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OFFICE PROCEDURE
OBJECTIVE
DEFINE DAK, RECEIPTS DESCRIBE ROLE OF DEALING
OFFICERS LIST OUT AIDS TO PROCESSING DESCRIBE ACTIONS ON RECEIPTS LIST OUT FEATURES OF ACTION
TAKEN BY A SECTION DESCRIBE ROLE OF HIGHER
OFFICERS DESCRIBE LEVEL OF DISPOSAL
DAK & RECEIPT
“DAK” INCLUDES EVERY TYPE OF WRITTEN COMMUNICATION SUCH AS LETTER, TELEGRAM, ID NOTE, FILE, FAX, E-MAIL, WIRELESS MESSAGE WHICH IS RECEIVED WHETHER BY POST OR OTHERWISE, IN ANY DEPARTMENT FOR ITS CONSIDERATION
“RECEIPT” MEANS DAK AFTER IT HAS BEEN RECEIVED BY THE CONCERNED SECTION / OFFICER.
DAK-RECEIPT
DURING OFFICE HOURS …… IN CASE OFFICER IS ON LONG LEAVE
… OUTSIDE OFFICE HOURS …. RECEIVED THROUGH E-MAIL … COMMUNICATION THROUGH FAX … ACKNOWLEDGEMENT OF DAK ….
DAK-REGISTRATION
URGENT DAK SEPARATION OPENNING OF COVERS CHECKING OF ENCLOSURES DATE-STAMP SORT – SECTION-WISE REGISTER / NOT TO REGISTER DAK REGISTER & INVOICE REGISTER
DAK-DISTRIBUTION
INVOICE / MESSENGER BOOK TIMING OF DISTRIBUTION ROLE OF NIGHT DUTY CLERK GENERAL PRINCIPLE TO HANDLE
ODD SITUATION
RECEIPT-DIARISATION
WHAT NOT TO DIARISE WHAT TO DIARISE IN RED INK FORMAT OF SECTION DIARY RECEIPTS REDIRECTED COME-BACK CASES : DIARISE EACH
TIME SECTION OFFICER SCRUTINISES
EACH WEEK ALLOCATION OF DISPUTED RECEIPTS
ACTION ON RECEIPTS
THREE GOLDEN PRINCIPLES
MAXIMISESPEED
OPTIMISEQUALITY
MINIMISEPAPER WORK
ACTION TAKEN BY SECTION
MAIN FEATURES
REFINING
STATUTE /
CUSTOMS
FURNISHING
STATING THE
ISSUE
DRAWING
ATTENTION
EVALUATING
SUGGESTING
•MISTAKE FREE•UPDATED•TIMELY•JUST•ALL ANGLES COVERED•SUGGESTED PLAUSIBLE
OTHER IMPORTANT CONCEPTS
STANDARD PROCESS SHEET LEVEL OF DISPOSAL / CHANNEL OF
SUBMISSION LEVEL JUMPING – SENIOR
ASSISTANTS HANDLING ORAL INSTRUCTIONS THE TWO IMPORTANT FLAGS FLAGGING OF RECORDED FILES REFERRING TO RULES
OBJECTIVE - REVISITED
DEFINE DAK, RECEIPTS DESCRIBE ROLE OF DEALING OFFICERS LIST OUT AIDS TO PROCESSING DESCRIBE ACTIONS ON RECEIPTS LIST OUT FEATURES OF ACTION TAKEN
BY A SECTION DESCRIBE ROLE OF HIGHER OFFICERS DESCRIBE LEVEL OF DISPOSAL LIST OUT CHECKS ON DELAYS
SOME IMPORTANT CONCEPTS
WHAT OFFICERS ARE EXPECTED TO DO
ARRANGEMENT OF PAPERS IN A CASE
FILING OF PAPERS LINKING OF FILES NOTING ON FILES RECEIVED FROM
OTHER DEPARTMENTS SINGLE FILE SYSTEM (SFS) INTER – DEPARTMENTAL
CONSULTATION
e-office
RECEIPT MANAGEMENT MODULE FILE MANAGEMENT MODULE RECORDS MANAGEMENT MONITORING OF COURT CASES PUBLIC GRIEVANCES RTI MONITORING
ANY QUESTION PLEASE ?
THANK YOU