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Basic

Office

Procedure

TejveerSingh

DeputyDirector(Senior)

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DefiningOffice

Procedure

OfficeProcedureencompasses

adherenceto

asetoflaiddownguidelines,instructionsorestablishedpractices

tofacilitatesmoothandefficientdischargeofofficework

Important,

as

it

helps

an

officer getagrip onhis/herwork

fashionspublicperceptionsaboutoffice&officer

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Broadareas

to

be

covered

DakandReceipt

ProcessingPapers

Files

Managementof

Office

Records

SingleWindowSystem

OfficeEtiquette

MinimizingDelays

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Dak

&

Receipt NormallyallDakreceivedinCentralRegistry (often

calledReceipt&IssueSection/Branch)

AllDakreceiptsarediarized andputuptoHeadofoffice

Manyofficesstamp andtickmark thenameofbranch

D.O.letters/

Envelopes

marked

confidential are

normally

notopened

UsefultohaveaseparateDakPad forurgentfresh

receipts for

quick

disposal

of

Dak FreshDakmustbeseen byofficeheadonsame/latest

followingday ofreceipt fax/telexmessagesevenonaholiday

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Dak&

Receipt

(contd.)

Complaintsfrompublicshouldnotbetrivialized

Whileperusing

Dak,

Officer

may

record

small

notes for

expressingorders,whereverrequired

Helpssavetime forpaperstobeputupagain sayin

protocolvisits,

any

crises,

etc

TimespentonperusingDakistimeWELLSPENT manyofusareguiltyonthiscount

Maylike

personal

staff

to

keep

copies

of

important

communications forpromptfollowup

HereafterDakallocatedtobranches/sections foraction

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ProcessingPapers

BranchHeadwillhavethedealinghandexamine and

putup

the

papers

Mostly,somenormslaiddown onpaperstobe

processedbyadealinghandin1day

Aidsto

Processing Rules,

Standing

Orders,

Precedent

Book,StandardProcessSheet

Noting examinationonfile

Drafting preparationof

drafts

of

communication

to

beissued

Finaldecisionbycompetentauthority

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FilesAFile isan

arrangementof

papers

inchronologicalorder

on

a

specific

subject withclearidentifyingnumber

Part File

Link File

Single &DualFileSystem

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Managementof

Office

Records

Keytoefficientdischarge ofofficework

Stagesin

life

cycles of

records

are

Creation,

Utilization,Storage,RetrievalandDisposal

Public

Records

Act,

1993

mandates

proper

managementofallpublicrecordsinGOI

RTIAct hasthrownevenagreaterchallenge

especiallyin

States

at

district/

sub

division

level

for

ensuringproperrecordmanagement

Needforproactivedisclosure underSection4 ofRTI

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Categorizationof

Records

Normallyfour Categories

CategoryA Permanent

files

of

historical

or

archival

importance;mayevenrequiremicrofilming(eg.Treaties,CreationofStates,etc)

CategoryB Files

of

permanent

nature

other

than

A

(eg.LandAcquisitionAward,Serviceappointments)

CategoryC Filesoflesserimportancehavingreferencevalueforupto10years(eg.importantfinancial

transactions)

EphemeralFiles Canbedestroyedafter13years(pettycontingencybills)

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Appraisal

and

Weeding Appraisalnecessarytoreviewimportance offilesbefore

initiatingweedingoutrecord

Weedingout

procedure

defined

in

Office

Manual

importantforsifting&preservationofrelevantrecord

Mustensurepropercompliancebeforeweedingcarriedout

zeroerror;

Sections

must

inventorize &

certify

that

record

fittobeweededout;prepareCertificateofdestruction

WelldocumentedcaseofAhmednagar (Maharashtra)by

Mr.AnilKumarLakhina,Collectorforofficereform

Visit RecordRoom uponjoining periodicinspection

Foreasyretrieval ensureproperstackingintallracksor

optimizers;colourcodingofclothforbundles;indexing

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Single

Window

System Oflate,citizenstransactions beingbroughtunder

single

window

system,

especially

in

districts

and

CentralGovernmentofficeswithpublicinterface

SETU(inThane),SUWIDHA(Punjab),CPRC(Police),

RPO,etc

Identifytransactions whichcanbebroughtunderits

ambit

Ifsuch

system

is

already

operational,

examine

and

optimize itsfunctioning

Successliesincommitment andrigourousmonitoring

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Thank

You