IMPORTANT RECORDS - PowerPoint PPT Presentation

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IMPORTANT RECORDS

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  1. IMPORTANT RECORDS Notice of Hours of Business(MS-12) Memorandum of distribution of work(MS-11) Attendance Register(S-37) Error Book(MS-2) Complaint and suggestion Book(MS-94) Mail list Sectional Mail list Mail Abstract Sorting order Sorting Memo Work Papers

  2. NHB Shows hours of business of different postal transaction with public Shows the time of delivery and despatch Prepared by Divisional heads Should be kept at counter area at public hall. If any changes to be made, it should be reported to Divisional head

  3. Memorandum of distribution of work To show the duties to be performed by each official working in the mail office. Prepared and supplied by the SSRM for each office or section which has more than one person. Kept by the HSA and shown to officials.

  4. Attendance Register(S-37) For noting the time of attendance and signing by officials in token of having attended office. Maintained by HAS/Supervisor. For split duty, attendance marked twice. After few minutes of fixed hours, it is to be checked by supervising officer. Preservation period is 5 years.

  5. Error Book To note the mistakes/irregularities noticed by office/official for any other office/official/section If it is against the official , his signature should be taken. HSA/Supervisor sign it. HSA/Supervisor should take the action or report it to concerned authority.

  6. Book of Postmarks(MS-18(s) or MS-19) • To check that the changeable types are correctly changed before they are taken into use. • To see the impressions are eligible. • It should be with the HSA/Supervisor. • when stamps holding date or other movable type are used, • the in charge should examine the book to see that the type of correctly and punctually changed • are kept clean.

  7. Due Mail Sorting list Shows the details of bag to be received by a mail office/Transit section. Shows -a) in what cases mail lists are to be despatched and received with loose bags b)transit bags are to be used. C) account bags and BO bags are to be sent or received in mail bags. D) in the case of sub office, the mail bags containing cash bags enclosed in registered bags.

  8. Daily report(MS-83) The Head Sorting Assistant is required to submit to the superintendent through the Record officer. It should be written by the HAS from the rough note book set. Entries in the daily report should be numbered in consecutive series.

  9. MAIL LIST • A list which shows the number of the due and unusual mails actually despatched. • The purpose is to document the bags that are despatched, for tracing at any time. • For your section, you have to prepare Mail list. • Will be stitched in separate bundles & submitted to the Record Office as work paper.

  10. SECTIONAL MAIL LIST • A list which shows the number of the due and unusual mails actually despatched. • Purpose- To document the bags that are despatched, for tracing at any time. • If you are in charge of the office, you have to prepare it. • Prepared mail list will be stitched in separate bundles & submitted to the Record Office as work paper

  11. MAIL ABSTRACT(M-42) • consolidated statement of the bags received and dispatched. • Consists of two parts a) Mails b) Bags • Both parts are divided into Receipts and Despatches & Receipts / bags opened and despatched/bags closed respectively. • It shows • the number of due & unusual bags to be received and dispatched • the number of bags actually received and dispatched, opened and closed • the number of forward bags received and despatched • the number of empty bags received and dispatched.

  12. A Order • An Order specifying the changes in the Sorting Lists • Issued by the SSRM/SRM • Numbered in a consecutive annual series from the 1st of April.

  13. B Order • An Order issued for the guidance of the officials in the performance of their duties in Mail Offices. • Issued by the SSRM/SRM • Numbered in a consecutive annual series from the 1st of April.

  14. TB Order • An Order issued for the guidance of the officials in the performance of their duties in Mail Offices, in connection with the disposal of Camp bags and articles. • Issued by the SSRM/SRM • Numbered in a consecutive annual series from the 1st of April.

  15. SORTING ORDER • order specifying the changes in Sorting Arrangements between Circles/Regions • Purpose-To document the changes to be effected in the Sorting Lists between Circles/Regions. • It contains inter regional and inter circle mail and sorting arrangements. • Four parts • Part I relates to regular mail arrangements • Part II relates to temporary mail arrangements • Part III gives information/orders on Mail operations • Par IV contains miscellaneous information

  16. SORTING MEMO Issued in case of urgency with out waiting for a Sorting Order to be issued Changes effected should be incorporated in the next Sorting Order Has four parts like sorting order Numbered serially in the consecutive order starting from the 1st of April every year.

  17. WORK PAPERS • Documents received and despatched e as well as abstracts & other documents –called work papers. • It contains • the Branch wise documents received and despatched. • the abstracts and other documents prepared. • Will submit to the Record Office.

  18. CASE STUDIES-DISCUSSION