sshffee@gmail.com V. Syed Shafee, Sr.Asst. CHNC- Kanekal - Anantapur Dist.

DISTRICT OFFICE MANUAL

ENJOY THE STORY OF FOUR PEOPLE

THIS IS A STORY ABOUT FOUR PEOPLE NAMED EVERYBODY, SOMEBODY, ANYBODY & NOBODY. THERE WAS AN IMPORTANT WORK TO BE DONE & EVERYBODY WAS SURE THAT SOMEBODY WOULD DO IT. ANYBODY COULD HAVE DONE IT, BUT NOBODY DID IT. SOMEBODY GOT ANGRY ABOUT THAT BECAUSE IT WAS EVERYBODYS JOB. EVERYBODY THOUGHT THAT ANYBODY COULD DO IT, BUT NOBODY REALISED THAT EVERYBODY WOULD NOT DO IT. IT ENDED UP THAT EVERYBODY BLAMED SOMEBODY WHEN ACTUALLY NOBODY ACCUSED ANYBODY.

WHAT IS AN OFFICE?
Office is: A work place where teams of people work together in a hierarchy. People are paid for efforts / services. A kind of control tower where information is processed to facilitate competent authority to take decisions to achieve organizational goals

PROCEDURE is a way of doing something especially one that is formally or conventionally accepted as being correct.

TOTTENHAM SYSTEM
HIERARCHY OFFICE DIVIDED INTO SECTIONS SECTION CONSISTS:
SECTION HEADS & CLERKS FIXING UP DUTIES & RESPONSIBILITIES ACCOUNTABILITY MONITORING EVALUATION

REGISTERS ETC. TO BE MAINTAINED

ATTENDANCE REGISTER LATE ATTENDANCE REGISTER (RUN ON NOTE) CASUAL LEAVE ACCOUNT COMPENSATORY LEAVE ACCOUNT SERVICE REGISTER INWARDINWARD -DISTRIBUTIONDISTRIBUTION-SECURITY PERSONAL // PERIODICAL (R.O.N) STOCK FILES ARREAR LIST//REMINDER DIARY CALL BOOK FAIR COPY REGISTER LOCAL DESPATCH REGISTER STAMP ACCOUNT OR POSTAL REGISTER RECORD REGISTER GOVERNMENT SUITS REGISTER REGISTER OF TRUNK CALLS LOG BOOKBOOK-CASH BOOK

GENERAL DISCIPLINE
QUIET & DIGNIFIED COURTEOUS NO WASTAGE OF TIME PERFECT SILENCE OFFICIAL SECRECY NON ACCEPTANCE OF PRESENTS REMUNERATION PROMPTNESS PUNCTUALITY TIDINESS CLEANLINESS DISCIPLINE

ATTENDANCE & LEAVE

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. HOURS OF ATTENDANCE GRACE TIME LATE ATTENDANCE LATE PERMISSION FORFEITURE OF LEAVE WORK OUT OF OFFICE HOURS TURN LISTS - REGISTER CASUAL LEAVE OPTIONAL HOLIDAYS CASUAL LEAVE GRANTED UNDER F.R.7 & DOM P 7

CASUAL LEAVE & COMPENSATORY LEAVE

Dos
WHEN THE LEAVE APPLICATION IS MADE PURPOSE MUST BE STATED DEFINITELY OBTAIN PRIOR PERMISSION AND ORDERS HAND OVER KEYS SECTION HEAD PROCESS THE LEAVE APPLICATION THROUGH PROPER CHANNEL

DO NOT
STATE VAGUE REASONS GIVE UNSAVOURY MEDICAL PARTICULARS ABSENT IN ANTICIPATION OF SANCTION

*REMEMBER LEAVE IS NOT A RIGHT

OFFICE MANAGEMENT SYSTEM

MEN
PUB. ADMN SALARY ADMN WELFARE ADMN MOTIVATION MORALE DISCIPLINE 1. GOOD COMMUNICATION 2. MAINTENANCE 3. PUBLIC RELATIONS

MGT.

MATERIAL

MONEY
RECEIPTS EXPENDITURE BUDGETTING ACCOUNTING AUDITING LAND BUILDINGS FURNITURE STATIONERY MACHINES APPLIANCES

COMMON OFFICE FUNCTIONS

Storing Information Collecting Information Classifying Information

Monitoring Implementation

Processing Information

Communicating Decision

Taking Decision

PERSONAL REGISTER CHECK LIST

1. Maintained by each dealing clerk 2. Maintained for one year - 1st January to 31st December - Old Personal Register continued till 31st March - Undisposed Currents to be entered in new personal register on 1st April - Adequate No. of pages to be left in the new Personal Register for B.F. files / Currents.

PERSONAL REGISTER

3. Continuous Sl. No. Jan Dec 4. New Currents to be entered with all particulars in columns 1 to 4 5. Clubbed Cs only the old file No. given in column 4 6. Adequate care taken to write subject / title. 7. Subject main head underlined in red ink. 8. A certificate to the effect of entry of BF currents on 1st page attested by Superintendent

PERSONAL REGISTER
9. Reminders to be entered in Red Ink 10. 2 or 3 currents in each page. 11. Separate files with a Red Line 12. Nature of disposal in last column with date 13. Once file is disposed Current No. to be rounded off in red ink & 14. Disposal handed over to Record Assistant.

FILE MANAGEMENT
A file is made up of: Current file Note file Current file consists of : Communications received Communications sent

Current File
Papers in the current file are arranged: In Chronological order Previous paper on the top Neatly tagged together Both sides of the page of C.F. In Red Ink starting with one

Note File
1/3rd Margin Page No and C.No on top Subject/ title Reference Broken into short paragraphs dealing with single point

LINKING FILES
If some matter in any pending file needs to be referred to in note put up in a file under consideration Put up file under the file under consideration Strings of upper file pad tie to back of the pad Strings of lower file tied around upper file Slips indicating TOP FILE FOR ORDERS/ L.F. FOR REFERENCE & L.F. for REFERENCE to be pinned to flaps of upper and lower pads, respectively

NOTE Remarks recorded on a case under consideration to facilitate its disposal REASONS FOR: Facilitates/ensures comprehensive examination Provides written record of decision taken and justification thereof Constitutes proof of approval/orders by the competent authority Ensures consistency of approach Provides historical and evidential material

Content of a note
Statement of the case of problem Relevant facts and figures Procedure prescribed and precedents Law /rules etc on the subject and their application Views/advice of others if any consulted Possible course of action Implications(legal, social administrative,financial ) of the various options available Suggested course of action

How to Write a note

Simply worded (logically sequenced and with good readership appeal) Factually correct(fact based) Non repetitive (by drawing attention through references on the margin or in the body of the Note esp. for those which can be referred by Nos. and dates) Referenced(to achieve economy of words and comprehensiveness) In short, numbered paragraphs of a few sentences(of about 10 words) each Signed in full and dated by the dealing hand (on the left hand bottom) and by the officers on the right hand bottom without wasting much space in between

Avoid while writing a note

Verbosity Long and complicated sentences Reproduction of rules/regulations Intemperate language Bias

Noting
How it should be? Recorded on a note sheet(even at least one word should be carried over to the next page, instead of ending the note at the extreme bottom of the page at least extra black courtesy sheet should be added for further noting) Concise (comprehensive) Precise( businesslike and to the point) Objective and unbiased( 3rd person passive voice and double negative without being too prolix/clumsy) Polite (temperate language, even when pointing out obvious mistakes statements)

He fainted when he came to Paragraph 13 where you say, as we have already clarified in paragraph 6 and elaborated in 9

In the first paragraph we were surprised, in the second shocked, in the third disappointed. We can only regret in the fourth paragraph.

Drafting
A draft is a rough sketch of a communication to be issued after approval by the officer concerned Points to be noted: Draft should : Should carry the exact messages sought to be conveyed Should be clear , concise and incapable of misconstruction Should result in the desired response from the received Should be divided into proper paragraphs, according to the logical sequence or order of ideas expressed in the draft Should contain references to previous correspondence, if any Avoid: Lengthy sentences, abruptness Repetition of words, observations or ideas Offending, discourteous language

DRAFTING-CHECK LIST
A draft should indicate the following: File Number The names and complete postal address of the sender organization The name/designation of the addressee with complete postal address Subject of the communication Number and date of the last communication in the series (from the addressee or from the sender) The enclosures which are to accompany the fair copy Subscription Urgency grading (By registered post/Spl. Messenger) Name and Designation, signature of the sender form applicable should be carefully chosen

Types of Communication
Memo Letter DO letter Proceedings UO Note Office order Notices Circular, Telegram/telex /Email/ Tel.Message/Fax Message

Memo
Memo No.A /1670/97 Dt Sub Ref (in third person) Sd/Designation To Address

Letter
TM/Lr.No.A/1670/97 Dt To Official Address Sir/Madam Sub Ref (in first person) Yours faithfully Sd Designation

DO Letter
DO Letter No.A/1670/97 dt Sir(Respected Sir) Dear Sri / My Dear Sub Ref (in first person) With regards Yours Sincerely Sd/ By Name Name Official Designation

Proceedings

Proc.No.A/1670/97 dt Present Sri

Sub Read ORDER Para 1: Background, (2) Issue (3) Authority (4) Sanction 5. Limitations (6) Head of Account Sd Designation Address

Nature of Disposals
R Dis- Retain Disposal- Permanent D Dis- Destroy disposal- 10 years L Dis- Lodge disposal 1 year F Dis- To be filed Ndis- To be returned in original endorsement XL Dis- To be filed without numbering X N Dis- To be returned without numbering K Dis- 3 years/ 5 years of retention (after obtaining Govt.orders by HOD)

Disposal Jacket
To have on front page: Name of the Department : Name of the office: Nature of disposal: R/D-2201 Date of disposalSubject Number of pages : CF NF

Index Slip
D Dis A1 1564/99 dt.20..6.2002 Sub: No.of pages C/f No.of pages of N/F

Prevention and checking of arrears and delays

Checking - PR ,PDL Regr, Arrear list,other reisters as per Calendar of check Reminder diary to watch prompt Reports/Replies Random checks Surprise checks Check of over 3 months cases

Reminder Diary
Date of reminder if no report/ reply received Maintained date wise Checked along with PRs To ensure prompt action

Call Book
Maintained for calendar year Only If no action beyond 6 months needed in a file Orders obtained for transfer to CB and date of revival When received CF and NF separated Given new current number Timely revival to be checked Maintained for the entire office year wise

Call Book FORMAT

Sl.No. Personal or date of Subject current Regr entry in No. The regr 1 2 3 4 Details of Fresh new case No. Order to lie assigned and date of Over revival in the FR 5 6

PDL Register
To watch prompt receipt and submission of PDLs Supdt to maintain monthly check list Issue advance reminders on quarterly, half yearly and annually etc PDLs Checked along with PRs

Periodical Register Format

Incoming due date and from whom due 1 2 3 Date of Out going date due Periodical date Receipt &to whom due of despatch 4 5 6 Remarks (Reminders & Replies) 7 S.No. Name of Periodical

Arrear List
Abstract list only Maintained monthly To know progress of work For obtaining pending indicate details Check of long pending currents by Superintendent

Arrear List Format

Sections& No.previously No.Recd Total Clerks 1 2 3 4 No.Disposed of Balance % pending 5 6 7 Remarks 8

Run on Note file

Calendar of check by supervisory officers Check necessary for preventing delays Remarks of check of PRs and other registers answered within 48 hours Maintained for calendar year Periodical check to be ensured

Stock file
Maintained subject wise All important orders of Government and dept kept in chronological order All pages numbered Index Weeding of repealed orders