B. Venkateswara Rao, District Revenue Officer (Retd.) Consultant, AMR-APARD. вЂњThere 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 societyвЂќ. (вЂњRole of Administration in Government вЂњ 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. пѓ� вЂњSystemвЂќ 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 officeвЂќ. 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. вЂњTottenhamвЂќ system of Office Procedure пѓ� The system which was in existence in Andhra area, prior to introduction of Tottenham system, is called вЂќMacleanвЂ™s Disposal Number SystemвЂќ, 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 вЂњTottenham System of Office ProcedureвЂќ. пѓ� Considering itвЂ™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 : вЂ“ вЂ“ вЂ“ вЂ“ вЂ“ to Lucid, brief, complete Facts, direction, guidance Unit of idea Coherence of flow Should carry the exact messages sought be conveyed вЂ“ Should result in the desired response from the receiver. вЂ“ Should be divided into proper paragraphs duly numbered according to the logical sequence or order of ideas expressed in Avoid вЂў Lengthy sentences. вЂў Repetition of words. вЂў Offending, discourteous language. вЂў The words вЂњProximoвЂќ, вЂњidemвЂќ and вЂњultimoвЂќ вЂў The word вЂњsameвЂќ вЂў The words вЂ�thereinвЂќ, вЂњthereofвЂќ вЂў Foreign classical words. Titles: The title should contain important ingredients of the subject. Examples: A. Memorandum вЂњEncroachment вЂ“ Suryapet Mandal Nallar Village вЂ“ S.No. 466 вЂ“ Assignment вЂ“ Ramappa (B) вЂ“ Petittion dt. 21st June 192/- TahsildarвЂ™s D.Dis. No. 1075/21 dt. 1st August 1921вЂќ. Proceedings вЂњTransfer вЂ“ Dry to wet вЂ“ Bandar Mandal вЂ“ Gudur Village, S.No. 322 вЂ“ Krishnayya Naidu (D) RefusedвЂќ 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 вЂў вЂў вЂў вЂў вЂў вЂў вЂў вЂў вЂў вЂў 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 yearвЂ™s Personal Register as on 31st March are brought forward to the current yearвЂ™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 вЂњarisingвЂќ 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 вЂў 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. вЂў Must also examine from time to time the actual files in the AssistantвЂ™s custody. вЂў 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 вЂ“ R. Dis. вЂ“ D. Dis. вЂ“ L. Dis. вЂ“ K. Dis. вЂ“ N. Dis. вЂ“ F. Dis. вЂ“ X. L. Dis. вЂ“ X. N. Dis. Model arrangement of Records after disposal вЂў вЂў вЂў вЂў вЂў вЂў вЂў вЂў 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 вЂў The records to be arranged basing on the date of disposal but not the year. DISTRUCTION OF RECORDS вЂў The registers mentioned below will be destroyed after the periods prescribed herein: вЂў Distribution Register : after 5 years вЂў Personal Register : вЂњ 10 Years вЂў Fair-copy Register : вЂњ 3 Years вЂў Dispatch by post and local delivery : вЂњ 3 Years book вЂў Stamp account : вЂњ 3 Years вЂў Periodical Register : вЂњ 3 Years вЂў Call book : вЂњ 10 Years вЂў Security Register : вЂњ 10 Years вЂў Record issue Register : вЂњ 3 Years вЂў Arrear list : вЂњ 3 Years вЂў Run-on-note file : вЂњ 3 Years вЂў 14. STOCK FILE: Modes of Delivery / Dispatch вЂў вЂў вЂў вЂў Telegram Fax Message e вЂ“ Mail Telephonic Communication Precautions Against Fire вЂў The precautions against fire to be observed in public offices are given in appendix вЂ“ c of District Office Manual. вЂў 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.