Welcome to the Presentation

on:

Office Procedure
Objective
 Describe special meaning of certain terms
 Describe the procedure of registration and
distribution and diarisation of dak
 Distinguish between Functional Filing System
and Conventional Filing System
 Describe procedure of action on receipts
 Describe various aids to processing a case
 Describe the procedure on Checks on delays
Manual Of Office Procedure (MoP)
 Prescribed by the Department of
Administrative Reforms & Public Grievances
 First published in March, 1955. Twelfth
edition published in May, 2003
 Deals with:-
 Machinery of Government
 Office Procedure: Dak-Receipt,
Registration, Distribution, Submission
MoP (contd.)

Action on Receipts
Forms and procedure of Communication
Noting and Drafting
Security of information and Documents
Checks on delays
Records Management
Overview of Machinery of Government

 The President
 The Council of Ministers
 The Cabinet
 The GoI(Allocation of Business) Rules
 The GoI(Transaction of Business) Rules
 Ministry/Department
 Integrated HQ of Ministry of Defence
 Attached/Subordinate Offices
 Constitutional/Statutory/Autonomous Bodies
Special Meaning of Certain Items
 Wing/Division/Branch
 Central Registry/Issue Section
 File – Current File – Link File – Recorded File
 Dak/Urgent Dak/Classified Dak
 Receipt/Issue
 Diarising
 PUC/FR
Special Meaning of Certain Items
 Docketing
 Referencing/Cross-referencing
 Case/Come-back case
 Note-Appendix to Note
 Correspondence – Appendix to Correspondence
 Minute
 Departmental Instructions
Special Meaning of Certain Items
 Departmental Record Officer
 Desk – Desk Functionary
 Final Disposal
 Indexing
 Reference Folder
 Routine Note
 Section
 Sectional Note
Special Meaning of Certain Items
 Section Officer
 Security Grading
 Standing Guard File
 Standing Note
 Standard Process Sheet
 Information & Facilitation Centre
 Public Information Officer
Dak-Receipt & Acknowledgement
 During Office Hours
 When the officer is on long leave
 Outside Office Hours
 Emails & FAX messages
 Acknowledgement of Dak
Dak-Registration
 Registration of Dak
• Urgent Dak – first
• Classified Dak – to be opened by the addressee
• Others to be opened by CR – check enclosure
Specimen of Date-Stamp for registration:
Department of…………..
Received on………………
C.R./I.F.C. No……………….
Section Dy. No……………
Dak-Registration-I
 Following categories of Dak will be registered by
the CR/IFC in Dak Register (Appendix-I):
• Telegrams, wireless messages, Fax, Telex, Email
• Registered postal dak
• Interdepartmental files
• Court summons and receipts enclosing
valuable documents e.g. service books,
agreement etc.
Dak-Registration-II
• Parliament Questions, Resolutions, Cut Motions
and references seeking information relating to
them
• Unopened inner covers containing classified
dak
• Letters from Members of Parliament
• Any other category covered by Departmental
Instructions
• Envelopes received without content or not
marked to any officer
Dak-Distribution(Appendix-II)
Date CR/IFC No No of items in No of items in Total Signature
Dak (Registered Dak (Not of receiver
in Dak Register) Registered in
Dak Register)

Urgent Dak – as and when received

Other Dak – 11 AM, 2 PM and 4 PM
Sorting, registration and distribution to be completed
on the same day
Pending dak, if any to be handed over to the Night Duty
Clerk
Action on Receipts – Diarisation
 Diarist to submit all receipts to S.O.
 S.O. to go through and send:-
 Misdirected receipts to the concerned sections
 Send important receipts to seniors for perusal
 Mark to himself difficult receipts
 Mark to dealing hands other receipts
 Keep a note in his diary about important receipts
Diariasation in a Section-I
 Section Diary as per Appendix-3
 Following receipts shall NOT be diarised:
 Class of receipts which are diarised in a separate register,
e.g. Telephone Bills, VIP Reference etc.
 Which are diarised in Computer
 Unsigned communications except emails on which no
instructions have been recorded
 Identical copies/Post copies of telegram
 Routine acknowledgement, OTA Claims, Conveyance Claims
 CL Applications/miscl circulars/telephone lists etc.
Diariasation in a Section-II
 Distinct receipts, e.g. ID Note in red ink
 Redirected receipts to other sections
 Encircle the diary number in red ink if the receipt is
diarised after a lapse of 15 days from the date it bears
 S.O. to scrutinise section diaries once a week
 No receipts to be diarised more than twice in a non-
computerised environment
 In computerised environment diarisation to be done
only once.
 File Numbering System
 Conventional Numbers – 3/1/2009-UT(D)
 Functional Numbers – A. 22015/(12)01/2009-
Adm
• Group/Functions/Basic Head
• Main/Activity/Primary Head
• Sub/Aspect/Secondary Head
• Detail/Factor/Tertiary Head
Examples of Basic, Primary, Secondary and
Tertiary Heads

File Number: Frt. 19012/(01)02/[Link]

Basic Head Primary Head Secondary Tertiary Head

Head
Fertilisers Imports Shipments Policy
(Frt) (19) (12) (01)
File Management System (FMS)
 FILE REGISTER (Para-97): A record of files
opened during a calendar year will be kept in a
file register to be maintained by the diarist
 Format of FILE REGISTER is given in Appendix-22
of the Manual
 File Register and File Movement Register are
different
FMS: Format of File Register
APPENDIX-22
[Vide Para 97]
STANDARD HEAD NO……………………………………………………………………………………………………………

STANDARD HEADING…………………………………………………………………………………………………………………………

FILE SUBJECT Date of Classification Remarks

NO (and year of
review)
Opening Closing
1 2 3 4 5 6
INSTRUCTIONS ON FILE REGISTER

When a file is transferred to the Departmental

Record Room(DRR) or to another section
department, the fact of such transfer and the
relevant date, will be indicated in column 6 – e.g.
D.R.R. M.H.A
6-12-2006 16-12-2006
Similarly when the file is marked for destruction,
an entry regarding the fact and the year of
destruction will be made in this column.
INSTRUCTIONS ON FILE REGISTER
 Entries in columns 1-3 will be made at the time
of opening files and those in columns 4 and 5 at
the time of recording and reviewing them.
 Year of review in column 5 is required to be
indicated only in the case of class `C’ files.
 If as a result of the review, a file is marked for
further retention, the year of the next review will
be worked out and indicated in column 5.
FMS: FILE MEOVEMENT REGISTER
APPENDIX-23
[Vide Para 100(1)]
FILE NUMBER……………………….

SUBJECT………………………………………………………………………………………………………………………………………

TO WHOM DATE

Space for recording movements of part files

TO WHOM DATE
Action on Receipts: General Principles
 To use good quality PAPER {IS-1774-1986-Type-II} and INK
{IS-1581-1950} for transaction of official business
 Officer to initiate action on as many receipts as possible
keeping in view ‘priority’
 Number of levels to deal a case to be reduced to the
minimum
 Paper work to be kept at an essential minimum
 Least possible time to act and dispose
 Disposal of a case with the aim to optimise quality &
quantity
Action on Receipts: Dealing Hands
 Sort urgent, RTI cases, PQs and the rest
 Urgent receipts first
 Check enclosures – if missing – initiate action
 Check for other section’s involvement
 Current file – Part-file or open a new file
 File papers- assign serial number(s), page numbers
 Docketing, Noting and referencing
 Submission to S.O.
Action on Receipts: Examination by Section
 Draft without a Note on clear precedent cases or if
directed by the higher officer
 Check correctness of all statements
 Point out mistakes, missing information
 Draw attention to customs, rules, precedents etc.
 Furnish relevant data
 State the questions for consideration
 Suggest alternative courses of action wherever
possible
Action on Receipts: Level of disposal
 Level of disposals to be reviewed in every 3 years
 Senior Assistant can submit directly to Branch Officer
 Either US or DS can see a case
 Desk Officer to submit to DS/DIR
 Either Secy or Spl Secy or Addl Secy before it is
submitted to the Minister
 Clear delegation between Spl Secy and Secy
 On return, the case should pass through the levels
jumped on forward movement
Referencing a File
 Every page in each part (Notes or
Correspondences) of a file will be
consecutively numbered in separate series in
pencil on the right top corner
 Each item of correspondence in a file, whether
receipt or issue, will be assigned a serial
number which will be displayed prominently in
red ink at the top middle of its first page
Referencing a File (contd)
The paper under consideration on a file will be
flagged ‘PUC’ and the latest fresh receipt will be
flagged as ‘FR’.
Draft, if any, put up will be flagged as ‘DFA’
References made in the body of the Note and
Draft to any previous correspondences, rules etc.
shall be indicated on the margin of the Notes in
pencil
Only Awl pin is to be used to secure a Flag.
Aids to processing
 Running Summary of Facts
• Separate folder on file in every case
• Include advice/views of other department
• No opinions of individuals
 Standing Guard Files
 Standing Notes
 Precedent Book
 Standard Process Sheets
 Reference Folders
Checks on Delays
 Time limits for disposal of cases
 Handling of Grievances
 Weekly Arrear Statement
 Monthly statement of cases pending over a month
 Call Book
 Monthly Progress Reports of recording and review of
files
 Monitoring of CAT/Court cases
 Monitoring of disposal of VIP references
 Register of Parliamentary Assurances