2014 National Cleanliness Drive Making Post offices spotless, presentable and welcoming Workbook
V Rajarajan, Additional Director Rafi Ahmed Kidwai National Postal Academy 8/15/2014
National Cleanliness Drive
National Cleanliness Drive Making Post offices spotless, presentable and welcoming
Workbook V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive
Rafi Ahmed Kidwai National Postal Academy Acknowledgements I thank all the faculty members of the Academy for their support to me in bringing out this Workbook on National Cleanliness Drive of Post offices.
I am grateful to the faculty team below that makes learning at the Academy a great enjoyable experience: Director:
Mr. John Samuel
Joint Director II:
Mr. Umesh Verma
Joint director I:
Mr. Vinod Verma
Deputy Director: Mr. Neeraj Kumar Jha
Deputy Director: Mr. Dakshinamoorthy ACAO:
Mr. Rawat
V Rajarajan
Additional director
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive National cleaning Drive of Post offices Hon’ble Prime Minister of India has directed to prepare an action plan to transform every government department into - A citizen centric organisation with clear focus on effective delivery of services - With minimum inconvenience to the citizens One of the action points is to achieve the above objectives is to make the post office - Spotless - Presentable - Welcoming The expected deliverable is perceptible change in our thinking and behaviour towards customers. Let’s walk through this cleanliness sensitisation exercise! Cleanliness in Godliness! Look at the post office building. What is your first and immediate opinion about this post office? _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Clean post offices reflect the image of the Department of Posts! The way a post office is kept up and maintained speaks of the Department; it speaks much about its values, standards and attitude. A clean office environment will show our customers that our business is well organised and well positioned to carry out our core activities with efficiency and confidence. When such an impression is created, our customers are likely to feel that they can trust the department and its services. On the contrary if the customer gets to see a post office premise that is poorly kept, dirty and chaotic, it will not create an impression or a sense that this department is committed to excellence and efficient operation. Now do you want to create a positive impression about the department in the minds of our customers, keep your offices neat and clean! Why should we keep our offices neat and clean? Of course creating a good image is the immediate impact of a clean office. Can you think of other advantages of keeping the post offices clean? _____________________________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _______________________________________________________________________________ V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Health and productivity of officials: While it is important to keep our offices clean, it is even more important for it to be hygienic and sanitary. A clean post office provides an attractive and hygienic atmosphere for the staff working in the post office. They feel proud to work in a spotless office rather than a hell-hole. A happy employee is more likely to treat the customer better. When the officials are healthy and work in a hygienic environment and feel proud and happy to work in such a surrounding, their productivity will simultaneously increase. When the work place is well organised, officials waste less time in looking for various things. Happy customers: For the customer, he will feel welcomed. A clean and comfortable environ will comfort and cool his mind. Goodness begets goodness! He will respect the staff working in the office for their professional way of maintaining their office. Cleanliness can be the good beginning point for a perfect rapport between the staff and the customers. Just imagine how the banks have transformed their branches over the period of time. Recollect the impact we created in the minds of customers after introduction of “Project Arrow”. Greater efficiency: When an office is kept clean and in an organised manner, it follows that the efficiency and quality of work output increases. Officials are able to think more clearly when there is minimal clutter surrounding their work table. Their mind is able to think and process information more effectively. If we desire that our service to the customers is effective, productive and time efficient, a clean post office and other work place is the beginning point. Investing our time and energy in making our offices neat and clean will have a long term impact on our business performance! It is important that as leaders we have to set an example and show our commitment to the matter so that the attitude spreads to all staff! So let’s get started! Clean post office is our top priority!!
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Now who is responsible for maintaining a clean office? Can you list the officials responsible for maintaining a post office clean? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________
Please list how the officials listed below can contribute to the cleanliness of the post office?
Housekeeping staff _______________
________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ____________________________________________
_________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ ______________________________________________________
MTS
__________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ Postman ______________________________________________________________ V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Do you think any other official is there in the post office who is also responsible for maintaining cleanliness? If so, what are the responsibilities of the following officials of the post office? ______________________________________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ Postal Assistants
_______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ Postmaster ______________________________________________________________________________
________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ _______________________________________________ Divisional/Regional/ Circle Head
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Cleanliness is an attitude! It has to be developed, nurtured and sustained. The commitment has to start and flow from the top. Cleanliness is an addiction. Once we get used to it, we can’t settle for anything clumsy!! The more we love cleanliness the more unpleasant the clumsiness will become!!! Every official and officer in the office has to contribute to the cleanliness of the post office. By removing the stamp margins from the stamps before handing over to the customer by the stamp vendor will prevent the customer from throwing the stamp edges in the public hall and making it dirty! The housekeeping staff can help in maintaining the office and other areas in the post office spotless by directly involving in dusting, sweeping, mopping and removing cobwebs! The MTS can help in maintaining the stamps and seals of the office cleaned and create a good impression in the minds of the customers. They can help in arranging the forms and records neatly. The postmen carry the post office image with them to their beat. They should always look neat in their uniform, be polite to the customers and be punctual and disciplined. The postal assistants have to maintain their work area neat without any clutter on their table. They should help in proper maintenance of the forms and records. They should take only such records that are necessary for work and replace them at appropriate places whenever the work is over. They should be polite and pleasant to the customers. The supervisor, postmaster, divisional heads and all other officers above have an important role to play in maintaining cleanliness of post offices. They have to exhibit their commitment to cleanliness. Monitoring cleanliness activities by being on the spot at appropriate times is important for the supervisors and the postmasters. Educating staff and customers about cleanliness, training people wherever necessary, encouraging and motivating people to maintain cleanliness are some of the important responsibilities of these officers. Awarding and rewarding staff who excel in cleanliness will go a long way in maintaining cleanliness in the office. Management of an office requires leading from the front. Constant visits and interaction with all the staff involved will help in maintaining cleanliness which is the beginning point of our efficient service delivery!
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Making of a spotless, presentable and welcoming post office Post office has well defined operational areas. Cleanliness drive aims at keeping every such area spotless. The operational areas can be broadly classified into - Public space: includes Entrance to post office, open space and garden and the public hall - Office area: includes the work table of each official, postman delivery hall, back office for various branches, server room, postmaster’s chamber and more importantly, the records room and the sock room - Amenities area: includes washrooms, staircases, lunch rooms, recreation rooms, and canteen Let us identify issues with each type of area and find out solutions for the same: Welcoming post office!
What good things do you find in these pictures of post office entrances? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive If our post office entrance has to be inviting to the customers what actions can be taken by the divisional/regional head? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ____________________________________________________________________________
Every post office building has to be maintained periodically. Painting external surface with water proofing cement paint can be done once in 3 years. When maintenance is done, it should be ensured that all damages are repaired before painting is carried out. If any damages take place after maintenance, we need not wait for three more years to get it repaired. Petty works have to be carried out then and there so that the building remains spotless all the time. Divisional head has to plan for maintenance of the buildings in his division and project appropriate fund requirements. The external colour schemes should match the project arrow prescriptions of white and red. The Post office name board has to be got prepared as per the specifications in project arrow blue book. (Ratio of size will always remain as 1:3 and the colours will be red: C20 M100 Y100 K0 and Yellow: C0 M5 Y100 K0. The names will be displayed in two or three languages as the case may be along with Pin code). The letter box outside should be maintained in spotless condition. The standee should be as per the prescription of project arrow blue book. If there is open space in the compound nice garden can be developed and maintained properly. It is very important that unwanted and unserviceable furniture and material are not piled up in the front side. If there are vendors spreading out in front of post office obstructing the entry of customers, help of local authorities should be taken to get them vacated. Parking of vehicles has to be regulated properly. Vehicles of officials working in post office should be parked only at the appropriate parking sheds. In short the entrance has to be attractive and unobtrusive to the customers!
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Keeping the public hall and the back office spotless The factors which contributes to the cleanliness of the office space are many; some of them are 1 2 3 4
Proper internal maintenance (both civil and electrical) Proper layout to allow good lighting and ventilation Proper housekeeping Proper record keeping
Proper maintenance of post office interior: See how beautiful the public hall is. This is because both civil and electrical maintenance of the interior and counters has been done according to project arrow specifications. The furniture is of standard prescription. Proper planning and projection for funds is crucial to maintain post office buildings.
The colour scheme prescribed by project arrow for the interiors of the post office are furnished here; can you fill up which colour is for which area of the post office? No clues for guessing, though! _________________________
_________________________
_________________________ You got it right! The walls are painted white to reflect light and make the public hall brighter. The suede colour for the floor will match the wall colour and yellow will be painted at wall facing writing ledge, to avoid the white wall getting dirty. Even the colours for counters and furniture are prescribed to match the interiors. V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Light fittings should be made of bright white fibre lights to provide appropriate lighting in the public hall and the counters.
Do we ensure that these standards are maintained properly in our offices?
Have a look at some pictures taken recently in our offices! Can you find the problems here? _____________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ _______________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ______________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ______________________________
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive __________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ __________________________ What will be your action plan to get the internal maintenance work done in respect of the post offices in departmental buildings and the rented buildings? Departmental buildings: __________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ ___________________________________________________________ Rented buildings: ______________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Proper layout of post offices Layout of an office area will depend upon the operational requirement and the space available in the post office. Whatever is the layout selected, it should ensure that the operations can happen with more efficiency and less hindrance and that there is enough ventilation and lighting available in the office. A good layout will also result in a good look for the post office. So it is very important that due attention is paid towards this area. Good layout has two steps, one is to make the office lean and trim and the other is to plan and execute the layout plan. Trim and lean office: Before deciding on the layout it is appropriate to take stock of the operational needs of an office and the kind of furniture and equipments required to carry out the operations. Based on this the unwanted and obsolete furniture should be listed out and an action plan made out to either transfer the usable ones to needy offices or dispose them of as per procedure prescribed in rules. The rules governing condemnation and disposal of materials have been explained in the General Financial Rules, 2005. Relevant provisions of these rules are at Annexure I. Here are some photographs taken in post offices recently. What do you think are the problems in these cases? ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ____________________________________ _________________________________________ _________________________________________ _________________________________________ _________________________________________ _________________________________________ _________________________________________ V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Now, what is your action plan for disposing of obsolete and unserviceable items in post offices and for items which are in excess of the requirement in a post office? ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Layout of a presentable post office Now that we have got rid of all the unwanted furniture and equipments from post offices, we know what materials are to be retained in the post office. For each operational area like the public hall, the office hall, the mail and delivery hall and every other branch, we should plan the layout depending on the operational requirement and the space available for the branch. Whatever layout we plan we should always keep four things in mind: Operational ease, no hindrance to operations and movement, good lighting and good ventilation. Layout of the public hall: The layout of the public hall and the office space overlooking public hall are the places which are in the visibility of the customers. Planning the layout of the public hall and the office space has to receive the maximum attention to leave a soothing impression on the customers! Thanks to project arrow lot of standardisation has taken place in the layout of the public hall and the office space. Look at the pictures below:
What do we observe here? Standard counters, display boards, writing ledge, seating arrangement of customers. We should have indication boards at the counters for customers’ convenience and keep waste paper bins (standardised) at appropriate places to ensure cleanliness. Can you recollect what four display boards that can be kept inside the public hall? 1__________________________________________________________________ 2__________________________________________________________________ 3__________________________________________________________________ 4_________________________________________________________________ V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Have a look at the office space. Don’t they look good?
Here too you might notice a lot of standardisation. It is appropriate that when we procure materials for other post offices, we keep these standards in mind. Layout of back office space: The layout of back office space is again dependent on the operational requirement and the space avaialble. A sample layout is given below for the mail and delivery branch: Mail and Delivery branch
Mail receipt Mail PA
Opening table
Sorting Postmen Postmen table
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
Exit
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National Cleanliness Drive Here are some real life photographs of some post offices. Can you spot the problems in these offices? ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ What is your action plan for ensuring proper layout in post offices? ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Proper housekeeping and presentable post offices Remember, when we go to a bank branch, we get impressed with their upkeep and maintenance. They are comfortable and clean. Some of the project arrow post offices where the postmasters take interest in sustaining the tempo provide a clean atmosphere for the customers. But the general impression about the post offices has not been as one would have liked and that is the reason why, we are conducting this drive to clean up the post offices! Housekeeping is extremely important, in ensuring that the infrastructure provided in the post offices is presented nicely to the customers! We may have spent lakhs in maintaining the building and standardising the counters and furniture. If they are not kept clean on a day to day basis, customers are not going to get impressed. To make the post office presentable and spotless and welcoming to the customers proper housekeeping is very important. Proper housekeeping involves keeping the office neat, tidy, clean and making it functionally effective. We can’t remove all the boards from the public hall to ensure that the walls are not cluttered with materials. We have to keep some boards in the hall because of functional requirement of post office and the customers. Public utility forms are to be kept in the public hall. A calendar and a clock are functionally required in every hall. But there has to be a place for everything and everything should be in its place. Removing unwanted furniture and notices from the office premise is part and parcel of good housekeeping. The expensive resource of space in the post offices should not be wasted for dumping unwanted materials. What do we do to the space under the stair way? What do we do to the stair leading to the terrace? How do we use the cycle shed in the post office? The moral is that we should not allow unwanted materials to accumulate in the office and proper procedure should be followed for disposal of the same. Cleaning is another important aspect of housekeeping. Cleaning is just not sweeping the floor. Dusting, periodical removal of cob webs, removing stains, mopping, washing, disinfecting, pest control are all part of housekeeping. There can’t be a prescribed number of times that an office has to be cleaned. It will depend on necessity. The thumb rule is whenever one walks into post office; he should see only a clean space. This has to be etched in our minds. One has to involve himself in that process. It has to be made in to a habit rather than an action by force! V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Public Hall:
Look at the pictures above. Which is more attractive? I’m sure you would select the project arrow the post office. Think why? In your opinion what are the things that make the public hall looking dirty? __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ _________________________________________________________________
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Public hall is the place which is visible to the customer. He spends considerable time in the public hall to do his transactions. If we want him to feel comfortable and impressed, public hall has to be spotless and functional for him. What steps can be taken to keep the public hall in spotless condition? __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ ______________________________________________________________ V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Here are some real life photographs of post offices. Can you identify the problem and the remedy for the problem? ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ___________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ___________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ _________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ___________________________________
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Cleanliness is Godliness! Cleanliness in the office premise: The head of the office should ensure that the housekeeping is done regularly and properly. Every day before the office opens for public; the public space has to be dusted to clean the accumulated dust. Stains and gum marks are to be removed with a glass cleaner or wet cloth. It would be appropriate to provide a wiping towel at the writing ledge where gum is kept for public, so that customers can wipe off excess gum from their fingers. But it is very important to keep that towel clean and it has to be changed and washed every day for use on subsequent days. The dust bins in the public hall are to be emptied at appropriate place before the cleaning takes place. Door mats are to be cleaned properly. The floor has to be swept clean. While sweeping is done, it should be ensured that the rear side of the furniture is also swept otherwise; there would be accumulation of dust and waste. Periodic cleaning of the roof and window grills is required to ensure that cob webs don’t crop up. Unwanted notices are to be removed then and there. Mopping of the floor is to be done using floor cleaners or scented phenyl. The furniture which has been moved are to be placed back at the respective places so that the orderliness is maintained. If there are potted plants in the hall, they should be watered and dried up leaves removed. The public utility forms are to be arranged properly at the respective places and are to be replenished, wherever required. The water dispenser has to be got cleaned and fresh water needs to be filled in. If there are filters are RO plants, they should be maintained periodically. Similarly the entire office premise is to be got dusted, cleaned and mopped properly. Water has to be replaced wherever there is need in a water dispensing system. The fans and lights also need to be got cleaned periodically to prevent accumulation of dust. The working condition of all these electrical appliances are to be checked regularly. Cleanliness outside the post office: If there is open space outside the post office, the open area is to be got cleaned daily. If there is a garden outside, proper care should be taken to maintain it in good shape. In any case there should not wild growth around V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive the post office which should be ensured by periodic cleaning. It can be explored whether the garden can be got maintained through sponsorships. Cleanliness at work table: Every official should be responsible for keeping his own workplace cleanly. He need not wait for the sweeper to come and dust his place. Before he starts his work, it is appropriate that his surroundings are dusted with a duster. It is very important to clean the dust on the computer and other appliances every day. Then it is preferable not to accumulate loose sheets of paper. This will result in piling up of unwanted junk papers. It is appropriate to maintain a good filing system at work place. The files are to be arranged systematically to allow quick identification and maintenance. They should be arranged in such a way that they can be retrieved quickly. The files are to be arranged neatly organised in cabinets provided for the purpose. The records have to be got dusted every day. There should be control over the growth of the files. The records are to be weeded out as per the periodicity prescribed so that they can vacate space for new records. Only such records that are essential for the day’s work are to be kept at the work table. It is appropriate to replace the records back into the proper cabinet after the purpose is over. At the end of the day, it should be ensured that all the files on the table are placed backed in the cabinet and the same locked. This will ensure safety of file and reduce clutter at the beginning of the next day. When work is done, all unwanted papers and materials are to be thrown to the dust bin. The other materials and stationery (pen, stapler, etc.,) required for work are to be organised in such way to allow good look and easy access. V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Cleanliness in washrooms: Washrooms are bane of public offices and post offices are no exception. Enough care should be taken to keep them in fine condition. First there should be continuous and sufficient water supply to the washrooms. The taps and other fittings are to be maintained in good shape. Leaky taps may result in wet floors and create unhygienic conditions apart from causing wastage of water. The washrooms should be sufficiently lighted and ventilated. It is appropriate to provide exhaust fans. It should be ensured that they are cleaned regularly every day. Sufficient materials for cleaning like cleaning liquids, etc., should be provided to the housekeeping staff so that the place is washed and disinfected properly. Soap for cleaning hands should be placed in the washroom. All other required materials like tissue paper, etc., should be replenished regularly. There should be waste bins to throw used materials. The staff may be requested and trained to keep the washrooms clean in the interest of everyone in the office including them. Clean staircases: The staircase in the office is another area which can put off people who use them. The problem can be manifold. One unwanted materials are generally dumped in the staircase or in the space below it. This should be completely avoided. Providing a cabinet below the staircase can provide some storage space and prevent misuse. The other problem associated with staircases is that people tend to spit at corners. It is very difficult to clean the stain. It may be explored whether oil based paint can be used up to a height of say 3 to 4 feet so that cleaning becomes effective. Another way to prevent this is to keep some attractive decorative item or plant at corners. The best way is to educate the staff and others which will give a permanent solution to the issue. Staircases are to be got cleaned daily and if required at frequent intervals. Clean lunch room and canteen: Everyone wants to take food in a hygienic environment. It is very important to keep these places neat and clean. These places are to be cleaned before and after every meal session. Proper disinfectant should be used to mop the floors and clean the tables. The arrangements for washing the plates and utensils and disposal of waste should be proper. The raw materials used for cooking should be kept in proper containers and stored properly. The prepared food should be kept covered to protect them from flies and other insects. Staff in the canteen should be trained to keep up personal hygiene. V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Pest control: Rats and termites can be a big menace in the post offices, especially where maintenance is slack. It is appropriate to protect the records from these pests. They may also cause health hazards if not controlled in the canteen and tiffin room. Professional pest control agency can be used wherever the problem exists. What is your action plan to ensure that the housekeeping in post offices is made effective? __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Proper record keeping in post offices Record is something constituting a piece of evidence about the past, especially an account kept in writing or some other permanent form. The life cycle of a record is as follows:
We have seen a little bit about using and filing a record in the housekeeping section. Here let us see more about how to transfer and store and how to archive or destroy records. When we talk about the records in the post offices, they refer to the receipts, lists or journals or other consolidations created by every branch and the registers maintained in every branch. These receipts, lists and registers are to be maintained in the post offices for any future reference or for conducting an inspection of the performance of the post office by an administrative officer or an audit officer or sometimes for the purpose of vigilance enquiries. Post offices also stock forms for the use of operations. They are kept in stock for future use. Can you list the records maintained in the Savings bank branch of a Head Post office? __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ _____________________________________________________________ V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive How frequently these records are used? Some are referred to daily (ledgers), some at frequent interval (specimen signature book when the withdrawal is beyond a limit) and some rarely (SB 3 cards when the account is closed or transferred). Some records are referred to when there is an inspection or audit or a vigilance enquiry (Withdrawal slip SB 7). The records which are to be used regularly are generally maintained by and near the officer who uses the records. Other records are transferred to a record room where they are kept under safe custody. The Office Procedures manual specifies the following regarding storage of records: 1 2 3
The records are to be stored in a secure place that is properly ventilated with adequate lighting and is free from dampness, dust, termites, etc., The records will be arranged serially division/Unit-wise, with proper labelling on the shelves The record room and all the shelves and almairahs holding records therein should be regularly cleaned/dusted/fumigated. The area should also be rendered fire-proof.
Now see some photographs and comment on the problems and suggest solutions.
__________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ______________________________ The points to be kept in mind for maintaining forms and records is that, 1
2 3 4 5 6
The forms and records are to be maintained and stocked separately. (Forms are some documents yet to be used and records are those which have been used and are maintained for some future references). Forms are to be indented only to the required extent and stocking in excess may lead to wastage and may clog the scarce space available in the post office. The master schedule of forms is to be reviewed at once to regulate optimum supply of forms to the post office. The older forms are to be kept on top and the new ones at the bottom so that the old ones don’t become brittle due to disuse. The records are to maintained branch wise in the record roomMails branch, registration branch, MO branch, etc., The forms room and the records room are to be included in the housekeeping activity, only difference is that they need not be dusted on a daily basis but should be done at frequent intervals.
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive 7 8
It is very important to dust and clean these places otherwise insects and cob webs will start to accumulate leading to a health hazard. Where termites and rats problem exists, pest control measures are to be taken to protect the forms and records and to keep them clean.
Disposal of records: For every record in the post office a preservation period is prescribed. The preservation period for various records is given in annexure II. The present practice in post offices is that after inspection of the post office, old records will be weeded out and kept in gunny bags. They are then accumulated at a central place; say the divisional office or the head office. Then the divisional head floats tender to finalise the highest bidder for clearance of old record. This practice needs to be reviewed. There is no prescription that old records are to be disposed of in this manner only. The post offices can weed out old records which have crossed the preservation period on a monthly basis. This volume will be much less compared to the one time weeding out every year. Sometimes weeding out is not done yearly also which leads to a huge accumulation of records (because they have not been weeded out) leading to space constraint and associated problems of such accumulation. More importantly such an accumulation gives a bad look to the post office. It leads to poor morale and some health problems of staff working in the post office apart from creating a bad image in the minds of customers of the office. Once the records are weeded out on a monthly basis a method can be evolved to dispose them of locally instead of accumulating in another office leading to another office looking bad. The only caution that is to be taken is to ensure a proper price for the materials that are disposed of locally. May be fixing of a minimum price of disposal is a way out. When a post office is not in a position to get minimum price exceptions may be given on a case to case basis. Such monthly weeding out and disposal can be got reflected in the Sub Postmaster’s monthly Report (SMR) and can be subject to review. (Both for completion of the work and for proper price for the disposal). The post office should maintain a register of records weeded out and disposed. All the records that are weeded out have to be recorded in this. Records and documents involved in an investigation case are to preserved till V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive the time required for the purpose and should be disposed off only on the orders of proper authority. The divisional head can think of any other better method for the weeding out and disposal. The bottom-line should be to avoid accumulation and causing a cleanliness problem to the post office. How would you ensure that forms and records don’t accumulate in post offices? What is your action plan to ensure that the records are weeded out on a regular basis and the disposal is done properly? __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ _______________________________________________________________ V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Professional image Officials working in the post office are the face of the department. It is very important to encourage them to look good, dress up well and be courteous to the customers. We have to make all employees understand the importance of maintaining a professional image by constantly training them and encouraging and motivating them. Training on business etiquettes and soft skill can be part of every training programme. Professional image: What is professional image? Is it how you dress? Is it your grooming? Is it the quality or cost of your clothing? “Professional image is the image we project in the professional business world.” A professional image is an overall concept that is a composite of many aspects of our appearance. Professional image consists of personal appearance with regard to clothing, grooming, manners and etiquette, personal behavior, and communication effectiveness. Although many people think of image as only the exterior, in reality it is a projection of our innermost self. When you cultivate a good, professional image, we are developing those inner traits that will make us valuable to our customers and others. After all, we project an image by doing, not simply by being. Professional appearance: It is a composite of one’s professional dress and his grooming. The message communicated by the official is a result of the combination of these two. Professional dress can be defined as dressing in such a manner to enhance one’s authority and promoting respect from everyone. Why is what one wears so important? Because, it’s our packaging. It’s the first impression that people will have when they interact with us face to face and it’s the image they’ll keep in their minds when they have subsequent contact with us on the phone or through mail or e-mail. Some officials in the post office like the MTS and the postmen are provided with uniforms. We have to ensure that they wear this uniform without fail. If any badge is prescribed, it should be ensured that they are worn without fail. The supervisors and postmasters have to bring in this discipline of making them wear uniform. V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Other officials have to wear dress which is appropriate for the office work. Formal dress with collared shirt is preferable for gentlemen. Ladies can wear traditional dress like saree or salwar. With the introduction of project arrow, staffs are expected to wear a jacket on top of their regular dress. We should ensure that this jacket is worn by all the officials of the office without fail.
See how nice it looks, if everyone in the office wears the jacket! It is our responsibility to ensure that every official in the office wears this jacket. The accessories like postman bags that are carried by the postmen also should conform to project arrow standards! The dress worn by staff should be stitched in such a way that it fits properly to the official. If there is any tear, it should be properly mended. The cloth should be neatly ironed to give a pleasant appearance. Shoes are to be polished properly. Personal grooming: Personal grooming habits are also very important in one’s professional image. One must develop and practice good grooming habits to ensure that his appearance is clean and polished in his professional role. Grooming involves all aspects of one’s body. It includes overall cleanliness, hair, nails, teeth and makeup. It would be a good idea to have a neat haircut that suits one’s face. It is appropriate for gentlemen to be clean shaven. Ladies have to groom their hair neatly. The nails are to be cut and manicured properly. The breath has to be refreshing. It will be a good idea to use a deodorant to avoid body odour. The makeup one uses should be pleasing and attractive. It is advisable to wear limited accessories to look neat, elegant and simple.
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Manners and etiquettes: Another way of communicating one’s professional image is through appropriate manners and etiquettes. Our manners should always be polite and courteous. Greeting people will help create an atmosphere of congeniality. Introducing oneself is an art which needs to be mastered. Our manners should always be helpful to the customers. Even in difficult situations one should be able to maintain composure and ease the situation by appropriate conversation. The art of initiating and maintaining a conversation needs to be mastered. Personal Behavior: As a professional, one has to practice a code of personal behavior that will demonstrate respect for one’s organization and the people one works with. Personal behavior contributes to the overall professional image one projects. Some aspects of personal behavior include: • Respecting the organization and its rules. • Being a loyal employee. • Conducting business in an ethical manner. • Assuming responsibility. • Respecting the diversity of people. Communications: Another significant component of one’s professional image is his ability to communicate effectively with others. Communication should be clear, concise, and accurate. One communicates nonverbally as well as verbally in the business world. Nonverbal communications send messages about one’s professional image. These nonverbal communications include the following: • Posture • Facial gestures • Neatness • Listening • Personal behavior • Punctuality For example, a person who is usually late may not say “I don’t respect your time”, but that is certainly the message that is communicated through this nonverbal action. V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive In addition to nonverbal communications, one’s overall ability to communicate effectively is very important. Effective communications required in the business environment include the following: • Speaking correctly. • Writing appropriate communications. • Expressing written appreciation. • Listening effectively. • Communicating verbally in difficult situations. Communication abilities can be developed and refined as you progress through one’s career. It is important to give significant attention to the development of these skills as they not only contribute to one’s professional image but also may determine the level of advancement one attains in his career. The ability to communicate effectively is a major attribute of a positive professional image.
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive List twenty five action points which you will carry out on return to your work which will help in maintaining cleanliness in post offices: (It can cover areas of causing external and internal maintenance of post offices, lean and trim post office, proper layout of post offices, proper housekeeping in post offices, proper record keeping in post offices, ensuring good professional image, etc.,) ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive GENERAL FINANCIAL RULES – 2005 CHAPTER - 7 INVENTORY MANAGEMENT (RULES RELATING TO DISPOSAL OF STORES)
Annexure I
Rule 196: Disposal of Goods. (i) An item may be declared surplus or obsolete or unserviceable if the same is of no use to the Ministry or Department. The reasons for declaring the item surplus or obsolete or unserviceable should be recorded by the authority competent to purchase the item. (ii) The competent authority may, at his discretion, constitute a committee at appropriate level to declare item(s) as surplus or obsolete or unserviceable. (iii) The book value, guiding price and reserved price, which will be required while disposing of the surplus goods, should also be worked out. In case where it is not possible to work out the book value, the original purchase price of the goods in question may be utilised. A report of stores for disposal shall be prepared in Form GFR - 17. (iv) In case an item becomes unserviceable due to negligence, fraud or mischief on the part of a Government servant, responsibility for the same should be fixed. FORM GFR 17 [See Rule 196 (iii)]
Item No
Particulars of store
Quantity/Weight
Book Value/ Original Purchase price
Condition and year of purchase
Mode of disposal (sale, public auction or otherwise
Remarks
Report of Surplus, Obsolete and Unserviceable Stores for Disposal
1
2
3
4
5
6
7
Signature………………. Designation……..…….. Date…………………… V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive
Rule 197: Modes of Disposal (i) Surplus or obsolete or unserviceable goods of assessed residual value above Rupees Two Lakh should be disposed of by : a) Obtaining bids through advertised tender or b) Public auction. (ii) For surplus or obsolete or unserviceable goods with residual value less than Rupees Two Lakh, the mode of disposal will be determined by the competent authority, keeping in view the necessity to avoid accumulation of such goods and consequential blockage of space and, also, deterioration in value of goods to be disposed of. (iii) Certain surplus or obsolete or unserviceable goods such as expired medicines, food grain, ammunition etc., which are hazardous or unfit for human consumption, should be disposed of or destroyed immediately by adopting suitable mode so as to avoid any health hazard and/or environmental pollution and also the possibility of misuse of such goods. (iv) Surplus or obsolete or unserviceablegoods, equipment and documents, which involve security concerns (e.g. Currency, negotiable instruments, receipt books, stamps, security press etc.) should be disposed of / destroyed in an appropriate manner to ensure compliance with rules relating to official secrets as well as financial prudence. Rule 198: Disposal through Advertised Tender (i) The broad steps to be adopted for this purpose are as follows: a) Preparation of bidding documents b) Invitation of tender for the surplus goods to be sold c) Opening of bids d) Analysis and evaluation of bids received e) Selection of the highest responsive bidder f) Collection of sale value from the selected bidder g) Issue of sale release order to the selected bidder h) Release of the sold surplus goods to the selected bidder. i) Return of bid security to the unsuccessful bidders. (ii)
The important aspects to be kept in view while disposing the goods through advertised tender are as under :(a) The basic principle for sale of such goods through
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive advertised tender is ensuring transparency, competition, fairness and elimination of discretion. Wide publicity should be ensured of the sale plan and the goods to be sold. All the required terms and conditions of sale are to be incorporated in the bidding document comprehensively in plain and simple language. Applicability of taxes, as relevant, should be clearly stated in the document. (b) The bidding document should also indicate the location and present condition of the goods to be sold so that the bidders can inspect the goods before bidding. (c) The bidders should be asked to furnish bid security along with their bids. The amount of bid security should ordinarily be ten per cent. of the assessed or reserved price of the goods. The exact bid security amount should be indicated in the bidding document. (d) The bid of the highest acceptable responsive bidder should normally be accepted. However, if the price offered by that bidder is not acceptable, negotiation may be held only with that bidder. In case such negotiation does not provide the desired result, the reasonable or acceptable price may be counteroffered to the next highest responsive bidder(s). (e) In case the total quantity to be disposed of cannot be taken up by the highest acceptable bidder, the remaining quantity may be offered to the next higher bidder(s) at the price offered by the highest acceptable bidder. (f) Full paymen t, i.e. the residual amount after adjusting the bid security should be obtained from the successful bidder before releasing the goods. (g) In case the selected bidder does not show interest in lifting the goods, the bid security should be forfeited and other actions initiated including re-sale of the goods in question at the risk and cost of the defaulter, after obtaining legal advice. (iii) Late bids i.e. bids received after the specified date and time of receipt should not to be considered. Rule 199: Disposal through Auction (i) A Ministry or Department may undertake auction of goods to be disposed of either directly or through approved auctioneers. (ii) The basic principles to be followed here are similar to those V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive applicable for disposal through advertised tender so as to ensure transparency, competition, f a i r n e ss a n d e l i mi n a ti o n o f d i sc r e ti o n . The a u c t i o n p l a n including details of the goods to be auctioned and their location, applicable terms and conditions of the sale etc. should be given wide publicity in the same manner as is done in case of advertised tender. (iii) While starting the auction process, the condition and location of the goods to be auctioned, applicable terms and conditions of sale etc., (as already indicated earlier while giving vide publicity for the same), should be announced again for the benefit of the assembled bidders. (iv) During the auction process, acceptance or rejection of a bid should be announced immediately on the stroke of the hammer. If a bid is accepted, earnest money (not less than twenty-five per cent. of the bid value) should immediately be taken on the spot from the successful bidder either in cash or in the form of Deposit-at-CallReceipt (DACR), drawn in favour of the Ministry orDepartmentselling the goods. The goods should be handed over to the successful bidder only after receiving the balance payment. (v) The composition of the auction team will be decided by the competent authority. The team should however include an officer of the Internal Finance Wing of the department. Rule 200: Disposal at scrap value or by other modes If a Ministry or Department is unable to sell any surplus or obsolete or unserviceable item in spite of its attempts through advertised tender or auction, it may dispose of the same at its scrap value with the approval of the competent authority in consultation with Finance division. In case the Ministry or Department is unable to sell the item even at its scrap value, it may adopt any other mode of disposal including destruction of the item in an eco-friendly manner. Rule 201: A sale account should be prepared for goods disposed of in Form GFR 18 duly signed by the officer who supervised the sale or auction.
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National Cleanliness Drive Annexure II Preservation period for various records as prescribed in Post Office Manuals Volume I SECTION-I General Item No. Description of Records 1 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29.
2
No. of complete account year for which to be preserved
Scale Check Register Contingent and Travelling Allowance Bills Remittance Check Register Statement of Remittances Register and Broadsheet of Balances under Advances, etc. Progress Report Objection Statements Register of Objection Statements Register of Reminders Objection Books Adjustment Book Registers of Objections outstanding for more than six months Advice of Transfer Acceptance of Transfer Statements of Disbursers’ Accounts Income Tax Statements Peon Books State of work returns Register of Pending letters Postmaster General’s General Order file Director General Circular Files Director General’s general order files (Postal) Register of miscellaneous Posts and Telegraphs Advances Register of Recoveries and Refunds on account of Money Order discrepancies Register of recoveries and refunds on account of the Posts and Telegraphs Department. Monthly statements showing customs duty assessed on Inward Parcels and Letters received from the Customs Department Funds Statements Post Office Life Insurance Statements Sanctions for Compassionate Gratuities
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
3 3 3 3 3 5 3 3 2 1 3 3 3 3 2 2 2 1 1 1 5 5 5 3 1 1 5 3 3 3 Page 43
National Cleanliness Drive 30. 31.
40. 41. 42. 43.
Sanctions for House Building Advances Annual Acknowledgements of House Building Advances Register showing the date of posting and submission of classified Abstracts of Head Post Offices Memorandum of Monthly cash balances (Form No. CG 84) File of Temporary Sanctions Classified Abstract Files containing Memos of Undisbursed Pay Register of Special Recoveries Statement showing :(i) Realisation of Telephone Revenue in Post Office (Form No. ACE 105) (ii) Misclassification and mis-postings in the above statement Register and Broadsheet of Deposits, Fixed deposits, other deposits and deposit of Fees Register of Lapsed Deposits Broadsheet of Telegraph Charges and Up-keep Fees Index Register of Inward ATD Defalcation Register in Form SY-17
44. 45. 46. 47. 48. 49.
Grant Register (Form SY-268) Bills for Reimbursement of Medical Charges Broadsheet of recoveries under FR 127 Compassionate Gratuities Register Vouchers including Pay Bills of Post Offices Cash Accounts and Schedules
50.
Register of Files / Vouchers / Registers (a) Transferred to Departmental Recording wing i.e. old record room of the Deptt. (Office) (b) Transferred to National Achieves
32. 33. 34. 35. 36. 37. 38.
39.
51.
File Index Register
5 5 1 1 3 6 6 5 3 3 6 Permanently 3 3 5 (After final action taken report) 3 6 35 6 6 10 (The schedule vouchers of telegraph charges appearing in the post office. Accounts may be preserved in the Circle Postal Offices for a period of 3 years after acceptance of debt from the Circle Accountant subject to the condition that the audit of the period is completed and objections if any settled. 25 Permanently
10
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National Cleanliness Drive SECTION-II Administration, Establishment & Record Item No.
Description of Records
No. of complete account year for which to be preserved
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.
Register of Contingent Expenditure Stock Register of Stationary and Forms Register of Records destroyed Register of Furniture Index of Register of Records Transit Register Register of Blank Cheque Books Letters forwarding Cheque Books Requisitions for Stationery and Forms Receipts for payment to Government Counterfoils of Cheques Service Books
13. 14. 15. 16. 17. 18.
Register of Casual Leave Attendance Register Index Register of Cases Daily report book of registered articles Index Register of Inward letters Security Bonds furnished by the Cashier
19. 20. 21. 22. 23. 24. 25.
Register of Establishment Register of Sale of Waste paper Recovery Register of GPF Advances in form ACG Increment Register in Form Sy-299 Annual Income Tax Return Bill Register Register Specimen Signature
26. 27.
Application for Appointment Personal Files
28.
Character Rolls
29. 30. 31.
Rent Returns of Quarters Bill for water charges and electricity List of balances in GPF Account on 31st March received from GPF Register of Control over Expenditure Applications for opening of GPF Accounts Cases for grant of advances from GPF Account
5 3 Permanently Until recopied Permanently 3 5 3 3 3 3 5 Years after death or retirement whichever is earlier 2 3 15 3 6 20 Year after cashier ceases to do Cashier’s duties. Permanently 2 6 3 2 4 10 Years after a new register is opened. 3 5 Years after death or Retirement 5 Years after death or retirement. 1 1 1
32. 33. 34.
1 1 1
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive 35. 36. 37. 38. 39. 40. 41. 42.
Office copies of Last Pay Certificates Budget Reconciliation Register Budget Check Register Register of officials retiring within six months Special Pay Bill of the Comptometer Operators One copy of Gradation Lists Pay Bills and Acquittance Rolls (Where they are maintained separately) Special Pay Statements of Savings Bank, Money orders and GPF Sections.
6 5 5 3 6 Permanently 35 6
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive SECTION-III General Provident Fund Item No.
Description of Records
1.
Schedule of Debits and Credits to Service and other funds Consolidated abstract of Debits and Credits Register of assignment of policies Register of unclaimed General Provident Fund Master Cards Quarterly Proof Sheet Annual Proof Sheet File containing certificate from Disbursing Offices for distribution of annual accounts statements Advices and Acceptance of Transfers Personal Ledger Cards
2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.
Register of closed cards (i) Index Register in Form GPF (Maintained before the introduction of machine posting) (ii) Register of final payments in Form GPF-6 started with the introduction of machine posting. GPF Vouchers of Final Payments made to persons other than subscriber (a) To Minors (b) To other than minors i. Not in accordance with declaration of subscribers ii. In accordance with declaration of subscribers GPF Vouchers of final payments other than those mentioned in item 13 GPF Application Form No. 3 GPF Transfer Registers (Inward and Outward) GPF Declaration Forms
13.
14. 15. 16. 17.
18. 19. 20. 21.
Sanction to the Temporary withdrawal from General Provident Fund Register recording percentage check of interest calculation Quarterly lists of transfers between Accounts Offices Life Insurance Policies of the subscribers whose whereabouts are not know,
No. of complete account year for which to be preserved 3 3 Permanently Permanently 2 3 3 3 2 Follow the period prescribed for GPF Vouchers of final Payments vide item 13 below.
4
35
30 3 6 6 3 6 Follows the period prescribed for final payment, vide items 13 and 14 above. 3 2 1 30 yrs from the date of death, date of maturity of the policy as the case may be
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive SECTION-IV (a) Post Office Certificates Item No.
Description of Records
No. of complete account year for which to be preserved
1. 2.
Issue Register (i) Cash Certificates Issue Journals in respect of issues earning interest for 5 years . (ii) Cash Certificates Issue Journals in respect of issues earning interest for 10 years (iii) Cash Certificates Issue Journals in respect of issues earning interest for 15 years Cash Certificates Proof Sheet Transfer Register Cash Certificate Sent out Register Spoilt Cash Certificate Register Yearly list of unsold certificate Spoilt P.O. Certificates
Permanently 6
3. 4. 5. 6. 7. 8.
9. 10. 11.
Register of Reconciliation with Detail Book figures Balance Sheet Correspondence relating to the issue of duplicate P.O. Certificates
12.
Summaries of issues and discharges of P.O. certificate (4 Different issues) Transfer Entry Registers Register showing the monthly figures of P.O. certificates issued and discharged for the purpose of staff requirements Register showing the consolidation of transferred P.O. Certificates Postmaster General’s sanctions authorizing payments to the bearers of deceased Investors. Abstract of Issues and Discharges of P.O. Certificates [Form DG (PA)-337] Register of P.O. Certificates discharge [Form DG (PA)338] Annual Consolidation of balances for calculation of interest liabilities of Government on Account of P.O. Certificates [Form DG.1 (PA) 339-C] Compilation for the annual verification of P.O. Certificates balances from the Circle Balance Sheet [Form DG (PA)-339 D] Classification Slips [Form DG (PA) 336-A]
13. 14. 15. 16. 17. 18. 19. 20. 21.
11 16 4 4 3 3 1 To be destroyed as soon as the numbers are noted in the register maintained in the Account Office. 2 10 To be preserved till the discharge certificate themselves are due for destruction. 4 4 1 4 10 10 2 1 2 To be destroyed after the
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National Cleanliness Drive
22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33.
Classified Abstract of Discharged P.O. Certificates [Form DG (PA)-339-B] Statement showing the transaction of P.O. Certificates under “Issues” and “Discharges” Statements showing the amounts of P.O. Certificates issued and Discharged by Post Offices . Monthly statements showing the discharge value of P.O. Certificates in thousands of rupees for each series of issues. Annual Statements of balances under Post Office Certificates Broadsheet of Proof Sheet Balances [Form DG (PA)-339E] Broadsheets of Debits and Credits to Controller General of Accounts PO Certificates figures as per Cash Account received from PA Sections [Form No. DG(PA)-322] Detail Book figures from Book Section Subsidiary Registers for working out the values of Discharged P.O. Certificates as also outstanding P.O. Certificates Manuscript Register of Advice of Payment Unclaimed and undelivered cash and other certificates
six yearly verification and the recopying of the issue Registers. -do3 3 3 6 After the six yearly verification and recopying of new registers. 10 1 2 10 2 To be prescribed for a period of 30 years from the date of maturity but to be destroyed after expiry of the period of notice prescribed by the DG P&T in the Postal Notice.
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Section – IV (b) National Savings Certificates Item No.
Description of Records
No. of complete account year for which to be preserved
1. 2.
National Savings Certificate Stock and Issue Register (i) 5 Years National Savings Certificates Issue Journal (previously extended for a further period of 7 years and again for 5 years) (ii) 7 Years National Savings Certificates (Allowed to be retained for a further period of 5 years) – Issue Journal (iii) 12 Years National Savings Certificates (Allowed to be retained for a further period of 5 years) Issue Journal. (iv) 12 Years National Plan Savings Certificates – Issue Journals. (i) 5 Years National Savings Certificates Discharge Journal (Previously extended for a further period of 7 years and again for 5 years) (ii) 7 Years National Savings Certificates (allowed to be retained for a further period of 5 years) Discharge Journal (iii) 12 Years National Savings Certificates (allowed to be retained for a further period of 5 years) Discharge Journal. (iv) 12 Years National Plan Savings Certificates Discharge Journal (i) Discharged 5 years National Savings Certificates and declarations issued in lieu of lost National Savings Certificates (previously extended for a further period of 7 years and against for 5 years) (ii) Discharged 7 years National Savings Certificates and declarations issued in lieu of Lost National Savings Certificates (allowed to be retained for a further period of 5 years) (iii) Discharged 12 Years National Savings Certificates and declarations issued in lieu of lost National Savings Certificates (allowed to be retained for a further period of 5 years) (iv) Discharged 12 Years National Plan Savings Certificates and declarations issued in lieu of lost National Savings Certificates
Permanently 18
3.
4.
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
13 18 13 23 18 23 18 23
18 23 18
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National Cleanliness Drive SECTION-IV (c) Defence Savings Certificates Item No.
Description of Records
No. of complete account year for which to be preserved
1.
Defence Savings Certificates – Stock and Issue Register
Permanently
2.
Defence Savings Certificates Issue Journal
11
3.
Defence Savings Certificates Discharge Journal
16
4.
Discharged Defence Savings Certificates and Declarations issued in lieu of lost Defence Savings Certificates NOTE : Other records may be preserved for the same period as are prescribed for corresponding P.O. Certificate records.
16
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive SECTION –V British Postal Orders, Indian Postal Orders and International Reply Coupons
Item No.
Description of Records
No. of complete account year for which to be preserved
1. 2.
Requisitions from Postmasters Post Office Receipts and acknowledgements for British Postal Order Covers Office copies of Invoices
1 1
3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22.
Receipted Invoices Monthly statements showing the number of British Postal Orders in stock at the Post Offices and the Accounts Office and also those sold and paid. Stock Registers of International Reply Coupons Statements received from Accounts Offices showing International Reply coupons exchanged during the month. Monthly statement showing the number of British Penny Postage Stamps of each denomination at the end of each month from Account Offices. Register showing the number of International Reply Coupons sold Intimation of supply of International Reply Coupons International Reply Coupons Indian Issue received from Foreign Countries after having been exchanged there. International Reply coupons both issued and exchanged in India Register of Spoilt Indian Postal Orders Monthly statements showing the number of Indian Postal Orders in stock at Post Offices and Accounts Offices and also those sold and paid. Register showing the adjustments of British Postal Orders and Indian Postal Orders Monthly Statements showing the number of Irish Postal Orders paid Annual Statements of Indian Postal Orders sold furnished to the Director General every year. Register of spoilt and unclaimed Indian Postal Orders Register of over-credit or short payment on Indian Postal Orders. Broadsheet ‘A’ Showing the balance of Indian Postal Orders in Central Stock Broadsheet ‘B’ showing the Indian Postal Orders in stock in Accounts Offices including Post Offices. Broadsheet ‘C’ showing Indian Postal Orders sold,
Till return of receipted invoices. 10 3 15 3 3 5 1 3 1 3 3 3 3 5 3 1 3 3 3
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National Cleanliness Drive
23. 24. 25. 26. 27. 28. 29.
remaining unpaid during the current and previous year issues. Files regarding reconciliation between D.B. and Statement figures of Indian Postal Orders in stock, sole and paid in respect of all the Accounts Offices. Monthly statements of Indian Postal Orders stock, sold and paid received from all Accounts Offices Monthly statements of D.B. figures in respect of Indian Postal Orders sold and paid received from Directorate Register of Spoilt, unclaimed and time-barred Indian Postal Orders (maintained in the Central Indian Postal Orders paid group) Transfer Entry Register maintained in the Central Indian Postal Orders paid group Central Check Register of balances of Indian Postal Orders (Form DGPT A/C-563) Files regarding loss of Indian Postal Orders before and after issue and miscellaneous cases, etc.
3 3 3 3 3 3 3
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National Cleanliness Drive SECTION –VI S.B Cumulative Time Deposits, etc. Item No.
Description of Records
No. of complete account year for which to be preserved
1. 2.
CTD Applications Deposit Journals and advice of transfers
3. 4.
Withdrawal of Journals Master Cards
5. 6. 7. 8. 9.
Cards of closed Accounts Warrants of Final Payments Consolidated report of work by members of each group. Index Register Special CTD Journals / Memos
10.
List of Accounts for which the facility is extended / discontinued during the month and lists of accounts in which there was default due to insufficiency.
1 8 years in case of 5 year account 3 8 year in case of 5 year account, 13 year in case of 10 years account, 18 years in case of 15 years account. 3 10 18 Permanently Same period as for ordinary CTD Journal. -do-
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive SECTION –VII Money Order Item No.
Description of Records
No. of complete account year for which to be preserved
1.
15 months
2A
List of Money Orders issued and paid with Abstracts of daily totals Lists of family allotment money orders Issued and paid with abstracts of daily totals Money Orders paid (except Foreign Inward Money Orders) and Family allotment Money Orders paid
3.
Foreign Inward Sterling Money Orders
4. 5. 6. 7. 8. 9. 10.
Summaries Statement of unchecked items Money Orders paid after currency Void Money Orders Register of unpaid Money Orders Broadsheet of unpaid Money Orders Statistical Register of Inland and Telegraphic Money Orders Statement of Money Orders Remittance Statement of Money orders recoveries and refunds Register of Void Money Orders re-issued Register of Foreign Inward Money Orders Register of Foreign Outward Money Orders Exchange Accounts Register of Money orders sent out Register of Money Orders issued and paid Schedule of Void Orders paid Re-issued Money Orders paid Register of items transferred to petty receipts Money orders issued from Field Post Offices Broadsheet of Foreign Money Orders Register of reconciliation of Foreign Money Orders Statement of recoveries from wrong payees Register of Inward orders repaid to the remitters in Foreign Countries summaries Register of classification of Inward and Outward Orders Annual Statements Register of Foreign Money Order Remittances and Interest on balances of Money Order Exchange Accounts Outstanding for MORE THAN SIX MONTHS Refund and Recovery Statements received from PA Section intimating the amounts of Foreign Money
1A 2.
11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30.
27 months 12 Months from the end of the period of currency 24 months from the end of the period of currency 36 months from the end of the period of currency -do18 months 3 months 10 years 3 3 3
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
2 2 5 3 3 10 5 1 3 3 1 3 3 3 3 3 2 3 10 2
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National Cleanliness Drive 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. 51. 52. 53. 54. 55. 56.
57. 58. 59. 60.
Orders debited and credited in the Cash Account Statement of amounts adjusted to Foreign Money Orders received and sent Unchecked register of Trade Charge Money Orders Register of Repaid Postal Orders List of Repaid Postal Orders Statement showing Foreign Inward Money Orders that became void after six months Reissue cases without Money Orders Duplicate Money Order cases Foreign Money order cases Register of duplicate Money Order cases Register of void Money Order cases Register of Foreign Money Order cases. Register of Remittance cases Register of Ledger cases Register of Paid List cases Register of issue list cases Register of Sent-out cases Register of Objection Book cases Classification files of Void Money Orders paid Register of Money Order transfers Register of Mis-sorted / Mis-classified Money Orders Distribution Register Issue List / Paid List / Sorting / debit checking Re-issue cases with unpaid re-issued Money Orders Memorandum of Money Orders made over to Sorting Section Sorting Broadsheet of Money Orders paid Agreement of Sorting Broadsheet Register of abstracted money orders for test debit check Note :- Money order vouchers taken out of the bundles in connection with correspondence relating to cases of frauds and defalcations should be left in the proper files and should not be returned to the Money Order bundles nor be destroyed. Money orders called for in connection with objection statements should be filed with them when received back and should not be returned to the Money Order Bundles. Foreign Money Orders rapid or repotted as finally void to the country of origin shall be recorded with the correspondence to which they relate. Broadsheet of Money Orders issued on Posts and Telegraphs Service selected for test check. Register of Mutilated Money Orders Register of Telegraph Money Order requisitions abstracted Register of amounts debited to Defence Department on account of commission on Money Orders issued from Field Post Offices or under Special Orders.
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
2 3 5 3 3 3 3 3 3 3 3 3 3 3 3 3 5 2 3 3 2 10 1 1 1 3
1 1 3 3
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National Cleanliness Drive 61 62. 63. 64. 65. 66. 67. 68. 69. 70. 71. 72. 73. 74. 75. 76. 77. 78. 79. 80. 81. 82. 83. 84. 85. 86. 87.
Review Register of unchecked items Statements of amounts adjusted to ‘Inland Money Orders’ received from Book Section Annual Statements Distribution Registers of unchecked items Monthly statements together with the register Money Order ledger Register of Check slips and Memo of Admission of payment Register showing entries of Money Orders (Ordinary and Telegraphic) credit of which are not traceable by the Debit Checker Register showing casual leave outturn of item workers Schedule of Exchange Account Adjustments Register showing forecast of figures Broadsheet showing the dates selected for check of Money Order commission result Register containing history chart of Comptometer Machine Register containing history chart of statement of irregularities in the issue of Duplicate Money Orders Broadsheet of Money Order Remittances Transit Register of Money Order records sent to Old Record Statistical Register for figures to be furnished to D.G. P.S. Broadsheet of items provisionally adjusted to ‘O-I’ from R.R. Statements and Registers Register showing balances outstanding in the objection Book Advances on the last date of March and September or General Abstract of Money Order objection book. Combined Transfer ledger and Abstract Register of amounts debited to Military Department on account of Money Order commission on F.A. Money Orders from Field Post Offices. Statement of details Book figures (Remittance and objection Book) Statement showing the state of machines in the Circle Postal Accounts Offices Replacement program of Comptometer Machines Slips in Form DG (PA)-405 Daily report showing receipt and disposal of letters received in each group of Money Order Section Distribution Broadsheet of Sorting Group
3 5 5 2 1 3 3 3 1 3 1 2 1 Year after machine is condemned. 1 3 1 3 3
5 3 2 1 1 End of 2nd Month following the month to which they relate 1
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
1
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National Cleanliness Drive SECTION –VIII Government Securities Item No.
Description of Records
1.
Register for controlling the Imprest and Sales and Purchases. Register showing the daily balance of Imprest Imprest Register for calculation of Profit and loss Stock pay Book Intermediate Day Book Intermediate Day Book of Undeliverable Notes Register of Denominations Transit Register of Securities Register of Securities received and disposed of Despatch Register of Securities Imprest Register of Investment Certificates Application for safe custody and delivery of securities with relevant correspondence Register of applications for safe custody and delivery of Securities Applications for purchase, sale and return of securities with relevant correspondence Register of applications for purchase, sale and return of Securities Register of Postmaster General’s sanction for disposal of deceased depositors Securities. Daily quotations received from Bank Register of Daily Transactions Register of Accrued Interest Weekly report on discharged safe custody receipts from Postmasters Schedules of Payment of discharged safe custody receipt with relevant correspondence Safe custody receipts discharged on maturity etc of loans
2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30.
Discharge Reconciliation Registers Objection Register of Loan applications and discharges Intimations of purchase and sale of Securities received from the Postmasters with the Certificate of Credit or debit to Savings Bank Account Acknowledgements of safe custody receipts and certificates issued in lieu of last safe custody receipts received from postmasters signed by investors. Acknowledgements of Securities returned from custody. Credit slip of Interest Warrants received from Bank Register of interest distribution Register of Interest Payment orders dispatched
No. of complete account year for which to be preserved 10 10 10 30 30 Permanently 5 5 5 5 10 3 3 3 3 5
3 months
1 3 3 2
30 years from the date of discharge of the safe custody receipt 3 2 3 Permanently
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
2 2 3 2 Page 58
National Cleanliness Drive 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. 51. 52. 53. 54. 55. 56. 57. 58. 59. 60. 61. 62. 63.
Interest Payment Orders received back from Postmasters with certificate of Credit. Statement of interest sent to Postal Accounts Office Depositors Ledgers Register of Adjustment of various kinds of transactions Miscellaneous acknowledgement memos Applications for Government of India Loans Lists of Loan Applications received from Postmasters Daily report of Loan Transactions Indents for supply Scrip of the New Loan Correspondence relating to the Indent and supply of Scrip Instructions in connection with New Loans Acknowledgement of Scrip and interest payment orders including investors receipt Acknowledgement of safe custody receipts issued to investors Register of applications for Government of India Loans Scrip Dispatch Register New Loan Register of Loan Compilations (Statistics) Register of enfacement of Government Promissory Notes Register of stock of G.P. Notes (Loan) Indent Register of Stock Certificates (Government of India Loans) Miscellaneous correspondence Register of transfer of Savings Bank Accounts to and from Foreign Countries Statement of Payment of Trust interest received from Accounts Offices Counterfoils of Requisitions for purchase and sale of Government Securities through Bank Register of Purchase and sale of Government Securities through Bank Register of Written Back Interest on Government Securities
2 2 Permanently 3 1 5 Years 2 6 months 1 3 10 5 2 As *-1 Year
2 3 3
Permanently 2 3 5 2 1 2 2
Register for watching the return of intimation of interest issued by the Post Office within the same Postal Circle Transfer Register of Security Holders Accounts
1
Register showing the date of death and other particulars of Government Security Holder Register of Cash Payment of sale proceeds written back and, held over-interest to the claimant of deceased depositor. Broadsheet of Trust Interest account Broadsheet of Post Office investment account Register of monthly reconciliation of purchase and sale
3
Schedule of Foreign Transfers received from Accounts Offices
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
1
6 2 2 2 1 Page 59
National Cleanliness Drive SECTION –IX Account Current Item No.
Description of Records
1.
9. 10.
*Outward Exchange Account including office copies of the supporting schedules Advance Schedules received from other Accounts Officers Railway Account Register Account Register for fixed charges relating to Railway Accounts Railway Freight Bills Account Current vouchers other than Railway freight bills Account Register for fixed charges relating to Civil Accounts Monthly A.O. Statements showing adjustment of account of stamps, etc., under the head “Sale of ordinary stamps” Bank Scrolls Broadsheet
11.
Register of unlinked items and variation register
2. 3. 4. 5. 6. 7. 8.
No. of complete account year for which to be preserved 5 5 5 10 3 According to their classes 5 5 5 3 years after the close of the year to which it pertains -do-
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive SECTION –X Book Section Item No.
Description of Records
No. of complete account year for which to be preserved
1. 2. 3.
Journal Ledger General Principles of calculation of Profit and loss Accounts Calculations of Apportionment of General and Joint Charges
5 5 Permanently
4.
5.
Office copy of the Finance and Revenue Accounts (Posts and Telegraphs Portion)
6. 7.
Questions relating to accumulated profit or loss for interest rebate or surcharge and calculations thereof. Calculation of cost of Savings Bank, Government security and Cash Certificate work and cost of Radio Stations debitable to the Civil Aviation Department
8.
Calculation of cost of combined office
9. 10. 11.
Budget Files Files relating to ways and means Estimates Files relating to Revenue Estimates NOTE :- The period of preservation of these files is subject to the condition that all outstanding points in the file have been disposed off General Abstract Adjustment Accounts Settlement Account Abstract Abstract of Adjustments Broad sheet of Periodical Adjustments Detail Book Transfer Ledger Abstract
12. 13. 14. 15. 16. 17. 18.
One year after the close of the year in which the calculation is actually made. One year after the close of the year in which the accounts are complied. Permanently One year after the close of the year in which calculation is actually made. Three year after the close of the year in which the calculation is actually made. 15 5 5
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
30 5 5 3 3 10 5
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National Cleanliness Drive SECTION –XI Customs Duty on Postal Parcel etc. Item No.
Description of Records
1.
Register of Customs Duty realized on Postal Parcels and 3 letters Register of Refunds and Write-back of Customs Duty 3 allowed on Postal Parcels and letters Inward Foreign Parcel Bills 3 Register of letter Mail articles detained for customs 3 examinations Schedules of Customs Duty and other charges realized in 3 cash on Inward Foreign Parcels and letters Mail Articles Parcel Receipts and Assessment memos relating to Inward 3 Foreign Parcels and Letter Mail Articles Register showing the reconciliation of totals of parcels bills 2 and letter mail registers with the amount claimed in customs duty bills Register showing the adjustment of Customs duty bills 2 Customs Duty ledger Permanently Register showing the classification according to months of 5 assessment of credits and debits booked under the Head A.R. Customs Duty realized on Inward Foreign Articles, etc. Register showing the classification and adjustment of write 3 back and prepaid duty statements of customs duty. Register for watching the adjustment of credits on account 3 of cash refunds of customs duty authorized by the Collector of Customs to the addresses of Inward Foreign Articles after delivery. Register showing unchecked debits taken from the Inward 3 parcels bills and letter mail register etc. Statement of credits on account of customs duty realized 3 in all Postal Circles with the classification and agreement sheets. Register of parcel receipts and assessment memos, sent out 3 Broadsheet showing parcel receipts and assessment 3 memos made over by the schedule checkers to Sorting group Broadsheet showing parcel receipts and Assessment 3 Memos made over to credit checkers. Register showing rectification of misclassifications of 3 month of assessment of customs duty. Register showing classification of recoveries on account of 3 customs duty shown in the Schedule of Customs duty. Extracts from Customs duty ledger 3 Statements in connection with the verification of balances 3 under the Head ‘A.R.’ – customs duty and reports thereon.
2. 3. 4. 5. 6. 7. 8. 9. 10.
11. 12.
13. 14. 15. 16. 17. 18. 19. 20. 21.
No. of complete account year for which to be preserved
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive Section – XII Pension Item No.
Description of Records
1.
Register of payments of officials under Workmen’s compensation Act. Certificates and Reports on claims under the workmen’s compensation Act. Register of Verification cases Register of Pension cases Register of Anticipatory pension cases Register for daily report of progress of verification and pension cases. Register of applications for certification of pensions Commutation payment register (Form SY-170) Gratuity Register (ATC-24) Copies of sanctions to transfer of payment of pensions Copies of sanctions to the payment of arrears of pensions due to deceased pensioners Half yearly statements of non-drawal of pensions furnished by Postmasters Verification cases other than those which are filed with pension cases. Report on applications for commutation other than those filed with pension cases. Pension Schedules Gratuity Payment Orders Pension Reports Pension Cases of officials who have retired / died.
2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18.
No. of complete account year for which to be preserved 3 6 5 25 5 1 6 6 6 3 3 3 5 3 10 3 15 7 Years after the death of the pensioner (including family pensioner) provided that all claims to arrears of Pension / Family pension etc., have been met by that time.
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
Page 63
National Cleanliness Drive Volume –V PERIOD OF PRESERVATION OF RECORDS S.No. 1 a.
b. c. d. e. f. g. h. i.
j. 2. a. b. c. 3. a. b. c.
Details of Records Period Mail, Sorting and Delivery All records of mail department (except Due Mail and 1 Year Sorting List) (i) Due Mail and Sorting List 1 years after they have ceased to be extent Book of Postmarks (MS-18) 1 ½ years Enumeration returns (MS- 6) 2 years All monthly statistical register 3 years Nominal roll – cum –Attendance Registers Permanent Postman book (MS – 27 ) 1 ½ years Cash receipts (ACG – 67 ) 5 years from the date of issue of last receipt Indents 1 year after that to which they relate Loss of, or damage to postal articles 3 years after the month in which the case is finally closed except in cases where the departmental official concerned has been dismissed, when the case should be destroyed 5 years after the month in which it is finally closed. Register of destruction of records Permanent Registration and Parcel All records of registration and parcel department (other 1 year than relating to Foreign Articles ) All records of registration and parcel department 1 ½ years relating to foreign articles VP register/ delivery slips/ receipts 1 ½ years Money Orders and Indian Postal Orders All records of money order 1 ½ years All records of Indian Postal Orders 42 months Book of MO receipt (MO – 1) 2 years
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
Page 64
National Cleanliness Drive Volume –VII Disposal Records:(1) The following records should be torn and sold as waste paper on the expiration of the period of preservation noted against each PERIOD OF PRESERVATION OF RECORDS S.No. (i) (ii) (iii) (iv) (v)
(vi) (vii) (viii)
(ix)
Copies of Record (I) Correspondence relating to robberies, thefts, etc. (Inland Post) Invoices of articles received from the Stock Depot Carbon copies, invoices of articles returned to the Stock Depot Order Book of a Mail Office and a Section Correspondence relating to personal files (appointments, nominations, leave, pensions, punishments)
Period of Preservation (2) One year after the cases are closed Three Years Three Years
Three Years Three years after the month in which the official concerned ceased to belong to the Department. In cases where the Department is likely to be involved in some loss, they should be preserved till the monetary responsibility is fixed. Work papers of RMS Offices and Sections Eighteen Months Correspondence relating to the disposal of Eighteen months registered articles (both letters and parcels ) Other records of a record or sub record Eighteen months office with the exception of those mentioned in the following paragraph, and account records detailed in the Posts and Telegraphs financial Hand Book, Volume –I Arrangement Register, Attendance Register Eighteen months (In cases where the and Daily Report Department is likely to be involved in some loss, they should be preserved till the monetary responsibility is fixed.
(2) The following records may not be destroyed without the special permission of the Head of the Circle:Order Book of a Record Office Nominal Roll of token – holders Work papers, correspondence, or documents regarding which enquiry is in progress, or these connected with cases which have not been fully decided or closed. (3) When the records mentioned above are to be destroyed, the destruction should be effected in the Record Officer’s presence by tearing them into pieces in such a manner that they cannot be used again. They should then be sold as waste paper.
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
Page 65
National Cleanliness Drive Note: 1: - Gradation lists should be destroyed three years after new ones have been issued and registers of sanctioned establishment should be destroyed at the end of the year after new ones have been supplied or prepared. Note 2: Director General’s circulars and General Orders and Postmaster General’s circular should be destroyed after the lapse of three years counted from the month of April following the close of the official year in which they were issued. Note 3: In addition, to the correspondence referred to in Paragraph (1), the Head of the Circle may order the preservation of any other classes of correspondence for a period longer than that prescribed above.
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
Page 66
National Cleanliness Drive Volume – VIII Disposal of Records: The records in a Circle Office, of the classes shown in the following list, should be preserved for the period shown against each. All other records should be preserved for such periods as may be fixed by the Head of the Circle in accordance with the circumstances of each individual case:List of Records S.No.
Class of Record
1.
Appeals
2
3. a.
b. c. d. 4. 5. 6. 7.
Period of Preservation
Three years after the month in which the cases are closed Applications for Postal Life Insurance, Three years after the month in which the Endowment Assurance and Monthly policy is paid or becomes void except where Allowances payment is made on an indemnity bond in which case the papers together with the bond should be preserved for six years after the month in which payment is made. In the case of a proposal which has been rejected, on medical or other grounds, all the papers relating to the proposal should be preserved to the year the proposer attains 50 years of age. Annual Reports of The Director General The reports themselves should be kept permanently, but the other papers in the file should be destroyed three years after the year to which they relate. The Head of the Circle One year after the year in which they are received Superintendent Foreign Administration Three years after the year in which they are received Budget allotments Three years after the year to which they relate Buildings and runners’ huts Three years after the month in which the buildings or huts have ceased to be occupied by the Department. Business hours and distribution of work in One year after they have become obsolete Post Office Confidential records and Character sheets One year after the month in which the officials concerned died, resigned or were dismissed. Confidential records and character sheets of officials who have retired should be preserved alongwith the pension cases and destroyed 5 years after their retirement. In the case of officials who have absconded the records should not be destroyed without the special permission of the head of the Circle. Confidential records and character sheets
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive
8.(a) (b) 9. 10. 11. 12. 13(a) (b) 14. 15.
16.
17. 18. 19. 20. 21.
22.
of officials who retire on invalid pension should be preserved along with their pension cases for 25 years or for 3 years after their death whichever is earlier. Creation, Revision or abolition of Permanent establishment of any class and changes in the status of Post Offices in foreign territories Other establishment cases Twenty years Contracts and leases (Treasure, Stamp 12 years after the termination of the Vending, Mails, Engineering and Buildings) contract except where immovable property is taken as security Diaries of Superintendents One year after the month to which they relate. Director – General’s Circulars and General Three years after the close of the year in Orders which they were issued Due Mail and Sorting Lists One year after they have ceased to be extent Field Post Offices Five years after the month in which the cases are closed Volunteers for Field Service One year after the date of return to India of the Volunteer Highway Robbery Three years after the month in which the cases are finally closed. House Breaking and theft Three years after the month in which the cases are finally closed, except in cases of theft by postal officials who have been dismissed, when the cases should be destroyed five years after the month in which they are closed. Irregularities, enquiries and complaints One year after the month in which the cases are closed, except when a pecuniary claim has been made and rejected, in which case the record should be preserved for three years after the month in which it is closed. Enquiry cases relating to discharged postal Three years from the due dates of maturity certificates (together with the certificates ) of the certificates. Enquiry cases relating to Savings Bank Three years after the month in which the withdrawals (together with the warrants of cases were closed. payments) Inspection reports and copies of inspection One year after the year in which they are and verification remarks in order book. received. Indents One year after that to which they relate. Loss of or damage to postal articles Three years after the month in which the case is finally closed, except in cases where the departmental official concerned has been dismissed, when the case should be destroyed five years after the month in which it is finally closed. Minors’ and insane depositors’ accounts Three years after the accounts are closed, except where withdrawals are allowed on
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive
23.
Offences of all kinds by departmental officials as well as by outsiders
24.
Personal files and Confidential Reports
25.
Prosecution of departmental officials and outsiders
26.
Cases in which invalid or extraordinary pensions have been sanctioned. Other pension cases Public and Regimental Accounts Rulings on all subjects Register of (a) Registered Newspapers (b) Policies Assigned (c) Losses with Index (d) Absconders (e) Correspondence received (f) Security bonds (g) Other kinds Returns regarding pension or gratuity Returns of other kinds
27. 28. 29.
30 31. 32.
33
Service Books and Service Rolls of officials who have not retired on pension.
Savings Bank Account of deceased depositors.
an indemnity bond in which case the papers together with the bonds should be preserved for six years after the accounts are closed. Three years after the month in which the cases are finally closed, except in the case of departmental officials who have been dismissed, when the cases should be destroyed five years after the month in which they are finally closed. Three years after the month in which the officials concerned served their connection with the department, except in the case of absconders when the records should not be destroyed without the special permission of the Head of the Circle. Three years after the month in which the case is finally closed, except in cases where the departmental official concerned has been dismissed when the case should be destroyed five years after the month in which it is finally closed. In the case of an absconder, the records should be kept as permanent until the official has been apprehended or until the police intimate that his name has been removed from their register. 25 years from the date the pension is sanctioned. 5 years after retirement One year after the cases are closed. Permanent Permanent Permanent Permanent Permanent Three years after the Registers are used up. Three years after a new register has been prepared Till they have become obsolete. One year after they are closed. One year after the year in which they are received. Five Years after the month in which the officials concerned served connection with the Department, except in the case of absconders when the records should not be destroyed without the special permission of the Head of the Circle. Three years after the accounts are closed, except where withdrawals are allowed on
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive
34.
34-A.
Claims to postal certificates of deceased holders
Affidavits, certificates from income – tax authorities or indemnity bond executed by the partners of the unregistered firms (holders of certificates irregularly issued.)
35.
Temporary and monsoon establishments
36.
Time Table
37.
Tour Programme
38. 39. 40 41 42 43 44 45 46 47 48 49 50 51 52 53
Medical Free Register Stock Register of Forms Outward Register Inward Register Registered Journal Premium Ledger Accounts Surrender Value Register Death/ Maturity Register Register of Policies cancelled Irregularity Register Refund Register Certified Lists of Premia Schedules of Premia, payment etc. Register of Paid – up policies Active Policy Register Premium Ledger Accounts relating to discharged policies (files with insurant’s personal files ) Register of unadjusted items Review Register (Premium Ledger Accounts Review ) Files regarding miscellaneous correspondence Non – credit Register Refund Due Register Register for watching credits (Special Register ) Discontinuance Register Loan interest calculation Register Loan Account Register
54 55 56 57 58 59 60 61 62
an indemnity bond in which case the papers be preserved for six years after the accounts are closed. Three years after payment is made except where payment is made on an indemnity bond in which case the papers, together with the bond, should be preserved for six years after the month in which payment is made. Three years after payment is made except where payment is made on an indemnity bond in which case the papers together with the bond, should be preserved for six years after the month in which payment is made. Three years after the month in which the cases are closed. One year after they have ceased to be extent. Six months after the completion of the tour. 5 years 3 years 5 years 5 years 3 years 9 years after completion of review 5 years 5 years 5 years 3 years 10 years 10 years 10 years Permanent 15 years 3 years after full payment 10 years Permanent 3 years 10 years 3 years after close 3 years after close 5 years 5 years 10 years
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
Page 70
National Cleanliness Drive 63 64 65 66 67 68 69 70
71 72 73 74 75 76 77 78 79 80 81 82
Refund Register for Loan Loan Ledger Cards U.A. Register for Loan Index Register of Loan Applications Loan Release Register Loan Voucher Register Register for intimation of half yearly interest Paid – up policies with acknowledgement of payment endorsed or the Order of Payment issued and the payee’s receipt taken on the back of the payment order. Files of policies discharged and surrendered Proposal Register Register of Proposals Rejected Registers of Nominations Assignment Register of Ledger Cards transferred Alphabetical list of insurants Index cards Safe custody Register Loan Register Pakistan Register ( Proforma Accounts)
5 years 3 years after full repayment 10 years 3 years 3 years 3 years 5 years 30 years from the date of discharge
3 years after full payment 6 years after completion of all entries 10 years Permanent 10 years Till the next is prepared Till the policy is discharged Permanent 10 years Till the debt is actually accepted by Pakistan. Register of Pakistan Policy cases transferred to Permanent Pakistan Register of PLI Policy Holders 10 years after the close of the year to which it relates
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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National Cleanliness Drive
Rafi Ahmed Kidwai National Postal Academy Kamla Nehru Nagar, Ghaziabad-201002 India Visit us at:www.raknpa.gov.in Mail us:
[email protected]
V Rajarajan, Additional Director, Rafi Ahmed Kidwai National Postal Academy
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