1. 1. DETAILED OFFICE PROCEDUREDETAILED OFFICE PROCEDURE Receipt and Distribution of papersReceipt and Distribution of papers Diarizing and disposal of papersDiarizing and disposal of papers Opening of new filesOpening of new files Referencing / docketingReferencing / docketing Movement of filesMovement of files 2
2. 2. RECEIPT & DISTRIBUTION OFRECEIPT & DISTRIBUTION OF PAPERS IN THE DIVISIONPAPERS IN THE DIVISION All communications shall be received in aAll communications shall be received in a separate section known as the Central Registryseparate section known as the Central Registry or R & I (Receipt and Issue), which shall beor R & I (Receipt and Issue), which shall be responsible for: -responsible for: - i.i.Receipt and distribution of fresh receiptsReceipt and distribution of fresh receipts ii.ii.Dispatch of outward mailDispatch of outward mail
3. 3. PROCEDUREPROCEDURE 1)1) Receipts addressed to an officer by nameReceipts addressed to an officer by name shall be sent to him unopened by theshall be sent to him unopened by the Central Registry.Central Registry. 2)2) If the officer is absent, on tour or on leave,If the officer is absent, on tour or on leave, such receipts should be sent to the officersuch receipts should be sent to the officer who is looking after his work.who is looking after his work. 3)3) Receipts addressed to an officer by nameReceipts addressed to an officer by name should be received by the officer himself orshould be received by the officer himself or by his Private Secretary, Personalby his Private Secretary, Personal Assistant, Stenographer/Stenotypist orAssistant, Stenographer/Stenotypist or Assistant.Assistant. 4
4. 4. 4)4)Receipts addressed to a Minister should beReceipts addressed to a Minister should be received, on his behalf, by a member of hisreceived, on his behalf, by a member of his personal staff.personal staff. 5)5)Receipts marked Secret or ConfidentialReceipts marked Secret or Confidential shall be handled in accordance with theshall be handled in accordance with the instructions contained in the booklet Security ofinstructions contained in the booklet Security of Classified Matters in GovernmentClassified Matters in Government Departments.Departments. 5
5. 5. 6.6. Receipts marked Secret or ConfidentialReceipts marked Secret or Confidential shall be handled in accordance with theshall be handled in accordance with the instructions contained in the bookletinstructions contained in the booklet Security of Classified Matters inSecurity of Classified Matters in Government Departments.Government Departments. 7.7. The following routine shall be observed byThe following routine shall be observed by all concerned for receipt and transmissionall concerned for receipt and transmission of classified matter:-of classified matter:- 6
6. 6. GENERALGENERAL The recipient should check the accuracy ofThe recipient should check the accuracy of the contents, before signing the receipt andthe contents, before signing the receipt and the sender should do the same on return ofthe sender should do the same on return of the classified/accountable material.the classified/accountable material. The classified matter which is allowed to beThe classified matter which is allowed to be sent by post should have a receipt in thesent by post should have a receipt in the inner cover to be singed and returned by theinner cover to be singed and returned by the recipient.recipient. 7
7. 7. The classified matter which is allowed to beThe classified matter which is allowed to be sent by post should have a receipt in thesent by post should have a receipt in the inner cover to be singed and returned byinner cover to be singed and returned by the recipient.the recipient. RECEIPT AND DIARISATIONRECEIPT AND DIARISATION When any classified matter (i.e. Top Secret,When any classified matter (i.e. Top Secret, Secret and confidential ) is received in anSecret and confidential ) is received in an office it should be immediately diarised in aoffice it should be immediately diarised in a separate register as provided in below:separate register as provided in below: 8
8. 8. Subsequent Movement / Transfer Or CustodySubsequent Movement / Transfer Or Custody 1.1.Subsequent movement of classified matterSubsequent movement of classified matter at all stages should be properly recorded inat all stages should be properly recorded in the diary register so that its exact location isthe diary register so that its exact location is traceable at any time.traceable at any time. 2.2.The movement/transfer or custody ofThe movement/transfer or custody of classified matter particularly of Top Secret,classified matter particularly of Top Secret, Secret and Accountable Matter, even with aSecret and Accountable Matter, even with a Department, an Organization etc. should alsoDepartment, an Organization etc. should also be covered by a receipt.be covered by a receipt. 9
9. 9. 3.3. The Dak book or a receipt slipThe Dak book or a receipt slip accompanying such matter should indicateaccompanying such matter should indicate the office of origin, date and time ofthe office of origin, date and time of despatch, full signatures and the name anddespatch, full signatures and the name and designation of the recipient indicating thedesignation of the recipient indicating the date and time of receipt. A rubber stampdate and time of receipt. A rubber stamp about the name and designation of theabout the name and designation of the recipient should be affixed.recipient should be affixed. 10
10. 10. 4.4. Same principle should be followed aboutSame principle should be followed about the movement of classified matter eventhe movement of classified matter even from a sub-ordinate to his senior and vice-from a sub-ordinate to his senior and vice- versa.versa. 11
11. 11. 7.7. All receipts should be stamped in theAll receipts should be stamped in the Central Registry with a rubber stampCentral Registry with a rubber stamp showing the name of the Division and theshowing the name of the Division and the date of receipt.date of receipt. 12
12. 12. 9.9. The Section Diary number for whichThe Section Diary number for which provision should be made in the Centralprovision should be made in the Central Registry stamp, should be filled in by theRegistry stamp, should be filled in by the Section Assistant subsequently when theSection Assistant subsequently when the receipt is diarised by him. No receipt shallreceipt is diarised by him. No receipt shall be diarised in the Central Registry.be diarised in the Central Registry. 10.10. All receipts shall be passed on by theAll receipts shall be passed on by the Central Registry to officers concerned atCentral Registry to officers concerned at regular intervals twice or thrice during theregular intervals twice or thrice during the day. Ordinary receipts received after officeday. Ordinary receipts received after office hours may be held over for distribution onhours may be held over for distribution on the next working day.the next working day. 13
13. 13. Procedure for diarising & disposal of papers on receiving freshn receiving fresh receiptreceipt 1. go through them carefully and dispose ofgo through them carefully and dispose of all cases which are not required to beall cases which are not required to be submitted by him under the rules or orderssubmitted by him under the rules or orders to higher officers and where reference toto higher officers and where reference to previous papers is not necessary;previous papers is not necessary; 14
14. 14. 2.2. record specific instructions on receiptsrecord specific instructions on receipts requiring previous references orrequiring previous references or consultation with other Sections concerned;consultation with other Sections concerned; andand 15
15. 15. DIARISING OF RECEIPTSDIARISING OF RECEIPTS After fresh receipts have been seen by theAfter fresh receipts have been seen by the Section Officer, and other officers whereSection Officer, and other officers where necessary, the Assistant Complaint /Anynecessary, the Assistant Complaint /Any other available staff shall diaries i.e. enter inother available staff shall diaries i.e. enter in the Section Diary Register Particulars of allthe Section Diary Register Particulars of all receipts except those given below.receipts except those given below. 16
16. 16. The following types of receipts shall not be diarised:- copies of tour programmes miscellaneous routine circulars e.g. those relating to office hours, telephone lists, changes in addresses of officers, notices on holidays etc. except in the Section in which they are originally received. post copies of telegrams and routine acknowledgements. 17
17. 17. press cuttings which are for informationpress cuttings which are for information onlyonly unsigned or anonymous communications orunsigned or anonymous communications or advance copies of representations on whichadvance copies of representations on which no instructions have been recorded byno instructions have been recorded by officers and on which no action is thereforeofficers and on which no action is therefore to be taken.to be taken. identical representations from individualsidentical representations from individuals or groups of individuals except one copyor groups of individuals except one copy that received first;that received first; 18
18. 18. applications for casual leaveapplications for casual leave requisitions for stationery and otherrequisitions for stationery and other miscellaneous articlesmiscellaneous articles publications on which no specific action ispublications on which no specific action is to be takento be taken 19
19. 19. Section Diary RegisterSection Diary Register S.S. No.No. Number &Number & date ofdate of documentdocument FromFrom whomwhom receivedreceived BriefBrief SubjectSubject FileFile No.No. Record ofRecord of movementmovement Date ofDate of disposaldisposal No.No. DateDate 11 22 33 44 55 66 77 88 20
20. 20. o A file referred to or received back fromA file referred to or received back from another office un-officiallyanother office un-officially (u/o) should(u/o) should be diarised each time it is received back.be diarised each time it is received back. o After receipts have been diarised by theAfter receipts have been diarised by the Assistant, he should classifyAssistant, he should classify them intothem into the following four categories:-the following four categories:- a)a) Files received from other offices;Files received from other offices; b)b) Receipts relating to files already existingReceipts relating to files already existing 21
21. 21. c)c) Papers of ephemeral or routine nature forPapers of ephemeral or routine nature for which no file has to be opened; andwhich no file has to be opened; and d)d) Receipts for which new files are to beReceipts for which new files are to be opened, and dealopened, and deal 22
22. 22. i. Receipts in category (a) should be dealt with according to the instructions given by the Section Officer. ii. Receipts in category (b) should be placed on the appropriate file and submitted to the Section Officer alongwith any other connected papers, previous decisions, documents e.g., copies of relevant Acts, rules, regulations, etc. 23
23. 23. iii. Receipts in category (c) should be placed on appropriate files, if any, and should be submitted to the Section Officer, if he has so directed, or otherwise disposed of according to his instructions. iv. For receipts in category (d) fresh files should be opened which should be put up with other relevant referencesand precedents, if any. 24
24. 24. If an Assistant Complaint is unable to put up a receipt at least by the next working day, due to the non-availability of previous files or references, he should bring the fact to the notice of the Assistant Director who will then, if the matter is urgent and important, either:- dispose of the case in the absence of previous papers, OR submit the case to his senior officer for orders, if he feels that it is beyond his competence to deal with it. 25
25. 25. DESPATCH REGISTER S.No.S.No. NumberNumber and dateand date of issueof issue Number ofNumber of enclosuresenclosures AddresseesAddressees particularsparticulars By DespatchBy Despatch Rider or byRider or by OrdinaryOrdinary mail ormail or RegisteredRegistered mailmail StampStamp valuevalue usedused 11 22 33 44 55 66 26
26. 26. ACTION AFTER DESPATCH The Assistant should place the office copy on the file in chronological order and give it a page number. If a reply to the communication is awaited or further action is to be resumed at a later date, the Assistant should mark the file reminder or suspense, as the case may be, and note the date on which the file is to be resubmitted. 27
27. 27. If the communication issued constitutes final disposal and no other action has to be taken on the file, it should be marked record. The Assistant should maintain a record of suspense cases on an ordinary calendar diary. He should enter date- wise a. Cases placed in suspense with instructions for resubmission on a particular date; 28
28. 28. b) Cases on which reminders are to be issued on specified dates, and c) Cases which have been referred un- officially to other Ministries and the return of which is awaited. The Assistant should consult this diary every morning and should submit to the Section Officer for disposal all files required to be put up to him on that date, The Section Officer should check the diary periodically to ensure that the procedure outlined above is being observed by theAssistant. 29
29. 29. OPENING THE FILE Case Case means a particular matter underCase means a particular matter under consideration and includes all papersconsideration and includes all papers relating to it and required to enable therelating to it and required to enable the matter to be disposed of, viz.,matter to be disposed of, viz., correspondence and notes, and also anycorrespondence and notes, and also any previous paper on the subject or subjectsprevious paper on the subject or subjects covered by it or connected with it.covered by it or connected with it. 30
30. 30. FILE File means a collection of officialFile means a collection of official papers or documents arranged inpapers or documents arranged in chronological order, relating to onechronological order, relating to one particular subject or one particularparticular subject or one particular aspect of the subjectaspect of the subject 31
31. 31. PARTS OF A FILEPARTS OF A FILE A file consists of the following portions:A file consists of the following portions: a.a. Note portionNote portion b.b. Correspondence portionCorrespondence portion c.c. Routine portionRoutine portion d.d. Summary (Only in complicated andSummary (Only in complicated and protracted cases)protracted cases) 32
32. 32. NOTES PORTIONNOTES PORTION Note portion of a file contains all notes in respect ofNote portion of a file contains all notes in respect of each receipt or a particular matter undereach receipt or a particular matter under consideration whether in the Branch, Section, byconsideration whether in the Branch, Section, by higher officer (s), administrative Division, otherhigher officer (s), administrative Division, other Divisions of Government, Departments, offices toDivisions of Government, Departments, offices to whom file may have been referred under a u.o.whom file may have been referred under a u.o. note.note. Each paragraph of the note portion should be givenEach paragraph of the note portion should be given continuous number.continuous number. All communications placed in the correspondenceAll communications placed in the correspondence portion of the file should be docketed in the Notesportion of the file should be docketed in the Notes portion at appropriate places.portion at appropriate places. 33
33. 33. CORRESPONDENCE PORTIONCORRESPONDENCE PORTION The correspondence portion contains allThe correspondence portion contains all the communications received or issued on athe communications received or issued on a particular subject of a file.particular subject of a file. Communications are serially arranged inCommunications are serially arranged in chronological order, the earliest being onchronological order, the earliest being on the top.the top. 34
34. 34. SUMMARY (In complicated and protracted cases)(In complicated and protracted cases) In lengthy and protracted cases, the officerIn lengthy and protracted cases, the officer concerned prepares a summary of the caseconcerned prepares a summary of the case for the convenience of senior officer(s) orfor the convenience of senior officer(s) or other Ministries or Divisions etc. Thisother Ministries or Divisions etc. This summary is placed in the summary foldersummary is placed in the summary folder and spare copies are placed in the folderand spare copies are placed in the folder which may be taken by other Divisions,which may be taken by other Divisions, Departments to whom case is referred.Departments to whom case is referred.
35. 35. VOLUME OF A FILEVOLUME OF A FILE One file cover or folder should containOne file cover or folder should contain maximum 100 pages of Correspondence ormaximum 100 pages of Correspondence or Notes. A new volume of a file should beNotes. A new volume of a file should be opened after every 100-pages ofopened after every 100-pages of Correspondence or Notes. The pageCorrespondence or Notes. The page numbering should be continuous both innumbering should be continuous both in Notes as well as Correspondence.Notes as well as Correspondence. 36
36. 36. DOCKETINGDOCKETING Docketing is the process of indicating in theDocketing is the process of indicating in the Notes portion of a file the page number ofNotes portion of a file the page number of each Receipt or Issue OR Pp.4-6/C-receipt oreach Receipt or Issue OR Pp.4-6/C-receipt or Issues, as the case mayIssues, as the case may
37. 37. FILE REGISTER File register means the register which contains a classified list of subject headings dealt within a Branch/Section according to which files are numbered. Each Branch/Section shall maintain a File Register. A List of file headings should be pasted on the opening pages of the file register, which shall have the following columns:- Year Number of Main Head Number of Sub-Head.. Section. 38
38. 38. NUMBER OF MAIN HEADING____________________ FILE REGISTER YEAR____________MAIN HEADING_______________________ Serial No.-------------------------- MOVEMENT File No.----------------------------- Subject----------------------------- Date of Recording-------------- Category ------------------------- Classification-------------------- Serial No.------------------------- MOVEMENT File No.--------------------------- Subject--------------------------- Date of Recording-------------- Category ------------------------- Classification------------------- 39
39. 39. NUMBER AND SUBJECT OF A FILENUMBER AND SUBJECT OF A FILE All new files should be given a file number byAll new files should be given a file number by the Assistant in consultation with the Officerthe Assistant in consultation with the Officer Incharge. The file number shall be allotted toIncharge. The file number shall be allotted to each file according to the file headingseach file according to the file headings maintained by the section for the subjects dealtmaintained by the section for the subjects dealt in it. For example, if an Administration Sectionin it. For example, if an Administration Section in a Ministry / Department/Organization has:-in a Ministry / Department/Organization has:- Leave and transferLeave and transfer Recruitment of StaffRecruitment of Staff Purchase of furniture and stationeryPurchase of furniture and stationery 40
40. 40. 41 SPECIMEN OF ALLOCATION OF FILE NUMBERS 3(1)BISP-Sindh/DHQ/2011-12 Dr. Riaz Ali Malik-Assistant Director 3(2)BISP-Sindh/DHQ/2011-12 Abdul Jabbar Panhwar-Assistant Director 3(3)BISP-Sindh/DHQ/2011-12 Ms. Lubna Siddiqui-Assistant Director 3(4)BISP-Sindh/DHQ/2011-12 Abdul Hameed Shaikh-Assistant Director 3(5)BISP-Sindh/DHQ/2011-12 Muhammad Ali Shaikh-Assistant Director 3(6)BISP-Sindh/DHQ/2011-12 Syed Adil Askari-Assistant Director 3(7)BISP-Sindh/DHQ/2011-12 Ali Hassan-Assistant Director
41. 41. The serial number of files should run fromThe serial number of files should run from 1st January to 31st December each year. A1st January to 31st December each year. A new series should be started each year butnew series should be started each year but the main file heading allotted to particularthe main file heading allotted to particular subjects should as far as possible besubjects should as far as possible be retained.retained. The file number allotted to a receipt of fileThe file number allotted to a receipt of file should be noted in column 6 of the Diaryshould be noted in column 6 of the Diary Register Both the Assistant and StenotypistRegister Both the Assistant and Stenotypist attached to an Officer shall be jointlyattached to an Officer shall be jointly responsible for the custody of the files of theresponsible for the custody of the files of the Section.Section. 42
42. 42. No file should be opened unnecessarily. The opening of a part file should also be avoided as far as possible. The part file or files should be amalgamated with the main file as soon as the latter becomes available. When a part file is amalgamated with the main file, the chronological order of notes and correspondence should be preserved as far as possible. 43
43. 43. RECORD OF RECEIPTS AND SUBSEQUENT MOVEMENT Receipt and Diarisation When any official matter is received in an office it should be immediately diarised in a register. Separate registers should be maintained for diarizing Top Secret, Secret and Accountable Matter. 44
44. 44. Management of RecordManagement of Record The record are to be divided in four categories as under: Category A- Permanent Records This category shall include vital records of permanent value, which are irreplaceable and have to be preserved with the utmost care like files containing discussions or orders on important matters of policy, legislation, rules and regulations. e.g personal files, agreements with foreign countries, treaties, MoUs, Survey, File register. 45
45. 45. Files containing minutes, data, survey, committees, bearing research value, containing orders establishing important nature that are likely to be required frequently for reference 46
46. 46. Category BCategory B Records to be retained for 10 or more years This category shall include all those files which are not important enough to be preserved permanently. e.g Service books etc. 47
47. 47. Category CCategory C Records to be retained for 3 to 9 years This category shall include files which have limited utility and which may be required for only a few years. e.g. Section Diary Register 48
48. 48. Category-DCategory-D Records to be retained for less than 3 years This category shall include papers of routine or ephemeral nature, which are not likely to be required beyond a period of three years. e.g. Dak Book 49
49. 49. 50