MARO,

FOREWORD

‘The Department of Administrative Reforms & Public Grievances in the Ministry of
Personnel, Public Grievances & Pensions, as nodal Government agency, is charged with
‘the responsibilty of prescribing procedures for Secretariat Work. The overall aim of
bringing out the first edition of the Central Secretariat e-Manual of Office Procedure
(CSMeOP), which is self-contained document, aimed at futher increase in productivity in
‘work, and making administration more responsive. Efforts have been made to maintain
concordance between organizational goals, procedures of work and functionaries
entrusted with the responsiblity of discharging them in an electronic environment.

2. is essential that in the e-Offce environment, the functioning of Government should
be identical in al the Departments. With a view to achieve this, this Central Secretariat e-
Manual has been brought out. For those who are presently working in the Government as
well as for the future entrants, the Central Secretariat e-Manual Office Procedure in the e-
Ole system willbe an invaluable source of training, guidance and reference.

3. The procedures ofthe fist edition of the CSMeOP have also been prepared after
taking into consideration the recently finalized 13” Edtion of the Central Secretariat
Manual of Office Procedure (CSMOP) for the paper based environment of Government
‘working. The CSMOP will continue to exist simultaneously til such time all the
Government of India offices are not fully computerized and they are in the e-Ofice mode,

4. Thisis the first edition of CSMeOP. A Training Module for operating in the e-Ofice
environment is being issued separately

(Ramesh ©. Misra)

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ABBREVIATIONS

AS. ‘Additional Secretary
AD. Assistant Director/Acknowledgement due
ADG/Add.DG _ | Additional/Assistant Director General
AFA Assistant Financial Advisor.
BIS. Bureau of Indian Standards
BPST Bureau of Parliamentary Studies and Training
CBI Central Bureau of Investigation
CiCor. Correspondence
CRAG Comptroller and Auditor General of india
CCEA Cabinet Committee on Economic Affairs.
CCl ‘Competition Commission of India
GER Cost, freight and insurance
CFL Central Forensic Laboratory
CGAR Core Group on Administrative Reforms
CGEGIS Central Government Employees Group Insurance Scheme
CS Central Government Health Scheme
CIC Central Information Commission
CAT Central Administrative Tribunal
CL. Casual Leave
crio. Central Public Information Officer
ER. Central Registry/Confidential Report
‘CSMOP Central Secretariat Manual of Office Procedure
eve Central Vigilance Commission
DD Deputy Director/Demand Draft
‘DDG Deputy Director General
‘DDO Drawing and Disbursing Officer
Dyno. Diary Number
DFA. Draft for Approval
DFPR Delegation of Financial Power Rules
DO. Demi-Official/Desk Officer
DG Director General
‘DRO Departmental Records Officer
DRR Departmental Record Room
Ds Deputy Secretary
DSWS Designated Section for handling Internal Work Study
Die Directorate
EFC Expenditure Finance Committee
e-mail Electronic Mail
Earned Le

Extraordinary Leave

Electronic Private Automatic Exchange

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FR Fresh Receipt

GPF. General Provident Fund

GFR General Financial Rules

GOI ‘Government of India

GOM Group of Ministers

HE. His Excellency

HPL Half Pay Leave

IC Information Facilitation Counter

IFD or IFW Integrated Finance Division or Wing

TD. Note Inter-Departmental Note

ISDN. International Subscriber Dialling Network

TW Internal Work Study

J.D. Joint Director

3.8. Joint Secretary

LAN. Local Area Network

LCD. Liquid Crystal Display

LDC/UDC LowerlUpper Division Clerk
‘Member of Parliament
Non-Secretariat Organization
National Informatics Centre
Office Copy
‘Organization and Methods

Office Memorandum.

‘Overhead Projector

Pages 1-2/Notes

Personal Assistant

Personal Computer

Post Script

Principal Private Secretary.

[Plpp.1-7le PagelPages 1-7/correspondence
Pos pl. Previous papers please
PSMs Personal Staff Members (Le. Principal Staff Officer, Senior

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Private Secretary, Personal Assistant and Stenographers)

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TABLE OF CONTENTS

Content Para No. | Page No.
‘CHAPTER 1- INTRODUCTION 13
‘CHAPTER Il - DEFINITIONS 1 ait
‘CHAPTER Ill - MACHINERY OF GOVERNMENT
The President 2 12
The Council of Ministers 3 12
Transaction of Government Business 4 12:13
Department 5 1317
‘Attached and Subordinate Offices 6 7
Constitutional Bodies. 7 17
8 17
El 7
Public Sector Undertakings 10 18
Information and Facilitation Counters Ei 18

CHAPTER IV - RECEIPT, SCANNING, DIARISIATION AND DISTRIBUTION OF DAK

Receipt of Dak 12 19
‘Scanning of physical dak and insertion thereof into 13 19-20
system

Diarisation of Dak ——— — 14 20
‘Storage of phy after scanning 15 20
Distribution of Dak 16 20
‘CHAPTER V - RECEIPTS - SUBMISSION.

Perusal and marking of receipts 7 EJ
Movement of receipts. 18 21
‘Action by higher officers 19 2122
‘Allocation of disputed receipts 20 22
‘CHAPTER VI ACTION ON RECEIPTS

General Principles 21 23
‘Action by dealing hand 22 23-24
‘Action by Section Officer 23 24
‘Examination by Section 24 24-25
‘Standard Process Sheet 25 25
Level of disposal and channel of submission 26 25-27
Direct submission of cases by Senior Assistants 27 27
‘Examination by Officer 28 27
‘Deviation from normal procedures and rules 29 27
Running Summary of Facts 30 27-28
‘Guidelines for noting a 28-29
Modification of notes or orders. 32 29
‘Noting on files received from other Departments 33 29-30
‘Aids to processing 34 30
Oral discussions 35 30-31
‘Oral discussions by higher officers 36 En
‘Oral orders on behalf of or from Ministers 37 31-32
Confirmation of oral instructions 38 32

Sa Wear 39 32
a amc Bt te a a ah da 40 | 32:33
fee à re Psa ar
Sl CN E
abc 42 | 33
ENEE 43 | 33-04
ra VI Ges trent a sen sre wr PERT
ra CRE
a 45 35
abs 46 | 35
Bat ara or SAT 47 35
E
walle Saar 48 | 36-38
AR 49 38
ata oe aad wat wT 50 | 38.39
Wag cen adieu aaa & A YA AER 51 39
Ton Fa some 523940
Sa ore 53 | 41-43
ise (Gta) a/a 54 43
SR a NS are aT 55 | 43
aras sr a Ah a 56 | 43.44
aaa aaa a ma 57 44
[sere eer ot Ba ak aR 5 | 44]
ida mee a 59 | 44
co | 44
the arr SR Sa er ací & wea ware 61 44
Gee Weed a a A 62 | 44-45
RR Add wea re 63 45
Far exon’ cen aa aot & ra QAR 64 | 45-46
‘Bra oat a terete Sere 65 46
Exts 66 46
ea er are wT
Weta dar oe dl ada 67 47
obs El 68 | 4748
Eta —69 | 4849
abba 70 | 49
Sra wat a werten ar rn 71 49
a a
ar an afk ees va Fre | 72 ] 50
EIS ut x (al) aia 73_| 60-1

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Online Collaboration =— MET E
‘Examination and processing of cases in which two or 40 3233
more authorities are involved.

Referencing a 3
Linking of e-fles 42 33
Use of grading 43 33:34
CHAPTER VII - HANDLING OF RECEIPTS UNDER DESK OFFICER SYSTEM
General 24, 35
Receipt of dak 45 35
‘Action by desk functionary 46 35
Maintenance of reference of material a7 35
CHAPTER Vill - FORMS AND PROCEDURE OF COMMUNICATION

Forms of communication _ 28 3638
Modes of Communication 49 38
Telephonic communication. 50 38-39
‘Correspondence with attached and subordinate offices 51 39
Single e-File System 52 39-40
Inter-Departmental consultation 53 4143
‘Nodal Ministries/Departments, 54 23
References to the Attomey-General of India 55 43
References to constitutional/statutory authorities. 56 43-44
Reference to the Comptroller and Auditor General of india | 57 44,
References to the Union Public Service Commission 58 24
‘Correspondence with Union Territory Administrations 59 44
Correspondence with State Governments. 60 44
Correspondence with Lok Sabha and the Rajya Sabha 61 44
Secretariats

Correspondence with Members of Parliament @ 44-45
‘Correspondence with Ministers of State Governments 63 45
Correspondence with Foreign Governments and 64 4546
International Organisations.

‘Prompt response to letters received 65 26
Target date for replies 66 46
‘CHAPTER IX — DRAFTING OF COMMUNICATIONS

Procedure for drafting 67 #7
General instructions for drafting 68 47-48
‘Authentication of Government Orders 69 48-49
‘Addressing communications to officers by name 70 49
Drafting of demi-ofical letters 71 49
‘CHAPTER X - ISSUE OF DRAFTS

Formatting of drafts & issue of fair communications 72 50
Docketing of the communication (s) in the notes portion of | 73 30-51
the e-file.

‘Communication through e-Offce 7a El
‘Despatch of postal communications 75 | 5152
‘Despatch of postal communications (other than postal) 76 | 5253
‘Stamps Account register 7 | 5354
‘Action after issue 78 54
Reference lists 79 | 5556
‘CHAPTER XI - e-FILE NUMBERING SYSTEM
efile numbering system 80 57
Functional e-file numbering system 81 57-58
Unique e-file number 82 58
Instances where e-fles need not be opened 83 El
e-fle report 84 58
‘Transfer and renumbering of e-fles 85 58
Movement of e-les 86 58.
‘CHAPTER Xil — RECORDS MANAGEMENT
Activities involved in records management 87 59
‘Stage of recording 88 59
Departmental instructions for records management 89 59
Voluntary disclosure of the gist of decisions contained in | 90 59
the e fle in consonance with the provisions of the RTI
Act-2005.

Procedure for recording El 5
‘Categorization of records 2 | 59-61
Precedent Book 93 61
Review of the recorded els from the system 94 61
Record Retention Schedule 95 2
Custody of Records 96 62
‘Backup of Digital records “97 62
Review and weeding of non-electronic records 98. 62
Records maintained by officers and their personal staff 99 62
Requisitioning of records 100 63
CHAPTER XII! - SECURITY OF OFFICIAL INFORMATION AND DOCUMENTS
‘Communication of oficial information 101 4
‘Treatment of classified papers 102 64
Confidential character of notesfe-fles 103 64
‘Communication of information to the press 104 65
Use of restrictive classification for printed reports e. 105 65.
CHAPTER XIV — CHECK ON DELAYS

Time limits 106 6
Handling of Public/Staff Grievances 107 | 66-69

| Weekly Arrear Statement 108 _| 69-70
Monthly statement of cases pending over a month 108 | 7071
Call Book 110 7
‘Monthly progress reports of recoding and review offles | 111 72

wae ear tone of S Per Pr MT 72
ER ca eat lo Peers we Pare ma | 72
amara cf (de) emana | 114 | 7273
Al ma ate ehe
Gea fra, 2005 5 see ma mar ms | 73
a sm RU m6 | 73
ras Rel a a at 7 [73-74
aries Re eae a er ne | 74
wd & Pr aaa m9 | 74
fra a re era ws 120 | 74
ES
sears fa | 7
dica 122 | 75
Fra ardor 123 | 76
Fra Rh 124 176.77
rial 125 | 77
a are fe er PTT 126 | 77
ara Fear
ao ad dar 127 | 78
srry ét Var 128 |7832
Suchen Sa 129 | 82
bal a re ca 130 [8234
Far age tar | 64
Er a 132 | 84
Fran, Aaa 133 | 84
osos 134 [8486
ri se ra da 135 | 86-87
brad 135 | 87
danna] 197 | 87
af
abba 138 | 87:38
ar 139 | 88
AA AO ea ae 140 | 88

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Watch on disposal of communications received from 112 72
Members of Parliament
Watch on disposal of communications received from VIPs | 113 72
Monitoring CouruCAT cases and implementation of Court | 114 | 72-73
and CAT Orders
‘Applications received under Ihe Right to Information Act, | 115 73
2005
Report on Parliamentary Assurances 116 73
Check-list of periodical reports 17 | 73:74
Review of periodical reportsiretums 118 74
Responsibilty of expeditious disposal of work 19 74
‘Check on delays under desk officer system 120 74
CHAPTER XV - INSPECTIONS
Purpose and periodicity 121 75
Inspection authorities 122 75
inspection programme 123 76
Inspection report 124 | 76-77
‘Supplementary inspection 125 7
Periodic inspections by supervisory officers. 126 7
CHAPTER XVI - MISCELLANEOUS
‘Annual Action Plan 127 78
Concept of Ciizen's/Cllents Charter 128 | 78-82
‘Consumer Protection 129 82
Official language for purposes of Government work 130 | 82-84
Departmental instructions 131 84
‘Compilation/consolidation of ordersfinstructions 132 84
Review of rules, regulations and manuals 133 84
Meintenanceltransfer of records in the personal offices of | 134 | 84-86

isters

Review of forms and procedures 135 |" 86-87
Modernization of offices 196 87
Procedure for processing reports of Commissions/ 137 87
‘Committees and other expert bodies
Preparation of Induction Material 138 | 87-88
SEVOTTAM 139 88
O8MMWS activities in the Ministries/Departments 140 88

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APPENDICE

No. ‘Appendix Para No. | Page No.
1. [Dak Register 13 90
2. | Sie in Notes and Drañs 319) | 51.95
21 | Notes for the CabineUCabinet 3110) | 96-116
‘Committees/Group of Ministers
22 | Procedure regarding preparation and sum | Hr
Submission of papers for the consideration of
Committee of Secretaies.
23 | instructions on constituton/econsitution of 312) | 0121
High-Level Commissions/Commitees etc.
3 | lustatve list of Acts, rules and instructions ofa | SAT) 12
general nature to be maintained in the
Knowledge Management System(KMS) - Aids
to processing
[4 Specimen forms of Communications 5 125133
5. | Composiion ofthe Gazette of India and 4817) | 134136
instructions fo sending material for publication
therein
| Specimen form for authentication of LE] 7
communications for issue
[7 — [Despatch report for postal communications only | 75(2) 138
8. | Revised procedure for maintenance of service | 75(7) 139
postage stamp account
[5 — [Stamps Account report LU) 140
[10 [Section Despatch Report LEO) 141
“1. | Essentials of functional fis index and identifying | —61(3) | 142-143
the file numbering system
12: e-Fio report Es 144
13 [eFile movement report EU) 145
[14 [Report for watching the progress ofrecording | 914) 146
[15 —[Precedent Book ES 147
[16 [List of e-es due for review EU] 148
17. Specified record retention periods Se) | 140-161
18. [List of e-fies transferred to other 96 152
SecionlDepariment or National Archive of India
19. Arrear Statement for a period TOR) 153
[20] Case report Tee) | 154
[21: — | Call Book 109(3)(b) 155
22. | Consolidated numerical abstract of cases Home) | 156
pending disposal for over a month
23. | Monthly progress report on recording of fies O) 187

24. | Monthly progress report on review of les O) 158

25. | Consolidated monthly progress report on ma 159
recording of files.

26. | Consolidated monthly progress report on izle) 160
recording of files.

27. | Register for keeping watch on the disposal of aM) 161
communications received from Members of
Parliament.

28 | llustrative list of VIPs 13 162

29. — | Details of Pending Court/ CAT cases Tan) 163

30. | Status of implementation of Cour CAT. 114(1) 164
judgments

31. | Number of COUTUCAT Cases pending for Ha) 165

32. | Report of Parliamentary Assurances 116(1) 166

33. | Checklist for watching receipt of incoming 117(1) 167
periodical reports for the year.

34. | Checklist for watching despatch of periodical 7 168
reports for the year.

35. | Report on O&M Activities 11813) | 169-177

36. | Inspection questionnaire for central receipt and | 12111) | 172-178
issue section

37. | Inspection Questionnaire on Organization & war) | 178-185
Methods (O&M)

38. [Inspection Questionnaire for Departmental Tome) | 186-189
Record Room

39. | Management information System (MIS) 12168) | 190-196

“40. _ | Executive Summary for Secretary 1214) | 197-199

41 — | Matters in respect of which the Departments 131(1) | 200-201
may issue Departmental instructions.

42. | Despatch Report to be maintained by the TM | 202
personal offices of Ministers

43, | File movement diary to be maintained by the | 134(1Na)ii) | 208
personal offices of Ministers

44, | Particular of files given informally to Minister TAB) 204

“45. | Procedure to be followed for processing of 137 205
reports of Commissions/Committees and other
expert bodies.

#6. | lustrate list of functions to be performed by TA) | 208-207
the Section designated for performing O&M
activities.

47. | Annual Report of O&M Functions. 140(8) | 208-210

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CHAPTER |
INTRODUCTION

‘A. Augmentation in the Central Secretariat e-Manual of e-Office Procedure (CSMeOP)
over the paper based Central Secretariat Manual of Office procedure (CSMeOP):

The procedure prescribed in this Central Secretariat Manual of e-Office
Procedure (CSMeOP) intends to enable the office procedure in ICT (Information and
Communication Technology) enabled environment. This manual takes care of the
present scenario demanding simplified, responsive, effective and transparent working
of Government offices with the help of state of art, cost effective, technologies available
inthe market

‘The procedure has been improved keeping the core spirit of paper-based Central
Secretariat Manual of Office Procedure (CSMOP) in consideration, but incorporating
procedure to support electronic environment and introducing transformational
opportunities after due deliberations.

Key changes are as follows:

© Processes to support the electronic file processing: This will include definition of
activities to ingest digitally capture all modes of inbound information/ receipts,
including e-mails. Digital signature and record management and archival process
have also been accordingly defined. Further, there will be no need to bifurcate bulky
files, since only set of pointers will get passed with transfer of files.

e Same file/ document could be put in multiple processes, simultaneously since the
system will eliminate need of physical linking and de-inking of files. There will be
provision of inking with precedence cases, relevant rules, etc.

e Efficiency in handling communication: Procedure of official communication and its
managementwill be substantially simplified with the help of an electronic system as the
need to maintain registers for file and receipt movement will be eliminated as the
system will keep an automatictrail record.

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‘eh ra ea ere rare | at

ir care, oh a es arène ERA are eq
el
Aca fa, sr AR e axe ge, a a à rr A
El
grasa aaa fr fos facia ar eee ae a à 13 a, à ait st
EEES
fades aaa | e, dor 4 ae sara à a gré a a RÉ A
ES SES

{2}

Standardization of routine tasks through transactional operations: e.g. regular
reporting, checks and verification, etc.

Improved Knowledge Management Practices: The system will have provision of brary
of widely used documents such as rules, acts, standing orders, etc. available online
with all the officials. All the documents and records in the system will be suitably
structured to allow effective search.

‘The records will be maintained electronically with the help of ICT system.

Introduction of Standard Taxonomy: The standard taxonomy across all the
Departments will be mandated. The taxonomy will be defined, authorized and
controlled centrally for effective exchange of information and integrated knowledge
management.

Provision of flexible MIS and Dashboards.

Provision of effective means of collaboration/consultation like net Meeting, video-
conferencing, instant messaging. The discussions and minutes could be effectively
capturedin the system to considerably reduce the need of physical meetings.

Visibility of pending work at all levels. Automatic alerts based on predefined rules can
be introduced.

Background to the CSMeOP

The efficiency of an organization, to a large extent, depends on evolution of
adequate processes and procedures and the ability of its employees to follow
them. Accordingly, the efficiency of persons handling secretarial work in an
organization can be judged by their ability to dispose of receipts with speed,
following the procedure prescribed for the purpose. The ultimate object of all
Government business is to meet the citizens’ needs and to further their welfare,
without undue delay. At the same time, those who are accountable for the conduct
of that business have to ensure that public funds are managed with utmost care
and prudence. It is, therefore, necessary, in each case, to keep appropriate
record not only of what has been done but also of why it was so done.

7}
{2}

a ram gfe Pr far re eq rere Rt re ge
are eh re va en | afer ek ra ge re eh A
fea él Rat am

ra var aa orale $- Fram fera af atta rn A fara wet ox ga fe
ear aes ar ra Sere E RRA ae a fre Re aa
eb fee tan fom man

a. Sata frere wrafera raft Pre gere at ce

fra afters waters salt $-Pram ghee À Gated AA A AR
area % fast 3 org ere Be ar ach Pere 1 Pa Re a
fe fal ret gu ra amater fe & aid mere we gar mare rc me fs
a fera rate cr Pan for à ff mere an ab er a I

sad ga, ná (Fe), a, oa, Proc A aT, TETAS, $
e, ¿aaa ira, $ aña, dara, rca dad, Orden, orme aro, rate
SR fa aa a aaa aa E

roe athe dre oR wes ff fear ren Fret A nr à a A A drat
ar are write AR rad af dec at ware anda in a
Af om we |

‘The procedures prescribed in CSMeOP attempt to balance the considerations of
speed and propriety. In a dynamic context, this balance cannot be rigidly or
permanently fixed.

CSMeOP has been drafted to create awareness about these processes and
practices at various levels in the Central Secretariat and to aid the work of the
functionaries in various Departments of the Governmentof India.

Structure of the CSMeOP

‘The CSMeOP describes the generic processes to be followed across Departments
in all the Central Government Office

an e-Office environment, The Department
specific processes will be built on this generic e-office processes framework by the
respective Departments, such that nothing isin contravention of the intent laid down in
CSMeOP.

‘Apart from the Chapters, certain definitions and terminologies also have been
added, including, Accountability trail, Capture, Classification, Dispose/ Close,
Document, e-File, e-Office, Final Disposal, Fresh Receipt, Metadata, MIS Dashboard,
Portal, System Administrator, User and Version.

‘The Appendix on forms and templates lays down the standard format of various data
fields arranged into a particular order! sequence to achieve the ultimate objective of
removing duplication and increasing efficiency.

E

eae Il

frame

fr and gar rd fer fer af Pr fern gr gs ata a
ran E:

10)

e

a

4)

6)

Q]
m

€)

RS ge a RN a ge Re
Sd see Pr) en ge ee ge Ta sr
Beer wea à ae ee a er rer ae
A a en ec |

PR a a RO a gel cer À ra fre ae ae
Saa sm être se Rear à, Re ze
or gap aE on a re ur Ra & sea à da
am ame

AR HIT aa ae Ra RA dee och ent fr
“Fer & attz far me ere dra cen and a fa? |

SA
Pa o a al

gr a ara PR or A PR creer aa Ra an AO, a,
arar rar a |

AR BH HRT PN AT HG A HAS HITT BART, TER

Aran a re Pr re Pre a rt
rs Pt rte rr ef (rer
ph inter) Sas ea € | pa care a, ar
aa ah a a a en fc a
a | fa me rer re age
ar em |

OS
aida stk ar Revel a Aftrat ro RO ste pret
Te |

{4}

CHAPTER II
DEFINITIONS

Special meanings- Special meanings to be attached to some of the terms used in
the Central Secretariat Manual of e-Office Procedure (CSMeOP) are given below:

1. ‘Appendix to correspondence’ in relation to an e-file means lengthy
enclosures/attachments to a communication (whether receipt or issue) on the e-file,
inclusion of which n the correspondence portion slikely toobstructsmooth reading of
the correspondence or make the correspondence portion unwieldy.

2. ‘Appendix to notes’ in relation to an e-file means a lengthy summary or
statement containing detailed information concerning certain aspects of the
question discussed on the e-file, incorporation of which in the main note is likely
toobscure the main point or make the main note unnecessarily lengthy.

3. ‘Accountability trai means a record showing who has accessed a computer system and
\whatoperationshe orshe has performed during agiven periodoftime.

4. ‘Branch officer in relation to. section means the officer who is directly above the
section in the line of control for execution of work.

5. 'Capture' means registration, classification, addition of metadata and storage of
afile and /or record in a system that manages them all

6. ‘Case means.acurrent ile ora receipt together with other related papers, ifany.

7. ‘Central receipt and issue section’ means a unit within a Department consisting
of the central registry and the central issue section. The unit includes
functionaries like resident clerk and night duty clerk (data entry operator). The
Unit is charged with the responsibilty of receiving, registering and converting
physical dak into electronic dak, distributing it and also despatch. In
Departments where this unit does not exist, the concemed section will be
responsible forthe above.

8. ‘Classification’ means systematic identification and arrangement of business
activities and or records into categories according to logically structured
conventions, methods and procedures.

{a}

{4}

@
(10)

(m

(12)

(13)

(14)

(15)

(16)

m

(18)

(19)

o an era Su ara Rare gan ae à |

Majin ehe rte ot Sar ER, ey, a wa TE
ae Seema wd qua, Prova Par, erated et ds yeas ders as Ra
eme & farm a or eam a GA & fre ww qa Tare BT
‘Brenner 1e mr fren oc re ae Pam art
om af? |

ae rh er Fs ce RAR ra
Ag: sia man woher er ATA re re aT aT |

ESA
fa cen Pa a an <a: qui a Ra att E
Re sa ar a Ra ar a Ra a Fé
mts

SES

ra RÉ. a oer rome réf a en rat
À am arch ge re ae fahre eer À sr à |

aura ge fr ag TEE A |

ca ar, ao, a, tar, Ad or den Re
aaa Fas res ret a rafa A Re fra sree ten |

o wafer ar rere ra Ac A, Sea Ach AÑ, wera He A A A
Aaa A aw ave wor ser a |

fas a er eR (ar a re) Pare ech gt à Pee
oa, a en araferat à à Rest vos à à 1

fan quo sr Re rem ara rt go 5
ae gare à à 1

Ce ah ga ot et Pre Park 20 af a a à
am ur eh) Ps ue aah ee fe Po re 5 a à
fra aaa far se 1

{5}

9. ‘Classified dak’ means dak bearing a security grading.

10. 'Citizen's/ Client's Charter is a document which represents a systematiceffortto.
focus on the commitment of the Department towards its Citizens! Clients in
respect of Standard of Services, Information, Choice and Consultation, Non-
discrimination and Accessibility, Grievances Redress, Courtesy and Value for
Money. This also includes expectations of the Department from the
Citizen/Clientforfulfiling the commitment of the Department

11. 'Come-back case’ means a case received back for further action such as re-

examination or preparing a draft ora summary of the case.

12. 'Correspondence portion’ in relation to a file means the portion containing
‘receipts’ and office copies of ‘issue’ pertaining to the file including self-
contained inter-Departmental notes but excluding those recorded on the notes
portion ofthe file itself.

13, Create’ means creation of anewe-file.

14.'C.R.No. means the serial number electronically generated by the system. This
unique numberis assigned to each of the dak received.

15. Current file’ means ale action on which has notbeen completed.

16. Dak’ includes every type of written communication such as letter, telegram,
inter-Departmental note, file, fax, e-mail, whether by post or otherwise, received
inany Department orits consideration.

17. Dealing hand means any functionary such as lower division clerk, an upper division
clerk, an assistant, entrusted with inital examination and noting upon cases.

18. 'Department' means any of the Ministries, Departments, Secretariats and
Offices mentioned in the First Schedule to the Government of India (Allocation of
Business) Rules.

19. Departmental index’ means a consolidated electronic index of files opened by
different sections of a Department during a year (except those of a classified
nature or those proposed to be retained for less than 20 years) arranged in a
single series in the alphabetical order of the catchwords under which they have
beenindexed

+
{5}

(20)

(e)

(2)

@)

(24)

(25)

(26)

en

(28)

@)

60)

en
(2)

Fa a aera fr gre her terra aera ra $F fee
Saa a fre ae Pow Me oye Te 1
Roma Frans te ar omer et re Ar got Frans rer à Père
Rand aa a ar een

Re: five or 5 se 78 AR me ve ane ab A are sfr A aT
afte are |
E
mart!

ra aa er mar a rap ago era ke fr Rat das
SS

ra rere Fa et rach NA A à
$

Rar af a ao
Rand ar ohren an a ee aa a meer
ca à awe a aque far SEM |

Pr arm a ere a Ré oh ere Paha ar
AEREA Ra a |
sm fa ds sita Po fe ec af 1 A een RA
tl

AREA mea ge RR (ATE ae aC eH ff) a ra
A a aa a a A feat à
a

aaa garages ste are aa (are, Gua, Sm,
a, ara te ere) a yer at eee ra the Pre send af
a fers Fe a fs er a re sg a fra Ar
ll

¿art ae |
¿aaa narrar

rege sacar aod & a rn, aaa ai AE ew
enfer & Pre E

{5}

20.'Departmental instructions’ means instructions issued by a Department to
supplement or vary the provisions of the CSMeOP.

21-Departmental Record Officer’ means the officer nominated by the records
creating agency for overall records management.

22.'Desk’ is an officer-oriented work unit within a Department with a specific task
assigned toit.

23.Desk functionary means an officer assigned a well-defined sub-function or
activityin the charge of desk.

24.'Diarising' means registration of receipts in the electronic section diary as well as
inthe electronic diary report with the Personal Staff of Officers.

25.'Diary number means the serial number electronically assigned to a receipt in
the Department.

26-Digital signature’ means authentication of any electronic record by a subscriber
by means of an electronic method. While using Digital Signature guidelines for
Usage of Digital Signatures in e-Governance willbe followed.

27 Dispose/Close' means the process of changing the attributes of an electronic file or
record so thatitisnolonger able toaccept the addition of records.

28.'Division’ is a unit of a Wing within a Department. A division may comprise of a
number of branches.

29.Docketing means making of entries in the notes portion of a file about the serial
number assigned to each item of correspondence (whether receipt or issue) for
its identification,

30.'Document Management is the coordination and control of the flow (storage,
retrieval, processing, printing, routing, and distribution) of electronic and paper
documents in a secure and efficient manner, to ensure that they are accessible
to authorized personnel as and when required.

31.'e-File'isafile

inelectronicform

32.'e-Office' means a system that provides electronic way of doing work for a public
servant which includes the elements like Workflow Automation, Document and
Knowledge Management and leads to less paper office.

rs}
Le)

(89)

69

(5)

eo)

en

6e)
(9)

(40)

)

(42)

(43)

(44)

(s)

e aéré à
gata sei ei gees a, Shoe nee one GA ae fore of à AT
a aa Garb EEE EI GA atch à |
Arana fr
ES

arr ed qa aa um det at ara a, dm AR
Se
fi Bt qu da enfer er re à 1

ec aéré ca aang
ea ae (te OF aK ara gt rca à area at
wor à) |
¿aaa aire at ag a a ra TR
ESSE
Pa A REA

E rra dr ra a eee d ToT
a

aia ar an air ca gr an a FA
ES sr 5 arr ame aa, qua fe er a ISH, or
SES
o ge a Seah
&
EEE LE À + AS oA A AÑ & ES ur
RAR ARA A ee wa 13 sree ra ft
fé (ña à are se à 1
SS ote sre à gel Bar À ser a sieur a À |

vga ea IG, IH re a ra Pr or à à 1

E a safe se sah Peake dt
es aa à |

33.'Final disposa! in relation to a case under consideration means completion of al
action thereon culminating, where necessary, in the issue of final orders or final
reply tothe party from which the original communication emanated

34. "Fresh receipt’ means any subsequent receipt on a case which brings in
additional information to aid the disposal of a paper under consideration.

36."Information and Facilitation Counter is a facility, normally set-up outside the
Security Zone of Ministries/Departments/Organisations to provide information
tothe ciizens/clients about the programmes, schemes, etc., as well as status of
cases, applications, etc.

36. Internet'is a worldwide system of public computer networks in which users can
get information from any other computer (and sometimes talk directly to users at
other computers).

37."Intranet is a private network with interlinked local area networks using leased
lines in the wide area network.

38. Issue’ means a communication issued in a case.

39. Issue of fair communication’ includes all stages of action after the approval of
a draft ending with despatch of the signed communication to the addressee.

40.Knowiedge Management is a system or framework for managing the
organizational processes that create, store and distribute knowledge, as defined
byits collective data, information and body of experience.

41."Local Area Network is a network of computers in close proximity to each otherin
anoffice building.

42. Messenger Book’ means a record, maintained in standard form O&M 13 or any
other form (including electronic), of particulars of despatch of non-postal
communications and their receipt by the addressees.

43, Metadata’ stores data about the structure, context and meaning of data.

44. ‘Minute’ means a note recorded by the President, the Vice-President, the Prime
Minister or a Minister.

45.'MIS dashboard’ is the snapshot of location of all the e-fles and their status at
any given pointin time.

7}
+

(46)

(47)

(48)

(49)

(60)

(51)

(52)

(53)

(54)

(55)

(56)

(57)

(58)

@)

A Rea a ee area re à are BK da, DR me TEE
‘at & & ah fas ah eho her ter ath eg a a re 2
a age er à see mxo re |

Rar aa a & Proce at rr aa at afte à sa oe dt mé
ara à & stk gat fret aa a ar, Ps wet an RO seat
Fa, aa À af Gara sik 375 ak À ore feo me fera E

fh ge eo Ro se ee et Ph ho ak
AR aa age te |

or armer a8 ea Re ot Fae: are ds Per en
PA 3 fi ara et ra are ue |

re ed Tale een af À ew es à oh aor vd fr Sach art a
wd tame |

BB AA SP arch TROT re aT ge Oa Bre à ST ses Be ASH oe
A arr feo Fae ESE

¡a a, STRAT a ata & HAR aa OA dt
Ra da ar ran ges à aa crea à

Aaa aaa e fa
‘fever sat à 1

fa ada E af e dro tr, Pott afta,
ds, o, ve, Po sea gra A AA A EA
PA ar Aer

ddr ant a a a ee Seat a auc a ds ee
sree fig tron a a |

AS
E]

RRE E a rar aa à ea A aT
sont

IR agar a re és à à 1

Frans rere: a sa AA E ae a Res aT
ra od & afanan!

{8}

46. ‘Night Duty Clerk’ means a computer literate clerk on duty outside office hours
who performs the functions of the central receipt and issue section during such
hours. The term includes resident clerk also.

47.'Note! means the remarks recorded on a case to facilitate its disposal, and
includes a summary of previous papers, a statement or an analysis of the
questions requiring decision, suggestions regarding the course of action and
final orders passed thereon.

48.'Notes portion’ in relation to an e-file means the portion containing notes or
minutes recorded on a case.

49.'Nodal Ministry/Department' is one which interacts with all other
Ministries/Departments to ensure uniformity in handling of specific matters.

50.'08M Unit is a unit in a Ministry/Department designated for dealing with the
Organization & Methods matters.

51."Ordinary postal dak’ means postal dak for which no specific acknowledgement
is obtained by the Post offices.

52.'Parliamentary matters’ includes Parliament Questions, Assurances, etc. the
manner of dealing with which is aid down in detail in the Manual "Handling of
Parliament Material.”

63.'Paper under consideration (PUC) means a receipt on a case, the consideration
‘of whichis the subject matter ofthe case,

54.'Personal staff includes staff officer, private secretary, personal assistant,
‘stenographer, assistant, clerk or any other clerical staff appointed to assist the
functionary as well as the personal section of a Minister.

55.'Portal' consists of web pages that act as a starting point for using the Web or
web-based services.

56.'Postal communication’ means a communication despatched by post and
includes telegram,

57. Postal dak’ means ll dak received through Posts offices.
58. Receipt’ means dak afterithas been received by the concerned section/office.

59.'Record clerk’ means a clerk in a section responsible inter alia for looking after
routine aspects of recording work.

rs}
18}

(60)

(61)

(62)

(63)

(64)

(66)

(67)

(68)

(68)

Rea Ger a sa Rda free fire me wh ai ox aortas Ge a
Dana zu arg a ecards A shard Ben dal Rae, Foe és
Aa, Pola gered Pola af ad (aR ag a) aa
oe Sah fed ener ahah & 1

PRICES RR aw sera OS te ea rar Prem,
ar, a sme Bt fa AR mé ei 1

A Rad a rere § ager à are Ras Hg ra Peat
Ara a Ra ren sora RA & fore Rat act
RR am at rra H afc à thor wees fa ln
Ra 1

Fe eee aa ara fa eal à DR aK A
¿a Fecal are a, a nt à of, enfer oA e
wren aren 8 | afk ba aR a g-orgen & For mita
Ro wat se |

a à area aaa @ ot ard Aa ear sik a wafer
‘wen ten & fore rar a E

ESE Ye at ee
Sarkar ater à | gar ra aqu SH ca ar ad E
saa rae, ae ak ara

Gama ax sera rn ame ia da ww AE
Sir

«gara tra a ere ae wee fe fe res me
sod aera SR Dt
Gaara a er, qa re TET SRT
ar sie à 8 |

‘ah af er ea RRA à Pre er

art 5 mama A er A ged Pore ee aH af BY | ae
Femme ga tar & fs sere err PAR fa a a 2

(©) Fe rear fa eu;

{3}

60. ‘Recording’ means the process of closing an e-file after action on all the issues
considered thereon has been completed, and includes operations like
completing references, revising the e-fle title, recording rulings (if any) in the
Precedent Book, categorising the e-file.

61. ‘Reference folder in relation toa particular subject means a folder containing copies of
relevantrules, orders, instructions, etc. arranged in chronological order.

62. 'Routine note' means a note of a temporary value or ephemeral importance
recorded outside the e-file, e.g., a record of casual discussion or a note on a
point of secondary importance intended to facilitate consideration of the case by
higher officers.

63. Running summary of facts’ in relation to a case means a summary of the facts of
the case updated from time to time to incorporate significant developments as
and when they take place. This may be termed ‘Self Contained Note‘ fi figures.
inthe notes portion ofthe e-file.

64. ‘Secretariat Offices’ are those which are responsible for formulation of the policies of
thegovernmentand alsofor the execution and review ofthose policies.

65. ‘Section’ means the basic work unit within a Department, responsible for
attending to items of work allotted to it. tis generally headed by a section officer
andincludes'Cells', ‘Unit’ and other ike terms.

66. ‘Sectional note’ means a note recorded on only one of the man
the PUC.

67.'Section officer means an officer supervising a section and includes
functionaries like superintendent and assistantin-charge.

68. ‘Security grading’ means security marking of classified documents as
“Confidential, "Secret, "Top Secret'or'Restricted'.

69. ‘Standing note' in relation to a subject means a continuing note explaining,
‘among other things, the history and development of the policy and procedure,
designed to serve as:

(a)a complete background material for review ofthe existing policy or procedure;

15}
13}

(70)

a)

(73)

(73)

(ra)
(75)

(76)

(9) sia west 5 sere ree aid sea re Rear dar a à
RD ET À,

(m) A NR mr à wa à |

ano fear rs
fc fe ret a ise A ras q PR ae reer ro a
ae Ro a à |

corres ar ent serai a, fiat safe am arg rs
aa

A fr err sere rome a Tara AR eT A à
ESSE OS]

agar, a, ra a a St Ta
order an dan won, few ar stk ramet Sarah tara, te
ad Prema she ae er she fr, sa a fe, ere wT an
EU ae ane ca here eigen Geen ai se pas seria PaRa eee wee
a à fre cer à 1

ar aha ee fr 1

cafe sara a be srw dA fora OR a seat an
‘ifs à 1

rer: ère Fer À daa sort a Suchen ac & fe ang fe & |

or ao & fears & che fart fag carta dl cw RR
Ranas à wertet 3 ew meter seer fe a ta à |

SS
SES

ara ara eat
gra: arta da a Ria na

5}

(b)a brief for preparing replies to Parliament questions or notes for
supplementaries theretoand

(c) induction or training material.

70. ‘Standard process sheet is a standard skeleton note developed for a repetitive
item of work, indicating predetermined points of check or aspects to be noted upon.

71.'Standard Taxonomy is a standard classification across all Ministries!
Departments of files, receipts etc. into groups.

72. ‘System Administrator is a designated officer responsible for maintaining and
operating the IT system in an organization,

The responsibilities of the system administrator would include monitoring
security, configuration, managing allocation of user names and passwords,
‘monitoring disk space and other resource use, performing backups, and setting
upnew hardware and software, whenever required.

He is also responsible for the implementation of the cyber security policies for
the Government of India and the Standard Operating Procedure prescribed
there under.

He should be a senior official of the National Informatics Centre / Service
Provider attached to the Department.

73. ‘Urgent dak’ means dak marked immediate or‘priority’.
74. ‘User is a person authorized to use the e-Office system in that Department.

75. Version’ is the state of a document at some point during its development. A
version is usually one of the drafts of a document, or the final document.

76. Video Conference's a set of interactive telecommunication technologies that allow
locations to interact via two-way video and audio transmissions simultaneously.

77. Wide Area Network’ spans a large geographic area, such as a state or country.
WANS often connect multiple smaller networks, such as Local Area Networks or
Metro Area Networks (MANS).

ra
©

(e) Fr marca

A E Sk Aca oA
sea A ora er ao gra far rá |

(80) arm aaa ar ar a a
asar & era garras a aaa SH A |

78. Wing'is a unit of the Department and may comprise a number of divisions.

79. Wifi: Wireless networking technology that uses radio waves to provide wireless
high-speed Internet and network connections

80. "Workflow Automation’ is the use of email based software technology to increase
the efficiency of a workflow by improving the coordination of the activities of the
people involved.

rh

4.

sera IIT
IRA Sa
O aera ett
¿Rar aga mg Ga A ser eR re RR me A a THN E |
PAR
(1) art se a RR rec ite ee ser à

ARRE see ra à | age: mr da add
MOR

(2) RRA PARAR RA & safe:
(@) ¡Prisa à,
CRE
@) ait

(8) ai er et Ah aoa ea een re a à
fore fordere eter & | aah e
mente

SR a dare

(1) eae a a da he ag ee à sd 77 (9) à
cn fi me Fret ga ee &
(@) raro (aaa) Pra, ar
(mara (ord ster) Pra

O asada ff Pt ater re à fra
gaia a are aya ae Ra a 1 A

Ara ord à dae 4 à Pram ga at wt Pete a à afd oe wat BT
Sora ad

(3) Ricart aa ia a & Proc a o Peet
E, RR SR Fifa are aaa?

=

CHAPTER Ill
MACHINERY OF GOVERNENMT

2. The President. The executive power of the Union formally vests in the President
and may be exercised by him either directly or through officers subordinate to him, in
accordance with the Constitution.

3. The Council of Ministers-

(0)

e

(8)

In the exercise of his functions, the President is aided and advised by a
Council of Ministers headed by the Prime Minister. In actual practice the
‘executive power of the Union resides in the Council of Ministers.

‘The Council of Ministers consists of three categories of Ministers, namely:

(a) Cabinet Ministers;

(6) Ministers of State; and

(©) Deputy Ministers.

The Cabinet, which consists of Ministers of the first category only, is
responsible for shaping the overall policies of the Government in discharging
its responsibilities. sometimes functions through its Committees.

4. Transaction of government business-

0)

(2)

@)

‘Among the rules issued by the President for the convenient transaction of the
business of the Government, under Article 77(3) f the Constitution, are:

(@) TheGovernmentof India (Allocation of Business) Rules; and

(b) The Governmentof india (Transaction of Business) Rules.

‘The Allocation of Business Rules allocates the business of the government
among its different Departments which are assigned to the charge of the
Ministers by the President on the advice of the Prime Minister. In relation to
the business allotted to a Minister, these rules also permit the association of
another Minister or Deputy Minister to perform such functions as may be
specifically assigned to him.

The Transaction of Business Rules seeks to define the authority,
responsibilty and obligations of each Department nthe matter of disposal of

m
2

‘fos fara ar ta ord on roe a went sat arr seen sam RAR far
ame, cents SES

(@) ba arm art More ra rk aE arg ERA, mar,
ie rere seh sar are raga fa ae te &; eT

@ SRA, Pr Fee ot a ard & ade À fot at a oe
ora ft A of acer ah ste fern Pa A à geet sat
went ara ae arth 1

s fam

() asf ad Perf rd da rd A PR
Ha a ara, ac ed gen a 1

(2) Room an aaa à preto Per ff af, ma, eet site
a/a 1

(9) Amar aa a; me fe ee gar a
arta aaa TER TE |

(4) ras: ada fü A ier oer es fürn a rd feats Pra
AR fers Sten & ERE at se e fase ría
Sa oral at sites ña RA & wre ar a OR A
data, 2X fea eme a ae sone fea a A a |

(6) ware: Ra ta ga aa afta bt
ASE Ht ag erat a aah & oh rex afta IT Ba
A ria ach ZT

(6) are: seen, frat a aad Bier drome afc ater à si seen andern
aca? eH ATA: were, TOR fand He ora, HOTA HTT,
AA were, URREA mar A tata a
Rar ara réfère a ra Rar a ta
dar oer a E) ara er ara a a à fare
fer era ae me à 1

{3}

business allotted to it. While providing that the business allotted to a
Department will be disposed of by, or under the direction of, the Minister-in-
charge, these rules also specity

(a) cases or classes of cases to be submitted to the President, the Prime
Minister, the Cabinet orits committees for prior approval; and

(b) the circumstances in which the Department primarily concerned with
the business under disposal will have to consult other Departments
‘concerned and secure their concurrence before taking final decisions.

5. Department

a)

(2)

(0)

4

(5)

©)

A Department is responsible for formulation of policies of the government in
relation to business allocated to it and also for the execution and review of
those policies.

For the efficient disposal of business allotted to it, a Department is divided
into wings, divisions, branches and sections.

‘ADepartmentis normally headed by a Secretary to the Government of India
who acts as the administrative head of the Department and principal adviser
of the Minister on all matters of policy and administration within the
Department.

The work in a Department is normally divided into wings with a Special
Secretary/Additional Secretary/Joint Secretary in charge. Such a functionary
is vested with the maximum measure of independent functioning and
responsibilty in respect ofthe business falling within his wing, subject under
the overall responsibility of the Secretary for the administration of the
Department as awhole.

Awing normally comprises a number of divisions each functioning under the
charge of an officer of the level of Director/Joint Director/Deputy Secretary. A
division may have several branches each under the charge of an Under
Secretary orequivalentoffier.

A section is generally the lowest organisational unit in a Department with a
well-defined area of work. It normally consists of assistants and clerks
supervised by a Section Officer. Initial handling of cases (including noting and
drafting) is generally done by, assistants and clerks who are also known as
the dealing hands.

m
LE)

O) aR se Pee ora Pa o atte TE a a ere à

(8)

Ra cara ma or
om Pr ae we Fr a a seer eos bel A GA Pr
rave | seta te erg fe deh Be rane saa rae fe AT
cate ete Em ua ed re Fre ge
AGS E

cra a ria a wa ET Poa kaa ago
ies wee, were arar asa o aan wd ae fe
a en era eh era fat eet wa Pre me à eT
aera ost at El

(9) Fah er rR a ++

(@) afta. ana ROR a era se fer A WET Are EL
OS
een 8 ar arena fan At aa e

(a) Pag mn at ra: fn à
‘er fa see an re mr fe on Pet
ae aa aw are sre e, Y Pd A HT
E fia a a

(a) Pa am weet ten & othe ge A rend fe
oa art at a & Faces & few fata eter à | ae da ra
ge wer we Hg ero: eg A ae AÑ
at Per wera ane AT TR | a qu mea AT
‘afr 5 fs reer Fr a iter se aR A ea a Te
oon afer |

rca rm re te ie a EnE
ama re ae Sa ty fre a Bad I Sure
me a rt re avd ah Pavers er fa à
À | aren fe eo, a Pom rat ave A
een à, a ei fe à sf ri wae Pre à ES
qu me ag eu one ae ı

{ia}

m

0)

@)

While the above represents the commonly adopted pattern of organisation of
a Department, there are certain variations, the most notable among them
being the desk officer system. In this system the work of a Department at the
lowest level is organised into distinct functional desks each manned by two
desk functionaries of appropriate ranks e.g. Under Secretary or Section
Officer. Each desk functionary handles the cases himself and is provided
adequate stenographic and clerical assistance.

The other notable variation is the Integrated Headquarters of Ministry of
Defence where, the Vice Chiefs of Staff, the Principal Staff Officers of the
‘concerned branches and other appropriate authorities, exercise the powers
delegated by the Raksha Mantri through the various Branches and the
Directorates ofthe Integrated Headquarters of the Ministry of Defence.

Functions of various levels of functionaries:

(a) Secretary - A Secretary to the Government of India is the
administrative head of the Ministry or Department. He is the principal
adviser to the Minister on all matters of policy and administration
within his Ministry/Department, and his responsibility is complete and
undivided

(b) Special Secretary/Additional Secretary/Joint Secretary -Such a
functionary is entrusted with the maximum measure of independent
functioning and responsibilty in respect of all business falling within
his wing subject, to the general responsibilty of the Secretary for the
administration of the wing asa whole.

(6) DirectoriDeputy Secretary -He holds charge of a division and is
responsible for the disposal of Government business dealt within the
division under his charge. He should, ordinarily be able to dispose of
the majority of cases coming upto him on his own, He should use his
discretion in taking orders of the Joint Secretary/Secretary on more
important cases, either orally or by submission of papers.

(d) Under Secretary - An Under Secretary is in-charge of the Branch in a
Department consisting of section(s) and in respect thereto exercises
Control both in regard othe disposal of business and maintenance of
discipline. Work comes to him from the section(s) under his charge.
As Branch Officer he disposes of as many cases as possible at his own
level buthe takes the orders ofhis superior officers on important cases.

m
=

(5)

(5)

(8)

CRT
() fan a aera aa aaa
CD era fem Sar, rra mat aa.
COMTE she wa,
(9 segura een at ogee ae wT;

sea Halt Beta -
Qt eee re ma fm
amr, atk
sl]
roma à vf rata -
() wit ser A sa ar,
(ii) sree a SONS BT;
() der AR a seta eT |

sore ds carpi we Pier st rel fein a ec de eet
() ee ae o a ré et a ach à
Ci) et ae fr eet a ae aaa
a fide or a ea |
añada oa à Poe -
fe mel 38 exc a a arta ac ae -
O. amas
(i) amar rara se a a TT,
(i) marcan aa ar efe
Rosé cu à a
Omer act sh art aie asia er,
CD em er ge ef er me,

=

(e)

Section Officer-

General Duties -
() Distribution of work among the staff as evenly as possible;
(i) Training, helping and advising the staff,
(ii) Management and co-ordination of the work;
(iv) Maintenance of order and discipline in the section;

Responsibilities relating toDak-

(v) to submit receipts which should be seen by the Branch Officer or
higher officers at the dak stage, and;

(vi) tokeepawatch on any hold-up in the movementof dak.

Responsibilities relating to issue of draft-
(i) tocheckallattachments;
(ii) toindicate priority marking;
toindicate mode of despatch.

Responsibility of efficientand expeditious disposal of workand checks on delays-
(i) toensure thatcases are not held up at any stage;
(i) to go through the system generated returns and take suitable action

on items requiring attention.

Independent disposal of cases -

He should take action independently of he following types -
(issuing reminders;
(i) obtaining or supplying factual information of anon-classified nature;
(iil) any other action which a Section Officer s authorized to take independently.

Duties in respect of recording-
to approve the recording of e-files and their categorization;

i) to review the recorded e-file before archival;

=
a

@

(i) a pret gone à tal ga, caía a & gayi eT an
fra zara afta Dem,
(iv) asa et at ed Per ı
are ste re of Ps à 2h ger fre rn & sh orga fra
Sam she fe ch ta Bs fre ra € | ae Pret
marnan ar e mt
fa gree sega a | gra id a rar a ak ears à ad ge Root
(he) sega ae
(i) ae Rear fis et reat et era à,
(i) a ce a er,
Gi) ei rer, rer fr Prof rer Ea
(v) Fer freer ah ame à reg ao fs gr, om a at
gere à
MER da vers ward af ge Prof rare Prof fra fra
AR er a a wal wk A,
ert an ana Pram ae, too ft sree oem stk soar vara wT aT sf q
Rama 2 ats ot Pc e a? | ae tuer
Sanda ddd & aw cam ste fat à Pa ee at | sh era TS
fe aa ra ara? =
© Remettre drape se ferien wT,
i) ek sem fe ret ser oh che areas res da the
AR re stk gah erat ant A sa sted fa wT
A ae Pte fa en ı
(il) aa am am Pra oer ate Sree A RYE BT,
(iv) fr fer ce nm at rd oa;
GG Pre fe a nf qu sth gH wa ra

+

n

(9)

(ii) ensuring proper management of electronic version of reference
books, Office Orders etc. in the knowledge management system;

(iv) dealing with important and complicated cases himself;

AssistantiUpper Division Clerk - They are two separate categories of
dealing hands, which work under the orders and supervision of the Section
Officer and are responsible for the work entrusted to them. Where the line of
action on a case is clear or clear instructions have been given by the Branch
Officer orhigher officers, he should submit a concise draft. In other cases he
will submit a note keeping in view the following points:

() toseewhetherallfacts have been correctly stated;
(i) topointoutany mistakes or incorrect statement ofthe facts;

i)

to refer, where necessary, to precedents or Rules and Regulations on
thesubject;

(iv) to bring out clearly the question under consideration and suggest a
course of action wherever possible.

Personal Staff Members of Officers (PSMs) -Staff Officer/Senior
Principal Private Secretary /Principal Private Secretary/Private
Secretary / Personal Assistant /Stenographer-

He will keep the officer free from routine nature of work by mailing
correspondence, making appointments, arranging meetings and collecting
information so as to give the officer more time to devote himself to the workin
which he has specialised. He will exercise his ski in human relations and be
cordial with everyone. Some of the more specific functions are enumerated
below:-

(i) taking dictation and its transcription on the computer.

(ii) scanning all the physical dak received by his superior; and putting it
into the system, diarizing it & forwarding ito the functionary to whom it
ismarked

(ii) fixing up of appointments and ifnecessary cancelling them;

(iv) screening the telephone calls and the visitors in a tactful manner;

(v) keeping an accurate list of engagements, meetings etc. and

Ha)
©

a

Rafa ra ur fear;

(vi) strand a ga a ao ot same a

fa RO site ger fe db RATER ARA |
ae Pire re eu re cree) - gr a a:
Be fee | ra fee er a, D Gén
a ae |

6. dag an sehr aaa -

(1)

(2)

(3)

afe ra Aa & frre & fore aa aa sitar freer
ES
añ aaa ame ada cea ve aaa

sag aaa at serait a ae ma AA es sr A at
afta Maia af Es ara & fore à gr ardent fate
aa Tee a & dng doe h oat oft ord od oc fe a
af gent She Tee ox sat fam at were st 2a à 1

A arafera sate ae ata cereal sere det wat frat à wa à arf
sata ro a at saree wa à omy at & fore mar at
21a arafera ara & fides à ard ore € sere aft raft
arent fees safe at at à arar ete a fem & seta arr
oe € 1 dd feud aha ort ot ad orate oo fare A
ca een ox antag at & fore fa fant at wera art E

daño Fora Y Fora Bra on ana & efter & sade da fever rer à 1

8 ma Rrra 28 Paar a ie a a ge mé à 1

9. aaa APR AA aOR GAT RO orl Pre & fore Ht set
ERRE rer are ge aaa A rca à AS
RARE a ad aes gre fare fr Ra ROR gar Oe à 1

©

9.

reminding the officer sufficiently in advance for keeping them up;
carrying out corrections to the officer's reference books and printing
fair copies of demi-offcial letters tobe signed by the officer.

(h) Lower Division Clerk Data Entry Operator! Mult Task Staff (MTS) -are ordinarily
entrusted wth work ofroutine nature, for example -dirizaion of ak, despatch, typing,
etc,

Attached and Subordinate Offices

(1) Where the execution of the policies of the government requires
decentralization of executive action and/or direction, a Ministry/Department
may have under it executive agencies called ‘Attached’ and ‘Subordinate
Offices’

(2) Attached Offices are generally responsible for providing detailed executive
direction required in the implementation of the policies laid down by the
Department to which they are attached. They also serve as a repository of
technical information and advise the Department on technical aspects of
questions dealt with by them.

(8) Subordinate offices generally function as field establishments or as agencies
responsible for the detailed execution of the policies of government. They
function under the direction of an attached office, or where the volume of
executive direction involved is not considerable, directly under a Department.
In the later case, they assist the Departments concemed in handling
technical matters in their respective fields of specialization.

Constitutional Bodies - Such bodies which are constituted under the provisions of
the Constitution of india.

Statutory Bodies - Such bodies which are established under the statute oran Act of
Parliament.

Autonomous Bodies - Such bodies which are established by the Government to
discharge the activities which are related to governmental functions although such
bodies are given autonomy to discharge their functions in accordance with the
Memorandum of Associations etc., but the Government's control exists since these
are funded by the Government of India.

m
m

as dat same ds da o rd a ae m fare wR gota: sera Seta:
¡Rara | ga TH a TOF a re ad
IG a TR ete & a eaters Patera ats ae fret cat
Hara ae

gered gtr ice (mé
Wer a qa ada o à meat (arar) a ARAÑA Far
PES ES

(@) ¡arar aaa rd a an, ea
E
An a,

a ara o pean tan ra, prendo ok GTS
a are a ds pa Pre m E HTT,

O ac a radar >
O, ra re ute re Ba,

O atra Pa a ag ere re aT;

0 aaa wats anf (Ge arr rer er et
eer) re a, fo fe fe a A
ES

Poe ame x a aaa a |

10. Public Sector Undertakings - Public Sector Undertaking is that part of the industry
which is controlled fully or partly by the Government. These undertakings have been
set up in the form of companies or corporations in which the shares are held by the
President or his nominees and which are managed by Board of Directors which
includes officials and non-officials

11. Information and Facilitation Counters -

‘The Information and Facilitation Counter will provide the following services to the
lients/customers ofthe organization:

a)

b)

c)

d

e)

Information regarding services provided and programmes, schemes etc.
supported by the organization and the relevant rules and procedures,
through brochures, folders etc;

facilitating the customer/cient to obtain the services of the Organisation
optimally, timely, efficiently and in a transparent manner and providing forms
etc. of publicusage:

information regarding the standards of quality of service, time norms etc.
evolved by the organization with reference to the services/schemes
‘Munctioning ofthe organization;

information regarding hierarchical set up of Public Grievances Redress
Machinery of the organization; and

receiving, acknowledging and forwarding the grievances/application/
request form etc. (related to the services provided by the Organization) to
the concerned authority in the organization and providing information on their
status / disposal.

e-Forms and other information available on the Department's website.

12,

13.

rara IV
‘are sift, A, ret oer site Rara

ware -

(0)

(©) en a har naaa a ee
mas fe ee are sa se
1 art Pent ama ao ar
‘adhe terre er Sh ser ah str th e rr aR eT
HR arr me 1

RAR a, ee ga ern af qu
Savamı area Big gag & a a fr rs sr
a fer re itt a | a fee er
HE
Amer fe meh 1e qu am ere em I

E WHE à ar, ae srw or Gia if Bt Stk a Fe à à A ag a ae
meta st Pras er qe me me a, an sera
Bet à ce a Ra mem fs sas Pare ur AO Sa
ame à rare ra a RAR

(a) taa 5 uf ae are, ea

(69) ret Bah ere fe Rare ite ra
ek Bre arr rane ara sr wre a ae 1

ES

‘a cree (ña Lo, cams a ete rh Prt wer) er ae a7
(dere iter fn) ser ey | a fa a A O ae a
ater fae 3 [genen after (afk ah A] ae ae TA mH Sra a (sera a 4
aha a Raft a ae deo ge re Oe ahs a a tT:
siege ord ata abn) | vel agi dona q, oe sa hag we AS oT, eh

5

CHAPTER IV

RECEIPT, SCANNING, DIARISIATION AND
DISTRIBUTION OF DAK

12. Receipt of Dak-

(0)

©

@)

13. Scanı

(@) During office hours, the entire paper/ physical dak of the Department,
including that addressed to Ministers/Officers by name, will be received in the
Central Registry/Information Facilitation Counter. Where, however,
immediate/important physical dak addressed to Ministers/Officers by name
is sent through special messenger directly to the addressees themselves, it
willbe received by them or their personal staf.

In case, an officer is on long leave, has retired or left the office after
‘completion of his/her tenure, the incumbent or the link officer dealing with the
subject will receive the references. In case, none of the above mentioned
fficersis in position, the central registry will receive such letters.

Outside office hours, dak will be received by the addressee himself at his
residence if marked immediate" and addressed by name. In such cases, the
officer will normally be intimated, in advance, over telephone about the dak
being delivered at his residence. In al other cases, dak will be received and
diarized, outside office hours by:

(2) _ thenightduty clerk of the Department concerned, or

(b) where no such arrangement exists, by the officer designated by the
Department concemed to receive and diarize such dak.

19 of physical dak & inser

n thereof into the system:

The physical dak (including the fax messages) would be received by various
functionaries (e.g. C.R. Unitor the personal staffof the officer concerned). Itshallbe
the responsibilty of the functionary who first receives the physical dak, to scan
[including the enclosures (if any)] & diarize tinto the system (In case the enclosures
are missing, he shall take action telephonically or electronically to obtain the
enclosures from the sender, preferably in the electronic form). Also, where
‘voluminous books, papers, etc. are sent as annexure, the sender may be requested

qa)

Bee E an Gee one sos Os dq ads tau Rios a à gra ct
mr sree Reve sare RA eres ome à re ere yA eh Reve sre | geht sa,
ve So a ama tte AT am wre & fre da Auge gra ers fe STE |
Alle was trent er are Peron and Sagen fre fre E we | a et
A oth athe tet Poe Fact rra th AE)

4. más

fr are ras eta af re eh aw et
sod wage wa an TE | Fab ae sais wr A GAR sad a | dE
a stad ier qu ma
arr rg ar rg ath | a, ae mon aa sat a aig oA
A fe af a ON, eGR Pe TE |

15. ARES is
canaria a ser ere whew cu TEM |

we ge eel era eae ac a ge TEA | as
ier est a reg ie René war Aa Rear sem |

16, SR
(1) ar tama rr gana A RR
SB ae gr a fre oe fe a 1

(AH om fe am ea ra ae sa AA
ad ae re rer a oe ame | rm re BT
dea ff art Per re ado me |

8

to send a soft copy or indicate public website link from where the book, etc. may be
downloaded. To start with, only the first page/cover of the book, etc. may be
‘scanned. Similarly, while sending letters, only a website link/ URL may be provided,
to ave paper and scanning effort. The functionary in the CR Unit will forwarditto the
concemed functionary in accordance with the work Distribution chart. In other
cases, the personal staff shall scan it& diarize itfor further directions (Appendix 1).

risation of dak:

The dak will be received by the concerned functionaries either in electronic form or
physical form. The dak which has been received in the physical form has to be
converted into electronic form. Thereafter, it will be diarised in the electronic form.
‘The system will automatically generate a new diary number for every new item of
dak. This diary number will be in seriatim for the entire Ministry/Department. At the
time of diarisation, the system will allow the user to categorize the receipts. Also, the
‘scanning of dak may be done as per the priority markings on the dak, ifany.

15. Storage of physical dak after scanning:

16.

After the diarization, the physical dak will be retained by the functionary who
received it initially in a folder. He will also record the computerised diary number on
it. All such letters will be kept chronologically. At periodical intervals, the folder will
be stitched & sentto the Record Room.

Distribution of dak-

1) The receipt may be forwarded to the concerned section. In case of
ambiguity, the correspondence may be forwarded to the Coordination!
Administration division

2) The oficial in charge of the central registry will ensure that urgent dak
received outside office hours will be diarized and forwarded. In other cases,
‘such dak will be dealt with in accordance with the instructions issued by the
Department concerned.

8

ama V
ES]
7. arate er a en.
are a ge fe af re Fa ae +
() aaa,
o mirada itn gat ah iaa,

VE ah rer anton i fe at rete area à steer eran ee
rar à, get ifo rn antag A om, ara fees art
fer stk teh aha aù OR & arm a RM

() RR et a fa ee ar
ah a Pr ard age et fa oe re fa ears fa aT
at,

Ds SS
Mn zo A are te aortas A fee à er a Peer
ar,

EEES
RARA, FH HC a a aT; eT

m iran ag a a Tega Se
fea a fet ax tere 1

arm herren AREA & fore rete eres seater añ
wher ott |

18. waftetorerer

augen street safer a a A Ro arm 1 mr To
ng wa" Bese a E a a |

19. Rana
fa afte 5 ames afta eg a ah à -
O et ah à ger ae Ru rer reer Toe rR
Dam age aor and a sift BOT;

i}

CHAPTER V
RECEIPTS - SUBMISSION

17.Perusal and marking of receipts-

‘The receipts shall be received electronically by the section officer who wil:

(m

@

e)

(4)

(5)

(6)

m

(8)

go through the receipts;
forward misdirected receipts to the sections concerned, electronically;

separate those which, either under the Departmental Instructions or in his.
discretion, should be seen by higher officers before those are processed and
mark those to such officers;

mark to himself such of the remaining receipts as are of a difficult nature or
present any special features requiring his personal attention;

‘mark and forward other receipts to the dealing hands concemed, and where
necessary indicate urgency grading and give directions regarding line of action;

flag the important receipts requiring prompt action or disposal by a specified
date in the system; and

submit the case to the officer who last dealt with i, ifitis the one returned by
another Department.

The Section Officer will review the status of the receipts, every week, to
ensure monitoring.

18. Movement of receipts -

The Section Officer will generate a report on pendency of the receipts. A copy of the
sentreceiptwillbe available to the officer in his ‘sent items’ folder for viewing.

19. Action by higher officers -

Officers to whom receipts are submitted will:

(0)

make an indication, i.e. mark to self the receipts which they may like to
dispose of without assistance from section or to submit to higher officers;

=
en

ara ehe ret at ax er mr ar
he i the ER aa

Rare af a ae -
ae ag sr ae mg ee PP or a a ré
ah re mr Re ae à ar a ac re
ate ee ere | D er fi sa ow aa eme rm [Rh
aran ame 16(1)] a a ax Fea ae |

=

(2) where necessary, give directions regarding line of action to be taken on other
receipts; and

(3) return the receipts to the Section Officer for further necessary action.

20. Allocation of disputed receipts-

Ira section feels that it is not concemed with a misdirected receipt forwarded to it the
‘same should be brought to the notice ofthe officer designated by the Department for
deciding allocation of disputed receipts. In case of ambiguity, the correspondence may
be forwarded othe Coordination’ Administration division (see sub-para 16(1) above).

ara VI
asian ara

21. era Re -

af à vide À antag ga TR À srt fis gent are stk wet Profa-
Sa A thr RE & fine st ga sider TO

e)
6)

ft sig ra nr cat eed car fe à fe
wafer a aa ap a

aia cen Proce à ceria a à A A ATA E |

ar fer eer ara Pre gr
site at SRT Ta a NT |

2. Safer fer rata -
fera oat

(1

e

6)

“

6)

(6)

referat at dar stk ae Ra ate fs A ro A ar rafa
‘or oat Pacers fren me |

bodas]
Ra get fat ra are fe arg aw aa

sara à am a re ER rm eq ft a
Sr LEE ad
a ra CS SAO AGR Y Fe
AR

(a) ANS 22

aa mei, mh À se
© Sas pee chet er

Waa: ew ara ga AAR fee STEM |

o ee,
ANITA

PA eer: Te oR fw ie fe BTA SH na

=

CHAPTER VI
ACTION ON RECEIPT

24. General Principles.-

Action on receipts willbe so organised that it results in speedy and correct decision-
making process. While the detailed dril to be followed is given in the succeeding
paragraphs, certain general principles to be observed in this regard are given below:

(0)

(2)
(3)

‘An officer will himself initiate action on as many receipts, as possible, keeping
view the priority requirements.

Least possible time will be taken for examination and disposal of cases.

While disposing of cases, an officer will aim at optimising the quality as well
as the quantity of work performed by him.

22. Action by dealing hand.-

‘The dealing hand will:

a)

(2)

e)

(4)

(5)

(6)

go through the receipts and ensure that the receipts, with urgency grading,
are dealt with first;

check enclosures/ attachments and if any found missing, initiate action to
obtain electronic copy ofall such enclosures/ attachments.

see whether any other section/sectionsidivisions/departments is/are
concerned with any part or aspect of a receipt and if so, send the same to
such section/sections/divisions/departments for necessary action,
electronically and physically ifthe other entity is notin the electronic mode.

Move the receiptto an e-file

a. fan e-file exists for this receipt, add the receiptto the existing e-fle.

b. Incase such an e-file does not exist, an e-file willbe created in the system.
Dealing hand is required to add the metadata required for creating a new e-
file. A new e-file number will be assigned automatically by the system on the
creation ofan e-file

Reproduce remarks on the notes portion of the e-file, if any, made by an
officer on the receipt;

The system will automatically assign a new serial number to the receipt,

a
e

RRA | och eae: aah vga gS se sit
att ot god ah gra eT,

IM mager ste rs ret Bt wera a Ra
Reca zara a aera Ra we
aa Fe RS aT |

(m on me ge an wer core em Soh rao th oo ka
O ARRE 5 ame a aT;
(00) ea, sre te ge Rh Ar Meran a;

(N) Sager un an rege axe a ga BA are strand drá
SE]

23. matara -

24,

0)

seg rent eh oe ra A A att at te;
(@) Fafa tent Rd ord a;
(@) Samet a sire a Para,
(m) seed ah ata a,
a sav ater am Ree sar Gere a a Remo
‘eran; ote

(©) aren arg seme rane a meg wT |

sl
fardos

re fama srg a Ba 1

argem arı den

RECREO er Page en ee ee Re eT
TAR maana a
Ro Raga Ror sem | sa Ra as ge ae A,

(0)
(6)

(0)
(4)

referat, me aah aa a aa at ah a Wes ST,

we recs à tras seer see ae ite ar Reem ite art
aa Pra ov Peter aa,

fam afk gra ana sty ea gr eran at FS eG a,
Rearend am ste rr aac we Ptah am saat ere,

m
e

23.

24.

”

(8)
(0)
(10)
m

which will be visible on the top centre of all the pages of the receipt. The
system will also automatically assign a new page number to each page of the
receipt, which will be visible on top right hand comer of the page.

With the help of knowledge management, and collaboration! interaction tools.
inthe system, search and link other e-files or documents, ifany, referred to in
the receipt, orhaving a bearing on the issues raised therein,

Identify and examine the issues involved in the case and record anote.
Submitthe case to the appropriate higher officer.
Add metadata such as due-date, priority, and noting on the e-file.

The e-file, once submitted, will be available for viewing to the officer
submitting the e-file.

Action by section officer-

a)

a

The Section Officer will process the case, as required and

(a) scrutinizethe note of the dealing hand;

(0) finally dispose of routine cases;

(6) _takeintermediate routine action;

(©) record, where necessary, a note setting out his own comments or
suggestions; and

(e) _ submitthe case tothe appropriate higher officer

What constitutes ‘routine cases’ or intermediate routine action’ in terms of (b) and
(c)abovewill be specified by each Departmentinits Departmentalinstructions.

Examination by section-

‘When the line of action on a receiptis obvious oris based on a clear precedentor practice,
‘orhas been indicated by a higher officer, and a communication has to issue; a draft wile

putupwithoutany elaborate note. Inother cases, the section, while putting up a case, wi

a)
@

@)
(4)

pointout mistakes, incorrect statements, missing data or information, ifany

draw attention, if necessary, to the statutory or customary procedure and
point out the relevantlaw and rules;

furnish other relevant data or information available in the Department, ifany;

state the questions for consideration and bring out clearly the points requiring decision;

m
e

(5)
(6)
(7)

¡Aa aan,
af et athe pa on, er
ei adi diva na daa a om |

25. mae

AR-ar dee aM are ee (ah Sa ard qe Fre wee) a Pret & fore aaa fat
arr are afar site dar & era a a à AR A cen some
Aa aan RA em

26. RAR sik nga ot ae

(m

@)

@)

(4)

(5)

rare go re of e
Br ae a sara à, a aaa Ro is au an sata ge
aa e re ec a fre m1 rome O 3
en réa à ce ar are se fe ag ot |

café fran E aa BA dt TORTEN
SS ar gere at ge fr et Fea eee
SS
Ea EA A |

ss fa @ eh ran & a e AR oct ef
‘a wats gga or Pfr or O0 1 a Af 25
fam site aa a qa Paid gor a edgar ds sree OR Reser STAT
aaa RRE a q a are ara orar
ren afer |

sar de ah a OR sree Fes aT fo sk Pa aa Fr
Fe camden EEE a 1 Qt a a fa orn ÑO
‘fs secrete strane a af a a sre a ver ar
ESSE

Prof à fore fara eet À thax Hong gor Ba er A cre ats à crite ae

art afte)

a
25)

25.

26.

1)

2)

3)

4)

5)

(5) — drawattention to precedents;

(6) _ evaluate relevant data and information; and

(7) suggest, where possible, alternative courses of action for consideration,
‘Standard Process Sheet

For dealing with cases of repetitive nature, depending upon the work of the
Department, standard process sheets will be devised by the respective
Departments and will be prescribed through Departmental instructions and shall be
made available in the system. No notes will be recorded in such cases.

Level of disposal and channel of submission-

In case of a high priority e-file that requires immediate attention by the final
approving officer, the individual should assign the e-file directly to the approving
officer with reasons specified in the noting section. The system will send a
‘communication to all the officers in the workflow on such level-jumping actions.

In case, the officer feels the necessity to act on an e-file that is pending with a junior
officer, the officer should assign the e-file to self with reasons specified in the noting
section, without any other interventions. The system will send a communication to
allthe officersin the workflow on such level jumping actions.

Each Ministry/Department shall lay down a detailed scheme of delegation at all
levels so that the decision making takes place at the most appropriate level. This
delegation should be arrived at on the basis of an analysis of the activities and
functions of the Ministry/Department and the type of decisions that these entail,
which should be dovetailed with the decision making units identified in the
Ministry/Department.

‘The scheme of delegation should be updated, periodically, and should also be
‘audited’ at regular intervals. This audit should ensure that the delegated authority
is actually exercised by the delegate. The scheme of delegation should be placed in
the public domain.

‘The number of levels through which an e-file passes for a decision should not
exceed three.

a
25)

(10)

(11)

(12)

() Rama, RA a a grew à, ¿Ma ran
RR ad ama ee ate ager af (an Jr
A fa af me à AH
rat af |

O tama a pe aa, daca er (sala TA
fa ate tern, rr aftr ate age afta ar Fates she geet
fen) à me Ah are

Aaa,
RR o ea ar eT rn
er or a Pie fear ae er |

PRAGA ae (ora olen) meh ar o fore, Há Fae Pa
Ar at aria wet afer |

sl
“afta fa ah ge |

ga ro ro ara abe AT
Ra

arar a Pr a amas arret à ax A
a A a Aa ara aù ar a afer
ESE ES

Par df fara site afer et, agi Fs A EA
srt at ort am ere à ag waa a À ard a HI

Aaa A sere arten ma at ds ae ara A
a, Bre ar ren à, à saga at at ga: aK E
Tega a aH € |

Pd at A) me Paver en ft ora Gorge en dar A
ra Rh aes ena ne re Ar ef re TE
a ce Roar an we tl ae aOR a sis ge ao me te
ad AR ave ere dd ae RA me A

are dd gra A A La Reo dq

=

8)

7)

8)

9)

10)

1)

12)

(a) _ Incases where the Minister's approvalis required, the e-file should be
initiated by the Deputy Secretary/Director concerned and should be
moved through Joint Secretary (or Additional Secretary/Special
Secretary) and the Secretary (or Special Secretary) to the Minister.

(b) Cases requiring approval of the Secretary should go through just two
levels (e.g. either US and Director, US and JS or Director and JS).

(©) Cases requiring approval of the JS/Director/DS should come through
just one level. The exact combination of levels should be spelt out in
the scheme of delegation by each Ministry/Department.

For addressing cross-cutting issues, the Secretary of the concemed
Department should have the flexibility to create inter-disciplinary teams.

ADesk Officer will submit cases direct to Deputy Secretary or Director who in
tum would submititto the Joint Secretary/Additional Secretary.

A Joint Secretary can submit cases directly to Secretary/Minister and not
necessarily through the Additional Secretary.

Additional Secretaries in large ministries should be allowed to function
independently in day-to-day administrative and functional matters. In
matters requiring orders of the Minister, other than those relating to
policy/important cases, Additional Secretary can submit files directly to the
Minister.

In Ministries/Departments with a Special Secretary and Secretary, there
should be a clear delegation of authority to the Special Secretary so that in
‘most matters he can function independently

Wherever level jumping is done in respect of any category of cases, each
such case on its retum will pass through all the levels jumped over; who in
suitable cases could resubmit he cases for reconsideration.

In case any officer requires inputs from any senior or junior officer in handling
routine matter or while preparing a draft for an urgent e-file, collaboration
tools could also be used. Itwill be recorded in the e-file marked to the officer,
with a copy to the other officers in the workflow. On receiving the inputs
through online collaboration tools, the transcript of the message should be
attached as the e-file noting. Thereafter, the e-file can be submitted by the

a
25)

27.

Wore enfer | a a a MN a sea, A
AR x Fem? | sada ra A ada Rafa w aires
casa afte attra at mega oe a fas eh |

Rs sera me re en

(1)

(2)

ene SGU ay He eT, Per re 5 re ar eh age
ern organ ed om a: AEA fe A ater, eT
dh She sre ie nn | en, ge mT Mere ds
cia a8 8 a as Tere a Hh ere sted A A aR Ay
À spi on er

af rer ar eg
se ere a nf ae A sg fr ar a
Auf a rear ar géo yew ra ae at ere sh
Sam A am wean ik ga aa BATES e GHAR aS oT
ste Pret mem |

A are

10}

(2)

A A aaa a a ia a aa à
an À Prof dg aña Rar aa | rra, antag A fee à
ar à Pa & fire a7 & era Pa Prater A A ces ate der
ar em |

re ere a Pr ier eae Sel Explanatory Note) eq
BE A ees aw sre fe oT era | ano a
WED gente taxon aad vio on wos FR He Pa Ferne
AA rad gouges sea WE, Glee,
REO, weit aay cea a a aren RS enter a mé

aa Promi As ara -

ses rh, Fre fa Fee rear Pet a sete pa ae, Pfr
sare set a secre eh es ae ae Para tes Pr era a
a RTE WA vaa Se Ra Tae |

aaa a

fora gear daa & Read er ae ct
erent E-rea Re sre mao aa

om
en

27.

28.

29.

30.

officer to his next higher officer. In the interim, the officer will have the option
to submit the e-file to his senior officers in the channel for giving the present
status of the case.

Direct submission of cases by Senior Assistants-

a)

@

‘An Assistant in a conventional section who has more than five years' service
in the grade including at least six months in the concerned section may be
required to submit all his cases direct to the branch officer. In appropriate
cases, assistants with less than five years’ service in the grade may also be
permitted to submit cases direct to branch officer.

All the cases directly submitted by assistants to the branch officer will as a
rule, go back to the assistants through the section officer. The section officer
wil be free to bring to the notice of the branch officer any omission or flaws in
the submission of cases or the decisions taken and thus give an opportunity
tothe branch officer to reconsider the matter.

Examination by Officer-

a)

(2)

‘An Officer will regularly discuss with his staff to decide the course of action to
be taken on various cases. Normally, a single note will be put up to the
decision making level after the line of action is decided.

For dealing with important problem solving issues, the technique of putting
up of a self-contained note may be used. This involves entrusting an officer
ora group of officers with preparing a comprehensive note, which will be put
up straightto the decision making level. The note will contain the background
to the problem, issues arising out of its precedents, if any, analysis of all
relevant facts, and recommendations.

Deviation from normal procedures or rules- In every case where a major or minor
infraction, other than trivial, of the existing procedures or rules, is sought to be
made; it shall be the responsibility of the decision making authority to ensure that
reasons are recorded in writing, justifying such a deviation from the rules or
procedures

Running summary of facts- To facilitate consideration and to obviate repeated

recapitulation, a running summary of facts will be prepared and linked to the e-

om
en

at

Brn | ae ors aah amet À fear soem fort ae ere a fos ar à art a re Faery
Ara rev | gear 4 ga art 4 fos a cere ar wer A weve reat
‘Rarer efter att aa Ra ot are entrer et ett 1 ae ae
ar ah far A eT TAT TARE |

RES

(1)

(2

(3)

(4)

(5)

6

(8)

ah a a otk ra A enfer 1 dd RR A à aa
cor enfer |

Rara et sreren 2 ge se A ea Ro sare at a et
FARA FM FAH ATR BF a aT Al ÑO |

A He qa Aa aa a gre Ra à, A RA à e a
atar dae Tet areas get aw a A a RQ
AR ra ah ae dae gy
Rea BUSTA |

RSE baht ager oe ere rh Pret cet fre ag
a mad aaa B a Rend ge SR ae’ der sua ST ea À
arate ate ah Ro a a at dr fe |

a Prem a srt a ca ds ara fêtes far sre aren feat À sa ox ca
aa sem |

a a is Gc ee re A aa ee fg Ph
Ra a se à meta BG ww At a oe Re a a oS
rm) e got Reo Ganges ds argo fa rem | Da aA safes
aan aa Tar sem | Fat ge AAA rd rr
Fa ma ah at re ate aaa a rat aide
porta daran? |

cafe Feet ere gp ere et rere Tera eat Ht SAR ET aT START HT
sant aa fe me Fe aa ere BH a ah ge aa a CAT me PS STA
fes eit ser À sane E
ae

Orar aaa
aaa at otra cen Preset Pa asar aaa

a
28}

a.

labelled as such in every case in which it is evident that such a summary would
contribute toits speedy disposal. This summary will also include the advice or views
of other Departments consulted in the matter but not opinions of individual officers
within a Department. It should be kept up to date, incorporating changes whenever
further developments take place.

Guidelines for noting-

a
(2)

@)

4)

(5)

(6)

”

(6)

Allnotes willbe concise andtothe point. Lengthy notes are tobe avoided.

The verbatim reproduction of extracts from or paraphrasing of the receipt
under consideration or any other part of correspondence or notes on the
same e-file, should notbe attempted.

When passing orders or making suggestions, an officer will confine his note
to the actual points he proposes to make without reiterating the ground
already covered in the previous notes. If he agrees to the line of action
suggested in the preceding note, he will merely append his/her signature.

Any officer, who has to note upon a e-file on which a running summary of facts,
is available will, in drawing attention to the facts of the case, refer to the
appropriate part of the summary without repeating itin his/her own note.

Relevant rule or instruction will be linked with the e-file and attention to it will
be drawn in the note.

Unless a running summary of factsis already available on the e-file or the last
note on the e-file itself serves that purpose, a self-contained note willbe sent,
where necessary, with an e-file submitted to the Minister. Such a note will
bring out briefly but clearly relevant facts, including the views expressed on
the subject by other Departments, ifany, consulted in the matter and the point
‘orpoints on which the orders ofthe Minister are sought.

Ifapparent errors or incorrect statements in a case have to be pointed out or if
an opinion expressed therein has to be criticized, care should be taken to
couch the observations in courteous and temperate language free from
personal remarks.

A note will be divided into serially numbered paragraphs of easy size.
Paragraphs may preferably have brief titles. The first paragraph will give an

a
28}

(10)

(11)

(12)

‘fader Rar SEM sen ao a ox ds wet: afte wales aa à fore
REA

Feucht a & fore RL Ra a ar
Aa!

Prec afta sell & mal fra ate dare axe Ge oa a
(A 1) E A car ara |

Rar a dar ra a (ARE 2.2) añ
AENA core aran 1

ra (aire 2.3) à a
Gräfefe am ca me |

Rapa arr eters -

(1)

(2)

a eat era ah eh or wee Reh ag ot ah sae 5
te nd gach Ro fee a 1

re Rh a eh BA sis Por A dra wa a er
rere ree ea re ae ers ere soo, Pe dre Pat
Sa Rara, ba Pr a as A GO aH A E
ta wh amt, Rca cert SR, ei sree a, Ba Pa
aaa a, are à Poke rar eR
raft agate ses ae oe tte 3 sera ge Pa 5 ses à
ara añ A A ARA RA A |

a a ae oh ren >

(Mm

cafe re gf ga ro far a, seen re A mé 8 ihe
seh fa aia mr aras af OR ía O stem Gage (A
sr re are ga Sm) eh PA me à 1 et
if fa tata ara coger fran em fr BR eT oe Fe
A fa Pre fer ag Pooh a oe
au ana fee ee ax a eek oA fe form | et Rear

a
=

32.

33.

@)

(10)

(ty

(12)

indication of the evidence and the conclusions reached. The final paragraph
should weigh the arguments and make recommendations for action.

In writing notes the observations made in Appendix-2 ‘Style in notes and
drafts’ will be keptin view.

While preparing/submitting Notes for the Cabinet/Cabinet
Committees/Groups of Ministers, the required procedure as detailed in
Appendix-2.1 will be keptin view.

While preparing/submitting of papers for consideration of the Committee of
Secretaries, the required procedure as detailed in Appendix-2.2 willbe kept
inview.

While constituting/reconstituting High-level Commissions/Committees, the
required procedure as detailed in Appendix-2.3 will be keptin view.

Modification of notes or orders-

(0)

@

Where a note recorded in the first instance requires any modification on
account of additional facts or any error having come to notice, a subsequent
note may be recorded,

Where a final decision already communicated to a party is found later on to
have been given on a mistaken ground or wrong facts or wrong interpretation
of rules due to misunderstanding, such withdrawal may have also legal
implications. In all such cases, in addition to consulting the Ministry of Law,
wherever necessary, such a withdrawal should be permitted only after the
approval of an officer higher than the one who took the original decision has
been obtained and reasons for the reversal or modification of the earlier
decision have been duly recorded on the e-file.

Noting on files received from other Departments-

0)

If the reference seeks the opinion, ruling or concurrence of the receiving
Department and requires detailed examination, such examination may be
done separately through routine notes on a separate e-file (which will be
‘created by the receiving Department). Only the final result will be recorded
on the received file by the officer responsible for commenting upon the
reference. The officer, from the receiving Department, towhom such a note is

a
=

3.

35.

(4)

Hag Pater nd ae Ro a gran ier er eer ae Pom a
or arch ape cng oe ee et sre Pe el are are Per A ae He oT
sega Reh fr ar dd RA, se fr aN ge aT a à
Tee pe ger oe reg Re a we fre fr we oT Ser a
aa Fra ee a

serena fers pères af À ar E oem Foret fas ga Aah RA at
ean rem | yet far À og / E-rea fered ng sia: Rata Ra ox get
end sree ef aa ra A fae a

Pd eaters ma ait ag a great ere Aste aT RÁ RARA
rat a a a it a a rer or à A
Feucht ra waren à |

‘at haar ar Feo Tee rane eer ata edt of
a a fa Bs anger oe Fret ar Fc ae a Feo à PR
‘sar nen ar Rt eet seme rane a ae |

ara ara -

0)

maana aa ara fr rm
En gags
AA RA

CRE
(a) fe (er ro area ter oh e), qa

a mes era cr re a va SY TA
a Pre Fare arth a |

srt fava am 38 e fs ag RA fi Fane & AA,
Pra, stat am Sp ru ara Gary aa Apo,
‘Bra ihrer ere ea ra rte a a ree aera
Taf Pre gra ROS Rafa e, wet

AR Rar fa

0)

vw farm 3a sea af a ster ff Pat ds
Aa & e gf Pa, gent fete cé caf fm

a
Ed

34.

35.

(2)

@)

4)

submitted will either accept that note or record a note of his own. In the former
case, he may direct that the note in question or a specified portion thereof
may be reproduced on the main file for communication to the originating
Department. In the latter case, he will record a suitable note on the main file
itself

The receiving Department will open subject-wise e-fles each year in which
such routine notes willbe kept. The inter-Departmental note recorded on the
file/e-fle of the originating Department will bear the subject file number to
facilitate storage and retrieval for future reference.

Where the reference requires information of a factual nature or other action
based on a clear precedent or practice, the dealing hand in the receiving
Department may note on the received file straightway.

Where a note is recorded by an officer after obtaining the orders of a higher
officer, the fact that the views expressed therein have the approval of the
latter should be specifically mentioned, in the note to be recorded on the file,
ofthe originating Department.

Aids to processing-

(0)

(2)

To facilitate processing of a case, each section will maintain in the knowledge
management system of the Department the following electronic records for
important subjects dealt with by t:

(a) — precedentbook;
(b) _ standard process sheets (of repetitive items of work only); and

(©) transcripts of important discussions/ conversations using online
collaboration’ interaction tools available in the system

‘Apart from copies of Acts, rules, orders and instructions concerning subjects
dealt with by it, each Department is expected to maintain, on its server, for
ready reference, certain Acts, rules and instructions of a general nature,
references of most of which have been made in Appendix 3 of this CSMeOP.

Oral discussions-

(0)

All points emerging from discussions (including telephonic discussions)
between two or more officers of the same Department or from discussions

a
Ed

36.

37.

(2)

8, ec a ad wh a ok ab ada fre me Pía réa A A
ana fe are ae $e oe fret EN

Rent arte re ge rk Aras af q
or re ae eq ara fl à a ef re ar
sao fa reer re Pre 1 mr cra
aie Pr a aa Peer A rra Pra
‘evar man ah sera et cagA ef er aR A
a am ei Pa wae can |

sen afte ame

(0)

(2)

e DE MR BR Ret e Po E Dd RA
(A Re re of) 2 var A or
Tr are sf pre a en Fe ef |
fc ah eo RR a et
taria e A gfe wT |

ara oh sh re rer tears ef re A
Ret a Ghee oa fo ae aint a afte O & Pme ad a ea
oe i Rs à ar ae nf | are RNA eho 2 à aS
ae ah ares et e Pr ae ako te ret ea oT ei
ae agi aaa Reet A gc wer a RAR
are sith eran rence sen ror fs ag er ah Tone à
ES
ea a sr E RA ua a!

ca se à frs rer -

(0)

(2)

SES
tar orar RA a

aa EA ra seh fash a A tf ta
fae & site rara, Fa, fa ser firnfattrat à sq

sm
Em)

@

between officers of different Departments, and the conclusions reached will
be recorded on the relevant e-file by the officer authorising action.

All discussions/instructions/decisions which the officer recording them
considers to be important enough for the purpose, should be got confirmed
by all those who have participated in or are responsible for them. This is
Particularly desirable in cases where the policy of the governmentis not clear
‘or where some important deviation from the prescribed policy is involved or
where two or more level differs on significantissues or the decision itself.

36. — Oralinstructions by higher officers -

a)

@

Where an officer is giving direction (including telephonic direction) for taking
action in any case in respect of matters on which he or his subordinate has.
powers to decide, he shall ordinarily do so in writing. If, however, the
circumstances of the case are such that there is no time for giving the
instructions in writing, he should follow it up by a written confirmation at his
earliest.

An officer shall, in the performance of his official duties, or in the exercise of
the powers conferred on him, act in his best judgment except when he is
acting under instructions of an official superior. In the latter case, he shall
obtain the directions in writing wherever practical before carrying out the
instructions, and where it is not possible to do so, he shall obtain written
confirmation of the directions as soon thereafter as possible. If the Officer
giving the instructions is not his immediate official superior but one higher to
the latter in the hierarchy, he shall bring such instructions to the notice of his
immediate official superior at the earliest, and thereafter the latter will obtain
the retum confirmation of the directions from the senior officer who gave the
instructions,

37. — Oralorders on behalf of or from Minister.

(m

(2)

Whenever a member of the personal staf ofa Minister communicates to any
officer an oral order on behalf ofthe Minister, it shall be confirmed by him in
writing, immediately thereafter.

If any officer receives oral instructions from the Minister or from his personal
staff and the orders are in accordance with the norms, rules, regulations or

38.

ta af (sa ei ia a AR a rn
rd ax ver à ai fa) & aaa at afer |

af Fh rah E er rt here IR Fea EA
ater rah Pra, Fe rear eae ro & a i rere a
aorta mega) à
aga mega a rm re nf ge ae antag me
a wre a Rear ee fr, Fr, re, re sr
‘eee à so E 1

rer ste eee re a ue fe re
Fe ra di Po cs are FA eh
Ro ge 1 re wh Bs peer af ote: co ne
oa er ge wr ae |

MA

(1)

aft ag aftr’, or eu rare re Ree ewe te gi wT
srg oh beh gfe ait on oe sexe rane ah san Pera oH ge a
safe |

AS rer fes rt Ht gfe aims à fre vate Borat a Reefer
Sagen as fra are sera a fore Fash RRA PA eT
‘are Fee stent armen at faa ae At ort fer |

39. semer era.

SA À a e | waft ERE e RR at Bt
race à Fey om Pra art a ane SEGA AE
A dl
ia men |

40. Ramada ERE a germ fsa Ta et -
frat ta ata afte tsa aN, oa ORs feet sera sa ara a

=
=

38.

39.

procedures, they should be brought to the notice of the Secretary (or the
head of the Department where the officer concerned is working in or under a
non-secretariat organisation)

(3) Ifany Officer receives oral instructions from the Minister or from his personal
staff and the orders are notin accordance with the norms, rules, regulations
‘or procedures, he should seek further clear orders from the Secretary (or the
head of the Department in case he is working in or under a non-secretariat
organisation) about the line of action to be taken, stating clearly that the oral
instructions are not in accordance with the rules, regulations, norms or
procedures.

(4) _ Inrare and urgent cases when the Ministeris on tour/is sick and his approval
has to be taken on telephone the decision of the Minister can be conveyed by
his Private Secretary in writing. In such cases, confirmation wil be obtained
when the Minister returns to Headquarter/re-joins

Confirmation of oral instructions.-

(1) Ifan officer seeks confirmation of oral instructions given by his superior, the
latter should confirm itin writing, whenever such confirmation is sought.

(2) Receiptof communications from junior Officers seeking confirmation of oral
instructions should be acknowledged by the senior officers or their personal
staff, orthe personal staff of the Ministerin writing, as the case may be.

Online Collaboration

The system has a provision for online collaboration. In case, a discussion is required
with concerned officers, before taking a final decision, the approving authority may
conduct an Online/ Net Meeting/Video Conferencing. The discussion as well as the
final decision shall be later recorded as the minutes of the meeting.

Examination and progressing of cases in which two or more authorities are
consulted. -

‘Where two or more State Governments, Central Departments or other authorities
are simultaneously consulted, the examination and, where necessary, tabulation of

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ai

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BRI A an ew po ee if A E |

Fo a ar canta & sax faa a orm e ote wae
ae À ag ra fer oe Reem Sem | af ag rata wes à aftr et at
FAR HOME TTS FH TER A STEM Es a. 1° e a2 9 9m
fh adi om ern oT |

aia a are ora get À ff am al qa à ar
Aaa oa rer à aaa Rara et gat ST
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Gaara a, Pa, Para A af avs,
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‘aft à ar à À fr a dad gore A Fa ARE RRR fra PT
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rt rare a à Re fr rave go a re

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the replies will ordinarily be started as soon as replies begin to arrive and not held
‘over tillthe receipt ofall the replies or the expiry ofthe target date.

Referencing.-

a)

(2)

@)

4)

Every page in each part of the e-file (viz., notes, correspondence (receipt or
issue), appendix to notes, and appendix to correspondence) will be
automatically numbered in separate series.

Each item of correspondence in an e-file, whether receipt or issue, will be
assigned a serial numberin a common series, by the system,

‘The document under consideration on an e-file should be flagged "PUC’ and
the latest fresh receipt noted upon, as “FR! If there are more than one "FR"
they should be flagged separately as'FR I, FRI’, and soon.

To facilitate the identification of references to documents contained in other
e-files after the removal of linked e-file(s), the number of the e-file referred to
will be quoted invariably in the note. Similarly, the number and date of orders,
notifications and the resolutions, and, in the case of acts, rules and
regulations, their brief title together with the number of the relevant section,
rule, paragraph or clause, referred to willbe quoted inthe notes.

Linking ofe-files

0)

e

Ifthe issues raised in two or more current e-fles are so inter-connected that
they must be dealt with together simultaneously, the relevant e-files will be
linked. Such linking may also be resorted to if a document on one current e-
file is required for reference in dealing with another current e-file. The
reference e-file, though in use/ circulation, can be linked with multiple e-files,
inread-only mode only.

‘After completion of action, the linked e-fles will be immediately de-inked after
taking relevantextracts and placing them on thelinkede-fles, where necessary.

Use of urgency gradings.

a

The two urgency gradings authorised for use on cases are ‘Immediate’ and
"Priority.

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a RRA a dal da ra ar sem a Paes
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“Re sre | far ere at gat re tm E
ES

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(2)

(3)

(4)

The label ‘Immediate’ will be used only in cases requiring prompt attention.
Amongst the rest, the “Priority label will be used for cases which merit
disposal in precedence to others of ordinary nature.

Where Lok Sabha/Rajya Sabha labels for questions, motions, bills are used,
itwill not be necessary to use, in addition, ‘Immediate’ or Priority label.

‘The grading of urgency assigned to a case willbe reviewed by all concerned
at different stages of its progress and where necessary, revised. This is
Particularly important for cases proposed to be referred to other
Departments.

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47.

CHAPTER VII

HANDLING OF RECEIPTS UNDER
DESK OFFICER SYSTEM

General- The general principles goveming the action on receipts given in para 21 will
apply to the desk officer system of functioning also. While the general-dril for receipt,
distribution and handling of dak has been laid down in Chapters IV, Vand VI, the special
features that distinguish the desk-pattem from the section-based functioning are given
below.

Receiptofdak-The centralregistry/IFC will send dak directly to the desk functionary.
Action by desk functionary -
(1) Thedeskfunctionary will examine the receipt and will

= insimple situations draft and issue areply; and

- in other cases submit a draft to Deputy Secretary! Director! Joint
Secretary for approval/signature without any elaborate note.

In case of any doubt he will take appropriate action after discussion with
Deputy Secretary/ Director/ Joint Secretary.

(2) Occasionally a communication may give rise to a problem requiring to be
solved. In such cases the technique of writing a self-contained note
described in para 28 will be adopted.

(3) The supporting staff and the stenographer attached to a desk functionary will
inter alia assist himin:

- dealing with simple cases including issue of acknowledgements,
forwarding of papers etc.;

= compilationofdatain given forms;

- maintaining codes, Manuals and other relevant research and
reference material,

= records management; and
- typingwork,
Maintenance of reference material-

Each desk functionary will maintain an electronic documentation-cum-reference
systemin electronic form, comprising aids to processing described in para 34,

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A RER © yor site wretfater

4 ars Pt Re à same ar gra À ame aa a ef faa eR aa
ra fer er & 1 art er Ta OT TR na RR fer at
0, the rar ote a arenes oa à ata anlar | A Braten fener rá af sera
Schar rar ot thas sax oh oa A faa fa ome ch ag ao eh | a AA TER oT
Sr ve sar se He ww rect er Fate rat atch à | cafe ga TORT 5
RRA à fee me & :-

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wags area arated ra, arta sant, eff frente, erates
‘frat site aren & rer RRA & fore san aren & | oa aH SIH A
aa à archers ara à 1

AR a ES

() gr ra arc RR EE naaa
‘a era ds re a Sor ds fe fü ae 1 gar Prater eer à
‘rere ot repre RR a Se a Fer eT
ti So a tars a a da A Gi Re TET
dira wa ger ga da rar ana à Fe sre
da ra & Foret OS A ame anf tt
mehr ar Fire A oa Ao aT ET ve eT a TT FR
Mara!

(9) RAE ERE AAA EA ERA ra ara

(0) RR a re AS E cama ara
Ara ra |

aaa ares aaa ae an sain sachs oR aa fr à ar À
aa fora E A a Fe gen ASA ds fore fe are dl
adn wag cen area ar a eme araña fos me à 1

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CHAPTER Vill
FORMS AND PROCEDURE OF COMMUNICATION

Forms of communications -

The different forms of communication generally used by a Department are
described below. As far as possible all communications being issued should
invariably contain the telephone number, Fax number and e-mail address of the
official who is signing the communication. Itwould help ifthe telephone number and

Fax number is also indi

ted in the communication, to whom the letter is being

addressed. Each form has a use and, in some cases, phraseology of its own.
Specimens of these forms are given in Appendix 4:-

m

(2)

(3)

Letter This form is used for corresponding with Foreign Governments, State
Governments, the Union Public Service Commission and other
constitutional bodies, heads of attached and subordinate offices, public
enterprises, statutory authorities, public bodies and members of the public
generally. A letter begins with the salutation Sir/Madame as may be
appropriate.

Demi-official letter -

(a) This form is generally used in correspondence between Government
officers for an inter-change or communication of opinion or
information without the formality of the prescribed procedures. It may
also be used when itis desired that the matter should receive personal
attention of the individual addressed. Since, demi-offcial letter is
written in the first person in a personal and friendly tone, it should be
addressed by an officer in a Ministry/Department who is ordinarily not
more than one level below the officer to whom such communication is
addressed,

(b) Communications to non-officials can also take the form of a demi-
offical letter.

(©) The personal staff of he officer signing the demi-official letter will be
responsible for putting up/typing the fairletter.

Office Memorandum - This form is generally used for corresponding with
other Departments or in calling for information from or conveying information
to its employees. It may also be used in corresponding with attached and
subordinate offices. Itis written in the third person and bears no salutation or

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(6)

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(9)

(10)

ES
ar art tor ee

EN EL ia Reo er ee)

iba
rar ig sera tra ser ec rer ater rah, see ae at
dr fre sar an | ara wea fo aT a aaa
Sa aaa safe & arr wef act site geht gro fora & wag ae
sea care re reser cere re Roar a Te I

O LE a im a forge (area rt
AAA à) a e ew ela Ba: q
Ra à 1 aa we Row fa a für a
at |

BRA 2 SICHERE O a Ri aa
Ber anat Pa A, OR ste aa a
and an o, Prefil ath eri fe

E atk segs TAC
3, sete seat a o ame guerre ı

Saf wifes Pract da,
rani ra Pf ef ab ar ds cae fa as
AGA ac & fre Rn aren & | roves ce sa aoe she o
a fa, erate a & fore aah As ste TST
a er or à safer RAROS à Re me |

ds dra à eme fe, arte RR era sre Beer SH fer
Sueragf amet ar ea & froh e at a a rat
fat Ma Te at

Se After dr Rete Me a pr arc df ke a aga fr a
EE
SEEN
Ad nf, sta A gue me, HAE
aaa?!

gaia: gaan a aa fa ann à ra DE Ma A a a
ler AI aa sree Seach fet, ar a a & fore sa far

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(4)

supersession except the name and designation of the officer signing it.

Inter-Departmental note (earlier referred to.as U.O note) -

(5)

(6)

u)

6)

0)

(10)

(@) This form is generally employed for obtaining the advice, views,
concurrence or comments of other Departments on a proposal or in

seeking clarification of the existing rules, instructions etc. It may also
be used by a Department when consulting it's attached and
subordinate offices and vice versa.

(b) The inter-Departmental note may either be recorded on a file or e-file
(where two departments have connectivity) referred to another
Departmentor may take the form of anindependent self-contained note.
The subjectneed notbe mentioned when recorded onthe fle/e-fle.

Office order - This form is normally used for issuing instructions meant for
intemal administration, e.g., grant of regular leave, distribution of work
among officers and sections, appointments and transfers, etc.

Order - This form is generally used for issuing certain types of financial
sanctions and for communicating government orders in disciplinary cases,
etc.,to the officials concerned.

Notification - This form is mostly used in notifying the promulgation of
statutory rules and orders, appointments and promotions of gazetted
officers, etc. through publications in the Gazette of India, The composition of
the gazette, the types of matters to be published in each part and section
thereof, Ihe instructions for sending the matter for publication therein and for
sending copies thereof are indicated in Appendix 5.

Resolution - This form of communication is used for making public
announcement of decisions of government in important matters of policy,
eg. the policy of industrial licensing, appointment of committees or
‘commissions of enquiry. Resolutions are also published in the Gazette of
India.

Press communiqué /note - This form is used when itis proposed to give wide
publicity to a decision of government. A press communiqué is more formal in
character than a press note and is expected to be reproduced intact by the
press. Apress note, on the other hand, is intended to serve as a hand-out to
the press which may edit, compress or enlarge it, as deemed fit.

Endorsement This form is used when a receipt has to be returned in original

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49.

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wera el een scr re Parar sas on
so ae a hg eh at areca a I a eRe ata
od ara ge TR gr awe a: en re | ga re u
‘reer & fra er

soa yet ite ae too ser Be err fe a fa er
ana aa a at gure à re ote
am seh fe se |

Rs ya sg Ga ch a a
a th an gare rere fa Ra a mot |

eur à TOR -

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(6)

SS
canadian ar ea eT e

de qa: sft sara ai mata (A stk a A), fr
Yau tar & fire thaw garen a0 auch ar nd, au aa

ra e): aaa arr oa ña at Ras ra à fare
ESAS
SES E

che er ton be, a q ad
rata aa | etre ra a se
dat

Bee ae ma | gar fr a Tae a ae à rt
ata ager a Yoke id da

Roa ra rara a gre gro aw daa Ta
aah fe a ors sree TR ra A aH TEAR |

RR enfer we -

(0)

rr er aa rt it rT ae re x aa
fe sa frat ao à 1

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(12)

to the sender, or the receipt in original or its copy is sent to another
Department or office, forinformation or action. Itis also used when a copy of a
‘communication is proposed to be forwarded to parties other than the one to
which it is addressed. Normally this form will not be used in communicating
copies to state governments. The appropriate form for such communication
should be a letter.

Circular-This form is used when important and urgent external
communications received or important and urgent decisions taken internally
have to be circulated within a Department for information and compliance by
large number of employees.

‘Advertisement - This form is used for communicating with the general public to
create awareness andmay take the orm of aucio-visualor written communication.

Modes of Communication

a)

(2)

@)

(a)

(5)

(6)

Telegram-This form is used for communicating with out-station parties in
matters demanding prompt attention. The text of the telegram should be as
briefas possible.

Fax facilty - In urgent and important matters (Including legal and financial
messages), Departments may use fax faciles to send messages, wherever
availabe.

Registered Post Registered AD - This method of delivery is used in
communicating with offices to ensure receipt of the communication and in the
case of Registered AD an acknowledgement of the delivery is also received
by the issuing office.

‘Speed Post/Courier service - This method of delivery is used to ensure quick
receipt of messages warranting urgent attention at the receiving end and an
‘acknowledgement of the delivery is also received by the issuing office.

e-mail- This is a paperless form of communication to be used by Department
having computer facilities supported by internet or intranet connectivity

Instant Messaging-is a form of real-time direct text-based communication
between two or more people using personal computers or other devices,
along with shared clients,

Telephonic communications-

(0)

‘Appropriate use of the medium of telephone may be made by Departments for
intra and inter-Departmental consultation and for communication of
information.

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Arda, ge a, A E A
wont!

51. ada q A AER +

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Arama aro vo
ato ape, re For ra fa ara fe
a ord fet era a ga anf A, vue
am

(69) 158 4 era seats Pri da fo err Para ds mapa E
Re aan fr a rra aaa, >
Ra ea ds fa a ee à Fro |

(m) era À wag ra, af Safer à, spa area à TT
RER Dan |

(a) mr, ef, aa BAT € |

Le.) rara Ra a
arc ef o Par a e, Pe q rea & A à O
ER AR

Ferm, RARO RRA aaa ra
Seward fer rn ore we ata area ar a fee
ARRE A wet E | oa AER & fore vat A UA A
‘eth Barren Rewer te 51 Ra en à 1

cer ig Torch Farah rar athe Ort NS ee sa aren ara
rara oH ga fae añ sera Prager a

2 RA (EEE)

0)

e

armar rn a dre Peta sea
SRA ge aa fret & da à + 9m 1

ae fafa oftae & me ox amy set ath safe et fas or AT
US ox gore ae #1

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(2)

Telephonic communications, wherever necessary, may be followed by
written communications by way of confirmation.

51. Correspondence with attached and subordinate offices-

a)

e

(@) Senior Officers/ Head of a subordinate/ attached office under an
administrative Ministry! Department will correspond in respect of
matters involving intervention’ approval of another Ministry!
Department in the form of a note / email e-file to their concemed
Ministry/ Department.

(b) Head of an autonomous body under an administrative Ministry will
write in respect of matters involving intervention’ approval of another
Ministry! Department to the Secretary of the concerned Ministry/
Departmentin the form of aletter/email/ e-file

(©) In both the cases, concerned Ministry/ Department, if required, will
take up the matter with another Ministry/ Department.

(d) Attached office/ subordinate office may, however, seek factual
information from another Ministry/ Department, directly.

(e) An officer of a subordinate office/ attached office/ autonomous body
willnot correspond directly with the Minister of another Ministry except
the head of a statutory body! regulatory authority set up by an Act of
Parliament.

In the case of their own attached offices and subordinate offices placed
directly under them, i. without the intervention of an attached office, as are
located in Delhi/New Delhi-referred to herein as “Non-Secretariat
Organisation’ (NSO) for convenience-the Departments will introduce the
Single File System of correspondence, details of which are in para 52.

NOTE: The Single File System will not apply to correspondence between a Department and
any statutory, corporate or other autonomous body which might be owned or controlled by.

52. Single

a)

(2)

‘System =

This will apply to matters which have to be referred by the NSO to the
Department for seeking a sanction / order, i.e. a decision not within its own
delegated powers.

This will not apply to matters in a hybrid environment i.e. where either the
Department or the NSO is still operating in paper mode (non-electronic). In
such cases, the procedure detailed in para 51 will be followed. In cases

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(4)

6)

(6)

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eta st 52 fe E a 1 re re Reo ite
a eos o ge gee ù fe a wae ST A |

() cer er promet Dr vorge See À sm À. (|.D.) a à gen eur
sa strane ae smart damage ré à fs sa re À oT TET
SR fos ew im ar fat à GA ft or me à |

O eevee sch er eh a qu or ren
daa réa à wh padded fe ee nt >

(arar arar:

(@) Erica ar ong oe aftr ae eat;

CD ae ame me Pr à mr reg x
Rome:

(a) fra ere A sea qe Re ara Piaf el
nf sentra ax à mé à 1

dx fer re er O UA dad e we ara an a ae
sf Ro og fe dra if adan, A id gr
‘rm ite fe fra am are Po em ota & sake Prater fase
“are sa Saga eve oe AH aT |

cer coger OMT ft rt a ara à fre far ft A AR à are
A

fan Ra Pa ea ro a ge Pret a
afta afk ans da, Aa q ren a wert argo AAA
“arf er Rare a UR era PA TERT
and Ro wa & 1 a, eer ge baba dad
FAT THIER A CT gH UT rg in ke fre a
Fe a Dar fo sem |

or da a fe Fr gr gp re N
ea Fare f shoe er (5) AO fe AA

a ger TOT a À ra a aña aa a TA TK
Rar ds A da a
Aaa af on arte ft arom eo sat Hd eats Fra à A
E arr ond dt ag rt / mer dt ferai
far afta E ah save go A smh 1

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@)

(4)

(5)

(6)

m

where both the Department and NSO are electronically connected, the
‘workflow given below wil be followed:

(i) The SFS file need not bear a 1.D. No. or other formal method of
sending, but will be sent as though itis from one officer to another in
the same organisation.

(i) The SFS file should be complete in all respects, so as to enable the
Department to take a decision expeditiously; hence the NSO will
ensure that:

(@) _ everypointfor decision/orderis clearly brought out;

(b) _ all relevant connected documents are properly referred to in
thefile;

(©) _ draftorders/sanctions are put up, where they are required to be
approved by the Department forissue; and

(4) — the availability of funds, etc., is certified where additional
‘expenditure is involved in the proposal.

The officer last dealing with the SFS case in the NSO will mark it to the
appropriate officer in the Department, by name; policy e-files will, however,
be referred to the Department at appropriate levels to be determined by the
Departmentand the NSO concerned, through a general order.

All SFS files will be invariably routed through the central registry of the
Department concerned.

As a rule, al notings in the Department will be on the NSO e-fle. However,
where sensitive or delicate matters in the sphere of personnel, policy issues
and finance are involved, the recording of notes in “duplicate e-files may be
permitted by issuing general or special orders by the Department. This
be done ata particular stage of the SFS case or at or above a particular level,
with the final decision thereafter being suitably recorded on the SFS e-file.

‘Asa convention, the secretariatnoting on a SFS e-file will start on anew page and
the noting done sequentially-save in matters of the nature referred toin (5) above.

Action to implement the government decision in SFS case willbe initiated in and
by the NSO on the retum ofthe e-file, Orders so issued should specifically state
that these have received the concurrence of Government in the Department
concemed. Copies of every sanctionlorder so issued by the NSO will be
‘endorsed without fail toll the officers concemed inthe Department.

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E fait ger

(Maa, ranas, $, Her Fanta dh (ra
doo añ a ar oo à a eta À ser gees dow Pi ARA
a ra Rar Pl Bt sta A aa cr om à, amer E)
SS ren à I

(2) fea au sie Rem et ra Pre a er fe a Re

(5) Se am een: a à fa 3 er fe Y
“Réerege grat San fis ta sm A ae, Iw TPA NA
ome

(a fae ae ove Rr hora ef fa er a
aid, à eae or aaa fe ar TRE |

(2) sei i aa, Po a seer mt 9 eS a gH Poet
ER Rec m et ce fra oT Te

RR fm re a a Pr
‘eae a ee er cr eq ere Ra se ar
swat Rea a ee RR re aa a
seam af fa em ra à À |

(6) Rae po ane ae er mr Rom aa
sro are are eee ge re a vers
Sara qu Remo af ar ra fr ah HT
ae er mer ra fre a fn sre
AR om sre em ge are ee fe ge
tag atm |

O Ce) a Fe amd Hare ea a teres ea à qe a
oa ref ar Pr aa
se ar an ae

0 Aa Rasa ae maa bras a
a ec ana ea aac ether PR ac
afte |

DR ah aan ran a Fre
ce re Fe

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53. Inter-Departmental consultation-

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(8)

Inter-Departmental consultation may take the form of inter-Departmental
notes, emails, inter-Departmental meetings (this may include physical
meeting where the members are present in person or the internet meetings
wherein a facility of video conferencing or online discussion forums is.
provided) or oral discussions.

In making written inter-Departmental references, the following points should
be observed:

(a)

(b)

©

(0)

(e)

(a)

o

&

Inter-Departmental references will normally be made under the
directions of an officer not below the rank of Under Secretary oras may
be provided by the Departmental instructions.

the points on which the opinion of other Departments is sought or
which itis desired to bring to their notice should be clearly stated.

where possible, the drafts of the orders proposed to be issued may
also be shown to the Departments sought o be consulted.

when itis necessary to consult more than one Department on a case,
such consultation may be effected simultaneously by self-contained
inter-Departmental notes unless the need for consulting the second
Department would arise only after the views of the frst have become
available.

In case the sending Department is following the e-office system & the
receiving Department is not following the e-ofice system, Ihe former
Department will take a print-out of self contained note, along-with
relevant extracts of the e-file, if necessary & send it to the latter
Department. When it is received back, the comments of the latter
Department will be scanned & put into the system & thereafter the fle
willbe handledin the former Department, in e-mode.

When such a reference requires concurrence of one or more
Ministries under the Government of India (Transaction of Business)
Rules, the following further points should be observed:

‘The originating Ministry should invariably prescribe a time-timit when
calling for comments or concurrence from other Ministries.

In case any of the Ministries so consulted is not in a position to send its
‘comments/concurrence within the prescribed time-limit; it should write

(a)

FA rene à, AR a e À ge ra Sar enfer a
Sa A a a were a a BT |

ai ar as sar
A PaRa ma & are e a in arch Ra A rn
Gáldar ff gra ce Fane A
A RE a & o waa ET

FR Re à gado fra, ford a/a a Aa à, TIT
a na a a na à fore
er en aaa a a ga aa Pa rares sera à
A a & er or er fern an feu

(a) a ego ar ra fa a Ph
en ar à a cm hd a Tr € I Fa da
a TAT: nr So TT
ara wh aftr’ & omer Re Ad a A ae ata feet
sen fs:

@)

(a)

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ds # um ar a AA RR et ot fas aro fait at six à
Prfa ar à a & |

dood orator drama a Fa am: ara we ach
er er ite ae RT sr sm ds
Hm fr a ac af ara Ra a, eT

doa fh mr are Set fee ge fera Perron aga dar fora
come st ara af far at rena ar sme | arg à fore me
Pads or am ad at à fre Porta fas a
Fer a Per fan en à 1

wel al Sieh re eg ere fe ue a gore
o een À me | dowd fe re a fau ate
sift Pike a de gen à or À te en |

(6) at ra Rt Ram Rar CA A,
Sa red Mech ia Ro) Bea Mare A D au TAT
neers a

(5)

fa RR & ata fes PR à a at PA
Aaa,

a
=

(4)

©)

©

©

back promptly, in any case before the prescribed time-limit, and indicate
the additional ime they would require for furnishing their final reply

When such a reference does not require such concurrence under the
Rules, the originating Ministry need not wait for the comments of other
Ministry beyond the prescribed time-limit, and it should feel free to go
ahead with its scheme/proposal without waiting any longer.

‘The initiating Department should always feel free to recalls filele-file
from another Department, to which such a reference has been made
ona flele-fle, if such a course is required to be adopted for expediting
the process of decision making in the case. Such a decision to recall a
file should be taken at a level not lower than that of a branch officer
level officer in the originating Department.

Inter-Departmental meetings may be held where itis necessary to elicit the
opinion of other Departments on important cases and arrive at a decision
within a limited time. No such meeting will normally be convened except
under the orders of an officer not below the level of Joint Secretary. In respect
cof such meetings, twil be ensured that:

(a)

(0)

©

@)

the representatives attending the meeting are officers who can take
decisions on behalfof their Departments;

an agenda setting up clearly the points for discussion is prepared and
sent along with the proposal for holding the meeting, allowing
adequate time for the representatives of other Departments. to
prepare themselves forthe meeting; and

a record of discussions is prepared immediately after the meeting and
circulated to the other Departments concerned, setting out the
conclusions reached and indicating the Department or Departments
responsible for taking further action on each conclusion.

the system shall allow meetings wherein a facility of video conferencing
or online collaboration is provided. The discussion as well as the final
decision shall be recorded as minutes of meeting soon after.

On occasions it may be necessary to have oral discussions (including
teleconferencing, online collaboration, video conferencing, etc.) with officers,
ofother Departments, e.g. when:

(a)

a preliminary discussion between the officers of the Departments
‘concernedis likely to help in the disposal of the case;

a
=

55.

Aaa aa we rf dra ita À,

a REA a & sites Rett dr A
à, sua

re Fer & ere fa me er ge ea em ct aT A

Fe ee Be Re era ar or et re rr fe are ge oc À
oi à creas fren mem | ge oct # fore me Prof site rev eu ar ere eût Em
uma As rra A Per re fer en A
ss a Rand @ 1

©

(7)

(8)

fem sient ret ar Re me ke qe da a Rel AA
meh aaa, a aN re: ala 5 ae
‘reife en ae |

aria green à À a e a feu x By à À
SON
a/c ax ears fer fear sha Profa ford a & fore ANC A aan
ff sioner à afta ea a sean à sfr afer eff at rege fever SHAT
fee |

Af Fe Frat ar 20 € ar fe srg à mre à à
©, a ae o wen ater fas fra fader RS aT a ag Ta eT
A sik sa are ffs stat ox Sh ag Ta à ate a a | ow fan RR
ferrite Rar @ fore ña Ri aver & ag RRA RA
ae fer arm arfee |

eevee are tee Fa etal ah er fe à a fer ae aes rt

Arama)

Ea a pre à a wes, A fr He fs Fat,
fa, añ, de, o, de a, qua Rara, Acıferam ante oie a
Pra & ide À ere ara PaRa a wad Er ga ar dar Re am fis
a a rue ar es wet A ore A Ge TON fee
Pata dad wx sacar xe aT a 1

aa AA AIM aA AAA da ra RA a sea RA
Ara Bt am NA SM |

ES

a
=

(b) itis desirable to reach a preliminary agreement before proceeding
further in the matter;

(©) inter-Deparimental noting reveals a difference of opinion between two.
‘ormore Departments; or

(@) it is proposed to seek only information or advice of the
Department tobe consulted.

The result of such oral consultation should be recorded ina single note on the e-file by the

officer of the Department to which the case belongs. The note will state clearly the conclusions
reached and the reasons thereot. A copy of the note wil also preferably be sent by e-mailto the
Departments consultedin order that they have.arecord ofthe conclusions reached.

55.

(6) Reopening of decisions arrived at after proper inter-Departmental
‘consultations should normally be avoided. In case, adequate grounds exist
for re-opening of such issues, it should be settled after a quick re-
assessment.

(7) In case, two or more Departments persist with their respective view points
leading toa deadlock or impasse, such issues should be sorted out by raising
the level of consideration to a forum like the Committee of Secretaries
headed by the Cabinet Secretary or to the level of Ministers concerned, to
arrive at a quick decision without continuing with protracted
‘correspondence/discussions among the disputing Departments.

(8) Nodal Departments which render advice to various Departments and do so
through different Divisions will ensure that the views expressed by them at
inter-Departmental discussions are consistent, and they are not found
deviating from their views on different occasions. The expression of
conflicting views by the different Divisions of the same Department during
such inter-Departmental discussions should be discouraged.

Nodal Ministries/Departments - In order that the number of inter Departmental
references are minimised so as to facilitate reduced paper work and faster decision
making, nodal Ministries/Departments such as Law, Finance, Personnel,
Electronics, Environment, Planning Commission, Surface Transport, Petroleum,
etc. may lay down clear guidelines on their respective subjects for individual
Departments to follow. Guidelines should be so framed that reference to nodal
Departments will be necessary in exceptional cases only. Such guidelines should
be made available on the respective websites.

References to the Attorney-General of India - References to the Attorney-
General will be made only by the Ministry of Law and Justice.

References to constitutional/statutory Authorities -References to constitutional

a
=

57.

58.

59.

61.

Pr a a a RA eater A ge ra re
aaa ere coa aa are et or
mr |

‘ana & Pr anar E aa - rro ana à
Gea sa get were am & fre er fee era sre TR A À AA AST
aia fa a q agar whe & Frs
aaa & arafera de wre YEN aR HE À |

aaa mara tr mr
a rm ame SAS oT ARA safe,
shes eo a augen er oe cafe a rae Pe ae fer STAT
ae

rior e eh cr aaa Fr
Sonden à fi, rear: fi ae dr a TE | SÍ
AR sera eT dá

RSA STR À TU AAA -

RR Po na fa sider a: fh ACA A, era:
Gafa Be | rer fr Pe A a re A
aaa sie sea ee one a ea SIE wT STAT À,
ear he Rara a TREE
Rara rara aa a ad ae wed wai ae
GO RAR A

O amasar ua dra aa ara ra
Hna
RA Pg ge aa IA A RE 1

‘hes an tte rer frame à AR = ches E ae TST A
OE a SR er ser Serer fe CT STS
wer grees a, de wart 8 a a fat ah AS ort ake 3 fo A A
aa

ea eee +
CO ee rep a ea Rea rae |

2
=

57.

58,

61.

62.

and statutory authorities such as Election Commission of India will normally be
made in the letter form addressed to Principal Secretary/Secretary. In no case office
memorandum willbe sent to such authorities by the Ministries/ Departments.

References to the Comptroller and Auditor General of India - References to the
‘Comptroller and Auditor General of India for his views or advice can be made only by
or through the Ministry of Finance. In matters of day-to-day administration,
Ministries/Departments may, however, correspond direct with the Comptroller and
Auditor General of India at their discretion.

References to the Union Public Service Commission - References to the Union
Public Service Commission will normally be made in the form of letters addressed to.
the Secretary. In certain matters, e.g., requisitions for recruitment, formal references
should ordinarily be preceded by personal discussion at appropriate levels.

Correspondence with Union Territory Administrations - All communications of a
routine nature which clearly relate to the business of a particular Department, will
ordinarily be addressed to the Secretary in the appropriate Department. Other important
‘communications maybe addressed tothe Chief Secretary or the Administrator.

Correspondence with State Governments -

(1) Communications on the subjects which clearly relate to the business of a
particular Department will normally be addressed to the Secretary of that
Department. Other communications including those of special nature or
importance warranting attention at higher levels may be addressed to the
Chief Secretary. Demi-offcial letters can also be sent to officers of State
Governments. Incase of demi-fficial communications to the Chief Secretary
ofa State, this level will not be below the level of Joint Secretary.

(2) Communications other than those of a purely routine nature, e.g.,
acknowledgements, will not ordinarily be addressed to State Governments
except with the prior approval and over the signature of the branch officer.
Purely routine communications can, however, be signed by a section officer.

Correspondence with the Lok Sabha and the Rajya Sabha Secretariats -
Communications meant for the Lok Sabha Secretariat or the Rajya Sabha
Secretariat and requiring urgent or high level attention may be addressed to the
Secretaries concerned and notto the Speaker or the Chairman direct.

Correspondence with Members of Parliament -

(1) Communications received from Members of Parliament should be
attended to promptly.

2
=

(2)

(3)

(4)

(5)

(6)

far a Pt A ere E
ara et wa a ef fe ce nee |

Aa wae sree sta craters, a dra & q, aa de
a er à rene saree re re A TE
SES
A
RR à a e | ae Ra fa en fee Fes
¡era Ra a RE rn À sk Bat
asada!

Ga qu ara: 223 af ad foi TE
tah aa Powe dae act A it a wah aR Raa |

anar ara A I fas eT a
‘fore re Seer at sett et Reser a fer 1

ARANA srr ara ah ra sil re eho a
amr rae ery fa age ets ee TER ART TATE
af it Fh ERE aa, Beata rare Ar
a se ie de re fe om fe a
agi sen om | Ten, Ph a eal a oH da ae Mr 5
RR gre fen sie atte ae a oa & we A ATT I

Rd A AER -

a a cat a ee PR A
eae an see fa ae |

fateh anon ren ec dred ma case fateh seat stk aa Rea
fre, Rete A Ra arca rates Pert ae dd eae ae aig ae ate
¡RE A a a: Re eres are Dr eh | Fr
e Har saree ae PT
md an man & sra aR a Ben RES Par ae ar
sare wee tk Rate ed oem tat a Sa mr Rara sath Ree, PRE
A Rea sha fs Pr gen dl ds sea the ig ag da ce ser AE

a
=

(2) Where a communication is addressed to a Minister, it should, as far as
practicable, be replied to by the Minister himself. In other cases, a reply
should normally be issued over the signature of an oficer of the rank of
Secretary only.

(3) Where, however, a communication is addressed to the head of an attached
or subordinate office, Public Sector Undertakings, Financial Institutions
(including nationalised banks) Division/Branch Incharge in a
Ministry/DepartmenOrganisation, it should be replied to by the addressee
himself In routine matters, he may send an appropriate reply on his own. In
policy matters, however, the officer should have prior consultation with
higher authorities before sending a reply. should, however, be ensured that
minimum level at which such replies are sent to Members of Partiament is
that of Under Secretary and that alsoin etter form only

(4) Normally information sought by a Member should be supplied unless itis of
such a nature that it would have been denied to him even if asked for on the
floor of the Houses of Parliament.

(6) Asfaras possible, in corresponding with Members of Parliament, pre-printed
orcyclosyled replies should be avoided.

(6) In case, a reference from an ex-Member of Parliament is addressed to a
Minister or Secretary, reply to such reference may be sent by the concemed
Divisional Head after obtaining approval of the Secretary of the
Ministry/Department. In case, the reference is addressed to a lower level
officer, reply to such reference could be sent by the officer on his own in non-
policy cases and after obtaining approval of the higher authorities in policy
cases. However, the minimum level at which reply could be sent should be
that ofan Under Secretary and that to in letter form only.

Correspondence with Ministers of State Governments - The procedure laid
down in the above paragraph may be followed in dealing with communications
received from the Ministers of State Governments also.

Correspondence with Foreign Governments and International Organisations-
Correspondence with Foreign Governments and their Missions in India, Heads of
Indian Diplomatic Missions and posts abroad and United Nations and ts specialised
agencies will normally be channelised through the Ministry of External Affairs. The
exceptions under which direct correspondence may be resorted to are indicated in
the instructions entitled “Channel of communication between the Government of
India and State Governments on the one hand; and Foreign and Commonwealth

a
=

RA A ARA sem TAT STE |

65. aaa -

(1)

(6)

(3)

4)

6)

Ferch aie Waka, SAAT, HTT Tea Se Sera ART oa dr a ara
15 Rex à ar a site sats are rt 15 Re à hex af a art fear

m

mt) af see Kart ta me, re (i) ara ea
aaa, Se Aw ska TOR wo (er
Aaa) dar an Fae sien se A A AR rd a
E]

caf cf E e or Re a a 38 ga Par
Aa (cos ae 5 size) Ra a Re se ste a a ar
aramı

a aha aaa a rc Aa rc
Bade aga ad war sa baer za a ae |

ret aes ana EUER SEE a à fer ear are ante a is at
seater à rf ga À |

66. seat frre Puita otha - Dit ait seal amt à fart aoe want, dala RO
‘faut see arate, arate Prorat green cafe a eral fear mr à, JAR
Ae eae: ara ten PaRa a on went & RR artes ware aA ox ge
er à sage a & sneer sa ax ford a arten fis fas af à sea et für
ES ote ae fee sae ar han a Ra an BH sre

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Governments or their Missions in India, Heads of Indian Diplomatic Missions and
posts abroad and United Nations and its specialised agencies on the other issued
bythe Ministry of External Affairs.

Prompt response to letters received -

0)

@

@)

(4)

(5)

Each communication received from the Member of Parliament, a member of
the public, a recognised association or a public body will be acknowledged
within 15 days, followed by a reply within the next 15 days of
acknowledgement sent.

Where (i) delay is anticipated in sending a final reply, or(i) information has to
be obtained from another Ministry or another office, an interim reply will be
sent within a month (from the date of receipt) indicating the possible date by
which a final reply can be given.

If any such communication is wrongly addressed to a Department, it will be
transferred promptly (within a week) to the appropriate Department under
intimation to the party concemed.

Where the request of a member of the public cannot be acceded to for any
reason, reasons for not acceding to such a request should be given.

As far as possible, requests from members of public should be looked at from
the user's point of view and not solely from the point of view of what may be
administratively convenient,

Target date for replies - In all important matters in which State Governments,
Departments of the Central Government, or other offices, public bodies or individuals
are consulted, time limit for replies may ordinarily be specified. On the expiry of the
specified date, orders of the appropriate authority may be obtained on whether the
offices, whose replies have not been received, may be allowed an extension of time or
Whether the matter may be processed, without waiting fr their replies.

B

Eu
aaa dar Sm
mataran

OS
Fr fêre a à mer a0 age, ag ae dae we ft sas rt € |
Rar Rca ar fire ge one à rs aga fr oT wad E

) te dea a weer a ne a or
<a er ec er re ee irae ru fra fer
ESOS
ee ae # 1

ten ar rear gta

m) meh Ree me er re ue, A nf cen ae ge À AA AA
‘anf fas sert fra eae ere ST SAE |

are a aa of are, era ae, RS, gra are
Seen, an auf a rr are ae fret at eh a erat a, E
erate!

O Roe Rae 8 ae aco at re reer een a et a Ger
Saa a rn Sa adn da oat
E aE ew PT
ord ar” a ws an Pete Ga e "à
Fa, er ara a fe à A
AR ma te | wa kr ae are ee
ea ees etree an re ea ie a a a aa
ge Ro ee nar
aoe ad er rer à Sa

es Na Area Bm e pin
Riel

sum dax a dant
Rah Ph amer ee a a Pe TE |

a7
=

67.

CHAPTER IX
DRAFTING OF COMMUNICATIONS

Procedure for drafting-

a)

(2)

Draftis notrequired tobe prepared in simple and straight-forward cases orthose of
a repetitive nature for which standard forms of communication exist. Such cases.
maybe submitted othe appropriate office for their digital signatures.

Itis not always necessary to await the approval of the proposed line of action
and the draft will be put up simultaneously along with the notes by the
initiating level officer. The higher officer may revise the draft if it does not
conform to the approved course of action.

General instructions for drafting -

a)

(2)

@)

(4)

Adraft should carry the message sought to be conveyed in a language thatis
clear, concise and incapable of misconstruction.

Lengthy sentences, abruptness, redundancy, circumlocution, superlatives.
and repetition whether of words, observations orideas, should be avoided.

Official communications emanating from a Department and purporting to
convey the views or orders of the Government of India must specifically be
expressed to have been written under the directions of Government. This
requirement does not, however, imply that each communication should start
with the phrase ‘I am directed to say’ or "The undersigned is directed to
convey’, which has the effect of distancing the communicator from the reader
at the very outset. A more direct and to-the-point format is to be preferred if
some degree of rapport is to be established with the receiver of the
communication. The obligatory requirement can be met in a variety of
imaginative ways. For instance, variations of the phrase can be added to the
operative partofthe letter towards the end as under:

... have the pleasure to inform you that the government, on
reconsideration of the matter, has decided to sanction an additional grant
CA

or

...n the light of the above developments, government conveys its
inabilty to accedeto...

Communications of some length or complexity should generally conclude
with a summary.

a7
=

6
6

@

(1)

am

(13)

ARES TAR TA a She (ROT a ay fe aT eRe |

rer dar axa ware waa if ar a en SR ere ar pa gece fee STE
ere ea a MP er So ar ower À fre fx ar fe ST
ESO
AR ao seek fa an a |

arta ea atta aha maha sitio wa AS oa dh ae eT
rer ana ce re es A rem a Fh rt aR
Pont Zu a ee a fo 11014 (2001-1011
(neo.

rer tr Pre ar Pr aE
O Rana aa
cafe |

Aaa ara (GY ar aT RT ia
A a rer cg ce (SAS a, a gr
ares serrata mac er game er ger Phe eae,
TAE ere ras ere a ea ep Pras
aera

aa, ga ht SA ats athe Peta ego a
en a er a, a cm me re TR
Aaa

RRE ARE ad, Se TA, qm, SET
A. Gar aren er Ton Ra Star fe |

TA ra, st ao er gen ARA, A foe
Earn vor amer Fra SEAT |

69. mam (e) -

0)

A ds are Pr ae rfi ot ate weer Se aT a
ere fe ae eg et fre rer Pere Pl aE at

ora afta & oT sae SUK & ea ar rare ar ga aber eK aT eT

a
=

(5)

(6)

n

@)

@)

(10)

am

(12)

Authentication of Government Orders (

0)

Depending upon the form of communication the subject should be mentioned
init (including reminders).

‘The number and date of the last communication in the series, and ifthis is not
{from the addressee, his last communication on the subject, should always be
referred to. Where itis necessary to refer to more than one communication or
aseries of communications, this should be donein the margin of the draft

When two or more communications are to issue from the same e-file on the
same date, a separate serial number may be inserted before the numeral
identifying the year to avoid confusion in reference, e.g., A-11011/5(1)/2001-
Est, A-11011/5(11/2001-Est.

A draft should clearly specify the enclosures/ attachments which are to
‘accompany the fair copy. The number of enclosures/attachments should
also be indicated atthe end of the draft on the bottom left of the page.

If the communication to be despatched by post is important (e.g., a notice
‘cancelling licence or withdrawing an existing facility) orencloses a valuable
document (such as an agreement, service book or a cheque) instructions as
to whether it should be sent through registered post or speed post or in an
insured cover, will be highlighted on the e-file by the section officer
‘concerned with its issue.

Urgent communications with bulky enclosures to far-flung areas like
‘Andaman & Nicobar Islands will be arranged to be despatched by Air Parcel
through Indian Airlines.

‘The name, designation, telephone number, fax number, and e-mail address
of the ‘officer, over whose signature the communication is to issue, should
invariably be indicated on the draft

Drafts which are to issue as "Immediate' or "Priority will be so marked under
the orders of an officer not lower in rank than a Section Officer.

istry of Home Affairs)

All orders and other instruments made and executed in the name of the
President should be expressed to be made in his name and signed digitally
by an officer having regular or ex-officio secretariat status of and above the

a
=

e

Sn fore ao (sra vai a da Prat, 2002 (wae
Ramo vana & TERA A
Parada!

re ee BRL REE
cei rr ontet ate truer mr a Poa se I

are ats er ora arras aig ea se sie à
Ra ah E ar em a en ef a a un
ría RR re, re en a nf
RE a PTI
Anne an réa a re, fe a ge ar Po eur Re rave À |

aa wa a rte ar ae -

(0)

e

0)

Parr (an) Re ce fe Rea aa a
eer dha ic aa Re st po, das we rae e RC |
Sm Rs een RA "ar Gee BATT" A
ara rere | ten fm a sore à a a
a ss wer e ae E |
UE Rara em fr
ARE aia
Ag 1 gen re Rom à E 1

sian, wat Pr PR. aa
a era caer rere fe ra
a eer cen mem ere re ee
o fora? ed reo fr ar fie a
By Reha ar a Pr th ate rer fe ame
agé GRR er, nar, da, un, rer oa
MIE, gone eu ee |

=

70.

7.

rank of Under Secretary, or other officers specifically authorised to
authenticate such orders under the Authentication (Orders and Other
Instruments) Rules, 2002 (as amended from time to time).

(2) Where the power to make orders, notifications, etc., is conferred by a statute
on the Government of India, such orders and notifications will be expressed
tobe made in the name of the Government of India.

Addressing communications to officers by name - Normally no communication,
other than that of a classified nature or a demi-official letter, should be
addressed or marked to an officer by name, unless it is intended that the
matter raised therein should receive his personal attention either because of
its special nature, urgency or importance, or because some ground has
already been covered by personal discussions with him and he would be in a
better position to deal withit.

Drafting of demi-official letters

(1) As the objective of writing a demi-official (d.0.) letter is to invite the personal
attention of the addressee, the style of writing should be direct, personal and
friendly. More usage of active voice is to be preferred. (e.g., ‘ notice’ rather
than ‘Itis noticed’. Itis expedient to come to the issue at the beginning itself
e.g,'Iseek your cooperation in the matter of.

(2) Ado. letter should preferably not exceed one page. If the message to be
conveyed is lengthy, itis better to condense it into one page in a few small
and healthy divided paragraphs in a manner that holds the interest of the
addressee and the detailed arguments can be set out in appendices.

(3) The colour code in d.o letters will be as follows. Ad.o. letter from a Minister
will exhibit the National Emblem in blue colour and that from an officer will
exhibit the National Emblem in red colour. The instructions issued by the
Ministry of Home Affairs from time to time, in this regard may be adhered to.
In case the fair d.o. letter is being prepared electronically, the prescribed
colour code of the National Emblem and other usual entries which generally
appear on the pre-printed letter heads, (such as the designation, telephone
numbers, e-mail address, postal address, name of the office, etc.) will be
taken care ofby the systemitself.

a
=

()

sear X
ae or Pref

matt dar wer sik eres aa Pa oe:

a)

a

6)

«

RTA A area sa pe À sure aaa rata
28 fers ere arr ear À can sre PSN A OR RER BT À TA
E fre mt
DEAR RER Bg |

af er à fe ra anna
ao Pa re fa fu 1

IA A & ecran à ad a at a, aa er a
SAI y o er er ee
ara Pr mr rer
PARRA mt

AMS x eer res (a té) ere kg are gs ATCT
EA naaa gr Dr a
ter en re 74 Per Fer rar 1

Een 3 Peach a ae 2

Banana, cn aaa | ge
RRA Rara tee tara
RR RA

@
i)
0)

(wy)

por tien (waft ant ag waa: dan a ore)

ffir andre (Tale at ar a tar Beh)
ard (are ret
Maa (at et es ee (ra daa

5

72.

73.

CHAPTER X
ISSUE OF DRAFTS

Formatting of drafts & Issue of fair communications:

(N The formatting of the communication, on the pre-defined template, available
in the system, or otherwise will be taken care of by the personal staff of the
officer who has to sign the fair communication. After the draft has been
approved by the competent authority, the e-file will be sent to the officer
‘competent authority who has to sign the fair communication.

(2) The personal staff shall get the fair letter signed digitally from the officer
‘concerned & then pass on the e-fle to the officer / section concemed for
issuing the fair communication.

(8) In case the letter has to be issued under the signature of section officer, the
formatting will be done by either the dealing hand or any other functionary at
the discretion of section officer. Authentication by Section Officer of fair
copies of communications for issue, where permitted, will be done in the
manner indicated in Appendix-6.

(4) Thesection officer will attach the attachments (ifany) to the communication and
then get itissued. He wil, however, send it to C. R. Uniti itis to be issued in
physical form and the instructions contained in paranumber 75 would prevail.

Docketing of the communication(s) in the notes portion of the e-file:

(1) Afterthe fair communication has been issued, its office copy will be available
in the correspondence portion of the e-file. The system will automatically
generate a new serial number for every such communication issued. The
docketing shall essentially have following 4 parameters:

10) Serial number (Itwill be auto generated by the system)
(il) Dateofissue (Itwill be auto generated by the system)
(ii) Details ofaddressee(s)

(iv) Page numbers of the communication(s) issued (It will be auto
generated by the system)

{50}

2)

Rada id se ht rr Resear Sem Ra (wat) A
SARTRE |

4, oran

ae reli a oR ae amd a, y fore eM ra
TA a ea BD a ae cena (a Bt AT SHA mo Fer YT TT
ra rt RR AREA Ta STA | u
HAGA as fre sh Ar fs RRA RR fen en |

75. BB RTA ST an fe ren
RAEE a aft st

(5)

(m)

10)

@
(8)

ERA a Re A sem :

ars re Por me a fe er, a ee TTT RCT
fra Freer re er ga ro ra ewe Fee:

ERA fre SEM en a (Pe RNE wesc) A a
Ara fem er à for fee A Far a hf Sere SR are nt
asma a tex or aT:

ater are, aras, Roe en we sre aa
‘en Re As vel ar a aa sra à re aay
ar ect ar an sem:

Sei er STAT fe (fo) aor a A, a reset save ox sr
Re Fanart DI aaa ere rer fa OR AUT ;

Fr re are ah ae Fret POT aor aH for eT
wat et ner dives sr AST 1

O ana
a]

{Si}

74.

75.

() This docketing will be done immediately below that note which has
culminated in issue of the fair communication(s), in question.

Communication through e-Office

For Departments which are inter-connected on the e-Office system, after issuing the
‘communication, the system will also cause a simultaneous e-mail alert to be sent to
the addressee(s) to keep the latter informed of the fact that a communication on the
subject under question has been sent and the latter may kindly look into it at the
earliest so as to expedite a reply etc. An e-mail alert would also be sent tothe sender
tointimate him that the file has finally been despatched,

Despatch of postal communications

(1) The despatcher will hand over communications to be sent by post to the
peon/daftry, who wil

(a) separate those to be sentby foreign postfromthe rest;

(b) Paste the telegrams, if typed on plain paper, over the printed form of
telegram supplied by the Department of Posts and affix service
postage stamps of the appropriate value thereon;

(©) if a credit deposit account is maintained for issuing telegrams, affix
rubber-stamp indicating the credit deposit account number assigned
tothe Departmentin the space provided for affixing postage stamps;

(d) affix postage stamps of the appropriate value on covers, packets, etc.
where necessary after weighing them, using ordinary postage
‘stamps for foreign post and service postage stamps for inland post;

(e) where postal franking machines are in use, frank the covers, etc.
instead of affixing postage stamps;

() stamp the covers with a rubber-stamp bearing the name of the
Department; and

(9) retumthe communications to the despatcher.

(2) The despatcher will enter the particulars of the communications and the
value of stamps affixed thereon in the despatch register (Appendix 7).

=
i}

a

“

©

(5)

(U)

Ds ar 5 er À, door free À À mg a ae Gore ds ax fer TA
er fe re re af re er mt à
LET

mana, ar rn
ae an ch vr rer ae sas ERA fre e
Arma | ove abe ol arar
sie ear seh |

Rara (am a) ar sm aT at at oa en “ora a" oe sf
ES ge se fo ae gt te ns |

dees ar aR, whe the, Breed ga as goa aA a rae ia
Boneh | and en fre ge af a mem

‘fara crater à door aoe fes ar site stat aaa ES ES
Rara RR eM

a Spor res à SX ae ea à se

0)

e

[6]

are Hh afeat Fi ae o NO at BT
SUERO ear à qué Ra men |

¡a a we ara ster a stk mate aaa ar ars
Rire ah ser sae afte rt far com ren Far TH
a a ur PRET er |

career aa or feat soem | fare aH ar oa A me ea wT
rares Hash ren sem | Te eRe va SASH SRT aa SA A TH BT
rer mem ES ES

=

76.

(3)

(4)

(5)

(6)

m

Inthe case of telegrams, the serial number assigned to them in the despatch
register will be noted at a convenient place on the top receipt portion of the
printed telegram form to facilitate the linking of the telegram receipts to the
relevantentries in the despatch register.

Departments despatching registered post exceeding a daily average of 10
will use postal registration books so that the outgoing registered
communications could straightway be entered in that book instead of in the
despatch register. Each entry in such a book will then be got stamped by the
postoffice

Ifa communication is to be sent by registered post (acknowledgement due),
the number of the communication will be written on the ‘acknowledgement
card’ also so that, when received back, it can be sent to the section
concemed.

Receipts for telegrams, speed post, registered and insured post, etc. will be
checked carefully by the despatcher. These will be filed properly for future
reference.

In offices where despatch work is heavy and central dispatch registers are
maintained in detail, the procedure for maintenance of service postage
‘stamps account will be as given in Appendix 8.

Despatch of communications (other than postal)

a)

@

e)

Communications will be sorted out according to the location of the
addressees, entered in messenger books and handed over to messengers
fordelivery tothe addressees.

‘Messenger books willbe numbered serially and an adequate number of such
books would be allotted to each Department/office or several
Departments/offices grouped conveniently according to their location.

Urgent communications will be despatched promptly. The time of despatch
will invariably be noted in the messenger book. The recipients will similarly
be required to indicate the time of their receipt. Ordinary communications
willbe despatched at least twice a day at suitable intervals.

a
2

a)

6)

aan era À get AEH on SET | A
Sarna arar RR EA

ARAN
dara

ES
ag an fe à Ur a at fe à Parce a

aa Raha weld aware rs ae dur à Pre eae areas a ale a sta wt AS
MARE fre fe re Pam ie re
a or ee a nr rer | ec, af at her
“qe a Paaren ge an
rem Bre’ a ager a fe |

aan, q
Earn, rana
Mae

Gara rar arar ada dr à e
aaa aa I er UA RS REA a
META Ra mem $ AR & ak SHAK ST
et a a a o Ra à area À AR E | ge
ma a) ot a qua Pears gx arr fer Re me
ds a er sem |

Rodada <fèrex -

a)
ea

es are A few cf re Re area A |

a as fea free à né fa at sate at site A à
re a AR ST TER BRT | eT Ne ere ro
AR as ae afar fra a ws Ps

=

m.

(4)

(5)

(a)

(0)

Only urgent communications will be despatched outside office hours. No
communication will be sent to an officer athis residence unless:

(8) it is of such a nature that action on it cannot wait til the
commencement ofthe next working day;

(0) itis marked “immediate' and addressed to the officer by name; and

(©) Its delivery to the officer's residence has been authorized by the
branch officer concerned at the despatching end.

After the communications have been delivered, the despatcher will examine

the messenger books to see that all the communications entered therein
have been duly acknowledged by the recipients under signatures with date,
written in ink. Instances where the communications have not been
acknowledged will be immediately reported to the section officer of the
central issue section for investigation and further suitable action.

Urgent communications sent through fax will generate a confirmation slip of
delivery on the fax machine, which will be placed on the file along with the
office copy. The original communication sent through fax will subsequently
be sentina routine manner also.

‘e-mail willbe used in offices having computers supported by internet or intranet
connectivity. Messages received through e-mail will ordinarily be replied to in
the same form by the officer receiving the message or his subordinate. All
points emerging during e-mail correspondence will be recorded through a note
‘on the file concemed. Official e-mail address allotted by NIC to an officer
(senderireceiver) willbe made use offorthis purpose.

Stamps Account register

a)

@

‘The despatcher will maintain an account of the postage stamps in the
form given in Appendix 9.

‘The Section Officer will check the entries made in the register every day and
‘append his signature with date in token of his having done so. He will also
conduct surprise test checks of envelopes ready for despatch by post to
make sure:

=

7.

(0)

ES
(a fee pet arch a asm Ro a er aaa

ta PA argue a A A e ar à RR aor A
arar agora à fire a
mat

Feind warnend en.
(1) dad

(a)

m

an at are ren Fears Ro Pc a Roc A fer ar à
Fe art fe ger ve ae ana ra re am
0 rend ae am rene ere re ee (BR
rer af dara on) Fare ra qt sq
eg a or
{i Rae er re ge mc
SAR fre 1
are fre are Ré a ve ae of mer Ra ae ms
a eT |
lad fe eet a See ser ee a ae re ogre TEE

réa fh ANS ah se aha as Ae TAR am AE ITS ATA ANG BD LG IFAT
MARRERO ana

a, get (1) Ro me re ft 1
aga se rc es ae ga a (REO) dl dt at ke

a A am fs er sf cr en or à dt à
son ra wafer rar ata es ea à ast aaa à are à

a ge ER

{54}

154)

78.

m

(2)

@)

(3)

(a) that the value of stamps affixed thereon tallies with that shown in the
despatch register; and

(b) that the required value has been secured by using the minimum
umber of stamps of appropriate higher denominations.

The branch officer in-charge of the Central Issue Section will also inspect the
two registers once a month and verify that the value of stamps in hand tallies
with that shown in the register.

Action afterissue

The dealing hand will:

(a)

(0)

©

‘examine whether the case is fit for inclusion in any of the following reports
and obtain orders of the appropriate officer:

() weekly statement of cases (automatically generated in the e-office
system), other than those of routine nature, to be submitted to the
Minister in accordance with Departmental instructions;

(i) monthly summary of the principal activities of the Department to be
furnished to the Cabinet Secretariat in accordance with the
instructions issued byit

initiate action to record the e-file where it has been marked for record by the
section officer.

ifareply to the communication issued is to be awaited or further action on the
efile isto be resumed at later date; mark the e-file for being brought forward
‘on that date, for considering issuing a reminder on that date fa reply has not
been received by that date.

In the desk officer system also, all activities outlined in sub-para (1) above will be
performed.

The section officer will scrutinize the section despatch report (Appendix 10) once a
‘week to see that itis being properly maintained and append his initials electronically
with date, in token of scrutiny.

152}
154)

oía

0)

(a)

Lu)

a

(5)

LL

2)

stage a o a qa AA & fe ar gd vos À
PAR ax AR:

EEES
aa:

naaa, qu ea, da ea ite fer we:

Ramada
Sanar wes ad, quere, there eri er oa

Rana, a
‘Prorat, aaa ara one à en fra rar
‘Prara & ad, aa, haw von stk geod;

Arratia dara dat afc ok eas sgt
Sara, gm se ae er:

ES
Aida:

mg er geo et a:
ARA a:

er er rat a (Rr seer rer Bf) rs rer Par
‘ud, Guia, daga, hare ee site Ft ae la

AAA er amer ae Hh ag) Tae REO
em sae afta:

ore Rats Pere

79. Referencelists

(1) To facilitate quick despatch of fair communications in the electronic form, the following

lists and directories willbe maintained in the Knowledge Management Module:

(a)

(b)

©

(a)

(e)

0)

(g)

(m)

@

10]

(ky

Residential addresses, telephone numbers and e-mail addresses of officers,
and staff of the Ministry/Department concerned;

Official addresses, telephone numbers, fax numbers and e-mail addresses
of officers of other Ministries/Departments;

Official/residential addresses, telephone numbers, fax numbers and e-mail
addresses of officers and Parliament Assistants of other Ministries/
Departments designated to receive Parliamentary papers;

Offeialresidential addresses, telephone numbers, fax numbers and e-mail
addresses ofallthe officers of attachedisubordinate ofices, autonomous bodies,
Commissions/Councis/Boards and Public Sector Undertakings etc; which are
Under he administrative controlof the Ministy/Departmentconcemed;

Officialiresidential addresses, telephone numbers, fax numbers and e-mail
addresses of the Chief Secretaries, Secretaries of the sector concemed and
the Resident Commissioners ofall the State Governments/Union Territories;

Officialiresidential addresses, telephone numbers, fax numbers and e-mail
addresses of Members of Rajya Sabha and Lok Sabha (including Council of
Ministers);

Delhi Official Directory issued by the President's Secretariat;

Official Directory issued by the Ministry of Home Affairs;

List of India's Representatives Abroad (issued by the Ministry of External
Affairs) containing their officialresidential addresses, telephone numbers,

‘mobile numbers, faxnumbers and e-mail addresses

Diplomatic List (issued by the Ministry of External Affairs) containing the
addresses / telephones numbers etc. of the Foreign Missions in India

Postal PIN code directory

{55}

e)

eo

10)

es, Pará fetes site sat ox Aare ora a er rer à or a à fre
OS
Aaa |

Akt Pan sr ea ee rer fra ea à Pre saree
arate athens we rao a!

WY We Hae SRT Se SRE Ca HH sro REE BAT
after ge que 1

(2)

@)

(4)

‘These lists willbe kept up to date and displayed by the C. R. incharge prominently for
easy consultation by the despatcher, the resident clerk and other officials on duty
and hosted prominently on Departmental Website.

The Central Issue Section shall make use of the websites of
Ministries/Departments/Offices and the Department of Personnel & Training for
updation of the aforesaid lists, from time to time.

The RAX directory of RAX telephones issued by the Ministry of Home Affairs shall,
however, be maintained personally and discretly by the Senior Officers themselves

8

AA Xt

¿soga ais afer
Gone aies cat rr wears, vers, ire eq re org
caramelo ae A
rs walt an sei ae A saeco SH | af go à re, ae Tah ew
ge ce rar orge are rar Re rar 1 cage rate
cerf a ot ge rt re orgs anton a Serr eats Re er at
A reer age re ws coger ea am

81, refer coger wor TR

1

Gar rater na af e mo are arts ra a Ara a (E) Re
ES

CRE
Graf ee sore:
re a Tea ar ar

C0 art rt ge Rar ar!

ram er ra a me Aa ee dar

ear i Fra ar a te né

A re

a nee are er nara va:
ee er ra

O dede ce et cer ga sh rom ge |

ft re fra à mar Pr a A Re a ar eid
er ee re fr fr Re 11 5
ee m rar er ae aaa 1

as ae ra re fer re ru caca
arch attr ro re eme fm mr rt

=

81.

CHAPTER XI
FILE NUMBERING SYSTEM

e-file numbering system- A proper file numbering system is essential for
‘convenient identification, sorting, storage and retrieval of receipts. For the purpose
of numbering of e-fles the e-Office system will need to deploy a Standard
Taxonomy. For new e-files, the system will generate an e-file number which will be
sufficient for tracking purposes. For existing files being migrated to the electronic
system, the file numbering system detailed below willbe followed but the system will
also add anew file number for existing files.

Func

nal e-file numbering system-

(1) _Inthis system the range and dimensions of the subjects falling under the scope
‘of business allocated to a Department are analysed inthe following sequence:

(a) — themain functions of the Department;
(b) — theactivitiesin each of these functions;
(©) the aspects or operations involved in each of these activities; and

(d) the factors to be taken into consideration relating to each of these
aspects or operations.

(2) The scope of business of a Department is thus analysed under four
hierarchical divisions, and accordingly the following four standard lists of
headings are prepared:

(a) _ functional heads which may be called basicheads',

(b) _ activity heads which may be called ‘primary heads' as related to each
functional head;

(©) aspector operation heads which may be called "secondary heads’ as
related to activity heads; and

(d) factorheads which may be called ‘tertiary heads' as related to aspects
or operation heads.

(8) Based upon the above lists of heads, a functional e-file index for the various
substantive subjects dealt with by a Department together with an identifying
e-file numbering system is then developed in accordance with Appendix-11,
which explains the essentials of such a system.

(4) For opening e-fles relating to establishment, finance, budget and accounts,
office supplies and services, and other house-keeping jobs common to all
Departments, the standardised functional e-file index including its e-file-

En
2

e.

(a)

ER ans E ha em em I

ger fae A ra th ew ag Saget Ea Hh eas: ar a
e

aa
a arar

Dee
O fe fe Ra ga eme

er Po cer rra pd eae sara re rat
oad fe areas Forge Tel ae (ar RE gra, BEC oT
A, fre Re a A re Ra ara sr) A

0 Rare smart ox seer Pre et ar or om rar Fe Per
rer) ter aoe a wt are Re a ar

Rara A are Ra à gène Fe af à ia A Te
BS fre Réf creer en ame an are Pa & Rat Sr a en a |

coer RE» et fer cath af ge RÉ ét RUE à ort
GR 12) ge aft are a br a |

George sien ste gr: ie + sa we fr A fr age aE
ar afar fe ea are 3 o Rae) er fa, ae atk da Ec
Breer ge um ere sem ao, sek ee da feo
“are ih ata rer as ee or aq rc ain A SR
sé gogo att sre |

al

erh orga ah ees fe Rene at atra
creer tare Tafa (ANTE 19) aT aa: qa fore STEM |

Ran RRA ae em:
(0) aan oe Santa stk wr
(a was fe qe ef at corger ot at othe sie er

SS

{sa}

82.

83.

84.

85.

‘numbering system, issued by the Department of Administrative Reforms and
Public Grievances willbe followed.

Unique e-file Number : In a computer environment, a unique e-file number will also be
‘generated automatically as and when a new e-fle is opened. The e-fles which are
enteredin the system willbe automatically traceable on any ofthe following parameters:

(2) no.ofthe file
(6) — dateofopeningthefile

(6) _ as manycalchwords as possible from outof the subjectofthe file

(4) anyother parameter(s) atthe discretionofthe Department concemed

Instances where e-files need not be opened - Normally, no new e-fles will be
‘opened for dealing with receipts of a purely routine nature (e.g. requests for supply of
unclassified factual information, notices of holidays, miscellaneous circulars) which:

(1) can be disposed of straightaway by noting the reply on the source receipts
and retuming them to the originators; or

(2) areunikely to generate further correspondence and therefore can be placed
in a miscellaneous e-file to be destroyed at the end of the year, or placed in
the folder of circulars, etc; ifitexists on the given subject.

file report-A report on e-files opened during a calendar year will be automatically
generated by the systemin the form of electronic report (Appendix 12).

‘Transfer and renumbering of e-files - Whenever work is transferred from one
Departmentisection to another; the former will promptly transfer all the related
records including current and closed e-files, to the latter. In the case of current e-
files, the endeavour should be to close them at the earliest possible stage and to
open new e-files according to the Department's/section’s own scheme of
classification for dealing with the matter further.

Movementofe-files

(1) As and when a file is electronically sent from one functionary to another
functionary, its movement will be automatically captured by the file tracking
system (Appendix 13).

(2) Thefollowing parameters of movementof he file willbe captured by the system:
(8) _ Date and Time ofopening/creation of file
(b) Date and Time of sending the file from one functionary to another

(©) Details of the sender & receiver

sa
ES)

ge.

aaa - XII
arte weer
after gaia à iaa
reg, pr, qa er (ara a rm
Sea her es) aaa |
MR a

¿rra oe rag A fa en aR
RR a (SRY rs eee a fe ra sre Rx
ol
coat cat ba, Re ess de For, ae ax Rear aa |

spews Par RRE
agian aca? |

cm an er sf, 2005 & sre ds age re Fe Po on a at
Re pese daa aera are er AR we A kas y Pd TA
Be ae Jam waite AÑ, 2005 rar TART a Bs A À er
ameter ot erg me a eer a eq oat ss ar ra at
ase sr od acts ota |

Mana rm aa a ee at
a are fe, FO arr SR ds ree ds ar Pr AN
Agenda Dr ar OEA

(eo) Ra fer cnr ha ante (AN 2 re) gr amer
af a a or Hh eT |

(a) Ara aia naaa rf
ESA

m tano, a, aa ot er ef fr
O, a ace gf 1

AS
AE arar

amarrar
re 2 doh eh ara it

sel
re ree saree epee at ER Rs:

Es}

87.

89,

a.

92.

Category |:

CHAPTER XII
RECORDS MANAGEMENT

Activities involved in records management -

Records management covers the activities conceming creation, recording,
retention, retrieval and disposition (by transferring records to NAI)

Stage of recording: e-files should be recorded after action on the issues
considered thereon has been completed. However, e-files of a purely ephemeral
nature (such as casual leave records or circulars of temporary nature) containing
papers of litte reference or research value may be deleted after one year without
being formally recorded.

Departmental Instructions for Records Management : Each Department may issue
Departmental instructions to regulate the review of records in line with paras 87 and 88,

Voluntary disclosure of the gist of the decisions contained in the e-file in
consonance with the provisions of the RTI Act, 2005: Before the action to record
an e-file is initiated by the dealing hand, he shall necessarily upload the gist of the
important decisions contained in that file, on the website of the
Ministry/DepartmentOffice in order to comply with the provisions of the RTI Act,
2005, ifthis has not been already done.

Procedure for recording: After action on the issue(s) considered on the e-file has
been completed, the dealing hand/nitiating officer, after approval from his
supervisory officer, should close and record the e-file in the manner prescribed
below:

(a)

dicate the appropriate category of record (vide para 92 below) and also
specify the retention period and year of closure on the e-file;

(b) where necessary, revise the title of the e-file so that it describes adequately
the contents atthat stage:

(©) _ extract from the e-file copies of important decisions, documents etc. as are
considered useful for future reference and insert them to the precedent book;

(4) — Areportwillbe generated of the files marked for recording in the format given
in Appendix 14 and put up to Secretary at the end of every calendar year.

Categorization of records:

‘There will only be 2 categories of e-filesi.e. Category! & Il.

his category will contain such e-files which qualify for permanent preservation

for administrative purposes or which are of historical importance such as:

{59}

159)

(0)

@
a
10)

o
@
U
(6)

(9)

(10)

qm

(2)

(13)

EA
FER a a fr AR na, ER
cta, dm, sneer rai 1

q ra oda a forgery, PRA a RE
a, a a, ata ech a |

oa eh oe pr are ger eS
ae, bes eke stk a, eee Pe rar I

‘rae, Pre, ra Pere ch rn da
mamar in a re I
Rar er eee re dr Sr u re 1

ra fers rere A fer da Pr gere q Pret
Bi ere Rater rare fe a re, et gr a Raber ref a ere té
Er) a Reser en a ere Fee |

Rte a ee a sims | rg A aM a eg ae
ERRE, ada? |

ARA ae Logo re cd re as wea re
Ar aaron a
Sa (a) ger a ge RA eee Root ear a
Aa | arth ae ro Rae Na aa aa
amr sheer, ea a ef 1 Parma ef
Bar ag nce Ef qu dam ET oS das mt a TC
ARRE RR aaa |

AREA ge nor wat gen ae oe a
geet the re sq eT 1

Gia sr eg na ge en a eT at
ge For ea dora eve en fe E I

cs, ms ans ren sr at fra site sets core à he rare Fon
ar rra à a af rare et cen era
MR

{50}

m

e

(3)

4)

(5)

(6)

m

6)

(9)

(10)

(11)

(12)

(13)

e-fles containing evidence of rights or obligations of or against the
government, e.g. tle to property, claims for compensation not subject to a
time limit formal instruments such as awards, schemes, orders, sanctions,

e-fles relating to major policy decisions, including those relating to the
preparation oflegislation.

e-files regarding constitution, functions and working of important
committees, working groups, etc.

exfles providing lasting precedents for important procedures, e.g.
administrative memoranda, historical reports and summaries, legal opinions
on important matters,

e-files concerning rules, regulations, Departmental guides or instructions of
general application.

e-files relating to salient features of organization and staffing of government
Departments and offices.

exfles relating to important litigation or ‘causes celebres" in which the
administration was involved.

e-fles relating to the origin of a Department or agency of government; how it
was organized; howitfunctioned; and (defunct) how and why itwas dissolved.

Data about what the Department/agency accomplished. (Samples by way of
illustration may be enough; but the need for such samples may be dispensed
with where published annual reports are available).

e-fles relating toa change of policy. Thisis not always easy to recognize, but
watch should be kept for (a) summary for a Minister, (b) the appointment of a
Departmental or inter-Departmental committee or working group, and (c)
note for the Cabinet or a Cabinet Committee. Generally there should be a
‘conscious effort to preserve all such papers, including those reflecting
conflicting points of view. In the case of inter-Departmental committees,
however, itis important that a complete set of papers be kept only by the
Departments mainly concerned - usually the one providing secretaria.

e-files relating to the implementation of a change of policy, including a
‘complete set of instructions to executing agencies etc., and relevant forms.

e-fles relating to a well-known public or international event or cause celebre, or
toother events which gave rise to interest or controversy on the national plane.

e-fles containing direct reference to trends or developments in political,
social, economic or other fields, particularly if they contain unpublished
statistical or financial data covering along period or a wide area

©

(14)

(18)

(16)

(7)

(18)

E08
¿o

RE Pre ere re Re ra ra ae ser vd
ra ange ea |

een erent retrace tn eq fi re |

ra fa re fa ee era em tr RS A ae
OR am rt ee gr ie qe ent sa

aan rn Fran cord à attra creer |

ro fer rm mr
RRE E Ema
“eer ra cater Fr mn RA |

Be ht a shor mca at athe Baal ag TA rm, A
EA ares arret af free at anar fa

¡Ara

EN

(1

@

6)

Addon as cra a Pre sk Anat
AR ada (OR 15) À A AR OA
re wT |

se ea me ee
rsa or qe gr Set ah Per mn
eg baka ac ge or era a om |
GARRAS gate fr treo rar
eo sg er | ar ae ru a
Mama ne st arp Bae aa |

TR me en 20 fer ar ATE
pound me 1 oh og or Petts a va
Ra ae er A gra a em et

Saa far mem 1

{ei}

(14) _ e-files cited in or noted as consulted in connection with, official publications.

(15) e-files relating to the more important aspects of scientific or technical
research and development.

(16) esiles containing matters of local interest of which it is unreasonable to
‘expect that evidence will be available locally, or comprising synopsis of such
information covering the whole country ora wide area.

(17) e-files relating to obsolete activities or investigations, or to abortive scheme
inimportant fields.

(18) Any other specific category of records which, according to the Departmental
instructions issued in consultation with the National Archives, have to be
treated as genuine source of information on any aspect of history-political,
social, economic, ete., or are considered to be of biographical or antiquarian
interest.

Category Il- This category will include e-files of secondary importance and having
reference value for a limited period not exceeding 20 years. In exceptional cases, if the
record is required to be retained beyond 20 years it will be upgraded to Category

93. Precedent Book - Every section will update its precedent book in the Knowledge
Management System of e-Office (Appendix 15) for keeping note of important rulings
and decisions having a precedent value for ready reference.

94. Review of the recorded e-files from the system:

(1) Beginning in January each year, a message through e-Office will be
automatically sent to all the Sections/Desks informing them of the details of
the files which have become due for review in a pre-designed format
(Appendix 16).

(2) A Category 'I e-file so received from the system will be reviewed by the
Section Officer on the expiry of the specified retention period. Justification for
retaining an e-file after review will be recorded on the e-file with the approval
of branch officer/divisional head concerned.

(3) Category ' e-files will be reviewed on attaining the 20th year of their if in
consultation with the National Archives of India. In these reviews, the need
for downgrading the original categorization of Category ‘' may also be
considered. The Category | e-files, after such a review, willbe transferred to
National Archives of India.

161)

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ea gare dr, AR PQ ST
rta area à sires e fore er ra, set fra:

@) crée BR a sega à Ea A
À Re es re a:

(a) RA emer à a fia stk aan ee if se set BT
Ro ot & wide À, a gar sth etes Peer Re rt era
rar à rra Re a er ia REE sega “aor ores wT

Em Prag riche er RACER

RU tar: ake

(a) om eq to gat Ra a side sc RT aR
core ea oh Rafer or a a eh a set Ra à ae eg
Dr rafter ee Roa are rc ee ae
deca RÉ |

maana

ITA GR a are Sia A à art À fre GA A SARA er EM.
Te 1 Rese ert RE dered ore 1

Rotten afterat de

E E a sirens Praia sheet
fren re | a aaa à fr a or à e Eso à
aaa Re orate ge ser ee eur
ol
sl

RAR as o

dream ina rt are a, Ra EN
ARRE] eas a à re eh re arar
af Resa à, sad er tome | ga ede a fera ae Tah
‘Brera gerer À Prete fe am se Rar aran |

fra ae fase naa Pom, AN
ae a des ee al are re sr À Fra ln a ergo rat
ec fen Ra su e ge a fera fra we fra ge
ARA ge Rar mem |

E)

95.

97.

Record Retention Schedule -

To ensure that files etc. are neither prematurely destroyed, nor kept for periods
longer than necessary, every department will:

(8) in respect of records connected with accounts, observe the instructions
contained in Appendix 13to the General Financial Rules;

(b) _ inrespect of records, relating to establishment, personnel and housekeeping
matters common to all departments, follow the ‘Record Retention Schedule’
in Respect of Records Common to All Ministries/departments’, issued by the
Department of Administrative Reforms and Public Grievances

(©) _ inrespect of records prescribed in this Manual, observe the retention periods
specified in Appendix 17; and

(©) in respect of records connected with its substantive functions, issue a
departmental retention schedule prescribing the periods for which files
dealing with specified subjects should be preserved, in consultation with the
National Archives of India.

Custody of records -

Inthe event of transfer of work from one section to another or department or National
Archive of India (NAl) the relevant files will be transferred and a report will be
generated in the form at Appendix 18.

Backup of Digital records:

The archiving of digital records Le. disposed/closed e-fles and correspondences
have tobe taken at regular intervals. Two copies of the archived digital records has
tobe maintained - one with the Data Center / Digital Record Room to be set up as
part of e-Office and the other at the location of Disaster Recovery Site. This will be
responsibilty oFNIC/NAI/ any other agency designated by the Government.

Review and weeding of non-electronic records:

Records not falling within the definition of electronic records, eg. printed
publications, spare copies of circulars, orders, etc. will also be subjected to periodic
reviews at suitable intervals and those no longer needed should be weeded out. In
this regard procedure laid down in CSMOP willl be followed

Records maintained by officers and their personal staff - Each Department may
issue Departmental instructions to regulate the review and weeding out/deleting of
paper records maintained by officers and their personal staff. In this regard
procedure laid down in CSMOP willbe followed.

{52}

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fée aa m fr as sfr Pr 1999 8 a cn
tke ar fr ere RE 20 Fw me étage on 3 in rae Per
fre rer free A ea Te fre frere BH pero TEA

ore id ft Forget ste cette EE ARA ng corgett at ait ay
AREA rd Mara A eet fre fra are gees Risen mem A sfr

HA, 1999 a ee 10 5 sem Rama maana daa

100.

Requisitioning of records -

a)

a

No recorded e-file will be sent from the Departmental or Archival records
except against a requisition in form prescribed under Public Records Act,
1993 (Ministry of Culture) in the case of Archival Records and in the
‘electronic form at Appendix 20 in the case of other records.

Requisitions for e-fles belonging to other Departments and in the custody of
the National Archives will be got endorsed by the Department concerned
before they are sent to the Archives. Records bearing security classification
are not transferred to the Archives, as per Section 10 of the Public Records
Act, 1993.

m.

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da

sera Xil

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roman
wees arcane ar arras rr ca rd ac aa re a Ra à
car ah at gh af ed ag Se ara rare fer lt rae fen
ERBETEN I (oma RP ara ar re a me fis arate SA a eae
hard ara fet ara afer ah arate em uaa à sate à ge ud eur
sf)
a ox ortarg gr A ae oa fs een a ar at aaa
are ere sre, fr des oe wr rem aed 8 aes Bee fee PEt at
ES

rá Re me sede, qa on re eo rem a
aaa fee Reagan fr fa
ea ra rer qe, ooo a (heh
E SIS
er rear agraria dd
Pres Pan ra 1 er fer ee en ra Ra qe
RE ee sre a er gr fer ae 1

iaa amarrar rer ft mc |
Rara

E ES
ama aa sik ad ar fort ara mitre a sa fürn A ar
a Rf 3 far fare Ra dae, So ame |

AR e) 5 ae mea ef té, Re rer ag ra
area ah core à fore met Foret gr fra, rra
a, ox afro rare gen sera for re à sas añ rr or PI
Rara!

A en reel are] $-crgttionaretiantgna sera area SpA
Ea ga a ña Pret ara Aa far sre |

=

101.

102.

103.

CHAPTER XII

SECURITY OF OFFICIAL
INFORMATION AND DOCUMENTS

‘Communication of official information -

Every Government Servant shall, in performance of his duties in good faith,
communicate to a member of public or any organization full and accurate
information, which can be disclosed under the Right to Information Act. (Nothing
stated above shall be construed as permitting communication of classified
information in an unauthorized manner or for improper gains to a Government
‘Servantor others).

‘Treatmentof classified papers -

A decision with regard to whether the classified receipts/fles will move in the e-
Office application will be left to the discretion of the Department provided they adopt
the necessary security guidelines and the procedure could be as under

a

a

In handling classified records, the official concerned will have to exercise
special care and follow the provisions under “Departmental Security
Instructions issued by the Ministry of Home Affairs. Since, according to these
instructions, classified papers (other than confidential) are expected to be
handled either by officers themselves or in sections designated as "secret or
“top secret, itis essential that in sections not so designated, the recording of
e-fles and their review s also undertaken by Section Officer, keeping in view
the provision under the Departmental Security Instructions.

Every classified e-file willbe reviewed once infive years for dectassification.

Confidential character of notes/ e-files -

Lu)

e

The notes portion of an e-file referred by a Department to another will be
treated as confidential and will not be referred to any authority outside the
secretariat and attached offices without the general or specific consent of the
Department to which the e-file belongs.

Where the general consent has been obtained under sub-para (1) above,
such consent will, however, exclude classified e-files or the e-files in which
the officer to whom the e-file is supposed to be referred or shown, is
personally affected, or in which his official conductis under consideration.

User Access: The Access to recorded e-files/current e-files/semi-current e-fles/receipts/
any other record of classified or unclassified nature will be regulated by the Departmental

instructions.

15)

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meth

a, as o RR er ge SA rere a ARA
‘Seah ax wade | ale ag ara RNA and Ber ae, AAT EET
et à ore Yon rem era Der A oat a PT afta a sega aT |

‘sem oh er cone AA ar eee wera ee art a rer for
RRA RR RRA, sabes sera Fr a RON PT À, a
RRE age sf à et ref ae | seer AT ft
a fer & sage strana à rs ar ie aR ds fore at per whet
tm |

e vider qu site sra gr Free Rega RA ar
‘mers Roar em

SS

RO dae err asa ew er a en ama
sre eer se sem rea re ere or ee at
am ı ra, me a en ert ae a ae ER
area after da err re a a sere, dr A et
TT a a HAT OH aH a!

Eran (gat starts or sh ented) rn “Mata ra SF
= fe ree ees sa oe sre se ere str RR ot
¡aia sera Hat & ra BX SAT |

104.

405.

Communication of information to the press -

a)

(2)

@)

@)

Official information to the press and other news media, i.e. radio and
television, will normally be communicated through the Press Information
Bureau.

Only Ministers, Secretaries and other officers specially authorised in this
behalf may give information or be accessible to the representatives of the
press. Any other official, if approached by a representative of the press, will
direct him to the Press Information Bureau or will seek the permission of the
‘Secretary of the Department before meeting the press.

Whenever itis proposed to release official information to the press, or to hold
a press conference or press briefing, or to give publicity to an offical report,
resolution or any other publication, the Department concerned will consult
the accredited information officer in advance. The accredited information
officer will meet the authorised officials of the Department from time to time
and collect information worthy of publicity

Detailed procedure in respect of matters mentioned in this para, as laid down
by the Ministry of Information and Broadcasting, should be followed.

Use of restrictive classification for printed reports eto. -

a

(2)

The restrictive classification "For official use only’ will not be assigned to any
printed report, pamphlet or compilation unless it contains information which it
would not be desirable in the public interest to disclose. In doubtful cases, the
testthat may be usefully applied is whether the publication, whose circulation
is proposed tobe restricted to official use only, is such that the Minister would
be justified in refusing to lay itbefore the Parliament.

No official publication (including in electronic form) will be marked “For
official use only’ except with the prior approval of the branch officer, who will
obtain the orders of the Secretary or Ministerin doubtful cases.

sera XIV
fava dar da

10. a

107.

‘rete a ere ne fe frere rc Pre re Ra st
aa me | ara Pre ge a Pr et
‘ste Rte sr me eee Pere a er rt
rca Arras
men gr ee a at rara
MOSES ie tre ro Ré AR a ré at E

mr frere Par

(5)

(a)

Lu)

Marica ma
BR ges réa rar
Bae at ee Panoramas à are rate à rare à ar eres
ares retrace Pre fe grrr
Baer oh wi eer a

atar (att ame em) rra
mus, TH BA, ara, Paro, far, do ar DIE sa Sega OKs TT
E ENE
EEE Eo” mana | ge TOR gr
Ber wert we site me Set AA (sree RARO, ee, dera, de Fea)
Ma & 1

Sate sue a a, A ie een da ar ee à
er re rat rer a om eme rr ee rar
mata, qua À ere re a da
aaa enana, me ra
fa a ça à fra ah a a me or
Bel er ga ee à, Sear Te re hr ee aR ane ed
fe fr, af, ets rrr er saree er eh” ue à

155)

CHAPTER XIV
CHECKS ON DELAYS

106. Time limits- Time Limits will be fixed for disposal of as many types of cases as
possible handled in the Department through Departmental instructions. As a
general rule, no official shall keep a case pending for more than 7 working days
unless higher limits have been prescribed for specific types of cases through
Departmental instructions. Incase of a case remaining with an offical for more than
the stipulated time limit, an explanation for keeping it pending shall be recorded on
the note portion by him. The system of exception reporting will be introduced to
monitor the disposal of receipts.

407.

Handling of Public/Staff Grievances: -

(a)

(0)

©

Grievances are expressions of resentment against specific acts of omission or
commission that are wrong or perceived as wrong, and requiting corrective
action to be taken. In other words, if a grievance is received, it needs to be
redressed. For the present purpose, grievances include complaints by service
recipients against non-delivery of services as expected by service recipients,
butdonotinclude requests fr service delivery in the normal course.

Grievance Redress Mechanisms (GRMS) are process systems set up by
organizations to receive, record, investigate, redress, analyze, prevent, or
take any other appropriate action in respect of grievances lodged against
them. GRMs in Central Ministries / Departments include grievances received
by them from the public and clients / service recipients as well as from their
own employees. As such, these include issues related both to service
delivery as wellas to employmentrelated matters (e.g. transfers, promotions,
pensions, pay fixation).

For the purpose of SEVOTTAM compliance, GRMS include systems to
manage grievances received in respect of service delivery issues mainly.
‘Such grievances are generally received from the public, but in some cases
these could also be received from client Departments / employees or retired
employees. For example, Directorate of Estates, Ministry of Urban
Development is responsible for allocation of residential accommodation to
central government officers. This is a service delivery issue and not a service
matter and therefore will be covered under SEVOTTAM compliance by
Department of Personnel & Training, Ministry of Personnel, Public
Grievances 8 Pensions. Similarly, Department of Pensions and Pensioners

155)

eme | hse cer, Roe ra ev er
acer or hehe era ra Pr fa or ac aE |
ae Se gra ae weer ren Sr has ed durer cea PT ada
rue ofr oem |

O marae mar sare fe te ates ae we eT sa
$ Rara?
RAR ad ah rc rere was ft
Arr era or 1 seer ere ar a er HOTTA
Rec fa aa & Por nf ach ea Prac bg eer att sn TÉ
A amer eg gra rad ac et Ten REA
ar she Pr rer sre a, reset à se, sats Pr à Re era
sara Po a if eme a Sra er a fn dl
1 get Ra EX roma a ge ce ra a à
rer gr re an der gig aaa
ae | lo, ame à fre ra af er gt or ía
He fe er an referme ere ara! dr
eo à aber mes eo rar Reno er aT sc ge ee
ra rar teen fre (frame ere) à | re 2007 TT
cr rare Fami à fa rare sf, Fran gare ke
fa à fee ge arene me (Ge) | ATR A ga fe à
ww. pgporta. ni. in ae eh rene fa mx ere sa ere
Br ra at fe fre vr as een sr fr om à | Re
sep oe sed rer Rarer Fates ar art à |e era Fates
Pre ar fee ras, Free fa
AMARGA aie met ah RA BH er a ea à | ae Reet
afr Aa ar er ar Pe resect A a aren | Te
rec 0 serment le srt ser eher Hat Faro er à |
ASE dar ft qi |
Ara at recent rare AR E

1) AREAS er ser gra ta ds Mora a Prat
Sida gs cen aan

‘ahs Prota& a a

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(a)

0)

Welfare (DoPPW), also a Department under Ministry of Personnel, Public
Grievances & Pensions, is responsible for issuing clarifications regarding
interpretation of pension rules. This is an also service delivery issue and will
be covered under SEVOTTAM compliance by DoPPW.

In practice, GRMs in Government of India Ministries / Departments have been
partly functional. The practice has been to maintain registers for complaints
where all written complaints received are entered. Thereafter photocopies are
made and a copy of the complaints forwarded to the Head of Department or
division to which pertains. There itis marked down the hierarchy tilt reaches
the dealing hand who needs to investigate and either take corrective action for
redress or to otherwise resolve it if no corrective action is required. The
maintenance of such registers is decentralized, and practices of issuing
‘acknowledgements to complainants, classification of complaints, setting time
noms for their disposal, and tracking them through to final resolution are not
uniform. With the availabilty of computerized systems, it has become possible
to maintain such systems centrally so that grievances can be managed with
some uniformity even across large, decentralized organizations. More
importantly, ithas become possible for the citizens / clients to lodge grievances,
from the comfort of their homes or offices without having to visit any office
‘specially for lodging a grievance. One such system extensively being used in
the Central Government Ministries / Departments is the Centralized Public
Grievance Redress and Monitoring System (CPGRAMS). Its 2007 version is
an intemet based tool for lodging, forwarding for redress, and monitoring
grievances relating to Ministries / Departments / Organizations of Government
of India. The citizens can lodge their grievances from any intemet facility on
www pgportalnic.in Postal grievances received from citizens can also be
‘scanned and uploaded on the System for ease of processing. The System can
be accessed by the Director of Grievances in each Ministry / Department. It
provides facilty to the Director of Grievances to classify the grievances, forward
them to subordinate offices, monitor the process of redress, and to
‘communicate with citizens. It also facilitates analysis of grievances for
identifying grievance prone areas. The System is already functional in 89
Ministries / Departments / Organizations and their subordinate offices. An
improved version of CPGRAMS is likely to be made functional shortly. The
essential features of CPGRAMS are as under

All officers of the level of Deputy Secretary and above will redress public
grievances pertaining to the divisions under their charge. They will view
public grievances with sympathy and make special efforts to decide on such
cases expeditiously.

©

e

a

4)

o

(6)

m

(0)

®

RRE ERA Ba wr ara Prova At rer wre à fare
Ms Rara Parco aa ents ax |

ge afta ar sat se ea rats iron gr ra
Hee Re a te | afters Ran ef
portent an ao

ar esca Pre 3 cr a en ara ag IA
Arar Per ara, va, df que oT ree fra
cam ct eh ats a ae Bara RS |

were Hee quar at ag sh dow ra Pères fee
SR ea ee Br iret a ra a Rese ra the rh eres qa
wer Re wees eae APA (10.00 à 1.00 a) à ra or aa
Area |

ARE, a Pet stk arr at das rt Raw & a fra Pr fee
AECA REA qe re Re Re E

wes ae frere de (ere ere) ar ET er ef fr et get rar
Para | gr fat enfer fe arr Par secret a
id

Ra RARA Ra af fen a an
AS fra 7% ere romeo ia es a à A ere
SR da à apps eare E darge À Protas à ae |

(5) ara 15 Re rt met Ear aaa
AEREO a ací US Ia
ESSE

(ea) Fa Perera sar arch fr Ra ra rr era da
SS

a e
MR A e Ra, aña ra GRA A

Fran A ae 1

{55}

e

(8)

4)

(5)

(6)

m

(8)

e)

Each Ministry/ Department Public Sector Undertaking! Autonomous Body of
the government will set up Internal Grievance Redress Machinery for public
aswellasstaff

Asenior officer of the level of Joint Secretary or above should be designated as
Joint Secretary/ Director of Public Grievances. An officer ofthe level of Deputy
‘Secretary/Director should be designated as the Staff Grievance Officer.

The name, designation, room number, telephone number, etc., of the
Director of Grievances should be displayed prominently at the Reception
office and some other convenient place in the office building of
Ministry/Department/ Public Sector Undertaking/ Autonomous Body, so that
members of the public are made fully aware oft

Every Wednesday of the week should be observed strictly as a meeting-less
day. The Director of Grievances and other officers of the level of Deputy
Secretary and above should remain in their offices during specified hours (10
‘a.m. to 1 p.m.) on every Wednesday to receive and carefully hear grievances
ofthe members of the public.

The receptionists, security personnel and peons will be given suitable
instructions about the meeting-less day so as to allow the members of the
public to meetofficers on that day without prior appointment.

Allocked complaint box will be placed at the Reception office for convenient
registration of complaints by members of the public which must be opened by
the designated officer at regular intervals.

In the interest of expeditious disposal of grievances, the Director of
Grievances will be empowered to call for papers/ documents of cases
pending for more than three months and take decisions with the approval of
the Secretary of the Ministry/Department or Head of the Public Sector
Undertaking/ Autonomous Body.

(a) Each grievance petition will be acknowledged within 15 days. Even if no
action is warranted on a petition, a reply intimating the stand of the
organization must be sent othe petitioner.

(0) Time limits will be fixed for disposal of various types of publicistaff
grievances which are handled in the Department with due regard to the
minimum time needed for each type, through Departmental instructions. (c)
While sending replies communicating final rejection ofa grievance petition,
the reasons or the rule(s) under which it has been rejected will be
communicated to the petitioner along with details of the Appellate Authority
wherever applicable.

ET

(10)

(m

(2

(13)

(14)

(5

ren Freese a este ge sera a
fs ae af reset Fete par nn eee ats Rr oa
Bre ar | ere Re ca rr le sees Gee Hk a Reet
fama era ec à |

Afro aa Pore à a frere ea re far
ld]

wer thas rer Ptr eer ch aia re Par re ge
(het re cn or Pen mem ere rare à
Bear a res Gere sea a vor Ro Ara a
Pa

dan aras Ene ana
sl

a ds a, en à ra ft ne a a a
RE Reena Perera RR mn
NR e en em gg ff
Aca Aa rer me 1 rare mc
the eh Pre er ré Pram a re ft me ae
ra rar ge seth |

Ce Re oh are an a cf Poe a er ee mem
ea Gee ar à RS |

Re a Read, a Rr if Per me a ee |

106. arenes aa faut

2.

ES
ma a Ría ft ew Rete RRE
19% Rome orf à da aa |

CRC CT CCE TS

(a) sel sa am ar sg en sr dm:

{55}

108.

(10)

(0)

(12)

(13)

(14)

(15)

Ministries/Departments will analyze grievances received by them with a view
to identifying the major grievance-prone areas and devising corrective
measures so as to reduce the scope of recurrence of grievances. Assistance
ofthe Department of Administrative Reforms & Public Grievances may be
obtainedto study these areas forimprovement.

Publicity will be given about the grievance redress machinery in the
Ministries/Departments/ Public Sector Undertakings! Autonomous Bodies.

‘The feedback mechanism and the monitoring system for grievance redress
willbe strengthened, in view of the time limits fixed as per sub para 9 above.
Ministries/Departments will also ensure timely submission of reports/ returns
‘about the redress of grievances to the Department of Administrative Reforms
and Public Grievances.

The machinery and work relating to public grievances and the statistics
relating to receiptdisposal of public grievances shall form a part of the
AnnualAction Plan and the Annual Administrative Report of the
Ministry/Department.

(a) All public grievances received directly or through MPSIVIPS
President Secretarial Directorate of Public Grievances (Cabinet
Secretarial/Department of ARBPGIe-mail elo. will be registered and
processed in the computerized Public Grievance Redress and Monitoring
‘System (CPGRAMS). Action to acknowledge and dispose ofthe grievances
according to time norms fixed willbe taken. Acknowledgement will contain
registration number of the grievance for reference. (b) The progress and
final disposal of the grievance will be indicated in PGRAMS so that the
petitioner can access the information through Internet.

The record of grievances will be retained in the computer for one year after
the date of final disposal of the grievances.

Weekly arrear statement-

a

(2)

On the first working day of every succeeding week, each Section officer will
generate a report pertaining to particulars of receipts/cases pending with
each dealing hand and also with himself for more than 7 days in the form at
Appendix 19.

The Section Officer wil
(a) scrutinizethe statement of receipts/cases

(b) give his remarks or instructions, where necessary; and

{53}

em ee sifted ar sega RN

agan cde ter ara à gr
FRA antes à ge ae rawr eh eg eT |

ec sr ae Pre er 1
Saa

(1) Sede segura ar Het rodar a rn fes era à fn os
rete er at Ref fa a Rea rem |

aaa

(a aaa Rad RRre-20) dar tm stk Raw em
228 enfer oe me sets ard in Rae |

o a, oF
‘Bole tee a Ra ag da tie dan SUTIN FS TAT FR TST

© datar
(a) ere wet ay wien ah fafa Ht sta aa:

(ea) aaa ew ke
ge 10 Re 2) fe ee er 1

m spade ict rater quan ate
CELLES
(0 era tree ate eme ar Ro à em +

(a Asarco Peur er a amer Ro alka PR
aR te fre fe e ST à Te

Im afew ane seen rea orge atm Ré rea ag aT

(6) sear tore ere ser cs oa ref eT A
Rasa Ama | Fa a rc ae

(a Fakt mac at aren Rafa & ak COSA:

a eget re Per fe Pate sera ge à I

{70}

109.

(3)

“

(c) submitthe statements to the Branch Offic

The Branch Officer will watch the progress of work in the section and, where
necessary, give suitable directions for expeditious handling of delayed
receipts/cases.

Onreceiptbackinthe section action will be taken as per directions.

Monthly statement of cases pending over a month-

m

(2)

(8)

(4)

(5)

Every section will prepare, each month, a statement indicating briefly the
position of each case pending disposal for over a month.

Onthe last working day of each month, the dealing hand will:

(a) generate the reports (Appendix 20) of pending cases for the
preceding month and indicate the latest position of each case included
in column 2 ofthe statement.

(b) prepare fresh case sheets for cases opened during the preceding
month but not yet finally disposed of, by completing columns 1 and 2 of
the form and placed on top; and

The dealing hand will
(2) scrutinize entries in the frsttwo columns of the case sheets;

(b) update case sheets of cases that have been finally disposed of or
transferred to call book (para 110 and Appendix 21)

(©) complete column 3 of other case sheets; and
the Section Officer will
(a) scrutinizethe case sheets and, where necessary, add his remarks;

(6) submitthe monthly statement and one copy of the numerical abstract,
with a. brief forwarding note, to the Branch Officer by the Sth of the
‘month; and

(©) For the above reports, access will be available to the designated
section involved for Internal Work Study work.

Unless otherwise provided in the Departmental instructions, the monthly
statement together with the numerical abstract will go up to the Joint
Secretary. Each of these officers may:

(@) addsuchremarksashewouldlketo make aboutlatest position ofa case;

(0) _ in suitable cases give directions or make suggestions for expeditious
disposal

{70}

(6) ¡gan aera enfers Ro fer a Am AA a ST
Ford, dar da, andara ra |

(0 SR naar re ai srg Pr a:

(a. RR 5 waa ri ore 22 à Ree me oe à dar ST
SES
ES REE ltrs at saree ere |

10. gs

a)

e

6)

6)

af af esr (some eer ge) eee re fo
EE aaa
Rata a ara
89 eg af fw a re et par sem | Re 21 5
GER

agrandar rr rn AR À
Mori

SR (1) aga eg sar Po me m a RR (9)
TE are eps aa a 14 Ref re fr Ro
Sea Ras |

rere ee ee he akg a eo en Rt
are emer, af er A, ara TE
we BH ar eh BR a bar yO fe Te te a EN
after a ss Peco area Pe me 1 a tee
hearer ee re er gr ve ar daa rer aa a era Fe
sree Ro af ater A ers rer a haere em ae 1

gates es if re ergs whe eh ease
Dr m ren a me st He, Fae Pr ata a eas qe
AME eg ar ra ra, ae, eo aq Se
ren fe reg a aa are à gd 5
eg era re fe en re Pr om er rt
a ere fee re Pr ve |

a

110.

©)

m

‘The Joint Secretary may bring any case included in the monthly statement to
the specific notice of higher officers or Minister, either through submission of
the monthly statementitself or otherwise, as deemed fit.

The designated section for Internal Work Study work will:

(a) — generate the consolidated figures in the numerical abstract, i
format Appendix 22;

(b) analyse the trend of disposal of cases; and

(©) bring tothe notice ofthe O&M officer and the Secretary any significant rend.

Call Book-

9)

@

@)

(4)

(5)

If current case has reached a stage when no action can orneed be taken for at
least 6 months (e.g. Cases held up in law courts), it willbe marked for inclusion
in the Call Book with the approval of an officer not below the level of Branch
Officer Divisional Head. Areport will also be generated as perAppendix21

Closed cases in which a review is contemplated after a period of 6 months or
more may also be marked for inclusion in the call book.

Cases transferred to call book vide sub-para (1) above, will be excluded from
the monthly statement of pending cases mentioned in para.......tilthey are
reopened vide sub-para (4) below,

When a case included in the call book becomes ripe for action or faction has
to be restarted as a sequel to an unexpected development, e.g. receipt of a
‘communication from the party concerned earlier than expected, it will be
revived and its progress watched in the usual way through the monthly
statement of pending cases. The date of commencement of such reopened
cases, however, will be the date of occurrence of the development or that of
the first note leading to the reopening of the case.

The section officer wll scrutinize the call book in the last week of every month
to see that the cases which become ripe for further action during the following
‘month are brought forward and action initiated on due dates. The call book
will be submitted to the Branch Officer/ Divisional Head once in a quarter, ie.
during the months of January, April, July and October. He will satisfy himself
thatno case on which action could have been taken suffers by its inclusion in
the call book and, in suitable cases, give directions for the action to be taken.

7}

1m,

112,

113,

ERRE Ea

a)

e)

6)

Ras oa à ga
ES Per
arora fea A ore a |

SES
(a) aah re sea at ag rg Bt RR RRE 18) 1

ESE re era
sa Asa |

safes see eae arm
(@) Rara
a amarrar ran:

(aaa a a A ste
aa sr à mem

ere wae ds Prat a Pr

U)

e)

sre ag à qe a o sige rafters (at ters O A ara
ce fra a amd eH ce 8 a Safe sg ig afta ds rach tke
gmt Pret à fre siete ee pme et are ao cer À oRAre-27 à Pe me né
es Ré dae |

mera ra smart ar frere Pret à areas RRE 29, 30
ste 31 à fae ne ont ara

aaa oat à Pr ox Pert +

Sí ara (FRA 28 3 ré ar Ra
mA

As a a (A e) ri aor sitters rata
HS O a fa

a)

OS gaa afar (afk Pees ar he A SAR A à oT
ad) or Pratt ur aRRre 29,30 site 31 À fee me aaa
AR RA aaa e oa at ar arta

2

an.

112.

13.

114,

Monthly progress reports of recording and review of files -

(1) On the first working day of each month, the record clerk will generate
progress reports on the recording and review of files for the preceding
month, in the forms at Appendices 23 and 24 and submit them, together with
the following records, to the section officer:

(a) report for watching the progress of recording (Appendix 14); and
(b) reportoffiles received for review (Appendix 18).

(2) Thesection officer willforward one copy ofthe report to the branch officer
and send the other to the designated unit looking after Internal Work Study.

(3) The designated section for Internal Work Study wil:

(a) generate the consolidated statement for the Department as a whole in
the form at Appendices 25 and 26;

(6) _ watch the progress of recording and review work generally; and

(©) bring to the notice of the designated O&M officer and the Secretary,
any significant trends in the matter.

Watch on disposal of communications received from Members of Parliament +

(1) On the first working day of each month, the personal section of each Joint
Secretary/Director (if the Director submits cases direct to
Secretary/Additional Secretary) will generate a report of communications
received from Members of Parliament in the form given in Appendix 27 for
the viewing of Joint Secretary and further directions.

(2) Ministries/Departments may, through Departmental instructions, include
additional columns in the forms at Appendix-29, 30 & 31 to suitlocalneeds.

Watch on disposal of communications received from VIPs-

A special watch on communications received from VIPs (illustrative list at
‚Appendix -28) will be kept along the lines mentioned in para 112.

Monitoring of Court/CAT cases and implementation of Court/CAT Orders:

(1) The Personal section of each Joint Secretary/Director (ifthe Director submits
cases direct to Secretary/Additional Secretary) will generate a separate
report of CourUCAT Cases from the date of filing the petition/application in

2

115,

116,

HA

ere fern à ct ft re Ré ter at |
O er Rec eget re Pt Per mr |
¡A ser, 205 à sia se sm

re fe fa, dns ar gen fe
fr, 205 air re se eT a GAT eo qe ia, a
fe fer ar a mem |

SA

O Ra arm ge cr a, de, arma,
hat, ea reser Ree et car re et ew ee
sere RE aff se Fe woe a
Sas 6 ar mr ere we stem Ré tae
tete rare fa

© ma
eo) ee à am fret dina

a fe fs are sr ans area a aT eA:

SS
war aera ah Nada

O ER
AEREO naaa
EEN aa ae

free.

(1) RAPERO Ra, dar A MR mé, wee
ada aera Ta rt e q ROS A ere eh seas Ro à fre
tke Geet RRA Re Ro fee eat met | eet arate

3}

115.

116.

117.

(2)

CourtiCATin the formats givenin Appendices 29, 30 and 31.

Aspecial watch will be kept along the lines mentioned in para 112.

Applications received under Right to Information Act, 2005

‘The applications received under Right to Information Act, 2005 (RTI) will be dealt
with and monitored by the Assistants Public Information Officer, Public Information
Officer, Central Public Information Officer and Appellate Authority as per the relevant
provisions contained in the RTIAct, 2005.

Report of Parliamentary Assurances-

m

(2)

3)

Each section in a Department will generate a report in the form at Appendix -
32 of Assurances given by a Minister to either House of Parliament, whether
in replies to questions or in the course of discussions on Bills, Resolutions,
calling Attention Notices, Motions etc. The entries in column no. 5, 6 and 8 will
be filled-in by the dealing hand before the report is generated. A separate
report will be generated for each House and entries therein will be session-
wise.

The Section Officer wil
(8) scrutinize the reports onceaweek;
(b) ensure thatnecessary follow-up action isin factbeing taken; and

(©) the branch officer will view the report every fortnight if the
House concemed isin session and once a month otherwise.

The branch officer will keep the higher officers and the Minister informed of
the progress made in the implementation of assurances given by him in
Parliament. Cases, in which there is likely to be any delay in the
implementation of a promise or an undertaking, should be particularly
broughtto their notice well in advance.

Check-list of periodical reports-

m

To ensure timely receipt, preparation and despatch of periodical reports,
each section will generate two checklists, one for incoming reports and the
‘other for outgoing reports, in the forms at Appendices 33 and 34 respectively.
Al periodical reports willbe listed in column 2 of the appropriate check-iist in
the order of their frequency, weekly reports being entered first, fortnightly
reports next, and so on.

=

118,

118.

120.

e)

o]

nr 1 ra a
sea ser er re ae ere Ré ef, mE
arc, mas Rok set ae ta

aa fai argu fra ot AGR at aa wee af à
orator at snot wen dar Fe Gere RA Ro at Se |

i ire ee wa ar fa erent atk Far ar ge TE
An sr a hr a rc on a Pt 1 aes RÉ
re rere After Re re are re er paa fera à fra AR
Bonet |

as RARA ere -

0)

e

@

ea cu rare ras Ro ere oh gr
agra oe fe ane a me +

areas Re ere me a:
Stanger en à ses eer ae oad rra GF Aa TTT
wei ive a ard Pe er oh ere ks a eT de
aaa rana ARE CT
Beard |

whan & aurait Rd af na, 7 hen aw aah ord
Srs aaa a

ses ae ae fe coed & reas ag Fr argu ra Ré
Aa ent tk am era ide ee RRR 35 tr 6 Sage.
0 ikea eras ere th hs reer rs oe Aa I

ES

a)

e

a Pr af are eran er a re has a RNA
amr sarc gar: gg E 1

Al

‘des aftrord o ía +

‘theme 106 À 115 & sade Sew gah Ht are ox Hong att 1

pay

18.

19.

120.

e
@)

‘The check-lists willbe prepared at the commencement of each year.

‘The section officer will go through the checklists once a week to plan action
on items requiring attention during the following week or so. After a periodical
report has been received or despatched the relevant entry in the date column
ofthe appropriate check-list willbe made.

Review of periodical reports/returns-

m

@

@)

All periodical reports and returns relating to each section will be reviewed at
the level of Joint Secretary or above every three years with the following
objectives;

= toeliminate those thatare unnecessary;
= toredesign those that do not provide information/data in usable form;

= torationalise/simpli the essential ones by combining two or more of
them ifpossible; and

- to revise the frequency in relation to the need with due regard to
‘constraint of time required for collection of information/data from field
levels.

The results of the review will be reported to the Section designated for
handling work of IWSU by 7th of April of the year in which the review was
done.

The Section designated for handling work of IWSU will consolidate the reports
received from the various sections and send a report covering the
Ministry/Department as a whole, to the Department of Administrative Reforms
‘and Public Grievances by the 30th of April as peritem 6 of Appendix 35,

Responsibility of expeditious disposal of work-

a

@

The primary responsibility for expeditious disposal of work and timely
‘submission of arrear-and-disposal statements rests with the Section Officer.

The branch officer also will keep a close watch on the progress of work in the
sections under his control.

Checks on delays under desk officer system - The provisions of paragraphs 106
10115 willalso govern the desk pattem of functioning,

{7a}

1a,

av
Far

ma a 1 à ra Re ere or
Agar wet fe BA, derer rar fe aq à aa ser tr à
e era es ane Pr ge we fa gt à
ERE

a rr et Re om rogar rra
MES at a ino we gr fer enr Rar SET |

10)

e)

eo

“

(8)

AAA fore zn Parras qu athe as rta A Pe Te Fan
ot after es rer flan om er à, arq aa A
aa gere Reser arc ere rare à arte eg ate sete et aaa
or tata om an Pritam ae atta REE & meat à at st Pte
RIT RATS YOR oq q I ga Tears Se Re 97 à 1 mé
Sra aot ren far TE |

ates an ora AER À fer 35 se ar nr A
Ra me | ge rat o RR a a ara |

RAR) site (2) AR ge Ra, remet em gsm REG à
Rew ae cf ge teur a E a SR Fer ee ET
gfe rer à an ra me |

Re ar seers Pre feras Ro (area ae) a
rc Rete dar ae er ref frs ar y
Re rm 2 ter gr a |

sre grt ahs reser ra eee re er, eT, Rae
Frac, ra te a a on or em fe sr ae,
a nr ta se sk |

Pr si aes evra et, aa fera Be E sera à SA à
wae safe rer Reser sre ah Peter Rose a serre à wre gr
Ana

{75}

121.

122.

CHAPTER XV
INSPECTIONS

Purpose and periodicity- Inspections are not investigations. They are to find
facts/state of affairs and improve functioning, to help introspection rather than find
faults! lapses for punitive action. With the abolition of the IWSU/O&M Units in
various Ministries/Departments the work of inspection activity could be given to
Sections like General Administration or Coordination or any other Unit/Section
designated for the purpose, (DSIWS). The branch officer heading this Uni/Section
willbe designated as the O&M Officer of that particular Ministry/Department.

a)

@

(3)

4

(5)

Each Section/Desk in the Department will be inspected once a year to
ascertain the extent to which the provisions of this manual and the
instructions issued thereunder are being followed. Each Department will also
inspect once a year all attached and subordinate offices under their
administrative control through their designated senior officers who will give
them useful tips on the spot forimprovement. Questionnaires at Appendices
36 and 37 willbe used for this purpose.

‘The Record Room in the Department will be inspected in association with a
representative of the National Archives of India once a year. Questionnaire at
Appendix 38 willbe used for this purpose.

In addition to the information mentioned at sub-paras (1) and (2), the
Administration/Establishment section will generate information in the form
given at Appendix 39 which will be updated monthly and itwill be used as the
Department's tool of Management information System.

‘The designated Section handling IWSU functions will generate a reportin the
form given at Appendix 40 (Executive Summary) every quarter and submit to
the Secretary of the Department to facilitate monitoring of key issues.

Department of Administrative Reforms and Public Grievances will also
undertake a study in two or three Departments each year for sharing ideas
and experiences in the field of Establishment, Administration, Public
Grievances redress, Audit and O&M for mutual benefit

Inspecting authorities - As far as possible, the inspection will be conducted by an
officer of or above the level of Desk Officer/Under Secretary officer who does not
handle any part of the work of the Section/Desk to be inspected.

5}
5

19, Fhemransn-

124,

10)

a

19]

ME a ea & fre a ara fr af a & sperme at ds
¿pta a Po ra ls Petar an ants a A
dara a a er re ere rn A Po A
FOO E |

Aaa rer Peers ene ret
a esate segura ver aa |

srs Rh es ar rere & ee ar ange ra A Rake mt
ame et ee sch Pa re we ch eh fre Pe Perr ao
deh ane ga fora daré

PR

(0)

e

(0)

4)

(5)

(a)
m

aaa art Rete wafers sea Sfr at rege ate rr wet
E is cH ARTE E sto Pa eT

FERRER aang ag erred a er a we
q Ro art ae safran at 15 faa ds sta mega BRA site set
fra amena otk oi de wa fra AA E ma Fa
tke Rate ox a Ran naa

Fra Rós Rohe fare sea SR & sifted A fee, ae
‘ara tar sr ares Pre at sre 1

NEAR RE A era aR aN ah, a ata aan
RRE a Ga atk a Ras PT
2 era à sf eme sm à

agé a nd ra Por fe spam a
rte se me agree afore à a;
Ra nat à ong mé aa :

6}
5

123.

124.

Inspection programme-

a)

e

(3)

The designated Section handling work of WSU will draw up in advance every
year, for the approval of the Secretary, a monthly programme of inspection of
Sections/Desks to be undertaken during the following year, indicating the
names of the inspecting officers and the months in which the inspections.
would be carried out

The programme will also include a few Sections/Desks tobe inspected by the
officer in charge ofthe designated section handling work of |WSU.

At the end of every quarter, the designated Section handling work of IWSU
will submit to the Secretary, a report indicating whether the programme of
inspections for the previous quarter was carried out.

Inspection report

(0)

a

6)

(a)

‘The inspecting officer will submit his report to the higher officer concerned
and mark a copy each to the Divisional Head, the O&M officer and the
Section Officer/Desk functionary concerned.

‘The Section Officer/Desk functionary will take necessary action to rectify the
defects pointed out n the inspection report and submit a compliance report to
his senior officer within fifteen days, endorsing a copy to the Divisional Head
and the O&M officer. The Divisional Head will review the action taken on
inspection report.

‘The higher level, to which the inspection reports and the compliance reports
‘should be submitted, willbe governed by Departmental instructions.

The O8M officer will report the significant points, if any, emerging from the
inspection reports to the Secretary. In addition, he will bring the following to
the notice ofthe Department of Administrative Reforms & Public Grievances
bythe 30th April each year:

(a) number of sections/desks/units inspected during the preceding
financial year,

(6) name of the attached/subordinate offices inspected;

(©) deficiencies noticed in the existing procedures;

6}
5

6

(a) RM ra qa & er ge Gene SR FT
wre at are a

(@) Pasar ar ger enh bet ora ard Sh aa TS ara at |

RR REE a
Ada o Gere st hs Rara a rara aa |
IR

O AER xs Aaa a y
got e quo Pes re ra arg ar for
wore!

(2) fe sep se Po ra
er frere res Pt -

Bra à 124 AÑ AA eran A ga a arr satires:
arranca argamasa rar
t

E

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