Welcome to Noting and Drafting 14.4.1. Administrative setup DIRECTORATE CIRCLE REGION DIVISION– POSTAL/RMS/PSD/CSD UNITS- SUB DIVISION/PO/RMS 24.4.1

Welcome to

Noting and Drafting

14.4.1

Administrative setup

DIRECTORATE

CIRCLE

REGION

DIVISION– POSTAL/RMS/PSD/CSD

UNITS- SUB DIVISION/PO/RMS

24.4.1

Position Of OAs/SS/OFFICER

34.4.1

Accountability

• SD DO• DO RO• RO CO• CO Directorate (Mostly Independent)• Decision making and implementation • Handling of complaints

44.4.1

O & M

• Methods used in administration to ensure that administrative duties are carried out properly and promptly.

54.4.1

Why O & M ???

• To cut down delay • Systematic way • Excessive paper work • Processing levels • Delegation of powers • Lack of application • Unclear decisions • No MIS • Ensure proper and prompt processing of

cases 64.4.1

7

Office- Information Processing Unit

Arrival

Registration & Diarisation

Storage Filing system

Processing

Noting & Aids to

Processing

Communication

Drafting

Forms of Communication

Monitoring

Checks on Delays

Inspections

Annual Action Plan

MaintainInformation

Record Management

4.4.1

OFFICE PROCEDURE - Glossary

• Case : a current file or a receipt together with other related papers.

• Central issue section: a unit within the department responsible for typing of drafts, comparing of fair copies,preparation of pads for signature and despatch of communication to the addresses

4.4.2


• Central registry: a unit within the department charged with the responsibility of receiving ,registering and distributing dak meant for that department

• C.R No. the serial no. assigned by the central registry to dak in the dak register

4.4.2


• Correspondence : in relation to a file means the portion containing receipts and office copies of issue pertaining to the file including self-contained departmental notes but excluding those recorded on the notes portion of the file itself.

4.4.2


• Notes: means the remarks recorded on a case to facilitate its disposal and includes a precise of previous papers, a statement or an analysis of the questions requiring decision, suggestion regarding the course of action and final orders passed thereon.

4.4.2


• Notes portion:in relation to a file means the portion containing notes or minutes recorded on a case.

• Desk : is an office oriented work within a department with a specific task assigned to it.

• Diary no.: the serial no. assigned to a receipt in the section diary followed by the code letter identifying the section diary

4.4.2


• Docketing: making of entries in the notes portion of a file about the serial no.assigned to each item of correspondence for its identification.

• File: collection of papers on a specific subject matter assigned a file no. and consisting of one or more of the following parts:

4.4.2


• (a) correspondence• (b) notes• (c) appendix to correspondence• (d) appendix too notes• F.R.: fresh receipt: any subsequent

receipt on a case which brings in additional information to aid the disposal

4.4.2


• Indexing : in relation to a file means indicating its title under appropriate catchword arranged in their alphabetical order with a view to facilitate its easy retrieval.

• Minute: note recorded by the President, VP, PM or a minister.

4.4.2


• PUC :paper under consideration• Sectional note: notes recorded on

only one of the many issues raised in the PUC.

• Single file system: in case of non secretariat office- attached or subordinate

4.4.2

Essentials /requirements of a Section to work better

• Sectional note book /precedent book • Standing guard file • Ruling file---Subject wise---With index• Noting clarification of doubts in section

notebook • Information book

174.4.1

Contents Of Information Book

• Staff strength• MDW• Returns –Received/Sent –Date• Preservation of records • Inspection of questionnaire • List of circulars • Registers maintained

• Forms used • Rubber Stamps • Furniture • Mailing list for rulings Address of staff working in section

184.4.1

Systematic method of work

• Prioritization –Segregation of DAK-each DA• Decide the important /nature of action • Instruct DA orally /writing /remarks in margin • Make a note in his personal note book • Take action on disputed paper through officer • Correct file in which it is to be handled .• Maintain index of dealing file

194.4.1

DAK Receipt/Registration /Distribution

• Received in central registry (CR)• Dak addressed to officers by name will be received

by them or through their PA• Except ordinary post Dak ,all other Dak with entry

will be acknowledged by recipient• Check the enclosures –If not received make a report • Dak /covers will be date stamped

204.4.1

• Sort –Section wise/officer wise if addressed by name(Keep a list of subjects dealt with various branches )

• Prepare an invoice for each section in duplicate acknowledged. Invoice by ss to be filed section wise

• Urgent dak will be distributed as and when received• For communications directly received by officers the

PA will transfer them to sections duly entered in a register& the ss also should maintain a register for DO letters received directly.

• Disputed receipts

214.4.1

Receipts/Submission/Diarisation • It is to receive & check for missents• Separate those to be seen by officer • Keep important date on which immediate action is

required • Distribute to DA with instructions wherever

required • Make a note in the diary of important receipts

requiring prompt action & disposal by a date • Submit receipts for offices on receipt pads • DG DAK

224.4.1

Action on receipts

• Action by DA• Entering in Assistants Diary• Filing of papers – punched on top left hand

corner & tagged• C & N on different sides• Number of cases exceed 200 or becomes

bulky- open next volume.• Original file to be stitched.

234.4.1

REFERENCE

• Serial number for each page – C & N• Suffixes to be given for C with more than one page• Give remarks like –PUC<FR1…• Slip bearing PUC to contain reference number in the

margin• Recorded files/other papers put-up with current file –

flagged with alphabetical slip• For identification after removal of slips serial number

of paper ,quoted in the margin of noting.• Number and date of order/rules/regulation/relevant

section to be quoted in the body of the notes.

244.4.1

Reference -continued

• Slips to be pinned inside the paper .• If more than one reference slip spread across the

width of the page• Docket the receipt – entering the papers particulars

in note side.• Identify the issue involved• Prepare note with the help of files, registers,

precedent books, ruling files• Make urgency grading• Record date of submission in diary – col 5

254.4.1

• When a line of action on a paper is obvious-• Based on clear precedent• Practice• Indicated by higher officers• Put up draft without elaborate note

264.4.1

In other cases

• See whether all statements are correct• Point out mistakes , mis-statements, missing data or

information• Draw attention to customary procedures and point

out to relevant rules• Provide other relevant data or information• Bring out points requiring decisions• Draw attention to precedents• Suggest alternative process of action.

274.4.1

Guidelines for noting

• Should be concise and to the point• End the lengthy note with a Para bringing out the

points for consideration or decision• Paragraphs to be serially numbered• Verbatim reproduction of extracts from PUC should

be avoided• Append with initials and date on left below the

noting.• Others to sign the note on right side.

284.4.1

-continued-

• Officer to confine his notes to actual points he proposes to make

• If nothing to be added & he agrees with the note just to append with dated signature

• Observations should be couched in courteous and temperate language – free from personal remarks

294.4.1

-continued-

• When PUC raises several major issues for detailed examination and orders each will be noted upon separately in sectional notes.

304.4.1

Noting by sectional officer

• Try to dispose as many as possible on own responsibility

• Reduce number of files to higher officers by personal discussion

• DA/SS shall be encouraged to discuss/consult freely about complicated cases

• Verbal/oral orders received from higher officers to be recorded in note sheet.

• Replacement/modification of notes recorded in a file if already noted by others shall not be permitted.

• For a wrong decision communicated correction permitted only by higher officer than who ordered.

314.4.1

OFFICE PROCEDURE – oral discussions & instruction

• All points emerging from discussions between two or more officers of the same department and the conclusion reached will be recorded on the relevant file by the officer authorizing action

• It should then be got confirmed by those who participated in it.

4.4.2


• Where an officer is giving direction or taking action in any case in respect of matters on which he or his subordinates has power to decide, he shall ordinarily do so in writing

• If, however there is no time for giving the instruction in writing he should follow it up by a written confirmation at the earliest

4.4.2


• When a member of the personal staff of a minister communicates to any officer on oral order on behalf of the minister, it shall be confirmed by him in writing immediately thereafter

• If the oral orders are in accordance with rules and regulation or procedures they should be brought to the notice of the secretary or the head of the department.

4.4.2


• If not,he should seek further clear order from the secretary or HOD about the line of action to be taken stating that oral orders are not in accordance with the rule

• If an officer seeks confirmation of an oral order given by his superior,the latter should confirm it in writing whenever such confirmation.

4.4.2


• Receipt of communications from junior officers seeking confirmation should be acknowledged by the senior officers or their personal staff

•

4.4.2

OFFICE PROCEDURE-filing of papers

• The papers required to be filed will be punched on the left hand top corner tagging the correspondence portion on the right side of the file cover and the notes portion on the left side of the same file cover.

• In the correspondence part the papers will be tagged from right to left, the latest being at the top

4.4.2


• In the notes part , the papers will be tagged from left to right and the latest being at the top.

• Earlier communications referred to in the correspondence will be indicated by pencil by giving their position on the file

• Routine receipts and issues may not be allowed to clutter up the file.they should be placed below the file in a cover and destroyed after serving the purpose.

4.4.2


• When either the notes or the correspondence portion of a file becomes bulky (exceed 100 pages)it would be stitched and marked volume I.

• Further papers on the subject will be marked volume II.

4.4.2


• Referencing: every page in each part of the file will be consecutively numbered in separate series in pencil

• Blank intervening pages will not be numbered

4.4.2

OFFICE PROCEDURE-Drafting

• No draft to be prepared in simple and straightforward cases or those of repetitive nature for which standard forms of communication exists.

• The initiating officer will put up a draft considered necessary by him.

• He should not wait for the line of action or content of the communication to be told.

4.4.2


• The higher officer may revise the draft as deemed fit.

• The officer approving the issue of a draft will append his initials thereto with the date in the margin of each page of the draft

4.4.2


• The draft should be in clear and concise language incapable of misconstruction

• Lengthy sentences, abruptness, redundancy,superlatives and repetition of words and ideas should be avoided

• Official communications from a department purporting to convey the views or orders of the govt.must specifically be expressed to have been written under the direction of govt

4.4.2


• I am directed to say, the undersigned is directed to convey e.t.c should be avoided

• A draft should clearly specify the enclosures which are to accompany the fair copy. (Encl.)

• DFA 1,11,111.

4.4.2


• Demi Official letters • To call the personal attention of the

addressee • The style of writing should be direct,

personal and friendly.• DO preferably not to exceed a page,

if the message is lengthy- annexure • DO normally to officers two stage higher.

4.4.2

Written Communication

• Letter,Office note,Reports • To establish & maintain contact• To bring good image • Clear,concise,correct,courteous,complete

464.4.1

Planning & Letter Writing

• Understand or grasp what others want • Interim reply if complete reply takes time• Collect facts• Consult records,rules ,instructions• Complete the action required • Write down the points • Arrange in sequence • Make paragraphs • End with conclusions

474.4.1

• Choose the words carefully • Simple words • Avoid long phrases ,uncommon words • Avoid repetition & ambiguity• Check for grammar ,spelling and

punctuation errors

484.4.1

Layout Of A Letter

• Section 1: Full address of sender –Topmost-reference number

• Section 2:Recipient Address• Section 3:Salutation• Section 4:Body of the letter• Section 5:Subscription & Signature

494.4.1

504.4.1

What is a file ?

• -Systematic arrangement of papers• -On a specific subject• -In a Folder• -In a Chronological order• -With an identifying number

514.4.1

A FILE OPENED BY LABOUR RELATION II SECTION DURING 2009 RELATING TO STRIKE ON COLLIERY `X’ FILE NO. G/13024/5/09 - LR II, WHERE

G - REPRESENTS FUNCTIONAL GROUP `LABOUR RELATIONS’

13 - PRIMARY HEAD `STRIKE’

O - SEPARATOR

24 - SECONDARY HEAD `COAL MINES’

25 - SERIAL NO. OF FILE OPENED

09 - THE YEAR

LR-II - THE SECTION CONCERNED

524.4.1

General Principles of File Management

• Open file only when future correspondence is expected

• Deal other papers with diary no.• Try to reply on original receipts• File/docket/reference correctly• Be brief in reply• Use Standard Process Sheets

534.4.1

Title of a File

• Should be as brief as possible• Should give indication of contents• Should be broken up into components

– Wider aspects precede narrower aspects– Each component to begin with capital letter

followed by a bold dash

• Should not be couched in general terms

544.4.1

55

CHECKS ON DELAYS

Time Limits

Handling of Grievances

Weekly Arrear Statement

Monthly Statement of Cases

Call Book

Watch on Disposal of MP/MLA/VIP Receipts

4.4.1

56

Contd.. Monitoring of Court/CAT Cases Register of Parliament /

Legislative Assurances Check List of Periodical Reports Review of Periodical

Reports/Returns Responsibility of Expeditious

Disposal4.4.1

57

AIDS TO PROCESSINGAIDS TO PROCESSING

Standing Guard FilesStanding Guard Files

Standing NoteStanding Note

Precedent BookPrecedent Book

Standard Process SheetsStandard Process Sheets

Running Summary of FactsRunning Summary of Facts

Reference Folders Reference Folders

4.4.1

STANDING NOTE Continuing Note explaining history &

Development of Policy & Procedure to serve as-

a) Background material for review of existing Policy or Procedure;

b) Brief for preparing replies to Parliament Questions / Supplementaries; and

c) Induction or Training Material.

594.4.1

REFERENCE FOLDER

Containing copies of

♣Relevant Rules;

♣Orders;

♣Instructions;

♣Minute of Conference / Meetings;

♣Tour Notes;

♣Parliament Question & Answers;

♣Material for Cut Motions, Budget Speech of Minister etc.

624.4.1

PROCESSING STEPS

Filing

Docketing

Noting

Referencing

Submission

634.4.1

Filing of Papers in a File

• In a file cover - note on left side - corr on right side• Docketing & referencing to be done• If number of pages (corr+notes) exceed

200, then mark it Volume I get it stitched and open volume II

644.4.1

• Page no.s in Vol - II to be in continuation of Vol - I

• Open part files separately

• Merge Part file with the main file at the earliest

65

Continue……..Continue……..

4.4.1

Docketing / Referencing

• Each item on corr. side (receipt/issue) to be assigned a Sl. No.

• Sl. No. in red ink on top centre on 1st page• Sl.No. to be entered in notes portion

(docketing) for identification• Every part of file to be numbered in separate

series in pencil

664.4.1

• Blank pages not to be numbered• Only two flags on current file, PUC & FR• If more than one FR, flag as FR I, FR II• Quote page no of FR/PUC in margin• Flag linked recorded files alphabetically viz.

A,B and quote page no in margin

67


4.4.1

• If more than one flag in such files flag as A/21, A/28

• No. of the file referred will be quoted in the body of note

• No. and date of orders,notification, resolution to be quoted in note

• If reference books/files not put up with note indicate in margin.

68


4.4.1

Movement of Files

• To be entered in File Movement Register• Movement of linked files also to be entered

in the register• Movement of files from a section on

requisition & noting in movement register• File Movement Register-Appx 23

694.4.1

70

File No Subject Date of Classification & Year of Review

Remarks

Opening Closing

1 2 3 4 5 6

File Register

Standard Head No. Standard Heading

4.4.1

71

File Movement Register

File No……………….. Subject ……………………………

Space for Recording movements of part files

4.4.1

ARRANGEMENT OF PAPERS FOR SUBMISSION

72

Reference Books Notes Portion Running Summary Draft Corr. Portion Appendix To Notes / Correspondence

4.4.1

ARRANGEMENT OF PAPERS FOR SUBMISSION

73

Standing Guard File/ Standing Note/ Reference Folder

Extracts From Gazette Linked Files Routine Notes & Papers

4.4.1

THANK YOU

744.4.1

Documents

Welcome to Noting and Drafting 14.4.1. Administrative setup DIRECTORATE CIRCLE REGION DIVISION– POSTAL/RMS/PSD/CSD UNITS- SUB DIVISION/PO/RMS 24.4.1