ORS Ae ae tie lal Cees) Tt dD) ae Maem ew tice egal MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES AND PENSIONS aa aU aa U tae a ay‘Sto farrg fae Tata (Fa TaN), “ae Pras Ere; a tA, nas i are, aifis, ate frrstae oe ers ister, weary Sai fen men states faa oma ace Dr. JITENDRA SINGH Minister of Sate Independent Charge). Ministry of Development of North Esser Ric Minister of Sate, Prime Minister’ Office, Ministry of Personne, Public Orivances nd Pensions, wane Department of Atontic Energy and Department of Space, Goverment of adi MESSAGE Lam happy to note that the Department of Administrative Reforms & Public Grievances is bringing out the Fifteenth Edition of the Central Secretariat Manual of Office Procedure (CSMOP). In this edition the procedures laid down in the Central Secretariat Manual of Office Procedure 2015 and the Central Secretariat Manual of Electronic Office Procedure 2012 have been aligned in light of advances made in digital governance. The provisions of revised CSMOP will aid in bringing simplicity, efficiency and transparency in Government processes and procedures leading to responsive and accountable governance. The provisions of CSMOP 2019 will, therefore, prove to be very helpful in transforming the Central Secretariat from physical to electronic system and thus give a boost to the efforts of the Government in achieving the goals of ¢-governance. I hope that the CSMOP 2019 will serve as a comprehensive guide for process management in Secretariat offices and will prove to be of great help to all those who serve in the Central Secretariat to increase their efficiency and effectiveness. 1 am sure that the CSMOP 2019 will form the backbone of Central Secretariat functioning and make office work speedier and rewarding for all the stakeholders. ty (Dr. Jitendra Singh) ‘MBBS (Stanley, Chennai) M.D. Medicine, Fellowship (AIIMS, NDL} MNAMS Diabetes & Endocrinology Vigyan Bhavan Annexe, ‘Maulana Azad Road, New Delhi-110011 ‘Tel. :014-23022400, 23022401, Fax, :011-23002755 South Block, New Dieli 110011 ‘Tel 011-23010191 Fa : 011-2307931 North Block, New Delhi-1 10001 Tel, O11-23092475 Fax :011-23092716ar taht ict ‘ ma er sme eee ate eh freee Pear Dr. C. CHANDRAMOULI morn eee, eee Ent SECRETARY ae, ‘fareit-110001 Paes 23743848 sry of eRe PUBISGREVICES 8 ENSONS ae of est Bincesur0 Emot seorarpe@ne in uu Ges ero {AROARRTEL Btn SEO MARS Mewes hat 19" December, 2019 MESSAGE | am immensely pleased to be a part of the team in Department of Administrative Reforms & Public Grievances (DARPG) in its efforts to bring out the 15” Edition of the Central Secretariat Manual of Office Procedure (CSMOP 2019). The CSMOP has always been a guiding tool for effective functioning of the Govemment Offices. In the latest Edition, the Department has incorporated the significant developments in the e-Office procedure. | am eure that the latest digital alignments made in the CSMOP 2019 will help in laying down the guiding map for the existing and the new functionaries in the Government in the process management in the Government offices. CSMOP 2019 wil thus prove to be very helpful in achieving efficiency, transparency and accuracy in the working of the Ministries/Departments, hes hes seas (Or. C. Chandramouti)ah. sifrara, anéaze. ee ~— i i V, Srinivas, ws sarees gare ter fren fase oer afore rer ae we, sos 110001 oes aeubs ot GOVERNMENT OF INDIA \MPaSTRY OF PERSONNEL PUBLIC GRIEVANCES & PENSIONS [DEPARTMENT OF ADMINSTRATIVe REFORNS & PUBUC GRIEVANCES ‘SAROAR PATEL BHAVAN SANSIO MARG NEW DEL 10001 FOREWORD The Department of Administrative Reforms and Public Grievances is the Nodal Department for prescribing procedures for Secretariat Works which are comprehensively embodied in Central Secretariat Manual of Office Procedure (CSMOP). It gives me immense pleasure to share the 15” edition of CSMOP. The new Edition acknowledges and incorporates the role of technology for achieving accuracy, efficiency & transparency in administration. The incorporation of e-office is one such important step, This Edition also takes into consideration the suggestions received from various Ministries/Departments, the National Informatics Centre (NIC), the National Archives of India (NAI) and Committees constituted for the purpose. In its effort to enable the Central Secretariat in its march towards a Digital Secretariat the following features has been included in the Manual :- > CSMOP 2019 has 16 Chapters. > Three new chapters have been added viz. Decision Making in the Govt., Knowledge Management and Digitization Framework. > Provision for officers of the rank of DS and above to obtain Virtual Private Network. > Provision for officers of the rank of ASO and above to obtain DSC. > The e-affice procedure has been Incorporated in the form of e-boxes in the chapters wherever applicable. > Definitions have been categorised as Glossary and given at the end of CSMOP. I am sure that the manual will go a long way in transforming the Central Secretariat from physical system to the electronic system. T am thus very hopeful that the manual will come out as an important tool of e-governance and give boost to the Digital India initiatives for the benefit of the common masses, For those who are working in the Government and for future entrants, the Manual will be an invaluable source of training, guidance and reference. Dated: December 19, 2019 J Ws e (V. Srinivas) B= = as Please Visit ou Webs: hpldarpg gorin_hitp/igoicharters niin Ph: @T-T-Z5741008, Fax: 97-11-23741005 Emal vernivas@nicin|TABLE OF CONTENTS si. Content Para No. Page No. Chapter 1 Introduction ‘Appendix 1.1 Matters in respect of which Deptt are to issue Departmental Instructions 7 12 ‘Chapter- 2 Organisational Structure of Government of Ind The President 24 The Council of Ministers 22 Allocation/Transaction of Govt. Business 23 Ministry/Department 24 integrated Headquarters of Ministry Defence 25 Attached and Subordinate Offices 26 Consiitutional Bodies 27 Statutory Bodies 28 ‘Autonomous Bodies 29 Central Public Sector Enterprises 2.10 a9 information and Facilitation Counters (IFS) ait ‘Appendix - 2.1 Illustrative list of functions to be performed by designated section handling work of Internal Work Study Units/0&M 1042 Chapter 3 Functionaries and Functions 34 13418 ‘Appendix: 3.1 Detailed responsibilities of Section Officer 16417 Chapter 4 Decision making in Government 44-48 18-22 Chapter: 5 Management of Dak and Re 23 Receipt of Dak 54 23-24 ‘Scrutiny of Dak 52 24-25 Registration of Dak 53 25 ‘Acknowledgement of Dak 54 26-27Distribution of Receipts 55 27-28 Perusal and Markinglsending of 56 28 Receipts Movement of Receipt 57 2 ‘Action by higher officer 58 29 Allocation of disputed Receipts 59 29 ‘Action on receipt by functionaries in 5.10 29-31 the Department ‘Appendix -5.1 2 Dak Register ‘Appendix 5.2 33-34 Functions of CRU ‘Appendix -5.3 3 Guidelines for handling of Daks in CRU ‘Appendix -5.4 36 Scanning Guidelines Chapter -6 a7 File Management System File 61 37 File Management System 62 37-39 Instances where files need not be 63 39-40 opened File Register 64 40 File Movement Register 65 40 Filing of Papers 66 40-42 Referencing 67 42-43 docketing 68 43-44 Linking of files 69 44 Part File 6.10 45 Transfer, reconstruction and 611 45 renumbering of files Movement of Files and other 612 46 papers Urgency grading 6.13 47 ‘Appendix-6.1 48-51 Essentials of a functional file index and an identifying file numbering |_system ‘Appendix-6.2 52-53 Assigning file numbers under the File number system based on subject classification ‘Appendix-6.3 54 File Register‘Appendix-6.4 55 File Movement Register ‘Appendix-6.5 56 Illustration of Docketing and Referencing on the notes portion ‘Appendix-6.6 57 Ilustration of referencing _ of previous references inthe correspondence portion ‘Appendix-6.7 58 Specimen of standard heads of a section Chapter- 7 58 Guidelines on Noting Note 74 58 Guidelines for noting 72 59-62 Examination in Section by Dealing 73 6263 Officer Examination by Section Officer 74 63 Examination by Branch Officer and 75 63-64 above Level of disposal and channel of 76 64-65 submission Deviation from normal procedure or 77 Cy rules Running summary of facts 78 65 Oral Discussion 79 66 Oral instructions by higher officers 7.10 66 Oral order on behalf of or from 711 66-67 Minister Confirmation of oral instructions 742 er Modification of notes or order 743 7 Functional approach to noting 7.14 68-71 ‘Appendix 7.4 7 Standard Process Sheet, Chapter 8 73 Communication- Forms, Channels and Procedure Inter-Departmental Consultation 81 73-75 Noting on files received in nodal 82 76 Sections or nodal Ministries from other Departments Email 83 7677Section Despatch Register Other forms of written 84 17-19 communication Email, fax, speed post, registered 85 ic post, Telephonic communications, ete. Correspondence with attached and 86 79-80 subordinate offices Single File System (SFS) 87 80-81 References to _consfitutional 88 81-83 authorities Prompt response to letters received 89 83-84 Target date for replies 8.10 84 Use of official language in ait a Goverment Communications, ‘Appendix -8.1 co Format of letter 85 Format of DO letter 86 Format of Office Memorandum a7 Format of Office Order 88 Format of Order a9 Format of Intet-Departmental Note 90 Format of Notification and Endorsement 1 Format of Resolution 92 Format of Press Communique/Note 93 Format of Endorsement 94 ‘Appendix: 8.2 95-98 Composition of the Gazette of India and instructions for sending material for publication therein Chapter 9 99 Guidelines on Drafting of Communications Procedure for preparing draft 94 99 communications and its approval General Instructions for drafting 92 400-101 ‘Authentication of Government orders 93 401 ‘Addressing communications to 94 102 officers by name Drafting of demi-official letters 95 102, Responsibility mapping regarding 96 102-106 issue of communications ‘Appendix 9.1 40710 Quarterly progress report on recording of files, Chapter 10 108 Records Management ‘Activities involved in records 104 108 management Stage of recording 10.2 108 Departmental instructions of 103 109 records management Categorisation of records 104 109-110 Procedure for recording 105 110 Stage of indexing 106 a4 Record Retention Schedule 107 a4 Custody of records 108 414-412 Review and weeding of records 10.9 1124114 Quarterly progress reports of 10.10 114 recording and reviewing of files Maintenanceltransfer of records in 4011 115 the personal offices of Ministers Records maintained by officers and 10.12 115 their personal staff Requisitioning of records 10.13 115-116 ‘Appendix-10.4 417 Register for watching the progress of recording ‘Appendix-10.2 718419 Illustrative list of records fit for permanent preservation because of (@) their value for administrative Purposes, and 9b) their historical importance Appendix -10.3 120 List of files transferred to National Archives of _India/Departmental Record Rooms/Sectionsidesks ‘Appendix-10.4 124 Record Review Register ‘Appendix-10.5, 122 List of files due for review ‘Appendix-10.6 423‘Appendix -10.7 Quarterly progress report on review of files 424 ‘Appendix-i0.8 425 Consolidated Quarterly progress report on recording of files ‘Appendix-10.9 126 Consolidated Quarterly progress report on review of record files ‘Appendix-10.10 127-128 Retention schedule for records prescribed in the Manual of Office Procedure 71 | Chapter-11 129 Knowledge Management ‘Aids to processing 14 129 Note for the Successor 11.2 129 Standard Process Sheet 113 130 Standing Guard File 114 131-132 Standing Note 115 132 Precedent book 116 132-133 Reference Folder 117 14 Induction Material 118 134 Responsibility mapping 119 134 ‘Appendix 14.4 135-137 Note for the successor ‘Appendix-11.2 138 Format of Precedent Book 12 | Chapter -12 139 Monitoring of Timely Disposal Disposal of Work 124 139 Time limit for disposal of cases 12.2 139 Watch on disposal of 123 139-140 communications received from Members of Parliament and VIPs Monitoring of courtiCAT cases and 124 140-144 implementation of CourtCAT Order Requests received under Right to 125 44 Information Act, 2005 (RT!) Register of Parliamentary 126 141-142 ‘Assurances vr13 Checklist of periodical reports 127 142 Review of periodical reports/returns 128 142 Monitoring of Websites 129 143 ‘Appendix 12.1 144 Register for keeping a watch on the disposal of communications received from Members of ParliamentiVIPs ‘Appendix: 12.2 445 Register for keeping a watch on the disposal of | communications received from Members of Parliament and VIPs ‘Appendix- 12.3, 146 Particulars of M-PsIVIPs letters pending over a fortnight ‘Appendix-12.4 447 Iustrative list of VIPS ‘Appendix. 12.5 148 Details of Pending CourtiCAT Cases ‘Appendix-12.6 449 Status of Implementation of courtiCAT Judgements ‘Appendix. 12.7 150 Register of _-—Parliamentary Assurances ‘Appendix-12.8 451 Check list for watching receipt of incoming periodical reports for the year ‘Appendix-12.9 162 Check list for watching despatch of outgoing periodical reports for the year ‘Appendix-12.10 153-155 Reports on O&M Activities Chapter- 13, 156 Security of Official Information and Documents ‘Communication of official 434 156 information Treatment of olassified papers 13.2 156 Confidential character of 1.D. 133 156-157 Notesffiles Communication of information to 134 157 the press vilUse of restrictive classification for printed reports etc 135 187-158 4 Chapter- 14 Annual Action Plan & Citizen's 159 Citizen'siclient’s Charter 144 14.2 459 159-1641 Public Grievances Redressal Mechanism, 143 161 The main guidelines on Grievance Redressal 14.4 462 Central Public Grievance Redress- and Monitoring system (CPGRAMS) 145 162-163 Issues not taken up for Redressal of Grievances 146 163 Machinery and work relating to Public Grievances 147 163 ‘Appendix 14.1 Cover page of Citizens Charter 164 5 Chapter. 15 eOffice Digitization Framework 465 e-office 15.4 165 Digitization Framework Phase of Di Phase Phase 152 166-171 16.3 Digitisation Process Mode of Scanning ‘Scanning Specifications & Format Entry of the Metadata Storing the scanned documents Guidelines, Standards & procedure Guidelines for Metadata Guidelines for Storage and Storage format Guidelines for maintaining Quality Control Security guidelines User Training 153 172-178 Integration into eOffice 164 478-179 16 Chapter- 16 Inspection 180 Purpose and periodicity 16.1 180 ‘Simplification of the process of inspection 16.2 480 villInspection teams/authority 163 180-181 Inspection program 16.4 181 Inspection Report 165 181-182 ‘Supplementary inspection 166 182 Periodic inspection by 167 182 supervisory officers ‘Appendix 16.1 183, Inspection questionnaire for Departments on implementation of eOffice ‘Appendix 16.2 184 Inspection questionnaire for CRU where eOffice has commenced ‘Appendix 16.3 165 Inspection questionnaire for Departmental Records Room ‘Appendix 16.4 186-187 Inspection questionnaire for a Section/Desk ‘Appendix 16.5 188 Inspection questionnaire for personal section/staft Glossary 189-197INTRODUCTION CHAPTER- 1 1.1. The prime objective of all public service is to meet the citizens’ needs and to further enhance their welfare. At the same time, those who are accountable for the conduct of that business have to ensure that public resources are managed with utmost care and prudence, as per the laws and the laid down rules & procedures. It is, therefore, necessary in each case to keep appropriate record not only of what has been done but also af why was so done. 1.2. The efficiency of Goverment to a large extent depends on evolution of adequate processes and procedures and ability of its functionaries to follow them. Accordingly, the efficiency of persons handling information in a Department is judged by their ability to dispose of issues with speed and quality following the procedures prescribed for the purpose. To achieve the twin objectives of efficiency and speed for public good, various Departments of the Government of India over the last decade or so have taken a number of initiatives like introduction of Office system 1.3. The procedures prescribed in this manual attempt to balance the conflicting consideration of speed, quality, transparency and propriety. In a dynamic context, this balance cannot be rigidly or permanently fixed. 1.4. In order to create awareness about these processes and practices especially at the cutting edge level and to sensitize new entrants inducted at various levels in the Central Secretariat, the Department of Administrative Reforms & Public Grievances, as a nodal agency in the field of ‘Organisation & Methods’, has laid down various procedures for performance of secretariat work by the functionaries in various Ministries/Departments of the Government of India in the form of Central Secretariat Manual of Office Procedure (CSMOP). The First Edition of the Central Secretariat Manual of e-Office Procedure (CSMeOP), brought out in the year 2012, was a step forward towards evolving a paperless environment of decision making process while concurrently achieving speed and accuracy. 1.5. The procedures laid in earlier manuals (relating to physical paper work) have been dovetailed with the new eOffice applications that aim at paperless office. The procedures laid down in this new edition of manual have been adopted for use after careful examination of methods and procedure followed —_in Ministries/DepartmentsiOffices in Government of India. While doing so the organizational needs of operating functionaries at the initiating level have been the primary concem. The Departments are expected to proactively adapt and to ensure that their teams too switch over to the e-Office. 1.6. First published in March, 1955, CSMOP has been updated from time to time in accordance with the changing scenario. This is the fifteenth revised edition in theseries. Newly inducted officials must be trained on the procedures contained in the CSMOP and Refresher Gourses should also be organized. 1.7. This Manual also lays down the essential procedures for efficient information and file management ie. processing, handling and control of official information either on paper or in digital form in the Central Secretariat across Central Ministries and Departments. To provide sufficient flexibility, the Manual suggests the issue of Departmental Instructions which could supplement or vary, within broad limits, the prescribed procedures to suit special conditions. and requirements. The various provisions of the Manual which visualize issue of Departmental Instructions are listed in Appendix 11. Each Department may devise suitable arrangements, including ispections to ensure compliance of provisions contained in this Manual and Departmental Instructions issued by it.PP ND 11 (Para 1.7) Matters in respect of which Departments are to issue Departmental instructions Subject Reference to Para in the Manual a) (2) (3) 1. Designating Link Officers SI. No. 31 (Glossary) 2. Designating an officer to receive urgent dak outside office hours 5.1.(i) (for Departments having no resident clerk or night duty staff for the purpose) Categories of receipts which should be entered in the dak 5.3.(i) register ‘Types of receipts which should be seen by higher officers before 5.6.(ii) they are processed 5. Designating of an officer to decide allocation of disputed receipts 5g 6. Categories of ‘routine cases which the section officer can 5.10.0) dispose of and types of ‘intermediate action’ which he can take on his own 7. (a) Levels at which different classes of cases may be finally 76(i) disposed of and (b) channel of submission of each category of cases 8 Categories of cases for which standard process sheets are to be 714 devised 9. Levels competent to make or authorize inter-departmental 812 references 10. Approval of information to be uploaded on web-sites like 9.6(i) PRAGATI, etc 11. Instructions on the need for and maintenance of Stamps a.6(il) Accounts Register 12. Regulate review of records 103 13. Categories of record to be treated as of historical importance 10.4(i\(b) 14, Instructions for categories of files for which card indices are to be 106 prepared 15. Departmental record retention schedule prescribing retention —_10.7(i)(d) periods for different categories of records connected with substantive functions 16. Procedure for review and weeding out of records maintained by 10.12 officers and their personal staff 17. Time limits for disposal of cases 12278. 19. 20. Restriction of access of various categories of classified documents Level to which inspection report and compliance reports should be submitted Issue of VPN to the Officers of the rank of DS and above 132 16.5(i) Boxe 7.1ORGANIZATIONAL STRUCTURE OF CHAPTER -2 THE GOVERNMENT OF INDIA 2.1. 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. 2. 2. The Council of Mi jers: (i) In the exercise of his/her 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. (ii) The Council of Ministers consists of three categories of Ministers, namely: a. Cabinet Ministers; b. Ministers of State; and c. Deputy Ministers. (iil) The Cabinet, which consists of Cabinet Ministers, is responsible for shaping the overall policies of the Government in discharging its responsibilities. A Minister of State with Independent Charge also attends a Cabinet meeting When subject matter of his/her Department is considered. The Cabinet also functions through its Committees, 2.3. Allocation/Transaction of Government Business: ‘Among the Rules issued by the President for the convenient transaction of the business of the Government, under Article 77(3) of the Constitution, are: (i) The Government of india (Allocation of Business) Rules, 1961 (as amended from time to time); and The Government of India (Transaction of Business) Rules, 1961 (as amended from time to time). The Allocation and Transaction of Business Rules are available on the website of Cabinet Secretariat (www.cabsec.nic.in) () The Government of india (Allocation of Business) Rules, 1961 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/her.The Government of India (Transaction of Business) Rules, 1961 seeks to define the authority, responsibility and obligations of each department in the matter of disposal of 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 specify : a. cases or classes of cases to be submitted to the President, the Prime Minister, the Cabinet or its Committees for prior approval; and b. the circumstances in which the department primarily concemed with the business under disposal will have to consult other departments ‘concemed and secure their concurrence / comments before taking final decisions 2.4. Ministry/Department: (i) A Ministry/Department is responsible for formulation of policies/schemes of the Goverment in relation to business allocated to it and also for their implementation, monitoring and review. For the efficient disposal of business allotted to it, a Department is divided into ‘Wings, Divisions, Branches and Sections/Units/Cells. il) A Department is 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 @ Department is divided into wings with a Special Secretary/ Additional Secretary/Joint Secretary in charge of each Wing (¥) A Wing comprises of a number of Divisions each functioning under the charge of an officer of the level of DirectorJoint Director/Deputy Secretary or ‘equivalent officer, called Division Head. A Division may have branches, each under the charge of an Under Secretary or equivalent officer, as. Branch Officer. (vi) A Section or a Desk is the lowest unit in a Department with a well-defined area of work. It consists of Assistant Section Officer/Senior Secretariat Assistants, as dealing officers and Junior Secretariat Assistants as clerical support. Sections are supervised by a Section Officer or an equivalent officer. There are Departments that have a Unit or Cell which is almost similar to a Section. Initial processing and submission of cases through noting and drafting is primarily done by Dealing Officers of the level of ASO/ SSA or JSA. However, there are instances where cases are to be initiated at higher level. Even in such cases, functionaries in the Section will provide the required Mmassistance. Desk functionaries deal with cases independently with stenographic assistance and submit them to his/her next higher officer in the hierarchy. (vil) White the above represents the commonly adopted pattem of organization 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 organized into distinct functional desks each manned by desk functionaries of appropriate ranks @.g. Under Secretary or Section Officer Each desk functionary handles the cases himselfiherself and is provided adequate support staff. (vil) Designated Sections handling work of (O&M)/WS activities. a. Based on the recommendations of SIU, Department of Expenditure, the O&M/WSU setup has been abolished in the Ministries/Departments. While Department of Administrative Reforms & Public Grievances provide some initiatives, incentive, information, advice, etc. the main task of evolving and implementing reform measures will continue to be responsibility of all Ministries/Departments who may entrust the job to their appropriate formation like Administration, Coordination etc. Strengthening of these divisions for handling the + O&M work for _— necessary improvements/simplification/streamiining in administration in the Ministries/Departments concemed will, therefore, be essential. Similar steps will also be taken in the Attached/Subordinate offices and Public Sector Undertakings/Autonomous Bodies. b. For O&M studies, Ministries/Departments will be guided by the Department of Administrative Reforms and Public Grievances. As regards, the work relating to work measurement studies is concemed, the units will be guided by the Staff Inspection Unit of the Department of Expenditure c. An illustrative list of functions to be performed by designated IWSU/O&M Units is given in Appendix -2.1. 24, Integrated Headquarters of Ministry of Defence: Integrated Headquarters of Ministry of Defence comprising Army Headquarters, Naval Headquarters, Air Headquarters and Defence Staff Headquarters will be associated in the formulation of policies in relation to matters concerning the Defence of India and the Armed Forces of the Union. They would be responsible for providing executive direction required in the implementation of policies laid down by the Ministry of Defence. They shall exercise delegated administrative and financial powers. The role and functions the Services Headquarters ‘now’ designated as Integrated Headquarters in all other aspects remain unchanged.2.6. Attached and Subordinate offices: () Where the execution of the policies of the government requires decentralization of executive action andlor direction, a Department may have its executive agencies as ‘Attached’ and "Subordinate offices. (ii) Attached offices provide detailed executive directions required in the implementation of the policies, as laid down from time to time by the Ministry/Department to which they are attached. They also serve as a repository of technical information and also advise the department on various aspects of matter dealt by them. (ii) Subordinate offices generally function as field establishments or as agencies responsible for the detailed execution of the policies of the 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 latter case, they assist the Departments concemed in handling technical matters in their respective fields of specialization 2.7. Constitutional Bodies: Such bodies are constituted under the provisions of the Constitution of India, such as, Comptroller & Auditor General of India, Election Commission of India, Union Public Service Commission, ete. 2.8. Statutory Bodies: Such bodies are established under the statute or an Act of Parliament. They work within the scope, mandate and powers legally provided to them by an Act of the Parliament (e.g. Central Vigilance Commission, Central Information Commission, Central Board of Film Certification, National Commission for Backward Class etc.) 2.9. Autonomous Bodies: Such bodies are established by the Govemment to discharge the activities/functions relating to execution/implementation of Policies of the government. They are given autonomy to discharge their functions in accordance with the Memorandum of Associations etc. However, the Government's overall control exists to the extent of its policy framework on the subject. Some of the programmes and activities are funded fully or partly by the Government of India, generally through grants-in-aid. They are registered under the Societies Registration Act, 1861. Example: Central Board of Secondary Education, Indian Institute of Public Administration, ete. 2.10.Central Public Sector Enterprises: “Central Public Sector Enterprise (CPSE) is the Company under the administrative control of Central Ministry/Department holding more than 50% of the equity by Central Govt. The subsidiaries of these companies, if registered in India wherein any CPSE has more than 50% equity are also categorised as CPSEs. It also covers certain statutory corporations like Airport Authority of India, Food Corporation of India and Central re2.11. Warehousing Corporation. The shares of CPSEs are held by the President of India or his nominees and managed by Board of Directors which include official and non-official Directors/other shareholders or by the Holding companies. The departmentally run public enterprise, banking institutions and insurance companies are not covered under the definitions of CPSE.” Information and Facilitation Counters (IFCs) The Information and Faciltation Counter will provide the following services to the clients/customers of the organization: w ® cy (w) ) information regarding services provided and programmes, schemes ete. supported by the organization and the relevant rules and procedures, brochures, folders ete.; facilitating the customeriotient to obtain the services of the Organization optimally, timely, efficiently and in a transparent manner and providing forms etc. for public usage; information regarding the standards of quality of service, time norms, etc. evolved by the organization with reference tothe services/schemes/functioning of the organization; information regarding hierarchical set up of Public Grievance 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 concemed authority in the organization and providing information on their status/disposal“APPENDIX — 2.1 (Para 2.4 (vil)) Illustrative list of functions to be performed by designated section handling work of Internal Work Study Units/oaM 1. Organization and Method Studies (i) Rationalization of structures and procedures suomoto or on request, including those relating to activities where the publio comes into contact with governmental administration with a view to facilitate better service delivery to the public. (For these studies they will compile and maintain upto date information conceming the organization and functions of the Ministry/Department including an organizational chart) (i) Information system: Review and rationalization of reports and retums, devising procedures to facilitate easier collection, transmission, distribution, processing, storage and prompt retrieval of information (li) Form design and control: To merge or simplify forms. (v) Standardization of forms of communication. (v) Manner of processing repetitive work by developing Standard Process Sheets. (vi) Review of need for continuance of advisory bodies (e.g. committees and councils). (vil) Periodic review of delegation of financial and administrative powers. (ui Fiting a. Drawing up standardized file indices broadly based on functional designs and periodic review thereof. b. Developing more effective and simpler systems of fing for various items or work or information both manual and the electronic; and facilitate move towards paperless e-Governance. (x) Records management a. Facilitate preparation or review of record retention schedules conceming substantive functions of the Ministry/Department by the concemed sections. meb. Scrutiny of quarterly reports of arrears relating to recording, indexing, weeding, etc. of files and suggesting required remedial action (®) Office layout 2. Work measurement studies (i) Undertaking work measurement studies, including scrutiny of proposals for creation of posts received from other sections/divisions, etc (i) Assisting Staff Inspection Unit in work measurement studies Drawing up and reviewing output norms. 3. Controlling delays ‘Sorutiny of various kinds of statements to monitor delays and to bring to notice of appropriate officers for timely public delivery of services. 4. Inspections (i) Drawing up a programme of inspections including surprise inspections of Sections and ensuring that they are carried out by the officers concerned (ii) Scrutiny of the inspection reports, to locate the more common of serious defects to suggesting appropriate remedial action and/or for reporting to the Department of Administrative Reforms and Public Grievances. 5. Manualization Over-seeing prompt compilation and manualization of administration orders and instructions by the section concemed. ‘6. Reports of the Administrative Reforms Commission, Staff Inspection Unit and other external bodies and their processing and implementation. These reports will be handled by Sections designated to handle the intemal Work-Study Units only if the recommendations therein relate to the work allotted to designated section. In all other cases, they will be transferred to the sections concerned with the substance of the reports 7. Identification of problem areas in and under the Ministry/Department, including cases of delay, either while performing the functions under | to 6 above or otherwise (¢.g. scrutiny of reports of Partiamentary Committees, other Committees or Commissions of enquiry or at the instance of higher officers in the Ministry/Department) and study of such problemsicases, with a view to (i) locating common types of defects and devising suitable remedies to prevent their recurrence, or taking up the matter with the Department of Administrative Reforms & Public Grievances, making suggestions, for improvement, if necessary (The review of cases of delay will not extend to fixing responsibilty)Notes: 1 ‘Should a problem relating to any of the above items concem all the Ministries/Departments, it should be remitted to the Department of Administrative Reforms and Public Grievances (DARPG) for study. When such studies are undertaken by the DARPG, the designated section should participate as liaison agencies of the Department for assisting in collection and processing of data, conducting case studies or surveys, etc. in their own Ministries/Departments,FUNCTIONARIES AND FUNCTIONS CHAPTER - 3 3.1. The broad functions and responsibilities of various functionaries in the Secretariat of a Ministry/Department are given in the succeeding paragraphs To maximize governance, it is necessary to delegate powers to various functionaries. () Secretary: Secretary to the Govemment of India is the administrative head of the Ministry/Department. He/she is the principal adviser of the Minister on all matters of policy and administration within his/her Ministry/Department, and his/her responsibility is complete and undivided She/he is the Chief Accounting Authority of the Ministry/Department. (i) Special Secretary/Additional SecretaryiJoint Secretary: Such a functionary is normally vested with the maximum measure of independent functioning and responsibility in respect of the business falling within his/her wing, subject to the overall responsibility of the Secretary for the administration of the Department. (ii) Director/Deputy Secretary: Director/Deputy Secretary is an officer who acts on behalf of the Secretary, holds charge of a Secretariat Division and responsible for the disposal of Government business dealt with in the Division under his/her charge. He/she should ordinarily be able to dispose of the cases as per the powers delegated or as per the channel of submission of the Department. (iv) Under Secretary: An Under Secretary is in charge of a Branch in a Ministry /Department consisting of one or more Sections! Units/ Cells and exercises control both in regard to the disposal of business and maintenance of discipline. As Branch Officer, he disposes off as many cases as possible at his own level but he/she takes the orders of Deputy Secretary or higher officers on important cases. He/she is inter-alia responsible for development and maintenance of aids to processing as tools of manual and electronic knowledge management. (¥) Desk Officer ; An Under Secretary or senior Section Officer functions as Desk functionary depending on nature of the responsibilities. attached to the Desk. He/she examines and submits cases independently to the next higher officer, and has the power of decision making as that of an Under Secretary. The Desk Officer can also sign Orders, Financial Sanctions and affirm affidavits in courts. (vi) Section Officer: A Section Officer is in-charge of a Section, the primary unit of a Department in the Secretariat, comprising a team of AssistantSection Officers, Senior Secretariat Assistants as Dealing Officers and Junior Secretariat Assistants and MTS as supporting staff. A Section Officer has overall responsibilty for supervising the activities and performance of the Section with the help of dealing officers and clerical support besides; a) distribution of work among staff, training, helping, advising them in the matter of work, maintenance of discipline and team spirit in the Section; b) monitoring of efficient and expeditious disposal of cases; ©) _ timely submission of reports and returns to higher officers and other concemed units and; d) managing effective person-independent information management and records management in the Section; [Detailed responsibilities of Section Officer are at Appendix — 3.1] (vi) Personal Staff Members of Officers : Principal Staff Otficer/Senior Principal Private Secretary! Principal Private Secretary a. Preparing executive summary on the important issues/important files facilitating decision making, and summary of _ previously asked/replied Starred questions and briefing the Officer accordingly; b. Management of Personal Section, providing leadership; ¢. _ IntemationalNational level i ison and networking, coordination with Parliament, Ministries/Departments, and other offices, handling Visitors, facilitating meetings/conferences, etc; d. Keep himseltiherself aware of the key performance areas, vision, mission of the Ministry/Department; . Security of personal and official information of the officer with whom he is working with and facilitating grievance handling; {Maintaining engagement diary: 9g. Managing tours including foreign and domestic tours/managing office while the Officer is away from office in meeting, on tour or on leave. (vill) Private Secretary, Personal Assistant and Stenographer Grade ‘D': fa. taking dictation/transcribing, handling telephone calls, receiving visitors, tour programme/travel arrangements, maintaining the mepapers required to be retained by the officer and maintaining engagement diary, etc. b. Handling confidential and secret letters/dak/files, handling parliamentary work, security of information, facilitating meetings/conferences. (x) Assistant Section Officer/ Senior Secretariat Assistant: He/she works as Dealing Officer under the supervision of the Section Officer. Each Dealing Officer is allocated subjects out of the subject areas allocated to the Section and he/she is expected to deal with all matters allocated or any other work assigned to him#her from time to time, () Junior Secretariat Assistant: Provides miscellaneous support to the Section /Unit /Desk in carrying out day to day work like photocopying Jrecord handling and maintenance, registration of Dak, marking / sending Receipts / files and other associated tasks or any other work assigned from time to time. He/she may be assigned case work of repetitive nature. (xi) Multi-Tasking Staff (MTS): Erstwhile Group ‘D' posts of Peon, Daftary, Jamadar, Junior Gestetner Operator, Farash, Chowkidar, Safaiwala, Mali etc. are now designated as MTS. An illustrative (but not exhaustive) list of duties of MTS are: (i) Physical maintenance of records of Section. (ii) General cleanliness & upkeep of the Section/Unit. (il) Carrying of files & other papers within the building (iv) Photocopying, sending of FAX etc. (V} Other non-clerical work in the Sections/Unit. (vi) Assisting in routine office work like diary, dispatch etc. including on computer. (vii) Delivering of Dak (inside & outside the building) (vill) Watch & ward duties, (x) Opening & closing of rooms. (%) Cleaning of rooms (xi) Dusting of furniture etc. (xi) Cleaning of building, fixture ete. (ii) Work related to his ITI qualification, ifit exists. (xiv) Driving of vehicles, if in possession of valid driving license. (xv) Upkeep of parks, lawns, potted plants etc. (xvi) Any other work assigned by superior authority. Note: Duties of untrained Multi Tasking Staff (MTS) have been provided at ‘Annexure-II of the Department of Personnel & Training’s O.M. No.AB-14017/6/2009- Estt(RR) dated 30" April, 2010 at website (wwnw.persmin.nic.in)APPENDIX — 3.1 (Para —3.1(vi) ies of Section Officer Detailed responsibil A. General Duties — ()) Ensure e-file system is implemented and sustained; (i) Distribution of work among the staff as evenly as possible; Training, helping and advising the staff; Management and co-ordination of the work; Maintenance of order and discipline in the section; Maintenance of a list of residential addresses of the Staff. B. Responsibilities relating to Dak— (J) to go through the receipts; (i) to submit receipts which should be seen by the Branch Officer or higher officers at the dak stage; (iii). to keep a watch on any hold-up in the movement of dak; and (iv) to scrutinize the section register once a week to know that itis being properly maintained Responsibilities relating to issue of draft - (to see that all corrections have been made in the draft before it is marked for issue; (i) to indicate whether a clean copy of the draft is necessary; (ii) to indicate the number of spare copies required; (iv) to check whether all enclosures are attached; (v)_ to indicate priority marking: (vi) to indicate mode of dispatch D. Responsibility of efficient and expeditious disposal of work and checks an delays- (to keep a note of important receipts with a view to watching the progress of action; (ii) to ensure timely submission of arrear and other returns; (ii) to undertake inspection of dealing officer table to ensure that no paper or fle has been overlooked; (iv) to ensure that cases are not held up at any stage: (v)_ to go through the list of periodical returns every week and take suitable action ‘on items requiring attention during next week. E. Independent disposal of cases — Hefshe should take independently action of the following types — (issuing reminders; (i) obtaining or supplying factual information of a non-classified nature; Mm(iii) any other action which a Section Officer is authorized to take independently as laid down in the departmental instructions, F. Duties in respect of recording and indexing — (i) to approve the recording of files and their categorisation ; (i) to review the recorded file before destruction; (ii) to order and supervise periodic weeding of unwanted spare copies; (iv) ensuring proper maintenance of registers required to be maintained in the section; (v) Ensuring proper maintenance of reference books, Office Orders etc. and keep them up-to-date; (vi) Ensuring neatness and tidiness in the Section; (vil) Dealing with important and complicated cases himsett; (vii) Ensuring strict compliance with Departmental Security Instructions.DECISION MAKING IN GOVERNMENT CHAPTER- 4 4.4. Ina Parliamentary form of Goverment, the Council of Ministers shall collectively be responsible to the House of the People. The powers of the President of India are exercised by him on the advice of the Council of Ministers headed by the Prime Minister. 4.2. The two key features of the Government of India (Transaction of Business) Rules, 1967 (para 2.3.) are that : ()) all business allotted to a Department under the Goverment of India (Allocation of Business) Rules, 1961 (para 2.31), is to be disposed of by, ‘or under the general or special directions of, the Minister-in-Charge, ‘except where such authority is required to be exercised by some other ‘competent authority under these Rules; and (i) when the subject of a case concems more than one Department, a decision can be taken or order issued only after such Departments have concurred in, or, failing such concurrence, a decision thereon has been taken by or under the authority of the Cabinet or the Cabinet Committee. Financial and administrative powers have been delegated to authorities under the Minister-in-charge through Acts, Rules, executive instructions and departmental instructions. Therefore, one must look into the relevant documents to determine a. the procedure to be followed; and b. who the competent authority is 4.3. Powers have generally been delegated to the Secretary of a Department or Head of Department or a Head of Office ()_ In cases of matters delegated to the Secretary of the Department, a Head of Department or a Head of Office, the case is processed by the office on a file to enable the competent authority to take a decision (ii) In case of decisions bearing financial implications that are beyond the powers delegated to a Department, Inter-Ministerial Consultations provided for the Standing Finance Committee (SFC), Expenditure Finance Committee (EFC), Public Investment Board (PIB), Public Private Partnership Approval Committee (PPPAC) and preparation of Memorandum for SFC, EFC, PIB and PPPAG instructions issued by Ministry of Finance are to be followed. Mm(ii) For decisions requiring approval of Committee of Secretaries, Group of Ministers, Committee of the Cabinet or the Cabinet, guidelines issued by the Cabinet Secretariat are to be adopted. llustrative examples of cases where such Inter-Ministerial Consultations are required are given in the Table — 4.1 ) Table — 4.1: Illustrative list of cases where inter-ministerial consultations are required Matters pe 1. Financial matters 2. Personnel matters 3. Matters relating to proposals ‘conceming legislation, the making of rules and orders and preparation of important contracts to be entered into by the Government etc. Matters affecting India's extemal relations including agreements and treaties with foreign countries 5. Proposals —_conceming Easter Region Economic matters North Ministry / Department to be consulted Ministry of Finance Ministry of Personnel, Public Grievances and Pensions Ministry of Law & Justice Ministry of External Affairs Ministry of Development of North Eastem Region National Institution for Transforming India (NIT) Aayog (¥) The illustrative list in Table — 4.2 gives some of the documents and the web- sites where these documents are accessible: Table — 4.2: Illustrative list of documents and web-sites si. No. 1. User manual of e-File 2, Rules of Procedure and Conduct of Business in Rajya Sabha 3. Directions by Chairman Rajya Sabha Rules of Procedure and Conduct ‘of Business in Lok Sabha Documents Web-site hitlps://docs eoffice gov in/eFileMU. pdf http://rajyasabha. nio.in/rsnew/rs_rule/rulescon tent.asp hito://rajyasabha_ nic. in/rsnew/directions/maine hairasp http://164. 100.47. 192/loksabha/rules.aspx Directions. of the Speaker under hitp://164,100.47..192/loksabha/direction aspx the Rules of Procedure and Conduct of Business in Lok Sabha 6. Procedure to be followed by http://mpa.nic.in/mpa/manual_Contents.asy Ministries in connection with Parliamentary work Hand Book on writing Cabinet bits://mpa gov.11. 12. Tam 4. 15. 16. 7. Notes for preparing Note for the Cabinet / Cabinet Committees / Group of Ministers / Committee of Secretaries Instructions on constitution / reconstitution of — High-level Commissions / Committees, etc. Authentication (Orders and other Instruments) Rules, 2002 General Financial Rules, 2017 Delegation of Financial Powers Rules, 1978 Matters relating to public procurement; Manual on policies and Procedures for purchase of goods, 2017, Manual of Policies and Procedure of Employment of Consultants, 2017; and Manual on Policies And Procedure For Procurement of Works Matters pertaining to Expenditure Finance Committee (EFC) / Public Investment Board (PIB) Matters relating to Public Private Partnership Approval Committee (PPPAC) projects Records Retention Schedule - 2012 Composition of the Gazette of India and instructions — for publication therein Guidelines for Indian Government websites(GIGW) Guidelines for preparation of Departmental Manuals. Legal Information Management & Briefing System Online Assurances Monitoring system ‘Audit Para monitoring system Public Finance Management System Single User Platform related to employees https://cabsec.gov in/page php?page=54 JNcatpsec.nic.in/showpdf phy circular s highlevel_committee&special http://www. mba nic in/sites/upload_files/mha/fi ies/AuthenticationOrder2002.paf https://doe.gov in/sites/default/files/GFR2017 Opat https://doe gov in/sites/defaultfles/Purchase %201. pdf https://doe.gov in/sites/defaultffles/Manual%2 0 for%20Procurement%200f %20Goods %202017_0_pdf https://doe.gov inisites/defaultfles/Manual%2 for%20Procurement %200f%20Consultancy%20and%200ther%2 OServices%202017_0.paf ‘www.du. a¢.in/du/uploads/rti/StructurecPWG.p af https://doe gov in/sites/default/fles/Guidelines: Appraisal_Approval_Schemes_Projects pdt. http://www pppinindia.com/quidelines- forms.php http://darpg nic.in/darpqwebsite_cms/Dooume ntfileMRRS_WC.paf ‘Appendix 8.2 of this manual wonw.darpgnicin _& __https://meity goin (Website should be got audited by the Directorate of Standard Testing Quality & Certificate (STQC) (www.stac.gov.in) and GIGW certificate obtained from them. The websites should be updated on regular basis. www.darpg.nic.in. www. limbs.gov.in hitps:/oams.nic.in https://supremo.nic.inURLILink change from time to time 44. 45. 47. For matters delegated to an authority within a Ministry/Department, decisions are arrived at through noting (paras 7.2 and 7.3) from the initiating officer on a file which is submitted to the competent authority through the channel of submission Sections/Desks are encouraged to develop and update tools of knowledge management described in Chapter 11 to develop and institutionalize a ‘person- independent’ information system for retention of knowledge and its transfer to the successors. The role of Government Directors on Boards of Public Enterprises shall be governed by the DPE O.M. No. 18 (24)/2003-GM-GL-49 dated 4" December, 2003) as amended from time to time and other relevant guidelines/orders in this regard The process of decision making in Government depends on whether it needs approval of the Parliament or the Cabinet/Committee of the Cabinet or is within the powers of the Minister ar Secretary. Thus, decisions made in Goverment may be categorized as under: a) Legislative proposals b) Poligy issues ©) Other than legislative proposals or policy issues under the delegated powers of the Ministry The process of decision making in case of legislative matters/proposals that need approval of the Parliament or the Cabinet or a Committee of the Cabinet is as under. The process of decision making in case of “Other than legislative proposals or policy issues under the delegated powers of the Ministry" is given in Chapter — 7.case of legislative matter/proposal that needs: approval of the Parliament or the Cabinet or a Committee of the Cabinet Brainstorm | Consultations with the stakeholders within the including civil society or Chambers of Department c> Commerce or State Govemments orfand other Departments within the Union Government I Inter- Formulation | Obtain approval | js ») a of the Cabinet or Ministerial of legislative the Committee of enema — ereecinin the Cabinet (Mc) policy issue | Introduce the Bill | Obtain the | | Obtain the in the Parliament approval of assent of the (wore apprvalot > the President Parliament is Parliament | needed)MANAGEMENT OF DAK AND RECEIPTS CHAPTER-5 Flow chart of disposal of a dak or recei Central Registration Unit (CRU) Intl source Recelved in information and Saat | => recitation coumer (rch cxu | — Section J Divisional Head (based on delegation records) Minlsterlal Consultations) 5.1. Receipt of Dak: @) During office hours, all dak including those addressed to Ministers/Officers by name will be received in the CRU/IFC. However, dak with urgency grading addressed to the Ministers/Officers by name is sent through special messenger directly to the addressee themselves; it will be received by them or their personal staff. i) In case an officer is on leaveftraining/tour/retired/transferred from the office (post}/the successor /the personal staff concerned /the link officer /the officer below such retired /transferred Officer concemed, dealing with the subject, will receive the dak with urgeney grading except in case of confidential letters. In case none of these Officers are in position, CRU will receive such letters. In no case immediate and/or important letters should be undelivered or returned by the Department. (i) Outside the 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 informed in advance over telephone about the dak being delivered at his residence. In all other cases, dak will be received outside office hours by: a. the night duty clerk of the Department concerned; or b. where no such arrangement exists, by the officer designated by the Ministry / Department concerned to receive such dak;©. In other cases, such dak will be dealt with in accordance with the Departmental instructions (iv) Communication received through emails in the Department will be downloaded centrally by the Department by a designated person, who will forward the same to the Central Registry. Such communications addressed to the Ministers/Officers. will be downloaded by them or their personal staff (¥) Communication received through fax should be immediately photocopied as the text of the fax message fades with the passage of time. Box-e.5.1 In eFile, all physical Dak irrespective of whether the Department is working in physical or electronic mode will be received through eOffice in the Receipt inbox of Receipt Section. 5.2. Scrutiny of dak: (i) Dak with urgency grading will be separated from other dak and dealt with first (ii) All covers, except those addressed to Ministers/Officers by name or those bearing a security grading, will be opened by the CRU/IFC. (ii) On opening of dak, the CRUIIFC will check enclosures and indicate on the dak, if any, item found missing (v)All opened dak, as well as the covers of unopened classified dak, will be date- stamped as under: Box - 5.1: Specimen of rubber stamp Ministry/Department of, The template is similar, in cases where personal staff of Minister/Officers are registering the dak. Instead of “Ministry / Department’, “Office of or the designation of Divisional Head or Branch Officer will be mentioned.(v) The entire dak is sorted out section-wise and officer-wise ( if addressed by name). To facilitate this, the CRU shall keep an up to date list of allocation of the subjects to various sections. / officers issued by the Ministry / Department. Box-e.5.2 The receipt number generated is unique and is non-editable. It also is appended with Section code for easy identification. Date and time stamp of receipt generation which is maintained in the system, is also available with the receipt in electronic mode. 5.3. Registration of dak: (i) Dak should be registered at the entry level so as to maintain accountability of every paper recaived by the respective Department. CRU should be strengthened with resources for registration of dak at the entry level. CRU should have registers in the prescribed format (Appendix — 5.1) to register dak. All dak need to be registered at the entry level except the following (This may be varied as per the departmental instructions): a. receipts which, as a class, are adequately taken care of by a register specially devised for the purpose (¢.g. telephone bills which are entered in telephone register); b. Communications received from Members of Parliament for which a separate register is, maintained for watching their disposal vide para 12.2; . identical copies of representations except the one received first, unless directions / remarks are recorded by a senior officer; d. casual leave applications; @. copies of miscellaneous circulars, office memoranda, extracts, etc., circulated by any section for general information, e.g. orders of general application, telephone lists, notices of holidays, tour programmes etc.; and {any other categories of receipts which under Departmental instructions are not required to be registered. (ii The CRUF IFC will maintain one or more registers as requiredBox-0.5.3 Physical Mode Electronic Mode Transition made | econicoak ‘Scan, save as single pat document and Register using the Box-e.5.4. Note: Transition Mode means processing of Re and tracking is done electronically through eFile. Electronic Mode means processing of Receipts and Files is done electronically through ef Log of movement details of files and receipts, electronic as well as physical, is maintained in the system. done physically Box -0.55. In eFile, all Dak are registered as explained in Appendix — 5.2 and 5.3. The registration number thus generated is unique in nature and is a running number throughout the Department. Every time the CRU/ an officer accesses the eFile for registering a Dak, a new number will automatically be generated ious levels like CRU Register, Section register and the Personal Section or Staff register ete. need not be maintained in the electronic environment as the system saves all the data and search and retrieval processes are done based on these data: computer number/receipt number/key word of subject. 5.4, Acknowledgement of dak: The receipt of dak including files from other Departments, except ordinary postal dak, will be acknowledged by the recipient in the Department by signing in ink in full in the messenger (peon) book with name, date and designation. A specimen ‘of messenger book is given in Box 5.2. The dak received through emails should be acknowledged meBox — 5.2: Specimen of messenger (peon) book Date Reference number of the document | Full signature of the recipient with name date and designation(dd//mmiyy) Boxe. in eFile, acknowledgement of a Dak is automatically done by the system through SMS and/or email, after registration of Dak, provided the mol number and email address fields in contact details of the sender are filled in during registration, in Dak registration screen. Also there is a pro send acknowledgements in templates (e.g. letter heads of offices). 5.5. Distribution of Receipts: (i) The receipt will be sent to the section / officer concemed and acknowledged by the receiver. Alternatively, receipt may be distributed and acknowledgement obtained in the register maintained section-wise / officer - wise. Box - 2.5.7. In eFile when registration of dak is done electronically but processing on it is done physically then the acknowledgement is done as above because the paperireceipt moves manually. However, when registration and processing both are done electronically then no register is required. 4 Dak with urgency grading is to be distributed as and when received. Other dak may be distributed at suitable intervals (i.e. 11.00 AM., 2.00 P.M. and 4.00 P.M.), Such part of the ordinary dak as is received too late to be included in the last daily round, will be kept ready for distribution early next day. The official in charge of the CRU will ensure that: a. as far as possible, sorting and registering of dak is completed on the day of its receipt; b. to the extent which the above work cannot be completed during the day, and without prejudice to the processing of Immediate / Priority dak, the night duty staff attends to it; and