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8/10/2019 Scrly-Office Procedure
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RATIONALISED OFFICE PROCEDURES
TO ACCOMPLISH IMPROVED WORK CULTURE
0. Preamble
0.1 Good office procedures explained here, are only a lucid reinstatement of theold practices which have gone into disuse and these do not constitute any
innovation or new system of working. However some new instructions have been
added to meet the present days needs.
0. !he "ob of a #lerk or a $raftsman calls for intelligent application of mind,
supported by the knowledge of rules, regulations and technical aspects of the
stream he belongs to. %t is necessary to enrich the "ob contents of these cadres andto harness the individual talents. !his can be achieved only by distributing
responsibility e&uitably, so that every employee feels that he is a part of the
organisation and his role is important. 'elf( confidence thus created in individuals
ultimately leads to the strength of the organisation. 'treamlining of the office
procedures as per this circular will pinpoint accountability and responsibility at
various levels and will promote individual efficiency thereby leading to collective
efficiency.
0.) %n this circular, the term *!op +fficer has been used to denote the head of
the office-organisation and the term *ranch +fficers to represent the officers in
the next lower tier with different portfolios. ut this definition of a *!op +fficer
is not rigid. /here a lower officer is entirely competent to take decision in a
particular issue, he can be considered as *!op +fficer for the limited purpose.
1. very staff in #lerical, #omputer, $rawing and !yping sections should
display his-her name painted on a wooden block of triangular cross section kept
on the table or through other suitable means2.
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. very +ffice 'uperintendent, #lerk and $raftsman should have a
distinct designation within the $epartment. 4or example, +'-3 indicates
+ffice 'uperintendent of 'ection 3. '#5-)-3 will indicate that he is the third
'enior #lerk working in 'ection 3. 'till better, the abbreviations of functionscan be used instead of numbers.
). ach initials made by an +ffice 'uperintendent-#lerk-$raftsman in
any paper should be followed by his designation as defined in 6ara along
with the date. are initials cannot reveal the identity of the owner of the
initials. $ate is considered inseparable part of initials-full signature2.
3. +n the cover of each file, the name of the dealing #lerk and the +'
along with their designations should be written legibly in bold capital letters.
7. !he +fficers should not hesitate to call the dealing #lerks not
necessarily the +' always2 to discuss about the notings-letters put up by
them. !his will help to build up self(confidence, boost up morale and
stimulate interest amongst the #lerks. %t will be also possible to gauge
whether the +' guides the #lerks properly.
8. ach !ypist-'tenographer-69-#omputer +perator should have a
distinct nickname, such as :;', Hari, .=3 or !:50=0>=3. %f the letter-matter is prepared
on a computer, the file name and floppy-pen drive- other location reference
should also be incorporated following the nickname and date, all in small
font.
?. !he nickname of the !ypist should be available even for stencil
cutting. %n case voluminous typing-stencil cutting is divided among various
!ypists, each page must have the nickname of the !ypist who typed that
particular page. !he identity methods as per 6ara 8 and ? will assure
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recognition to good performers, even from the head of the office and this
will inspire others too.
>. /hen the typing of a report is shared among more than oneemployee, same font, margin details, etc. should be used so that the letters
are uniform in all the pages.
=. ach dealer-typist-draftsman should log his daily work in a diary.
!hese diaries should be scrutinised by +' and officers periodically.
10. Size of te Pa!er" to be #"e$
10.1 +nly 93 si@e papers 10 mm x =? mm2 should be used for making
office notes, letters, etc. so that these can file up in a uniform way in the
folder which are designed only for 93 si@e. ig statements can be of 9) si@e
which is folded to 93 si@e by a mid(foldA a second fold parallel to the first
fold is necessary to keep the edge of paper free of file holes. %f papers of
different si@es are filed, not only these give uncouth appearance, but also the
portions exceeding 93 si@e get folded and torn off, resulting in loss of
valuable information.
10. 9ll letter heads should be strictly of 93 si@e, so that the annexed
sheets match in si@e. !he logo should not be located in the left top corner of
the letter head to avoid pinning or stapling on the logo amounting to insult
for the same. !op centre of letter head is the most suitable location for logo.
10.) %t is a bad practice to file letters-statements printed on computer
stationery without chopping off perforated edges. 9ll offices should use
perforated roll(sheets of width 30 mm or 370 mm approx.2, so that either
93 or 9) dimension is obtained after removal of perforated portions.
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10.3
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exactly fit in whether 93 to 9), 9l to 9, etc. %nternational, as well as %'%
standards, re&uire adoption of metric si@e papers.
10.> !here is a tendency to use 93 si@e paper in 6ortrait
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than one page, the marking should be on the top page only. %t is a bad
practice to make markings or to give F-4F entries in the last page of the
letter.
11. %n case the first officer decides that the letter should be seen by any
officer-section, not in the marking list, he should include the same.
11.). %f the letter deserves to be acted upon by more than one section,
photocopies should be taken and marked to such sections. 4or example, a
public complaint should go to the Grievance #ell through 9$F< and also
to the ranch +fficers concerned, such as $#
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11.8 'ometimes a report may be received under a covering letter. 9n
officer seeing it in $ak 6ad may detach the report for studying and may pass
on the covering letter forward. %n such a case, he should make an
endorsement on the covering letter to the effect that the report is kept withhim. Dikewise, the drawings enclosed to a letter received, may be detached
and kept in the drawing cabinet-file in which case an endorsement should be
made suitably to pinpoint the location of drawing when needed.
11.? %t is +'s responsibility to ensure that $ak 6ads are not stagnant due
to +fficers going on leave-tour. He should bring to the attention of other
+fficers any important letter awaiting urgent action.
11.> !he +ffice 'uperintendent-#lerk of the Feceiving 'ection who marks
the letters should therefore, have a sound overall knowledge of the functions
of the office, to ensure that the papers reach the right officials in a fast
manner. /hen urgency and priority warrant, he should walk to the +fficer
concerned with the letter or fax or telegram and seek his advice for
immediate disposal. +nly such involvement will indicate that the +' is
dedicated to the corporate ob"ectives. %n addition, the !op +fficer should
note down in his personal diary the details of important letters received
which re&uired prompt reply-action and he must repeatedly check on the
same, without entirely leaving the matter to +' or #lerks.
1. 'ometimes more than one letter may be received in one envelope
from the same source. !he Feceiving 'ection should carefully separate themand treat them individually, by marking to the respective +fficers and
'ections.
1). xcept in obvious or routine cases, the line of action to be taken
should be indicated by the +fficer in order to guide the +fficers-'taff below.
ndorsement by the +fficer should not be in the margin on filing side. %f this
discipline is not followed, it will be difficult to see the endorsement after
filing the letter. %n case the lower official needs guidance, there should not
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be hesitation to consult the higher official directly. %t is a crime to keep any
letter without taking action, not knowing what to do. +fficers and +'s
should go round in the 'ection and take up with #lerks keeping too many
loose letters without filing and processing.
13. %mportant letters needing urgent action and letters on policy matters
should not be kept in circulation on $ak 6ad. !he original should go to the
file immediately and only the photocopy should be circulated. %t is the
+fficers responsibility to ensure this. !his has been reiterated in 6ara 1>.
17. Fouting of the letter within the office and recording of orders on the
action to be taken are very important facets of office working. !o &uote a
specific case, an important letter on ultrasonic testing of rails sent by 6#
and received by a 'r. $;, was not circulated to other $;s, 9;s and
'upervisors of the $ivision, because of the simple reason that the 'r. $;
did not endorse *#irculate to all concerned on the letter and the +' did not
visualise the importance of the sub"ect for ensuring safety.
18. )oo$ !ra'ti'e" i% fili%& !a!er"
18.1 !he filing procedures should facilitate easy retrieval of information,
apart from eliminating possibility of manipulations at a later date %n a
particular case, which became a court case subse&uently, the investigation
revealed that some vital letters had been replaced by fake correspondence2.
18. $ouble side files should invariably be adopted, with 4olio side
correspondence side2 and noting side pp side2, so that the internal
discussion and rationale for decisions are kept on record.
18.) A""i&%i%& Folio N#mber
4olio number should be written in red and rounded at right side top
corner. %n case a letter has more than one sheet, individual folio numbersshould be given to each sheet in the following mannerB(
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'uppose the letter has 13 sheets inclusive of covering letter and
annexures2 and has to be filed over 4olio ;o. ?, then the topmost sheet
should be marked ?)-1(13. !he second sheet should be marked ?)-(13,
third sheet ?)-)(13, etc. till the last sheet is marked ?)-13(13. %t is a badpractice to give folio numbers as ?) to >8 for the papers being filed in this
case.
18.3 Do'*eti%& of a letter *e!t o% Folio "i$e+ o% te PP "i$e
!he docketing of each letter on 4olio side2 received and despatched
should be done in red on the 66 side by writing the 4olio ;umber, originator
and addressee of the letter, Feference ;umber of the letter, date of filing,brief description of the sub"ect and reproduction of the endorsement
recorded by the +fficer, when it was put up to him in $ak 6ad, as mentioned
in 6ara 1). 9n example is given belowB
*4olio(71-1()B( 4rom G
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document is important and if it is desired that this should continue to be
available in the file, 4olio number should be given, along with the docketing
on 66 side.
18.7 )i(i%& ,-a'* Refere%'e.+ ,For/ar$ Refere%'e. 0 Folio N#mber"
9 rubber stamp should be used with space provided for writing the
backward and forward references. %mpression of this rubber stamp should be
done by the Feceiving 'ection itself as mentioned in 6ara 11.1. /hen the
dealing #lerk writes the backward reference on a new letter, the forward
reference should also be entered on the earlier letter on this sub"ect. 4or
example, for the letter "ust being filed and assigned with 4olio ;o. ?>, thebackward reference could be 4olio ;o. )7. !his should be indicated in the
rubber stamp impression on 4olio ;o. ?>, apart from indicating 4olio ;o. ?>
as forward reference on 4olio ;o. )7. /hen such a chain of F and 4F
4olio numbers are entered, any particular case can be &uickly studied,
hopping over the papers not relevant.
18.8 nder *'ub"ect or in the text of the letter being filed, there may be
reference to an earlier correspondence. %n such cases, the respective 4olio
numbers should be indicated by underlining and indicating the 4olio
numbers in red. %n some cases, the back reference may be in a different file,
in which case, not only the 4olio number, but also the case file number
should be indicated.
1?. Pro'e""i%& i% file
1?.1 /henever the contents of a letter on 4olio side is discussed through a
noting on 66 side, the clerk concerned should examine the issue in the light
of the provisions in the codes, various circulars, precedents etc. !he noting
must be in a good nglish-Hindi in legible handwriting. Dong sentences
should be avoided. %ndiscriminate use of Eand leads to ambiguity. /henever
a case-issue is discussed on the noting side, the arguments must be presented
in a logical way and also the events in chronological order. !his will help
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the higher officer to appreciate the sub"ect in a short time, since he has to
deal with a number of files converging to him.
1?. !he noting on 66 side should not end without leaving space fororders. !here should be at least one or two blank papers on 66 side while
passing on the file from one official to the next official. !he dealing clerk
should ensure this. 4urther, he should mend files which are damaged. ;ew
volume of the file should be opened promptly when the volume in use
bulges to unhandy si@e.
1?.) %t is not proper to merely connect 4olio ;umbers and put up to
+fficer concerned with an endorsement like *4or orders please. !he #lerks
are expected to use their intelligence in analysing the issue and come up
with suggestions to help the +fficer to take decision faster.
1?.3 %n the noting prepared by a #lerk-+', there should be, as far as
possible, specific expression of opinion. $ecision making need not be the
monopoly of officers only. +pinion expressed by clerical cadre becomes
decision when the officer of appropriate level approves the opinion. !his,
however, does not mean that the officer should not resort to lateral thinking
or utilise his practical knowledge and outlook. %n case the opinion of the
lower official is over(ruled by the next higher official, the reason for the
same should be recorded by the latter.
1?.7 /hen a note originating from one level goes to the highest level for
orders, the intermediate officials should not merely initial and pass on the
file. !hey should make endorsements, such as, *% agree, *Fecommended,
*% do not agree because etc.
1?.8 /hen a chain of notings is put up to the !op officer, the last officer
who marks the file to the !op officer should summarise the issue and seek
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for specific orders. %n trivial cases, such a summarising may not be
necessary. %n some instances, it so happens that one issue is discussed in
different stages and the notings continue on several pages, sometimes in an
interrupted fashion due to intervening notings on other issues. %t is notcorrect to mark such a chain of notings to !op +fficer with an endorsement
like *4or orders please. !he last officer who marks the file to !op +fficer
should make a self(contained note, giving cross(references to 4olios and
earlier notings. 'uch a summarising exercise not only deepens the insight
into the issue, but may also generate solution to the problem.
1?.? %n the notings, the 4olio ;umbers should be cross(connected. %t is a
desirable practice not to attach flags which spoils the appearance of file and
to avoid making too many holes in letters. %t is seen that such flags remain
for ever with rusted pins. %t is also a bad practice to attach 4lags 9, , # etc.
and to give references to 9, J # in the notings. %t is proper to use only the
assigned 4olio numbers as reference tool.
1?.> %n case a linked file is necessary, the 4olio ;umber and 4ile ;umber
should be indicated in the noting and the noting should confirm that *Dinked
4ile ;o... is annexed as the last and separate sentence.
1?.= /hen a noting is made to obtain the orders-approval-sanction of the
competent authority, by way of forwarding the file, such noting should be
placed on 66 side only, and not on 4olio side. However, the docket formsfor recording sanction should be kept on 4olio side. 'ometimes a note may
be sent to another officer-office in isolated manner, in which case it is
treated as a letter dealt under 6ara 0.
1?.10 $ealing of issues of continuous nature in isolated papers or in Ebaby
files should be discouraged. !he cases should be put up on the file
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concerned, such as, repair proposal for individual vehicles, cash award
proposals, etc.
1>. Detters received from higher office Head&uarters or oard2pertaining to policy matters should be very carefully dealt with. !hese
should invariably reach the policy file concerned without delay and
docketed. %n the meanwhile, photocopy may be circulated to various
officials concerned. However, it should be ensured that photocopies of the
same letter do not get filed again and again, making the file unnecessarily
bulky. !he docketing procedures mentioned in 6ara 18.3 will caution against
this bad practice.
1=. 6olicy matter-!echnical #ircular 4ile should not be used for filing
ordinary correspondence, letters, reminders, etc. even if these arise in
connection with the same sub"ect.
0. I""#e of letter ba"e$ o% $e'i"io% re'or$e$ i% file
0.1 !he officer passing the order on noting side or on any letter2 should
record the same very clearly. %f the intention is to send a reply, he must also
indicate the other parties concerned to whom copies should be sent. !he
dealing #lerk-+' should also use his imagination in this respect. %f the letter
is being sent to 9, with copies to , # and $, then the main letter to 9
should indicate that , # and $ are also being advised. !he practice of
avoiding this by *;ot in original is not desirable, but can be selectivelyfollowed only in essential cases.
0. %t is also necessary to ensure that copy is not endorsed to unconcerned
party, especially communicating contents of internal discussions-decisions in
a prematured status. 'uch untimely and uncalled for marking of copy may
give rise to unreasonable claims at a later stage.
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0.) ach letter being issued should be earnestly condensed and
compressed as E+ne page letter, which is invariably effective and appealing
at the receiving end. !he wordings should be short, but express the meaningfully. :ery long sentences should be avoided. 4or the sake of bringing the
main points within one page letter, supplementaries can be shifted to
9nnexures. /ith the use of computers, composing of letter to single page is
much easier than before. Ket another advantage of one page letter is the
economical and fast reproduction by photocopy-roneo. !he age old method
of starting a letter as */ith reference to your above letter, it is stated that
should be avoided and the sub"ect matter can be straightaway "umped into.
0.3 /henever a draft letter is put up for approval in the file, references to
4olio ;umbers of the relevant earlier correspondence should be indicated on
the draft.
0.7 9fter the approval of the draft, the letter should be fair typed keeping
in mind presentation, accuracy, correctness of spelling, etc. /hile placing
the finally typed copies of the letter to the officer for being signed, the#lerk-+' should affix the initials and designation on the office copy, to
signify that the correctness of the typing has been verified by him. %n case a
letter is put up for !op +fficers signature, the ranch +fficer concerned
should also record his initials on the office copy of the letter. Feference to
4olio ;umbers should be indicated on the office copy, even at the stage of
putting up the letter for signature, as done during draft stage as indicated in
6ara 0.3.
0.8 Detters to outsiders should invariably be typed using letter heads,
containing the logo of the organisation. Handwritten letter sent to outsiders
pro"ects a poor image of railway. %n most of the cases, letters to outsiders
should start with *$ear 'ir-'irs and end with *Kours faithfully. Failway
abbreviations should not be used and the expressions should be courteous
and in speaking order, avoiding the usual railway style. Failways 6hone
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number, 4ax number and (mail address should be available in such letters.
!hese formalities should be strictly observed also for the letters addressed to
#ommissioner of Failway 'afety, Failway !rade nions, #ontainer
#orporation, 5F#D, FF, F%!', %F#+;, %F#9, 1F4#, Fegistrars ofF#!, FF! J #9! and, last but not the least, to any retired railway
employee, irrespective of his pre(retirement grade.
0.? 9t the end of the letter, "ust below the space earmarked for signing,
both the name of the signing officer and his designation should be available,
'ometimes, argument is put forth, such as, *%t is well known who is the
'r. $#
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0.10 ven +ffice 'uperintendent can be authorised to sign some letters,
but his name followed by *for xxx should be available below his signature.
0.11 !he designation, in some cases, may be followed by the authority ofthe head of the office, such as *Moint $irector 9J2, for $irector General.
0.1 Feplies to important letters should be despatched with the approval of
the competent authority, in which case the last sentence of the reply should
be *!his is issued with the approval of , if the letter is signed by
somebody else. %n fact, it is desirable that important replies such as to
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0.1? 9ny letter should invariably be prepared, with a clear listing of the
enclosures to be attached, even in the draft stage. nclosure should be
specific such as *#opy of letter in sheets, *9nnexure(9 in
sheets, * copies of 6lan ;o. etc. !he practice of stating*nclosureB as above should be avoided. #orrect listing of enclosure will
help the $espatch #lerk. %f he fails to send the enclosures correctly, alround
delay and confusion will occur. !he office copy of a letter should also have
the office copies of its enclosures and these sheets should be assigned 4olio
;umbers as stated in 6ara 18.). However, if the enclosures are already
available in the same file, duplications should be avoided and the respective
4olio ;umbers should be indicated under the enclosure list of the office
copy.
0.1> /hen a reply is issued to any other office within Failway or to
outsider, under the heading *Fef. at the beginning of the reply(letter, it will
be appropriate to give reference to the letter number of the addressee. !here
is no point in giving only our own office letter number as the past reference,
since the other party will not be able to locate the same easily in their office.
0.1=
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0.0 /henever E#onfidential or E'ecret letter is issued or received, this
should receive the re&uired treatment strictly. %t is the responsibility of the
+fficers, 6ersonal 9ssistants and #onfidential 9ssistants to ensure
observance of the formalities. 'uch correspondence should not be allowed to
be transmitted through normal $ak 6ad. $epending on the extent of
confidentiality, closed file and-or transmission by hand should be resorted
to.
1. %n the case of !ender 6roceedings, 'election #ommittees report etc.
each manual correction should be initialed by the members of the
#ommittee. !he enclosures of the proceedings of the !ender #ommittee or'election #ommittee such as tabular statements2 should also be "ointly
signed, in addition to signing each of the pages of the main proceedings. %n
the case of empanelment of staff, in selection-promotion, no manual
correction shall be permitted in the typed list of finally empanelled staff.
. /hen an officer is re&uired to sign in a number of places say 182 as
in 9greement document, the places to be signed should be numbered inpencil such as 1-18, -18 18-18, so that the officer can keep a watch
while signing that no paper is skipped in between.
). %ndents on 'tores $epartment should be prepared in a clear manner,
preferably typed. %f there are enclosures such as $etailed 'pecification,
$rawing, 6roprietory #ertificate, 'anction
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7. !he reminder should be so worded in a self(contained manner, that
the Feceiving +fficer seeing it in $ak pad can recall the sub"ect readily and
activate the persons concerned. y merely giving reference to letter numberand stating *your reply may be expedited, the receiving officer is kept in
pu@@le, till the previous correspondence is connected and thus the matter is
delayed.
8. /hen an issue pertaining to establishment matter is put up to the !op
officer, the stablishment +fficer should be the last officer to mark the file
to the !op officer. %n other words, the final option to comment on varioussuggestions given by the ranch +fficers should be exercised by the
stablishment +fficer only. 'imilarly, in the case of matters involving
financial implication, 4inance +fficer should be the last officer, to pass the
final remarks before putting up to the !op +fficer.
?. /henever sanction is sought, reference to the relevant item of
'chedule of 6owers should be given. %f sanction is sought without routing
through 4inance, it should be confirmed that the sanction does not need
finance concurrence as per 'chedule of 6owers. !he funds availability and
overall position of budget under the proper primary unit-sub(head should be
indicated to guide the sanctioning authority. %n case the 4inance has made
some observations while giving concurrence, convincing replies to these
observations should be put up to the sanctioning authority by the executive
department.
>. /eeding out of files and moving them to Fecord Foom should be a
continuous process. !he +'s are responsible for this. !here is a tendency to
keep obsolete files and demand for more space and more racks. !his should
not be encouraged. !here are circulars issued by Failway oard regarding
identification and disposal of obsolete records, while retaining important
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papers, which serve as landmarks in the functioning of the organisation,
apart from possessing value as heritage and-or archives material.
=. Differe%t 'ate&orie" of $ra/i%&" a%$ te meto$ of re'or$i%&a!!ro(al
=.1 $rawings prepared in an office may be classified into the following
categoriesB
9B 6roposal pertaining to approved work, meant to serve execution
B 6roposal for consideration, which may be approved in future.
#B 'urvey details recorded.
$B nclosure for a report, paper or letter.
B !ype designs.
4B #ompletion drawing.
GB
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extension to Funning Foom, etc, should not be given. !he appropriate
caption in this case can be *9 tentative proposal for extending the Funning
Foom. !he origin for such a draft proposal, such as, %nspection ;otes of
G
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=.? $rawing of #ategory(4, i.e., completion drawing will serve as the
reliable document of the asset created. #ompletion drawing, meant for being
certified by the field engineers after the asset is created in full shape, should
be carefully prepared. !he descriptions in the completion drawing should bedifferent from those in the drawing for execution. /ritings such as *'uitable
foundation to be provided, E6recast F# slabs to be laid on base concrete
1B)B8, etc should not be permitted in completion drawing. %nstead exact
details of foundation actually provided and precise specification of the
works as executed should be available in the completion drawing. %n short,
working drawing gives directions, whereas completion drawing records
history. 'ince most of the drawings are now(a(days made through
9!+#9$, the drawings prepared for execution can be altered as
completion drawings, with much more ease than in the case of hand(
prepared drawings. #ompletion drawing re&uires countersignature of
competent authority, based on the field officers certification.
=.> $rawings which do not fall under any of the above said descriptions
can be referred as E
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approved version. %f a correction is subse&uently made in the drawing, the
same procedure should be repeated after the amendment note on the drawing
is signed by the competent authority. /henever copies of an amended
drawing are sent to the field officers-officials, it is necessary to call back thecopies of the earlier version, so that they are kept out of circulation.
9lternatively field officers-officials should be asked to make bold entry in
red on the obsolete copies signifying the receipt of the amended version.
/hile investigating the cause of collapse of porch in a station building under
construction, it was seen that the drawing with the supervisor and contractor
was different from the original with the head office. !his original had certain
corrections without duly approved amendment notes. 'uch situations can be
avoided by treating a clear print of drawing as a document to be preserved in
file.
). Dra/i%&" for 1oi%t a!!ro(al b2 more ta% o%e offi'e3or&a%izatio%
).1 /henever a drawing prepared by one office say, #onstruction /ing2
is sent for approval of another office say, +pen Dine2, it should be insisted
that the +riginating +ffice should send clear prints without any manual
correction. %n case, the 9pproving +ffice, suggests some changes, the
+riginating +ffice should carry out the corrections in the original tracing
and send afresh two prints without any manual correction. 9fter signing on
both copies as token of approval, one copy should be returned to the
originating office and the other copy should be preserved in the file
concerned of the Feceiving +ffice. !his procedure will ensure un(ambiguous communication between the two offices and authentic record of
the final arrangement mutually agreed upon. %f the drawings are exchanged
through magnetic media, suitable security should be ensured.
). %f a drawing is made through a consultancy firm and is to be approved
by an office of Failway, the same procedure mentioned in 6ara ).1 should
be adopted.
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8
).) 9 drawing prepared by a consultancy firm should have two distinct
name plates. !he name plate at right(bottom extreme should be in the lines
of the usual name plate on railway drawing, with the details such as *'outh
#entral Failway ( ;ame of work ( /6 reference ( sanction reference (
$escription of the component detailed in the drawing ( ;ames of railway
officials verifying the design and drawing prepared by consultant2 and their
signatures with dates etc. !he other name plate on the drawing should
ad"oin the railway name plate on its left side and should contain details such
as *;ame of the consultancy firm ( #onsultancy #ontract ref. ;umber (
;ames of the firms officials responsible for design, checking, drawing andcounter checking and their signatures with dates. +nly after the signatures
are made on the railway name plate, the firms drawing is authenticated as
railway drawing and is &ualified for execution. %t is sometimes noticed that
accountability and responsibility are diluted, when drawings are prepared
through consultant. !he field engineers directly receive drawings from
consultant without recorded approval of railway. 'uch undesirable practices
should be curbed.
)). 9mmonia prints are outdated and are not legible if the shelf(life of
the paper expires. !hese prints get bleached by sun light. #lear photocopies
will greatly assist the field executives, for which the optimal solution lies in
adoption of metric si@es 9+ to 93. %t is possible to scheme out even a big
drawing with several views, split into main and part drawings, all fitting into
9) si@e. /ith drawings being prepared through 9!+#9$, it is all themore befitting to go in for handy si@e drawings such as 9)2, while retaining
the clarity of details.
)3. 'uppose, 9) si@e is really found inade&uate for complicated drawing,
9 si@e can be adopted, because by folding this into two halves each of 9)
si@e2 photocopies of both the portions can be taken and thereafter pasted.
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)7. !he functioning of Failway is basically on technical principles. ven
the #lerks should learn some fundamentals in technical matters. !hey should
be able to understand and use units, such as s&uare metre, hectare, wagon
kilometre per day, etc. !he standard units in #G' system except special
Failways notations such as ;!5letters without full stops, such asB
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9dministrative !ribunal. /hile addressing non(Failway organisations,
Failway abbreviations should not be used even for referring Failway items,
since the recipient will find it difficult to decipher. 4or example, if a letter
sent to a candidate freshly selected for %F' asking him to report toG
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=
reality, these procedures are very logical and easy to be followed once
transformed as habitualA thereafter these render the system fast(acting and
right acting. 9ccountability is the key note of modern management. !he
procedures stipulated in this circular establish accountability in clear terms.ven as we shift to *paperless office with extensive use of computers in
future, the basic principles contained in these procedures will hold good and
have to be incorporated into the software of office working.
30.) very officer often faces embarrassing situation with higher officer,
trade union leader, aggrieved staff, consumer council, representative of
public, contractor, supplier or political leader, when he is &uestioned for the
unawareness of the issue, irresponsiveness, delay, wrong decision or failure.
!he root cause for such a situation can sometimes be traced out to be the
collapse of office procedures, perhaps combined with non(involvement or
ignorance on the part of a few employees in office or field.
30.3 /hereas the importance of counselling and training cannot be
underestimated, many of the avoidable lapses can be eliminated and the
work(culture can be upgraded by implementing these rationalised office
procedures.
(o0o(