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FORMS USED IN REGISTRATION DEPARTMENT

FORMS USED IN REGISTRATION DEPARTMENT. Presentation 3.3.4.1. Forms used in registration/parcel Department. The following forms/Documents are used in registration Department : Check slips : Badami , for RB & IB Regd.list & Parcel list-RP-3 HVMO List Check List for INS Article

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FORMS USED IN REGISTRATION DEPARTMENT

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  1. FORMS USED IN REGISTRATION DEPARTMENT Presentation 3.3.4.1

  2. Forms used in registration/parcel Department • The following forms/Documents are used in registration Department : • Check slips : • Badami , for RB & IB • Regd.list & Parcel list-RP-3 • HVMO List • Check List for INS Article • Regd. Abstract,Parcel Abstract & HVMO Abstract

  3. CHECK Slip Definition : • A check-slip is a label tied to the top of the labeled bundle indicating the office for which the bundle is destined • Purpose : • To identify the office for which the bundle is made and to identify the official who made the bundle • To fix the responsibility for the missent/misdirected articles included in the label bundle.

  4. It contains following information : • Name and date stamp of the office which prepares the bundle • Name of the office to which it is addressed • Signature in full of the officer by whom it is made up • When it is issued? • When there are 3 or morefor Regd. Article for any destination, it is prepared • Who prepares it? • REGN.SORTING ASSISTANT

  5. Key Points for Sorting Assistant: Total number of Articles should be shown correctly. Unpaid/Due articles should not be included in RB. Further action • AT THE OFFICE OF PREPARATION • The Slip is kept on the top of the Regd. Bundle for which it is made and tied cross wise & securely

  6. Further action • AT THE RECEIVING OFFICE • When a regd. Bundle contains no mis-sent articles the check slip received with it should forthwith be destroyed. • When a regd.bundle contains any mis-sent articles, the particulars of such articles should be clearly entered on the reverse of the check slip which should also be impressed with the date stamp. The entries must be signed by the HSA and the check-slip be attached to his Daily Report.

  7. Further action • The receiving Post Office will do the same action and forward the check slip with Error extract to the office at fault.

  8. Common Mistakes done by the Preparing officer: • Failure to Sign • Failure to impress the date stamp • Misplacing the slip to a bundle for which it is not meant for • Addressing the slip wrongly

  9. Register /Parcel List • Definition • Definition • A list which should accompany the Registered/V.P Letter/Insured letters with details that are despatched in a Registered bag. • Parcel list:A list which should accompany the Registered/V.P Parcel/Insured parcels with details that are despatched in a parcel/Insured bag.

  10. Register /ParcelList • Purpose of the form • To keep an account of Registered/V.P./Insured Letters/Parcels at every stage of handling so that they can be traced at any stage. • It contains following information : • Name of the office which prepares • Name of the office to which it was addressed • Postage Due

  11. Register /ParcelList • Details of the articles along with the Class, Number, Office of Posting and Charge due of the articles • Class wise total and grand total • Despatching official’s sign and despatching office date stamp • Receiving official’s sign and receiving office date stamp • Certificate by the HSA/PM for verifying the entries related to Insured articles

  12. When it is issued? • At the time of closing of Registered/Parcel/Insured bags • Who prepares it? • Registration Sorting Assistant/Parcel sorting Assistant • Key Points for sorting assistant: • lists should be prepared in duplicate by means of carbonic process. The pencil copy should be kept on record and the carbonic copy should be despatched, with the articles. (Rule 90(4) of Postal Manual Vol V)

  13. Key Points for sorting assistant: • When there are two or more despatches prescribed for a particular office, the despatches should be numbered in a consecutive order on the list. (Rule 90(1) of Postal Manual Vol V) • A Registered/parcel list should be prepared every day for each Post Office and Mail Office according to the Sorting List, whether there are regd./parcel mail articles for despatch or not. • If on any day there are no Registered/parcel mail articles for despatch, a Blank Registered List (BRL) /BPL Blank Parcel list should be prepared and the word “nil” should be written in the place for total.

  14. Key Points for sorting assistant: • BPL/BRL need not be prepared in duplicate. No office copy is necessary. A note is to be made in the Registered abstract. (Rule 90(2) of Postal Manual Vol V) • The abbreviation “A.D” should be written in the registered /parcel list immediately before the number of the Registered mail article with A.D. The acknowledgements relating to the registered letters /parcels entered in the registered/Parcel list should be arranged in the order of the entries and attached to the copy of the list for despatch. (Rule 90 of Postal Manual Vol V)

  15. Key Points for sorting assistant: • If there is any postage due or customs due on the article, it should be entered in the column provided. The total of such amount should be entered on the top of the list also. (Rule 9) of Postal Manual Vol V) • When a VP, an Insured article or a Postal service article is entered in the list, the number of the article should be prefixed by VP, INS or 0. (Rule 85 of Postal Manual Vol V) • If any correction is made in the body of the list, it should be attested by the initials of the SA concerned: But no corrections should be made in the total of the entries in a list.

  16. Key Points for sorting assistant: • If the incorrect total has to be corrected, the list should be destroyed and a fresh one prepared. (Rule 90(6) of Postal Manual Vol V) • Entries related to insured articles should be verified by the HSA and he should sign both the copies of the parcel list in token of his having carried out the check. (Rule 91(2) of Postal Manual Vol V)

  17. Further action: • AT THE OFFICE OF PREPARATION • The office copy of the registered lists prepared and received by the office will be stitched in separate bundles by the concerned official along with the Registered Abstract/Parcel Abstract and submitted to the Record Office through the HSA as work paper • AT THE RECORD OFFICE • The Record Officer will check the work papers and the same will be preserved for eighteen months.

  18. Further action: • AT THE OFFICE OF RECEIPT • Concerned RSA/PSA should examine carefully all the registered letter /parcel articles and compare the same with the entries of the lists. (Rule 96(3) of Postal Manual Vol V) • If an Insured envelope/Ins.Parcel is received it should be weighed in the presence of the HSA/PM. The weight should tally with the actual weight noted on the envelope. The weight weighed should be written in the list received along with the article. (Rule 97(3) of Postal Manual Vol V)

  19. Further action: • If any discrepancy is noticed it should be brought to the notice of the HSA • Disposal: After checking it should be signed, date stamped by the official and place them on record • Related documents • Acknowledgements, if any

  20. Common Mistakes done by the preparing officer: • Failure to Sign the list • Failure to impress the date stamp on the list • Wrong totaling • AD not written for articles with AD • Class of the article not noted prefixing the registration number of the article • HSA failed to sign in the list containing entries related to Insured articles

  21. INS check list • In mail offices a checklist is prepared for the insured letters and IBs received and despatched. There is no printed form for this checklist. The following entries will be made in checklist • SL No • Number of INS • Office posting • Source of receipt • Office of destination • The bag in which the INS to be consigned • The checklist is signed by the RSA /PSA and H.S.A

  22. Preparation of HVMO List: • Definition • A list showing the MO number & office of booking of Money Orders of Rs.400/- and above  • Purpose: • To document the receipt and dispatch of Money orders of value of Rs.400 and above at each stage. • To prepare a HVMO station bundles containing Money Orders of value of Rs.400 and above to a particular station

  23. information includes in it: • Information on Office of dispatch & office of destination  • It contains the MO No., Office of Issue with total No.of single MOs and station MO bundles and grand total. • When is it issued? • AT the time of dispatch of single MOs and Station bundles of MOs of value of Rs.400/- and above. • From where is the form generated

  24. information includes in it: • Who prepares it? • RSA entrusted with the work of handling of Money Orders. • Key Points for Sorting Assistant: • MO bundles should compulsorily be entered in the MO list wherever available • It should be prepared in duplicate ( using double side carbonic process when prepared manually)

  25. Further Action: • It should be checked and signed by the concerned RSA and affixed with date stamp • One copy of the MO list should be used to bundle up the HVMOs listed therein, and the bundle made over to the RSA concerned • The original HVMO list should be submitted alongwith MO abstract to H.S.A. • H.S.A. will forward to Record Office along with work papers.

  26. AT RECORD OFFICE • Record officer will preserve the same in record office set wise / date wise. • Related Documents • MO abstract • Common Mistakes done by preparing officer: • MO numbers on the form differs from the numbers entered in the HVMO list • Physical number of HVMOs differ from that of the entries made in the HVMO list. • Striking wrong total. • Failure of affixing date stamp • Failure to include the station bundle in MO list.

  27. REGISTER/PARCEL/HVMO ABSTRACT • Definition • The Registered Abstract /Parcel Abstract/HVMO Abstract shows the total number of registered articles including insured bag, Regd. Packet bag &HVMO received /dispatched.  • Purpose • To ensure that all registered articles including insured & HVMO received in the set are disposed off properly. 

  28. It contains information does it contain: • It contains total No.of Regd. Articles /Parcel / HVMO received with each list (including the total No.of articles booked), in the mail office, the total No.of insured articles /parcel amongst them, and the total number of Regd. Bundles/HVMO Bundles made up by the set.  • It also contains the total No.of Regd. Articles/parcels /HVMO dispatched with each List., the total No.of insured articles /parcels amongst them and the total No.of Regd. Bundles /HVMO opened by the set. 

  29. It contains information does it contain: When is it issued? • It is maintained as and when the Regd. Bags ,Regd. Packet bags,PLBag,HVMO are opened and closed. It is tallied at the end of the set. • Who prepares it? • - Each Regn./Parcel Sorting Assistant will maintain one Regd./Parcel/HVMO Abstract. One of the Regn. /PL Sorting Assistants entrusted with the work of consolidation will prepare a consolidated Regd./PL/HVMO Abstract.

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