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District Office Manual.

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B. Venkateswara Rao,
District Revenue Officer (Retd.)
Consultant, AMR-APARD.
“There is no subject more important than
administration. The future of civilized
Government and even, I think, of
civilization itself rests upon our ability to
develop a Science and Philosophy and
practice of administration, competent to
discharge the public functions of civilized
society”.
(“Role of Administration in Government “ by Charles A. Beard)
Introduction
пѓ�
Office
Management
is
an
essential
feature
to
any
department, irrespective of its size and nature as well as the
area of operation. No human activity could be organized
without systems, procedures and rules.
� “System” as doing the things methodically by following
certain procedures laid down with a clearly defined roles and
responsibilities for smooth and effective functioning of the
office”.
пѓ� It is known that all the decisions and correspondence in the
Government are being done through files and a particular
office system is being followed in all Government Offices.
“Tottenham” system of Office Procedure
пѓ� The system which was in existence in Andhra area, prior to
introduction of Tottenham system, is called ”Maclean’s Disposal
Number System”,
пѓ� Sir Richard Tottenham was a British I.C.S officer who worked as
the District Collector of North Arcot district (1945-46) in preIndependent India which is in the State of Tamilnadu now. The
district of Chittoor was a part of North Arcot district in those
days. The office system developed by Sir Richard Tottenham is
being called in his name as “Tottenham System of Office
Procedure”.
� Considering it’s usefulness and the time tested utility, the
Government, through Go.Ms.No.1825 G.A.D(O&M) Department
dated 26-12-1959, introduced the Tottenham System of Office
Procedure, which is being followed in Andhra Area, to all offices
of the Heads of Departments.
Contd..
пЃ¶ Organisation of the Office
пЃ¶ General discipline
пЃ¶ Attendance
пЃ¶ Tappals and their distribution
пЃ¶ File Management
* Current File
* Note File
пЃ¶ Referencing and Flagging
пЃ¶ Linking of files
Drafting
пѓ�A draft is a rough sketch of communication
to be issued after approval by the Officer
concerned.
пѓ�Draft can be any format of communication
intended to send, may be a memorandum,
letter, D.O. letter etc., This depends on the
circumstances.
пѓ�The language to be used is simple and
intelligible.
Essentials of a Draft :
–
–
–
–
–
to
Lucid, brief, complete
Facts, direction, guidance
Unit of idea
Coherence of flow
Should carry the exact messages sought
be conveyed
– Should result in the desired response
from
the receiver.
– Should be divided into proper paragraphs
duly numbered according to the logical
sequence or order of ideas expressed in
Avoid
•
Lengthy sentences.
• Repetition of words.
• Offending, discourteous language.
• The words “Proximo”, “idem” and
“ultimo”
• The word “same”
• The words �therein”, “thereof”
• Foreign classical words.
Titles:
The title should contain important
ingredients of the subject.
Examples:
A. Memorandum
“Encroachment – Suryapet Mandal Nallar Village – S.No. 466 –
Assignment – Ramappa (B) – Petittion
dt. 21st June 192/- Tahsildar’s D.Dis.
No. 1075/21 dt. 1st August 1921”.
Proceedings
“Transfer – Dry to wet – Bandar
Mandal – Gudur Village, S.No. 322 –
Krishnayya Naidu (D) Refused”
Various types of Communications
пЃ¶Memo
пЃ¶Letter:
пЃ¶D.O. Letter
пЃ¶Proceedings
пЃ¶Circulars
пЃ¶U. O. Note:
пЃ¶Endorsement :
пЃ¶Office Order
Maintenance of Registers
•
•
•
•
•
•
•
•
•
•
Inward Register / Distribution Register
Personal Register
Periodical Register
Reminder Dairy
Arrear List
Call Book.
Security Register
Register of Daily Stamp Account
Record Issue Register
Outward Register
Personal Register
пѓ� The Personal Register is one of the
important Registers to be maintained by
each and every dealing Assistant without
any exception.
пѓ� It contains 11 (eleven) columns
пѓ� It is maintained for the calendar year i.e, 1st
January to 31st December.
пѓ� Old Personal Register i.e., of the previous year
should, however, be continued upto 31st March of the
current year. In other words, the correspondence in
respect of files pending upto 31st December to be
entered against them in the old Register upto 31st
March.
пѓ� Cases of previous year remaining un-disposed on 1st
April should be entered in the pages left over at the
commencement of the Personal Register opened for
the new year.
пѓ� For this purpose, sufficient blank pages are to be left
in the Personal Register opened at the beginning of
the year.
пѓ� Whenever the brought forward currents are
entered in the Personal Register on 1st April,
a certificate to the
effect that all currents
pending in the previous year’s Personal
Register as on 31st March are brought
forward
to
the
current
year’s
Personal
Register on the first page of the new Personal
Register and attested by the Supervising
Officer.
пѓ� Once the file is disposed / recorded, the
current number in column 2 of the Personal
Register should be rounded of in red ink and
the nature of disposal to be recorded in
column 11 of the Personal Register.
пѓ� A current that originates in the Office is to be
treated just like any other new case. It will
be entered in the Personal Register in
column 4 of which the word “arising” will be
entered after the title.
пѓ�Every paper received should be
accounted for in the Personal Register
by the clerk concerned.
пѓ�In the title, the subject main head should
be underlined in red ink.
Checking of Personal Registers
• It is the duty of the Supervising / Controlling
authority to check the Personal Registers at
reasonable intervals and to take steps to ensure
that no avoidable delays occur and that no paper
is shelved.
• Must also examine from time to time the actual
files in the Assistant’s custody.
• In a percentage of cases, the date appearing in
column 3 of the Personal Register should be
compared with the date stamp on the
correspondence in the current file and the date
entered in the Distribution Register / Inward
Register.
пѓ�The Head of the Office should himself
examine the Personal Registers at
frequent intervals preferably according
to a programme.
пѓ�Dealing
Assistant
should
submit
Personal Registers, Periodical Registers
and Stock Files accompanied by a runon-Note file for check as per the
programme to the Supervising Officers.
пѓ�The Checking Officer will note their
remarks at every inspection in the runon-Note file.
пѓ�Remarks of the Checking Officers are
to be replied within forty eight hours.
пѓ�The run-on-Note file will last for the
Calendar year.
Types of Disposals
– R. Dis.
– D. Dis.
– L. Dis.
– K. Dis.
– N. Dis.
– F. Dis.
– X. L. Dis.
– X. N. Dis.
Model arrangement of Records after disposal
•
•
•
•
•
•
•
•
Bundle of D.D is 1974
(All disposed in the year 1974)
C. Nos. of 1970, 1971, 1972 & 1973
D. Dis. 200/73/Estt.I.Dt.10.5.74
D. Dis. 206/72/Lr. Dt.15.6.74
D. Dis. 210/71/Cs Dt.10.10.74
D. Dis. 210/70/Lr, Dt.20.11.74
D. Dis. 212/72/Estt.I.Dt.10.6.74
• The records to be arranged basing on the
date of disposal but not the year.
DISTRUCTION OF RECORDS
• The registers mentioned below will be
destroyed after the periods prescribed
herein: • Distribution Register : after 5 years
• Personal Register :
“ 10 Years
• Fair-copy Register :
“ 3 Years
• Dispatch by post
and local delivery :
“ 3 Years
book
• Stamp account
:
“
3 Years
• Periodical Register
:
“
3 Years
• Call book
:
“
10 Years
• Security Register
:
“
10 Years
• Record issue Register
:
“
3 Years
• Arrear list
:
“
3 Years
• Run-on-note file
:
“
3 Years
• 14. STOCK FILE:
Modes of Delivery / Dispatch
•
•
•
•
Telegram
Fax Message
e – Mail
Telephonic Communication
Precautions Against Fire
• The precautions against fire to be
observed in public offices are given in
appendix – c of District Office Manual.
• Required fire fighting equipment should
be kept and they should be maintained
in good condition. Office staff should be
given practical drill. The Head of the
Office should nominate an Officer in his
Office for conducting the drill.
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