Duties
of a Clerk in Government
Whenever, a clerk joined in Government
Departments or Public Sector Entities, he or she usually provided with various
directions not from the appointing authorities but from the colleagues or even
subordinates to appointing authorities and most of them tries to take their
work done from the newly appointed clerk. The clerks are rarely taught about
their primary and secondary functions. In this article, the functions of clerks
are explained in detail:
1. The
Dairy:
(a) Fresh Receipts:
Superintendent
should see that all daily fresh receipts are properly diarised and that the
dairy numbers "are" entered in the transit register with which they
are received from the Circulating Branch. Only important receipts should be
marked to the officer concerned through the circulating branch for action. On
return, the receipts should be marked to the Assistant concerned indicating at
the same time of record is needed for disposal. The officials at the time of
marking fresh receipts to other officials should initial and date the marking.
(b) To obviate delay in taking prompt action on
urgent and important letters:
which are required to be
sent as 'Fresh Receipts', Superintendents should arrange to have a copy of the
letter made after registration (where spare copies have not been received) and
should submit the copy as a 'Fresh Receipt' and take action at once on the
original. The fact that this is being done should always be indicated. -
(c) All communications received from the Government of India (including
those from the Prime Minister and other Ministers of the Union):
other than
those of routine or unimportant character, shall as soon as possible after
receipt, be submitted by the Secretary to the Minister in Charge, for
information. When the Governor or Ministers· or Secretaries are in camp,
Superintendent should be careful to see that such communications received from
the Government of India which have not been sent to camp are put up for their
perusal directly on their return.
2.
Dairy Register:
For
the Registration of papers received each branch maintains a diary in the
following form:
Branch
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Number
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From
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Whom
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Number and date
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Brief subject
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Markings, proceedings numbers etc.
|
|
|
|
|
|
|
|
This diary is a general
chronological register of communications of every description (including d.o.
letters, telegrams and requisitions) received in a branch. Entries in the diary
should be consecutively numbered. Demi-official communications, unofficial
references and telegrams should be entered in the diary in red ink. Agenda
papers relating to Assembly/Council business on which no action is called for
in the branch should not be diarised.
Various kinds of duties of clerks
The clerks
are generally required to work as Diarist / Dispatcher, Record Keeper, Store
Keeper, Care Taker, Cashier, Bill Clerk, dealing hand and any other duties
assigned to him as per his job requirements and as directed by concerned
Officers. The duties in brief are discussed in the succeeding paragraphs.
A. Duties
of Diarist
1. Dairy numbers:
(a)
After stamping the designation of the branch on each communication received in
the branch, the diarist should enter the branch diary number and date within
the stamp space. The stamp should however, be affixed in such a manner that it
does not overlap any matter already written on the paper.
(b) Loose enclosures, e.g. plans, maps, etc,
which should be kept separate but should be made on them enclosures to diary
No………..date……….. So that it may be possible to identify them dearly. Plans and
maps should be placed in a strong cover to avoid their getting torn.
(c) Submission of fresh receipts after
registration immediately all the fresh receipts should be distributed by the
branch diarist in the following manner:
(i) Those marked to branch officials should
be sent to them without delay;
(ii) Those
marked to officers should be divided into two lots, one those received from the
various Ministries of the Government of India and two the rest.
Both of the lots should be
submitted to officers in separate fresh receipt pads. Should the receipts or
any particular receipt not come back from officers forty eight hours, the fact
should be brought to the notice of the Superintendent by the branch diarist.
The Superintendent will then take further action to expedite the return of
fresh receipts from officers for necessary action in the branch.
2. Diary Marking:
On each
occasion when fresh receipts, or cases, pass
through the diarist, he should mark in the diary the person to whom and the
date on which, they have been sent. Immediate and urgent cases should be sent
without delay direct to the officers concerned. In order that the diary should
be an up-to-date record of the movement of the cases, Superintendents and
Assistants are responsible to see that all the cases are passed on from one to
another in the office through the diarist.
3. Transfer of fresh receipts:
When
afresh receipt received in one Branch or office is to be transferred to
another, to avoid delay, the latter branch should first be consulted by the
dealing Assistant before the fresh receipt is actually transferred to another
branch or office which subsequently transfers it back to the original Branch
concerned or it concerns neither of them, the responsibility for the delay thus
caused will be that of the - Branch which originally received it. The
Superintendent or Assistant concerned is in the ·Branch in which the fresh
receipts is originally received should personally take the opinion, it should
be dealt with. If the other Superintendent does not accept the receipt, it
should be brought to the notice of the Branch Officer for decision.
When
a diarised receipt is transferred from one Branch to another, the Diarist of
the transferring Branch should obtain an acknowledgement in the form below from
the receiving Branch Diarist. The former should then enter the new diary number
against the original entry in the marking column of his diary. The Diarist of
the receiving branch should similarly note the transferred diary number under
his Branch diary number in order to show him that as the receipt is also
entered in another diary, he must mark off the file numbers in both diaries
after the case is recorded. The diarist in whose branch the case is responsible
for completing such entries in the diaries concerned. He must on no account
camp this duty by leaving the marking off to another diarists to do.
Receipt bearing ___________ Branch
No. _____________of 19 _____________ is transferred to Branch. Please note below your branch diary number given
to this receipt.
Transferring
Diarist
Received
Entered as No. ____________ in _____________ Branch diary 19___.
Receiving Diarist
4. Counter marking of a number of fresh receipts
in a single case:
When there are a 'number of fresh
receipts in a single case, the earlier receipts should be countermarked with
the last one and all diary marking should be made against the most recent
Branch number.
5. Transferring of receipts belonging to outside
departments:
Fresh receipts transferred to the offices outside
the Civil Secretariat to be dealt with by them in the first instance should be
entered in the Branch Diary and then marked on as transferred. This entry
should be made in ink and should have the date added to it. The same practice
should, so far as possible, be observed in regard to confidential letters.
6. Miscellaneous duties of
diarist: The diarists’ other duties are:
(a)
to prepare
the challan (in duplicate) in un-official references, and, when the files are
returned, to check the papers and also to prepare challans of cases sent out of
the Secretariat to camp, etc.;
(b)
to write out
telegrams for issue;
(c)
to retain the
spare printed copies of letters till a case is disposed off;
(d)
to enter in
red ink of the diary the proceedings and files numbers of recorded cases;
(e)
to put up
reminder cases in un-official references on dates fixed for the issue of
reminders;
(f)
to prepare
weekly arrears report and check list;
(g)
to prepare a
fortnightly list of Government of India letters needing replies; and
(h)
to prepare challan of cases sent to other Branches.
7. Allocation of Receipts:
Once a receipt is finally allocated to a branch, the branch concerned
should accept it and dispose it off. If for some good reasons the branch
concerned feels that final allocation requires re-consideration, it should
refer the case to the Branch Officer for orders but only after it has disposed
off the case.
Duties of Record Keepers:
1. (a) Referencing fresh receipts:
All
fresh receipts should after from officers, be sent through the Assistant
concerned and the diarist to the branch record keepers to put up and to
complete their referencing.
(b) Papers to be put up:
The
reference clerk should, in addition to paging the receipt in pencil, and
attaching a P.U.C. flag, carefully read through the letter and its enclosures
(if any), and with the help of the diary, indexes and note books, trace and put
up any connected records, precedents, policy papers and rules which are
relevant to the question under discussion, or are likely to be required for the
disposal of the case. Where no clue is given in the letter to any previous
correspondence, or the reference clerk experiences difficulty in completing the
file, the Assistant concerned must guide and direct the reference clerk as to
the nature of the precedents or papers needed for its disposal. When special
difficulties arise in tracing papers, assistance of the Superintendent Records
may be obtained, where such system exists. Reference put ·up
should be restricted to those actually required in dealing with the case.
(c) When a single reference is quoted in a fresh
receipt, and that reference is in a file put up with another case:
A
copy of the required paper should be made and the fresh receipt submitted with
it to avoid delay. No Assistant should return a case to the Record keeper to
keep pending until the connected references are available without the specific
orders of the Superintendent. In urgent cases, the Superintendent should take
orders of the concerned officer and he should do the same in ordinary cases if
the references needed do not become available within, say, a week of receipt of
the communication. Such cases should always be shown in the arrears lists, and
it should be noted whether the case is pending under the orders of an officer.
(d) Flags and quotation of references:
Any
paper to which the specific reference is made in the receipt, or its
enclosures, or to which it is desired to draw attention in connection with any
passage or proposal, should be marked with a single slip (called a 'flag').
Reference to such papers shall be made by citing the flag and the page number
of notes or correspondence marked by it (e .g. 'A/2cor.' Or
'7-12 notes', meaning page 2 of the correspondence in the file collection of
papers marked 'A', etc.) Such reference shall be made in pencil and on the
margin of the paper under consideration or enclosure or note, and shall, on no
account, be used on one file or collection of papers and care should be taken
to see that there are not two flags of the same letter on a case. Ordinarily,
officers use flag 'P' to 'Z', inclusive and the office the rest.
2. Letters received not to be written on -
Beyond the quotation of references no notes should be written in ink or letters
under submission to the concerned officer.
3. Books in officers' libraries not to be put up
with case -
Books etc. copies of which are in the libraries
of officers should not be put with the cases. In other cases extracts from
especially bulky books may be added to and kept with the case.
4. Opening of fresh files and separation of
subjects -
Each file should so far as possible be
confirmed to a single. subject and new files should be freely opened. When a
letter relates to a subject dealt within two or more existing files, copies of
the letter, or extracts from it, should be separately registered and submitted
with each file.
5. Flying cover -
All
un-recorded papers which are to be put with a fresh receipt, should be arranged
in chronological order, paged and placed in a 'Flying cover'.
6. Use of spare printed copies -
Where a paper which has been printed is required for information or reference,
a printed copy, and not the original, should, in the absence of orders to the
contrary, be submitted and when a listed printed file is not available
immediately, the relevant collection copies of proceedings should be put up
instead to prevent delay.
7. Report of inability to trace a specific
reference -
When a reference clerk is unable to trace a
quoted reference either in the indices or in the branch diaries, he should at
once report the matter through the Assistant concerned to the Branch
Superintendent/Section Officer/Head of the Branch, who should seek personal
assistance of the Superintendent Records where this system exists. In all such
cases the cause of the difficulty in tracing the reference
should be noted so that any fault In the system can be remedied as soon as
possible.
Every
case concerning the non receipt of a communication from the Government of India
or another State or any other Office under the Haryana government addressed to
an officer in the Civil Secretariat, must -be reported to the Under Secretary
before the issue 0f letter asking for a duplicate copy.
All
other likely branches should be consulted before a report is made that no
papers exist on the subject under disposal.
8. Labeling of precedents and rules -
When precedents, rules or analogous cases are put up, each group of papers
should be kept in a bundle by itself and labelled 'Precedents', 'Rules' etc.
9. Small fold papers to be
flattened out -
Papers which have not yet come into the flat system of
record should be opened out by the Reference Clerk before they are put up.
10. Referencing of a printed file -
The reference clerk in referencing a printed file should be careful that
wherever a reference to a previous letter or communication is given, the page
at which that letter will be found is noted against it on the margin. Forward
references should also be noted i.e. when an answer to a Government letter is
received, the letter should be referenced to the answer, e.g.
11. Note Books -
Record Keepers should maintain
note books and enter in them all rulings, orders and precedents. They should
also keep a note of files ordered for notice in annual reports. This note book
is independent of note book required to be maintained in Branch.
12. Period allowed for referencing fresh
receipts:-
(i) Ordinarily, fresh receipts should be put up
with papers within twenty four hours after receipt in the record room. No
receipt may be kept with any reference clerk for over three days. If the papers
cannot be completed within this period, the record keeper, should bring the
matter personally to the notice of the Superintendent/Section Officer/head of
the branch and obtain his instructions. If the Superintendent Section Officer
Head of the Branch is unable to determine that the case can be submitted with
complete references within a week from the date of receipt of the
letter, he should refer the case to the administrative officer of the branch
with an explanation of the reasons of delay. Call for information should be
dealt with in the same manner.
(ii) The responsibility for seeing that no delay
occurs in the submission of fresh receipts and files sent to the Record branch
rests on Superintendent/Section Officers/head of the Branches and Assistants.
They should maintain a personal diary so as to keep a track of important
references received in their branches and keep their concerned officers
informed of the progress made on immediate and important references in their
respective branches from time to time. In order that no important reference is
missed, the Superintendent/Section Officer and Heads of Branches should arrange
that if any such reference is received in their Branches during their absence
on leave or otherwise, "the same should be brought to their notice
immediately on their return.
(iii) When the required previous papers are in
the Issue Branch, the Superintendent/Section Officer/Head of the Branch or Assistant
should decide whether the letter under issue should be withdrawn with a view to
the suspension of the orders already passed. If he is in any doubt the orders
of the officer concerned should be taken.
13. Withdrawal of papers from the recorders -
When papers on which orders have issued but which have not been recorded are
urgently required, they may be withdrawn from the Recorder. The
Assistant withdrawing them will be responsible to see that the proper entry is
made in the diary and that they are returned to the Recorder immediately when
no longer required.
14. Withdrawal of papers in cases with the
Governor etc.
(1) When papers needed in one case are put up in
another case, the officer requiring them will decide whether to wait for a
period not exceeding 15 days, or to refer at once to the officer with whom the
papers are.
(2) Where the papers required are in a case with
the Governor, a Minister or a Secretary, a reference made for the purpose
mentioned above by an Under Secretary should be submitted to the Secretary
under whom the Under Secretary is working. The Secretary to whom the reference
is submitted will, in his discretion either obtain the papers or record an
order that the file in which the papers are needed is to be kept pending for a
period not exceeding a month, and then re submitted.
(3) On receipt of such a reference, when the
papers required are not with the Governor, or a Minister, the officer with whom
the papers are, will send them to the officer asking for them, unless he
expects to be able to dispose of the case concerned within ten days in which
case he shall note that the papers will be shortly available, and shall send
them to the officer making the requisition within ten days. In cases of
manifest urgency the papers required should be sent at once to the officer
asking for them.
15. Reminder Cases:-
(1) Reminder cases are those in which action is
awaited from outside office in which, if such action is not taken by a certain
date, a reminder will issue.
(2) Responsibility for submission of reminder
cases:
Reminder cases in un-official references shall be
kept by the branch diarist and all others by the Record Department. On each
date upon which the reminders are .due, the diarist or the record clerk, as the
case may be, should submit the case to the Superintendent/Section Officer Head
of the Branch or Assistant with a reminder for issue, if a reply has not so far
been received.
(3) Date for Issue of reminders:
The date on
which a reminder should issue will be fixed by the Superintendent/Section
Officer /Head of the Branch or Assistant dealing with the case. Ordinarily, a
reminder should issue a month after the date of issue of the communication.
When officers addressed have to consult Local Bodies or their subordinates, the
first reminder should not issue before six weeks. Subsequent reminders should
issue once a fortnight. This procedure does not apply in cases of Urgent and
Immediate nature where a reminder should issue much earlier, depending on the
urgency of, the case.
(4) In cases of undue delay in answering a
reference or letter:
A routine reminder shall not be issued but the special
attention of the Secretary concerned should be drawn to the case with a view,
to a demi official reminder being sent to the officer concerned.
5) Reminder
to the Government of India and other State Governments etc.:
Order of an
officer should always be taken before a reminder is issued to the Government of
India, or to other state governments, or to a high official not serving under
the Haryana Government. In such cases a reminder in the form of a letter should
be issued and the fair copy should be- signed by the Secretary, Deputy
Secretary, Under Secretary.
(6) Cases in which reminders are unnecessary:
No
reminder should issue in any case not initiated by the Government, unless, in
the course of correspondence, a question has arisen in the answer in which
Government is interested.
(7) Arrears list of reminder cases:
With a view to
ensuring that reminder cases are not being lost sight of but are receiving
adequate attention. Lists of such cases pending over three months should be
prepared by the Branch Diarist and the Record Department once a month, in the
form below, and submitted with any comments which Superintendent/Section
Officer/heads of the Branches may have to make to the Deputy Secretary, Under
Secretary Concerned for scrutiny and orders so as to reach· him by the 7th
of each month.
Dairy No.
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Number and date of reference to be replied to and from whom received
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Subject
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Action
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No. of reminders issued and reasons for delay
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Remarks
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(8) Reminder register:
A
register in the form below should he maintained by the Record Department
in which all cases to which replies are awaited should be entered.
Dairy No.
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Branch No.
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Subject
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To whom
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No. and date of letter
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Remarks
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16.
The Superintendent of Records should, during his inspections of the records of
branches, examine the pending cases and reminder registers and satisfy himself
that the instructions contained in this paragraph are being carefully complied
with by record keeper.
C. Duties of Store-Keeper:
The
Store-Keeper takes charge of the stores and distributes them on indents signed
by the concerned officer or Head of Branches. He is expected to scrutinize
every indent in the light of the instructions issued on the subject and get the
approval of the concerned officer where incurring of any expenditure is
involved, before the stationery is supplied. The monthly indent for the
stationery should reach the store keeper by the 10th of the month and irregular
drawls of stationery during the course· of the month should be avoided, except
in case of unexpected urgency and that too with the approval of concerned
Officer. The Store-keeper is expected to take receipt for all articles supplied
or when moved from one person or branch to another. He is responsible for all
articles entrusted to his charge. He should have the stocks verified annually
under the orders of the concerned officer. He is also responsible for annual
overhauling and repairs of typewriters. He should maintain a regular register
showing the names and designations of the officials to whom a typewriter is
allotted along with the number of the machine.
The Store-Keeper takes
delivery of all Railway Consignment and disposes them of under instructions
from the concerned officer. He stocks printed forms and letter Heads and is
responsible for getting them printed. Rubber stamps and brass seals are got
prepared through him. He is also required to arrange for the preparation and
distribution of liveries to class IV Government employees under the orders of
the concerned officer.
The
Store- Keeper shall also store all articles of sanitation, public health,
electrical goods except air conditioners, voltage stabilizers, water coolers,
room coolers and cycle spare parts. He will issue these articles on demands
received by him and approved by the concerned Officer.
Note- The store-Keeper shall be required
to furnish adequate security.
D. Duties of Care-Taker:
The
Care Taker is responsible to the concerned Officer for the efficient
performance of his duties. He performs the following duties:-
i) Reports to the concerned Officer any trespassing, encroachment or
unauthorized work with in the precincts of the office compound.
ii) Takes charge of all office as furniture, electric fittings, sofas and clocks allotted to rooms • attend to
requisition for the supply and repair of furniture etc., and maintain stock
register of the furniture, Air conditioner, Desert / room coolers, Carpets,
Drugge, Garden accessories, flower pots etc.
(In
charge of branches are responsible for bringing promptly to the notice of
concerned Officer any shortage or loss. It is also their
duty to look the small articles before leaving office.)
iii) Takes charge of and superintends the proper
care of office bicycles and attends to requisition for their repairs etc.
(All office bicycles should be handed over to
the Chowkidar at night
A bicycle parade should be held once a month in the presence of the concerned
Officer)
iv) Supervises the watch and ward and garden
establishment, pays periodical night visits to the Chowkidars and see that they
are performing their duties properly. A register should be maintained for the
purpose and any slackness brought to the notice of the concerned Officer for
disciplinary action.
v) Sees to the functioning of all clocks so that
they give correct time.
vi) Conduct a fire drill once a month, all the class
IV Government servants in the concerned office compound attending for the
purpose. Sees that the fire extinguishers and fire buckets are always ready for
use.
Note - The
Care Taker shall be required to furnish adequate Security.
E. Duties
of Cashier:
i) The cashier is responsible for all
moneys coming into the office and entrusted to his keeping.
ii) The cashier will disburse the salaries and travelling
allowances of the entire Gazetted and non-gazetted establishment and shall
obtain the signatures or thumb impression on the acquaintance rolls of every
officer / official to whom salary or travelling allowance is disbursed. He
will also disburse money payable from contingencies and make such other
payments required under the written order of the disbursing officer. In the
case of salaries and travelling allowances, however, if the actual payee, for
unavoidable reasons, cannot present himself, the payment may be made under the
orders of Drawing and Dispersing Officer ( D.D.O.) to an official duly authorised
in writing by the above payee, on production of a stamped receipt from the
actual payee.
a) maintain a cash book in the
prescribed form in which he will place daily before the D.D.O. for his
signatures;
b) make over to the accounts clerk
all vouchers relating to contingent expenditure and obtain his receipt where
such system is in existence ;
c) keep an up to date account of the
permanent advance;
d) maintain a register for the
attachment of pay and make remittances to the court promptly;
e) cash all cheques and give the
number and date of the cheques on the pay, travelling allowance bills, etc. to
which they relate ;
f) credit money to the Government;
g) obtain remittance transfer
receipts, whenever needed;
h) maintain the receipt and issue of
stamp account properly;
i) To prepare the closing balance
account on the last working day of the each month.
Note – The
cashier shall be required to furnish adequate security.
The
objectives and principles of sound Record Management:
In
order that the Record Management should be effective, records should serve the
following objectives:
I) They
should serve some useful purpose lest they become waste.
II) The
Record should be kept in such a way that they should be capable of being
retrieved quickly.
III) There
should be control on the growth of record at its inception itself.
IV) Records
should neither be prematurely destroyed nor retained for a longer period.
V) Records
must be kept systematically arranged so that there should be no delay in their
location.
VI) There
should be constant weeding and review of the records so that the cost of
maintenance of records is kept to the minimum.
Classification
of Records:
In
order that the Record should be useful, it should be retained only according to
its importance. For this purpose the Government records are classified under
the following categories according to their importance:-
(a) Classification
(i) Class - A
The
files of this classification will be kept for permanent preservation for
administrative purposes. The files of historical importance will also be
classified 'A': The files of this classification will be got printed or
photostat because these contain precious documents and access to it in original
form has o be restricted.
(ii) Class - B
The filed which are also meant
for permanent preservation but do not contain documents/material required to be
preserved in its original form and are not needed for frequent reference by
different parties are to be classified 'B'. The files of this classification
will be kept in original form and are not to be got printed/photostat.
(ii) Class - C
The files of secondary importance
and having reference value for a limited period not exceeding 10 years, are to
be classified 'C'. The retention period for the Class 'C' files is to be
indicated at the time of recording.
(b) Procedure for Recording:
After action on the issue(s)
considered the file has been completed, the dealing hand/initiating officer, in
consultation with his supervisory officer, (Supdt., Section Officer, Head Clerk
as the case may be) should close and record the file in the manner prescribed
below:
(a) state
the fact of completion of action on the file;
(b) indicate the appropriate classification of record and in
the case of Class 'C' also specify the retention period and the year of
destruction on the file cover;
(c) where necessary, revise the title of the file so that it
describes adequately the contents at that stage;
(d) extract from the file, copies of important decisions,
documents, etc. as are considered useful for future reference and add them to
the standing guard file/precedent book;
(e) remove from the file all superfluous papers such as
reminders, acknowledgements, routine clips, working-sheets, rough drafts,
surplus copies; etc. and destroy them;
(f) complete all reference and, in particular mark previous
and later references on the subject on the file cover;
(g) pass on the file to the record clerk
(c)
Custody of Record:
(a) Files
transferred by a section to the departmental record room will be accompanied by
a list of files in duplicate. The departmental record room will verify that all
the files mentioned in the list have been received, retain one copy of the list
and return the other, duly signed, to the section concerned. In the record
room, these lists will be kept section-wise in separate file covers.
(b) The
departmental record room will maintain a record review register in which a few
pages will be allotted for each future year. Class 'C' files marked for review
in a particular year will be entered in the pages earmarked for that yea5r in
the register.
(c) Files
surviving the review undertaken on their attaining the 25th year of
life will be stamped prominently as 'transferred' to State Archives will be
accompanied by a list of files in triplicate, one copy of which will be
returned by the State Archives, 'duly signed, to the departmental record room.
(d) Requisitioning of Record:
(i) No
recorded file will be issued from the record room or Archival records except
against a signed requisition.
(ii) The
requisition will be kept in the place of file issued.
(iii) If the
requisitioned file is one that has been photo stated or printed/microfilmed,
normally a photo stated or printed copy and not the original will be issued to
the requisitioning branch.
(iv) If the
requisitioned file is initially obtained for being put up in one case is
subsequently put up on another, a fresh
requisition should be sent to the record room for replacing the original
requisition which will be returned to the party concerned.
(v) On
return, the requisitioned file will be restored to its place and the
requisition returned to the branch/official concerned.
(vi) File obtained by a branch from the record room will
normally be returned within 3 months. If they are not received .back within the
period, the record section will remind the branch concerned. For this purpose
the record section, will maintain a simple register for keeping a record of the
files, issued to the various branches each month.
(e) Retrieval System:
In
order that the Record should have practical value, it is essential that their
number ·should be identified without any loss of time. Thus file numbering
system plays great role in quick identification.
After action on the issue(s) considered on the file been
completed, the dealing hand/initiating officer, in consultation with his·
supervisory officer, (Superintendent, Section Officer, Head Clerk as the case may be)
should close and record the file in the manner prescribed below:-
State the fact of
completion of action on the file;
(i) indicate
the appropriate classification of record and in the case of Class ‘C’ also
specify the retention period and the year of destruction on the file cover;
(ii) where
necessary, revise the title· of the file so that it describes adequately the contents at that stage;
(iii) extract
from the file, copies of important decisions, documents etc. as are considered
useful for future reference and add them to the standing guard file/precedent
book;
(iv) remove
from the file all superfluous papers such as reminders, acknowledgements, routine
slips, working-sheets, rough drafts, surplus copies; etc. and destroy them;
(v) complete
all reference and, in ·particular; mark previous and later references on the
subject on the file cover;
(vi) pass
on the file to the record clerk.
*Copyright
© 2018 Dr. Lalit Kumar. All rights reserved.
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