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. 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. 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)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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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