GOVERNMENT OF ORISSA

THE ORISSA SECRETARIAT INSTRUCTIONS

POLITICAL & SERVICES DEPARTMENT

ORGANISATION AND METHODS DIVISION
BHUBANESWAR
 CONTENTS

Sl.No CHAPTERS PAGES

1 Organization 1-16
II Recruitment and promotion 17-27
III Conduct and Discipline 28-34
IV Maintenance of Registers, etc. 35-52
V Outline procedure in dealing with cases 53-103
VI Inter-departmental and other references 104-128
VII Arrangement and custody of records 129-156
VIII Budget procedure 157-190
IX Rules connected with procedure between 191-206
departments of Government and the Legislature.
X Accounts 207-213
XI Secretariat Library 214-224
XII Publicity 225-228
XIII Reference to the Public Service Commission 229-232
XIV Supervision and Inspection of Departmental offices 233-235
XV Secretariat buildings and their conservancy 236-239
XVI Reports and returns 240-242
XVII Composite offices 243-251
XVIII Committee procedure 252-259
XIX Miscellaneous 260-273

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 APPENDICES

APPENDICES

I Instructions for the care of the i

typewriters.
II The Orissa Ministerial Service (Method of ii-x
Recruitment and condition of Service of
Lower Division Assistants in the Offices
of Departments of Secretariat) Rules,
1951.
III Scheme for the training of assistants xi-xix
recruited for service in the Orissa
Secretariat.
IV Rules regarding the issue of passes for
entry into the Secretariat premises.
V Notes on Drafting xxi-xxv
VI Proof correcting xxvi-xxxi
VII Hints on editing Secretariat proceedings xxxii-xxxiv
VIII The Orissa Contingency Fund Rules, xxxv-xxxix
1951
IX The Orissa Public Service X1-x1iii
Commission(Limitation of Functions)
Regulation
X Questionnaire for monthly inspection X1iv-x1vii
XI Questionnaire for half-yearly inspection X1vii-1xvii
XII Questionnaire for annual inspection 1xviii-1xxxv
XIII(a) Questionnaire for monthly inspection of 1xxxiii-1xxxv
the Accounts Section.
XIII(b) Questionnaire for half-yearly inspection of 1xxxvi-cvi
the Accounts Section.
XIII(c) Questionnaire for annual inspection of cvii-cxv
Accounts Section.
XIV Form of fly leaf Cxvi
XV Instructions to avoid delay in attending cxvii-cxx
matters connected with civil litigation in
which Government is a party.
XVI Model scale of annual requirements of Cxx
stationery articles in general use.
XVII Fixation of monetary limit for supply of Cxxii
hot-weather liveries to peons, orderlies
and jamadars of Secretariat and offices
of the Heads of Departments
(headquarters).
XVIII Scales of supply of furniture Cxxiii
XIX Scales of furniture for the Ministers and Cxxvi
the Deputy Ministers.

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 PREFACE

From the year 1936 when the State of Orissa came into being till the
beginning of 1940, the Bihar and Orissa Secretariat Instructions were followed
in the Orissa Secretariat. The Orissa Secretariat Instructions was, for the first
time, published in the year 1940 and this has been followed ever since. There
was only a reprint of this publication in the year 1948.
During the last two decades many changes have taken place in the
administrative set up of the Secretariat, the number of Departments has
increased from nine to eighteen together with a few composite Departments
which were not in existence before. During the last few years Government have
been keen on improving the transaction of business in the Secretariat
Departments by reducing delays and increasing efficiency in the working of the
Departments with the result that a number of Circulars and Orders have been
issued on organization and procedural matters.
All this has necessitated the revision of the Secretariat Instructions. The
initiative in this direction was taken by my predecessor in office
Shri B. Sivaraman, I.C.S. during the compilation of the revised Secretariat
Instructions guidance has been received from the Council of ministers and
particularly from the Chief Minister from time to time. In July, 1959 a special
meeting of the members of the Council of Ministers and the departmental
Secretaries was convened to consider the ways and means for toning up the
working of the Departments of the Secretariat and a number of important
decisions were taken which have been incorporated in the present edition.
Certain matters which did not find place in the previous issue of the Secretariat
Instructions have been incorporated in this edition to provide easy reference to
them in the Departments. For instance, a chapter (Chapter VIII) has been
included on Budget Procedure outlining the important procedural steps to be
taken in the Departments in connection with compilation of the Budget and
connected matters. Another important matter, rules on which have been
incorporated relates to the procedure between Departments of Government
and the Legislature. A Special Chapter (Chapter IX) has been devoted to this.
Another special feature of the present edition is a chapter on 'Publicity'
(Chapter XII) indicating how the activities of Government in the various
Departments have to be published through the Public Relations Department. A
special chapter (Chapter XIII) has been devoted to the rules of procedure
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relating to references to be made to Public Service Commission which are
frequently required for reference in all the Departments. In order to emphasise
the importance of regular submission of reports and returns and the procedure
for dealing with them a special chapter (Chapter XVI) has been included. The
creation of composite offices in which a Secretariat Department combines the
functions of a Head of Department is a new feature which came into being in
certain cases such as the Public Relations Department, the Grama Panchayat
Department, the Community Development Department, Tribal and Rural
Welfare Department etc., after the year 1940. A special chapter (Chapter XVII)
has been devoted to the rules of procedure applicable to such composite
offices in the Secretariat. Another special feature to which attention may be
drawn is a chapter on 'Committee Procedure' (Chapter XVIII) containing rules
relating to the conduct of business of committee meetings. We have to record
our thankfulness in this connection to the Director of Publications of H.M.
STATIONERY OFFICE, LONDON for very kindly permitting us to make use of
the material published in an article entitled "Committee Procedure" in the
Autumn 1958 issue of "Public Administration" in preparing our chapter on the
same subject.
For the sake of convenience the rules in each chapter have been
numbered independently in the present issue of the Secretariat Instructions;
they have moreover been so numbered that they can be quoted with ease.
Thus, Rule III-18 would mean rule 18 of Chapter III of the publication.
The instructions are applicable to all Departments of the Secretariat
except that, departments with which offices of respective Heads of
Departments have been amalgamated will follow the rules contained in Chapter
XVII.
These Secretariat Instructions have been compiled on the basis of
experience. They are not the last word. Government is an embodiment of a
growing administration which always tries to improve. Suggestions for
improvement of Governmental Procedure is welcome.
Any errors or suggestions may be brought to the notice of the
ORGANISATION & METHODS DIVISION of the Political and Services
Department.
V. RAMANATHAN.
CHIEF SECRETARY

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 The Orissa Secretariat Instructions

CHAPTER I

Organisation

I-1. The Government of Orissa-- The executive authority of the

State of Orissa formally vests in the Governor, who is the constitutional head of
the State. He is assisted by his Council of Ministers and acts on its advice.
Every act or decision of Government expressed to be taken in his name is
based on a decision taken by, or under the authority of a Minister or the Council
of Ministers according to the Rules of Business.
I-2. Council of Ministers -- The executive power is exercised by the
Council of Ministers, with the Chief Minister as its head. The Chief Minister is
appointed by the Governor. The other Ministers are appointed by the Governor
on the advice of the Chief Minister. The Council of Ministers is collectively
responsible to the Orissa Legislative Assembly.
I-3. Allocation and Transaction of Government Business - Rules
of Business have been framed under article 166(3) of the Constitution to
regulate division of the business of Government among departments and its
more convenient transaction.
The allocation is made by the Governor, on the advice of the Chief
Minister, by specifying the items of business allotted to each department and by
assigning a department, or a part of a department, or more than one
department, to the charge of a Minister. The Minister in charge is, sometimes,
assisted by a Deputy Minister who performs such functions and exercises such
authority as may be assigned to him in relation to his portfolio by and according
to the Rules of Business in force.
I-4. (a) Gazetted Staff- Each department consists of a Secretary,
who is its official head, with such Gazetted and other staff subordinate to him
as the Government may determine from time to time. The Gazetted staff may
include one or more officers of the status of Additional Secretary, Joint
Secretary, Deputy Secretary, Under Secretary, Assistant Secretary, Registrar
and such other officer as may be specially appointed by Government.
1.4 (b) Non-gazetted Staff- Each department of Government may
have, normally, the following non-gazetted staff namely, head assistants

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(senior and junior), personal assistants, upper division assistants-grade I and
grade II, lower division assistants, stenographers (grades I, II and III), diarist,
recorder, record supplier, typists (senior grade and junior grade), pasting clerk,
literate peon, jamadar, daftary, peons and chowkidar. Besides, there may be
special assistants for special type of work allotted to them.
In addition to the above, the following non-Gazetted staff work in
connection with the affairs of the Secretariat:
Accounts Section
1. Accountant (senior and junior)
2. Treasury Sircar
Record Room
1. Record Keeper
2. Assistant Record Keeper
3. Record Clerk
Secretariat Library
1. Librarian
2. Assistant Librarian
Care-takers Establishment
1. Care-taker
2. Assistant Care-taker
3. Receptionist
4. Mali
5. Farash
6. Sweeper
NOTE- Throughout these instructions, except where the context shows
otherwise, the term "Under-Secretary" includes an "Assistant Secretary".
I-5. Authority and Functions of Chief Secretary- Besides the duty
of seeing to the proper transaction of the regular secretariat business allotted to
him, the Chief Secretary shall have the following special functions, namely :-
(a) superintending control over the whole secretariat ;
(b) responsibility of all other matters not falling within the categories
of subjects assigned to the other Secretaries ; and
(c) The Chief Secretary may, on the orders of the Chief Minister, or
of any minister or Deputy Minister, or of his own motion, ask to
see papers relating to any case in any department and any such

2
 request by him shall be complied with by the Secretary of the
department concerned. The Chief Secretary may, after
examination of the case, submit it for the orders of the Chief
Minister, through the Minister or Deputy Minister in charge.
1.6 Authority and Function of Secretary, Additional Secretary, etc.-
(i) The Secretary, as the administrative head of the department, is
responsible for its smooth working.
(ii) With the approval of Minister in charge an Additional, Joint,
Deputy, or Under-Secretary may be authorized to dispose of specified
classes of cases without the intervention of the Secretary, provided that -
(a) the Secretary may require cases of importance within the delegated
classes to be submitted through him ;
(b) all cases, on return from the Minister, shall pass through the Secretary;
and
(c) the Secretary retains the right of intervention in any such case at any
stage;
NOTE- In cases dealt with by an Additional Secretary, authorized
to discharge the functions of a Secretary, the instructions contained in the
above proviso will apply only to the extent specified in the order of
authorization.
(iii) Within their respective spheres, it is for the
Secretary/Additional/Joint/Deputy Secretary or Under Secretary to
decide whether a case is of such importance that it should be submitted
to higher officer, or whether it can be disposed of by himself under the
authority, expressed or implied, delegated to him, or because the order
which he proposes to pass is in accordance with an accepted policy of
Government.
(iv) Subject to the authority of the Secretary, all matters relating to
establishment, office organization or procedure, shall be put up to an
Under-Secretary only through the Registrar of the department, where
there is one.
(V) Whenever a proposal of a head of a department is proposed to be
turned down, orders of the Minister or Deputy Minister in charge should
be taken, unless the matter can be disposed of in accordance with some
general decision taken by him previously. It is desirable that, whenever,

3
 possible, the Secretary, Additional Secretary or Deputy Secretary in
charge of the section dealing with the proposal should have a personal
discussion with the head of the department before recommending its
rejection.
If the head of the department wishes to press his proposals, he
should have facilities for placing his views before the Minister in charge
in the presence of the Secretary, Additional Secretary, or Deputy
Secretary of the department concerned.
(vi) Table of Cases - On the 1st and the 16th of every month, each
department shall prepare and submit to the Secretary, statements
showing particulars of cases disposed of in the department during the
preceding fortnight. The Secretary shall submit them to the Deputy
Minister and Minister in-charge, simultaneously submitting copies to the
Chief Minister and the Governor.
(vii) A Secretary, Additional Secretary, or Joint Secretary to Government in a
Department may be authorized by Government to inspect the office of
the head of department under the administrative control of that
department. Thereupon the head of department will afford to the officer
so authorized such access to the records as may, in the opinion of such
officer, be necessary to enable him to conduct the inspection and the
officer so authorized may record in writing for the consideration of
Government and for the benefit of the head of department any note or
observation he may think proper in regard to the despatch of public
business.
I- 7. Organization of Department- A department may be subdivided
into branches and each branch, into sections. A branch is a part of department
allotted with certain specific subjects in charge of Additional Secretary, Joint
Secretary, and Deputy Secretary, or Under Secretary, subject to the control of
the Secretary. A section is a unit in a branch in charge of a section officer
designated as head assistant, dealing with work relating to the subjects allotted
to it. It consists of a certain number of assistants under a head assistant.
A section may, if necessary, be subdivided into groups to deal with a
subject or a group of allied subjects.
Any transfer of work from one section to another requires the orders of
the Under Secretary in charge. Any change in the distribution of work between

4
the assistants within a section shall be made by the head assistant with the
approval of the Under Secretary.
Duties of Staff
I-8. The main duties to be performed by the various members of the staff
are enumerated below:
A-DUTIES OF DIARIST
1. To enter all receipts in the diary register (Government of India's
letters shall be entered in red ink);
2. To distribute the receipts among the assistants to whom they have
been marked;
3. To enter file numbers in the diary register against each receipt by
noting them from the log books of the assistants while entering in the
register correspondence emanating from the Government of India or
from the Assembly Secretariat relating to Assembly questions, or
such class of correspondence as may be prescribed by the
Secretary from time to time to which a reply has to be sent, he will
also note the letter 'R' in the remarks column of the register;
4. To note, from the log books, the dates of disposal of important
letters, e.g., Government of India's letters, Assembly questions, and
correspondence of such classes as may be prescribed, by the
Secretary from time to time, against the relevant diary number in the
register;
5. To bring, to the notice of the head assistant and Registrar, undue
delay by assistants in providing file numbers for the receipts marked
to them ;
6. To put up to the Registrar, or to the Under/Assistant Secretary where
there is no Registrar, every fortnight, a list of correspondence
emanating from the Government of India and the Assembly
Secretariat concerning Assembly questions and such
correspondence as is prescribed by the Secretary from time to time
to which replies have not been sent;
7. To be responsible and to comply with the instructions of the head
assistant and the Registrar ;
8. To keep a note of reminders received each day from the different
departments of Government or heads of departments and show it

5
 weekly to the head assistant and Under/Assistant Secretary,
explaining the cause of delay in returning the files or in sending final
replies to their letters;
9. To see that all receipts which require classification have been so
classified and to bring to the notice of the head assistant any receipt
which has not been classified; and
10. To maintain properly a register for all Assembly questions and
resolutions.
B-DUTIES OF THE HEAD TYPIST

1. To receive from the correspondence section, passed drafts for

issue and to distribute them to the typists under him;
2. To check the log book of each typist daily;
3. To check the stamp accounts maintained by the dispatcher
weekly;
4. To maintain history sheets for the typewriters;
5. To see that all letters, ready for despatch, are despatched to
proper destinations;
6. To check the despatch register.

C- DUTIES OF DESPATCHER

1. To maintain stamp accounts;

2. After the fair copies have been prepared and compared and
subsequently signed by the appropriate officer, to receive the signature pad,
through comparers, to see that all letters have been signed and, then, to
number and date them and fill in the various columns of the issue register of
the department, to put the communications in envelopes and hand over to the
daftary the covers for closing and stamping when required, and to check that
such closing and stamping has been done properly. The peon book is to be
filled in by the despatchers, who is required to examine it, on return, to see that
necessary receipt has been given for the communication in the proper column
by the receiving office ;
3. To see that the necessary stamps have been affixed on the covers and
that the letters have been despatched;

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4. To enter issue numbers in telegrams, stamp and despatch them after
filling up the issue register of the department concerned;
5. To return, on the date of issue, the original drafts and spare copies, if
any, to the department concerned.
D-DUTIES OF RECORDER
1. To record papers and to maintain a record register in the form
prescribed for the purpose;
2. To prepare index slips by means of carbon paper under each major and
minor head indicated by dealing assistants in each case to be recorded;
3. To countermark, if necessary, the recorded cases and to prepare
countermarking slips. This can be facilitated by going through the list of
previous references noted by the dealing assistant on the margin of the top of
the first page note sheet of each case to be recorded;
4. To enter proceeding numbers allotted to recorded cases, in the file
registers of the assistants and in the file index register in charge of the head
assistant before he makes over the records to the record supplier;
5. To send 'A' cases to the press for printing;
6. To report to and comply with the instructions of the head assistant and
the Registrar.
Note- In the departments, which may have no recorders, the duties of
recorder will be performed by other ministerial staff who may be entrusted with
the work of recording.
E-DUTIES OF RECORD-SUPPLIER
1. To be in charge of the records of papers of the department till they are
transferred to the Secretariat record room;
2. To keep the records arranged in the prescribed order;
3. To have the records regularly and properly dusted and kept tidy and to
carry out the precautions laid down for their preservation from damp, insects,
etc., to replace soiled or torn labels and covers of bundles and collections by
fresh ones;
4. To supply records to the dealing assistants in the department, after
obtaining from them duly filled up requisition slips and putting them in place of
records removed;

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5. To supply records to other departments on requisition slips
countersigned by the head assistants of those departments and signed by his
own head assistant, the slips being put in place of records removed;
6. To arrange for the transfer of records (including preparation of the
catalogue of papers) from the department to the record room;
7. To take care not to include, in the bundles, any thing which cannot be
classed as records, such as, forms, maps, library books, specimens, unless
specially permitted by the Under Secretary;
8. To act under the directions of the head assistant;
9. To maintain a register to show the details of recorded files of a
department sent to another department; and
10. To weed out the records before sending to the record room and to take
orders of the competent authority for their disposal.
F- DUTIES OF TYPISTS
1. To type all matters marked to each of them;
2. To maintain a log book in the following form
Number of words or foolscap
Sl No. File Number Remarks
pages typed
1 2 3 4

NOTE-(i) At the beginning of each day, the date should be entered in bold
letters;
(ii) The head typist must initial all the entries in the remarks column of
the log book of each typist at the end of the day, by way of verification.
1. To do comparing, as directed by the head typist or Registrar generally or
in particular cases;
2. To report to, and comply with the instructions of the head typist, if there
is one in the department, and the Registrar; and
3. To observe the instructions for the care of type writers given in Appendix I.

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 G- DUTIES OF HEAD ASSISTANT
The head assistant is in complete charge of the section under him and is
directly responsible to the Under Secretary or the Assistant Secretary,
immediately above him. His duties are:-
1. to receive and mark the receipts in the names of assistants in the
section in his charge (Receipts may also be marked by him for his
personal action);
2. to give all instructions and take necessary steps for quick and efficient
disposal of work in his section;
3. to make arrangement for the disposal of work entrusted to an assistant
during the assistant's absence (if necessary, this may be done in
consultation with the Under-Secretary);
4. to note, briefly, instructions on each important receipt as to the manner
of disposal and then to send it to the diarist for diarizing and distribution
to assistant;
5. to check the diary registers daily and the file registers and log books
weekly and the record register fortnightly;
6. to see that the file numbers for receipts are provided by assistants
regularly in their log books;
7. to improve, or amend, action on cases put up to him by assistants for
submission to officers, also to see that if government orders are required
an indication is given accordingly;
8. to go round his section daily and supervise the work of all the staff
working under him and see particularly what items of work are
outstanding with the assistants;
9. to see that all routine duties, including maintenance of registers, etc., are
carried out promptly and thoroughly;
10. to see that arrear lists, reports and returns are submitted on due dates;
11. to maintain a forward diary in the form prescribed in Chapter IV-3(iii) for
keeping note of the date or dates by which important papers are to be
put up, return submitted, etc., and to ensure that they are accordingly
put up;
12. to supervise and give necessary instructions regarding the recording of
cases by the assistants in his section, to edit notes of 'A' proceedings, if
necessary, with the help of the dealing assistant, to see that the files are

9
 recorded in due time and to see that books or files taken by assistants
from the departmental library or Secretariat record room are returned
without undue delay;
13. to prepare a composite, but brief, inspection note on the entire section in
his charge once in every month touching only on points which call for
comments, e.g., delay in disposal of papers, recording of cases and
submission of arrear lists, etc., and submit to the Under Secretary;
14. to maintain a precedent register in the form prescribed (indicating, in
brief, important decisions taken in the department, or important
decisions taken in other departments and conveyed to the department
by means of circulars etc.);
15. to report to and comply with the instructions of the Registrar, Assistant
Secretary (if any) and the Under-Secretary;
16. to maintain a personal record of his assistants, in which he would record
his opinion about each assistant under him every quarter and submit
them to the Assistant Secretary or Under-Secretary. He may make a
report about his assistant to the Assistant or Under Secretary if he finds
his work is not satisfactory. He should maintain a file containing
specimen of work done by each assistant and record his opinion
accordingly;
17. to be responsible for the maintenance of discipline in his section and to
see that the table of cases is put up to the Assistant Secretary on the
due dates;
18. to check the work of the issue section and to see the proper
maintenance of the furniture register and departmental library and effect
verification from time to time with reference to the stock register.
19. to maintain a special note book of important receipts;
20. to check that the disposed of files are marked for record and sent to the
recorder immediately after their disposal;
21. to supervise the work of the recorders;
22. to see that all receipts which require classification have been so
classified and to bring to the notice of the Under/Assistant Secretary any
receipt which has not been classified; and
23. to examine the register for Assembly questions and resolutions daily
particularly when the assembly is in session and see that statement

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 showing the questions which could not be answered or to which an
assurance has been given for furnishing replies in future is put up to
Assistant Secretary / Under Secretary immediately after the session is
adjourned or the Assembly is prorogued.
H - DUTIES OF DEALING ASSISTANT
1. To enter, in their log books, receipts marked to them and to provide file
numbers in the log books for each receipt shown therein within two days
of such receipt having been received by them;
2. To examine cases diligently and intelligently and in the light of the
instructions, if any, given by their head assistants or higher officers;
3. To seek the assistance of the head assistant or higher officer with the
permission of the head assistant for disposal of work entrusted to them;
4. To examine promptly all receipts marked to them and to submit them on
the required dates;
5. To put up cases, after examination, to the head assistant on the date
required and, where no date is mentioned, within three days of the
receipt of the cases, noting on the margin of the top of the first page note
sheet of the file a list of previous references put up by them to facilitate
countermarking;
6. To bring to the notice of the Under Secretary, through the head
assistant, periodically a list in the prescribed form of all files and papers
entered in the log book which remain pending for more than seven days;
7. To note on each approved draft reply, the diary numbers of all
correspondence received from the Government of India, the Assembly
Secretariat relating to Assembly questions and any other
correspondence, reply to which has to be watched;
8. To prepare and submit weekly and monthly arrear lists in the prescribed
forms;
9. To prepare fortnightly table of cases and submit it to the Under
Secretary through the head assistant;
10. To maintain a forward diary in the prescribed form, as a reminder for
action to be taken on cases on due dates (it should be checked by the
assistant at the beginning of each working day)
11. To take prompt action regarding the recording of cases;
12. To report to and comply with the instructions of the head assistant;

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13. To maintain a guard file of important circulars and instructions;
14. To maintain a file register, log book, transit register, etc., neatly and
properly filling up the columns duly; and
15. To issue reminders on due dates to letters of which replies due have not
been received.
I-DUTIES OF PERSONAL ASSISTANTS
Personal assistants are attached to the Ministers, the Deputy Ministers,
the Chief Secretary and such other officers as may be decided by Government
from time to time. Besides attending to their duties as stenographers, they are-
1. to handle such of the correspondence of the Minister, the Deputy
Minister or the officer with the public as are not to be dealt with in the
Secretariat department;
2. to prepare the Minister's, the Deputy Minister's or the officer's tour
programme and arrange its circulation to all concerned;
3. to make arrangements for journeys and other personal convenience of
the Minister, the Deputy Minister or the officer on tour;
4. to prepare tour particulars and send them to accounts section for
preparation of the Minister's, the Deputy Minister's or officer's traveling
allowance bill;
5. to keep necessary articles of stationery and books of reference for the
Minister's, the Deputy Minister's or officer's office, both at residence and
in the Secretariat, to keep them in safe custody and to correct and
maintain these books up to date
(6) to draw up the engagement list of the Minister, the Deputy Minister, or
other officer in such form as he may desire;
(7) to put up in time files and papers required by the Minister, the Deputy
Minister, or officer for Cabinet meetings and conferences;
(8) to arrange interviews with the Minister, the Deputy Minister or officer;
(9) to collect papers and files and to submit them in time to the Minister or
the Deputy Minister, required for Assembly business;
(10) to do such other work of similar nature, as enumerated above, as the
Minister, the Deputy Minister or officer may direct the personal assistant
to look into;
(11) to maintain a stock book of furniture, books, periodicals, supplied to the
residence or residence office of the Minister or the Deputy Minister, and

12
 to verify every quarter and to give a certificate in the stock book that the
stock in register actually tally with the actual stock (in the residence or
residence office).
It is not intended that a personal assistant should correspond with the
District Officers and others in any important matter on behalf of the Minister or
the Deputy Minister, nor should the Minister or the Deputy Minister, nor should
he forward petitions received by the Minister or the Deputy Minister for disposal
to any authority. He should put up such papers to the Minister or the Deputy
Minister for his orders and send them with the orders to the relevant
department where action has to be taken by any department. No instructions
will be issued by any personal assistant to any agency outside the
establishment of the Minister or other dignitary concerned without the orders of
the latter in writing.
J-DUTIES OF STENOGRAPHERS
1. To take and transcribe dictations from, and to comply with the
instructions of, their respective officers;
2. To be responsible for keeping corrected up to date all the departmental
manuals, codes and other books of reference in the office rooms and
residential offices of the officers and to see that the books are properly
catalogued and numbered and bear labels to show the officer for whose use
they are meant and whether they are for use at his residence or in office;
3. To send files, passed by a Deputy Secretary or higher officer, direct to
the officer to whom marked and to keep a note of the movement in the form
prescribed in rule 6 of Chapter IV;
4. To prepare a list of cases, pending with their respective officers on
every Monday morning, before starting work and send it to the head assistant
(This will enable the office to keep track of papers submitted to the officers):
5. To send, whenever necessary, papers, etc., which have been seen by
the officer under whom the stenographer is working to the officers and the head
assistants concerned; and
(6) If required, to assist the issue or the typing section and /or to act as
camp or confidential clerk.
K-DUTIES OF REGISTRAR
The Registrar is responsible for the proper management, efficiency
discipline and routine of the office and for the prompt disposal of work by the

13
office. During his daily rounds, he should specially make enquiries from the
head assistants whether all orders of officers regarding the putting up of papers
on particular dates have been complied with. His duties are:
1. to report to and comply with the instructions of the Under-
Secretary/Assistant Secretary of the department;
2. to be responsible for the discipline of the office staff (All breaches of
discipline must be promptly investigated by the Registrar who should deal
with the member of the staff at fault direct);
3. to keep the attendance register to see that each assistant arrives in
office punctually at 10-30 A.M., commences work promptly and does not
leave before 4-30 P.M., or, if his work is not up to date, until permission is
granted by the head assistant;
4. to ensure that the orders passed after each inspection are carried out
faithfully and expeditiously;
5. to inspect the work of the routine clerks (diarists and despatchers) and
typists each day to ensure that the work is being done expeditiously and in
accordance with the instructions and that all receipts are distributed, typing
work done and despatches made without any undue delay;
6. to deal with office appointments, suspensions and dismissals and
leave and promotions of assistants and typists. All these matters will be
submitted to the Under -Secretary;
7. to submit, every year, by the 15th January at the latest, all cases of
employees in the department who will attain the age of superannuation or
whose extension of service after that age will expire during the next official
year, for consideration and orders whether their services should be further
retained or not;
8. to deal with the appointment, leave and promotion of class IV servants
and to arrange for the supply of liveries to Jamadars, Chaprasis and peons;
9. to keep the confidential reports on the office staff and to bring to the
notice of the Under Secretary any misbehaviour or bad work done by any
member of the staff. All breaches of discipline, errors of procedure or
conduct, delay etc., must be promptly investigated by the Registrar and
reported to the Under Secretary /Assistant Secretary;

14
 10. to attend to the needs of the office in respect of forms, stationery and
articles of furniture, to check the stock of stationery, etc., quarterly and to
see that there is no waste;
11. to be responsible for stenciling to office furniture and to see that the
registers of the furniture are properly maintained.
12. to pass bills for contingent expenditure up to Rs.25;
13. to exercise a careful supervision over recording and indexing.
14. to see that papers on special subjects, e.g., Assembly papers and
departmental budgets, are put up in time;
15. to see that precedent registers are properly maintained and to send
one copy of each precedent to each Gazetted officer and assistant of the
department;
16. to maintain a standing order book of all orders issued concerning the
office generally and to supply a copy of all relevant orders to the office staff
concerned. A list of subject headings prescribed for use in office should also
be kept in this book;
17. to see that the office, including officers' rooms, is kept clean and tidy;
18. to dispose of such routine correspondence as he may be empowered
to under the written orders of the Secretary provided that, if the Secretary so
requires, weekly tables showing the orders passed by the Registrar shall be
submitted to the Under Secretary before the expiration of the week following
that in which the orders were passed; and
19. to be in charge of the record room, library, or accounts section, where
there is any attached to the department concerned.
N.B.--In the departments which have no Registrar, the duties of the
Registrar will be performed by the Assistant Secretary or Under Secretary in
charge of establishment.
L--DUTIES OF UNDER-SECRETARY/ASSISTANT SECRETARY
The Under-Secretary /Assistant Secretary is in complete charge of the
section under him and is responsible for proper disposal of business within the
powers delegated to him. He is also responsible for the maintenance of
efficiency, etc., of the sections in his charge. For proper control over the office
work he shall--
1. meet the head assistants and the Registrar once every month, discuss
progress of work, means to expedite work of the office, output of work, staff

15
and miscellaneous problems. A short minute will be recorded of such
meetings and put up to the Secretary for information;
2. Inspect the office once in six months and submit an inspection note to
the Secretary. When an Under Secretary is transferred before completing
the inspections he will leave a detailed note for his successor regarding the
working of the office;
3. check the diary registers and logbooks fortnightly and the file registers
and record registers monthly;
4. keep the Secretary in touch with the working of the department;
5. allocate subjects to sections and, in consultation with the head
assistants, to assistants;
6. re-distribute the staff during rush periods or for clearing off arrears;
7. scrutinize the arrear lists (weekly and monthly) and take action
thereon; and
8. classify the receipts into the three categories A, B or C and mark the
classification accordingly on the receipts.
I- 9. In addition to the duties specifically enumerated, all classes of
officers and staff are expected to show alertness in their work, zeal and
integrity and are expected to do their work in such a way that the best
interests of Government are satisfied and anyhow with as much alertness,
zeal and integrity as he would show in disposal of his personal work in his
best interest.
I-10. Admission of strangers to secretariat offices and the penalty for
unauthorized admission --The admission of strangers to the Secretariat
office rooms is strictly prohibited. Persons desiring information must send in
their names to the Registrar or to the Assistant Secretary. Officers of lower
rank are not permitted to interview strangers in the office. All employees of
the Secretariat are required to make this provisions known to any person
who may come to see them. Serious action will be taken of any infringement
of this instruction.

16
 Chapter II
Recruitment and Promotion

II-1. Non-Gazetted Establishment- The non-gazetted establishment of the

Secretariat includes the following cadres:--
(i). Assistants, consisting of lower division assistants, upper division
grade I and grade II assistants, Junior head assistants and Senior head
assistants;
(ii) Librarian;
(iii) Diarists, Recorders, Assistant Recorders, Record Suppliers and
Pasting Clerks;
(iv) Typists (Junior and senior); and
(v) Stenographers-- grade I, grade II and grade III.
II--2. Assistants, Lower Division -- Appointments permanent or
temporary, to the lower division shall be made in accordance with "The Orissa
Ministerial Service (Method of Recruitment and Conditions of Service of Lower
Division Assistants in the Offices of Departments of Secretariat) Rules, 1951",
published in Home Department notification No.15369-A., dated the 12th
December 1951 (appendix-II) as amended from time to time by competent
authority. Probation, relative seniority and confirmation of lower division
assistants, unless otherwise specified, will be governed by the said rules.
II- 3. Assistants, Upper Division -- (a) Vacancies in the upper
division grade II of any department will be filled both by direct recruitment and
by promotion of lower division assistants in that department. If no person
suitable for promotion in the same department is available, vacancies may be
filled up by recruitment of assistants from other departments, heads of
departments and other offices. No lower division assistant will be promoted to
the upper division, grade II, unless he has passed the secretariat training class
examination and is considered fit to perform all the duties of an upper division
assistant. Vacancies in upper division, grade I, will be filled by promotion of
suitable grade-II assistants. If suitable grade-II assistants are not available in
the department it self, the vacancies may be filled up by promotion of grade II
assistants of other departments. Stenographers will be eligible for appointment
as assistants in the promotion quota provided they pass the secretariat training

17
class examination beforehand and are considered suitable to perform all the
duties of an upper division assistant.
(b) The period of probation for assistants promoted to the upper
division shall be one year, but that for assistants recruited directly from outside
shall be two years.
(c) No direct recruit assistant shall be confirmed in the upper
divisions until he has passed the Secretariat training class examination.
II-4. Head Assistants-- (a) An assistant who has completed not
less than 5 years of service in the post of grade I or any other post declared
equivalent thereto by Government may, ordinarily, be considered for promotion
to the post of Junior head assistant.
(b) An assistant who has completed not less than 2 years of service
in the post of junior head assistant or any other post declared equivalent
thereto by Government may, ordinarily, be considered for promotion to the post
of senior head assistant.
(c) Promotion to the post of head assistant of a department should
not, ordinarily, be confined to the assistants of the department and should be
made taking into consideration the cases of assistants suitable for such
promotion in consultation with the Secretaries of other departments.
II--5. Criterion for Promotion--All promotions to the posts of junior
head assistant and senior head assistant shall be based on merit and
suitability in all respect with due regard to seniority.
II--6. Efficiency Bars--Efficiency bars in the time scales shall be
rigorously applied and no assistant will be allowed to cross them unless he is
declared by the Secretary of the department to be fit to do so.
II-7. Secretariat Training Class-- (i) All direct recruits in the upper
division and all assistants in the lower division of the Secretariat shall regularly
attend the next secretariat training class after the date of their appointment.
Stenographers, Librarians, Diarists, Recorders and Assistant Recorders may
attend secretariats training class with the permission of the department
concerned. Permission shall not normally be refused unless there will be
serious interference with the duties of the person. The rules and syllabus for
the secretariat training class are given in Appendix III.

18
(ii) If an assistant directly recruited to the upper division fails to pass within
two clear chances, the orders of the Secretary of the department should be
taken whether to retain him further and to allow him further chances to pass the
examination. If the Secretary considers that it is clear that the assistant is not
likely to pass the examination within the next two years, he should discharge
him at this stage. The confirmation of the assistant will take effect only from the
date on which he passes the examination. His initial pay on confirmation will be
fixed at the stage of the time scale to which he would have been entitled had
he, been confirmed on the due date on completion of two years' probationary
period, but he will not be entitled to draw the arrear increments.

(iii) Upper division assistants, who fail to pass within four clear chances, will
be discharged, or, if they are transferred from other offices, reverted to their
permanent posts.

(iv) Lower division assistants may have as many chances as they like for
passing this examination but it will not be necessary to pass this examination
for confirmation in the lower division.
II-8. Seniority of Upper Division Assistants: (1) The seniority of
assistants in any grade of the upper division in the secretariat will, ordinarily,
be regulated according to the date of promotion to the grade, except in the
case of assistants recruited from other offices, in whose case the question will
be decided by the Secretary concerned in consultation with the Home
Department on the merits of each individual case, due regard being had to
their length of permanent service under Government, length of service in
comparable posts and pay at the time of appointment.
2. In the case of assistants recruited to any grade of the upper division
from outside and due for confirmation at the same time, the relative seniority
will be determined by the order in which they pass the secretariat training class
examination.
3. When assistants are recruited to the upper division by promotion and by
direct recruitment, the promotees shall be considered senior to the direct
recruits. In such cases the promotees from other departments (including heads
of departments and other offices) shall be considered senior to the direct
recruits.

19
 II-9. All cases of doubt regarding the interpretation of the rules relating
to appointment, probation, etc., of secretariat assistants or of their application
to individual cases shall be referred to the Political and Services Department
whose decision shall be final.
II-10. Librarian-- The Librarian should, at least, be an Intermediate. He
will not be eligible for higher promotion before confirmation and passing of
secretariat training class examination. The period of probation for the Librarian
is two years. He will be eligible for promotion to U.D. grade I assistant.
II-11. Diarists, Recorders and Assistant Recorders-- The minimum
qualification for Diarists, Recorders and Assistant Recorders shall be a pass in
the Matriculation examination or any other examination equivalent thereto and
they should possess a good handwriting. The period of probation will be one
year. There shall be an upper division in the cadre of Diarists, Recorders and
Assistant Recorders. The number of upper division and lower division posts will
be in the proportion of 1 to 2 Upper division posts shall be filled up by
promotion on the basis of seniority and merit. The posts in the lower division of
this cadre should be filled either by direct recruitment or by promotion of record
suppliers who are Matriculates and who have put in at least four years of
service. Diarists, Recorders and Assistant Recorders will not be eligible for
promotion to lower division assistants unless they pass the secretariat training
class examination.
II-12. Record Suppliers-- A record supplier, whether appointed by
promotion or by direct recruitment, must possess a working knowledge of
English. The period of probation will be one year.
II-13. Typists -- (a) No typist shall be appointed in the Orissa
Secretariat, unless --

(1) he has passed the Matriculation examination;

(2) he is able to type during a test lasting not less than 10 minutes at
an average speed of 40 words per minute from a printed matter
with mistakes not exceeding 1-1/2 per cent;

(3) he is eligible for recruitment to Government service under the

general rules laid down by Government from time to time.

20
 Candidates with knowledge of shorthand will be preferred to
others of equivalent merit in typing;

(b) A test, the date and time of which shall be advertised, will be
conducted by the Home Department annually in August. A
supplementary test may also be held at other times, if necessary.
All persons who satisfy conditions (1) and (3) of clause (a) of this
rule shall be eligible to appear at these tests. The names of
candidates who pass according to the standard laid down in
condition (2) of clause (a) above shall be arranged in order of
merit.

(c) There shall be two grades of typists - junior and senior. The
number of junior and senior grade typists shall be in the ratio of
2:1. The senior grade posts shall be filled by promotion from
junior grade on the basis of seniority and merit.

(d) The period of probation for typists shall be one year.

(e) Despatchers in the issue sections shall be appointed from among

the typists. Ordinarily, the junior most typist shall do the
despatching work.

(f) A typist, whether of senior or junior grade, should be entitled to a

reward of Rs.50 once a year only if in the tests held by the Home
Department he types for at least ten minutes at a speed of 55
words a minute with mistakes not exceeding 1-1/2 per cent. No
reward will be admissible on first appointment.

II-14. Stenographers- All stenographers in the secretariat including

those working under the Ministers. Deputy Ministers, Secretaries, Additional
Secretaries, Joint Secretaries, Deputy Secretaries, Under Secretaries Assistant
Secrr\etaries, etc., shall be in one combined cadre to be controlled by the
Home Department. The cadre shall be divided into three grades, viz., grade I,
grade II and grade III, on the scales of pay prescribed from time to time.
Special sanction of Government in the Home Department will be necessary for
deputing a stenographer for working under any special officer or committee
appointed in the secretariat or outside.
21
 II-15. Annual Test for Stenographers --(1) All stenographers are
required to undergo an annual test in shorthand and typewriting by the Home
Department.

(2) (a) Stenographers will be tested by dictation from a printed

proceeding lasting for three minutes--

(i) At the rate of 80 words a minute

(ii) at the rate of 100 words a minute

(iii) at the rate of 130 words a minute and they should also be subject
to a test in typewriting from a book for 10 minutes.

The time allowed for transcription shall be 15 minutes for (i) and (ii)
and 20 minutes for (iii).

The examinees will be placed in the first, second, third or fourth class
according to the number of mistakes made and the minimum typewriting speed
as given in the statement below :-

Shorthand Typewriting

Class 130 wards 100 words 80 words Minimum Mistakes

Speed
Mistakes Mistakes Mistakes
1st 4% 4% .. 40 1
1 %
2
2nd 10% 10% .. 40 "

3rd .. 10% .. 40 "

4th .. .. 10% 40 "

(3) (a) A stenographer, grade-I is required to pass at least in the

second class standard, a stenographer, grade-II by the third class standard,
and a stenographer, grade- III, by the fourth class standard.

(b) Personal Assistants to Ministers, Deputy Ministers and the Chief

Secretary are exempted from appearing at the annual test. Grade I

22
stenographers who pass, apart from recruitment test, in two successive
examinations, i.e., the annual and the subsequent supplementary, or, in the
alternative pass three tests, whether annual or supplementary in five
consecutive chances, shall also be exempted from further appearance at the
test.

4. (a) If a stenographer, grade-I fails to pass in second class

standard three times in five consecutive chances his annual increments shall
be withheld, Grade-II and grade-III stenographers shall pass at each
examination in third and fourth class respectively and if they fail to pass in two
successive years their increment shall be withheld. No grade I stenographer
will be allowed to cross the efficiency bar unless he has passed by the first
class standard within three years previous to his reaching the efficiency bar. No
grade-I stenographer will be promoted as personal assistant unless he has
passed by the first class standard.

(b) A stenographer who is drawing the maximum pay in a scale will

not be subjected to any penalty unless his failure is so pronounced as to
indicate that he is definitely losing in efficiency. In cases of such pronounced
failure, it shall be open to the Secretary to Government in the Home
Department to draw proceedings against the stenographer with a view to
reducing his emoluments to a lower stage in the time scale.

(5) Any stenographer who absents himself without leave from the
annual examination will be liable to have his increment stopped or proceedings
drawn up against him with a view to reducing his emoluments to a lower stage
in the time scale.

(6) (a) In addition to permanent and temporary stenographers of

the secretariat for whom the examination is compulsory, other Government
servants and non government servants who are permanent residents of Orissa
will be permitted to take the annual examination on payment of fees prescribed
below --
Fees for each
Examination

23
 (i) Stenographers who are compelled Nil
to take in examination.
(ii) Typists and assistants in the Nil
secretariat and stenographers
in other Government offices in
Orissa.
(iii) Government servants other than Re.1
(i) and (ii) above
(iv) Non-government servants … Rs. 3

NOTE-- In the case candidates belonging scheduled caste or scheduled tribes, the fee
payable is one-fourth of above.

(b) The fee should be deposited in a government treasury or a

branch of the State Bank of India in Orissa. The treasury or bank should be
asked to credit the amount to the account head "XXXVI--Miscellaneous
departments-Miscellaneous examination fees -- Other examination fees". The
fee will not be refunded in any circumstances whatever. The treasury Chalan
in original, for the fee paid, should be attached to the application asking for
permission to appear at the examination.

NOTE--Candidates who are already in the service of government should obtain

the permission of the head of their office to appear at the examination. This permission
should not be given to a candidate who has no reasonable prospect of success.

(c) All persons who have at least passed the Matriculation

examination and are below 25 years in age (30 years in the case of candidates
belonging to scheduled castes and scheduled tribes) on the1st day of August
every year in which the examination is held will be permitted to sit at the
examination provided that the age restriction will not apply to persons who are
already in government service.

NOTE--The Secretary may, for special reasons (to be recorded) relax the age-
limit prescribed in this rule.

II-16. Reward to Stenographers-- Reward of Rs.50 will be given to

Stenographers who are placed in the first class.

24
 NOTE--1. The reward will be admissible only once in the year even if more
than one examination is held.

(2) No reward will be admissible at the time of the first appointment.

II-17, Filling up vacancies in Stenographer posts-- All vacancies in the

cadre of Stenographers will be filled from the list of successful candidates at
the annual test.

II-18. Probation of Stenographers-- Every stenographer shall, on

appointment, be on probation for a year and his confirmation will be dependent
on his passing the next annual test referred to in rule 15 after appointment on
probation and receiving a certificate from the Officer in the secretariat to whom
he is attached that his work is satisfactory.

II-19. Seniority of Stenographers-- The seniority of stenographers in

any grade will be regulated with reference to the date of their substantive
appointment to permanent posts in that grade.

II-20. Personal Assistants -- Personal Assistant are attached to

Ministers. Deputy Ministers and such other officers as may be decided form
time to time. They are appointed from amongst the confirmed Grade I
Stenographers on the basis of merit, seniority being considered when merit is
equal, and the selection is made by a committee consisting of the Chief
Secretary, the Home Secretary and another Secretary selected by the Chief
Secretary.

II-21. Increments of Stenographers -- No increment shall be sanctioned

to a Personal Assistant or Stenographer unless the Officer to whom he is
attached is satisfied with his work.

II-22. Dictation to Stenographers- Officers who have stenographers

should make full use of their services. The habit of dictating as much as
possible can be acquired with practice and, when acquired, it saves much time.

II-23. Use of Stenographers when they are not employed in dictation--

Officers should also use the stenographers when they are not employed in
dictation for retyping drafts or other matters which need not go to the issue

25
section. When the grade-II and trade-III Stenographers are not required by their
officers they will sit in the issue section of the department concerned and will do
such typing work as is allotted to them by the typist in charge of the section.

II-24. Discharge of Probationers-- If, at any time during the period of

probation, a probationer's work is not considered satisfactory by the head of the
office in which he is employed he may be discharged and will have no claim to
either gratuity or compensation. If however, he was admitted from another
office, he may be reverted to his former appointment.

II-25. Report of Head Assistants about the work of Probationers- For

the purpose of rule 24, assistants who are on probation or have been granted
officiating promotion for more, than three months continuously, should be
reported upon by the head assistants under whom they are serving, in the
former case one month before the period of probation expires and in the latter
case on termination of the officiating promotion. Head assistants should
thoroughly test the capacity of the assistants upon whom they are required to
report by giving them special or extra duties. The character roll of an assistant
should be submitted whenever any proposals are made effecting his pay or
position.

II-26. Declaration by Probationers as to their relatives-- Every

probationer, before appointment, will be required to produce a statement
showing what relatives of his there are in Government employee. He must state
the precise relationship or connection and certify that his statement, so far as
he knows, is correct and complete. If any willful inaccuracy is subsequently
detected in this declaration, the person making it will be liable to be discharge
from Government service. The statements will be placed on record in the
probationer's confidential record.

II-27, Establishment List - A list of Establishment (permanent and

temporary) for the whole secretariat in respect of class III service, as it stands
on the 1st April will be maintained by the Home Department, in the form given
below. The List will be revised and printed annually on receipt of information
from various departments of the Secretariat on or before the 15th April each
year.

26
 Establishment List of the ……Department on

1st April 19……..

1 Order of seniority
2 Name of officer
3 Date of birth
4 Home district
Government
5 Date of entry into service
Secretariat
6 Post now held
7 Present pay, time scale of post held and date of last increment.
8 Qualification
9 Total service
10 Remarks

The remarks column should show "P" (permanent) and "T" (temporary)
and, in the case of those who entered Government service before 1st April
1936 should show in what office in Bihar and Orissa or Madras the officer
previously served and whether he was an old entrant or a new entrant, i.e.,
before or after 1932. In the case of those who entered Government service
after 1st April 1936, the remarks column should show whether he has passed
the Secretariat Lower Division Recruitment Examination and the Secretariat
Training Class Examination or not. If an employee belongs to Scheduled Caste
or Tribe, this should be mentioned in the remarks column. The remarks column
should also indicate disputed cases of seniority.

27
 CHAPTER III

Conduct and discipline

III-1. General--The principal general rules governing the conduct of

Government servants are contained in the Government Servants' Conduct
Rules, issued separately. All Secretariat employees must study those rules and
abide by them. The following rules are in addition to the general rules of
conduct so laid down.

III-2. (a) Hours of attendance-- Office hours are from 10.30 A.M. to
4.30 P.M. subject to alteration in summer. Any member of the staff may,
however, be required to work beyond office hours if his work is not up-to-date
or the business of the department demands it, and the head assistants are
authorized to require them to do so on such occasions.
(b) Regularity and punctuality in attendance will be taken into
consideration not only in sanctioning leave, but also in determining promotion.
Forfeiture of a day's casual leave shall be the penalty automatically imposed for
three days of late attendance in a month, and, if the late attendance is habitual,
the officer-in-charge of establishment will award such punishment as he
considers necessary in the interest of discipline.
(c) Any member of the staff arriving office after 10.30 A.M. and
before 11 A.M. will explain his late attendance on a slip to the officer-in-charge
of establishment.
(d) Any member of the staff who attends office after 10.30 A.M. and
before 11 A.M. shall be treated to have attended office late.

III-3 Attendance Register-- On arriving at office every member of the

establishment is required to note the hour of his arrival in the attendance
register with initial. The attendance register should be sent to the Under
Secretary each day at 10.35 A.M. sharp and assistants coming after 10.35 A.M.
will be required to sign the register in the presence of the Under Secretary. It
shall be the duty of the head assistant of the section to place the register in the
Under Secretary's room at 10.35 A.M.

III-4. Reporting of unpunctuality--(I) In the first week every month, the

Under Secretary or the officer supervising the attendance of the establishment
28
should submit to the officer-in-charge of the establishment a list of those
employees who were late for more than three days in the preceding month.

(ii) Any member of the staff coming to office after 11 A.M. shall be
treated as absent from duty for the day and a day's casual leave may be
forfeited.

III-5. Unauthorized absence -- Absence without leave is an

infringement of discipline and unless a satisfactory explanation is submitted,
the person concerned will be liable for disciplinary action. Leave must be
applied for and sanctioned before it is taken and it is only in cases of sudden
and serious illness or other exceptional circumstances, to be proved to the
satisfaction of the Under Secretary, that the rule can be relaxed.

III-6. Application for leave--Members of the office contemplating to go

on leave on private affairs exceeding one week should always ascertain, by
reference through the Head Assistant to the Registrar or Under Secretary,
whether there is likely to be any objection to the leave. All applications for leave
must bear the address of the applicant during the leave.

III-7. Casual leave -(i) The total amount of casual leave allowed to an
employee for any reason will not ordinarily exceed ten days during the year. In
exceptional cases, however, special casual leave to the extent of five days over
and above the normal casual leave may be allowed on full justification.

(ii) Casual leave will not be granted on vague and general grounds.
The purpose for which leave is required must be stated definitely.

(iii) Any employee absent from office owing to sickness for more than
three days may be required to submit a medical certificate in support of his
application for casual leave.

(iv) Casual leave may be combined with Gazetted holidays, provided

that no one may be absent from office for more than ten consecutive days
including holidays.
III-8. Holidays- The holidays admissible are notified yearly in the
Government gazette. Sometimes, it may be necessary to limit the general
enjoyment of Gazetted holidays in the exigency of public service. Orders of the
Secretary should be taken two days before a holiday, other than a Sunday, falls
29
due as to whether the office should be entirely closed or arrangement should
be made for the transaction of immediate and urgent work of the department or
for clearance of arrears. On holidays on which office is not entirely closed, one
assistant in each branch must attend office to deal with work of urgency. The
Registrar or Assistant Secretary will arrange for attendance in accordance with
a roster. Assistants may be required to work for short or bad work in a holiday.
III-9. Departure from headquarters- All members of office are required
to take permission of the Registrar or Assistant Secretary or Under Secretary
before leaving headquarters. In applying for such permission, they should
furnish the address of the place where they can be found.
If a Registrar, Assistant Secretary, Under Secretary or Deputy Secretary
wants to leave headquarters, he should obtain the previous permission of the
Secretary of the department concerned.
III-10. Indebtedness and insolvency of Secretariat employees- Attention
of all officers and staff is drawn to rule 20 of the Government Servants' Conduct
Rules relating to insolvency and habitual indebtedness. Arrest for debt or
recourse to the insolvency court will be deemed to be sufficient cause for
exclusion from public service, unless it can be shown that the embarrassments
have been the result of unforeseen misfortunes or of circumstances over which
the employee could exercise no control and had not proceeded from dissipated
or extravagant habits. The same principle will apply in the case of an employee
whose salary has been continuously under attachment for a period exceeding
two years or is attached for a sum which, in ordinary circumstances, cannot be
repaid within a period of two years. In all such cases, a schedule of debts
should be obtained and report submitted to the Under Secretary on the
financial position of the employees with a recommendation as to whether the
employee should be retained in the public service or not.
III-11. Registrar or Assistant Secretary to report indebtedness- The
Registrar or Under Secretary is responsible for carrying out and bringing to
notice of the Secretary, any cases of insolvency, indebtedness or of attachment
of pay.
III-12. Participation in politics- Any employee of the Secretariat, found
violating the rules in the Government Servants' Conduct Rules, regarding
participation in politics and elections, will be severely dealt with.

30
 In case an employee is in doubt about the scope of this rule with regard
to any of his activity, he should at once seek the advice of his official superior.
Wrong advice by the official superior may protect the employee, but it will not
protect the official superior who can be dealt with for giving wrong advice. The
advice sought and the advice given should be in writing.
III-13. Criticism of Government- No employee of the Secretariat shall ,
by any utterance, writing or otherwise, discuss or criticize in public any policy or
action of Government.
III-14. Divulging official information- Official information acquired by
members of the office in their capacity as employees or otherwise must be
treated as strictly confidential.
(a) No employee, except in so far as may be necessary in the
discharge of his duties, may make a spare copy of any writing in any official
document which comes before him in his official capacity, or to which he is
allowed to have access. No one shall take a spare copy for his private use.
(b) Members of the office establishment may not approach members
of the legislature or public for the redress of their grievances. Apart from the
fact that questions involved are rarely, if ever, of public importance, the practice
usually entails disclosure to non-official persons of information which has been
obtained from official sources and has come into the possession of the
Government servant concerned in the course of his official duties and any such
disclosure is a breach of rule 11 of the Government Servant's Conduct Rules.
III-15. Use of un-published documents- No one may make use of any
unpublished record or letter for communication to the public, press, or to
unauthorized persons, whether official or not.
III-16. Removal of files from office- No file shall be removed outside from
the office premises by any assistant of the department for work at home or for
any other purpose. If any work has to be done on files by any assistant, it
has to be done in the office and, for this purpose, he may come early to office
or go late.
NOTE- Any file to be taken home by any officer for work outside office hours must be
taken by him under his own responsibility and shall not be left for peons to transport at their
leisure and at their own time.

31
 III-17. Penalty for disobedience- Disobedience of the orders in rules 12
to 16 shall be severely dealt with and may render the offender liable for
punishment including dismissal or prosecution or both.
III-18. Representations and applications- No employee should submit
direct to the Minister, Secretary, Deputy Secretary, Under Secretary or
Assistant Secretary, an application for leave or representation on any subject
connected with office. Such communications should be addressed to the head
ministerial officer of the branch to which the employee belongs who will submit
them through the Registrar or Assistant Secretary.
III-19. Application for outside appointments- (a) No application shall be
made by any employee for an appointment outside the office unless it has been
endorsed by the Secretary, Deputy Secretary or Under Secretary.
(b) The orders about Government servants applying for posts outside
the Secretariat are contained in the Orissa Government Servants' Applications
for Posts Rules, 1937 read with Book Circular No.28.
III-20. Joining educational institutions- No employee of the Secretariat,
whether permanent or temporary, should join classes in any educational
institution without obtaining necessary permission. Non-compliance with this
instruction will make the person concerned liable for disciplinary action.
III-21. Use of liveries and badges- All peons and other staff who are
supplied with liveries and budges should use them whenever on duty. Omission
to do so will be taken serious notice of.
III-22. General Behaviour in the office- While in office all members of the
establishment must behave in a quiet and dignified manner. They must address
other members of the establishment courteously. They must attend to their
work diligently and not waste or while away time during office hours. They must
try to maintain silence and if they have occasion to talk which must only be on
official business they must do so in a low voice so as not to disturb others.
III-23. Demonstration in front of the Secretariat building - Secretariat
employees are prohibited from loitering either inside or outside the Secretariat
generally and especially when demonstrations occur in front of or near the
Secretariat building.
III-24. Passes for entry into the Secretariat- The rules regarding the
issue of passes for entry into the Secretariat premises will be found in Appendix
IV.

32
 III-25. Various forms of penalties and their imposition - The forms of
punishment are official reprimand, addition to work, postponement of increment
of pay, stoppage of promotion, reduction of existing pay, adverse entry in the
character roll, suspension and, in the last resort, discharge or dismissal from
the service of Government. Direct fines cannot be inflicted except in the case
of class IV employees.
III-26. Grant of certificates- No certificate of any description may be
given to any member of the office establishment except as required under any
rule in force for the time being by the person authorized to do so.
III-27. Character roll and its maintenance- (1) In addition to the service
book, a character roll will be maintained for each class III member of the
establishment, The character roll will contain a yearly report on the work of the
employee concerned and will be maintained in a separate bound register for
each employee in the prescribed form. In this character roll, will also be entered
censures, punishment or commendations. It should be treated as a confidential
record and will be in the custody of the Registrar or Under Secretary.
(2) The Registrar or the Under -Secretary, as the case may be,
should communicate adverse remarks, if any, to the employee concerned.
Great attention should be paid to the manner and method of communication in
order to ensure that the communication will prove beneficial. Where a report
shows that an employee has made successful efforts to remedy the defects to
which his attention had been drawn during the previous year, he should be
informed of the remarks so as to indicate that the officers have noted that he
has taken steps to remedy the defects complained of.
(3) Every year, in the month of April, the Under Secretary / Assistant
Secretary, to whom the employee is immediately subordinate, will enter his
report on the work of the employee in the past year, in the character roll with
his full signature and date. While entering his report on the work of an
employee, the Under Secretary/Assistant Secretary will take into account the
remarks maintained by the head assistant of the section on the work of the
assistants working under him. In the case of an assistant, the remarks of the
Under Secretary Assistant Secretary should make special reference to his
steadiness, industry, neatness and method of work, capacity for noting and
drafting and knowledge in codes etc., in use in the department. He should also
note, after getting the various registers checked, whether the assistant is

33
observing routine. The report should then be put up to the Secretary for his
remarks through the Deputy Secretary, Joint Secretary or Additional Secretary,
as the case may be.
(4) Intermediate entries at other times of the year may be made in
the character roll under the orders of the Secretary, Joint Secretary, Deputy
Secretary, Under Secretary or Assistant Secretary, as the case may be, in
cases of especially good or bad work, and will be signed by the officer making
it. Entries should be made when an assistant has been officiating continuously
for over three months in a post involving change of duties or increased
responsibility, showing how the assistant has been discharging his duties.
Intermediate entries shall also be made when a Secretary or Under Secretary
is about to leave the department.
(5) Head assistants are required to maintain a note on the work of
the assistants working under them, which should be taken into account at the
time of writing annual remarks on the assistant's work. Head assistants are
required to report instances of perfunctory, inaccurate or bad work and
disregard of rules and routine on the part of their assistants when a warning,
once administered, has proved ineffective.
(6) The Registrar or the Under Secretary, as the case may be, is
responsible for seeing that the character rolls are put up regularly in April and
are properly maintained.
(7) The service book of each assistant should be properly maintained
by the officer in charge of establishment and every year, by 30th April, his
services should be verified and a certificate to that effect attached to the
service book with signature and date.

34
 CHAPTER IV
Maintenance of Registers, etc.
IV.-1. Registers, etc., to be maintained by the Diarist-
(i) Diary register for correspondence other than files received from
other departments;
(ii) Routine diary register;
(iii) Inter-departmental Register (inwards);
(iv) Inter-departmental Register (outwards);
(v) Peon Book;
(vi) Press Register;
(vii) Pending List (fortnightly) of letters from the Government of India;
(viii) Register for Assembly questions and resolutions.
(i) Diary Register for correspondence other than files received from
other Departments- (a) The diary is a chronological register of correspondence
of every description received in a department. This register shall be maintained
in the following form :-
Sl. Document From Purport Classification File Initial of the Date of

Remarks
No. received whom of letter No. dealing disposal of A
No. Date received assistant and B class
receipts
1 2 3 4 5 6 7 8 9

(b) The date of entry of communication in the diary register should be

written in red ink across the page of the diary at the beginning of each day.
(c) Entries are to be consecutively numbered and the diary numbers
entered on the papers to which the entries relate.
(d) Letters received form the Government of India shall be entered in
red ink.
(e) In entering a letter, on receipt, in the diary, column 6 will be left
blank in the first instance. It will be filled in the next day by the diarist before he
starts the day's work, from the log books maintained by each assistant in the
prescribed form.

35
 (f) The number and date of reply to all correspondence or final action
thereon shall be entered in column 8.
(II) Routine Diary Register- All routine receipts shall be separate
routine register to be maintained for the purpose. The form of this register shall
be the same as the main dairy register but it will not be necessary to make
entries in columns 5 and 8.
(iii) and (iv) Inter-departmental Registers - Inter-departmental
registers for files received from and sent to other departments shall be
maintained in the following forms :-
(1) Inter-departmental Register (Inwards)

Sl. No. Date of From File No. Subject Date on Remarks

receipt whom which
received returned
1 2 3 4 5 6 7

(2) Inter-departmental Register (Outwards)

Sl. No. Date on To whom File No. Subject Date on Remarks
which which
sent received
back
1 2 3 4 5 6 7

(a) Cases which are referred on the notes by a department to

another department or vice versa, should be entered in the inter-departmental
register (outwards) or (inwards) which shows the date of receipt/dispatch and
return and the subject. All such references should be numbered serially with
the distinctive letters "U.O.I"(unofficial issue) or "U.O.R."(Un-official receipt) as
the case may be. When a case, belonging to another department, is returned,
or a departmental case is received back, it should not be entered a second time
in the register but the fact of its return should be noted in the proper column
opposite the original entry.
36
 (b) Only the unofficial reference, i.e., the files referred to, should be
entered in the inter-departmental registers; all other communications including
unofficial memo. Should be entered in the main or the routine dairy or in the
issue register for correspondence.

(c) All files sent to Ministers and Deputy Ministers should be entered
in the enter departmental Register (outwards).
(d) A file, which is linked only for reference, should not be given a
separate number in the inter-departmental registers, but a note should be made
in the registers.
(e) When making over a file belonging to another department, to the
dealing assistant, the diarist shall obtain his signature in the remarks column of
the inter-departmental register (in words).
(v) Peon Book- (a) Peon book shall be maintained in the following
form:-
Name Date of To whom Number and Nature of Receipt

Remark
of despatch addressed date of enclosur

s
Peon correspondence es

1 2 3 4 5 6 7

(b) The peon book should be examined by the diarist, on its return, to
see that the covers, etc., sent out have been correctly delivered and the receipt
has been duly acknowledged. The subject of the papers sent out by the peons
should never be entered in the peon book; a reference to the number and date
of the paper sent is sufficient.
(vi) Press Register- The press register is a record of all papers sent to the
Press and the date on which the proof was received and returned and the final
copies received. Every paper sent to the Press for printing should be entered in
the press register. The press register should be maintained in the following
form:-

37
Sl. Name of Section File Date Date Date when Date when Remarks
No. Number of proceedings with No. when when proof printed copies
the year in which recorded, sent to proof returned received
or any other matter to be press received
specifically described
1 2 3 4 5 6 7 8

(vii) Pending list of letters from the Government of India- (1) On the 10th
and 25th of each month the diarist will prepare a list in the following form of
communications from the Government of India which have remained
unanswered for more than seven days from the date of receipt in office.

38
 List of letters from the Government of India remaining unanswered for more
than seven days for the fortnight ending the…..19
…………..Department
( to be submitted on the 10th and 25th of each month)

Sl. No. and Date of Brief Date If in office, Officer to Dates Directions
No. date of receipt subject by period of whom of by the
letter and and file which detention referred remind Officer for
the name of number the and and date ers further
Ministry reply explanation of issued disposal
issue for delay reference
1 2 3 4 5 6 7 8 9

(2) The pending list of letters from the Government of India should be
prepared on the dates laid down, viz. on the 10th and 25th of each month and
should be submitted through the Under Secretary to the Secretary of the
department.
(3) Speedy disposal of all letters received from the Government of India
is a matter of considerable importance and Secretaries to Government should
particularly see that replies to communications from the Government of India
are not delayed.
(4) A copy of the pending list should be submitted to the Chief
Secretary so that a watch may be kept ;in the P. & S. ( O & M.) Department on
the expeditious disposal of communications received from Government of
India.
(viii) Register for Assembly questions and resolutions - The diarist
after diarizing the letters received from the Orissa Legislative Assembly or from
the Government of India forwarding Assembly questions or resolutions should
immediately enter the particulars of the question or resolution in the register,
the form of which is given below.

39
Sl.

Intermedia
questioner

un-starred
Starred or
Letter No.

Subject in
Question

answer if

Remarks
and date

Name of

te action
number

Date of

Date of
starred
No.

action
brief
1 2 3 4 5 6 7 8 9 10

He shall submit this register daily in the first office hour to the head assistants
concerned during the session of the Assembly.
IV-2. Registers to be maintained by Despatcher-
(i) Issue Register for correspondence (other than files sent to ;other
departments for advice);
(ii) Peon Book;
(iii) Press Register:
(i) Issue Register for Correspondence (other than files sent to other
departments for advice)
(a) It is a chronological register for all communications issued from a
department and shall be maintained in the following form :-
Sl. No. File No. To whom addressed Value of Remarks
Designation Station stamps
1 2 3 4 5 6

NOTE- At the beginning of each day, the date should be entered in bold letters.
(b) The issue number is the serial number given to the
correspondence issued from the departments in accordance with the order in
which it is entered in the issue register.
(c) Circular letters, memoranda and resolutions should not be
numbered in a separate series but these should be given a single number in
the issue register series followed by a number within brackets indicating the
number of office or officers to whom the letter is sent, so as to avoid any
omission in the dispatch of the letter. This procedure will also ensure accuracy
in the calculation of the number of single letters issued for statistical purposes.

40
Resolutions should be posted in the issue register in red ink to distinguish them
from ordinary entries.
(d) Letters are to be dated immediately after signature. The date is
the date of signature. The date of a communication, which issues in print, is the
date on which the last proof was passed.
(e) The stamp account should be checked by the Registrar whenever
an indent for stamps is submitted.
N.B.-Important communications, such as telegrams, messages dispatched by special
messengers and wireless, etc., should be entered in the remarks column.
(iii) Press Register- The press register is a record of all papers sent
to the Press and the date on which the proof was received and returned and
the final copies received. Every paper sent to the Press for printing should be
entered in the press register. The press register should be maintained in the
form prescribed in rule IV-1(vi).

IV-3. Registers and Returns to be maintained by an Assistant-

(i) Log Book;
(ii) File Register;
(iii) Forward Diary;
(iv) Table of Cases;
(v) Transit Register;
(vi) Monthly Arrear List
(i) Log Book- All letters and files shall be entered in the log
book to be maintained in the following form:-
Log Book
Sl. Diary No. (with Brief File Date of Date of disposal Remarks
No. classification) subject (in No. submission of A and B class
catch receipts
words)
1 2 3 4 5 6 7

NOTE- At the beginning of each day, the date should be entered in bold letters.
In column 2, along with the diary number, the classification of the
receipt, A, B and C should be noted. Column 6 of the log book should show the
final disposal of receipts. The file number in the case of letters will be entered

41
therein by the assistant and the diarist will then note the file numbers in column
6 of the dairy as stated above.
At the end of each week, an abstract should be prepared in the body of
the log book to show-
(i) Total number of receipts/cases brought forward from the previous
week;
(ii) Total number of receipts/cases received during the week ;
(iii) Total number of receipts/cases dealt with during the week ;
(iv) Balance remaining in hand-
(a) For three days or under ;
(b) For four to seven days ;
(c) For over seven days ; and
(v) Receipts disposed of during the week.

The log book shall be checked and initialed with date at least once a
week by the head assistant and once a fortnight by the Under-Secretary. At the
end of the year, files and letters pending from the previous year will be entered
afresh in the log book and new serial numbers given, e.g., if ten letters and files
are pending at the end of 1958, these will be given serial numbers 1 to 10 in
the beginning of 1959 and serial number 11 onwards, to all files and letters
received in 1959.
(ii) File Register-- (a) The file register is meant for entering all the
letters received from outside and those issued from the office, chronologically
and it gives a clear picture of the contents of a particular file. It shall be
maintained in the following form:-
From whom or

submitted with
department to

Date of return
Diary number

Date of letter

received or
Number of

Purport of

whom file

of the file

Remarks
reminder
officer or
and date

Name of
to whom

Date of

issued
letter

letter

date

1 2 3 4 5 6 7 8 9

42
 (b) The file register shows the number and general subject of file
heading of each file and gives a list of the papers of the file and their purport as
concisely as possible in order of their receipt or issue.
(c) In the column for movement, the assistant will note the initial of
the officer, e.g., Registrar/Under Secretary/Secretary/Chief Secretary, to whom
and the date on which he submitted the case originally. On return of the case,
he will delete the entry in this column so as to show that the file is with him.
When the file is finally disposed of and sent to the recorder for record, an entry
should also be made to that effect.
(d) Proceedings number allotted by the recorder to the file should be
entered in the remarks column.
(iv) Forward Diary- When a letter from the Government of India, an
Assembly question , or any other letter has to be replied to by a particular date,
or when a case has to be submitted to an officer by a particular date, it should
be entered in the forward diary to be maintained in the following form:-
Forward Diary
Month

January February March April May June July August September October November December
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22

43
 23
24
25
26
27
28
29
30
31

(a) The dates are printed on the edge of the diary. For each date,
there are twelve compartments facing the date. Ordinarily, the top left hand
compartment on the page would be for January, the next for February, the next
for March, and so on. For each day's entries, one of the twelve compartments
should be used. When the number of entries is likely to be ordinarily very large,
two compartments may be used for each day of a month. In this case, the diary
will be for six months only and another diary form be brought into use after six
months.
(b) In the space below the name of the month the numbers of the
cases, files, or letters, required to be put up on the date against the page,
should be noted.
(c) All entries made against a day should be struck out at the end of
the same day, those not disposed of on the day being entered against the
dates when they have next to be taken up.
(iv) Table of Cases- When a case is disposed of and necessary
order issued, the assistant in charge should immediately replace the draft in the
relevant file and table the case in the appropriate officer's table. The table of
cases should, also, contain a list of all cases referred to by other departments
for advice. Each dealing assistant will prepare a separate list of cases disposed
of by each officer and submit it on the 1st and the 16th of every month to his
head assistant who will group the various tables according to the officers for
whom they are intended and submit to the Under Secretary. The table of cases
shall be prepared in the following form :-

44
 Table of cases disposed of by………………………………………............
…………………. in the ………………………………………………………
Department of the Orissa Secretariat for the first/second half of the month of
……………………………………………………………………………….

Number and date of letter

Serial
with subject matter Order Remarks
No.
File number
1 2 3 4

(v) Transit Register - The transit register shall be maintained in the

following form to indicate when drafts are sent to the issue section and when
they are received back with a view too indicate delay in the issue section.
Receipt of the
Date and time when To whom the
File Superintendent Date of return
drafts are sent to the draft is
No. or the head of of draft
Joint Issue Section addressed
the group
1 2 3 4 5

(vi) Monthly Arrear List (for departmental and inter-departmental

papers)-(1) The pending list of files consists of sheets; once or more for each
file, in the following form ;-
File Number ………….………
Subject and date of initiation………………………………………
Present stage Orders
1 2

45
 The date of initiation is the date of receipt in office of the document
initiating the case.
The list will include all cases which have been pending more than a
month from the date of initiation, whether the case is in office, with an officer, or
referred to another department. It will include all cases referred to the
department unofficially and pending for longer than a month.
(2) Each assistant will, on the date fixed (see sub-rule 3), prepare, or
bring up to date, the sheets for the cases with which he is dealing. This he will
do from the file register. The arrear list will, in fact, be an extract, in the form
prescribed, of the last entry in the file registers of the several assistant against
which the word closed has not been entered and which is more than a month
old from the date of its initiation in the office.
The sheets relating to cases received from other departments will be
prepared by the diarist from the inter-departmental register (inwards) and given
to the head assistant who will make them over to the assistant dealing with the
case for noting the present stage, unless the register shows that they have
been sent out, a fact which will have been noted by the diarist.
Assistants will, invariably, enter dates when possible in noting the
present stage (which should be done as briefly as possible, consistent with
intelligibility) to enable officers to judge whether reminders are necessary or
whether there are any other means of expediting the disposal of cases.
(3) The date of submission of the lists shall be prescribed by the
Secretary and it is open to him to make such arrangement as may be most
convenient. Either the lists for the whole department may be submitted together
or those of the separate branches or assistants may be submitted at different
times, provided that the Under Secretary or Assistant Secretary sees them all
at least once a month and the Secretary, once in two months. The Registrar will
see that definite orders on this point are obtained and followed.
(4) On return of the arrear list from the Secretary, the sheets will be
returned to the assistants concerned, who will carry out any orders that may
have been passed on them.
(vii) Office Standing Order Book and Guard File-Over and above
the registers and returns prescribed in this chapter, the dealing assistant shall
also maintain an office standing order book and a guard file. When any order or
ruling is passed relating to the practice of office, the head assistant of the

46
section concerned shall, without delay, send to the Under Secretary a copy of
such order or ruling for issue of a standing order. All such orders shall be
maintained by each assistant in a loose leaf book for his guidance. The
standing orders shall be maintained chronologically for facility of reference.
Similarly, the guard file shall contain all important orders and rulings
issued by the order of Government from time to time in all departments on
policy and other important administrative matters. These orders shall also be
maintained chronologically in a file in the form of a loose leaf book.
IV-4. Registers, etc., to be maintained by the Recorder- The
following registers shall be maintained by the recorder;-
(a) Record Register;
(b) Register for 'A' proceedings;
(c) Register for 'B' proceedings;
(d) Register for Deposits.
(a) Record Register- All files received from the head assistants,
marked for recording, shall be entered in this register. When files are received
from head assistants, the date of their receipt by the recorder shall be put in red
ink at the top and the entries will then follow. Serial number of the files received
shall be entered in column 1, the number of the file, in column 2 and the
movement of the record from the recorder for reference, when the record is
with the recorder, along with its date of return shall be entered in column 3. In
column 4, the date on which it is recorded shall be entered. The following form
is prescribed for the purpose.
Serial
Number of file Movement Date of record Remarks
No.
5
1 2 3 4

(i) If recording has been complete, the relevant serials should be

rounded off in the record register, e.g., (1), (7) (8) and (9).
(ii) The register shall be checked and initialed with date by the head
assistant every fortnight and by the Under Secretary every month.
(b) Register for 'A' proceedings- All 'A' class proceedings shall be
entered in this register. The serial number of the proceedings

47
 shall be entered in column 1, the subject matter and final order, in
brief, in column 2, the file number, in column 3 and the date of
order finally passed on the file, in column 4. If there are any
previous proceedings connected with the file, they shall be
mentioned in column 5. In column 6, the number of pages, the
recorded file contains, shall be entered. The following form is
prescribed.
GOVERNMENT OF ORISSA
Proceedings of the Government of Orissa in the ……………..
Department for the month of………………19……………….
Subject Date of Previous No. of
Serial No. File No.
and order order reference pages
1 2 3 4 5 6

(c) Register for 'B' Proceedings- All 'B' class records shall be entered in this
register. The serial number of the proceedings shall be entered in column 1,
subject matter and order in brief, in column 2, the number of pages, the file
contains, in column 3 and reference to any other proceedings referred to in the
case under record, in column 4. The following form is prescribed for this
register:-

GOVERNMENT OF ORISSA
………………………..DEPARTMENT
…………………………Section
B Proceedings……………..19……………..

Serial number of
Subject and Order Counter marks
proceedings
1 2 3

48
 (d) Register of Deposits for the month of …………..19………..

Serial Number of Previous

File Number Subject
Number papers reference
1 2 3 4 5

At the end of each calendar month the following information shall be

supplied by the recorder in the record register:-
(a) Number of files pending from previous month;
(b) Number of files received during the month;
(c) Total of (a) and (b);
(d) Number of files recorded during he month; and
(e) Total number of files pending for record.
(e) Press Register-- The recorder shall maintain a press registers in
the form prescribed in rule IV-1 (vi)
5. Registers, etc., to be maintained by head assistant-
(i) File Register;
(ii) Forward Diary;
(iii) Office Standing Order Book;
(iv) Precedent Case Register; and
(v) File Index Register.
Maintenances of registers (i) to (iii) shall be on the same line as
indicated in rule 3.
(iv) Precedent Case Register - A precedent case register shall be
maintained by the head assistant and will contain, in brief, all decisions likely to
be cited as precedent in future. This shall be maintained in the following form:-
Orders or advice
File Number Case in brief Remarks
given
1 2 3 4

49
 All cases relating to matters which have not crystalised into rules or
instructions or cases in which orders of government have been obtained not in
consistent with rules or circulars but by dint of special circumstances or other
reasons shall be taken as precedent cases.

(v) File Index Register- This register shall be maintained in the

following form ;-

Subject heading……..

Number of the file Title of the file Remarks

1 2 3

The register will be in charge of the head assistant and the dealing
assistant will obtain the particular file number from it. The subject headings in
the register will be filled in by the head assistant according to the subjects
allotted to the section in his charge. For example, if the section is allotted work
relating to the Deputy Collects, the subject headings will be entered as follows:-
ID
Deputy Collectors Cadre 1
ID
Ditto Appointment 2
ID
Ditto Transfer 3
ID
Deputy Collectors Leave 4
ID
Ditto Deputation
5
ID
Ditto Retirement
6 and so on.
The main heading, Deputy Collectors, bearing the symbol ID and the
minor heading bearing the symbol 1,2,3,4 will be entered against the item
'Subject Heading'. Files opened under each of the headings will bear numbers
of the File'. The subject headings will be fixed and controlled by the Under

50
Secretary and no change in them will be made without his approval. After a
paper is received by the assistant, he will see whether it will go into one of the
files already opened. If not, he will obtain, in consolation with the head
assistant, if necessary, a new number for the particular paper from the file
index register and make relevant entries accordingly in the register. The
remarks Column in the register should be utilised for entering proceedings
number, etc., when the case is finally recorded.
IV-6. Register to be maintained by Stenographers/Personal Assistants
of Deputy Secretaries and Higher Officers-Movement Diary- Files passed by a
Deputy Secretary or higher officer will be sent direct by the stenographer or
personal assistant to the officer to whom marked, after keeping a note of the
movement in the following form :-
To whom
File or diary Number
passed
1 2
Date……….

IV-7. General Registers, etc.- (i) Charge Reports

(ii) Statement of Temporary Appointments and Deputations.
(i) Charge Reports- Before an assistant is allowed to leave his post
on transfer to another section in the same department, or to another
department, he will hand over charge in writing of all papers, books of
reference, etc., to the assistant who takes over work or, if there is no such
assistant, to the head assistant of the section in which he was working. When
owing to absence on leave or sudden illness or some other reasons, an
assistant is not able to hand over charge personally, a list of all papers, books
etc., found at his table will be drawn up with the help of the file register and log
book by the assistant working in his place, or, if there is no such assistant, by
the head assistant himself.
(ii) Statement of Temporary Appointments and Deputations- (a) Each
department shall maintain a statement of all temporary appointments and
deputations sanctioned by it in the following form-

51
 Date on which
Period of
case is to be
Nature of temporary Date of expiry of
submitted for
appointment appointment or sanction
renewal of
deputation
sanction
1 2 3 4

(b) The register shall be maintained by the assistant selected by the

Registrar for the purpose. He will be responsible for putting up each case for
entering in the register for orders at least one month before the expiry of the
sanctioned term.
(c) The statement shall be examined periodically by the Under
Secretary. The officer in the office whose duty it is to apply for renewal, if
necessary, shall be warned of such impending expiry. A renewed sanction shall
be noted as a fresh entry.
IV-8. General Instructions- (i) Care must be taken to make all entries in
registers as brief as possible and, for this purpose, all recognised abbreviations
of official designations and titles can be used. The entries should be made
carefully and legibly.
(ii) The formal registration of cases to show their movements
within the same office is unnecessary.

52
 CHAPTER V
Outline procedure in dealing with cases
SECTION I
FLOW OF PAPERS AND FORMATION OF FILES
V-1. Opening and distribution of daks-(a) Except covers addressed by
name, which should be sent unopened to the addressees, all daks, including
telegrams and registered and insured articles, will be received and opened
normally by the Secretary of the Department or the gazetted head of office in
the Secretariat. Such communication may be received by the personal
assistant or stenographer of the Secretary or other gazetted head of office on
his behalf and submitted to him at once. Local communications, other than
those in closed covers, shall be received by the diarist and submitted to the
Secretary or the gazetted head of office for perusal. Correspondence of any
kind addressed to the Minister will be received by his personal assistant or any
other class III officer of the Minister's office designed for the purpose.
N.B.- Although Chief Secretary is the Secretary to Government in the Political and
Services Department, he is not the officer directly dealing with matters relating to all branches
of the said department. All communications, including telegrams, meant for the different
branches of the Political and Services Department shall, therefore, be received by the Officers
who are directly in charge of the branches concerned.
(b) All communications shall be initialled and dated by the officer
receiving them, after having them (and any important enclosures) stamped by
the office stamp. After the intermediate officers, viz.; the Joint Secretary,
Deputy Secretary and Under or Assistant Secretary have seen the
communications they should be sent to the head assistants concerned. At this
stage of perusal of daks the officers should give directions, wherever
necessary, as to the line of action which they would like office to take.
Envelopes that can be used again with economy labels will be sent to
the dispatcher.
(c) The head assistant will then send the communications to the
diarist after noting on them the names of the assistants by whom they will be
dealt with.
(d) The diarist will then enter them in the diary register, marking on
them the diary numbers, and then make them over to the dealing assistants
concerned. The initials of the assistants should be taken in the appropriate
column of the diary as an acknowledgement of receipt of the papers.
53
 (e) Important notes to be diaries-Important notes or orders which
originate files in the department may be treated as fresh receipts and diarised.
This should only be done with the approval of the Under Secretary or any
higher authority.
(f) Important letters from the Government of India- Copies of
important letters from the Government of India (including those from the Prime
Minister and other ministers of the Union) should be seen by the Governor and
the Ministers concerned as soon as possible after receipt. In very important
cases of general interest, they should be circulated to all Ministers and Deputy
Ministers. The head assistant will sent important letters from the Government of
India, of which no spare copies have been received, to the issue section for
preparation of copies for received, to the issue section for preparation of copies
for circulation. If spare copies are received, one of them will be circulated. The
circulation slips should be kept till the file is submitted so that action can be
taken if this rule is overlooked
In addition to the cases and copies of the proceedings which are
required to be sent to the Governor, each department of the Secretariat shall
also forward to the Governor, for his information, copies of the following :-
(i) Important letters and telegrams addressed to the Government of
India, important letters and telegrams from and to the State Governments, the
High Court and the Orissa Public Service Commission; and
(ii) All orders embodying important principles or changes of policy in
the administration of the State.
(g) All officers must give the perusal of dak highest priority. Personal
assistants and stenographs should treat the receipts moving up and down as
'Immediate'. The officers and the head assistants concerned should keep a
careful watch on any hold-up in the movement.
V-2. Classification of Receipts - (a) At the stage of perusal of daks, the
Under Secretary or the Assistant Secretary should classify all receipts which
are required to be so classified into A, B or C by taking into account the nature
of the receipt and the clerical manhour required for its disposal. A receipt
should be classified as B if the time required for its disposal is between one and
two hours. A receipt that can be disposed of in less than one hour should be
classified as C and a receipt which would require more than two hours for
disposal should be classified as A. Requirement of staff in the Secretariat
proper and in an office of the Secretariat-cum-Heads of Departments should be
assessed on 1,000 B class receipts and 1,100 B class receipts per year
54
respectively per assistant. For the purpose of assessing clerical workload an
'A' class receipt should be considered equivalent to two 'B' class receipts and
each 'C' class receipt should be considered equivalent to half of a 'B' class
receipt.
(b) The higher officers should endeavour to see at intervals that
receipts are correctly classified in accordance with the above principle by the
Under/Assistant Secretary. It will also be the concern of the Organisation and
Methods Division to help the Departments to ensure correct classification of
receipts.
V-3. Cancellation of stamps- Court-fee stamps affixed to documents
received in the department, if uncancelled, should be defaced by punching out
the figure head as to leave the amount, designated on the stamps, untouched
and the part removed by punching should be burnt or otherwise destroyed.
V-4. Receipts not to be Diarized- (i) The following categories of
receipts should not be diarized:-
1) Unsigned communications on which no instructions have been
recorded by officers and on which no action is to be taken;
2) Telephone lists, lists of books and journals;
3) Receipts miss-sent to an office;
4) Postal notices (The information contained in these notices can
always be had from post offices);
5) Notices of changes in the personnel of foreign embassies,
diplomatic services, Government of India and other State
Governments (They are seldom required and can always be
ascertained from the Home (Political Department);
6) Governor's assent to bills (These are published in the gazette,
a copy of which is received in each office);
7) Priority of foreign passage;
8) Change in the names of offices, creation of new offices,
notifications, etc. (If published in the Gazette, should not be
circulated again); and
9) Corrections to Indian Word Code.
(ii) Routine Diary Register-A separate routine diary register should be
maintained for registration of the following types of receipts;-
1) Casual leave applications and reminders;

55
 2) Identical representations from individuals or groups of
individuals. It would be sufficient to diaries only one copy, viz.,
that received first, in the main diary register;
3) Tour programmes;
4) Miscellaneous routine circulars, e.g., those relating to closure
of offices, changes in addresses of officers, notices of holidays;
5) Copies of office memorandum, etc., containing general orders
circulated by the Administration for information;
6) Post copies of telegrams and routine acknowledgement; and
7) Any other types of receipts which, by a specific office order
issued by the department or office, are to be treated as routine.

The above list is not exhaustive. Each officer should

check if other items may be added according to the special
circumstances of each office. If, for any purpose, a record of
such receipts is considered at all necessary, these may be
diarised separately the routine diary register and should not be
taken into account for assessment of staff.
V-5. Flow of papers- (i) Cases will be submitted direct by the head
assistants to the officers concerned.
(ii) Head assistants should consult the Registrar, Assistant
Secretary, or Under Secretary in those cases in which they may require his
instructions or advice;
(iii) Cases marked to the senior officers will be sent to them
direct by the junior officers concerned. Cases returning from the senior offices
will be seen by the junior officers who had put them up, before their return to
office.
(iv) Cases returning from the Minister will go direct to the
Secretary for information before further action is taken on them.
When cases are received back with orders or remarks by the
Governor or by the Chief Minister, they must, at once, be sent to the Minister in
charge for his information; but this is not ordinarily necessary (unless the case
presents special features of interest or importance) if the Governor or the Chief
Minister has only approved, without any comment, a proposal sent up by the
department. The same procedure will be followed when the Governor or the

56
Chief Minister sends to a department any orders regarding action to be taken in
a particular matter.
v) Papers which have been disposed of by officers should,
ordinarily, be sent by them direct to the head assistant.
vi) No department shall refuse to receive any paper during
office hours. Letters and files addressed to officers by name should also be
received by the officers concerned.
vii) The correspondence received in a department should be
distributed to the assistants and officers at convenient hours, ordinarily not
more than thrice a day.
viii) In case of emergency, where any paper needs immediate
action, no employee shall refuse to receive the paper outside office hours and
on holidays.
V-6. File boards and straps- (i) All papers are to be kept in flat files to
be provided with board at the bottom furnished with flaps and tape fasteners.
Nothing should be printed on the flaps. When a file attains considerable size or
weight, a buckle strap, If available, should be used.

(ii) Composition of a file - A file consists of two parts:-

(a) "Notes" which include the subject headings of the series of
correspondence on a particular subject, dockets, important
points of the letter under consideration with office remarks
and suggestions and orders passed thereon;
(b) "Correspondence" which comprises letters received and
issued on a particular subject, including letters for mere
perusal or information.

V-7. (i) Files- A file should be opened for one subject only excepting
for miscellaneous correspondence of any unimportant character which may be
dealt with in a miscellaneous correspondence file. When new or independent
subjects crop up in dealing with a subject, new files should be opened.

(ii) Opening of fresh files- A file may be opened either on the

basis of a fresh letter or of a note. Miscellaneous correspondence of an
unimportant character should not be filed separately, but in a miscellaneous
correspondence file.

57
 (iii) Treatment of fresh letters and other Communications- A letter
which initiates a correspondence or which is not in continuation of previous
correspondence which has passed during the year, or which is in continuation
of a correspondence in a previous year which has been recorded, should form
the first paper of a new file. A letter, which is in continuation of correspondence
which has passed during the year or of correspondence of a previous year
which is still current and unrecorded, should be dealt with in the old file. Demy-
official correspondence and telegrams should also form part of the
correspondence. If a post copy of a telegram is received, it should be
preserved in preference to the original.
iv) Subject heeding of files- The assistant dealing with a case
should determine, under the direction of the head assistant, when a new file
should be started as also the file heading to be given to it. A list of approved
subject headings shall be drawn up and maintained in each department for the
guidance of the dealing assistants who will give subject headings to files from
this list. In the absence of proper subject headings in the approved list, the
head assistant will be consulted by the dealing assistant as to what should be
the subject heading of the file or files of papers marked to him. To ensure
uniformity from year to year, no additions to, or alterations in, the approved list
of subject headings shall be made without the approval of the Under Secretary.
Head assistants shall consult the Under Secretary if they find that they cannot
allot from the list a suitable subject heading to a letter received in their sections.

When it has been settled as to what file number shall be allotted to a

letter, the necessary particulars shall be entered by the assistant concerned in
the file index register and the file number noted in the log book and the file
register.

V-8. Separation of subjects- When more than one subject is dealt with
in a letter, each subject should, ordinarily, be handled independently, the
necessary copies or extracts being made and dealt with separately in relevant
files. In some cases, however, it may be found convenient to start sectional
notes on the different points dealt with in the letter. This should only be done
with the approval of the Under Secretary.

58
 V-9. Disposal of cases at different stages by the same Assistant- A
case belonging to a particular section shall ordinarily, be dealt with at all stages
in that section and, as far as possible, by the same assistant who is acquainted
with its details.

SECTION II

REFERENCING

V-10. Referencing and paging- When a letter has been placed and
docketed in the file it should be referenced and paged in pencil.

V-11. Connected papers to be put up- Subject to any initial orders

passed by higher authority regarding referencing, the assistant must, carefully,
read through the letter and its enclosures, if any, to be submitted, and, with the
help of the registers and indexes, trace and put up any connected records or
papers, whether actually quoted in the letter or not, which are relevant to the
question under discussion or are likely to be required for the disposal of the
case. References put up should be restricted to those actually required in
dealing with the case. References put up with the file should be noted on the
left hand margin of the file at the top of the first page note sheet.

V-12. Paging and arrangement of papers in a file- The current

correspondence in the file should be paged from the bottom upwards, the last
page of the first letter or of its enclosures being page 1. In other words, if a
letter, dated the 1st October 1949, with enclosures, covers ten pages, the last
page of the enclosures should be page numbered 1, the last but one numbered
2, and so on. The main forwarding letter covering one page only should be
numbered 10. If a reply has been given to the first letter, the approved draft
reply should be placed just over that letter, paging it 11. A second letter
received, say a week after, i.e., on the 8th October 1949, should be placed
above the "approved draft reply". The series of correspondence should be
arranged and page numbered in this way. Similarly, papers or proceedings
placed in a file for reference must be placed chronologically, the latest papers
being at the top.

59
 V-13. (i) Lettered or numbered slips- Papers to which specific
reference is made in the letter or its enclosures or to which it is desired to draw
attention in connection with a passage or proposal contained in them, should
be marked with lettered or numbered slips, the letters or numbers on these slip
being quoted in pencil neatly in the margin of the letter, which should itself be
indicated, by a slip heading the words 'Paper Under Consideration'. Such slips
should never be pinned to pages of books of reference but the particular page
number with paragraph (s), if any, of that book should be indicated in pencil in
the notes or correspondence, as the case may be. Slips should not be used for
the current file to which references are made by quoting the page number of
the correspondence or notes in pencil. Not more than one slip need be pinned
to a previous collection put up. References to another page in the same
collection should be made as follows:-

above
"Page ………………….. Slip……………"
below

(ii) Quotation of reference- As reference to slips and pages are

meant to serve a temporary purpose, they should neither be included in the text
of notes nor be printed, and they should be erased from any document leaving
the office as an enclosure to an official letter. Beyond the quotation of
references, nothing may be written on the letter under submission, nor should
proceedings or books, put up for reference, be disfigured by underscoring,
annotations, or other marks. All such quotations or references, either in the
notes or correspondence, should be legibly written in ink on the left hand
margin of the note sheet or correspondence by indicating the particulars of the
proceedings with the corresponding number of the file put for reference while
all such reference by slips to the pages of notes and correspondence of those
proceedings should, invariably, be made in pencil.

V-14. Use of spare copies of printed papers- Where a paper, which has
been printed, is required for information or reference, a printed copy, and not
the original shall be submitted, unless ordered otherwise.

60
 SECTION III
NOTING

V-15. Noting - Having got his file referenced, the assistant notes on it, if
necessary, beginning by entering very briefly, the subject of the file according
to the approved list of subject headings, from whom the communication has
been received and its number and date. In a large number of cases, all that is
required by way of note is a brief reference to a precedent or to any orders or
rule bearing on the case.

V-16. Routine notes-- There should, ordinarily, be only one set of notes
for each case. Remarks of routine character, e.g., movement of the file or any
query on matters not directly concerned with the disposal of the case, shall not
be entered on the regular note sheets but on the separate routine note sheets
provided for the purpose. In inter-departmental references, such an office note
unless purely formal in character, should always be made on the routine note
sheets.

V-17. Order of notes- Notes should be written, as far as practicable, in

order of the serial numbers of the papers of the file. Any interruption of the
general series of notes, occasioned by the submission of a letter independent
of the file, should be provided for by bringing the notes on the letters
separately submitted into the general series at the earliest opportunity.

V-18. Entry of subsequent receipts and issues-- The numbers and

dates of any subsequent receipts and issues and the person from or to whom
they are sent shall be entered in ink not on a separate sheet in that form but in
chronological order in the notes.

V19-. Form of notes and signatures-- Every note shall be legibly written
in ink or typed if it extends over three pages upon note sheets specially meant
for the purpose. All notes are written on single note sheets strung together and
page numbered serially in pencil and sufficient blank note sheets for noting
shall be attached to the notes. Assistants will insert their initials on the left hand
side and Gazetted Offices will sign their names in full legibly on the right. All
note sheets, including the blank sheets, must be legibly paged.

61
 V-20. Referencing notes- Every note must be referenced in the same
way as the paper under consideration. Notes by officers should be checked
and referenced if and when they pass through the assistants and the head
assistant.

V-21. Numbering of paragraphs- All notes should be written in order of

sequence divided into convenient paragraphs which should be numbered.

V-22. Language of notes-(i) All notes should be the temporarily written

and all apparent errors or wrong interpretation, etc., in the notes of superior
officers should be pointed out or commented upon by office in respectful
language on routine note sheets.

(ii) Particular care should be taken by officers, as well as assistants of a

department, not to criticise in their notes adversely, in strong language, the
observations made by another department.

V-23. Treatment of notes- No letter or case should be submitted for

orders, as far as possible, with more than one note from the office or from each
section in which it is dealt with. If the note is put up by an assistant, the head
assistant will, if he accepts it, add his initials. If he does not accept it he should
modify or rewrite it, or if the note is incorrect, inadequate, or perfunctory, he
may either remove it from the file and / or return it to be rewritten. The office
note may be similarly treated by the first officer to whom the case submitted.
The head assistant shall be responsible for the correctness of the contents of
the office note including referencing of such a note. The first officer to whom it
is submitted shall, in the like manner, be responsible to the senior officer for the
correctness of the note, including referencing which is endorsed to or written by
himself.

V-24. (i)Paraphrases and extracts prohibited- It shall always be

assumed that the paper under consideration will be read by the officers to
whom it is submitted. In some cases, the perusal of the paper under
consideration is sufficient and noting is required beyond a brief suggestion for
action. The reproduction in a note of verbatim extracts from the letter under
consideration should, ordinarily, be avoided.

62
 If the paper under consideration is short and self-contained, its contents
should not be reproduced by the dealing assistant in his notes. He should
directly touch on the point required for information and, if necessary, put up a
draft reply as well while submitting the case to the officer for passing orders
thereon. This will not only expedite matters but will also save the time of all
concerned. If, however, the subject treated in the paper under consideration be
important and of great length and complexity, a clear summary should be
prepared with remarks and suggestions, if any, as to its disposal.

ii) Contents of office notes- A note or précis by office should contain the
following particulars in more or less detail according to the importance of the
case:-

a) A statement of the case (unless this is contained in any previous note to

which reference can be made) showing the questions for consideration and the
circumstances leading up to them ;

b) A reference to any law, rules, precedents, previous orders, or parallel

cases, which may be applicable, and their bearing on the questions for
disposal; and

c) Suggestions for action, wherever possible, and, in cases in which

disposal is governed by rule or custom or in which the concurrence of other
departments is necessary, an indication of the procedure which should be
followed.

V-25. Maintenance of history sheets- In order to prevent repetitive

notings to give the history of a case at different stages in course of its disposal,
a history sheet should be maintained and placed in long-pending and
voluminous important files. Additions and alterations to the history sheet may
be made at subsequent stages to bring the sheet up-to-date. The Under-
Secretary should indicate the cases in which a history sheet is to be started
and maintained. The sheet will be placed at the top of the correspondence
portion of the file, but it should not be page marked. When the file is recorded,
the history sheet may be marked as "Keep With". When the case is of a
confidential nature, the history sheet should be marked as "Keep With"-
Confidential".

63
 V-26. Essential points in noting and drafting- In preparing an office note
or draft, the following essential points should be borne in mind:-

Is it; (i) Complete?

(a) Dose it give all the necessary information? In particular,

care shall be taken that references to previous orders, which
are to be modified, superseded, or supplemented, are
invariably given;

(b) Does it answer all questions?

(ii) Concise?

a) Does it contain only essential facts?

b) Does it include only essential words and phrases?

(iii) Clear?

a) Is the language adapted to the addressee?

b) Are the words the simplest that carry the thought?

c) Do the words exactly express the thought?

d) Is the sentence structure clear?

e) Is each paragraph one complete thought unit?

f) Are the paragraphs in proper sequence?

iv) Correct?

(a) Is the information accurate?

(b) Do the statements conform to policy?

(c) Is the writing free from personal bias, errors in grammar,

spelling, or punctuation?

64
 v) Appropriate in tone?

(a) Will the tone bring the desired response?

(b) Is the writing free from antagonistic word and phrases?

(c) Is it free from pompous, hackneyed, or "bureaucratic"

phrases?

V-27. Notes on addresses presented by deputations to the Governor

and/or a Minister- In cases in which the Governor or a Minister is approached
for assistance by deputations presenting addresses, the Secretary in each
department will, on receipt of copies of the addresses from the Governor or the
Minister, cause notes to be prepared with reference to the subjects relating to
his department and will see that the note deal with the points on which the
Governor or the Minister has to reply to the deputation. The notes should
include information on the following points :-

(a) the policy of Government in such cases;

(b) is the Secretary prepared to recommend assistance being

promised ; and

(c) If so, what assistance?

In cases of deputation to the Governor, or the Chief Minister, a Secretary

must take the orders of the Minister-in-charge before submitting his notes to the
Chief Minister or through him to the Governor.

V-28. Procedure of communication of Government orders- The orders

of Government shall be communicated in writing through the Secretaries of the
departments concerned. Secretary to Government in this respect will include an
Additional Secretary, Joint Secretary Deputy Secretary, Under-Secretary and
Assistant Secretary.

Whenever a superior authority, such as a Minister gives some

instruction to the Secretary or a subordinate officer in the Secretariat, the officer
concerned is to reduce the instruction to writing and get it confirmed by the
authority giving the same at the earliest possible opportunity. If the officer

65
concerned happens to be other than a Secretary, it will be his duty to
immediately communicate to his immediate superior, whatever instructions may
have been given to him.

When a Secretary or some other officer subordinate to him meets

the Governor, he is to report to the Chief Secretary the substance of the
discussion and when the Chief Secretary meets the Governor he is to
communicate the substance of the discussion to the Chief Minister.

V-29. Procedure to regulate the channel of correspondence between a

Head of Department and Minister or Deputy Minister- All information called for
from a Head of Department by a Minister/Deputy Minister are to be supplied to
him direct by the Head of Department with an intimation to the Secretary of the
department concerned. If any Minister/Deputy Minister not in charge of any
particular subject wishes to get information on some secret or confidential
matters either from the Head of Department or from the Secretariat, he is to
contact the Minister/Deputy Minister in charge of the subject or, if necessary,
the Chief Minister. If a Head of Department is given any instruction by a
Minister, the former to bring it forthwith to the notice of the Secretary of the
Department concerned.

V-30. Procedure for dealing with cases referring to legislations - It is the

business of the department to decide and obtain the approval of the Council of
Ministers to the Main principles of the legislation, but not to draft the bill. It is the
business of the Law Department to prepare a draft. The following procedure is
generally suitable for submitting cases referring to legislation:-

(a) A separate page or broad-sheet should be used for each

important point;

(b) If the proposed legislation is, by way of an amendment of an

existing act, or is using an act of another State as basis, the
clause of the existing act dealing with the point under
consideration may then be quoted in extenso, if necessary;

(c) After this may come notes of the views of persons, officers, or
associations, who have been consulted; and

66
 (d) Then shall come the notes of the office and the officers and the
final decision

When the decisions are complete, the whole matter is referred to

the Law Department.

NOTE-Details of instructions regarding legislation in the State Legislature are

given in Chapter IX.

V-31. Notes on annual reports - In submitting annual reports and

returns, attention should be paid to the following points :-

a) that the report or return has been drawn up in the prescribed

length and contains the prescribed information;

b) that orders issued requiring special notice or mention to be made

in the report of any subject have been attended to;

c) that standing orders in regard to the spelling of names, style of

printing, and so forth, have been complied with; and

d) that no modifications have been made in the prescribed forms

without sanction.

The office notes should not repeat information given in the reports but
important passages may be noted or marked and attention should be drawn to
correspondence, if any, connected with them.

The files should always contain any orders which may have issued
regarding the preparation of the report under submission and the notes and
orders on the reports for the previous year.

V-32. Examination of returns on receipt- Where a return is compiled in

the Secretariat from returns submitted by the local officers, each local return
must be carefully scrutinised on receipt to see that it complies with the
instructions and gives all the information required. The practice of deferring the
examination of such returns until the last one has been received is forbidden.

67
 A chart showing dates, page-limits and other necessary
particulars in regard to the various reports and returns with which the
departments are concerned, should be kept hung in the departments to enable
the dealing assistant to remind heads of departments or other officers if such
reports or returns are not received on due dates.

V-33. Procedure subsequent to preparation of note- When the assistant

has completed the case, he hands it over to the head assistant who either
deals with it further himself or initials it and passes it on to the Under Secretary.
It is open to the Secretary to prescribe that any class of cases may be
submitted direct by the assistant, and not through the head assistant.

V-34. Mode of signifying agreement with notes- When an officer agrees

with the preceding note or recommendation he shall append his signature and
noting more. Marginal notes or notes to emphasize special points may,
however, be made.

V-35. Arrangement of papers- The papers of a case under submission

should be arranged in the following order, counting from the top downwards:-

(a) 'Note' on the case;

(b) 'Draft' to issue;

(c) 'Paper under Consideration' (P.U.C.);

(d) Unrecorded current papers; and

(e) Previous files or proceedings for reference in chronological

order just below the current correspondence, latest being
placed on the top. If the reference books are of size
smaller than the note sheets, it will be convenient to place
them on the top of the file outside the file flaps. If tied
inside the flaps, the edges of the papers in the file are
liable to be torn or dog-eared ;

(f) Papers which need not be recorded, e.g., routine notes

which are to be treated as K. W (keep with) when a file is
finally disposed of.
68
 Unwieldy files should be split up into convenient part files and only the
portions required for disposal should be submitted.

When the file is a large one or likely to go outside the department, the
current papers should be enclosed in a stiff cover for protection, the title of the
file being written outside. Such covers can, if serviceable, be utilised more than
once, the title being altered. They can also be turned inside out for subsequent
use.

V-36. Linking of cases - The linking of cases should, as far as possible,

be avoided. Such linking may occasionally be necessary but in the majority of
cases it is sufficient to place, in the file under submission, copies of the papers
of another file to which reference is necessary. Cases should be consolidated,
whenever practicable, into one file by an intelligent selection of papers and
arrangement of notes.

When it is necessary to submit two or more files together they should be

placed one on top of the other and fastened with the binder of the lowest or, if
the files are heavy with a buckle strap. The upper-most current file in which
orders are necessary should bear a label attached to the flap of the file board
showing the number of files linked and which of them are required for reference
and which for orders.

V-37. Waste-papers- Each assistant, before the submission of a file

with a note or a draft shall collect, tie up and place, at the bottom of the file, all
routine notes, requisitions, manuscripts of typed notes and draft manuscripts
and old proofs of printed papers, old reminders of letters to which replies have
been received, routine unofficial reminders to or from other departments or
offices, replies to reminders, routine demy-official correspondence and other
similar papers which, in his opinion, are not necessary for the disposal of the
case but which should be kept for reference until the case is recorded.

V-38. Removal of superfluous papers - The papers of a case under

submission should be restricted at every stage, as far as possible, to those
likely to be required for reference in dealing with it, or which form an essential
part of the correspondence. In summiting or passing cases, head assistants

69
should check the referencing, remove superfluous proceedings and papers and
see that anything that given the file an untidy appearance is remedied.

Papers must not be sent out tied up with string, tape, or paper bands; file
boards must be used despite the addition to the weight of the package.
Otherwise, papers invariably get torn.

V-39. Minor points requiring attention- The following minor points should
also be attended to in the submission of cases :-
1) Documents of smaller size than foolscap put up in a file should
be pasted or fastened to a foolscap sheet, pins are not to be
used;
2) Acts and books referred to may be put up with the file unless they
are available in the reference libraries of officers, in which case
the fact should be stated in a marginal note.

V-40. Duties of the Head Assistant in respect of arrangement of papers-

The head assistant shall examine every case which passes through him before
its submission to the Under secretary, in order to see that-
a) the pages of the note sheets are numbered;
b) sufficient spare note sheets are attached for the record of further
orders;
c) Where necessary, the papers are typed;
d) all references are correctly flagged and there is no duplication of
flags; and
e) all acts, codes and other books of reference are put up when
necessary.

SECTION IV
TIME ALLOWED FOR SUBMISSION OF PAPERS

V-41. Submission without file - The submission of a paper must not be

delayed on the ground that the relevant papers are not available. If it can not be
properly dealt with without them orders must be taken to await such papers.

V-42. Three days rule- An assistant should put up a case after proper
examination and referencing within three days. In case of difficulty the assistant

70
should consult the head assistant and the head assistant should not hesitate to
consult the Under Secretary, or even higher officers. In any case, letters must
be placed in the files and the files, submitted to the Under Secretary through
the head assistant within three days of the receipt.

Time allowed for submission of papers applies also to submission of

drafts.

V-43. Very urgent cases- In very urgent or important cases a special

responsibility rests on the head assistant of the section concerned to see that
no delay occurs at any stage, either in or outside the office, without the matter
being reported to the Registrar or Under Secretary. In such cases, the ordinary
rules for submission may, when necessary, be curtailed or dispensed with.
When an immediate case has been submitted to the Under Secretary and has
not returned to the section before the office closes, the head assistant should
await its return or take orders as to how he should act. To facilitate the rapid
passing on of cases and especially in cases of emergency full use shall be
made of personal communication between officers of the same department and
the Secretary in each department should encourage his subordinate officers to
bring up cases for advise, discussion, or disposal.

V-44. References from the Government of India, other State

Governments, the Governor and the Chief Minister- Special expedition must
always be observed in dealing with references from the Government of India,
other State Governments, the Governor and the Chief Minister. If a full reply
cannot be furnished without delay, orders should be taken whether an interim
reply should be sent.

SECTION - V
USE OF COLOURED SLIPS

V-45. Coloured slips- of the following colours may be placed on papers

to indicate their urgency :-
(a) Green, indicating 'Immediate', to be used only in cases of
extraordinary urgency requiring instant attention by the person to
whom they are addressed, whether by day or night;

71
 (b) Red, indicating 'Urgent', to be used on cases requiring attention
without delay;
(c) Pink marked, for gazette, Assembly question, or resolution, or
budget motion or bill; and
(d) Yellow, indicating that the case is 'Confidential'.

V-46.Care in use of Coloured slips - coloured slips should be used with

discretion and moderation as their profuse use will defeat the object in view.
The necessity for using green slips should be altogether exceptional.

A coloured slip should not be retained on a file after the occasion or its
particular use has passed. Thus, it should be borne in mind that a case which is
'urgent' for a head assistant may not be 'urgent' for the Under Secretary, just as
what may be 'urgent' for the Deputy Secretary or Secretary may not be 'urgent'
for the Minister. Every one passing on a file marked with a slip should,
therefore, consider whether a case is 'urgent' or 'immediate' for the officer to
whom it is being submitted and, unless the label has been placed on the file by
some one above him in rank, may remove or alter it. The head assistant,
through whom all cases, pass, should, particularly, be held responsible for
seeing that these labels are attached or removed at proper stages. Every
person attaching such a label to a case should note, on the left hand margin of
the note sheet, the word 'urgent’ or 'immediate' to indicate that such a slip has
been placed by him, on the date on which he initialed or signed the note.

SECTION VI

DRAFTING

V-47. Form of Drafts- The following are the forms of communication

used in Government departments;-

i) Letter;

ii) D. O. letter;

iii) Express letter

iv) Circular letter ;

72
 v) Reminder ;

vi) Office memorandum and endorsement ;

vii) Resolution ;

viii) Notification ;

ix) Notice or advertisement ;

x) Communiqué or press note ;

xi) Telegram.

V-48. Use of forms of communication - (1) Letter - The letter form

should be employed in writing to the Government of India invariably otherwise
than in the case of periodical returns, other governments, heads of
departments and other subordinate authorities, private persons or public
bodies.

Letters addressed to the Government of India, the High Court, or

anybody corporate, association, or company, or conveying commendations, or
censure, or the rejection of the recommendations of a head of a department
(including the Commissioner of a division), resolutions, notifications, and so
forth, should be made out in the name of the Deputy, and so forth, should be
made out in the name of the Deputy, Joint, or Additional Secretary or
Secretary, but purely routine correspondence may issue over the signature of
the Under Secretary. Important communications with the Government of India
should not issue without the prior approval of a Joint Secretary or Additional
Secretary or a Secretary to Government. Drafts of important letters and
telegrams to the Government of India will, ordinarily, require the approval of the
Minister in charge.

Drafting of an official letter has the following parts :-

(a) Number of letter;

(b) Name of Government and Department and, if necessary, the

section or branch ;

73
(c) Name of the correspondent with full address ;

(d) Designation of the addressee with full address ;

(e) Place of despatch and date ;

(f) Subject matter ;

(g) Salutation (The form of an address in an official letter is invariably

'Sir' or 'Madam');

(h) Body of the letter-

(1) Commencing paragraph - This contains the reference to the

subject of the letter, and, if it is a reply to another letter, the
number and date of that letter,

(2) Main paragraph or paragraphs - This should deal with the chief
topic forming the subject of the letter and should give complete
information, explanation, or argument for the case,

(3) Concluding paragraphs- This may sum up the whole case clearly
indicating what the sender or the writer wants the addressee to
do in the case ;

(i) Subscription with signature- The subscription is a formal one,

such as, 'Yours faithfully'. Signatures should always be legible,
clear and uniform. To be more definite, the name should be
added in brackets, e.g. "(R.K.Das)", below the manuscript
signature of the officer or the writer of the letter;

(j) Enclosure- If there be any enclosure to the letter, this should be

mentioned at the bottom of the letter on the left hand side.

74
 A sample of an official letter is given below :-

No.___________/GEN.

GOVERNMENT OF ORISSA

POLITICAL AND SERVICES DEPARTMENT

(Organisation and Methods Section)

FROM

SHRI……………………………

……………………………

…………………..

To

ALL HEADS OF DEPARTMENTS

Bhubaneswar, date d the………..1959

SUBJECT-Departmental Organisation and Methods of Works.

SIR,

I AM directed to say that it is essential to improve the existing methods of work

employed in the various attached offices and, with this object in
view,……………………………………………………………………………………
……………………………………………………………………………………………
. A copy of the proposed instructions is forwarded for favour of comments
and return by the 31st August 1959.

Yours faithfully,

(Sd) ……………………….

………………………..

Enclosure- A copy of instructions.

75
ii) D. O. Letter- A demi-official letter generally begins with the words"I am
please my
desired to" or 'Will you refer to letter No. ……… dated
kindly Mr. A' s
the…………………………”

a) Demi-official letters to the Judges of the High Court, the Chairman of

the Orissa Public Service Commission, the Member, Board of Revenue and to
Secretaries, Additional Secretaries and Joint Secretaries to the Government of
India, or to other officers of the Government of India, of similar status shall not
issue except over the signature of a Secretary or Additional or Joint Secretary.
A Deputy Secretary or an Under Secretary shall not address demi-officially, an
officer of the Government of India of a rank higher than his own.

b) Demi-official letters to Commissioners of divisions, Inspector-General

of Police, Registrar of the High Court and Secretary to the department of the
Legislative Assembly shall not issue over the signature of an officer below the
rank of a Deputy Secretary. An Under Secretary may write demi-officially to
district officers, heads of departments of the rank of district magistrates and
collectors and to personal assistants to Commissioners of divisions.

c) All demo-official correspondence should not, as a matter of routine, be

treated to be part of the correspondence on the file.

iii) Express letters - Under this system, letters to official correspondents

are drafted in telegraphic form. Though such letters are sent by post to save
telegraphic expenditure and undue use of the wires, they are intended to be
treated, on receipt, with the same expedition as if they had been telegraphed.
To save time and formalities, they are worded and signed as if they had been
so despatched. A carbon copy of an express letter should always be kept for
the file.

iv) Reminder (a)- A reminder is written to invite the attention of the

addressee to some previous communication. There are prescribed forms of
reminders. Ordinarily, a reminder should issue a month after the date of the
issue of the letter. When the officers addressed have to consult other bodies, or
their subordinates, the first reminder should not issue before six weeks.
Subsequent reminders should issue once a fortnight. Reminders may also

76
issue earlier if the matter is of urgent nature. The subject matter should,
invariably, be mentioned in issuing reminders.

(b)(1) When a letter calls for further report or further information or

obviously, demands a reply the assistant should make an entry in the forward
diary to remind him of the date on which the reminder should issue.

(2) Cases, in which reply is due to a telegram, must be kept on the

assistant's table with his current cases, and submitted for orders for issue of
reminders, if necessary, within a day or two according to the degree of urgency.

(c) No reminder should issue in any case in which the initiative has
come from the person addressing Government, unless, in the course of the
correspondence, a question arises in respect of which Government is
interested in obtaining an answer.

(d) If no reply has been received and a reminder is due, the assistant
should put up the file to the head assistant with a draft reminder.

(e) Reminders addressed to the Government of India and to the High

Court should issue only under the orders of and in the name of an officer not
below the rank of a Joint Secretary to Government. Registrars and Personal
Assistants may issue routine reminders to all, except the Government of India,
the High Court and the heads of departments including the Commissioners of
Divisions.
(v) Office memorandum and endorsement- The office memorandum
and endorsement are the ordinary forms of official communication employed
between departments of Government.
The endorsement form should be utilised when transmitting copies
of original documents for information or with brief instructions, but should not be
employed in addressing non-official persons or institutions, nor when
transmitting books or pamphlets or papers which have already been recorded.
Memorandum form may also be adopted in conveying orders to
subordinate authorities when the subject matter is not complicated, the orders
are straightforward and no ambiguity is likely to arise from their being so
expressed.

77
 ILLUSTRATIONS
1) Endorsement-
(a)MEMO. NO. GEN

GOVERNMENT OF ORISSA
POLITICAL AND SERVICES DEPARTMENT
(Organisation and Methods Section)

Bhubeneswar, the 19

The under mentioned document is forwarded to all departments of

Government for information and guidance.

Under Secretary to Government.

List of document(s) forwarded-

Memo No…………..dated on the departmental organisation and methods of

work.

(b) MEMO. NO. GEN

GOVERNMENT OF ORISSA
POLITICAL AND SERVICES DEPARTMENT
(Organisation and Methods Section)
To
ALL DEPARTMENTS OF GOVERNMENT
Bhubaneswar, the 19
SUBJECT-- Departmental Organisation and Methods of Work.
The undersigned \ is directed to say that Government have considered
the various recommendations made regarding departmental organization and
methods of work ………………………………………………………………………
The heads of departments have been informed.

Secretary to Government.

78
 MEMO NO. GEN

Bhubaneswar, the 19

Copy forwarded to all heads of departments for information.

Secretary to Government.

2) Memorandum-

REFERENCE-Letter No……………...dated the………………………..

from………………………………………………………….

SUBJECT-Proposal to

…………………………………………….

ORDER-Sanctioned……………………………………..

By order o the Governor of Orissa

Secretary
Additional Secretary
Joint Secretary to Government
Deputy Secretary
Under Secretary

vi) Circular and Resolution- (a) Circular may be in letter, office memorandum,
or endorsement form, according to the requirements of the case they differ from
ordinary communications of the same kind only in being addressed to several
departments or persons

(b) When the decisions of Government or orders of general

applicability have to be communicated on questions of policy or other important
matters which have been the subject of discussion or enquiry, they should be
drafted in circular letter or resolution form. Resolutions, as a rule, should be
employed for general orders, published in the Gazette. Circular form should be
used in preference to the resolution form for general enquiries or orders on
subjects of minor importance.

79
 A resolution generally consists of three parts, viz.-
(1) the preamble which should, for instance, begin as follows :-
Read the Report on the Land Revenue Administration of Orissa for
the year 19;
(2) the resolution ; and
(3) the order.

It is always drafted in the third person. The first portion (preamble)

of the text of the resolution is merely an introduction to the object or reasons for
announcement, decision, or order. It is then followed by actual announcement
or orders for the disposal of the report or the case under consideration.

At the end, under the heading 'Order' are entered the names of the
departments or officials to whom the resolution is to be conveyed. It is generally
signed by the Secretary or Additional, Joint or Deputy Secretary to
Government. The normal form is, "Ordered that a copy of the resolution be
forwarded to …. ………… Ordered also that the resolution be published in the
official Gazette for genial information".

(vi) Notification- Notifications are employed in making announcements,

Gazetted appointments and transfers and in publishing rules and orders
passed under legal enactments. They are al\ways written in the third person,
numbered and dated and issued over the signature of an officer not below the
rank of an Under Secretary to Government. The subscription should be in the
following form :-

"By order of the Governor of Orissa

…………………………………….

Chief Secretary to Government"

(vii) Notice or advertisement-(a) Notice contains certain information

intended for wide publicity to the general public, e.g., notice for sale of
Government publications issued by the Superintendent, Government Press,
Orissa.

(b) Advertisement is also a sort of public notice or announcement

through the official Gazette and newspapers intended for wide publicity, e.g.,

80
an advertisement for filling up a vacant post of a Lower Division Assistant in a
Secretariat Department.

ix) Communiqué or Press Note- This is generally employed by

Government in conveying through the Press the decisions or actions taken on
certain matters with regard to policy, etc. The public Relations Department of
Government sends the communiqué to the Press for publication.

x) Telegram-(a) A telegram may be composed of plain or secret language

in code or cipher. It should be extremely precise to be expressed in as few
words as possible. It should be so written as to leave the first space empty for
issue number.

b) Telegrams should only issue where the purpose cannot be achieved by

sending an ordinary or an express letter.

V-49. Only selected officers and bodies ordinarily to be consulted-(i)

When opinion is desired on any question, either special or general, ordinarily
only selected officers, individuals or bodies should be consulted.

(ii) In no case should any matter be circulated for opinion without the
orders of the Secretary concerned, or of the Minister, or the Chief Minister in all
instances the question should be considered whether outside opinion should be
elicited who precisely should be addressed and whether the references can be
clearly defined or left general in form references are not infrequently made to
persons who can obviously give no opinion of any value whatsoever. In all
cases, a date should be specified by which a reply is requested.

iii) In cases where urgency is involved, the letters should be

addressed direct to the selected officers with instructions to submit their opinion
through their superior officers to whom a copy of the letter should also be sent.

V-50. References to other State Governments- With a view to

ensure that references to other State Governments are made only when
absolutely necessary, the following procedure shall be observed :-

(i) reference to other State Governments seeking information on a

particular matter or asking for copies of their rules, orders, etc., shall not

81
 issue except with the approval of the Secretary or the Additional
Secretary/Joint Secretary in charge, who will satisfy himself that such a
reference is necessary and that the matter under consideration is such
that it can be held up for such a reference.

(ii) Where a reference is made to one or more State Governments, there

shall, normally, be specified on the file, a date up to which replies may
be awaited. Thereafter, further action shall be taken on the basis of such
replies as have been received, or, if the matter is urgent, even if no reply
has been received up to that date.

(iii) Save for very exceptional reasons, a reference shall be made only to a
few selected State Governments and not to all the State Governments.

V-51. When drafts may be put up- Drafts are ordinarily prepared by the
assistant who noted on the case, after orders have been passed upon it, but
they may be put up at any stage if it appears that the consideration and
disposal of the case would be facilitated by submitting it with a draft. This
procedure should be followed in submitting ordinary cases which have returned
from other departments with their concurrence in the orders proposed to be
issued, and in cases where the action to be taken is obvious or is prescribed by
rule.

V-52. Submission of drafts to a Minister- (i) Where the orders of

Government have been passed in any matter, it is the duty of the Secretary,
Additional Secretary, or Joint Secretary, or Deputy Secretary to pass and issue
the draft conveying the orders or decision and it is not ordinarily necessary for
him to submit the draft to the Minister or the Chief Minister. He can, however,
use his discretion to do so and should do so in important matters if he has any
doubt about the phraseology to be employed or the exact order to be
conveyed.

(ii) Preparation of Memorandum for the Council of Ministers- (a) All

memoranda should indicate their subject matters on the top.

(b) They should contain all the relevant facts they should present
them accurately and clearly and they should state all the arguments for and
against the particular course advocated and should not attempt to overstress
82
the advantages or under stress the disadvantages to suit the views finally
recommended.

(c) If the subject matter concerns departments of the Secretariat

other than that submitting the memorandum, it should be stated whether these
departments have agreed to action being taken on the lines indicated in the
memorandum. If they raise any objections, these should be stated clearly in the
memorandum. In controversial matters, the draft memorandum should be
shown to the departments concerned. The objecting departments may, if they
like, put up a supplementary memorandum and in that case, the supplementary
memorandum should form an enclosure to the main memorandum. This is
particularly essential in matters involving financial considerations.

(d) If the State Public Service Commission has been consulted, a

copy of its letter on the subject should be enclosed with the memorandum.

(e) In cases dealing with appointments to services and posts, the

memoranda should state fully the qualifications of each of the candidates
whose names are mentioned in the memoranda or in copies of the letters from
the State Public Service Commission attached thereto.

V-53. Language and construction of drafts - General instructions

regarding the language of drafts will be found in appendix V.

V-54. Acknowledgment - (i) (a) All letters, petitions etc., from private or
non-official persons or bodies, as well as from officers not in the service of
Government or in the Secretariat should, at once, be acknowledged in the
following form with an intimation that they will be laid before Government. The
department which first received the communication should acknowledge it
before transferring it to the department concerned for disposal.
Communications from the Government of India and other State Governments
and administrations, except when they are being transferred to another
department, and reminders and such routine papers as requisitions for copies
of documents, etc., need not be acknowledged. The head assistant concerned
will be held responsible for the strict observance of this rule.

Where petitions or letters involving any point of law or relief in a court of

law or before a statutorily constituted authority is received, acknowledgement of
83
the said petitions or letters should not be made in the routine prescribed form.
In such cases and in other doubtful cases where contradiction of the assertions
in the petitions or letters relating to any litigation is to be firmly given, Law
Department should be consulted immediately before such acknowledgment is
made.

ACKNOWLEDGMENT

No………………………

GOVERNMENT OF ORISSA

……………….……Department

***************

To

Shri / Shrimati…………………………………………………………..

Bhubaneswar, dated the…………………………………….1959

SUBJECT……………………………………………………………………………..

The undersigned is directed to acknowledge receipt of your

communication dated………………addressed to ……………..and to state that it
has been forwarded, for disposal, to……………………………….to whom further
communication on the subject may be addressed.

Under
Secretary.
Assis tan t

(b) Objections `received from private persons or un-official bodies to

proposed rules under acts of the legislature should be acknowledged at once
with a remark to the effect that "they will be duly considered".

(c) The following classes of petitions should not, however, be

acknowledged:-

1) petitions by telegram other than representations on subjects of general

public interest received from public bodies or recognised associations;

84
 2) petitions against orders already declared to be final;

3) petitions once acknowledged and returned but received back for

further consideration by Government ;

4) petitions from Government servants received direct or through the

official channel; and

5) petitions for situations or for admission into the public service.

ii) The receipt of petitions, except petitions for situations or for admission
to the public service, addressed to the Governor or the Chief Minister should be
acknowledged immediately, i.e., before any enquiry.

(iii) In the case of representations, such as, those referred to in the two
preceding sub-rules, no further action, beyond the acknowledgement of their
receipt, will be required, save in the following cases :-

(a) when the representation deals with subjects which have not
been fully considered by Government or upon which no orders
have been passed ; or

(b) when it recites new facts which were not within the cognizance
of Government when the representation was considered or
orders were passed thereon ; or

(c) when it relates to a specific public grievance not previously

brought to the notice of Government.

iv) When a petition addressed to Government is received, if there is

sufficient material for an immediate rejection of it, it should be recommended
for such rejection. Similarly, if there are obvious reasons for calling for a report
from the local officer, that also should be recommended at once. But if the
petitioner has not supplied sufficient material for an immediate decision on the
desirability of either rejection or local reference, the petition must then be
returned to the petitioner. Every effort should, however, be made to inform the
petitioner clearly at the time of returning his petition, what further information is
wanted so that the case may not again require a reference to the petitioner
before the disposal of his petition.
85
 v) Representation regarding personal grievances can be accepted only
from the persons aggrieved; and the rule that aggrieved persons must, before
approaching Government, first seek redress at the hands of the local officers
who are competent to afford them, must be observed.

vi) No action should be taken on anonymous or pseudonymous petitions

and complaints, but, if some specific allegations have been made therein,
confidential inquiries may be made under the orders of an officer not below the
rank of a Joint Secretary.

vii) Though each communication which issues from the Secretariat

should clearly show the department from which it issues, orders should not be
communicated as being the orders of a single department or a single Minister.
The form of authentication of orders and the authenticating officers of
Government are mentioned in the Rules of Business.

viii) The number and date of the letter replied to or of the last letter of the
correspondence should always be referred to. In some cases, it may be
necessary to refer to a series of letters and this should be done on the margin
of the draft.

ix) All letters should be headed with a brief statement of the subject of
the letter, the subject heading of the file should, as far as possible, be utilised
for the purpose.

x) When a petition is received, which is addressed to Secretariat officers

as well as to local officers, no action need betaken on it in the Secretariat.
Action on such a petition will, ordinarily, be taken by the Gazetted officer of the
lowest rank who has been addressed in the petition and who is competent to
deal with the matter.

V-55. Numbering of paragraphs and columns- (i) Numbers should be

given to paragraphs in letters and also to columns in statements whether given
separately or in the body of a letter, report, or note. If any letter or other
communication is received without numbers to paragraphs and columns, the
omission should be corrected immediately on receipt.

86
 (ii) Reference in draft - Drafts should be marginally referenced in the
same way as papers under consideration, but these references should not
appear in fair copies of drafts sent out of the office. Long drafts should always
be referenced to the notes on which they are based.

V-56. Verification of figures - All figures in drafts must be verified by the

drafting assistant and checked by the head assistant and the fact that they
have been verified, noted in pencil on the draft.

V-57. Verification of addresses and titles- The titles, orders, or

designations of persons addressed or referred to in drafts should be carefully
verified by the assistant who prepares the drafts. When any doubt on the point
exists, the orders of the Registrar or the Under Secretary should be taken.

V-58. Collection of information required confidentially by the

Government of India- Should any confidential circular or letter be received from
the Government of India, to reply to which it is necessary to obtain information
from local officers, the letter should not state the origin of the call.

V-59. Communication of orders on personal matters- The following

instructions have been laid down for observance in communicating official
correspondence and orders relating to personal matters to a subordinate
officer:-

(a) As a rule, only the substance of the decision should be

communicated to the officer concerned with such statement of the grounds
upon which it is based as may be necessary for the information of the officer
and may be considered expedient having regard to the circumstances of the
case.

(b) The express permission of the Government of India must be

obtained before correspondence between a State Government and the
Government of India, indicating a difference of opinion is communicated to any
person.

(c) When a recommendation is made to the Government of India for

the grant to an officer of a concession which is not admissible under the rules,

87
care must be taken that no information on the subject is given to him until final
orders have been passed.

V-60. Communication of correspondence with the Government of India-

Except with the express orders of a Secretary, whose attention should be
drawn to this rule, no copy of a letter addressed to the Government of India on
which orders are expected, should be communicated to officers subordinate to
Government until final orders have been received from the Central
Government.

V-61. Publication of official correspondence- No correspondence

between the State and the Central Government should be published unless
copies of it have been supplied by the Government of India for distribution to
the Press, or unless publication has been expressly authorized. In other cases,
if publication is considered desirable, the orders of the Government of India
must invariably be taken. Papers which disclose a difference of opinion
between the Central and the State Governments should not be published. No
official correspondence should be published without the orders of the Chief
Minister.

V-62. Direct correspondence with subordinate local officers - Except in

cases of urgency or by previous arrangement with the heads of departments,
no official communication should be addressed direct to officers subordinate to
such heads of departments and when any such communication is made a copy
should be forwarded simultaneously to the head of the department to whom the
officer addressed is subordinate.

In the case of correspondence with district officers, (Collectors,

District Magistrates or Deputy Commissioners) however, it is not always
necessary to address them through the Board of Revenue and the Divisional
Commissioner. But, except in trivial and routine matters-

1) the Divisional Commissioner concerned should at least get copies of

correspondence between district officers and Government ; and

2) in certain (i.e. , more important ) classes of cases the correspondence

should be conducted with district officers through the Divisional
Commissioner and/ or Board of Revenue, and not direct.
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 V-63. Note of fact that draft has been approved- Whenever, as in A'
cases, a draft is not kept in the file it should be stated, in continuation of the
notes, by whom the draft was approved, and any remarks made on the draft or
proof, which it is desirable to preserve, must be copied into the notes.

V-64. Resubmission of cases after issue of draft- When a case is

required to be resubmitted after issue, the head assistant concerned should
write on the first page of the draft in red ink, "issue and resubmit".

V-65. Noting of cases in which memorials to the Government of India

are withheld- In any case, in which a memorial addressed to the Government of
India is withheld by the State Government, it shall be the duty of the assistant
dealing with the case, as soon as the draft is passed, to see that an immediate
entry is made in the statement to be submitted to the Government of India at
the end of the quarter in which the case is withheld and he will be held
responsible for such entry. To ensure that no entry is omitted, the statement
should be started at the beginning of the quarter and filled in as cases are
withheld. All such cases must be submitted to the Secretary.

SECTION VII

CONFIDENTIAL CASES

V-66. Treatment of confidential cases- All papers, including office notes

received or dealt with in the Secretariat, are of confidential nature the contents,
of which should not be divulged or spoken outside the office. Breach of this rule
is an offence punishable with imprisonment which may extend to two years or
fine or both, under section 5(4) of the Indian Official Secrets Act, 1923 (XIX of
1923). This rule applies with greater force to documents specially classed as
"Confidential" and all are cautioned to observe strictest secrecy in regard and
all are cautioned to observe strictest secrecy in regard to them and, on no
account, to divulge their contents in or outside the office.

V-67. Disposal of confidential or secret papers addressed to an officer by

name -- The office should not, unless specially so empowered, open a secret or
confidential paper, addressed to Gazetted officers of the Department, either by
name or by designation, but should send all such papers to the officers

89
concerned unopened. Should the subject matter of the communication not
concerned the officer to whom the communication is addressed, he should
pass it on to the Secretary of the department concerned in a sealed packet
marked "Confidential".

V-68. Treatment of confidential papers - Upon receipt of a paper marked

"Confidential", the officer concerned will decide, unless instructions on the
points have already been given by higher authority, whether it requires special
treatment under these instructions. If it does not, the paper shall be dealt with in
office as an ordinary receipt for all purposes. If it does, the case will be dealt
with personally by the officer concerned or by such members of the office staff,
including the Registrar, who may be specially employed for the purpose by the
officer concerned. In the treatment of confidential papers, the essential points
are that they should pass through as few hands as possible in the office, that
they should be dealt with only by selected and reasonable officials and that
special arrangements should be made for their custody after disposal.

V-69. Handling of confidential papers- Papers which have to be treated as

'confidential' in the office, should not be brought on to a non-confidential file
but should be separately dealt with and recorded. Confidential papers required
to be dealt with for reference in dealing with non-confidential files should be
placed in a cover under special seal. No member of the office staff should be
allowed to remove the confidential papers in his keeping out of the office.

Originals of code telegrams or their translations or copies thereof should

not be kept on any file but should be destroyed in the presence of a Gazetted
officer of the department by the person who de-codes the telegrams,
immediately after they have been de-coded; only a gist of the telegram in
paraphrase will be placed on the proper file.

V-70. Registration and submission of confidential papers- The entries of

papers to be treated as confidential in the office registers should be made from
slips furnished by the official who deals with the papers and should be very
general, sufficient merely to admit of the papers being traced. The file should
be submitted separately from other cases and need not pass through the usual
channels. It should not be seen or dealt with at any stage by any one except
the appointed official who will himself carry out the entire routine connected
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with it. A register for confidential cases is kept by the Registrar or the head
assistant in charge of confidential cases showing what papers are in the file,
through whose hands the case passes and the date on which, after disposal,
the papers are placed in the confidential almirah.

V-71. Custody of confidential papers- (I) Confidential papers deposited

in the office, whether recorded or unrecorded, as well as the spare copies, if
any, thereof must be kept under the personal custody of the Registrar or the
head assistant until orders are obtained for their transfer to the record room.

(ii) Register and index of confidential papers- When a case is taken out
of or returned to the confidential almirah, a note to that the effect is made in the
register. An index to the register shall be prepared in departments where the
cases are considerable in number.

V-72. Use of locked boxes- Confidential papers should either pass

through hand to hand by personal delivery or in sealed cover or in locked
boxes.

V-73. Covers for confidential correspondence- When confidential

papers are sent out of an office, they should be put into double cover, the inner
one being sealed and marked "Confidential" and superscripted with the name
of the addressee only, the outer one being unsealed and bearing merely the
usual official address. When important confidential or secret papers are
despatched by post, they should invariably be registered 'acknowledgment due'
and the outer cover should be sealed.

V-74. Recording of confidential papers- Papers treated as confidential

are not recorded and brought on to the proceedings of Government without the
special orders of the Under Secretary or any higher officer.

V-75. Circulation of confidential papers- No papers should be sent or

circulated to offices subordinate to Government as confidential without special
orders from the Secretary. When it is required to consult another department in
connection with a confidential case, only the papers that are absolutely
necessary for the purpose of the reference should be sent with the file.

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 V-76. Printing of confidential papers- (i) In important cases, other than
those of a specially secret nature, the papers should be printed as in 'A' cases
but the orders of the Under Secretary should be taken in each case before this
is done. The covers of printed collections of confidential papers should be
yellow. The Superintendent, Government Press, will send all such printed
collections together with the manuscripts under sealed cover to the Registrar
who will make them over to the head assistant concerned for keeping in the
confidential almirah.

(ii) Arrangements are in force in the Press under which confidential

matter is composed, set up and printed by special hands under the
immediate control of the Superintendent of the Press. The
Superintendent will be responsible for having all originals and fair
copies of confidential printed matter forwarded to the Secretariat with
the precautions laid down in the preceding rule, and all other copies
and proofs without exception, taken in the course of printing,
destroyed in his presence. No proof or confidential matter must be
allowed to go out of the Superintendent's possession for computing
or any other purpose.

(iii) The senior computer shall alone be employed in computing

confidential printing work and such work shall be computed in the
presence of the Superintendent, the proofs used for the purpose
being destroyed in his presence immediately afterwards. Confidential
work should be set up by compositors with not less than five years of
approved service. A list should be maintained of not more than ten
compositors to whom confidential work should be entrusted.

(iv) When "strictly confidential" papers are sent to Press to be printed,

the Superintendent will arrange that they shall not be seen by anyone
except himself, the head reader and the compositors employed in
setting up the work and he will distribute the work among the
compositors in such a way that they shall not be able to understand
the matter which is being printed. Such work shall be read and
computed by the Superintendent or the head reader only.

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 NOTE- All or any of the duty to be performed by the Superintendent
in this rule may be performed by the Deputy Superintendent with the
approval of the Superintendent.

(v) Should it be necessary to send an assistant to the Press to obtain

any confidential papers personally, the assistant should be furnished
with a memorandum to the Superintendent of the Press signed by
the Under Secretary.

SECTION VIII

COPYING AND ISSUING AND SUBSEQUENT ACTION

V-77. Responsibility of the typist in charge of issue section- The typist

in charge of the issue section is directly responsible for the proper distribution
of work among the staff under him and for seeing to the efficiency of the work
and the prompt issue and despatch of papers sent to the section. The typist-in-
Charge is directly under the Registrar, or under the head assistant where there
is no Registrar, and is reportable to him and should comply with his
instructions.

V-78. Use of Issue Section- The issue section is not to be used merely
for the issue of letters, etc., but it ought to be employed freely to take extracts
from notes, etc.

V-79. Time allowed for copying - All copying work has to be attended to
without delay. The ordinary rule is that letters, drafts of which have been
passed before midday, should issue on the same day and those, of which the
drafts have been passed after midday, before noon of the succeeding day. No
paper should, ordinarily, be retained in the issue section for more than 24
hours.

Papers received in the issue section will ordinarily be attended to in the

order in which they are received and first preference will be given to urgent and
immediate papers. In cases of exceptional urgency, the officer approving the
draft should, impossible, get it fair-copied by his stenographer.

93
 The typist in charge of the issue section should bring to the notice of the
Registrar cases which have been indiscriminately marked as 'urgent' or
'immediate' for issue.

V-80. Papers to be typed or printed- All letters and documents issued

from the department should either be typed, roneoed, or printed. When the
orders are lengthy and important or a large number of copies are required, they
should be roneoed and, in exceptional cases, printed. Printing shall only be
undertaken under the orders of Registrar or Under Secretary. If the letter is to
be typed or roneoed, the draft is sent to the issue section.

V-81. Procedure in Issuing Letters - All drafts for issue, after being
marked 'issue' and initialled and dated by the head assistant concerned, will be
sent to the issue section. On receipt, the typist-in-charge will carefully examine
each draft and see that the enclosures, if any, are complete. If the papers are,
in any way, inaccurate or incomplete, he will correct them in consultation with
the head assistant concerned. He will then pass them on to the typist who will
at once prepare fair copies and, after comparing, send them along with the
originals, to officers for signature. On return from the officers, the letters will be
despatched by the despatcher who will give them a number and date and enter
them in his register and despatch them.

V-82. Preparation of duplicate copies - If the draft is a long one in

manuscript or has been much cut about and corrected, a clean copy should be
made for the file when the copy for signature is being prepared. This should be
indicated by the assistant concerned on the draft by the words, 'clean copy for
file'.

V-83. Enclosures - (i) When it is clear that the offices to which the letter
under draft is to be sent will require copies for circulation to their subordinate
offices the initiating office should, whenever possible, send copies of the letter
direct to such offices.

(ii) Addresses on circular letters and resolutions- Resolutions and circular

letters should issue with a complete distribution list so that each addressee
may know to whom the communication has been sent.

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 V-84 Issue Number - The issue number of a letter is its serial number
in the issue register and is added in line with the file number typed on each
letter, e.g., 1D-1-27/58-5421/Gen., where '5421' is the issue number. Circular
letters should not be numbered in a separate series. Endorsement of memos.
or letters shall bear the number of the original letter or memo. a copy of which
is forwarded.

V-85. Numbering of Resolutions - All resolutions are numbered and not

merely the endorsements circulating them.

V-86. Date of Issue - Letters are not dated till they are submitted for
signature. The date is the date of actual despatch.

In the case of a letter which is issued in print, the despatcher shall enter
in it the issue number and date when the approved copy of the draft including
finally checked proof copy of the draft, if any, is sent to the Press for final
printing. On receipt of the printed copies from the Press, the despatcher shall
get the printed copies signed by the officer concerned and when despatching
them he will enter the date of actual despatch below the printed date on all the
letters despatched.

V-87. Rules for Typists- (i) Copies must be prepared on clean paper
and in the prescribed forms ; they must be free from numerous erasers and
corrections, neatly typed and perfectly legible. As soon as a ribbon begins to
give faint impression, it should be changed. Similarly, carbons giving faint
impression should be changed.

(ii) Before a typist begins to copy a letter for issue, he shall verify that
it bears the initials with date of a Gazetted officer.

(iii) Marginal references should be neatly marked off with a cage of

bracket.

(iv) In cases where the designation of the officer has to appear below
his signature and the expression "………………..department" is
printed, embossed, or copied at top, that expression should not
be repeated after the designation.

95
 (v) The name, as well as the official designation of the writer should
be set out at the head of all letters.

(vi) If there are enclosures to accompany the communication, they

should be indicated by an oblique line ('/') in the left hand margin
against the paragraph concerned.

(vii) The typist should invariably type his initials with date at the left
hand corner at the end of a fair copy and should also initial with
date in ink in the appropriate place on the left hand top corner of
the draft.

V-88. Examination of typed matter - Every fair copy, sent up for

signature, must be carefully examined; the initials of the typist comparing the
fair copy with the draft should be entered on the office draft and also at the foot
of the fair typed copies.

Fair copies of important papers should be passed and initialed by

the assistant who dealt with the case. Copies of enclosures should bear the
initials of the typist who has examined.

SECTION IX

PAPERS FOR PRINTING

V-89. Issue of letters in print - If a draft is marked 'issue in print', it is

sent for proof to the Press by the assistant concerned. The proof, which will be
without number and date, should be examined; by the head assistant. When
finally passed, it is sent to the despatcher by the head assistant after indicating
on it the number of signature and spare copies required.

On receipt, the signature copies are put up for signature and the spare
copies returned to the assistant concerned.

V-90. Instructions for placing press orders on properly signed

requisition- (i) (a) Every matter sent to the Press for printing should be
accompanied by a proper requisition which should be properly scrutinised and
signed by a Gazetted officer in the department or the office concerned.

96
 (b) The requisition should, as far possible, give full instructions as
regards size, type, paper and binding, etc. The Superintendent, Government
Press, will, however, have the discretion to alter the size of paper, type, etc.,
without reference to the department concerned if he finds difficulties in carrying
out the instructions for want of materials or if he considers the same necessary
in the interest of economy.

(c) The press order should state the date and hour by which proofs or
printed copies are required.

Head assistants are responsible for bringing promptly, to the notice of

the Registrar, any delay in printing of papers, or, if printed copies are not
received within a reasonable time. The Registrar should bring the delay to the
notice of the Superintendent of the Press and, if necessary, to that of the
Commerce Department through the Under Secretary of his department.

(d) All requisitions must indicate clearly whether the type should be
kept standing after work has been finally printed of and, If so, for what period.
Where no such instruction has been given, the types will be distributed after
final printing without reference to the department or office concerned.

Type should not be kept standing longer than is absolutely necessary

and proofs must be returned with necessary instructions within a week of their
receipt from the Press. The Superintendent of the Government Press should
send to the Registrars of the departments, at suitable intervals, a list of cases in
which type has been standing for any considerable period. These lists shall be
submitted, when necessary, with the Registrar's remarks against each item, to
the Under Secretary.

(e) All requisitions for printing, sent by officers who have not been
specially authorized in this behalf, may be returned by the Superintendent,
Government Press, unless such requisitions are accompanied by proper
sanction for printing.

(f) Instructions with regard to printing of blocks, etc., should be fully and
clearly mentioned in the requisitions.

97
 (ii) Calls for supplementary printing- No order for setting up a fresh
matter which has once been printed and broken up will be
complied with by the Superintendent of the Press unless such an
order is received from an officer not below the rank of an Under
Secretary to Government. The Superintendent of the Press
should bring, to the notice of the Commerce Department, once in
every quarter, all cases of supplementary printing which, in his
opinion, deserve attention of that department.

(iii) Typed drafts to be sent to Press- The manuscript should be

reasonably legible. It should, as far as possible, be on one side of
paper only and type-written, except in the case of Secretariat
proceedings. Indexes should be properly arranged and the
references to files, proceeding numbers, pages, etc., should be
clearly indicated.

(iv) Number of proofs- (a) The Press should not ordinarily; be asked
to supply more than two copies of proofs except for very special
reasons which should be clearly explained in the requisition for
work. Bound proof will not, ordinarily, be supplied by the Press.

(b) No second proof should, ordinarily, be called for without the

orders of an officer not below the rank of Under Secretary and except in the
case of important publications, such as, acts, rules, etc., where meticulous
accuracy is essential.

(c) Proofs, except in cases of manuals, codes and bulky

proceedings, etc., should be returned to the Press within seven days of their
receipt from the Press.

In returning proofs to be printed off, the number of copies to be printed

and any other instructions for the Press should be recorded thereon. Those
instructions should be signed by the head assistant.

NOTE- For instructions regarding the manner of examination of

proofs, see appendix VI

98
 (v) Superintendent of Press to be consulted before sending a Manual
or Code for printing- No Manual or Code should be sent to the
Government Press without consulting the Superintendent of the
Press if he is in a position to undertake the work.

(vi) Name and designation of signing officer to be printed - (a) In

printing correspondence, the name as well as the designation of
the signatory of each letter should be printed at the head of it.

b) Printing of initials and signature - In printing notes, the name of

Governor, Minister or Secretariat officer, as the case may be, should be printed
in full at the foot of each note written by him. In the case of a note written by the
Governor, or by a Minister in charge, the letters after the first letter of the
surname should be enclosed in brackets. The names of the officers should be
printed below their notes on the right hand side and the initials (not names) of
office assistants, below their notes on the left hand side.

V-91. Signature of Gazette Notifications - (i) Notifications and papers

published in the Orissa Gazette may be published under the name and
signature of the Under Secretary subject to any general or special order of the
Secretary to Government in the Department concerned.

ii) Urgent printing and latest hour for Gazette (a) - All ordinary
notifications intended for insertion in the Gazette should be delivered at the
Government Press not later than 4 P.M. on Wednesday. Those delivered after
4 P.M. will have to be kept back for publication in the following week's gazette.
Urgent notifications will be received by the press after 4 P.M. on Wednesdays
and will, if possible, be inserted in the gazette then under preparation, provided
an officer not below the rank of an Under Secretary certifies to the urgency of
the notifications.

(b) All advertisements, educational notices, results of examinations, etc.,

intended for publication in parts II and VII of the Orissa Gazette, should be sent
so as to reach the Government Press by 12 noon on Monday. Those delivered
after 12 noon will be kept back for publication in the issue of the following week.
Urgent matters may be received by the press after 12 noon on Monday and

99
inserted in the gazette then under preparation provided this is certified to be
necessary by the head of the office concerned.

(b) All orders for publication of notifications in an extraordinary issue of the

Gazette should be signed by an officer not below the rank of an Under
Secretary, but before signing such orders the officer should satisfy himself that
the publication of the notification is so urgent that it cannot beheld over for
publication in an ordinary issue.

(c) Each part of the gazette will be page in separate folios and not
consecutively.

(iii) Draft Notifications- Draft notifications for the gazette, after being
numbered and dated by the despatcher, should be sent to the press
immediately on receipt from the department concerned. The date of publication
in the gazette should be stamped on the originals of the draft notifications or
other matter before such originals are returned to the Secretariat. On return of
the drafts with printed copies, the necessary endorsements will be issued.

(iv) Copies of Notifications issued in manuscript - If it is necessary to

issue copies of the notification early, the department concerned should mark
the endorsement, "Issue copies in manuscript or in cyclostyle". All
endorsements on draft notifications not so marked will be issued in the ordinary
way, on receipt of printed copies from the press.

It is the duty of the correspondence assistant to inform the Head

Assistant and of the Head Assistant to remind the press, in cases where printed
copies of notifications are not received in the department in time.

(v) Verification of Publication- When a notification or other paper is

published in the gazette, the gazette should be examined by the Head
Assistant concerned to see whether the notification or the paper has duly and
correctly appeared, and the date and page of the gazette should be entered in
its appropriate place in the notes and in the file copy of the paper published.

V-92. Number to be Printed - So far as practicable, each office shall

maintain a standing list (of which a copy shall be kept by each Head Assistant)
showing the numbers of printed copies ordinarily required of all classes of
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papers. The circumstances of each printed paper should, however, be
considered in judging the number of printed copies of it likely to be required. In
determining the number of copies to be printed of papers before they are
recorded, Head Assistant should consider :

(a) the requirements of other officers and offices subordinate to them to which
copies are to be supplied;

(b) the number required for proceedings; and

(c) the number required for future use in excess of proceedings.

In order to obviate the necessity of printing, a fresh supply of copies after

the type has once been broken up or from the type kept standing, all
departments should inform the administrative department concerned of the
number of copies of any order of general application required by them for
circulation; and all officers, when sending matters to the press, should carefully
estimate their requirements in full in order that the necessary number of copies
may be printed off by the press in one batch. In all cases in which the total
number of copies needed is not indicated at the time the ‘print order’ is issued,
it is the duty of the Press to ascertain the total requirements of the
administrative departments before the type is broken up.

NOTE- The instructions contained in this rule should also be followed when
copies are prepared with the help of a duplicating machine.

SECTION X

DESPATCHING

V-93. Signature of fair copies- Fair copies of letters should be prepared

for the signature of the officer who passes the draft, unless he has directed
otherwise. In the absence of the Deputy Secretary or higher officers, the Under
Secretary will sign the letter made out in the Deputy Secretary's or Secretary's
name. Telegrams and true copies thereof are signed by the Head Assistant.

V-94. Order benefiting an Officer not to issue over his own signature-
letters conveying Government orders which benefit an officer personally should

101
not issue over his own signature. They should be made out in the name of and
be signed by the Under Secretary if they concerned the officer higher in rank,
and in the name of and signed by the higher officer if they concerned the Under
Secretary.

V-95. Dispatch of valuable papers - Valuable papers, such as deed,

agreement, original certificate, etc., should, invariably, be registered when sent
through the post.

V-96. Postal Receipts- Post Office receipts for covers and parcels
should be filed by the despatcher and destroyed after a lapse of six months.

V-97. Despatch of enclosures- When books, papers, or enclosures of

any kind are sent independently of the covering letter, they should be
accompanied by a slip indicating the letter with which they are concerned and
the letter itself should bear a note to the effect that the enclosures have been
sent by parcel post or other means of transit.

V-98. Despatch of copies of correspondence to a subordinate Officer

when printed - When correspondence received from any subordinate Officer is
printed in the Secretariat, spare copies should be sent to him along with any
order which may be passed.

V-99. Use of Telegrams- Telegrams should be written so as to leave the

first space empty for the issue number. The Head Assistant, after signing a
telegram, sends it to the routine clerk (despatcher) who enters it in the issue
register, adds the issue number and despatches it after stamping. True copies
need not be sent in confirmation when the subject matter is unimportant. If a
true copy is to be sent, the Head Assistant will have it prepared before the
telegram goes to the routine clerk (despatcher).

V-100. Ordinary covers- Covers containing official correspondence,

which is of non-confidential nature, should be addressed to the officer, for
whom they are intended, by his official designation only and without the
addition of his name.

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 V-101. Use of economy labels - Except for confidential correspondence,
economy labels will be used for closing envelopes. New envelopes will not be
used until the stock of usable envelopes received from outside is exhausted.

V-102. Stamp Account of Issue Section- The stamp account should be

checked by the Registrar whenever the head typist submits an indent for
stamps.

******************

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 CHAPTER VI

Interdepartmental and other References

VI-1. Interdepartmental Communications- Inter departmental communications

are of two kinds, official and unofficial.

i) The only forms of official communication which should be

employed between departments of Government are office
memorandum and endorsement.

ii) (a) An unofficial or file reference consists in marking and

transmitting the original file of papers and notes to the
departments concerned for information or advice or for
concurrence in the orders proposed to be issued. No allusion to or
quotation from unofficial communications may be made in official
correspondence.

b) Communications with other departments may also be made by an

unofficial memo. Where it is not possible or expedient to send the
original file of papers and notes or where the matter under
consideration is of purely routine nature.

NOTE- Only the unofficial reference, i.e., file reference, should be entered in
the departmental registers. All other communications including unofficial
memos. should be entered in the main or routine diary or despatch registers, as
the case may be.

VI-2. Communication with Department of the Secretariat- (i) (a) Unless

specially ordered in a particular case or otherwise required by a rule,
communication with other departments of Government should be unofficial, i.e.,
by file reference; but papers for further action, disposal or record in another
department must be transmitted officially by office memorandum or
endorsement. Original papers or notes of a case initiated in another department
should not be retained without formal transfer from the department to which
they belong.

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 (b) In anticipation of the formal unofficial reference it is sometimes
possible to expedite the disposal of the case by an informal intimation to the
department to be consulted that a reference is about to be made to them and
that, in advance of it, the requisite papers might be collected. Thus, a letter
from the Government of India may clearly necessitate consultation with more
than one department. The department primarily dealing with the case might
usefully circulate a copy of the Government of India's letter immediately on
receipt to the other departments whom it will obviously be necessary to consult,
saying that the usual Secretariat reference will follow but, in the meantime, the
material required for the consideration of the subject might be got ready.
(ii) Papers for reference or information may also be obtained from the
supplied to other departments unofficially. Requisition slips for such papers
shall be countersigned by the head assistant of the requisitioning department
and signed by the head assistant of the supplying department in token of his
being satisfied that there is no objection to the supply of the papers. A list of
records supplied in this manner should always be kept in the records section of
the supplying department and care should be taken that they are duly returned
and their receipt acknowledged.
VI-3. Consultation between Departments of Government on matters of
common concern - (i) (a) Every case, the subject of which concerns other
departments, shall be referred for consideration to each such Department
before any orders are issued or before the case is submitted to the Council of
Ministers for orders. In cases of extreme urgency, prior approval of the Chief
Minister should be obtained for dispensing with consultation with the
departments concerned and where the case has been dealt with or orders on it
have issued in pursuance of such approval, the case itself, along with copies of
orders issued shall be sent at the earliest the opportunity to each department
concerned.
(b) Normally, the references to other departments shall be made
before the case is submitted to the Minister in the parent department and the
referred department shall also normally not take the orders of their Minister in
their department till the Minister in the parent department has seen. But,
exceptions to this rule may be made when any impotent or intricate question is
taken up where the informal view of the Minister is considered necessary

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before the subject is examined in detail. But, in such cases, only tentative
approval shall be taken and not definite orders.
(ii) (a) Whenever possible, consultation with other departments will be
done by personal discussion between responsible officers of the department
concerned. The result shall be recorded on the file by a note agreed between
those officers and signed by them.
(b) Result of any discussion recorded on the file and not signed by the
officers participating in the discussion shall not be taken to represent the views
of their departments unless their concurrence in such views has been obtained
in writing.
(iii) (a) When it is necessary to consult more than one department on a
case, such consultation shall, as a rule, take place simultaneously unless the
multiplication of the documents to be sent would involve excessive time, labour
or expenditure or consultation with one department depends on result of
consultation with another.
(b) Where simultaneous references are made to more than one
department, the main file may, if desired, be sent to one of such department,
communication with the other departments being by written memorandum or
transmission of copies of relevant papers.
(iv) (a) When a case has been referred to and returned from another
department, and a difference of opinion between the departments is disclosed,
personal discussion shall, if possible, be substituted for further noting; and in
any circumstances not more than one further note will be ordinarily recorded in
either department.
(b) Where a case has been referred to another department for
concurrence in the proposals or suggestions made by the department of origin
and the department to which the case is referred does not concur in all or some
of them, the case should, ordinarily, be seen in that department by an officer of
the same or higher rank as the officer in the department of origin who referred
the case. This procedure will also apply to cases where the department of
origin desires reconsideration of the advice tendered to it provided that where
the Chief Secretary has referred a case to a department for reconsideration of
its advice, the case shall be put up to the Minister in charge of that department
if the Secretary of the department is of opinion that the advice previously
tendered should not be altered.

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 (c) If the difference of opinion between the departments is not
removed, the Minister in charge of the department to which the case belongs
shall, if he wishes to proceed with the case, invite the other minister of
ministers concerned to discuss the question. If the Ministers reach an
agreement this will be recorded in a joint note on the case. If they fail to reach
an agreement the points of difference and the recommendation of each
Minister shall be recorded on the case and the Minister in charge, If he still
wishes to proceed with the case, shall then obtain the permission of the Chie
Minister to lay the case before the Council of Ministers.
(v) When orders are passed after consultation with other departments,
a copy of them should be communicated officially to each of the departments
concerned. The forwarding memos. in such cases should have a marginal
endorsement, "Consulted Un-officially".
VI-4. Treatment of a note by the Governor or the Chief Minister
concerning several departments - When a note by the Governor or the Chief
Minister or a decision of the Cabinet in any case concerns more than one
department of the Secretariat, the department receiving the note to which the
case belongs will communicate a copy of, or relevant extracts from, the note or
the decision, as the case may be, to the other department concerned.
VI-5. Noting on un-official cases (File references)- In unofficial cases,
i.e., by file reference, the department of origin shall specify precisely the points
on which the opinion of the other department is sought or the points which it is
desired to bring to the notice of that department. Where necessary, a summary
of the case should be drawn up before a file is referred to another department.
Wherever possible, the proposal shall be embodied in the form of a draft. In the
course of transmission from one department to another, each department shall
take out its own routine notes.
VI-6. Issue of orders in cases referred to other departments -When a
letter or other communication is received in one department and referred by it
unofficially to another department for consideration, the department to which
such unofficial reference is made will not, as a rule, issue orders in the case but
will return the file with a record of its views together with any intermediate
correspondence that may have passed with other department
VI-7 Transfer of cases- Cases which belong to another department
should be transferred to it for disposal but , ordinarily, this should not be done

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without its previous consent unofficially obtained. The original papers or notes
in such cases will be transferred with the file, copies of relevant extracts being
retained for record, if necessary, in the department transferring the case.
NOTE-1. If a question arises as to the department to which a case properly
belongs, the matter shall be referred for the decision of-
(a) the Minister, when the departments concerned are under
the same Minister and the Secretaries concerned are not
in agreement; or
(b) the Chief Minster, when the departments are under
different Ministers and the Ministers concerned are unable
to agree.
2. It is not necessary to obtain previous consent of the departments to
the transfer for disposal of letters which have been wrongly addressed or
delivered to a department or of drafts of orders which have to be issued in
another department.
VI-8. Correspondence on the same matter in more than one
department - When two departments are in correspondence with any other
Government or office on the same matter, no letter on that matter shall issue
from one department without being seen by the other.
VI-9. Issue of reminders for the return of files - Reminders should be
regularly issued for the return of files and papers which have been sent out of
the department unofficially and which have not been returned within a
reasonable time. Such reminders, on receipt, shall be submitted to the
Registrar, Assistant Secretary or Under Secretary with a note explaining the
reasons for the delay.
On or before the 7th day of every month, every Secretary or Additional
Secretary to Government will send demiofficially to other Secretaries and
Additional Secretaries, lists of files of his department pending for over a month
in their respective departments on the last day of the previous month. On
receipt of these lists, the Secretaries and Additional Secretaries concerned will
examine the cause of delay and take steps to return the files as quickly as
possible.
VI-10. Noting on cases received unofficially from other Departments- (i)
Cases received unofficially, i.e., by file reference, from other departments for
consideration should be submitted and dealt with as expeditiously as possible.

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When they require no note from the office, they should be submitted
immediately after registration.
(ii) Cases under reference from another department may be
submitted without any note from the office if the papers are
complete, the points for consideration have been fully stated and
discussed and no remarks or suggestions appear to be called for.
(iii) If an office note is necessary, it should not repeat anything
sufficiently stated in the notes of the department of origin and
should be confined to pointing out any inaccuracies or objections,
supplying and additional information which may be required for
the disposal of the case any suggesting the advice or reply to be
given or the action to be taken on the case.
The office notes and the advice given on the files
referred to the departments should be made in a file started for
the purpose in important cases which are expected to serve as
precedents in future. Cases of routine nature, in which
concurrence of a department is sought for, may be dealt with in
routine note sheets and, or such cases, separate files need not
be started.
(iv) When a case is referred unofficially to a particular officer in
another department by name and not by designation, the case
should be submitted immediately to that officer without any note.
VI-11. Request for information - Orders and request for information
received form another department which have to be conveyed to subordinate
officers will, as a rule be communicated verbatim; in any case, no alteration of
substance will be made without the sanction of the department from which the
orders or requests emanated. If the orders are important and technical and are
based on the notes of the department consulted, the draft should, ordinarily, be
seen in that department before it is issued.
VI-12. File reference to a Head of Department or to an Officer outside
the Secretariat - (a) In no case, Secretariat files should be sent to a head of
department or an office outside the Secretariat. If any information or the view of
a head of department or any officer outside the Secretariat is required, he may
be addressed in a self-contained letter or memo., and when it will not be
sufficient to contain them in a letter or memo., only so much of the extracts

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from the file as will be necessary for the officer to facilitate offering his views or
to supply information may be sent. Only in very exceptional cases, where the
Secretary considers that the file is to be referred to the head of department or
any other officer outside the Secretariat, he may send the file to that officer. But
in that case, the office notes and other papers which should not be sent outside
the Secretariat should be retained by removing them from the file and the other
papers sent. In sending a file outside the Secretariat in such a case, the
Secretary himself will see that the papers and notes not required to be sent out
of the Secretariat are retained and the file is sent to the proper quarters. In no
case, the Secretary will authorize any officer under him to send a file outside
the Secretariat. Files sent outside the Secretariat shall be sent in closed covers
properly sealed and addressed to the officer by name.
(b) If a file reference is made to an officer outside the Secretariat, the
officer concerned must return it without delay in closed cover addressed by
name to the officer of the department who sent the case to him. If he cannot
record his opinion within the time required, or, if no fixed time is mentioned, he
should return the file within ten days. He is required to deal personally with
cases upon which he is consulted and should not refer such files to his
subordinate officer without special permission. Only one note should be
recorded on the file over the signature of the officer himself which should be full
and legible, there being no note by his office on the file itself.
NOTE- The instructions contained in the above rule do not apply to
reference of unofficial cases to the Accountant General, Orissa,
particularly by the Finance Department.
VI-13. Requisition of the Accountant-General to see Secretariat files- If
the Comptroller and Auditor-General, India, or, on his behalf, the Accountant-
General, Orissa, requires that any file, book or other document relating to
transactions to which his duties in respect of audit extend should be furnished
to him the Secretary of the Department concerned should send the required
file, book or other document after carefully scrutinising the same. In case of
doubt Finance Department should be consulted before sending the relevant
file, book or other document to the Comptroller and Auditor-General, India, or
the Accountant-General, Orissa, as the case may be.
(ii) If any file, book or other document is of a secret nature and it is not
considered desirably to send the same, orders of Governor should be

110
 taken to with-hold the same and a statement should be furnished as
required in paragraph 18 of the Audit Code.
(iii) In no case the Secretary shall authorise any officer under him to send any
file, book or other document required by the Comptroller and Auditor-
General, India, or Accountant-General, Orissa, and invariably such file,
book or other document should be sent by him and in closed cover
properly sealed and addressed to the officer concerned by name.
VI-14. Sending of files to Subordinate Officers of other departments - (i)
Except in cases of emergency, references to officers outside the Secretariat
should be made through the department to which an officer is subordinate. A
department should not, however, send to subordinate officers files belonging to
another department without the consent of that department.
(ii) References to the Legal Remembrancer may be made direct.
(iii) References to the Accountant-General will be made through the
Finance Department except that the following references may be
made direct to him :-
(a) references by the Works Department relating to the Public
Works Code ; and
(b) references in cases of routine nature where no question
arises involving the opinion, concurrence or approval of the
Finance Department.
VI-15. Official reference to officers outside the Secretariat – When any
department requires any information on a subject under the administrative
control of another department, where the information is not readily available,
the department requiring the information may obtain it direct from the local
officers concerned. In calling for such information, the department requiring the
same may send a copy of its letter asking for information to the administrative
department in important cases.
VI-16 Consultation with the Finance Department – Subject to any
specific orders of delegations provided for in codes or rules issued on the
authority of the State Government in the Finance Department, e.g. the Orissa
Service Code, the Orissa Traveling Allowance Rules, the Pension Rules, the
Orissa Treasury Code, etc. and also subject to the exceptions permitted by
rules 20 and 21 below, no department shall, without previous consultation with

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the Finance Department, authorize any orders which, either immediately or by
their repercussion, will affect the finances of the State or which in particular –
(a) relate to the number of grading or cadres of posts of the
emoluments or other conditions of service of posts; or
(b) involve any grant of land or assignment of revenue or concession,
grant of lease or license of mineral or forest rights or right to
water, power or any easement or privilege in respect of such
concession; or
(c) in any way involve any relinquishment of revenue.
This instruction is applicable also to cases where the expenditure
is debatable wholly or partly to the revenues of the Government of
India or revenues of any other State Oran local fund under the
control of the State Government.
VI-17 Sanction of the Finance Department necessary for making
provision in the budget for any charges- The fact that provision has been made
in the budget for a charge in no way removes the necessity for obtaining the
express sanction of the Finance Department unless such sanction has been
previously accorded.
VI-18 No proposal to be proceeded with without the concurrence of the
Finance Department – No proposal, which requires previous consultation with
the Finance Department under rule 15 but in which the Finance Department
have not concurred, may be proceeded with unless a decision to that effect has
been taken by the council of Ministers.
VI-19 Diversion of provisions for particular objects and expenditure
against anticipated savings – Except with the previous consent of the Finance
Department, no provision which has been sanctioned for expenditure on any
object may be expended on any other object involving recurring expenditure
and no expenditure may be incurred against anticipated saving in the budget
save that permitted by rules 20 and 21.
VI-20 Case of expenditure that need not be referred to the Finance
Department – In accordance with the powers of delegation vested in the
Finance Department by the Rules of Business, departments of the Secretariat
are authorised to incur expenditure without reference to Finance Department in
the following cases :-

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(I) In all instances of expenditure of non-recurring nature which is under
the administrative control of the department concerned, provided that
specific budget provision has been made on this account or the
expenditure can be met from a lump provision for charges of the same
nature under the same minor head of account, such as, “repairs of
boats”, “purchase of stores” and “purchase of books”;
(II) In cases of non-recurring expenditure (not including the employment of
a temporary establishment ) which is within the administrative control
of the department concerned, even if no specific budget provision has
been made on this account provided that –
a) it does not exceed Rs.200 for any one item;
b) it is not on account of an item of contract contingencies;
c) it is met by specific re-appropriation within the powers of the
Ministers from some budget provision other than one for a
specified subject under the same major head of account which,
it is known, will yield savings;
d) it does not involve any debit against the budget of the ensuing
year; and
e) there is nothing novel, doubtful, or irregular in the character of
the charge.
VI-21. Power to create temporary posts in subordinate offices – The
consent of the Finance Department may be presumed to have been given to
the exercise of the following power by several departments of Government :-
To create or abolish non-gazetted temporary appointments, the pay and
allowances of which do not exceed Rs.100 a month and to raise the pa and
allowances of such appointments to an amount not in excess of Rs.100 a
month, provided the period does not exceed one year and that there is specific
budget provision for the additional cost or that it can be met by re-appropriation
within the appropriate major head; provided further that in cases of similar
existing post in the office or department the initial pay of the post created
should not exceed the minimum of the prescribed scale of the corresponding
existing post. The delegation does not extend to appointments in the
Secretariat proper.
VI-22. Previous sanction of the Finance Department to be obtained
where necessary – In cases where previous sanction of the Finance

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Department is required under the rules, it should be taken before any
commitment is made. The Finance Department will not, as a matter of course,
accord ex post facto sanction in circumstances where it would not have been
prepared to accord in original sanction.
VI-23 Procedure for consulting the Finance Department- When an
application for expenditure, which is not covered by any existing sanction or
does not fall within the provisions of the preceding rule, is received in any
department of the Secretariat, the procedure for obtaining and according
sanction shall be as follows:-

a) The application shall first be considered on its merits by the

administrative department concerned.

b) If such department (hereafter called the initiating department)

considers that the expenditure should be incurred it shall indicate
how the expenditure is to be met and send the file to the Finance
Department enquiring whether that department has got any
objection.

c) If the Finance Department has no objection, it shall record its

opinion to that effect on the file and shall then return the file to the
initiating department. The initiating department shall issue orders
sanctioning the expenditure. If the Finance Department has asked to
see in draft the orders which it is proposed to issue, the draft shall
not issue until it has been approved by the Finance Department.

d) If, on receipt of a file under (b) above, the Finance Department has
any objection to the expenditure in question being incurred, either
wholly or in part, it shall record its objection on the file and shall
return the file to the initiating department.

e) On return of the file under (d) above, the initiating department, if it

still considers that the proposed expenditure should be incurred,
may bring the case before the Council of Ministers for consideration.

The memorandum prepared by the initiating department shall

state clearly the specific grounds of objection taken buy the Finance

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 Department and shown, in draft, to the Finance Department for
comments, if any, before presentation to the Council of Ministers.

VI-24 Care to be taken in making reference to Finance Department –

(i) To a great extent, delay can be minimised if a case receives

thorough examination in the administrative department before it is
referred to the Finance Department.

(ii) While referring a case to Finance Department, the department

referring the case should present a complete self-contained note,
fully referenced, stating precisely the points on which concurrence or
advice of the Finance Department is sought for.

(iii) Complete papers including relevant precedents, if any, should,

invariably, be put up. Where files are not readily available or required
elsewhere, relevant extracts should be taken and put up.

(iv) When a new scheme is referred to Finance Department for

concurrence, the objectives of the scheme should be clearly stated
and the policy of the department explained. A detailed statement of
cost, including the staff and provision for allowances, contingencies,
etc., proposed should be placed in the file accompanied by an
explanatory note explaining each item of the statement and showing
the details of the calculations on which the provision suggested for
various items of contingencies, allowances, etc., are based and
justifying the additional staff proposed and why the existing staff
cannot take up the work. It should also be stated whether the
scheme falls under an existing budget head or a new head has to be
opened. Very often, scales of pay are suggested for the staff under
new schemes without consideration of the prevailing scales in the
department, or where there are no such posts, or comparable posts
under other departments. Where a department has four different
institutions of the same kind, additional staff is frequently proposed
for one without comparing the staff provided in the other institutions
explaining why the particular institution needs to be treated
differently. This only leads to further reference to the department.

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 Generally, it will be helpful if the qualifications expected of an
incumbent of a post are stated in justification of the scale of pay
proposed. Very often, higher scales of pay are suggested on the
ground that staffs will not be available on the existing scales,
whereas the requirements could, probably, be met in many cases by
grant of advance increments and appointment of officers on contract.
If these alternatives are not fully examined before the case is referred
to Finance Department, it necessarily leads to further reference and
delay in disposal. The more fully a case is explained, the more
quickly Finance Department can advise.

(v) Draft orders are, very often, referred to Finance Department without
being properly referenced and time is lost in hunting for references
and previous papers. A little care in the preparation of drafts will
save time. The explanatory memorandum to the schedules are
important documents as they contain the full history of the case, both
administrative and financial. The drafts should be prepared with
reference to the memorandum and the budget heads correctly
specified as in the schedule and where there is a readily available
precedent the draft could follow the precedent. Unless this is done,
even routine drafts are likely to be held up. A copy of the finally
approved schedule should, invariably, be placed at the proper place
of correspondence of the file for reference.

(vi) Very often, cases are referred at the last minute and insufficient time
is allowed to Finance Department for examination. In many cases,
commitments are entered into by departments without prior
consultation with Finance Department and sometimes even staff are
appointed. There is, necessarily, delay in examining these schemes
and making budget provision and for issue of orders regarding
drawing and disbursing officers, etc., with the result that sometimes
the staff do not get their pay for months. All this could be avoided if
the Rules of Business, which require prior concurrence of Finance
Department, are observed.

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(vii) Sometimes, cases are quite unnecessarily referred to Finance
Department, where powers have been delegated to the
administrative departments. A reference to the list of delegations in
Appendix I to the Orissa Service Code will save many needless
references and consequent delays.

(viii) Rule 55 of the Budget Manual provides that the controlling officers
should send a list of new schemes along with the first edition of the
budget to the administrative department on the 1st September. This
does not mean that new schemes should be initiated only on the 1st
September. As explained later, it will be convenient if schemes are
initiated sufficiently in advance from February to September for
inclusion in the second edition. This list refers to schemes which
have already been sanctioned, provisions for which should be
included in the second edition of the budget. Rule 39 of the Budget
Manual provides that new schemes for inclusion in the next year’s
budget should, in no circumstances, be referred to Finance
Department after the 25th October. The last date for showing draft
schedules to Finance Department is the 6th December and 6th
January is the last date for sending duly approved list of schedules to
that department. Finance Department issues a budget programme
every year for the guidance of the controlling officers and the
administrative departments, but generally the dates in this
programme are not adhered to and are disregarded. New schemes
are expected to be referred to Finance Department as they are
ready, but, generally, they are not received till the 25th of October
and, very often, much later than that schedules keep on coming to
Finance Department even after the last date prescribed for the list of
schedules with the result that the entire budget programme is thrown
out of gear. In order to regulate the flow of work, both in the
administrative departments as well as in Finance Department, the
examination of schemes for the second edition should be taken up by
the controlling officers some time in February of each year soon after
the second revised estimates for the current year have been sent up
so that the proposals may reach the administrative department by

117
 April; the administrative department, after examination, should refer
them to Finance Department as early as possible in the summer
months and in the rainy season so that the examination of the bulk of
the schemes is completed before September and provision can be
made without difficulty by means of schedules in the second edition.

VI-25. Form of orders for sanctioning re-appropriation Orders

sanctioning expenditure should, invariably, state how it is to be met, and will be
of two classes-

(a) Where it is stated that the expenditure will be met from a specific
budget provision either for the particular item or for the class to
which the item belongs; and

(b) Where it is stated that the expenditure will be met by re-

appropriation.

Orders of class (a) will be addressed to the officer concerned, a

copy being sent to the Account-General direct. No copy need be sent to
the Finance Department.

Orders of class (b) may be subdivided into (1) those in which the
re-appropriation does not require the sanction of the Finance
Department, and (2) those in which the re-appropriation does require
that sanction.

In case (1), the order will run as follows:-

“The charge will be met by re-appropriation from the head (major, minor
and detailed, where necessary) in the current year’s budget. The re-
appropriation has been sanctioned by the Minister in charge of the
department acting under rule 105 (ii) of the Orissa Budget Manual”.

Such orders will be addressed to the officer concerned and

copies sent to the Accountant-General direct and to the Finance
Department.

In case (2), the order will run as follows:-

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 “The charge will be met by re-appropriation from the head (major,
minor and detailed, where necessary) in the current year’s budget”.

This order will be addressed to the officer concerned. A copy will

be sent to the Finance Department with the following memorandum:-

“Copy forwarded to the Finance Department for information and

communication of its sanction to the re-appropriation to the Accountant-
General, Orissa, Bhubaneswar”.

This will be forwarded in original by the Finance Department to

the Accountant-General with the following endorsement:-

“The re-appropriation is sanctioned by the Finance Department”.

VI-26. Endorsements to be marked “consulted unofficially” – In every

case, where a copy of an order is forwarded to the Finance Department, it will,
if the Finance Department has been consulted before the issue of the order, be
marked “consulted U.O.No………………”.

VI-27. Communication to the Finance Department of orders affecting

budget heads of revenue – Whenever an order is issued by an administrative
department of the Secretariat which will have the effect of raising the revenue
under any budget head, a copy of the order should be communicated to the
Finance Department which will keep it in the departmental file of the budget
head to which it appertains and see, when the estimate for the ensuing year
comes under review, whether adequate provision for the increase has been
made.

VI-28. Reference of cases to the Finance Department involving

interpretation of Codes and Rules – Except where otherwise provided, orders
passed under codes, rules, regulations, or well-recognized custom, or in
conformity with a sanctioned scale of charges (neither adding to it nor
modifying it) are issued direct by the administrative department concerned
without communication to the Finance Department. But questions involving the
interpretation of the rules in the financial codes and regulations and their
bearing on any case must be referred to the Finance Department.

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 VI-29. Application for rent-free houses- All applications for free house
accommodation will be dealt with in the administrative department and orders
shall not be issued on such applications until the opinions both of the Finance
and the Works Departments have been obtained.

VI-30. Finance Department to be in charge of amendments to Codes

and Manuals – All orders which will eventually need an amendment to any of
the codes, manuals, or rules issued on the authority of the Finance Department
must be referred to the Finance Department before issue.

VI-31. Responsibility of Head Assistants that necessity for reference to

the Finance Department is not overlooked – It is an important part of the duty
of a head assistant to bring to notice the fact that a case requires a reference
to the Finance Department before orders on it are issued. In addition to bearing
in mind the specific rules on the points laid down in rules 16 to 21, head
assistants are responsible for indicating as suitable for reference to the Finance
Department any case which may appear likely to affect the State Budget or any
matter under discussion in which the terms of the financial settlement with the
State may be in question; for example, any projected arrangement with a
neighbouring State in which the question of a payment or of an adjustment for
service rendered is under consideration. In all such cases, the head assistant
must see that definite orders are passed, whether a reference should be made
or not, and, should the suggestion be overlooked, he should resubmit the case
for orders.

VI-32. Orders according gazetted rank to officers – No proposed

order according gazetted rank to any officer or class of officers shall be issued
until the opinion of the Political and Services Department has been obtained.

VI-33. Communication to Political and Services Department of matters of

political or administrative importance – When a report relating to any matter of
political or administrative importance is received in any department other than
the Political and Services Department, the receiving department should, at
once, send a copy to the Political and Services Department. The Political and
Services Department, when it is addressed direct by local officers, should
forward a copy to the department which ordinarily deals with matter of the kind
concerned.
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 VI-34. Treatment of officers on deputation to other Departments – It
not in frequently happens that the services of an officer belonging to a service
which is administratively controlled by department ‘A’ are lent to department ‘B’.
During such deputation, the officer may incur blame from censure upwards or
earn praise.

If praise has been earned, it is merely necessary to and that department

will exercise its discretion as to communicate the orders to department ‘A’ after
issue whether a formal entry in the character roll of the officer concerned is
merited or not.

If, however, blame (from censure upwards) is to be awarded,

department ‘A’ should see the papers before orders issue and before they are
submitted to the Minister in charge of that department. Since department ’A’ is
ultimately responsible for the service to which the officer concerned belongs, it
is obviously ultimately responsible for the official treatment of the particular
individual. In fact, it alone could pass an order of major punishment, e.g.,
reduction or dismissal, while even in regard to an order of censure it cannot be
entirely dissociated, e.g., looking to the past record of an officer, something
more than censure might be demanded, or, on the contrary, his past record
might point to mitigating circumstances. In all cases, after the formal issue of
orders, a copy of them should be sent to department ‘A;’ which will exercise its
discretion as to whether a formal entry in the character roll of the officer
concerned is merited or not.

Similarly, where any department of Government proposes to

communicate adverse comments passed on an officer not belonging to that
department, the papers should be seen by the department to which the officer
belongs before final orders are passed.

REFERENCES TO THE REVENUE DEPARTMENT

VI-35. Alienations of land – (i) All applications for the alienation of State
lands, whether by lease, gift, or other wise, to public bodies, associations,
companies, firms syndicates, or individuals, which are not warranted by the
ordinary rules of revenue administration in force, and all applications for the
alienation of land revenue will be dealt with initially on their merits in the
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administrative department concerned with the object for which the grant of land
or alienation of revenue is required. No sanction can, however, be accorded to
any such application without the consent of the Revenue and the Finance
Departments, even if the lands are in the charge of any other department. The
administrative department will first consult the Revenue Department. That
department will, in its turn, consult the Board of Revenue or, in the case of
State lands in the charge of the Public Works or any other department, the
department concerned. The Revenue Department will then consult the Finance
Department. Finally if it is decided to grant the application, the Revenue
Department will return the case to the administrative department with a
memorandum notifying that department of the terms and conditions on which
the Revenue Department will hand over the land or make the assignment. The
administrative department will then send a copy of the memorandum of the
Revenue Department to the officer concerned, accompanied by such other
orders as may be necessary.

NOTE – The Education Department may, without, reference to the Revenue and the
Finance Departments, sanction the lease of land and on the terms and conditions prescribed in
the form of agreement approved by Government in their notification No.2832-E., dated the 7th
July 1926, in cases where the land to be leased has been acquired by Government either
wholly or partly at the cost of funds supplied by the school authority. In such cases, the
concurrence of the Revenue and the Finance Departments may be assumed and the orders
issued by the Education Department will have the same force as the memorandum of the
Revenue Department referred to above.

(ii) No officer or department of Government can take action on an

order from Government to give a grant of State lands or to make any
assignment of revenue in cases in which the orders of the State Government or
superior authority are required without the specific sanction of Government in
the Revenue Department as given in the memorandum mentioned above.

REFE RENCE TO THE WORKS DEPARTMENT

VI-36. (i)Administrative approval of Major Works – For the purposes of

administrative approval and budgeting, a major work is one which is estimated
to cost more than Rs.20, 000. When an application is received in any
department for administrative approval to any major work it shall be referred by
the administrative department to the Works Department in the following cases:-

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 (a) For concurrence, when it is proposed to accord administrative
approval and to take up the execution of the work in anticipation of
formalities like preparation of detailed plan and estimate, technical
sanction, work orders etc.;

(b) For examination of all residential building projects (excluding those

which are within the power of civil officers to accord administrative
approval, vide rule 278 of the Orissa P.W.D. Code);

(c) For examination of all electric, sanitary and water-supply installations

proposes to be provided in residential buildings subject to powers
delegated under rule 279 of the Orissa P.W.D .Code ;

(d) For examination of proposals for acquisition of lands or buildings, or

both, in connection with residences of Government servants;

(e) For examination of the possibility of a work (residential or non-

residential) being carried out, when, it is proposed to make provision
for a work in the forthcoming Budget.

NOTE- All building projects, the cost of which exceeds Rs.20, 000, which are intended for
inclusion in the forthcoming budget and are required to be referred by the administrative
department to the Works Department for examination, should be so referred not later than the
30th September. It will be open to the Works Department to refuse to examine any such
projects as are referred to it after the 30th September, exception being made in specially urgent
cases only.

(ii) The administrative department shall, then consider whether

administrative approval should be given to the proposal. Detailed plans and
estimates shall not be called for unless there is some immediate probability of
funds being available. When administrative approval has been accorded by the
administrative department, the plans and estimates for work including electric,
sanitary and water-supply installations shall be forwarded to the Works
Department for disposal with the intimation if detailed plans and, estimates are
to be prepared at once, in case administrative approval has been accorded on
rough plans and estimates.

(iii) After according administrative approval, the administrative

department concerned shall, in consultation with the Works Department, take
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steps for provision of funds in the manner prescribed in the rules of the Orissa
Budget Manual. Financing of new major works is the responsibility of the
administrative department, and not that of the Works Department. Financing of
works in progress, for which no provision exists in the Budget for a year, is the
responsibility of the Works Department.

VI-37. Administrative approval of Minor Works – For purposes of

administrative approval, a minor work is one which is estimated to cost
Rs.20,000 or less. When an application for administrative approval to a minor
work is received in any department, it need not be referred to the Works
Department unless it is –

(a) a proposal for expenditure on projects for residential buildings

(excluding those which are within the limit of powers of local
officers) ;

(b) a proposal for acquisition of lands or buildings or both in respect of

the same ;

(c) a proposal for additions, improvement and alterations to the

existing residential buildings for Government servants and

(d) a proposal for works of electric installation in buildings for

Government servants.

The cases mentioned above shall, invariably, be referred to the Works

Department for examination in regard to outlay and rent implications.

VI-38. General rule as to consulting Law Department – The

administrative department should consult the Law Department on the following
subjects, namely :-

(a) proposed legislation;

(b) notifications, rules, orders or byelaws to be issued under any

enactment by, or with, the sanction of the administrative
department ; and

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 (c) Notifications which it is proposed to issue under or with reference
to the rules for the nomination and election of members of the
Orissa Legislative Assembly, or the rule for the election of
members of the Parliament.

It is the duty of the Law Department not only to advise as to the legality
of notifications, etc., referred to in (b) and (c), but also to advise on their
drafting.

When an administrative department sends a draft to the Legislative

Department for settlement, it should send with the file –

three spare copies of the draft when in print or typed, or

one spare copy of the draft when in manuscript.

The Legislative branch should not be asked to draft, or to advise on, or

to revise all notifications, etc., e.g., in those cases where there is a precedent
which can easily be followed by the administrative department.

VI-39.(1)All administrative departments shall consult the Law Department on-

(a) the construction of statutes, acts, regulations and statutory rules,

orders and notifications ;

(b) any general legal principle arising out of any case ; and

(c) the institution or withdrawal of any prosecution at the instance of

any administrative department except in cases which are simple
and clear and where no point of law is involved.

VI-40. Consultation with Legal Remembrance – (1) The superintendent

and Remembrancer of Legal Affairs shall, as a general rule, be consulted
whenever any department of Government requires advice or opinion on any
legal matter or matter relating to court of law. The Superintendent and
Remembrancesr of Legal Affairs, if he considers it is necessary, may obtain the
advice of the Advocate-General or other law officers, as the case may be. In
the case of urgent writ matters in the High Court, however, when there is no
time to consult the Superintendent and Remembrance of Legal Affairs, the

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administrative department may issue direct instructions to the Advocate-
General, when he so requires under intimation to the Superintendent and
Remembrancer of Legal Affairs. In cases of special importance, an
administrative department may also require the Superintendent and
Remembrancer of Legal Affairs to obtain the opinion of the Advocate-General.

(2) The Superintendent and Remembrancer of Legal Affairs shall be

consulted in the manner laid down in the Bihar and Orissa Practice and
Procedure Manual, 1930, in the following matters :-

(a) in all cases when a notice under section 80 of the Code of Civil
Procedure, 1908 (V of 1908), threatening a civil suit against the
State is received;

(b) institution, withdrawal, compromise, or filing or defending of any

civil suit or criminal case by Government in any department ;

(c) proposal to sanction the prosecution of any person for an offence

under the Indian Penal Code;

(d) proposal to defends a Government servant at State expense;

(e) proposal to reimburse an officer of government with reasonable

costs of his defence in any civil or criminal case brought against
him for acts done in the discharge of his official duties;

(f) proposal to file an appeal against the order of acquittal or

enhancement of sentence;

(g) proposal for engaging or deputing special lawyers or special public

prosecutors in any civil or criminal case and for determining the
terms and conditions of such special engagements;

Explanation – For the purpose of this clause, the expression “special

lawyers or special public prosecutor’s shall include Government
Law officers, whether of the High Court or of District Courts,
employed in a case outside the High Court or outside their districts,
as the case may be.

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 (h) proposal for filing appeals or revisions (civil or criminal) in High
Court or Supreme Court; and

(i) Proposal to file a case in the High Court or Supreme Court

invoking the aid of its extra-ordinary original jurisdiction, whether
civil or criminal.

VI-41. Examination of the draft lease, agreement, or contract by

Government Pleader and Legal Remembrancer – Whenever a department of
the State Government requires advice on the drafting of any lease, agreement,
or contract, it should prepare a provisional draft bringing out the subject matter
and the intention of the parties and forward to the Government Pleader of the
district, a clean typed copy of the draft in duplicate for his examination and
advice. If, after examination and advice of the District Government Pleader, the
advice of the Legal Remembrancer is considered necessary, the draft, as
corrected by the Government Pleader, together with his opinion, may be
referred to the Legal Remembrancer for his advice.

VI-42. Procedure for production of papers by the Departments before

the Court – Whenever any department of the State Government receives a
summons or a letter of request from any court for the production of any paper
before the court, it must send the papers called for, if available, through a
responsible assistant with a petition to the court claiming privilege, if such
papers are likely to come under the category of the privileged documents. All
petitions and submissions to the court should be made through the
Government Pleader of the district who should be contracted whenever any
such occasion arises.

VI-43. Drafting of an affidavit by Government – Whenever a department

of the State Government has an affidavit to be drafted and sworn, it should
contact direct either the Advocate-General, if the affidavit is to be sworn in the
High Court, or the District Government Pleader in all other cases.

VI-44. Sanction of Legal Remembrancer in conducting civil suits-

According to the civil suit rules in the Bihar and Orissa Practice and Procedure
Manual, the conduct of all civil suits, appeals and revisions by or on behalf of
127
the Government requires the sanction of the Legal Remembrancer and, as
such, the same must be obtained.

VI-45. Requisition of papers from the Court records – No department of

Government should call for from any court records of any pending or disposed
of cases, except in accordance with provisions of law.

VI-46. Communication of legal opinion to private parties – No opinion of

the legal advisers of Government should be communicated to any private party.
When such an opinion forms the basis of the decision of Government upon an
application of reference from a private person, the terms of the opinion may be
adopted in the orders but should not be referred to as the opinion of the law
officer.

*********

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 CHAPTER VII
Arrangement and Custody of records
VII-1. (i) Stage for recording a case – When orders have been
passed and carried out in a case, the assistant in charge of the case should
examine whether the case should be recorded. The assistant should be guided
by the stage which the case has reached. If the case has been finally disposed
of or closed for the time being, it should be marked for record. If the replies are
incomplete and the consideration of the case postponed pending their
completion, or an intermediate reference has been made to which a reply is
expected shortly, the recording of that case should be deferred. In some cases,
however when the papers have become numerous or bulky or when they have
been pending for a considerable time and a reply is not expected within the
course of the year it may be convenient to record them. But, all such cases
even after being recorded should be treated as “reminder cases”. All cases
shall, as far as possible, be recorded at the end of the year even if the
correspondence is likely to continue into the ensuing year. Those cases which
remain unrecorded shall be refiled at the very beginning of the ensuing year
before new files are opened. Care should, however, be taken to open or allot
numbers to standard files first so that, as far as possible, the same type of files
may have the same number from year to year. If unrecorded file is one of the
standard files, it should bear the same number as in the previous years.
Otherwise, it should bear the number following the numbers allotted to standard
files.

(ii) Reminder cases- Reminder cases are those in which-

(a) further action is not to be taken till a future date ; or

(b) action is awaited from outside the office and in which if such
action is not taken by a certain date, a reminder will issue.

(iii) Await cases – Await cases are those which are not ready for
record, e.g., those in which a reply to the letter may, shortly, be
expected or on which some other action may be necessary, and
are kept separately as such in the “Await” racks of the assistant. It
is the duty of each assistant to examine his await cases
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 fortnightly, and to take out and put up to the head assistant, with
reminder, any case on which this may appear necessary.

VII-2. Description and classification of records – The records of the

Secretariat are primarily arranged in annual series for each department and, if
necessary, in each branch or section within each department. The records
comprise of:-

(i) An annual series of files comprising-

(a) ‘A’ proceedings which are usually of sufficient importance and are,
therefore, to be retained permanently for constant reference. They
are –

(1) important cases involving questions of policy ;

(2) correspondence relating to important resolutions moved in

the Assembly;

(3) correspondence of important character relating to either

State or Union legislations ;

(4) orders establishing important precedents;

(5) general instructions, rulings and important orders;

(6) important interpretations of rules and regulations.

N.B.- The printing of ‘A’ proceedings should be done sparingly after due consideration as
far as possible.

(b)(1) ‘B’ proceedings, i.e., other important proceedings to be recorded

in manuscript or print and preserved for 5,12,25,35 years or
permanently, according to the degree of importance and frequency of
reference.

NOTE- Where a proceedings refers to a matter which may be the subject of litigation or a
matter which creates right on property, the proceeding shall be preserved, at least, for the
period of limitation for any litigation concerning these matters. Where there is a doubt, the Law
Department shall be consulted and specific orders of the Under Secretary to the department
taken.

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 (2) Files or papers containing important notes or demy-official
correspondence on any particular point which are of sufficient importance for
preservation should be classed as ‘B’.

(c) ‘C’ papers, i.e., papers to be destroyed immediately after disposal

or retained for a period not exceeding three years. No arrangement of such
papers is required.

(ii) Spare copies of ‘A’ and printed ‘B’ proceedings ;

(iii) Manuscripts of ‘A’ and printed ‘B’ proceedings;

(iv) Spare copies of printed papers; and

(v) Proofs and originals of letters and notes printed prior to record.

N.B.-1. These records, with the exception of (v), are kept unfolded in
bundleds of convenient size in the department.

2. The head assistant is responsible for the classification in A,B and

C, but it should be checked by a responsible officer of, at least, an Under
Secretary’s rank.

VII-3. Proceedings number – (i) A single proceedings number shall be

allotted to the whole file. This number shall run serially in a department for the
entire calendar year, i.e., from 1st January to 31st December. Where it is
considered necessary for convenient tracing out of files, separate proceedings
numbers may be allotted to the files of different branches or sections of a
department for each class of cases. For example, if it is necessary that the files
of the Community Development or Grama Panchayats branch of the Planning
and Co-ordination Department, or of the Election or Public Relations branch of
the Home? Department are to be given separate proceedings numbers for
each class of cases, separate numbers may be given for records of these
branches serially. A record of the file number and proceedings number allotted
to each file of the different branches or sections shall be maintained by the
recorder in the record register. On the fly leaf of each proceeding the contents
of papers will be mentioned at the time of recording.

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 (ii) When enclosures are lengthy, the principal papers referred to in
the covering letter or correspondence should be specified in the table of
contents if they are included in ‘A’ proceedings. Lengthy reports (generally
annual or periodical), maps, diagrams and such like should not be incorporated
in the record but marked with the proceedings number and placed in a separate
cover, a note being made in the table of contents that they are “not printed in
proceedings”.

VII-4. Spare copies – Spare copies consist of the copies of the printed
notes and letters in excess of the numbers required for proceeding or for
distribution. They are arranged chronologically in yearly bundles. Spare copies
taken from the yearly bundles must be returned when no longer required.

VII-5. Proofs and originals – Manuscripts and proofs of notes and letters
printed before they were recorded are kept in a separate cover in the file to
which they belong.

VII-6. Registers – The registers and the returns are kept for three years
in the department. At the end of three years, the registers are destroyed except
the diary, the issue and the file registers, which are preserved permanently.
They are sent to the record room along with the ‘A’ and ‘B’ proceedings of the
year to which they relate.

VII-7. Duties of a Dealing Assistant in marking cases for record – (i)As

soon as the case has reached the stage when it should be recorded, the
assistant in charge of the case should submit it to the head assistant with his
suggestion as to –

(a) classification into A, B or C;

(b) period of preservation in case of B and C class papers ;

(c) any alteration of the subject heading of the file and any additional
subject heading of the file when the matter dealt with in the file
relates to two or more different subjects. He should indicate the
major and minor heads under which the files should be indexed and
cross-indexed by underlining important catchwords in the subject
heading of the file. For example-
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 (1) The subject matter of a file relates to rules regarding grant of
travelling allowance to non-official members of Government-sponsored
Committees. The words “Rules”, “Travelling Allowance” and “Non-Official
Members” under which the case should be indexed should be underlined and
the particulars in the following form entered in the subject column of the index
slip :-

(a) Rules-……..for the grant of traveling allowance to non-official

members of the Government-sponsored Committees.

(b) Traveling allowances – Rules for the grant of …………….to non-

official members of Government-sponsored Committees.

(c) Non-official members – Rules for the grant of traveling allowance to

…………………..of Government-sponsored Committees.

(2) Similarly, all proceedings pertaining to Assembly questions and

resolutions must be indexed under two heads at least as illustrated below :-

(a) Question asked or resolution moved in the Legislative Assembly.

(b) Subject matter – It may be necessary to index the subject matter

under more than one head.

NOTE- In recoding resolutions, the Assembly debate thereon sould not be recorded
but a reference to the number and page of the proceeding containing the debate and
the result should only be made, e.g., “This resolution was discussed on
……………………(date) vide pages …………..of volume…..of the Assembly
Proceedings. It was –

Withdrawn

Passed without a division

Passed on a division

Rejected without a division

Rejected on a division

(ii) Before, however, marking a case for record, the dealing assistant
must be careful to see that the papers of the file are complete and
arranged, no orders have been overlooked and that no point requiring
133
 orders has escaped attention and he should give a certificate,
countersigned by the head assistant, that he has verified that all
papers received and issued are on the file and that all necessary
orders for their disposal have been passed. He should also indicate
the total number of papers received in and issued from the file.

(iii) (a) ‘A’ cases – After a case has been approved to be recorded in ‘A’
proceedings the assistant concerned may be required by the head
assistant to assist him in his duties relating to the recording of such a
case including editing of notes and its printing.

(b) ‘B’ cases – when a case has been marked for record in ‘B’
proceedings, the dealing assistant should (as in ‘A’ cases) take out
any routine notes or correspondence which might have,
inadvertently, crept in the main notes and correspondence and put
a suitable mark in the proper place or attach a fly leaf thereto to the
following effect :-

“Pages……….to……….correspondence taken out and

destroyed/placed in K. W/ transferred to file No……………etc.”

The page number of the notes and correspondence in the

file will remain as it was when the case was under examination in
the department.

(c) ‘C’ Papers- Files and papers recorded ‘C’ are, ordinarily , to be
destroyed immediately after disposal but there may be a few cases
which might be retained in the department for six months, one year,
two years or three years at the utmost in the discretion of the Under
Secretary. The record mark on such a file should be-

“Record C-destroy” or “Record C-6 months”, etc.

VII-8. Duties of head assistant in recording cases – (i) General- The

head assistant, while passing record-marked cases to the Under Secretary,
should see that files are properly grouped under ‘A’, ‘B’ and ‘C’ by the dealing
assistant and that all instructions regarding recording have been strictly
followed by the dealing assistant. The head assistant should carefully scrutinise
134
the suggestions of the dealing assistant and make suitable modifications
wherever necessary.

(ii) ‘A’ cases – The head assistant is personally responsible for

recording ‘A’ cases, but he can take all necessary assistance of
the dealing assistant in the matter. In ‘A’ cases the
correspondence portion of the file should be arranged
chronologically after taking out all unimportant correspondence,
which should be placed in “Keep-with” not printed. Later on, the
note sheets should be arranged and the “notes” carefully edited in
accordance with the instructions laid down in Appendix VII.

(iii) On return of the record-marked files from the Under Secretary,

the head assistant will send them direct to the recorder unless the
classification suggested by the dealing assistant has been
changed. In case of such change, the head assistant will return
the file to the dealing assistant who will correct the entry in the file
register and then pass on the file to the recorder.

VII-9. Printing of cases (i) –‘A’ cases, after recording should be sent to
the Press for printing, by the recorder, after getting them entered in the Press
register.

NOTE- Pending cases recorded in ‘A’ are prominently marked as such before being
sent to Press. On receipt in print, one copy is made over to the assistant in charge who
supplies a requisition slip for it.

(ii) Disposal of printed proceedings – The printed copies of

proceedings, together with any spare copies of proceedings, or of
parts of them which may have been ordered, will be returned by
the Press to the department concerned where they should
invariably, be compared with the originals. The recorder will send,
to the record racks, the originals and printed copies that are kept
for record or reference, and will distribute the spare copies to the
persons for whom they were ordered.

Ordinarily, eight copies of ‘A’ proceedings will be ordered

for deposit in the record room. In extremely important cases of a

135
 general nature, however, which are likely to be required
frequently for purpose of reference, the Under Secretary should
order additional copies, not more than twelve in all.

NOTE- The originals of all ‘A’ proceedings along with important documents
such as agreements contracts leases etc. should be preserved permanently.
These should be sent along with the required number of printed copies to the
Record Room for preservation.

(iii) Where a proceedings relate to matters over which there may be

litigation, or matters which create rights on property, it is desirable
that the originals of the proceedings are not destroyed, as
indicated in the note to sub-rule (ii) but preserved for the period of
limitation for the type of rights involved and litigation foreseen.
Specific orders of the Secretary to department should be taken
about the number of years of preservation of such proceedings.
But all important documents, such as, agreements, contracts,
leases, etc., shall be preserved permanently.

(iv) Proof-reading – The Press sends proofs of proceedings in

duplicate. The proof-reading of printed proceedings is done by the
assistant who dealt with the case originally. It is of the utmost
importance that the reading of proofs should be done promptly, so
that printing of the proceedings is not delayed (for hints of proof-
reading, see appendix VII…….). One copy of the proof should be
corrected and returned to the Press with the manuscript for final
printing. The other copy should be kept in office until the receipt
from the Press of finally printed copies of the proceedings, and
shall be utilised for reference, when necessary. When the
proceedings, which have been sent to Press, are required for
reference, the Press should be asked to send them with a
duplicate proof as soon as possible. On receipt, one copy should
be used for reference and the other, dealt with in ordinary course.
Originals, without proofs, should only be recalled from the Press
in cases of very special urgency.

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 (v) (a) Circulation of printed proceedings and papers – In the first week
of every month, two sets of papers printed during the previous month
are made up in each department by the recorder for circulation. One
set is circulated to the Chief Minister and other Ministers, and the
other, to the Secretaries.

(b) The recorder of each Department should carefully maintain a list of

all proceedings sent to the Minister and the Secretaries for perusal
at leisure, showing the date of their despatch, and shall be
responsible for seeing that they are returned to the department
after an interval of one month.

(vi) Reminder to Press – Every month, a reminder list shall be drawn up

by the recorder –

(a) of proceedings sent to Press in manuscript, proofs of which have

not been received within six weeks of despatch to Press; and

(b) of proceedings sent to Press in proof with orders to print, printed

copies of which have not been received within three weeks of
despatch to Press.

These lists shall be forwarded to the Press in the first week

of each month. The Superintendent will note against each item
the date on which he will be able to submit the proof or the printed
copy, as the case may be, and return it to the Secretariat not later
than the 15th of the month.

VII-10. (i) Duties of Recorder in recording cases – On receiving

cases for recording, if the recorder, on examination, finds that either the
recording has not been approved by the Under Secretary or any other action,
as required under the rules, has not been taken, he should return the case to
the dealing assistant concerned. He should, further, bring all serious
irregularities to the notice of the head assistant.

ii) If all necessary action has been taken, the recorder should enter the
cases received by him, in order of the date of receipt, in the record register and

137
the register of ‘C’ papers, as the case may be. He should keep the A, B and C
cases arranged separately in his almirah and/or whatnots.

Contents and arrangements of proceedings – The recorder should, also,

see that each of the recorded proceedings will contain in the order named –

(a) if an ‘A’ case, strong buff paper cover bearing on it a list of contents in the
following form :-
Serial Description of correspondence Page Page
No No.

1. From Government of India, Public Works Department,

No.53-R.C., dated the 15th January 1951,fording , with
remarks, copy of a letter with enclosures advanced by this 1-2
Government for rent and compensation for the land
occupied by the Puri branch line prior to the 1st January
1951.

2. To Government of India, Public Works Department, No.II/CI-

101/51-P.W., dated the 4th February 1951, stating that the
State Government accepts the suggestion of that 3-4
Government and will not press the claim.
N.B.- The list of contents is to be prepared in those ‘A’ cases only which will have more than
20 letters, excluding enclosures.

(b) if a ‘B’ case, the cover is red and bears only the subject, proceedings
number, year, section/branch and the period of preservation. It will
consist of –

(i) the notes on the case; and

(ii) the official correspondence, as originally arranged while dealing

with the case.

Any notes or information on subsidiary points which cannot, conveniently, be

included in the original running notes should be recorded as appendix to the
notes of the proceedings.

(iv) He should, also, countermark the case with back papers with the
help of the previous references noted by assistants on the first page note sheet
of the file. If there is any printed back paper, the recorder will countermark all its
spare copies if they are in the department but if all or some of them are in the

138
record room he will prepare countermarking slips for those back papers so that
the remaining papers should be countermarked by the record room staff. For
example, the Labour Department file No.IIM.-8 of 1949, has been recorded as
“Labour B.November,1949, No. 10” and the following previous references are
noted on the first page note sheet :-

(a) Labour B. January/34 Nos. 5-10

(b) Labour A. March/38 Nos. 1-5

(c) Labour A. July/42 Nos. 8-10

The recorder will note all the three cases under “References to previous
cases” on the back of the cover of Labour B, November /1949 No.10 and under
“Reference to latter cases” on back of the cover of each of the three cases he
will note “Labour B. November /1949, No.10”. The files (B) and (C) are printed
cases. The spare copies of (C) are in the department and of the rest, in the
record room. The recorder will countermark all the spare copies of(C) and will
prepare countermarking slips in the following manner for the cases mentioned
against (B) :-

Record Keeper – Under “References to latter cases” on-

Labour A. March/1938, Nos. 1-5, please mark Labour B.

November/1949, No.10.

Signature of Recorder

The recorder will then separate, from the current recorded case, the
back papers and will restore them in proper bundles or transfer them to record
room if they relate to the records which are in the record room.

v) The recording of one year must be completed by the end of January of

the next year. As soon as a case is recorded, the recorder shall obtain the file
register of the assistant and the file index register and mark the proceedings
number in them.

vi) The recorder should return all unused note sheets, stiff covers, tags,
pins and flags to the Stationery and Forms assistants.

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 VII-11. Treatment of Keep-Withs (K.Ws.)- (i) The papers marked as
“Keep-withs” should be distinctly indicated as such and kept separately.
Smaller K.Ws. may be included in the record, preferable, in the absence of a
table of contents, on the reverse side of one of the documents if that side is
blank or nearly so. In the case of larger K.Ws., a rough table of contents should
be prepared and be ordinarily bound up separately by the recorder.

(ii) Preparation of counter-marking slips – The countermarking slip

should be prepared in duplicate by means of carbon paper; one copy should be
retained by the recorder and the other should be sent to the record room. The
record room staff will get the back papers countermarked and return the
countermarking slips to the department concerned with the intimation that the
countermarking has been carried out. The recorder will then destroy the slips
after showing them to the Registrar.

VII-12. Indexing of records – The recorder will prepare the index slips of
‘A’ and ‘B’ cases and place them in a cabinet, the compartments of which are
arranged in alphabetical order. At the end of the year, when the recording has
been completed, the recorder will page number the slips and submit them to
Registrar/Assistant Secretary/Under Secretary with a letter to the Press for
supplying proofs and finally printed copies. The form of index slip is as follows:-

(i) Subject,

(ii) File Number,

(iii) Branch, Class of Proceedings and ;Year,

(iv) Proceedings Number.

(a) Sufficient number of copies of alphabetical index should be printed,

one copy being supplied to each head assistant and the Registrar,
two copies to the Secretariat record room and three to the record
supplier of the department.

(b) The index should be sent to Press not later than April following the
year to which it relates so that it may be printed off before the year
closes. It should be properly edited before being sent to Press.

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 Proofs received in batches should be examined by the recorder at
once and checked by the Registrar and passed for print without
waiting for a complete proof of the index. No proof should be retained
for examination for more than a week. Before an index is finally
printed, it should be submitted to the Under Secretary to see that the
general method of preparation, e.g., the grouping of sub-classes of
entries under column heads, is suitable.
VII-13. Charge of bundles of recorded files – (a) The file bundles are in
charge of the record supplier under the general supervision of the head
assistant.
b) Removal of records – Whenever any record is required for
reference it shall only be obtained through the record supplier, by sending him
a requisition slip in the form prescribed in rule 29. No record should be issued
to any one without a requisition slip.
VII-14. Transfer of records to the Record Room – All ‘A’ and ‘B’ cases
which are more than three year’s old will be transferred to the record room
along with the record registers of ’A’ and ‘B’ cases. The record supplier is
responsible for the transfer of the records to the record room in proper time. If
any case is found wanting in the bundle at the time of the transfer, the record
supplier shall write the word “Wanting” against the entry in the record register
and initial it indicating as to why the case has not been transferred. The
wanting case should be traced and sent to the record room with the least
possible delay.
VII-15. Charge of Record Room – The records of the Secretariat, which
are more than three years’ old, are preserved in the record room. The
Registrar, Home Department, is in charge of the record room subject to the
administrative control of the Home Department.
VII-16. The record keeper is in sole charge of the records in the
Secretariat record room. He will keep the keys and be responsible for the safe
preservation and arrangement of all records. Every assistant or class IV
Government Servant, working in the record room, will take instructions from
him. He is also authorised to distribute work among the staff and is competent
to employ them beyond office hours and on holidays on any business within the
record room.

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 VII-17. Duties of Record Keeper – (a) It will be the duty of the record
keeper to see-

(1) that the records are regularly and properly dusted and kept tidy
and that the precautions laid down for their preservation from
damp, insects and fire are duly carried out;

(2) that no unauthorized person and, particularly, no person not

belonging to the department is allowed to enter the record room
or have access to the records without permission ;

(3) that before the office closes all open bundles are tied up and
restored to the proper places on tracks and shelves ;

(4) that the record room is not used for the storage of anything which
cannot properly be classed as records ;

(5) that requisitions for papers which comply with the rules are
promptly met

(6) that the records are kept arranged in the prescribed order and
that soiled or torn labels and covers of bundles and collections
are replaced

(7) that all records transferred to the record room are promptly
examined, tied up into bundles are entered in the catalogue;

(8) that such of the records as are marked for destruction after a
certain period are regularly destroyed;

(9) that records sent out from the record room are returned in good
time;

(10) that all papers returned to the record room are promptly restored
to the proper bundles;

(11) that the rules prescribed for the management of the record room
are strictly observed by all concerned;

(12) that the staff of the record room are fully employed.

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 (b) It will also be his duty-

(1) to keep the attendance register of the establishment employed in the

record room and to see that each of them arrives punctually and
does not leave before the time fixed for the closing of office;

(2) to submit to the Registrar /Assistant Secretary/Under Secretary,

proposals for the leave, punishment, etc., of the record room staff;

(3) to make a quarterly inspection of the record room dealing with the
following points and submit the inspection report to the Under
Secretary through the Registrar /Assistant Secretary :-

(a) general condition of the record room ;

(b) space available for the storage of records ;

(c) period up to which records have been received in the record

room, examined and catalogued ;

(d) records unduly detained in departments and action taken

for their transfer to the record room ;

(e) prompt return of records sent out on requisitions ;

(f) promptness with which papers returned by departments

restored to the connected bundles ;

(g) number of the requisitions received and complied with and

the time taken in complying with requisitions ;

(h) the period up to which ‘B’ proceedings have been

destroyed;

(i) precautions taken for the protection of records from the

ravages of white ants, damp and insects ;

(j) the conduct of the staff ; and

(k) the manner in which the note book prescribed in rule 46 is

kept by each assistant in to record room.
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 VII-18. Inspection of Record Room – The Registrar/ Assistant Secretary/
Under Secretary in charge will inspect the record room once every six months
ands the Deputy Secretary, once a year.

VII-19. Deposit of records – (a) The records enumerated below are to be

deposited in the record room. No other classes of record shall be received for
preservation without an express order from the Registrar in charge :-

(1) ‘A’ proceedings,

(2) Spare copies of proceedings,

(3) ‘B’ proceedings,

(4) Record Registers,

(5) Important documents, such as, agreements, contracts, leases,

etc., exempted from destruction, along with originals of printed
proceedings,

(6) Annual indices of proceedings,

(7) Diaries,

(8) Issue Registers,

(9) File Index Registers and

(10) File Registers.

(b) Arrangement of Records - All ‘A’ and ‘B’ proceedings will be kept in the
department concerned for three years, after which they will be transferred
to the record room, duly arranged, in bundles of convenient size, according
to the proceedings numbers.

(c) In order to facilitate the examination of records and formation of bundles

and to avoid accumulation of arrear in the record room, the records relating
to each department shall be transferred on the dates and months noted
below :-

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Department Date of transfer to record room

1. P. & S. Department …. Within the first week of April.

2. Finance Department …. Within the first week of May

3. Revenue Department …. Within the first week of June.

4. Home Department …. Within the first week of July.

5. Supply Department …. Within the first week of August.

6. Development Department …. Within the first week of September.

7. Health Department …. Within the first week of October.

8. Education Department Ditto

9. Commerce Department Ditto

10. Law Department …. Within the first week of November.

11. Labour Department …. Ditto

12. Industries Department Ditto

13. Mining & Geology Department. Ditto

14. T. & R.W. Department …. Within the first week of December.

15. Works Department …. Ditto

16. Transport Department …. Ditto

17. R & R. Department …. Ditto

18. P. & C. Department …. Ditto

VII-20. Catalogue – Each Department will prepare, for each bundle, a

catalogue of papers contained in it in the following form:-

(1) File formula,

(2) Proceeding number,

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 (3) Year of proceedings,

(4) Class of proceedings,

(5) Spare copies of each collection of ’A’ proceeding

transferred,

(6) Date of receipt in the record room,

(7) Room Number,

(8) Rack letter,

(9) Shelf number,

(10) Period of preservation,

(11) Date of destruction.

NOTE- Columns 6-9 will be left blank, to be filled up by the record room staff, vide rule 26.

VII-21. Unnecessary papers not to be sent to the Record Room – It will

be the duty of the Head Assistant to see that the files under transfer to the
record room are carefully examined with a view to removing all unimportant
papers including the following classes of papers :-

(1) Waste papers ;

(2) Proofs and manuscripts of printed proceedings ;

(3) All loose spare copies of resolutions, notifications, etc.

VII-22. Transfer of registers, etc., to Record Room - The

correspondence registers, such as, the diary, the issue register, the file register
and the file index register, the record register and the annual indexes, when
they become more than three years old, shall be sent to the record room by
each Department.

VII-23. Missing papers during period of transfer- When any recorded

proceedings for a year under transfer cannot be sent to the record room, owing
to their having been put up with a subsequent pending file or for any other

146
reason, the correspondence assistant concerned with the file shall cause a
requisition slip in the prescribed form to be signed by him in full and dated and
sent to the record room along with the other connected proceedings for the
same period. The Assistant Record keeper, or the record keeper, when
receiving back the records, shall see that for every such slip there is an entry
made in the requisition register before the records are shelved, and shall issue
regular reminders for their return just as for papers issued out of the record
room.

VII-24. Examination of transferred records – On receipt of records from

the Departments, the Assistant Record keeper, or Record keeper, will, before
shelving them, examine them carefully and note the following points :-

(a) whether waste papers, manuscripts and proofs and all loose
spare copies of printed proceedings and notifications, etc., have
been removed from the files;

(b) whether the file and proceedings numbers have been properly
entered on the stiff cover of each file ;

(c) whether reference to former and latter cases have been properly
noted in the appropriate space on the stiff cover attached to
each file ;

(d) whether files are arranged in consecutive order of proceedings

number commencing with the lowest serial number at the top of
the file bundle, the next higher number just below it, and so on ;

(e) whether eleven and seven spare copies respectively of each

important and other printed ‘A’ proceedings are transferred to
the Record room in addition to the bundle copy ;

(f) whether any loose copy of printed ‘A’ proceedings or of

notifications, etc., is transferred to the Record room ;

(g) whether requisition slips, duly signed by the correspondence

assistant, are dated and furnished in respect of those

147
 proceedings which could not be transferred along with the
records for the period under transfer ;

(h) whether all old papers put with a file at the time of its disposal
have been separated from it ;

(i) whether ‘B’ cases are marked on the stiff cover with a stamp
denoting, “To be permanently preserved” or “To be destroyed
in…………”, and

(j) whether the record registers have been sent along with ‘A’ and
‘B’ proceedings.

N. B. – When examining the records under clause (c), the assistant record keeper will be
responsible for counter marking (i.e. marking the forward reference on ) old collections and the
record keeper should be careful to see that this is done.

VII-25. Notice of defects – All the defects noticed in the coursed of the
examination of the records shall be incorporated in a note by the Assistant
Record keeper which should be put up to the Record keeper by a date to be
fixed by him. The Record keeper shall ask the Departments concerned to
remedy the defects or to bring the defects to the notice of the Registrar, if
necessary.

VII-26. Formation of bundles – On the completion of examination of

records, bundles of convenient size shall be formed, arranged according to the
proceedings numbers and placed between wooden boards fastened with stout
cords above and below the boards. A label in the following from shall be pasted
on the front board:-

LABEL, TO BE ATTACHED TO EACH BUNDLE, A OR B.

Department………………………………….

Branch/Section………………………………

Proceeding number…………………………

Bundle number……………………………….

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When the bundles have been arranged, necessary entries shall be made in
columns 7-9 of the catalogue referred to in rule 20 and the serial number
assigned to each bundle shall be entered on the lable.

VII-27. Newspapers and Gazettes – (a) Copies of the Orissa and India
Gazettes received by the record room will be bound in quarterly volumes and
will permanently preserved for use in reference.

(b) No other news papers or Gazettes will be preserved in the record room.

(c) The rules relating to the issue and restoration of other records will govern
mutatis mutandis the Gazettes kept in the record room.

VII-28. Report of completion of transfer of records- The Assistant Record

keeper will submit to the Record keeper a report in the Form below on the
evening of 7th of the month following that in which records of a Department are
transferred to the record room according to the arrangement made in rule 19.
The Record keeper will submit the same to the Registrar on the 9th.

ANNUAL REPORT BY THE RECORD KEEPER ON THE DISPOSAL LOF

RECORD-PAPERS RECEIVED IN THE RECORD ROOM.

(To reach the Registrar on the evening of the 9th of the month following that in
which the records of Department are transferred to the record room.)

Certified that cases recorded during the year 19…….

Together with the corresponding record registers and annual index have
been received complete from ……….. Department and have been arranged
according to orders after examination.

Record Keeper

VII-29. Requisition for paper from the record room- Whenever any record
deposited in the record room is required by any Department for reference, a
requisition slip in the form below shall be prepared and forwarded to the record
room :-

149
REQUISITION SLIP FOR PAPERS DEPOSITED IN THE RECORD ROOM

Department and branch to which the paper relates. …………………

File number of………….

Proceedings number …………………….

Year ………………….

Subject …………………………

Purpose for which required, ………………………..

together with the file

number or diary number

of the letter with which to

be put up.

Signature and designation of ………………

the Assistant requiring the Paper.

Date of requisition ………………..

Serial number in the register of requisition. ………………..

VII-30. Requisition out of office hours – No requisition shall be sent to the

record room for compliance beyond office hours or on holidays, except under
special orders of the Registrar or Assistant Secretary (or Head Assistant, in
absence of the Registrar or Assistant Secretary) of the Department concerned,
or, on holidays, of the assistant who has been directed to attend for urgent
work.

VII-31. Requisitionary office responsible for finding number and date of

paper required – When indexes or spare copies of proceedings are available in
the Departments, the record room staff should not be requested to trace any
paper unless the number and date of the required proceedings are supplied.
When no indexes or copies of proceedings are available in the department, the
150
record room staff will try to trace the required papers, provided the correct
subject and the approximate date and years of the correspondence are
furnished, or the file is sent with a requisition on a buff sheet countersigned by
the head assistant concerned.

VII-32. Papers required for putting up with files of another department-

When any assistant, in answering a reference made by another department,
obtains records from the record room for the purpose, he shall cite, upon the
requisition slip, the number of the file in the department making the reference
together with the name of the department and the unofficial receipt number.
Before the file is returned to the department making the reference, the records
obtained from the record room shall, unless it appears likely that the other
department will require to refer to them, be removed and returned to the record
room. When, however, the notes on the file directly refer to the records and it
appears likely that the department making the reference will require the
records, they shall not be removed from the file but shall be sent with it to the
department making there reference, an intimation of the transfer being given to
the record keeper by the requisitioning assistant in the form below. On
receiving intimation in the prescribed form, the record keeper shall send it at
once to the head assistant of the department to which the file belongs. The
head assistant shall be responsible for taking the signature of the dealing
assistant and returning the slip to the record keeper within three days of its
receipts. On receipt of this slip, the record keeper shall, at once, return the
original slip to the assistant who obtained the records from the record room. If
the assistant does not get his slip back within six days, he should remind the
record keeper for its return.
INTIMATUION FORM OF RECORDS TRANSFERRED TO OTHER
DEPARTMENTS

The proceedings noted below which were put up with the

……………..department file No………. of 19…….. Are being sent to that
department with the file. Please return the original requisition slip. Record
Room………………………. File No…………………..Proceedings No. And
year………………issued on ………………….Date……………………

Signature of Assistant

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 The assistant concerned in the ……………………………… department
will please acknowledge the transfer and return this slip.

Assistant…………………………………department

Record Keeper

VII-33. Examination of requisition slips – The requisition slips, on receipt

in the record room, shall be carefully examined with a view to see that all the
particulars have been properly entered. Whenever a requisition is found to be
defective in any respect, it shall be returned to the department concerned for
supplying the defects or omissions.

VII-34. Requisition to be registered - All requisitions, on receipt in the

record room, shall be entered in a register, to be kept in the form below, and
the serial number assigned to each slip shall be entered thereon. There shall
be a separate volume of this register relating to each department.

REGISTER OF REQUISITIONS FOR PAPERS ISSUED FROM THE

RECORD ROOM

1. Serial Number

2. Date of receipt of requisition

3. Department making the requisition

4. Description of papers requisitioned, including the

proceedings and file numbers.

5. File number or diary number of the letter wit which to be put up.

6. Date of compliance by the record room

7. Initials of the party receiving the papers

8. Date of return to record room, with the initials of the record

room assistant.

9. Date of issue of reminders

10. Remarks.

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 When papers called for in a requisition slip have been collected, the
serial number assigned to it in the register of requisitions and the date of entry
shall be entered in pencil on their back and then they shall be removed from
the bundles for issue, a removal slip being substituted for each paper removed.

VII-35. Return of unexecuted requisitions – No requisitions are to be

returned unexecuted without the knowledge of the record keeper.

VII-36. Records not to be supplied to offices outside- No Government

record will be supplied to any office out side the Secretariat, except under
special orders of the Registrar obtained through the department of the
Secretariat to which the said office is subordinate.

VII-37. Supply of copies of records and information to the public – (1) The
public have no right to see or have copies of records in possession of
Government which reserves to itself the right to refuse or modify any
application. No reason will be given in case of refusal.

(2) Persons wishing to obtain information from or copies of the

records, including papers not actually deposited in the record room, should
apply, in writing, to the Registrar, Home Department, stating their occupation
and the object for which the information or copies are required

(3) The applicant is required to deposit a searching fee of Re.1, to be

deposited in advance with the accountant of the Secretariat. On the deposit
being made and the information, if it is decided to supply it after inspection of
the records, will be furnished to the applicant.

(4) If it is decided to supply copies, the applicant shall deposit, in

advance, copying fees at the rate of two annas per hundred words. Thereupon,
the copies will be prepared on foolscap paper by copyist, certified as true
copies by the record keeper.

(5) Before supplying information, or copies, the record keeper is required

to make a reference to the department to which the records belong.

VII-38. Reminders – On the 15th of every month, the record clerk

examine the requisition registers to see what records issued up to the 15th of

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the last month have not been received back in the record room and shall issue
reminders, countersigned by the record keeper, one for each department in the
form below. The date of reminder should be entered in the appropriate column
of the register. The departments concerned will return them within seven days
of receipt, together with the records where possible, or, if not, then with notes in
columns 6 and 7 of the reminder.

REMINDER FOR THE RETURN OF PAPERS ISUED

FROM THE RECORD ROOM ON REQUISITION

The papers noted below, taken by the ……………………… department,

are now over due and should be returned at once., If any of them cannot be
returned now, the date by which they expected to be returned should be
mentioned against the entry concerned with full information as to the
circumstances under which the papers cannot be returned at once :

1. Serial number, as per requisition register. …………….

2. Date of issue ……………..

3. To whom issued ………………..

4. (a) Cass and number of proceedings ………………..

5. Month and year of proceedings. ………………….

6. Papers with which put up ………………..

7. When the papers are expected to be returned with full information

as to why they cannot be returned at once. ………….

8. Remarks …………………..

On the 23rd of every month, the record clerk will submit, to the record
keeper, ;the returned reminders, or a note stating that the reminders have not
been responded to. The record keeper will thereupon, bring the matter to the
notice of the Registrar or Assistant Secretary of the department concerned.

VII-39. Records outstanding at the end of the year- When papers issued
on requisition during a year are not received back in course of the year, the

154
outstanding entries in the register shall be transferred to the register of the
subsequent year and entered in red ink in the beginning of the register before
the entries for the year concerned are made.

VII-40. Restoration of records- Immediately on receipt of the records in

the record room, the date of return shall be noted along with the initials of the
record clerk, in column 8 of the requisition register, the records shall be
restored to their bundles and the slips, placed in their places, removed and
destroyed.

VII-41. Destruction of records – In the month of January every year, a

revision of the records of for destruction should be started, department by
department, under the expert supervision of the record keeper.

‘B’ proceedings due for destruction will be sorted out by the record
suppliers and, after examination by the record keeper; will be destroyed. A list
should be kept in the bundle from which they are removed, they should be
marked off in the amalgamated index and the date of destruction should be
inserted by a rubber stamp against the appropriate entries in the record
register.

VII-42. Admission to record room – Excepting the gazetted officers

attached to the Secretariat, no one unconnected with the record room is
authorized to enter it, except with the permission of the record keeper.

VII-43. Custody of keys – The keys of the record room shall remain in the
record keeper’s custody but he may entrust them, if necessary, to the assistant
record keeper for work beyond office hours or on holidays.

VII-44. Protection from insects – For the protection of the records from
white-ants or insects, water, with a little kerosene oil, should be put in the jars
at the foot of the racks, the racks, should be wiped, once a month with
kerosene oil, all the records being lifted up for the purpose. Papers which have
suffered from insects, or are liable to their attack, should be brushed over with
a solution of corrosive sublimate and powder of naphtha or sprayed with some
germicide solution on modern scientific lines.

155
 VII-45. Treatment of old documents – Every old document should be
folded flat, carefully minded with tracing paper specially meant for the purpose,
placed between paper covers and docketed. Bundles of these covers should
then be made up, enclosed between wooden boards of slightly larger
dimension than those of the covers and fastened with stout cords above and
below. The bundles, their contents clearly indicated on the enclosing boards,
should then be arranged upright on the racks, sufficient space being left
between them to allow of efficient dusting.

VII-46. Note Book – Every assistant in the record room shall maintain
an alphabetical note book for notes of important cases and references. Every
query answered must particularly be entered into the book under serial heads.
This shall be made over by him to his successor and shall, in no case, be
allowed to be removed from his own rack.
VII-47. Illegible signatures not to be accepted – Illegible signatures for
receipts sent out of the record room will not be accepted and if the record clerk
accepts any such signature he will do so at his own risk.
A list, duly attested by the head assistant, of each department showing
full names and samples of signatures of the assistants in the department,
should be sent to the record keeper and slips bearing samples of signatures of
new entrants should be sent from time to time.

156
 CHAPTER VIII

Budget Procedure

VIII-1. Definition of Budget – Budget is a statement of estimated

annual receipts and expenditure prepared by Government for presentation to
the Legislature for prior approval to incur expenditure in a particular financial
year which begins from the 1st April of a calendar year and ends on the 31st
March of the next calendar year. The budget is the means of financial control
both by the Executive and the Legislature. It defines the objects on which public
money can be legally spent and it also prescribes limits for the expenditure of
public money on specific objects. Apart from financial control, it also served the
purpose of achieving economy in expenditure. It is only when expenditure is
considered in relation to revenue that the need for economy becomes
paramount. The balancing of the budget is the first requisite of financial stability
and this is a matter which occupies the same place in the administration of
finance as maintenance of law and order in executive administration. As a
matter of fact successive deficit budgets damage the financial credit of the
State. It is, therefore, of utmost importance to forecast with the greatest
possible accuracy what is expected to be received or paid during the year and
whether the former, together with the balance of the past year, is sufficient to
cover the latter.

VIII-2. Annual Financial Statement – (i) In respect of every financial

year a statement of estimated receipts and expenditure of the State for that
year, called the ‘Annual Financial Statement’, is laid before the Legislature of
the State (See article 202 of the Constitution).

(ii) The estimates of expenditure, embodied in the annual financial

Statement, show separately two main classes of expenditure – one class which
is subject to the vote of the Legislature and the other, which does not require
the vote of the Legislature. The latter class of expenditure is described as
“Expenditure charged upon the Consolidated Fund of the State”. These two
class of expenditure are commonly known as ’voted’ and ‘charged’ expenditure
and in the printed budget, these two expressions are used to distinguish one
157
class of expenditure from the other. The following is a list of items of
expenditure charged upon the Consolidated Fund of the State under the
various articles of the Constitution ;

Article 202 (3) (a) … (1) Emoluments and allowances of the Governor
and other expenditure relating to his office;

(2) The salaries and allowances of persons on the

Secretariat staff of the Governor and the
expenses on office accommodation and other
facilities to be provided for them.

Article 202 (3) (b)…. (3) The salaries and allowances of the Speaker
and the Deputy Speaker of the Legislative
Assembly.

Article 202 (3) (c)….. (4) Debt charges for which the State is liable,
including interest, sinking fund charges and
redemption charges and other expenditure
relating to the raising of loans and the service
and redemption of debt.

Article 202 (3) (d) … (5) Expenditure in respect of the salaries and
allowances of Judges of any High Court.

Article 202 (3) (e) ….. (6) Any sums require to satisfy any judgment
decree or award of any Court or arbitral
tribunal.

Article 229 (3) ….. (7) The administrative expenses of the Orissa High
Court including all salaries, allowances and
pensions payable to or in respect of the officers
and servants of the Court.

Article 322 ……. (8) The expenses of the State Public Service
Commission including any salaries, allowances
and pension payable to or in respect of the
members or staff of the Commission provided

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 that no pension which is chargeable on the
revenue of the Union will be chargeable to the
Consolidated Fund of the State.

Article 290 ….. (9) Contribution in respect of pensions payable to

or in respect of a person as in article 290 of the
Constitution.

Article 291 ….. (10) Contribution in respect of Privy Purses sums of

Rulers.

VIII-3. Consolidated Fund of the State – All revenues received, all loans
raised by the issue of treasury bills, loans or ways and means advances and all
money received by the State Government in repayment of loans from one
consolidated fund which is known as ‘the Consolidated Fund of the State’.

VIII-4. Preparation of Budget – (i) Budget estimates of the State

Government have to be examined and submitted to the government and, then,
to the Legislature by certain fixed dates. The examination of the budget
estimates has, therefore, to be finished both by the administrative department
and by the Finance Department within a specified period and it is essential that
all references relating to the budget are treated as immediate by all
departments and at all stages.

(ii) The process of preparation of the budget starts with the preparation
of estimates by the drawing and disbursing officers who are generally called the
estimating officers, e.g., District Officers, District Judges, Superintendents of
Jails, etc. These estimates are prepared in specially printed forms which are
supplied by the Finance Department. Printed forms only should be used as
uniformity in details is essential. The estimating officers must finish the
preparation of their budget and submit the same to the controlling officers
concerned by the dates prescribed for the purpose. A list of officers responsible
for the preparation of the various portions of the budget and the dates of their
submission are given in appendix I to the Orissa Budget Manual.

(iii) The printed forms, in which the estimates are prepared by the
controlling officers, contain columns both for receipts and expenditure and
contain separate columns to show –
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 (a) the heading under which the items should be classified;

(b) actual for the past three years;

(c) sanctioned estimate for the year preceding that for which the
estimate is being framed;

(d) revised estimate for the current year;

(e) proposed estimate for the year;

(f) explanation of increase or decrease.

It is on the materials supplied by the estimating officers that the final

budget, as presented to the Legislature, is based. The estimating officers
should, therefore, exercise the greatest possible care to see that the materials
furnished by them are not, in any way defective or misleading. The estimates
submitted by the different estimating officers are consolidated by the controlling
officers in the controlling officers’ budget forms which are supplied to them by
the Finance Department. It is the duty of the controlling officers to examine the
budget received from the estimating officers and to see that they are correct
and complete in all respects, i.e., all details and explanations, where required,
have been given and that explanations given by the estimating officers are
adequate. The controlling officers may alter these estimates in the light of wider
knowledge and more extensive information in their possession.

For instance, if during the course of the year after submission of the
disbursing officers’ estimates, Government sanctions revised rates of traveling
allowance to its officers, which were not taken into account by the disbursing
officers at the time of framing estimates under the head ‘Traveling Allowance’, it
is for the controlling officers to alter those estimates on the basis of those
revised rates sanctioned by Government subsequent to the submission of the
estimates by the disbursing or drawing officers. After the disbursing officers’
estimates have been compiled by the controlling officers, copies of the
compiled estimates are prepared in triplicate. One copy is submitted to the
Finance department, one to the administrative department concerned and the
third one, to the Accountant General, Orissa.

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 (iv) The controlling officers estimates are examined in detail by the
Finance department in consultation with the administrative department
concerned and the Accountant General, Orissa. The primary responsibility for
the examination of the budget, however, rests on the administrative department
because it can do it more easily than the Finance Department in view of its
intimate and up-to-date knowledge of actual conditions. It should not, therefore,
wait for the Finance Department to discover points requiring examination but
should proceed with the examination of the estimates immediately on receipt
from the controlling officers. The main object of the examination by the
administrative department is to check that the budget has been prepared
strictly in accordance with the orders issued, that no new schemes have been
included in the first edition; as also to detect excessive or inadequate provision
in the revised and budget estimates. If, in course of examination of the budget,
any doubtful point is discovered by the administrative department, it should get
the point reconciled with the controlling officer and modifications, where
necessary, should immediately be communicated to the Finance department. In
the course of the examination of the controlling officers’ budget in the Finance
department, it becomes necessary to obtain clarification on various doubtful
points which are not clearly explained in the controlling officers’ budget. The
following are some of the common defects :-

(a) Absence of adequate explanation for variations between the

sanctioned budget and the revised for the current year as well
as variations between the sanctioned estimates of the current
year and the proposed estimates of the next year;

(b) Provision for unsanctioned charges in the controlling officers’

estimates, which should actually go into the second edition of
the budget.

For the above purpose, budget slips are issued by the Finance
Department to the administrative department concerned.

In order that the budget may be prepared by the due date, i.e., according
to the programme for its submission to the Legislature, it is of utmost
importance that replies to these budget slips should be furnished within a week
of receipt and, line no case, should a slip remain unanswered for more than a
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fortnight as, in the absence of adequate information, there is chance of
omission or wrong estimates being included in the budget. It is not sufficient to
send a reply to the budget slip merely on the basis of suggestion of the
controlling officer whose estimates are under examination. It is essential that
the replies given by the controlling officer to budget slips should be carefully
examined by the administrative department and a reply then sent. In cases in
which the Finance department invites opinion, recommendation, or the views of
the administrative department on any point connected with the question of
provision of funds in the revised or budget, the Secretary to Government in the
department concerned should, ordinarily, see the case before a reply to the
budget slip is sent to the Finance department. In important cases, it might even
be necessary for the department concerned to take orders of Government in
the department before sending a reply to the Finance department. Sometimes,
the Finance Department makes a definite suggestion in the budget slip to the
effect that the provision included in the first edition under a particular head
should be omitted or reduced by a specified amount. If the administrative
department concerned is unable to accept the suggestion, the Finance
Department should be consulted unofficially, placing on the file all relevant
papers and, if possible, a draft reply relating to the points raised in the budget
slip before a reply is sent by the administrative department.

In dealing with budget slips, the following routine procedure should be

strictly observed by the administrative department:-

(1) Budget slips on different subjects should not be dealt with in the same
file. Slips on the same subject only should be dealt with in a single
file and when the file is referred to the Finance department it should
contain all relevant papers necessary for examination of the case.

(2) A separate reply should be given to each budget slip.

(3) Formal replies should be sent to all budget slips even where the
Finance department has been consulted unofficially on the file.

(4) Replies to budget slips should be in the form of a self-contained un-

official memo. If such a reply is to the effect that the matter under
reference has already been communicated to the Finance

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 Department in a previous letter or memo. a copy of the letter or
memo. in question should, invariably, be appended to the reply.

(5) In all cases, in which replies to budget slips are sent by the
administrative department after unofficial consultation with the
Finance department, the replies to the slip should indicate clearly
that the Finance department was consulted unofficially.

(v) First Edition of the Budget – After examination and scrutiny of the
controlling officer’s estimates in the manner indicated above they are complied
for submission to the Cabinet. This compilation is called the first edition of the
budget, which is an estimate of the revenue from existing sources and of the
standing charges only.

By ‘standing charges’ is meant the normal expenditure which must be

incurred in the various departments for the day-to-day administration of
Government. For instance, the pay and travelling allowance of regular
establishment and normal contingent charges of a department or office are the
standing charges of that department or office.

(vi) Second Edition of the Budget – No new scheme or establishment

should le provided in the first edition of the budget, but if it is desired that
provision should be made for any new scheme, the controlling officers should
send a list by the 1st September to the administrative department concerned
showing such provisions as they wish to be made. This list should give the
following information and should be arranged in order of urgency :

(a) reference to order of sanction, if any;

(b) brief, but clear, note as to the nature of the scheme;

(c) ultimate cost-

(1) recurring,

(2) non-recurring

(3) total;

(d) cost during the budget year;

(e) remarks

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It has to be remembered that no new schemes should be included in the
budget unless-

(a) it has been administratively approved; and

(b) the scheme is sufficiently advanced to warrant any expenditure being

incurred.

Suppose, the proposal of the Inspector-General of Police for the

construction of a police station building at a particular police station was
accepted by the Home department with the concurrence of the Finance
department at an estimated cost of Rs.77300, but, on account of paucity of
building materials or other reasons, the Works department is in doubt whether
the work could at all be started during the next financial year. In such a case,
no provision for the scheme should be included in the next year budget. On
receipt of the list of new schemes from the controlling officers, these are
subjected to scrutiny by the administrative department concerned in
consultation with the Finance department. The administrative department
concerned should see that all proposals are referred to the Finance department
by the 25th October every year at the latest.

New Demand Schedules – After the schemes have been approved by

the Government, they are embodied in schedule which are commonly known
as new demand schedules and indicate, in brief, the administrative and
financial implications of the schemes. In column 1 of the schedule should be
given the description of the charge, e.g., grant to district boards and
committees for communications and buildings. In column 2, the detailed
classification of the charge, as it appears in the budget, should be given.
Columns 3 and 4 are for ultimate expenditure, recurring and non-recurring
respectively, whereas columns 5 and 6 give the recurring and non-recurring
expenditure to be incurred during the year.

It is necessary that the draft schedules should be referred to the Finance

department for concurrence. Each draft schedule should be sent to Press
immediately after it has been approved by the Finance department, as it will not
be possible to print the whole financial statement within the prescribed time if
each schedule is not set up in proof beforehand. The printed or cyclostyled

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copies of finally approved schedules, arranged in order of urgency, together
with four copies of the complete list of demand of the department concerned,
should be forwarded to the Finance department by the administrative
department concerned so as to reach the Finance department on or before the
15th December of every year. No schedule received in the Finance department
after that date will be included in the list of new demands. The schedules
received in the Finance department are consolidated by the latter and
submitted by it to the Cabinet for approval along with the first edition of the
budget. It is only after compilation of the first edition budget that it is known
what would be the surplus of revenue over the ‘standing charges’. If this
surplus and the opening balance, if any, of the previous year, taken together
exceed the total amount required for the schemes all the schemes are
generally passed by the Cabinet for inclusion in the budget. Otherwise,
selection of new schemes is made according to their urgency to keep the total
estimated expenditure within the balance available after providing for first
edition. In selecting new schemes, attention should always be paid to the
ultimate expenditure involved in the scheme. The list of new schemes and
projects, approved by the Cabinet, is included in a separate appendix to the
explanatory memorandum on the budget.

(vii) What is a sanctioned charge – Expenditure can be sanctioned by

Government only. In practice, however, this is impossible in every case and so
certain powers of sanction have been delegated to subordinate authorities. If
an expenditure is not within the delegated power of a subordinate authority,
sanction of Government is required before such expenditure can be incurred.
An expenditure sanctioned by Government, or by a subordinate authority in
exercise of the powers delegated to it, is a ‘sanctioned charge’.

There are certain classes of expenditure which do not require specific

‘sanction’ for audit purposes, but are regulated by rules or executive orders,
e.g., contract contingencies, non-contract ordinary contingencies, traveling
allowance, etc. In respect of such charges, the budget provision is usually
made on the basis of the last three years’ normal expenditure, or on the basis
of the current year’s estimate of normal expenditure. For example, under the
head “8-State Excise Duties – Superintendence – Contingencies” the following
are the actual for the last three years:-
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 1954-55 … Rs.2, 107

1955-56 … Rs.1, 961

1956-57 … Rs.2,078

The average of these actuals comes to Rs.2,049. Normally, a sum of

Rs.2, 050 could be provided in the budget estimate for 1957-58. This is
commonly called normal provision which is usually admitted in the first edition
subject to modifications according to circumstances on account of normal
expansion of activities or curtailment of the same. If there is any abnormal
increase in the normal expenditure, this is usually considered by means of
schedules ins the second edition of the budget. Provisions for increments of
pay, officiating pay, leave salaries, etc., are always required to be made in the
first edition as they are ‘sanctioned charges’ for budget purposes. No such item
which has not received the sanction of competent authority should be included
in the budget, either in the first edition or in the second edition.

(viii) How provision for ‘old schemes‘ and ‘new schemes’ should be made
in the budget –(a) Old schemes, are required to be included in the first edition
on the following lines :-

(1) Sanctioned charges may be included;

(2) Unsanctioned charges should not be included;

(3) Normal provision may be made for normal

requirements.

(b) (1) New schemes, for which schedules are necessary are intended for
inclusion in the second edition. No such scheme should be included in the first
edition.

(2) Provision for ‘new schemes’ or for individual items of expenditure in

connection with such schemes, whether sanctioned by the controlling officer or
by Government, should not be included in the first edition of the budget except
as explained in sub-clause (3) below.

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 (3) New schemes introduced during the course of the year by means of
supplementary or token demands, however, should be included in the ensuing
year’s budget in the first edition for the period for which the scheme has already
been sanctioned and scheduled. Proposals for the continuance of such
schemes beyond the sanctioned and scheduled period should be treated as
new schemes for budget purposes.

(c) Certain new schemes are included in the budget every year on a non-
recurring basis in the event of funds being available for them. No such scheme
should be included din the first edition.

New schemes, which, according to budget rules, are required to be

considered for inclusion in the second edition of the budget, should, in no
circumstances, be included in first edition.

(d) In doubtful cases it is open to the controlling officer to make a reference

to Government in advance for a decision whether any particular scheme should
be treated as a new scheme or old scheme for budget purposes.

(ix) On approval by the Cabinet, the first and the second edition
estimates are combined under the relevant budget heads and it is these
combined estimates, i.e., the first and the second edition figures taken together,
that are included in a separate compilation known as the ’civil budget
estimates’ which is then printed for presentation to the Legislature. This is
called the preliminary issue of the budget which merely includes demands for
the various departments put forward by Government for vote of the Legislature
and is not operated till it has been actually passed by the Legislature when it is
reprinted with the title ‘Final Issue’.

VIII-5. Presentation of the Budget to the Legislature – (i) It is the Finance

Minister who presents the budget or the annual financial statement to the
Legislature on such date as may be fixed by the Government. While introducing
the budget, the Finance Minister makes a speech which gives details about the
final accounts of the preceding year, a revised forecast of receipts and
expenditure of the current year and a forecast of the year following that in
which the budget is presented to the Legislature. In the budget speech are
explained important variations between the sanctioned budget and revised

167
estimates and also the revised estimate of the current year and the budget
estimate for the next year. If the revised estimate of the current year indicates a
surplus or a deficit at the close of the year, it is explained in the Minister’s
budget speech as to how the surplus will be allocated or the deficit is to be met.
The budget speech also reveals new forms of taxation proposed to be
introduced during the year, modifications, if any in the existing taxation and any
other financial changes which Government recommends for the approval of the
Assembly.

(ii) Demands for grants – The expenditure is initially grouped by

departments and the total estimated sum required by a department for
expenditure during the year constitutes a ‘Demand for Grant’ for that
department.

‘Grant’ means the amount voted by the Legislature in respect of a

demand for grant while ‘Grant Appropriation’ means the amount authorized by
the Appropriation Act to be spent on items charged on the Consolidated Fund
of the State. When the demands are presented to the Legislature, it may either
assent to the demand or refuse to assent to any of the demands. It may as
well, assent to a demand subject to a cut.

(iii) Order of demands for grants – The order in which demands for grants
appear is, more or less, arbitrary. In actual practice, it is not possible to discuss
all the demands for grants. As, however, the members like at least important
demands to come up for consideration by the Assembly the demands are
arranged for such discussion in order of importance.

(iv) Voting of demands and guillotine – The voting to demands does not
commence earlier than the 10th day after the conclusion of the general
discussion of the budget. The voting continues from day to day for not less than
ten days and not exceeding 15 days, as allotted by the Speaker. A demand for
grant is introduced by the Minister in charge who may make a statement
explaining the policy underlying the demand to which it relates. The members
of the Legislature may move motions for reduction of any grant or for omitting
or reducing any item in any grant, but not for omitting the total amount of a
grant or for increasing or altering the destination of a grant. The object of these
motions is either to effect economy or to elicit information from Government on
168
points arising from estimates. Generally, however, motions are moved not
with a view to effect economy but for criticizing the policy of Government in the
department in respect of which the ‘cut’ motion is moved. At 5 P.M. on the last
day of these days allotted for the voting of demands, the Speaker puts forth
every question necessary to dispose of all outstanding matters in connection
with the demands for grants. This in parliamentary language is called the
‘guillotine’. A guillotine is a device to bring the financial discussion to a close, as
otherwise, discussion on a motion for reduction might continue indefinitely.
Under the operation of the ‘guillotine’, several demands are passed every year
without any discussion.

VIII-6. Appropriation Bill – As soon as may be after the demands for

grants have been voted by the Assembly it is necessary to introduce a bill to
provide for the appropriation, out of the Consolidated Fund of the State, of all
money required to meet-

(a) the grants so made by the Assembly ; and

(b) the expenditure charged on the Consolidated Fund of the

State but not exceeding, in any case, the amount shown in the
statement previously laid before the Legislature.

It is only after the bill has been passed and assented to by the Governor
that appropriation can be made out of the Consolidated Fund of the State.

VIII-7. Vote on Account – Pending completion of the detailed procedure

relating to the voting of grants and the passing of the Appropriation Act, the
Legislative Assembly has the power to make any grant in advance in respect of
the estimated expenditure for a part of any financial year. This is called “vote on
account”.
VIII-8. Contingency Fund – It may be necessary to meet unforeseen
expenditure which is not provided for in the budget during the course of one
year pending authorization of such expenditure by the Legislature of the State.
For this purpose, article 267 (2) of the Constitution provides for the
establishment by law of a Contingency Fund in the nature of an imprest, to be
entitled the Contingency Fund of the State, into which shall be paid such sums
as may be determined by such laws and the said fund shall be placed at the

169
disposal of the Governor to enable advances to be made by him out of that
fund. Accordingly, the Orissa Contingency Fund has been created under the
Orissa Contingency Fund Act, 1950 and a sum of rupees thirty-five lakhs has
been placed to the credit of that fund by withdrawal out of the Consolidated
Fund of the State.
Advances from this fund are sanctioned only in exceptional cases to
meet expenditure of an unforeseen emergent and inescapable character. In
applying for such advances, the administrative department should follow the
procedure laid down in the Orissa Contingency Fund Rules, 1951 (Appedix
VIII).
VIII-9. Main divisions of accounts – (i) The receipts and expenditure of
Government are grouped under four main divisions, viz.-
(a) Revenue,
(b) Capital,
(c) Debt,
(d) Remittance.
The annual budget estimates are also prepared on this basis.
The first division deals with the proceeds of taxation and other receipts
classed as revenue and the expenditure there from.
The second division deals with expenditure usually met from borrowed
funds, such expenditure being incurred with the object either of increasing
concrete assets of a material character or of reducing future recurring liabilities,
such as those for future pensions, by payment of the capitalised value and also
receipts of a capital nature to be applied as a set off to capital expenditure.
The third division comprises receipts and payments in respect of which
Government becomes liable to repay the moneys received or has a claim to
recover the amounts paid together with repayments of the former and the
recoveries of the latter.
The fourth division embraces all merely adjusting heads and the
following classes of receipts and payments appear under these heads :-
(1) Remittance of cash between treasuries;
(2) Remittance by bills;
(3) Remittance transfer receipts;
(4) Items in transit between different branches of the Accounts
Department including Accounting Officers in England.

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 The initial debits or credits to the heads in this division will be cleared
eventually by corresponding receipts or payments either within the same circle
of accounts or in another account circle.
Inside each of these four divisions the transactions shall be grouped
into sections which shall be further subdivided into major heads of account.
(ii) Major, minor and detailed heads – The main unit of classification in
account is the major head which is divided into minor heads each of which is, if
necessary, divided into number of sub-heads generally known as detailed
heads. In some cases, minor heads are divided into sub-heads which are again
divided into detailed heads.
In the budget estimate the following classification of heads is adopted:-
Major head;
Minor head;
Sub-head;
Primary unit of appropriation – Detailed head;
(iii) There is a separate compilation of major and minor heads of
account, issued by the Comptroller and Auditor-General of India with the
approval of the President, as directed under article 150 of the Constitution. The
prescribed major and minor heads of account must be followed, exact
uniformity being essential even in regard to nomenclature. The introduction of
any new major or minor head as well as the abolition or change of
nomenclature of the existing heads require the approval of the Comptroller and
Auditor-General. Detailed heads sub-ordinate to minor heads should not be
multiplied unnecessarily. Only such heads should be opened in the accounts as
are really essential.
VIII-10.General principle of classification – As a general rule, the
classification of transactions in Government accounts should have closer
reference to the department in which the revenue or expenditure occurs than to
the object of the revenue or expenditure or the grounds ;upon which it is
sanctioned. For example, expenditure in the Works Department on buildings
which are under its administrative control and which are required by a non-
commercial department should be debited to the Public Works Accounts and
not passed on for adjustment against the department benefited by the
expenditure.

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 VIII-11.General outline of the system of accounts – The following briefly
explains the general outline of the system of accounts of the State
Government:-
(a) All receipts in India on behalf of the State Government are paid
into a treasury or the Bank. “The Bank” means the Reserve Bank
of India or any of its offices or branches and includes any branch
of the State Bank of India in accordance with the provisions of the
Reserve Bank of India Act.

(b) Payments in India on behalf of the State Government are

ordinarily made either at a treasury or the Bank. Some
departmental officers, e.g., the Divisional Officers of the Works
Department and the Divisional Forest Officers, are however,
authorized to withdraw sums in lump from the treasury or the
Bank for making payments. In the former case, the initial
accounts of payments are kept at the treasury. In the latter case,
such accounts are maintained by the departmental officer
concerned.

(c) At the beginning of each month, the Accountant-General receives

from the treasuries monthly accounts supported by the requisite
schedules, vouchers, etc., in respect of the transactions which
took place in the treasuries during the previous month. Besides
the account of the State Government, the State treasuries submit
a separate account for the transactions of the Central
Government. Necessary adjustments in respect of the Central
transactions are made by the Accountant-General through the
Reserve Bank of India.

(d) Officers of the civil departments, who pay their receipts into or
withdraw moneys for expenditure from the public account in lump,
submit detailed accounts of their transactions to the Accountant-
General; some departmental officers, e.g., the Works and Forest
Divisional Officers, are required to render, to the Accountant-

172
 General, compiled accounts with suitable abstracts of their
transactions classified under prescribed heads of accounts.

(e) From the accounts furnished by treasuries and civil departmental

officers, departmental classified abstracts are compiled by the
Accountant-General showing the monthly receipts and payments
pertaining to each department under the relevant major, minor
and detailed heads. Separate classified abstracts separate
departmental abstracts showing the progressive totals, month by
month under major, minor and detailed heads of Revenue
receipts and service payments are compiled.

(f) The final stage of compilation in the Accountant-General’s Office

is the preparation of the abstract of major head totals showing the
receipts and disbursements by major heads during and to the end
of the month and also the monthly accounts of the State
Government. The cash balance of the State Government at the
close of each month is reconciled with the balances shown in the
cash accounts rendered by Treasury Officers and with the
statements of closing balances received from the central
accounts section of the Reserve Bank of India. A copy of the
monthly accounts of the State Government is submitted by the
Accountant-General to the Finance department.

VIII-12.Control of expenditure – (i) As soon as the budget is passed by

the Legislature, this fact is communicated by the Finance department to all the
controlling officers to enable them to distribute and communicate the
sanctioned grants to the disbursing officers concerned.
Thereafter, the administrative departments should intimate the heads of
departments of the allotment for expenditure and issue necessary sanction
orders promptly; where the Finance department is to be consulted before issue
of sanction orders or if the detailed plans and estimates have to be finalised
and approved or Government of India’s sanction is to be obtained the same
should be done promptly. It is absolutely necessary that all sanction orders
should issue within fifteen days after the appropriation bill is enacted.

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 (ii) The Accountant-General audits the expenditure classified under
each primary unit against the provision made in the budget. The aim of the
Controlling officer should be to see that the expenditure under each unit does
not exceed the provision and if that is not possible he should at least see that
the total of the grant at his disposal is not exceeded. It should be remembered
that before money can be spent two conditions must be fulfilled, viz.-
(1) it must be sanctioned by the competent authority; and
(2) funds must have been appropriated for it.
The sanction of any authority to any expenditure becomes operative as
soon as funds have been appropriated to meet it and does not become
operative until funds have been so appropriated.
The sanction of any authority to recurring expenditure covering a
specified term of years becomes operative when funds are appropriated to
meet the expenditure of the first year and remains in operation in each year of
the specified term subject to appropriation or voting of funds in such year.
(iii) Controlling Officers are responsible for seeing that the grants
placed at their disposal are not wasted or exceeded. They should impose the
same responsibility on their subordinate disbursing officers. To help the
controlling officers in watching the actual expenditure against budget grants,
the Accountant-General gives warning to the disbursing officers and also, if
necessary, to the controlling authorities when excesses appear to be likely but,
in any case, it is the controlling officer and not the Accountant-General, who is
ultimately responsible for keeping expenditure within the voted grant.
(iv) The following important principles of accounting should be
carefully borne in mind :-

(a) The want of provision in the estimates does not operate to

prevent the payment of any sum really due by Government nor
the want of sanction to prevent any record of any actual payment.
It is no economy to postpone inevitable payments and it is very
important to ascertain, liquidate and record the payment of all
actual obligations at the earliest possible date. If an inevitable
payment is required to be made in the absence of funds, the error
lies not in the payment but in entering into the liability to meet
which the payment is made.

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 But, as all such payments without provision of funds in
the budget may result in an excess over the sanctioned grant of
the year which is irregular and unconstitutional, it is of utmost
importance that departmental officers, who are informed by audit
office in tie about intimation of adjustments of debits received
from or demands made by other accounts officers, before the
adjustment is made or demand is accepted, should promptly take
timely steps to provide funds wherever necessary.

(b) All charges incurred must be paid and drawn at once and under
no circumstances should they be allowed to stand over to be paid
from the grant of another year. If possible, expenditure should be
postponed till the preparation of a new budget has given
opportunity of making provision and till the sanction of the budget
has supplied means, but, on no account should charges be
actually incurred in one year and thrown on the grant of another.

(c) No money should be withdrawn from the treasure unless it is

required for immediate payment. It is not permissible to draw
advances from the treasury either for the prosecution of works the
completion of which is likely to take a considerable time, or for
preventing the lapse of budget grant.

(v) It is a recognised principle of accounting hat classification of

charges should be strictly followed. Disbursing officers should, therefore,-

(a) know all the units of appropriation of the budget under which they
incur expenditure and the charges properly debited to each ;
(b) enter the units of appropriation concerned in full at the top of
every bill before it is presented to the treasury ; and
(c) where possible, draw charges debatable to different units of
appropriation on different bills so that each bill contains charges
debatable to one unit only.
For the purpose of effective budget control, the disbursing officer is
required to maintain a progressive account of expenditure against each unit

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and submit statements of expenditure under each unit to the controlling officer
monthly. The Accountant-General separately reports to the controlling officer
concerned the total expenditure for each unit at the end of each month. If there
is no material discrepancy between the departmental figures and those
reported by the Accountant-General, the controlling officer accepts the latter
figure, but if he notices any material discrepancy and is not prepared to accept
the Accountant-General’s figures, he requests the Accountant-General to
reconcile it in direct communication with the disbursing officer concerned and
report the final result to him. It is of utmost importance that this monthly
verification of the departmental figures with those recorded in the Accountant-
General’s office should be done very promptly. Any delay in reconciliation of
the figures will result in delay in the matter of publication of the appropriation
accounts and the Accountant-General’s audit report thereon which has to be
issued by a fixed date.
(vi) With a view to ensuring co-ordination at all levels and speedy
implementation of the development programmes and exercising effective
control over the pace of progress of works, the following instructions should be
rigidly observed by all departments and heads of departments of Government :
(1) Completion of preliminary arrangements- According to the
procedure prescribed, the annual plan for a particular year will be formulated in
outline well in advance and finalized by the middle of January preceding the
commencement of that year. The period available between the time of finalising
of the annual programme and the voting of the budget for the year should be
utilised in completing the various preliminaries, such as, selection of sites,
initiation of land acquisition proceedings, preparation of plans and estimates,
etc., so that no time is lost on these preliminaries, after the budget is passed.
Each department should ensure that all such preliminary arrangements are
completed by the end of March so that the projects included in the annual plan
for the following year are put in execution immediately after the budget grants
are distributed.
(2) Co-ordination- The programme of development in the various
sectors is inter-linked and a co-ordinated approach is essential for ensuring all-
round achievement. While each Secretary of the department should have
periodical meeting with his head or heads of departments with a view to
ensuring progress of the works relating to the department according to the

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schedule, it should be also his duty to maintain frequent contact and
consultation with department(s) and head(s) of department(s) so as to ensure
inter-departmental co-operation and smoothness of execution of the
development programmes. In case, however, difficulties encountered in the
execution of works are not solved, the departmental Secretary should fix up
with the Development Commissioner the time and date for discussion every
month when all pending problems would be settled.
(3) Progress Reports – In order that effective control on the progress
of the plan in term of expenditure and physical targets can be exercised and
bottle-necks and difficulties impending the implementation of the plan schemes
timely located and removed, it is essential that periodical reviews of the
progress should be undertaken and compilation of progress reports given more
than routine attention and attended to with a sense of seriousness and
urgency. The administrative departments should ensure that the prescribed
reports and returns are submitted to the Government of India and the Planning
and Finance Departments of the State Government punctually.
(4) Maintenance of a Progress Register – The administrative
department should ensure that a progress register is maintained by each head
of department. For this purpose, each scheme should be broken up into its
several components according to the officer controlling various parts of
expenditure or various stages of work under it.
For example, a scheme relating to multiplication and distribution of
paddy seeds can be broken as follows:-

Stages Item of work/expenditure Officer/Agency concerned

1 Production and procurement of seed s Director of Agriculture

2 Distribution of seed in terms of maunds (a) By Director of Agriculture

through Grama Panchayats
(b) By Grama Panchayats to
registered growers
3 Check on utilization of seed (in terms of District Agricultural staff
area covered in acres) at various
stages of cultivation, viz.,(a) sowing, (b)
transplanting, (c) inter-culture, (d)
harvesting.
4 Recovery from registered growers. Grama Panchayats

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 For each of the stages of suitable time-limit can be prescribed as
follows:-
Stage 1 …. To be completed by March
Stage 2 …. To be completed by April
Stage 3 …. To be completed by July-August
Stage 4 …. To be completed by January-February.
Thus, a programme of work for the entire year can be drawn up in advance
for each quarter of the year and a suitable return prescribed by the head of the
department for collecting material on progress from the several executing
agencies. The head of the department should see that all entries are promptly
made in the progress register on the basis of material received by him from the
reporting agencies. Where the head of department is directly handling the
scheme, such entries should be made in his office and submitted to him by the
office for counter signature.
VIII-13. Revised estimates – (i) At the time of furnishing the annual
budget estimates in September for the ensuring year, the controlling officer
submits, along with the budget, a revised estimate under each head for the
current year on the basis of the materials then available. This is called the first
revised estimate which appears in column 6 of the printed budget. In the month
of February each year the controlling officers are required to revise the position
and frame a complete revised estimate of expenditure under each primary unit
of appropriation in the form prescribed for the purpose and submits the same
so as to reach the Finance department, as also the administrative department
concerned, by the 15th February each year. This is called the second revised
estimate. For the purpose of submission of the second revised estimate the
progress of expenditure as shown in the latest monthly statements of the
disbursing officers and the anticipated expenditure during the rest of the year
reported by these officers should be revised. The submission of these revised
estimates must not be construed as, in any way, relieving any controlling officer
of the responsibility of taking the initiative to obtain additional funds, when
necessary, or to ensure that necessary re-appropriations are sanctioned.
(ii) (a) The second revised estimate in February, which includes both
‘Charges in England’ and ‘Expenditure in India’, is generally prepared on the
basis of nine months’ actual for each major head and indicates, with some
degree of precision, whether the provision under any unit is likely to be

178
exceeded. This also indicates probable savings, if any, in the sanctioned grants
under various heads. It is in the light of the position of the second revised
estimate that proposals for supplementary grants, re-appropriation, or
surrender of savings are made.
Thus, the objects of the revised estimate in February are-
(1) to enable Government to ensure that supplementary
demands and re-appropriations are proposed where
necessary ; and
(2) to supplement insufficient provision, subject to the approval
of the Legislature where necessary by such amounts as
can safely be surrendered by another department.
Immediately after the preparation of the second revised estimate an
application for more funds or a case for a supplementary grant, if necessary,
should be made out by the controlling officer and sent to the administrative
department concerned.
(b) Surrender of savings – (1) If the revised estimates prepared by
controlling officers in February show a saving that saving should be
surrendered unless it is required to meet excesses due to (a) unforeseen
emergency (involving no expenditure on a New Service), or (b) original under-
estimating or insufficient allowance which are definitely foreseen at the time. If,
however, a saving arises from the actual postponement or non-materialisation
of a scheme, for which a specific provision was made in the budget estimates,
it must be surrendered at once and not kept in hand for re-appropriation to
meet other expenditure.
(2) 10th March is the last date up to which surrender of savings should
be received by the Finance department in the prescribed form. Surrenders
reported after 10th March will not be accepted by the Finance department and
need not therefore, be proposed as no useful purpose is served by such
belated surrenders.
(3) Surrenders, once reported, are final and cannot be withdrawn
under any circumstances.
(4) In grants where there is one controlling officer, the minimum
amount of surrender is Rs.1, 000 and the Finance department, on receipt of
such surrenders, will issue orders accepting them. The administrative
department concerned should keep accounts for utilistion of saving under sub-

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heads such as are available for re-appropriation. If the total anticipated saving
under such a grant, however, is less than one per cent of the grant as a whole,
the savings need not be surrendered at all.
(5) In grants where there are more than one controlling officer, the
minimum amount which can be surrendered is Rs.100. The Finance
department, after receipt of these surrenders, will maintain accounts to see
whether the savings surrendered by one controlling officer can be utilised in
meeting excesses under heads controlled by any other controlling officer. After
ensuring that no further amount will be required for re-appropriation, the
Finance department will issue orders accepting surrenders on the grant as a
whole.
(6) The surrenders should be reported both to the Finance department
and to the administrative department simultaneously. The statement of
surrender should be submitted to the Finance department in duplicate.
VIII-14. Re-appropriation- (i) Re-appropriation means the transfer of a
particular sum of money from one unit of appropriation (i.e., allotment of a
particular sum of money) to meet specific expenditure under another and can
be sanctioned only on the authority competent for the purpose.
(ii) Re-appropriations are only admissible-
(a) from one ‘voted’ unit to another ‘voted’ unit within the same grant.
(b) from one ‘charged’ unit to another ‘charged’ unit under the same
major head.
Re-appropriations from a ‘voted’ unit in one grant to a ‘voted’ unit in
another, or from a ‘charged’ unit to a ‘voted’ unit, or vice versa are inadmissible.
No re-appropriation can be sanctioned after the close of the financial
year. Applications for re-appropriation must reach the administrative
department in such a way so as to enable the administrative department to
send the same to the Finance department, where necessary, by the 27th March
at the latest.
(III) Powers of re-appropriation – The existing rules regarding re-
appropriation are detailed in paragraphs 102 to 114 of the Orissa Budget
Manual, as amended by notification No.3337-F., dated the 25th May 1945.
VIII-15.Supplementary statements of Expenditure- (i) Supplementary
grants may be required during the course of the year for old as well as new
schemes. In the case of old schemes, if it is possible to meet the excess

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expenditure by re-appropriation from savings under other heads within the
same grant, it is not necessary to prepare any schedule for vote of the
Legislature. If, however, no savings are available, a schedule of supplementary
demand should be prepared in the prescribed form for inclusion in a
supplementary statement.
ii) When any new expenditure is proposed, for which funds are
available by re-appropriation from savings within the voted grant but for which
owing to its being a new service not contemplated in the budget a
supplementary vote of the Legislature is necessary, the approval of the
Legislature will be taken by means of a token demand which is moved for a
nominal sum of Rs.5 only, necessary re-appropriation being sanctioned
subsequently.
iii) Preparation of Schedules for Supplementary Demands – Schedules
are prepared for supplementary demands presented for vote of the Legislature
during the course of the year both for old and new schemes as well as for new
demands for inclusion in the second edition of the annual budget. There are
separate forms prescribed by the Finance department for the preparation of
supplementary and new demand schedules.
VIII-16. Auditor-General’s Report on the Accounts of the State – (i)
Under article 151 (2) of the Constitution, the reports of the Comptroller and
Auditor-General of India relating to the accounts of the state shall be submitted
to the Governor of the State who shall cause them to be laid before the
Legislature.
Accordingly, the annual (a) ‘appropriation accounts’ and (b) ‘finance
accounts’ for the State Government are prepared by the Accountant-General
as soon as the March final accounts are closed in the form prescribed for the
purpose and submitted to the Auditor-General for approval and transmission to
the Governor.
(a) Appropriation Accounts – It is an account prepared for each grant
in which is indicated the amount of each grant sanctioned and the amount
spent under each sub-head and on the grant as a whole. Important variations in
the expenditure and allotment are explained therein. Its object is to present the
audited accounts of all the expenditure of the year, whether voted or charged,
in the form of a separate appropriation account for each grant with any
important observations which the Auditor-General considers necessary to make

181
as a result of audit investigation. It also includes the comments of the Auditor-
General upon the result of audit of all trading, manufacturing and profit and loss
accounts and balance sheets kept in respect of Government, commercial and
quasi-commercial concerns and upon the examination of receipts and the
account of stores and stock in any office or department of the State. It also
embodies the report of the Auditor of the Indian Home Accounts relating to
transactions in the United Kingdom affecting the revenues of the State. Part I of
the volume contains the audit report of the Auditor-General indicting, among
other things the following kinds of irregularities noticed in the course of audit::-
1) Savings on voted grants or charged appropriation;
2) Excesses over voted grants or charged appropriations;
3) Unnecessary supplementary grants and charged appropriations ;
4) Injudicious re-appropriations and surrenders causing excesses over
allotments ;
5) Non-surrender of savings ;
6) Defective budgeting;
7) Cases of loss, write off, nugatory or improper expenditure of public
moneys; and
8) Any irregularity connected with a grant-in-aid.

The purpose of the audit report is two-fold. To the Government, it shows

the extent to which its subordinates are complying with its rules and orders. It
suggests also if any change or modification in the existing rules is desirable. To
the Legislature, through its Public Accounts Committee, it reveals whether the
Executive Government has generally followed the wishes of the Legislature
expressed by the Voting of grants and whether money placed at the disposal of
the Executive Government was regularly and promptly spent.
(b) Finance Accounts- This is a separate compilation of Auditor-General
which presents the accounts of the receipts and outgoings of the State
Government for the year together with a report on the financial results
disclosed by the different accounts and other data coming under examination,
that is to say, both the revenue and the capital accounts, the accounts of the
public debt and the liabilities and assets of the State Government. It
supplements the report of the Auditor-General on the account of the audited

182
expenditure of Government for the year separately presented in the form of
appropriation account for each grant.
(ii) Committee on Public Account –(a) It is a Committee of the Legislature
consisting of a prescribed number of members who are elected by the
Assembly every year from amongst its members according to the principle of
proportional representation for the purpose of scrutinising the appropriation and
finance accounts and the audit reports thereon and such other accounts laid
before the Assembly as the committee may think fit. A Minister shall not be
appointed to be a member of the Committee.
(b) (1) In scrutinizing the appropriation accounts of the Government of
Orissa and the report of the Comptroller and Auditor-General thereon, it shall
be the duty of the Committee on public accounts to satisfy itself-
(a) that the moneys shown in the accounts as having been
disbursed were legally available for and applicable to the service
or purpose to which they have been applied or charged;
(b) that the expenditure conforms to the authority which governs it;
and
(c) that every re-appropriation has been made in accordance with
the provision made in this behalf under the rule framed by
competent authority.
(2) It shall be also the duty of the Public Accounts Committee-
(a) to examine the statement of accounts showing the income
and expenditure of State Corporations, trading and
manufacturing schemes and projects together with the
balance sheets and statements of profit and loss accounts
which the Governor may have required to be prepared or are
prepared under the provisions of the statutory rules
regulating the financing of a particular corporation, trading
concern or project and the report of the Comptroller and
Auditor-General thereon; and
(b) to consider the report of the Comptroller and Auditor-General
in cases where the Governor may have required him to
conduct an audit of any receipts or to examine the accounts
of stores and stocks.

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 (3) If any money has been spent on any service during a financial
year, in excess of the amount granted by the Assembly for that purpose, the
Committee shall examine, with reference to the fact of each case, the
circumstances leading to such an excess and make such recommendation as it
may deem fit.
(iii) Functions of the Finance Department- The various
recommendations made by the Public Accounts Committee on the
appropriation and finance accounts and the audit reports thereon are then
examined by the Finance department and necessary orders or instructions on
the points arising out of the Committee’s report are issued to the various
departments of Government and the controlling officers, to avoid a repetition of
those irregularities.
(iv) Responsibility of the Administrative Departments- The departments
of Government should attend to the various points raised in the appropriation
accounts and audit report immediately on its receipt without waiting for any
formal intimation from the Finance department to do so.
NOTE- When, in dealing with any matter, the department notices that the decision taken and
the points involved may lead at a future date, to comment by the Public Accounts Committee,
the head assistant dealing with the file will take the orders of the Secretary to the department
and get prepared a detailed note on such of the items which are likely to come up before the
Public Accounts Committee. The Secretary will personally check the note and get it suitably
drafted so that all matters, which are likely to require attention in future, are properly
emphasised in the note and the relevant references duly indicated so that any person dealing
with the matter at a future date may be able to present the case to the Public Accounts
committee in the proper light.
VIII-17. Charges in England – (i) The detailed procedure regarding
preparation of the budget estimates, which also include charges in England,
has already been explained except the meaning of the expression ‘Charges in
England’ the various items of expenditure which come under this category and
the method of preparation of estimates relating thereto.
Although the bulk of the expenditure of Government is incurred in India,
some expenditure is also incurred in England by the High Commissioner on
behalf of the State Government mainly in purchasing stores ordered from
Europe and in disbursing the leave salaries and other allowances payable to
officers in England. The expenditure incurred by the High Commissioner is

184
passed on to the Accountant-General, Orissa, every month, for adjustment
against the balance of the State.
(ii) Expenditure is also incurred through the Indian Embassies in foreign
countries, but the payments made by them on behalf of the State Government
do not appear in the High Commissioner’s budget under ‘Charges in England’.
These payments are adjusted in India section of account against the State
concerned.
(iii) Nature of Charges – The following are the important account heads
under which charges in England are recorded :-
(a) Stores ;
(b) Leave salaries and deputation pay ;
(c) Sterling overseas pay ;
(d) Pension and annuities;
(e) Compassionate gratuities;
(f) Passage gratuities;
(g) Scholarships and study allowances;
(h) Law charges.
(iv) Preparation of Estimates – The only regular item of receipts in the
High Commissioner’s estimates is the amount derived from sale of Government
publications. Small sums are also recovered on account of over-payments, etc.
The estimates are prepared by the High Commissioner. The bulk of
expenditure in England on behalf of the State Government is incurred by the
High Commissioner and shown under the respective major heads under
‘Charges in England- High Commissioner’.
All charges to be incurred in England are to be carefully estimated by
the controlling officers concerned and entered in the estimates under the
appropriate sub-heads and units.
VIII-18. Ways and Means – (i) Each State Government is
responsible for the management of its own finance. The State Government has
entered into an agreement with the Reserve Bank of India by virtue of which
the general banking business of Government, including the payment receipt,
collection and remittance of money on behalf of Government, is carried on and
transacted by the Bank in accordance with and subject to the provisions of the
agreement and of the Reserve Bank of India Act 1934, and in accordance with

185
and subject to such orders as may from time to time, be given to the Bank by
the State Government.
(ii) A portion of the general cash balance of Government is kept in the
Government treasuries, while the rest is deposited with the Reserve Bank of
India. Apart from these, cash balances are the cash balance investment
account and other special resaves, such as, deposits in the Famine Relief
Fund, which are invested outside the general cash balance of Government.
Most of these reserves are invested in treasury bills and other short-term
securities of the Central Government or State Government. According to the
aforesaid agreement with the Reserve Bank of India, no interest is payable to
the State Government on any of its moneys for the time being held by the
Bank. On the other hand, the Bank shall not be entitled to any remuneration for
the conduct of the ordinary banking business of Government other than such
advantage as may accrue to it from the holding of the Government cash
balances free of obligation to pay interest thereon. In accordance with a
subsidiary agreement entered into between the Governor of Orissa and the
Reserve Bank of India, the State Government has to maintain a minimum
balance of rupees ten lakhs with the Bank on Friday and eight lakhs on other
days of the week. The Bank informs the Government of the latter’s daily
balance with the Bank at the close of each working day.
(iii) The ways and means work of Government consists in forecasting
and watching, from day to day, the effect of all financial transaction as they are
actually carried on and the resulting balance on the Government’s account with
the Reserve Bank. It is not enough that the ways and means budget balances
over the years a whole. The State Government is under an obligation to keep a
minimum balance of rupees ten lakhs on Friday and eight lakhs on other days
of the week in its account with the Bank and may be required to pay a penal
rate of interest on any amount by which the balance falls below the minimum
on any day. The net result of all transactions on the bank balance has,
therefore, to be estimated daily so that a ways and means advance may be
taken from the Bank in time to prevent the Government’s balance from falling
below the specified minimum. It is also necessary to arrange, as far as
possible, that unduly large amounts are not kept lying idle in the Government’s
bank balances. It is inevitable that there should be surplus funds during some
parts of the year, e.g., during the kist periods or collections of land revenue. It

186
 is, however, necessary to allow for a reasonable margin above the minimum
balance in calculations because discrepancies are bound to occur between
forecasts and actual transactions. It should be the aim not only to avoid loss or
embarrassment to Government from a deficiency in its bank balance but also to
avoid loss of interest on an excessive bank balance. For regulating the ways
and means position of Government, a three monthly estimate (divided into
weeks) is prepared in advance by the Finance department and this is revised
every month in the light of the course indicated by actual.
(iv) To enable the Finance department to frame the monthly estimated of
forecast on a correct basis, the cooperation of the controlling officers is
essentially necessary as they are in the best position to know the period in
which a particular item of receipt pertaining to their departments will be
realised, or a particular payment will be made. They are, therefore, required to
prepare and furnish two forecasts, viz., (a) annual, and (b) quarterly forecasts,
to the Finance department.
The controlling officers should prepare annual forecasts soon after the
Budget is passed and furnish to Finance department by the 25th April or within
25 days of the passing of the Appropriation Act on the main Budget. In making
the forecast, they should analyses the portion of the Budget relating to them
and prepare the statement for the year to indicate the receipts and expenditure
month by month in a proforma which should show the forecast month by month
of the year to which it relates, the revised figures of the previous year land the
actual of the preceding two years. A specimen of this proforma is given below –

Receipt Expenditure
Total provision in 1955-56 1956-57 1957-58 1958-59 1955-56 1956-57 1957-58 1958-59
Remarks
Budget Actuals Actuals Revised Fore Actuals Actuals Revised Forecast
cast
April
May
June
July
August
September
October
November
December
January
February
March
Total for the year.

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 The following broad principles should be born in mind in preparing the
annual forecast. These are to be treated as illustrative and not exhaustive:-
(a) The forecast should take into account the factors that in a majority of
cases, such as land revenue, excise, etc., receipts are realised in a
specified period of the year, but not uniformly throughout all the months
of the year. Bulk of excise license fees is realised in a specified period of
the year but not uniformly throughout all the months of the year.
Similarly, land revenue Kist dates may bring in more revenue in January,
February, March, April, November and December ;
(b) In some cases, such as, stamps, etc., they depend on the economic
condition of the rural public and so the revenue is higher in the
harvesting season ;
(c) In some other cases, revenue or expenditure depends on the raising of
debits in favour of or against other States or the Centre on the execution
of the services ;
(d) In case of establishment charges, the expenditure may be distributed
evenly except for temporary staff entertainable in certain specified
periods, in which case the charges will be included in the months in
which they are to be incurred ;
(e) In the case of allowance, compensatory and the cost of living allowances
are to be forecast in the manner indicated as in (d) above ;
(f) A major portion of the provision for travelling allowance is spent in the
touring season and there is less touring during the rainy season ;
(g) A portion of the contingent grant representing the running establishment
charge may be distributed evenly while the charges required for definite
purposes may be incurred in the specified periods ;
(h) Grants to local bodies, private persons and institutions outside the State
are spent at certain periods only ;
(i) Receipts and expenditure, the classification of which is not open to
doubt, should not be booked either under ‘Suspense’ or ‘Remittances’.
Those transactions which are booked under these heads in accordance
with the rules should be taken over to ‘Service’ head as soon as possible
and should, in no case, be allowed to remain unadjusted beyond the 31st
March of the year ;

188
 (j) Only the total of such detailed estimates of the forecasts of the
controlling officers should be included in the returns to be furnished to
the Finance department, i.e., only one total figure in major head will
serve the purpose;
(k) A suitable brief explanation in respect of variation from month to month
in the figures of the monthly forecast should be stated in the remarks
column of the form enclosed. At the end of each month the forecast for
the closing month will have to be revised on the light of actual and
forecast has to be made for the next month.
(l) The quarterly forecast is to be furnished to the Finance department by
the 15th of every month in the following proforma :-
Form for sending the forecast for the month of……………….(Current and next
2 months) (should be sent to Finance Department on the 15th of every month
for the ensuring three months )
No. Heads Actuals of Forecast Receipts for the three Expenditur Remarks
the last previously months beginning with e for the (Details of
month made by the the current month three any items
available controlling months may be
Current (say

officer or the beginning mentioned)

December)

same month with the .

February
January

Current
month

1 2 3 4 5 6 7 8 9

In preparing the forecast, the following facts are to be borne in mind:-

(a) Separate sheets should be used in respect of both the revenue and
capital heads and in respect of separate major heads.
(b) Figures in respect of the major heads need only be furnished and no
attempt should be made to furnish the details.
(c) Brief explanations for large variations in the figure in the forecast
from month to month may be given in the remarks column of the
statement.
(d) Provision for the payment of grants and subsidies included in the
forecast be clearly indicated in the remarks column. It may also be
stated whether the shifting of these grants and subsidies from the
months proposed to any other month would cause any administrative
inconvenience.

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 vi) Along with the preparation of the monthly forecast, the controlling
officer should make a review of the budgetary position of the three months,
week by week, to see whether the estimate of revenue included in the forecast
in respect of each month is following in to the treasury according to his
anticipations and whether the expenditure planned for each month is well within
the estimated forecast.
vii) Besides the preparation of forecast, the controlling officers are to
furnish special reports to Finance department from time to time when they
anticipate big payments which are likely to affect the ways and means position.
There are departments where large sums of money are required for grant of
loans and advances. There are other large spending departments, such as,
Public Works, Electricity, Supply and Development departments. These
departments should send, to the Finance department, monthly forecast of their
requirements for three months ahead and should also give timely advance
intimation of any large special credit or debit that is expected to enter
Government account with the Reserve Bank.

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 CHAPTER IX
Rules connected with procedure between Departments of
Government and the Legislature
SECTION I
QUESTIONS, RESOLUTIONS, ETC.
IX-1. Questions – (i) Every question is, on receipt, examined in the
Legislative Assembly Secretariat which takes the orders of the Speaker with
respect to its admissibility under the Orissa Legislative Assembly Rules.
(ii) If the question is admitted, the Legislative Assembly Secretariat at
once forwards a copy of it to the administrative department concerned and to
the Governor and Chief Minister. If more than one department are concerned, a
copy of the question is sent to each and the departments concerned shall
arrange between themselves as to the department by which the answer shall
be given and inform the Legislative Assembly Department of the arrangement
thus arrived at. In the event of a question being received in a department which
should be dealt with by another, the department receiving it shall at once,
forward it to the proper department to answer the question and simultaneously
inform the Assembly Secretariat that the question was miss-addressed and that
it has been transferred to the department to which it relates. The department to
which the question relates shall also intimate forthwith to the Assembly
Secretariat that it has taken over the question.
(iii) (a) On receipt of the copy of a question, the administrative
department concerned shall forthwith get it entered in the register of Assembly
questions, open a separate file for dealing with it, and after preparing the
answer, shall submit it to the Minister in charge for approval. Draft questions
and answers should always be put up in type in parallel columns so far as
questions put in English and answers to be given in English are concerned. In
no case should a draft in manuscript relating to an answer in English be
allowed to go to a Minister.
If a question cannot be answered readily without excessive labour,
departments will take the orders of the Minister-in-charge who alone can decide
whether a reply should be given that the time and labour involved would not be
commensurate with the value of the results. When one part of a question can
be conveniently answered and another part involves excessive labour, that part
which can be answered easily should be so answered.

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 If a question is found to be either ambiguous or unintelligible, it should
be brought to the notice of the Minister-in-charge and under his orders referred
back to the Secretary, Legislative Assembly inviting his attention to the
ambiguity or unintelligibility of the question.

(b) While submitting the file to Minister-in-charge care should be taken to

give detailed facts covering all possible points which might reasonably arise at
the time of answering the question.

(c) Files relating to starred questions should be sent to the Minister-in –

charge at least one day before the answers are to be given.

(d) When the answer to an un-starred question is forwarded to the

Assembly Secretariat, a copy of the answer together with a summary of all the
information relevant to the question shall be sent to the Personal Assistant to
the Minister concerned who will submit it to the Minister when required.

(e) It is the responsibility of the Under Secretary to decide, in consultation

with superior officers of the department where he considers such consultation
is necessary, as to which questions should be sent to subordinate offices for
obtaining materials and where he considers such reference is necessary, the
Under-Secretary should be furnished instead of asking in vague or general
terms for a report or comments. He should take all possible steps to obtain
information from subordinate offices for answering the questions in time and if
necessary such information should be obtained by contacting subordinate
offices over phone or by sending telegrams. It shall be the duty of the Under
Secretary to see that the questions for answering which materials are available
in the department are not passed on to local offices as a matter of routine.
Where the questions involve policy matters the Under Secretary immediately
shall bring the question to the notice of the Secretary and take his instruction as
to how the question should be dealt with. The Under Secretary in charge of
department or branch shall be responsible for proper handling of Assembly
questions. It is the responsibility of the Secretary of the department to ensure
that the information or the statistics given for answering the questions are
correct.

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 (f) If it is felt necessary by the Minister-in-charge that a representative of
the department is required to attend the Assembly on the day fixed for
answering the questions, the Secretary of the department may be requested to
send one, who will comply with the same.

IX-2. Classification of questions – Questions with which departments of

Government are concerned are of three kinds, viz., (a) starred, (b) short-notice
starred, and (c) un-starred, as enumerated below:-

(a) Starred questions are those which are desired to be answered on

a specified date and in which an asterisk mark is put by the M.L.A. asking such
questions, to which oral answers are given.

(b) The usual time limit for giving notice of a starred question is
fourteen days before the date on which the answer is desired. But questions
with shorter notice may be allowed by the Speaker if he is of opinion that the
matter is of urgent public importance provided the Minister concerned agrees to
reply and such question shall be answered on a day to be indicated by the
Ministers. Answers to such short notice questions are also given orally.

(c) Un-starred questions are those in which the M.L.A. asking such
questions has not put any asterisk mark against them and to which written
answers are given.

IX-3. Procedure for answering starred, short-notice starred and un-

starred questions – (i) (a) In respect of starred and short-notice questions in the
Assembly, the Assembly Secretariat informs the administrative department
concerned of the date on which the answers are desired and this date shall
strictly be adhered to and if complete answers are not ready for being given on
the said date then an interim reply shall be given in the Assembly asking for
more time.

(b) The Personal Assistant to the Minister-in-charge shall send to the

Assembly Secretariat four copies of the answers of the starred questions
together with four copies of the statements, if any, at least one hour in advance
of the time fixed for giving such oral answers.

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(c) Answers to starred questions entered in the days’ list but not reaching
within the time available for questions and answers for the day, are included in
the Assembly proceedings of the same day as written reply to the questions.

ii) The starred or short-notice questions are printed on the daily

question paper with the name of the Minister-in-charge who will reply to the
question. A copy of the question paper is sent by the Assembly Secretariat to
the Secretary to Government in the administrative department concerned at
least on the morning of the day before the date fixed for the answer. On receipt
of this question paper the administrative department should make sure that all
the questions concerning the department have been received and their
answers are ready.

iii) On finalisation of the provisional programme of the session of the

Legislative Assembly, the Speaker allots different days in rotation to the
different departments of Government for answering starred question and the
Legislative Assembly Secretariat thereupon informs the department concerned
of the different days so allotted for the purpose. If a starred question is
transferred to another department the Assembly Secretariat should be
requested to put the question to be answered on a day allotted to that
department.

iv) In the case of un-starred questions the administrative department

concerned shall send two copies of the answers together with statements, if
any in duplicate to the Legislative Assembly Secretariat typed in parallel
columns.

v) If answer to an unstarred question desire to be given on particular

date under rule 47 of the Rules of Procedure and Conduct of Business in the
Orissa Legislative Assembly, the same procedure as is followed in supplying
answer to a starred question shall be followed and four copies of the reply shall
be sent to the Assembly Secretariat at least one hour before the question hour
of the day on which the question is desire to be answered.

IX-4. Answers to questions in Oriya should be in Oriya – Questions in

Oriya should be answered in Oriya and those in English be answered in
English.

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 IX-5. Pending questions – (a) Starred questions to which interim
replies have been given or where assurance has been given to furnish the reply
on a later date, will not lapse even after the prorogation of the Assembly and
reply to such questions should be sent to the Secretary, Orissa Legislative
Assembly, as soon as possible.

(b) Best possible efforts should be made to give answers to un-starred

questions during the session of the close of Assembly. If any question remains
unanswered at the session, answers to such question should be furnished to
the Assembly Secretariat not later than the 1st day of the session next following.
If reply to any question cannot be sent on or before the opening day of the next
succeeding session it should not be pursued further and the question will be
treated as lapsed.

(c) The Departments of Government shall within a fortnight of the

opening day of any session of the Assembly prepare a statement of all lapsed
questions and submit it for the information of the Minister-in-charge and the
Chief Minister. The statement should contain reasons for not answering the
questions.

IX-6. Recording of files relating to Assembly questions – Files relating

to questions answered, shall be recorded in the administrative department
concerned in ‘B’ proceedings, unless they are of particular interest in which
case the Under Secretary’s orders shall be taken as to whether they shall be
recorded in ‘A’ proceedings.

IX-7. Resolution – (i) A resolution is a specific recommendation

addressed to Government in matters of public interest expressed in clear and
precise language without any arguments, inferences, ironical expressions or
defamatory statements.

(ii)(a) Every resolution is, on receipt, examined in the Legislative

Assembly Secretariat which takes the orders of the Speaker on the question of
its admissibility under the Rules of Procedure and Conduct of Business in the
Orissa Legislative Assembly. If the Speaker decides that the resolution is
admissible the Legislative Assembly Secretariat sends a copy of it to the
Administrative department. On receipt of the resolution the administrative

195
department shall forthwith open a separate file and submit it to the Minister-in-
charge with suggestion for line of reply and a memorandum for the Council of
Ministers.

(b) When the Legislative Assembly Secretariat communicates the result

of a resolution, it shall forthwith be noted in the file dealing with the line of reply,
and if the resolution has been carried, the orders of the Minister-in-charges
shall be obtained as to the action to be taken.

(c) In dealing with amendments to a resolution the procedure indicated

above shall be followed as far as practicable within the time available.

(d) All files opened under (a) regarding the line of reply to a resolution
shall be recorded in ‘A’ in the administrative department concerned.

IX-8. (i) Motions for reduction of the amount specified in a demand

for a grant proposed in the budget are examined on receipt by the Legislative
Assembly Secretariat which takes orders of the Speaker on the question of its
admissibility and if it has not been disallowed by the Speaker, sends a copy of
it to the Finance Department and also to the administrative department
concerned or if the motion concerns more than on department, to all the
departments concerned.

(ii) On receipt of the motion the administrative department concerned

shall submit the file to the Minister-in-charge of that department with the least
possible delay for orders as ;to the line proposed to be taken ;in regard to the
motion.

(iii) All files relating to motions shall be recorded in ‘B’ by the

Administrative department concerned.

IX-9. Check of travelling allowance bills – When in connection with any

departmental committee or enquiry, a travelling allowance bill of a Member of
the Legislative Assembly is received in the Secretariat for passing, it should,
before being passed, be sent to the Legislative Assembly Secretariat for check
so that no double payments are made.
IX-10. Instructions to be observed in dealing with Bills introduced in the
Parliament - The following instructions should be observed in dealing with Bills
196
introduced in the Parliament on which opinion of the State Government has
been invited by the Government of India :–
(a) The persons and bodies to be consulted, The persons and bodies
to be consulted, particularly officials should be selected with care by the
administrative department so that the body of opinion received will be compact,
representative and composed mostly of valuable material.
(b) The reply of the State Government should indicate the main
divisions of public opinion and their relative importance; and the opinions
selected to accompany the reply should contain only one or two opinions
representative of each division and any isolated opinion which appear to be
specifically valuable.
(c) None of the opinions elicited should be transmitted to the
Government of India unless the State Government concurs in them or they
contain matter which is deemed worthy of notice and consideration. In no case,
for example should the reply of an officer be forwarded to state that he as no
remarks to offer on the subject of the measure while, where a person consulted
indicates approval in general terms, the State Government might simply report
the fact in its letter without enclosing any copy of the communication to that
effect. Where there are a number of opinions substantially to the same effect
only one need be sent up to the Government of India, with a remarks that so
many other similar opinions have been received. Copies of letters to other
Ministers of the Government of India which are referred to should accompany
the forwarding letter.
(d) Bills circulated by the Government of India for eliciting public
opinion thereon should be invariably republished in the official Gazette by the
Law Department with the following added as a separate paragraph:-
“Any person or public body desiring to submit an opinion on the Bill
should do so through the State Government in the ……………………..(name of
the administrative department) by ..……………………………………………
(date to be mentioned). Any opinion submitted to the Parliament Secretariat or
to any other Ministry of the Government of India will not be accepted.

IX-11. Instructions in dealing with Bills relating to Central subjects – The

above instructions will apply also to Bills relating to subjects administered by
the Central Services such as Income-tax, Sea Customs of Post Offices. But in

197
these cases the State Government are concerned more with the broad
administrative and political aspects of the Bills than with minute investigation
into technical administrative details. There will usually be a head of the Central
Department concerned stationed at the head quarters of the State. Each Bill
should be referred to this officer after opinions have been received and his
advice sought on the following two matters and on any others which may
suggest themselves:-

(a) the points of administrative technique which are of sufficient

importance to be included and commented upon in the reply of the State
Government; and

(b) the selection of opinions which in his view are most likely to be of
assistance to the Government of India.

IX-12. Outside opinion on Bills to be elicited with discretion- It is in all

instances for consideration whether outside opinion should be elicited, who
precisely should be addressed and whether the reference can be closely
defined or left general in form. References are not infrequently made to
persons who can obviously give no opinion of any value whatsoever.

SECTION II

PROPOSALS FOR LEGISLATION

IX-13. Except as otherwise provided by rule 17 the Law Department is

not in respect of legislation, an originating or initiating Department and its
proper function is to put into technical shape, the projects of legislation of which
the policy has been approved, and every proposal to initiate legislation shall be
considered in, and if necessary transferred to, the department to which the
subject matter of the legislation relates and the necessity for legislation and all
matters of substance to be embodied in the Bill shall be discussed and, subject
to the provisions of rule 8 of the Orissa Government Rules of Business made
under Article 166 of the Constitution settled in such department.

IX-14. Proposal to initiate legislation shall be treated as a case and shall

be disposed of accordingly:

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 Provided that the case shall not be submitted to the Council of Ministers
until the department concerned has consulted the Law department as to –

(i) the expediency of the proposed legislation from a legal point of

view;

(ii) the competence of the State Legislature to enact the measure

proposed;

(iii) the requirements of the Constitution as to obtaining the previous

sanction of the President thereto;

(iv) the consistency of the proposed measure with the provisions of the
Constitution, and in particular those relating to the fundamental rights.

IX-15. (1) If legislation is decided upon by the Minister-in-charge the

department will, if it involves expenditure from the Consolidated Fund of the
State prepare in consultation with the Finance Department, a Financial
Statement. After the Financial Statement is prepared, the administrative
department shall prepare a self-contained summary setting out the facts of the
case and the legislative measures proposed and send the same to the Law
(Legislative) Department for its comments, if any, before submission to the
Council for approval.

(2) The summary so sent shall be revised wherever necessary in the

Law Department and returned to the concerned administrative department who
shall there submit the same to the Council for consideration.

(3) After the approval of the Council is obtained for any legislative
proposal, the department initiating the same shall prepare an office
memorandum indicating with sufficient precision the line on which it has been
decide to legislate and request the Law Department in the Legislative Section
to take steps for drafting the Bill with a view to its introduction in the Legislative
Assembly. The summary of the Legislative proposals to the Cabinet is no
substitute for the précis instructions required in the memorandum as the former
would be more general in character while the latter should be given in greater
detail dealing with each of the Legislative proposals and acquainting the Law
Department with so much of the background of what is proposed as is relevant.
199
 (4) The Law Department will comply with the request and after
preparing a draft Bill in consultation with the Advocate-General, if necessary,
shall get the approval of the minister for Law for the same and send the draft
Bill to the initiating department. The said department will then submit the draft
to Government for final approval and after such approval it shall attach to the
Bill a Statement of Objects and Reasons relating thereto which will be signed
by the Minister-in-charge of the said Bill. The originating department shall take
necessary action so that every Bill to be taken up in the next session of the
Legislature is approved by the Council of Ministers and sent to the Law
Department for drafting the Bill at least 15 days before the date of
commencement of the session.

(5) If any provisions in the tentative Bill are so modified by the

originating department as to involve expenditure from the Consolidate Fund of
the State, the said department shall prepare or revise, as the case may be in
consultation with the Finance Department the financial Statement. The
procedure described in paragraph (4) shall then apply to such Bill.

IX-16. (1) Whenever a Bill falls within any of the categories requiring
the previous recommendation of the Governor or the sanction of the President,
the department in charge of the Bill shall obtain such recommendation or
previous sanction, as the case may be as per the advice given in this behalf by
the Law Department. After it is obtained it shall be communicated in writing to
the Secretary to the Assembly by the Minister-in-charge along with the copy of
the Bill in the following form:-

The President/the Governor having been informed of the proposed Bill,

the President accords his previous sanction to the introduction of the Bill/the
Governor recommends the introduction of the Bill/or recommends to the House
the consideration of the Bill.

A copy of the communication is also endorsed to the Law Department.

(2) When all the foregoing formalities are completed the Bill together
with its memoranda and annexure (contents of the Bill and copy of the
provisions sought to be amended) shall be sent to the Law Department who
shall send the same to the Government Press for printing. After the proofs are

200
obtained from the Press the Bill shall be scrutinised in the Legislative section
and then be sent to the Assembly Secretary.

(3) The Bill from that moment passes to the control of the House and
it will be the responsibility of the Assembly Secretariat to get fair copies of the
Bill printed and distributed to the members and to take all further steps in
connection therewith.

IX-17. (1) Measures designed solely to codify and consolidate existing

enactments and legislation of a formal character such as repealing and
amending Bills may be initiated in the Law Department:

Provided that the Law Department shall send a copy of the draft Bill
together with the Statement of Objects and Reasons to the department which is
concerned with the subject matter for consideration as an administrative
measure and shall also if the Bill deals with an Act of Parliament send a copy to
the Central Government.

(2) The department to which a copy of the Bill is sent shall forthwith
make such enquiries as it thinks fit and shall send to the Law Department, its
opinion thereon together with a copy of every communication received by it on
the subject.

(3) Thereupon the Law Department shall submit the Bill to the Council
of Ministers for orders and if the Council so directs, take steps for its
introduction in the Legislative Assembly as the case may be.

IX-18. A copy of every Bill introduced in the State Legislature shall

immediately after its introduction be forwarded by the Secretary of the
Legislative Assembly to the Governor, the Chief Minister, the administrative
department concerned and the Law Department as well as to the Central
Government for information.

IX-19. (1) Whenever a non-official member of the State Legislature

gives notice of intention to move for leave to introduce a Bill, the Secretary to
the Legislature shall forward a copy of the Bill to the Law Department. He shall
also forthwith send a copy of the Bill and the Statement of Objects and

201
Reasons for information the Chief Minister and to the department to which the
case belongs.

(2) The Bill shall be dealt with as a case by the Law Department in the
first instance, where it shall be considered in its technical aspects, such as
need for previous sanction of the President and the competence of the State
Legislature to enact the measure and then forward with its opinion to the
department to which the case belongs.

(3) Every such Bill, a copy of which is received by any department

under paragraph (1), shall be circulated, after examination by that department
to the Ministers and to the Governor and dealt with, if necessary under the
instructions providing for cases affecting more than one department.

(4) If any provisions of such Bill involve expenditure from the

Consolidated Fund of the State, the department shall, before it is circulated,
prepare in consultation with the Finance Department, the Financial Statement
in respect of the Bill.

IX-20. Every Bill of the nature referred to in Article 199 of the Constitution shall-

(a) if the Bill does not relate to a subject dealt with in the Finance
Department, be sent by the Secretary of the department dealing with
the subject to which it relates to the Secretary to the Finance
Department for his remarks and shall be dealt with in the department
dealing with the said subject. Such bill shall thereafter be submitted
to the Finance Minister and the Governor;

(b) if the Bill relates to a subject dealt with in the Finance Department, be
submitted to the Finance Minister and the Governor;

(c) when a Bill is, by the direction of the Legislative Assembly circulated
for eliciting opinion thereon, the administrative department concerned
should be informed that it should take steps to circulate copies of the
Bill to proper quarters and invite the required opinions. The
procedure to be followed by the administrative department in such
cases is that after the last date fixed by it for receiving such opinions
the opinions received in time only should be collected together in a
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 running stretch with suitable headings as indicated below and
forwarded to the Assembly Secretariat, either clearly typed or in proof
for the approval of the Speaker before they are finally printed by it for
the use of the Members

The……………………………Bill

(i) Opinion of………………………

(ii) Opinion of………………………..

IX-21. The provisions of rule 19 shall apply as far as may be to

amendment of substance recommended by the Select Committee and also to
all amendments, notice of which is given by members of the State Legislature
for being moved during the consideration of a Bill in that Legislature.

IX-22. In every draft Bill a reference shall be added in the margin of each
clause to show whether it is based on any, and if so, on what provisions of the
existing law. Such marginal references may be retained during the progress of
the Bill through the State Legislature but shall be removed from the copy
submitted in the event of the passing of the measure for the assent of the
Governor and also from that sent to the Central Government.

IX-23. (1) (a) When a Bill has been passed by the Assembly the
Secretary of the Legislative Assembly shall scrutinise the Bill and it is open to
the said Secretary to point out to the Speaker the mistakes in the Bill, if any,
relating to printing, spelling, punctuation, numbering of sections or clauses or
cross references, marginal headings and other similar matters and correct them
with the approval of the Speaker. A copy thereof shall then be sent to the Law
Department for final checking and making necessary correction of a formal
nature.

(b) The Bill, after its return from the Law Department, is printed by the
Assembly Secretariat with the superscription. “As passed by the Assembly” and
two assent copies on thick paper authenticated by the Speaker are, thereafter,
sent by that Secretariat to the Law Department.

203
 (c) On receipt of the authenticated copy of the Bill from the Secretary to
the Legislature by the Law Department, the Law Secretary shall give a
certificate either that no legal reasons exist why the assent of the Governor to
the Bill should not be given, or the same should not be reserved for the
consideration of the President. With this certificate the authenticated copies of
the Bill, shall be sent to the administrative department whose Secretary shall
thereon give the necessary administrative certificate thereto. Then the
administrative department shall forward the Bill to the Governor through the
Chief Minister for obtaining the assent to the Bill. The certificates together with
the Bill passed by the Assembly and all records relating to it shall be submitted
through the Minister-in-charge to the Chief Minister who will then obtain the
assent of the Governor or advise such other steps to be taken as he may deem
proper and appropriate.

(2) Where the Governor directs that the Bill should be reserved for the
consideration of the President or returned to the Legislature with a message,
necessary action in that behalf shall be taken by the Secretary to the Governor
in consultation with the Secretary to the administrative department concerned
and the Secretary to Government, Law Department.

(3) After obtaining the assent of the Governor or the President, as the
case may be, the administrative department shall send the file along with the
assented copies to the Law Department who shall take steps for the publication
of the Bill in the Official Gazette as an Act of the Legislature.

IX-24. The provisions of rules 13, 14 and 15 shall, so far as may be, apply
in respect of Ordinances promulgated by the Governor under clause (1) of
Article 213 of the Constitution of India, subject to the following :-

(a) After the Ordinance has been approved by the Council of the
Ministers, the originating or initiating department shall for with submit
the Ordinance through the Chief Minister to the Governor for his
signature:

Provided that where under the proviso to clause (1) of the

said Article 213 previous instructions of the President are necessary
for the promulgation of the Ordinance, the department concerned

204
 shall obtain the same through the Secretary to the Governor and
then submit the Ordinance to the Governor as aforesaid.

(b) On receipt of the copy the Ordinance signed by the Governor, the
department shall forward the same to the Law Department for
publication.

(c) After the publication of the Ordinance, the Law department shall
forward a copy of the same to the Governor and two copies thereof
to the Secretary, Orissa Legislative Assembly, for being laid before
the Legislative Assembly as required under clause (2) of Article 213
of the Constitution.

(d) The department concerned shall send a notice to the Assembly

Secretary, signed by the Minister-in-charge, for laying the Ordinance
before the Assembly along with required number of copies of the
Ordinance.

IX-25. Whenever it is proposed in any department other than the Law

Department---

i) to issue a statutory rule, notification or order; or

ii) to sanction under a statutory power the issue of any rule, bye-law,
notification or order by a subordinate authority; or

iii) to submit to the Central Government any draft statutory rule,

notification or order for issue by the, the draft shall be referred to the
Law Department for opinion and for revision where necessary.

IX-26. (1)All administrative departments shall consult the Law Department on-

(a) the construction of Statutes, Acts, Regulations and Statutory Rules,

Orders and Notifications;

(b) any general legal principles arising out of any case; and

(c) the institution or withdrawal of any prosecution at the instance of any

administrative department, except in cases which are simple and
clear and where no point of law is involved.
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 (2) Every such reference shall be accompanied by an accurate
statement of the facts of the case and the exact point or points on
which the advice of the Law Department is desired.

IX-27. Notices in respect of matters intended of be brought before the

Assembly duly signed by the Minister concerned and addressed to the
Secretary, Orissa Legislative Assembly Secretariat, shall be sent by the
department concerned along with the required number of copies of connected
papers.

************

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 CHAPTER X
Accounts
X-1.Accounts Section – The Accounts Section of the Orissa Secretariat
is an independent office which is in charge of Registrar, Finance Department,
under the direct control of the Finance Secretary. The section deals with all
matters connected with cash, stationery, forms and budget for all departments
of the Secretariat.

Provided that the departments of Government which have independent

accounts sections will continue to have such sections for the present.

X-2. Drawl and disbursement of pay (i) The Accounts Section

prepare, the pay bills of the gazetted officers, the Ministers, the Deputy
Ministers and their staff and draws the salaries of the office establishments of
the Secretariat. The Accountant, after taking a receipt, hands over in lump to
the assistant entrusted with disbursement by the Assistant Secretary or
Registrar of each of the Secretariat departments, the amount payable to
members of those offices together with the portion of the bill relating to that
department. The acquaintance is taken on the bill itself which after being duly
receipted in the proper column, is returned with the undistbursed amount to the
accountant within three days. But on each day the box containing the
undisbursed amount should be deposited with the Accountant and taken
delivery of on the next day. The Accountant disburses the pay of the
Secretariat building establishment, Motor Car Establishment, Stenographers
and Personal Assistants and of the establishment of the Ministers and the
Deputy Ministers.

(ii) In returning the bills or portions of the bills, as the case may be,
to the accountant, the Assistant Secretary or the Registrar of a department
must enclose a statement of disbursements in duplicate in the following form
which will be supplied by the accountant one copy being returned to the
department that made the disbursements after acknowledgement of receipt for
the undisbursed amount :-

……………………..bill for the month of…………………………………

19………. Amount received from the Accountant Rs. nP.

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 ACCOUNTS

Serial number of the Bill Amount disbursed

Rs. nP.

1.

2.

3.

4.

5.

Total amount disbursed

_________
Un-disbursed balance returned
to the Account.

Received back the un-disbursed

amount as per details given on the
reverse.

___________
Grand total Accountant
___________

Signature of Assistant Secretary

Registrar

X-3.Preparation of Bills - Pay bills should be sent to the treasury two

days before the last working day so as to ensure the pay being issued on the
1st working day of each month. Departments must see that all orders affecting
salary bills pertaining to leave, increments, promotion and suspension are
communicated to the Accounts Section at the earliest possible date and not
later than the 21st of each month. Any change after this date may be
communicated to the Accounts Section before the end of the month so that
precautions may be taken against overpayment at the time of disbursement. If
overpayment is ever made on account of non-receipt of absentee statement in
time, the departments will hold themselves responsible for the same. Under
Secretary/ Assistant Secretary and the Registrar of the Departments concerned
are personally responsible for the observance of this rule. All orders affecting
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bills are preserved by the Accountant in an office order Guard file which is
consulted before bills are prepared.

X-4.Registers maintained in the Accounts Section – The following

registers are maintained by the Accounts Section:-

1. Register of pay, travelling allowance and advance and

contingent bills cashed.

2. Rough cash account book.

3. Contingent register (from prescribed in Civil Accounts Code).

4. Cash Book

5. Balance Book

6. Register for tour advances

7. Register for other advances

8. Safe custody register

9. Guard file containing office orders.

X-5. Registration of bills and payments – Before a bill is sent to the

treasury for encashment through the treasury sircar, it is numbered and entered
in the bill register and treasury sircar’s receipt is taken in column 15 of the
register. After the bill has been realized the treasury sircar makes over the
money to the accountant who signs the bill register in token of having received
the money.

The disbursements made are entered in the rough cash account book in
the first instance from which the cash book and the balance book are prepared.
Tour and other advances drawn are entered in the registers maintained for the
purpose.

After the accounts have been closed at the end of the day the
undisbursed amount is kept in the office safe of which the key remains with the
accountant.

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 X-6. Encashing bills or remitting money to the treasury- (i) for sums
below Rs.500 the treasury sircar alone should be employed;

(ii) For sums between Rs.500 and Rs.5, 000 an assistant of the
Accounts Section accompanied by the Treasury Sircar should be
employed;

(iii) For sums above Rs.5,000 the Accountant accompanied by

an assistant and treasury sircar should be employed;

(iv) For sums above Rs.20, 000 special arrangement should be

made for escorting money invariably by armed Police from the State
Bank to the Secretariat.

X-7. Custody of valuables, etc. – All valuables, money, Government

Promissory Notes and cheques received in any department are entered in the
safe custody register and kept in the custody of the accountant in charge of the
cash till they are disposed of. They can be withdrawn from his custody only
under the orders of the Under Secretary or Assistant Secretary of the
department concerned and after the receiving officer has given a receipt for it in
the proper column of the register.

X-8. Closing of cash transactions-- The cash book and the subsidiary
registers (Viz., Contingent register and rough cash account book, balance book
and advance registers) shall be closed daily and the cash balance counted and
verified every day by the accountant. No cash transaction is allowed after 4
P.M.

X-9. Examination of accounts—The Registrar, Finance department

passes the contingent register and the cash book daily. The cash with the
accountant is counted once a week in the presence of Registrar who examines
all books and subsidiary registers maintained under the rules of the Orissa
Treasury Code, Vol. I and certifies verification he has made of the agreement of
the balance in the cash book with the cash in hand. A list of undisbursed items
must be examined by him before certifying on bills that all amounts drawn three
months before have either been disbursed or refunded.

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 X-10. Security Deposit – The Cashier or the Assistant-in-charge shall
furnish a cash security, the amount of which shall be fixed by the competent
authority. In lieu of cash security, either a fidelity bond or personal security or
Government Promissory Note may be accepted.

X-11. Powers of sanction – Contingencies exceeding Rs.25 in each

case are paid on orders passed by the Secretary, Additional Secretary, Joint
Secretary, Deputy Secretary, Under Secretary and Assistant Secretary of the
Department for which they are incurred. All ordinary contingent expenditure not
exceeding Rs.25 in each case requires the order of the Registrar.

X-12. Tour contingencies – Tour contingencies are paid out of an

advance either made by the accountant or drawn direct from the local treasury
under the orders of the gazetted officer of the department concerned, subject to
final adjustment by the Accountant-General, Orissa. The amount of the
advance should always be justified by details. Attention is drawn to Orissa
General Financial Rules Article 262.

X-13. Necessity for early adjustment of tour and other advances –

Advances must be adjusted at the earliest possible moment. If travelling
expenses have been met from a tour advance, details for travelling allowance
bills to be prepared should be supplied to the accountant not later than one
week from the date of return to headquarters. Bills shall be prepared by the
Accounts Section within the next 7 days and adjustments made. From the
travelling allowance so drawn the person receiving the advance shall forthwith
make the necessary refund to the accountant. Bills for contingent expenditure
incurred against an advance shall be sent to the accountant for check and
adjustment along with the tour particulars. A second advance is not permissible
when accounts have not been given of the first.

X-14. Annual Income-tax Returns – The accounts section is

responsible for the proper accounting of all receipts of the Civil Secretariat
employees under section 16 of the Indian Income-tax Act, 1922, for
transmission to the Income-tax Officer, Salaries Circle, Puri within 30 days of
the close of each year.

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 X-15. Repairs to bicycles – Each department in the Secretariat should
maintain a register showing details of repairs of and the expenditure incurred
on, each bicycle in its use. The accountant will enter the amounts of all
vouchers for cycle repairs in a separate column of the contingent registers
relating to the several departments. Peons must not be allowed to take
passengers on their bicycles. The normal annual monetary limit for repairs of
each cycle is Rs.20.

X-16. Stock registers – Each department in the Secretariat should

maintain separate registers showing details of the cost of purchase and repairs
in respect of each type-writer, expenditure on purchase and repairs of furniture,
receipt and expenditure of service stamps and stationery. These registers
should be sent to the Finance department (Accounts Branch) for inspection by
the 15th May every year.

X-17. Application for leave and increment – All the applications for
leave and increment from ministerial officers and class IV officers of the
Secretariat are sent to the Accounts section for report, and all orders
sanctioning leave and increment are communicated to it.

X-18. Verification of service – All statements of services of any officer

prepared at the time of his retirement shall, if the pay of the officer is disbursed
by the Accounts Section, be sent to the latter for verification. It is the duty of the
Accounts section to verify such statement with the least avoidable delay.

X-19. Preparation of Secretariat and Ministers budget – The Accounts

Section shall prepare the Secretariat and Ministers budget and submit it to the
Finance department in the first week of September.

X-20. Assistants, Peons and other staff not permitted to

Accountant’s Room – Assistants, Peons, and other staff are prohibited from
entering the accountant’s room on any business whatsoever without the
permission of the Registrar in –charge of the Accounts Section, and all money
and requisitions must be received at the payment counter. The persons
receiving payment at the counter will stand in queue.

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 X-21. Service Books and their maintenance – The Service Books of
the establishments are kept in the respective departments, and must be kept
up to date by the officers of the departments concerned.

For the purposes of a report to the Accountant-General, Orissa, the

Registrars of the various departments, and the Under Secretaries and Assistant
Secretaries where there are no Registrars are required to send a certificate to
reach the Accounts Section on or before the 15th May, that all service books of
the establishments of their departments have been brought up to date. The pay
of any officer, whose service book is in arrears on the 15th June, will be
withheld for that month until the book is complete to date.

X-22. Preservation and destruction of records – The destruction of

accounts records will be regulated by the rules prescribed by Government from
time to time.

All accounts records pertaining to the Accounts Sections should be

preserved in the Accounts Section.

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 CHAPTER XI

Secretariat Library

XI-1. Charge of the Library - The Secretariat Library is under the

executive control of the Home Department but the services of the staff of the
library are common to the entire secretariat. The library shall be open from 9
A.M. to 6 P.M. on all working days. The keys shall be kept in the charge of the
librarian. A duplicate set of keys shall be kept by the Registrar or Assistant
Secretary of the Home Department for use in emergencies.

XI-2. Use of the Library- The library is intended mainly for the use of
the Secretariat and offices attached to it. It may also be used by heads of
departments and special officer’s attached to the Secretariat whose requisitions
will be sent through the Registrar or Assistant Secretary, Home Department.

XI-3. Admittance to the Library – Assistants of the Secretariat and

attached offices may consult books in the library with the permission of the
librarian.

XI-4. Supply of books to the Library – The main source of the supply of
books to the library is by contributions from the various departments which
receive books, etc., from other State Governments by exchange, and by
purchase made from the library fund. The periodical catalogues of second hand
books for sale, issued in Calcutta and elsewhere, and such other catalogues as
he may receive shall be examined by the librarian who will bring to the notice of
the Home Department such publications as he thinks might be useful for the
library.

XI-5. Treatment of books – All books received in the library shall be

stamped with receipt stamp to show the date of receipt, serial number and the
rack and shelf in which they are kept. The impression shall be made on the title
page and on every hundredth page and the books shall bear, on the top of the
front outside cover, the following label :-

“ORISSA SECRETARIAT LIBRARY COPY

TO BE RETURNED WITHIN A FORTNIGHT”

214
 In the case of the reference books, however, the following label shall be
used :-
“ORISSA SECRETARIAT LIBRARY COPY
TO BE RETURNED WITHIN THREE DAYS”

XI-6. Classification of books- Books are classified under the following

heads with necessary sub-classes under each:-

I. Agriculture and Horticulture;

II. Anthropology;

III. Archaeology;

IV. Budget Estimates and Appropriation Accounts;

V. Civil List;

VI. Codes and General Acts;

VII. Dictionaries, Encyclopaedias and General Knowledge;

VIII. Economics and Public Finance;

IX. Education;

X. Forest and Forestry Abstracts;

XI. Gazette and Gazetteers;

XII. Geography and Maps;

XIII. Health;

XIV. History;

XV. Industries and Commerce;

XVI. Journals and Magazines;

XVII. Language and Literature;

XVIII. Manuals and other Books of Reference;

215
 XIX. Mines and Minerals;

XX. Miscellaneous;

XXI. Parliamentary and Legislative Assembly Papers;

XXII. Periodical Reports of the Government of Orissa;

XXIII. Periodical Reports of the Government of India and other State

Governments of the Indian Union;

XXIV. Politics and Public Administration;

XXV. Reports;

XXVI. Rules and Orders;

XXVII. Statistics;

XXVIII. Survey and Settlement papers;

XXIX. Sanskrit and books of other Indian languages;

XXX. Scientific Books;

XI-7. Procedure in sending books to the library – The library should not
be used as a repository for useless or surplus copies of books. A certificate
signed by the head assistant should accompany books sent to the library:
stating that they are useful for reference purposes and that their deposit has
been authorise by the Under Secretary or the head of the department
concerned.

XI-8. Periodicals to be kept in the library – Each department should

prepare a list of such periodicals and journals relating to subjects dealt with by
it as it may deem desirable to keep in the library for reference purposes and
should arrange for their regular supply and also for the supply, on the
requisition of the librarian, of any missing copies. Old copies of other
periodicals should not be sent to the library.

XI-9. Cataloguing – A general catalogue is maintained in which each

book in the library is entered alphabetically according to its subject, under the
216
appropriate head and sub-head. On each volume a label showing its class and
class number, is pasted. Before any book is entered in the library catalogue,
the librarian shall examine it and shall make a note in the remarks column of
the register of books received against such books as appear unsuitable for the
library. The Under Secretary, Home Department, shall decide, in consultation
with the department from which the books have been received, whether they
should be kept or not.

XI-10. Revision of the catalogue – The library catalogue shall be revised

and reprinted every five years. A supplementary catalogue of all gooks
received in the library during a quarter of the year shall, however, be prepared
and printed at the end of that quarter. The librarian shall be responsible for
keeping the catalogue up-to-date.

XI-11. Circulation of supplementary catalogues issued quarterly- On the

first of each quarter, viz., in the months of April, July, October and January, the
librarian will submit to the Under Secretary, Home Department, a list of books
received during the preceding quarter. The list will be in the following for and
will be circulated for the information of the Governor, Ministers, Secretaries and
heads of departments.

List of books received during the quarter ending ………………….

Quarterly

Date of Name of By whom

Remarks
number
Library

copies
No.of
serial

Receipt the Book supplied

1 2 3 4 5 6 7

XI-12. Surplus copies of books not to be kept – Not more than one copy
of any book will be kept in the library except those for which, in the opinion of
an Under Secretary to Government or a head of a department, there is likely to
be a great demand. No obsolete editions of books, of which later editions are in
the library, will be kept, except in the case of Government publications of which
one copy of the obsolete edition will suffice. The librarian will take the orders of
217
the Under Secretary in the case of books of a specially valuable nature. When
more than one copy of a book or report is receive direct by the librarian, he will
intimate the number of the surplus copies available to the head assistant of the
department concerned who will obtain orders of the Under Secretary regarding
their distribution.

XI-13. Reference Books not to be lent out – (i) The ministerial staff
should consult the books of reference, such as, manuals, codes, year books,
directories, dictionaries, encyclopaedias and books belonging to a set or series,
in the library itself after signing the register of daily issue of books (form given
below) and they must not be allowed to take such book out of the library room.
If a gazetted officer requires any of these books whether for himself or for his
higher officer, it will be issued to him by the librarian on receipt of a requisition
signed by that officer himself. The book should, in that case be returned to the
library within three days.

Books, other than reference books, will be lent out to all assistants and
other officers of the Secretariat and heads of departments under proper
requisition. No one will be allowed to take more than two copies at a time. The
period of loan of books, other than reference books, shall be fourteen days. In
case of any special demand, the books taken on loan may be asked for return.
No further book shall be lent out to one who has not returned any book lent out
to him within the prescribed period. Rare books will not be issued out of the
library but, in special circumstances, if they are required, they can be issued
only with the sanction of the Secretary, Home Department.

(ii) A register of books issued daily to the staff for consultation in the
library itself shall be maintained in the following form, entries being made as
each book is issued or received back and date of issue of books written in red
ink across the page of the register at the beginning of each day:

Time of Issue Title of the Name of the Signature of Time of return

publication borrower the borrower in & signature of
token of receipt borrower on
return.

1 2 3 4 5

218
 XI-14. Register of books received – Register of books, reports, etc.,
received in the library, shall be maintained in the following form:-
No. of

Remarks.
Serial Date of Title of Price copies From How Library
No. receipt publication received whom disposed Number
receive of
Head No.

1 2 3 4 5 6 7 8 9 10

XI-15. Register books issued – A register of books, reports, etc., issued

from the library shall be kept in the following form, entries being made in it as
each book is issued:-

Date of return
Library Number To whom issued Reminders
Date of Serial Title of issued.
Issue No. book
Head No. Name Deptt. No. Date

1 2 3 4 5 6 7 8 9

219
 XI-16. By whom the requisition is to be signed – The signature of
Registrar or head assistant on a requisition will be sufficient, but, in the case of
specially valuable books, the librarian shall take the orders of the Under
Secretary, Home Department. A receipt will be taken on the requisition slip for
the books issued in the following form:-

ORISSA SECDRETARIAT LIBRARY

Head……………………………. Serial No……………………….

Please supply the under mentioned publication

Title of book.

(For each book, a separate requisition is to be used)

Purpose for which required.

(Here note such information as would facilitate the tracing of the book. If to be
put up with any file, note file number).

name, in full, of indenting officer.

Department (office).

Signature of head assistant or Registrar

Date……………………..

LIBRARIAN’S MEMO.

Issue No……….. Date………………

The book is sent herewith. Pleas acknowledge receipt below.

Librarian

RECEIPT

Received by me.

Signature and date.

220
 XI-17. Disposal of requisition slips – Requisition slips shall be kept in the
place of the books removed and shall be returned when the books are received
back. The date of return shall, at the same time, be entered in column 7 of the
issue register against the entry of the book.

XI-18. Disposal of surplus books - The librarian shall submit, at the

end of each year, a list of the books not fit to be retained in the Secretariat
library for orders of the Secretary, Home Department, for their disposal. At the
time of submission of the list, the departments concerned should be consulted
if they require any book for their library for reference.

XI-19. Issue of reminders for return of books – Books shall be returned

as soon as done with. Ordinarily no book will be allowed to be kept for more
than a fortnight and reminders shall be sent every fortnight for return of the
book and if, in spite of the same, it is not returned within two months, the fact
shall be reported to the Secretary, Home Department, who will take steps to
recover the cost of the book from the pay of the defaulter, in consultation with
Finance department. When it is felt that retention of the book is necessary for
reference or otherwise in a department, the Secretary of the department will
inform the Secretary, Home department, that under special circumstances the
book has been retained for more than the prescribed period.

XI-20. Duties of departments as to care and return of books - It shall be

the duty of the Registrar or Under or Assistant Secretary, as the case may be,
to see that books obtained from the library are not unduly detained and that no
pins are used for marking references in the library books and they will be held
responsible for the return of the books as soon as done with. A register will be
maintained in the prescribed form in each department in which will be entered
all books obtained from the library and the dates of their receipt and return. The
librarian shall communicate to the Registrar or the Under or Assistant Secretary
concerned, for entry in the register, the names of books taken direct by
Secretaries, Under Secretaries, or Special Officers. The register shall be
submitted to the Registrar or to the Under Secretary where there is no
Registrar, every Monday, for his inspection.

XI-21. Responsibility for damage to books - Department, office, or officer

concerned shall be responsible respectively for any damage done to books
221
issued to it or him, and for their restoration in case of loss. In case of loss of a
single book from a whole set, the cost of the entire set shall be recovered from
the concerned person, or department, or office, as the case may be.

XI-22. Report of breach of rules – The librarian shall report to the

Registrar of the Home department, any infringement of these rules. The
Registrar will bring, to the notice of the Under Secretary, Home Department,
cases of such infringement when they are of a serious or special nature.

XI-23. Inspection of library - The librarian shall make a thorough

inspection of the library every quarter and submit his inspection note to the
Registrar of the Home department together with a statement, in the form of the
issue register, showing the unreturned books which were issued more than
three months before the date of inspection. Necessary extracts from this
statement will be forwarded to the respective departments as a consolidated
quarterly reminder for the return of the books due.

The library shall also be inspected, once in six months, by the Registrar /
Assistant Secretary/ Under Secretary of the Home Department.

XI-24. Librarian responsible for loss of books – The librarian shall be

held responsible for the loss of books in the library. He shall report promptly the
loss of any book. He shall also be held responsible for the books which are not
accounted for.

XI-25. Preservation of newspapers - No newspapers will be preserved

in the library. No confidential manual, report or, other publication will be kept in
the Secretariat library. Confidential publications will remain in the custody of the
departments concerned.

XI-26. Correction of manuals, etc. –(i) The librarian shall be responsible

for the correction of manuals, codes and other books of reference in the
Secretariat library. For this purpose, he will ensure receipt of correction slips
from the Superintendent, Government Press.

(iii) The work of correction will be done regularly as soon as the

addenda and corrigenda to the manuals are received, by
pasting the correction slips in them. The pasting clerk
222
 attached to the Secretariat library shall be responsible for
these corrections. Notes of correction made in each book will
be entered in the following form:-

Notes of correction pasted-

1. Number of list;

2. Number of slip;

3. Date of issue;

4. By whom correction made;

5. Initials;

6. Date;

7. Remarks.

This will be pasted within the cover of the book unless the form is
already printed in the book. Each entry will be initialled by the librarian. A
register in the following form will also be kept to show the progress on
correction work, a page being given for each manual or book of
reference;

Name of Manual………………

Correction slip Date of Date of pasting in-

receipt
No. Date Secretary’s Under Office
copy Secretary’s copies
copy

1 2 3 4 5 6

223
 (iii) (a) Books of reference of the various officers and in the
departmental library shall also be kept up to date in the manner
indicated in sub-clause (ii) above by the assistants, etc., as detailed
below:-

1) For the Ministers. By their personal assistants

2) For Secretaries and other officers of By their respective Stenographers

the Secretariat. (See also rule 8) (j)(ii), Chapter I)

3) For Registrars, Head Assistants and By a Lower Division Assistant of

the departmental library. the department specially selected
for this work’, under the supervision
of the Upper Division Assistant in
charge of the departmental library.

(b) To ensure the pasting of correction slips in the departmental codes

and manuals at regular intervals, a statement of corrections made therein
should be prepared every quarter by each department for circulation to all
concerned and then a compliance certificate obtained by the Registrar of each
departmental library and also from the Personal Assistants to the Ministers and
the stenographers of other of officers, that they have pasted all the necessary
correction slips in the reference books of their respective officers during the
quarter. Failure of this duty may entail withholding of annual increments in the
pay of the persons at fault.

**************

224
 CHAPTER XII

Publicity
XII-1. General -- Activities of the State Government are publicised
through the Home (P.R.) Department by means of press notes, communiqués,
publication of periodicals and exhibitions, etc. The departments of Government
should supply information to the Home (P.R.) Department on their activities for
their publicity.

XII-2. Co-ordination of publicity activities –(a) Publicity activities of the

Government in the various department shall be co-ordinated by the Home
(P.R.) Department. Press notes, press communiqués and news items regarding
the activities of all the department should be sent to Home (P.R.) Department
for publication in news papers. Only the Supply Department may send its press
notes, press communiqués and news items direct to the Press for publication in
urgent and immediate cases where there is no time to send them through the
Home (P.R.) Department.
(b) The Home (P.R.) Department should publish the Government of
India’s press notes in the local newspapers. The departments of Government
should supply copies of such press notes, as they consider necessary for
publication in local newspapers, to the Home (P.R.) Department immediately
on receipt from the Government of India.

XII-3. Advertisement – Advertisements and notices of all departments

meant for publication in the newspapers should route through the Home (P.R.)
Department. The departments, while sending their advertisements and notices
to the Home (P.R.) Department, should indicate the number of times these
should come out in the news papers. The Home (P.R.) Department will arrange
for the publication of these advertisements and notices in such of the approved
newspapers as it considers suitable for the purpose. Bills for the publication of
advertisements and notices, when received from the presses, should be
scrutinised by the Home (P.R.) Department and sent to the department
concerned for payment.

XII-4.Publication of Periodicals – (a) The Home (P.R.) Department

brings out monthly magazines, such as, Orissa Review and Utkal Prasanga,
publishing therein the activities of Government in various spheres. The
225
departments of Government should furnish materials in respect of their
activities for publication in the said periodicals. The Home (P.R.) Department
should bring out different publicity literature whenever required and supply
materials for various Government of India publications.
(b) The Home (P.R.) Department should publish the Government of
India’s press notes in the local newspapers. The departments of
Government should supply copies of such press notes, as they
consider necessary for publication in local newspapers, to the
Home (P.R.) Department immediately on receipt from the
Government of India.

XII-3 Advertisement – Advertisements and notices of all departments

meant for publication in the newspapers should route through the Hoe (P.R.)
Department. The departments, while sending their advertisements and notices
to the Home (P.R.) Department, should indicate the number of times these
should come out in the news the publication of these advertisements and
notices in such of the approved newspapers as it considers suitable for the
purpose. Bills for the publication of advertisements and notices, when received
from the presses, should be scrutinized by the Hoe (P.R.) Department and sent
to the department concerned for payment.

XII-4.Publication of Periodicals – (a) The Home (P.R.) Department

brings ;out monthly magazines, such as, Orissa Review and Utkal Prasanga,
publishing there in the activities of Government in various spheres. The
departments of Government should furnish materials in respect of their
activities for publication in the said periodicals. The Home (P.R.) Department
should bring out different publicity literature whenever required and supply
materials for various Government of India publications.
(b) The Home (P.R.) Department should publish a monthly summary
of principal activities of the Government of Orissa. The
departments of Government should send reports on their monthly
activities to reach the said department by the 10th of e succeeding
month.

XII-5. Broadcast in All-India Radio –The Home (P.R.) Department

should arrange for broadcasting the activities of the State Government in

226
various spheres in the Cuttack Station of the All-India Radio through the
officers of the departments. The matter of the talk should be scrutinised by the
Home (P.R.) Department before it is broadcast.

XII-6. Publicity through exhibitions and cinema shows – The Home

(P.R.) Department may publicise the activities of the State as well as Central
Government through exhibitions, cinema shows, songs and dramas.
XII-7. Film production—The Home(P.R.) Department may produce
documentary films on the developmental activities of the State Government and
news reels. It may also produce reels on important functions and events of the
State and arrange for their inclusion in Government of India news reels.

XII-8. Photographic Section -- The Home (P.R.) Department may utilise

its Photographic Section for producing photographs of important functions and
events for Government publications, Orissa Review and Utkala Prasanga, and
other newspapers.

XII-9. Tourist Information Bureau – The Tourist Information Bureau of

the department should help the tourists, educationists and historians of India
and outside who come to visit places of interest in the State, by providing them
with facilities of transportation, boarding, lodging and guides.

XII-10. Translation and scrutiny of newspapers – The Home (P.R.)

Department should undertake the translation of books and papers received
from different departments of Government. They, however, need not undertake
the translation of acts, rule, codes, manuals, etc., which is the subject matter of
Law Department.

XII-11. It should be the duty of the Home (P.R.) Department to—

(a) scrutinise all the newspapers in the State and outside of important
events concerning the State;
(b) forward relevant extracts of important news items with English
renderings, wherever necessary, to the departments of
Government concerned;
(c) to publish contradictions to incorrect news items or misstatements
on any matter concerning the State on receipt of information and
materials from the concerned department;

227
 (d) prepare fortnightly, monthly and annual reports on the
newspapers and periodicals published in the State; and
(e) manage and control the reading rooms (information centres) with
libraries attached.

XII-12. Community Listening Scheme -- The community listening

centres, organised in some of the urban as well as rural areas, are under the
management of the Home (P.R.) Department. Each centire is provided with a
radio set for community listening. All matters relating to the placing of indents,
distribution, installation and maintenance of the radio sets should be controlled
by the Home (P.R.) Department.

XII-13. Books and periodicals – The Home (P.R.) Department should

control the expenditure relating to the purchase and supply of books of
reference and periodicals for the Departments of Government. Such books and
periodicals are to be purchased out of the allotment placed at its disposal for
the purpose. The Public Relations Officer will be the drawing and disbursing
officer in respect of the purchase of these books and periodicals and will
arrange payment of the bills received on this behalf.

XII-14. Press Conference – The Home (P.R.) Department should arrange

press conferences on special occasions, such as, at the time of the visit of high
dignitaries, or when so desired by Government. Necessary invitations should
be issued by it to the editors of the newspapers and press representatives on
such occasions.

XII-15. Accredition of Press Representatives – The Home (P.R.)

Department should maintain a list of accredited press representatives.
Whenever the departments of Government feel it necessary to invite press
representatives to any function, they should consult the Home (P.R.)
Department in the matter.

XII-16. Celebration of Republic Day, etc. – It is the duty of the Home

(P.R.) Department to organise and celebrate the Republic Day, the
Independence Day, days on other memorable events, as well as observance of
national weeks on various occasions decided by Government from time to time.

228
 CHAPTER XIII
Reference to the Public Service Commission
XIII-1. General—The Orissa Public Service Commission shall be
consulted on all matters provided under Article 320(3) of the Constitution of
India at the earliest opportunity. Under the proviso to the said Article 320(3), the
Governor of Orissa has made the Orissa Public Service Commission
(Limitation of Functions) Regulations (Appendix IX) which specify the cases
where consultation with the Commission is not necessary.
XIII-2. Authority empowered to make references to the Public Service
Commission – All such references to the Commission shall only be made by
the administrative departments shall not send their recommendations direct
departments of Government concerned. Heads of to the Commission; their
recommendations shall pass through the appropriate department of
Government.
XIII-3. Papers to be sent – All references to the Commission shall be
made by an official letter addressed to the Secretary to the Commission
accompanied by all relevant papers or copies of papers including confidential
character rolls where necessary. No Secretariat file containing notes and
minutes shall form part of the records sent to the Commission. The
Commission may, at any time, call for any further record other than Secretariat
notes and minutes which may be necessary to enable the Commission to
dispose of the reference made to it and the department of Government
concerned shall supply them.
XIII-4. Recommendations by the Heads of Departments – In cases
where recommendations of heads of departments are required to be
communicated to the Commission, they should pass through the appropriate
department of Government and the recommendations should be forwarded to
the Commission as they stand and, ordinarily, without any comment by
Government.
XIII-5. Recommendations of the Commission – (a) When the
Commission has come to a conclusion it shall communicate its
recommendations to the department which made the reference, in an official
letter from the Secretary to the Commission which shall be treated as authentic.
(b) When the department concerned has received the
recommendations of the Commission and has arrived at its own
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 conclusions as to the orders which should be issued, it shall,
before issuing the orders, in case where any general principle
arises which is likely to affect Government servants under any
other department, consult the Political and Services Department
and also such other department or departments as may be
concerned. All subsequent transactions will be carried out by the
originating department.
(c) When it is proposed not to accept the advice of the Commission
for reasons not before the Commission when its recommendation
was made, the department concerned will refer the case back to
te Commission for its further opinion.
(d) The Commission shall be acquainted by the administrative
department concerned with the action taken on its
recommendations in all cases which have been referred to the
Commission. Ordinarily, an endorsement forwarding copies of the
communication in which the orders of Government conveyed will
suffice.
(e) Whenever an appointment, promotions or transfer from one
service to another, or any other order which, but for the Orissa
Public Service Commission (Limitation of Functions) Regulations
(Appendix IX), would require a reference to the Commission, is
made by the Government without reference to the Commission, a
copy of such order or notifications shall be sent to the
Commission indicating therein under which of the above
regulations consultation was not necessary. Ordinarily, an
endorsement forwarding a copy of the order or notification to the
Secretary to the Commission will suffice.
(f) The Commission may be required to furnish a panel of
nomination for filling casual vacancies by promotion in any
service specified for the purpose by Government. The list of such
nomination shall remain valid for a period of one year from the
date of recommendation by the Public Service Commission and
after one year the list may be revised.

230
 XIII-6. Consultation by the Commission with other authorities – (a)
Heads of Departments will not, ordinarily, sit with the Commission in cases of
selection of candidates for appointment by promotion when recommendations
have already been made by them. Should, however, the Commission wish to
get any point arising out of the records clarified, it can do so by correspondence
or personal discussion with the head of department concerned without asking
him to sit with it when actual selection is made.
(b) In case of appointment by direct recruitment, Government may
depute either the head of department concerned or any other representative to
be present at the interview. The Commission may also suggest this to
Government. In case of selection of candidates for technical and specialised
posts, it shall be open to the Commission, if it considers necessary, to move
the administrative department with alternative names to secure the services of
an expert from outside or inside the State having technical and specialised
knowledge. The Government shall then take steps to secure the services of the
expert who is considered best suited for the purpose. The expert so nominated
by Government to assist the Commissions shall only be present in an advisory
capacity and shall not be responsible for the decision or recommendation of the
Commission.
XIII-7. Treatment of applications addressed to the Commission –
When an application for a post or service addressed to the Secretary to the
Commission is received by a head of department from a candidate subordinate
to him, he should, unless it is considered to withhold the application, forward,
with the application, the candidate’s confidential records with his remarks on
any circumstances known to him bearing on the suitability of the candidate for
the post for which he has applied. The application should pass through the
appropriate department of Government in case the candidate holds a post or
service to which appointment is made by Government. If any such application
is received by a department of Government from a candidate subordinate to
that department, the Secretary to Government in that department should,
unless it is considered to withhold the application, forward the same
expeditiously together with the confidential records and such remarks as may
be necessary so as to reach the Public Service Commission before the
prescribed date.

231
 XIII-8. Care to be taken – Care should be taken that a reference to the
Commission, while containing a full statement of facts relevant to a case, does
not give an indication of Government’s views in the subject. Where however, it
is necessary to give an indication of the views of Government, these views
should be stated in a tentative manner and Government should not be finally
committed to them.
XIII-9. Memorials – Unless otherwise specified memorial by any officer
serving under the control of the State Government shall not be addressed to
the Commission but must conform to the instructions issued by Government in
the mater. Memorials addressed to the commission and received by
Government for transmission to the Commission will be returned to the
memorialist through the head of the department concerned. Similarly, such
memorials received by the Commission direct shall be returned by the
Commission the memorialist through proper channel.
XIII-10.Protection to old entrants – If any transferred officer of the ex-
Madras or Ex-Bihar & Orissa, who has elected to revert, makes a
representation to the Government of Orissa that his conditions of service, while
serving in or in connection with the affairs of the State of Orissa are less
favorable than the conditions to which he is entitled under the rules made by
the Governor-General in Council in this behalf issued with notification
No.F.54/35-G(3)2, dated the 15th September 1936, the appropriate department
of Government, before passing orders on the representation, if the orders
proposed are not to allow the representation of the Government servant
concerned in full, shall consult the Commission.

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 CHAPTER XIV
Supervision and Inspection of Departmental Offices

XIV-1. The purpose of inspection is –

(i) to find out the state of affairs existing in each department and its
branches;
(ii) to see whether the prescribed procedure and instructions are
understood properly and followed intelligently;
(iii) to find out whether proper attention is being paid to quality of
performance by officers and staff during the discharge oftheir duties;
and
(iv) to test the intrinsic soundness and utility of the procedures and to get
reliable data for planning improvements.

XIV-2. Periodicity of Inspections –(a) Inspection by head assistants – The head

assistants shall inspect their respective sdections once a month and submit
their notes of inspetion to theUnder/ Assistant Secretary. The forms
;ofquestionnaire lfor such monthly inspection by head assistants is givenin
Appendix X. They shall submit their notes of inspection during the first week of
every month along with the monthly arrear lists of pending cases as ;prescribed
under rule 8 (g) (8) of Chapter I.
(b) Inspection by Under/Assistant Secretary – The Under/ Assistant
Secretaries of different departments shall inspect the respective
branches in their charge twice a year in the last weeks of April and
October – in the questionnaire provided in Appendix XI. The half-
yearly inspection of the branches directly in charge of Deputy
Secretaries shall be conducted by the Deputy Secretaries. The half-
yearly inspection notes shall be submitted to the Secretary of the
department and shall, simultaneously, be endorsed to the
Organisation and Methods division of the Political and Services
Department for information. This half-yearly inspection shall also
contain a note on the action taken for rectification of the defects
found during the previous inspection and the points to which attention
the previous inspection and the points to which attention of the

233
 branch of department was drawn by the Organisation and Methods
division during scrutiny of the note.
(c) Inspection by Deputy Secretary or higher officers – Every year, in the
month of December, the Deputy Secretary, or any officer next higher
to the rank of Under Secretary where there is no Deputy Secretary,
shall inspect the branches in his charge in the questionnaire, shall
inspect the branches in his charge in the questionnaire provided in
Appendix XII. The notes on the inspection shall be submitted to the
Secretary of the department concerned and the Organization and
Methods division of the Political and Services Department for
information. During the annual inspection, the important problems
faced in the department or branch for improving the quality of
business for reducing purposeless correspondence and for
expeditious disposal of business shall be specially brought out.
XIV-3. Inspection of Sections dealing with cash – The accounts section
of a department dealing with cash shall be inspected half-yearly and
annually. A separate set of questionnaire has been prescribed for the
inspection of sections dealing with cash and accounts which will be found in
Appendix XIII.
XIV-4. Central Organization and Methods Division – There is a Central
Organization and Methods Division under the Political and Services
Department to co-ordinate the organization and method activities of all the
departments of Government. The aims land objects of this division are to
devise ways and means for expeditious and efficient disposal of business in
all the departments of Government and for improving the quality of work.
The activities of the different departments of Government are co-ordinate
through this division in matters of supervision of work of the subordinates,
office inspection and issuing instructions from time to time to improve
methods for efficient dealing with subjects and disposal of business by
studying the problems concerning office procedure. The Organization and
Methods division will receive half-yearly and annual inspection notes from
different branches of the departments, study them and advise the
departments suitably to improve the tone of business by rectification of
defects, if any revealed in the course of inspection. It will further have
personal contact with the Organization and Methods Officers of different

234
 departments and other officers of the department, if necessary, to advice on
the improvement of routine and may check the observance of office
procedure with reference to the registers maintained in the departments and
other connected papers.
XIV-5. Organization and Methods Units – In each department, he Under
or Assistant Secretary of the department will be in charge of the
Organization and Methods unit of the department. The officer in charge of
the Organization and Methods units will see to the speedy and efficient
disposal of business of the department and observance of rules and
procedure for conduct of business. He will be the co-coordinating officer
between the Organization and Methods division of the Political & Services
Department and the department to which he belongs. He is free to bring, to
the notice of the Secretary or other superior officer of the department, any
difficulties faced in matters of working of the department. He will also bring,
to the notice of all the branches of the department the instructions issued by
the Organisation and Methods division of the Political land Services
Department from time to time.
XIV-6. Annual return of inspections made – The Organization and
Methods units in the various departments will render to the Central
Organization and Methods division an annual return, by the 15th January
every year, showing the number of inspections made during the preceding
year.
Statement showing the number of inspections carried out in the
………department during the year…………….
Serial No. Name of Date of Whether By whom Remarks
Section inspection annual, conducted
half-yearly,
or monthly
1 2 3 4 5 6

235
 CHAPTER XV
Secretariat buildings and their conservancy
XV-1. Charge of buildings – The Political and Services Department is in
charge of the Secretariat buildings and their conservancy. The duty of
allocating rooms in the Secretariat buildings for temporary or permanent
occupation by departments’ vests in the Chief Secretary and no portion of the
Secretariat buildings may be occupied without his permission.
XV-2. Accommodation – The Political and Services Department shall be
addressed if any accommodation is required or relinquished, or if any structural
repairs or alterations or additions to the buildings are considered necessary by
the department concerned.
XV-3. Repairs and improvements – All improvements and repairs to the
buildings and all permanent fixtures to them are undertaken by the Public
Works Department under the instruction of the Political and Services
Department and all correspondence on the subject are carried on by the
Political and Services Department with that department.
XV-4. Countersignature of estimates – The Political and Services
Department may requisition for items of petty repairs not exceeding Rs.25 each
and of items of petty constructions not exceeding Rs.250 each after taking
Chief Secretary’s general approval in the latter case as to the necessity for the
work and the outline of improvement.
XV-5. Care-taker and his duties – The Care-taker of the Secretariat works
under the direct supervision of the Political and Services Department. He is
assisted in his work by assistant care-taker, conservancy staff consisting of
sweepers, farashes, Malis and other contingent menials. The duties of the
care-taker are—
(i) to see that the Secretariat buildings and the compounds are kept
clean and in order;
(ii) to see that the articles of furniture, permanent fixtures, etc., in
each room are dusted and kept clean every day;
NOTE- The departments occupying the rooms shall arrange to have the rooms under them
opened every morning to allow the care-taker’s men to clean and dust the rooms and the
articles of furniture contained therein in presence of the persons appointed for the purpose.
(iii) to see that an adequate supply of drinking water is provided;

236
 (iv) to see that the garden in the compound of the washed and
disinfected properly;
(v) to see that the garden in the compound of the Secretariat is
properly maintained;
(vi) to see that suitable arrangements are made for the meetings and
conferences when they are held in the Secretariat conference
rooms;
(vii) to see that the conservancy staff, watermen, malis and the
coolies are suitably employed;
(viii) to be responsible for the despatch and receipt of daily dak bags
from Cuttack to Bhubaneswar and from Bhubaneswar to Cuttack
tack.
NOTE- Each department should hand over the daks to the care-taker not later than 5
P.M. The daks from Puri will be handed over to the departments in the morning.
(ix) to be responsible for the winding of the clocks in the Secretariat
buildings;
(x) to see that the electric lights, fans and call bells in the rooms of
the Ministers and Deputy Ministers and of officers are in order ;
and
(xi) to maintain a stock register in the prescribed form for the articles
of old furniture in the store room and the furniture in the reserve
stock and to get it periodically checked by the officer authorised
for such a check.
XV-6. Precautions against fire— (i) Before closing the office everyday,
the chaukidar/peon in each department shall go round and visit each room of
the department to which he belongs and shall see that no lights are burning
therein and that the switches of the electric lights and fans are turned off. The
peons who attend on officers in the office should attend to this duty so far the
officers’ rooms are concerned.
(ii) None but safety matches shall be used in office.
(iii) The sealing of papers shall always be done under the
direct supervision of a responsible assistant who will see
that due care is taken.
(iv) No naked lights shall be used in the office. All candles or
wicks shall be protected by glass.

237
 (v) Waste papers shall not be allowed to accumulate in office.
Every morning, the waste papers of the previous day shall
be collected and stored in the waste paper room.
(vi) Smoking in record rooms shall be strictly prohibited.
(vii) Fire buckets shall be kept always filled with water. The
buckets shall be washed well and refilled once in every
three days.
Half a-dozen fire buckets shall also be kept filled with sand.
(viii) Minimax fire extinguishers are also fixed to the walls in
convenient places in the Secretariat. These shall be used
in the event of outbreak of fire. The peons in each office
shall be instructed in the use of the extinguishers.
(ix) The record keeper, so far as the Secretariat record room is
concerned, and the care-taker for other parts of the
Secretariat are required to see that the minimax
extinguishers are not empty and they are always kept
ready for use.
XV-7. Conservancy staff and their recruitment – The conservancy staff
consists of farashes, sweepers, watermen and mulias. The mulias are paid
from Secretariat contingencies at the rate or rate prescribed from time to time.
The care-taker shall maintain a register in which he shall record his
annual remarks regarding the work and conduct of these menials and which
shall be put up to the Under/ Assistant Secretary, Political and Services
Department in January every year for his inspection. Vacancies in the posts of
peons in the various departments of the Secretariat may be filled by the
promotion of some of these menials if they are found otherwise suitable.
XV-8. Use of electric lights and fans – Particular care should be taken in
the use of lights and fans and they should be used only when it is absolutely
necessary. Whenever an officer or a member of the staff, for whom lights and
fans are provided, leaves his seat, fans and lights shall be switched off.
XV-9. Besides the telephones in the offices of all Gazetted Officers and
of some Head Assistants, there is a general telephone installed in the
Secretariat for the use of the staff working in various departments. A peon is in
charge of this telephone. Full use should be made of this means of

238
communication which reduces formal references to other departments and
attached offices.
XV-10. Secretariat Canteen-- There are canteens in the Secretariat
for providing refreshments to the employees working in the Secretariat. Every
year in the first week of March, an auction shall take place for giving it to the
highest bidder. The officer in charge of the establishment of the general branch
of the Political and Services Department will hold the auction.
The sale shall be advertised from one month before the date of auction.
The advertisement shall state the time and place of sale and other conditions, if
any, imposed on it. The sale shall be confirmed on the highest bidder by the
Secretary of the Political and Services Department or any other officer
authorised on this behalf. The successful bidder must, immediately on close of
the bid, deposit 25 per cent of the bid money, the rest being paid later, on
suitable monthly instalments. The bid money shall be credited into the treasury.
XV-11. Receptionist – Entrance into the Secretariat building by outsiders
shall be controlled by the receptionist, who is appointed for the purpose. He
shall arrange interviews of visitors with officers and staff of the Secretariat and
shall be guided by the instructions issued on this behalf from time to time.

*****************

239
 CHAPTER XVI
Reports and Returns
XVI-1. The following periodical returns shall be prepared in each
department and submitted to the authorities concerned for perusal and orders:-
(a) Weekly abstract;
(b) Fortnightly pending list;
(c) Monthly arrear list;
(d) Table of cases.
XVI-2. Weekly abstract – At the end of each week each assistant shall
prepare a weekly abstract, as prescribed in rule 3(i) of chapter IV, in the log
book maintained by him and shall submit the same to the head assistant, who,
in his turn, shall submit it to the Assistant/Under Secretary for perusal. The
Assistant/Under Secretary, on receipt of the said abstract, shall pass such
orders, as he deems fit, for expeditious disposal of the papers.
XVI-3. Fortnightly pending list – On the 10th and 25th of each month the
diarist of each department shall prepare a list of communications received from
the Government of India which have remained un-answered for more than
seven days and shall submit the same to the Assistant/Under Secretary
through the head assistant. This list shall be maintained in the form prescribed
in rule 1(vii) of Chapter IV.
The diarist shall also submit a list, in the following form, of all important
communications which have not been replied to within a fortnight as prescribed
under rule 8(a) (6) of Chapter I. The Assistant/Under Secretary, on receipt of
the pending list, shall pass such orders as he thinks necessary for their prompt
disposal.
Serial From Particulars of the Brief File If in office period Officer to
Remarks

No. whom communication subject number of detention and whom

received with number and explanation for submitted
date delay if any with date
1 2 3 4 5 6 7 8

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 XVI-4. Monthly arrear list – Each assistant shall prepare a list, in the
form prescribed in rule 3(vi) of Chapter IV, of all cases which have been
pending for more than a month and shall submit the same to the oration and
orders in such cases as are pending since a long time and in which the orders
of the Secretary for action for prompt disposal are necessary. The Secretary of
the department shall see this list at least once in every two months. On return
of the list, the assistant will carry out any orders that may have been passed on
it. Under /Assistant Secretary through the head assistant. The Under/Assistant
Secretary shall peruse the list and find out the reasons for delay in disposal of
the cases and pass such orders thereon as are considered necessary for their
expeditious disposal. The list shall also be submitted to the Secretary for his
information.
XVI-4. Monthly arrear list – Each assistant shall prepare a list, in the
form prescribed in rule 3(vi) of Chapter IV, of all cases which have been
pending for more than a month and shall submit the same to the Under
/Assistant Secretary through the head assistant. The Under / Assistant
Secretary shall peruse the list and find out the reasons for delay in disposal of
the cases and pass such orders thereon as are considered necessary for their
expeditious disposal. The list shall also be submitted to the Secretary for his
information and orders in such cases as are pending since a long time and in
which the orders of the Secretary for action for prompt disposal are necessary.
The Secretary of the department shall see this list at least once in every two
months. On return of the list, the assistant will carry out any orders that may
have been passed on it.
XVI-5. Table of cases – On the 1st and 16th of every month, the
Secretary shall submit, to the Deputy Minister and Minister in charge, a
statement showing particulars of cases other than routine cases disposed of in
the department by the Deputy Minister, the Minister and the Secretary
respectively during the preceding fortnight, distinguishing it those disposed of
after discussion at the meeting of the Council. A copy of the said statement
shall be simultaneously submitted to the Governor through the Chief Minister.

241
 XVI-6. Each Department shall maintain a register to show the incoming
and outgoing returns indicating their periodicity in the following form:-
Serial Name of From Date of To Date of Remarks
No. the whom due of whom submission
return due receipt due
1 2 3 4 5 6 7

The Departments shall insist on the submission of the returns from the
subordinate offices, where from they are due, some days before the returns are
due to be submitted to the proper quarters and shall see that in no case delay
is caused in their submission.
XVI-7. According to necessity, departments may prescribe returns to be
submitted by the subordinate offices to them and if it is considered that the
continuity of the returns is no more necessary these may be discontinued.
XVI-8. When new returns are prescribed, these may be entered in the
returns register and when any returns are done away with these may be scored
through, indicating, in the remarks column, the order and date of their
discontinuance.
XVI-9. Each Department of the Secretariat shall compile and publish an
annual report on the activities of the Department for each financial year. This
report shall be published within six months of the expiry of the period for which
the annual reports relate. The Departments should, therefore, take prompt
steps from April of each year to compile and print the annual report of the
preceding financial year.

242
 CHAPTER XVII
Composite Offices
XVII-1.Certain departments of Government combine the functions of a
Secretariat Department as well as a head of department. In such departments,
Secretaries Additional Secretaries, Joint Secretaries, or Deputy Secretaries, as
the case may be function as heads of departments. Although in a composite
office work is done in the levels of both Secretariat and head of department,
confusion sometimes arise in which Government orders are obtained in cases
that can be disposed of at the level of the head of department. In certain cases,
Government orders, instead of being communicated from the Government
level, are communicated by the head of Department, thereby creating anomaly.
To avoid such complications and with a view that a composite office can be
separated easily whenever it is considered desirable to do that the papers in
the said office should be dealt with in the Secretariat and head of Department
levels and records thereof maintained separately.
XVII-2.The procedure laid down for the working of Secretariat
Departments will apply mutatis mutandis to the composite office unless
otherwise specified under the rules in this chapter.
XVII-3.The records in a composite office shall be maintained separately
for the head of Department and the Secretariat.
XVII-4. Daks –On receipt of daks from the Secretary, Additional
Secretary, Joint Secretary, Deputy Secretary, Under Secretary, or Assistant
Secretary, as the case may be, the head assistant will consider whether a dak
will be dealt with in the level of the head of department or Secretariat. He will
put the mars ‘S’ indicating Secretariat, or ‘H’ indicating head of department on
the receipt to show its dealing in the Secretariat or head of department level.
XVII-5. Diary Register – There shall be separate diary registers for the
receipts of the Secretariat and head of department. The receipts marked ‘S’
shall be diarised in the diary register of the Secretariat and those marked ‘H’
shall be diarised in the diary register of the head of department. The rules
provided for the maintenance of diary registers in Chapter IV of the Secretariat
Instructions shall be observed in diarising the Secretariat receipts in the
composite office while only one diary register shall be maintained for the
receipts of the head of department in which the receipts of general as well as of
routine nature shall be diarised.
243
 XVII-6. Log Book – There shall be only one log book to be maintained
by an assistant for receipts of both the Secretariat and the head of department.
The marks ‘S’ or ‘H’ shall be entered in the log book along with the diary
numbers to distinguish the receipts of head of department or Secretariat.
XVII-7. File Register – There shall be separate file registers for the
Secretariat and the head of department. For the letters diarized in the
Secretariat diary register, files shall be opened in the Secretariat file register:
similarly files shall be opened in the head of department file register for receipts
meant for the latter.
XVII-8. Fortnightly table of cases – Fortnightly table of cases shall be
prepared only in respect of cases disposed of in the Secretariat level. No case
disposed of by the head of department shall be included in this table of cases.
XVII-9. Checking of arrears and delay – (a) It is the duty of the heads
of sections to check the log books and file registers thoroughly every week and
to take steps to ensure that no avoidable delay occurs and that no paper is
shelved. From time to time, they will also examine the files in charge of the
assistants. Any delay or irregularity coming to their notice shall be reported to
the officer next above them at once.
(b) On the 1st and 16th of every month, or, if those days are holidays,
the next working day, an abstract arrear list shall be prepared and submitted to
the supervisory officer next above the head assistant. While submitting arrear
lists, the log books of the assistants and the diary register are to be thoroughly
checked and the actual number of letters pending disposal will be brought out
in the list. Papers to be entered in this list are those which are received up to
the 15th and 30th of the month and remain un-disposed of. The papers pending
for over three months, counting from the date on which the receipt was first
entered in the log book, shall be entered in red ink, with the information
whether it is pending in office or outside, for giving an idea that these are old
pending letters.
The arrear list shall be prepared in the following form:-
Serial Dairy Date of Subject With Date of Remarks
No. No. receipt whom reminders
pending issued if any
1 2 3 4 5 6 7

N.B.-- In the remarks column the reason of delay may be mentioned.

244
 XVII-10.Issue Register –(i) In a composite office there shall be two issue
registers – one for letters issued from the Secretariat and the other for those
issued from the head; of department level. No letters issued from the
secretariat level shall be entered in the issue register of head of department
and vice versa.
(ii) Letters containing orders of Government, or issued from
Government level, shall be signed by the designation, Secretary, Additional
Secretary, Joint Secretary, Deputy Secretary, Under Secretary or Assistant
Secretary, as the case may be, and such letters shall not be signed by the
designation of the head of department or any other officer subordinate to him in
the head of department level. Similarly, letters or orders which are issued from
head of department level shall not be signed by officers by the designation of
the Secretariat status.
XVII-11. Reference and co-ordination between Secretariat and Head of
Department—(i) All matters which the head of department is competent to
dispose of shall be dealt with in the head of department files and the head of
department will pass orders on them in accordance with the powers delegate to
him. In cases where it is not within the competency of the head of department
to pass final orders and orders of ‘Government are necessary, the file shall be
placed at the Secretariat level for obtaining Government orders. While placing
the file, the point on which Government orders are to be obtained shall be
clearly and specifically mentioned in the body of the note explaining the matters
fully in the head of department file. A copy of this note shall also be placed in
the file. A separate file will then be opened in the Secretariat level, containing
the copy of the note of the head of department, and Government orders will be
solicited thereon. The file of the head of department also will be linked with that
of the Secretariat for reference.

(ii) On obtaining Government orders in the Secretariat file, necessary

action will be taken at the Secretariat level. All concerned shall be
communicated of the order signed by an officer of the Secretariat
level. A copy of the order shall be placed in the head of department
file for record.
(iii) If, after obtaining Government orders in the Secretariat file, it is
necessary that the orders should be communicated by the head of

245
 department, a copy of the said orders shall be endorsed in the head
of department file and the head of department shall be directed to
communicate the same from his level.
(iv) While placing file of the head of Department before the Secretariat
for Government orders, no entry in the un-official issue register is
necessary as the reference of the file is within the same
department. The same assistant dealing with the head of
department file may deal with the same file at the Secretariat level.

XVII-12. Recording – Secretariat files shall be recorded in accordance

with the procedure laid down in chapter VII of the Orissa Secretariat
Instructions. The files of the head of department, however, need not be
recorded in the manner prescribed in that chapter, but shall be recorded in the
following manner:-
(a) A fly leaf shall be maintained for each file to indicate collection
number, file number and serial number, as given in appendix. XIV.
(b) The file subject shall be early mentioned;
(c) All paper shall be classed into A, B, or C, according to their
importance and on the basis of the time needed for disposal and
against each of them the classification shall be mentioned in the
proper column on the fly leaf. The note sheets on ‘A’ class papers
are to be classed as ‘A’ class and, similarly note sheets of ‘B’ and
‘C’ class papers are to be classed as ’B’ and ‘C’ class respectively.
‘A’ class papers shall be preserved permanently, ‘B’ for 12 years
and ‘C’ for 2 years. ‘B’ and ‘C’ class papers will be destroyed after
the prescribed period.
The file of a particular year shall be serially arranged in
accordance with the serial number of the file of that particular year
and the ‘C’ class papers shall be sorted out after 2 years and
destroyed. Again, after 12 years, the ‘B’ class papers shall be sorted
out and destroyed. The files will then be weeded out of the ‘B’ and
‘C’ class papers and the ‘A’ class papers shall be preserved
permanently. During sorting out of the ‘B’ or ‘C’ class papers with
reference to the classification mentioned on the flyleaf and the
actual papers in the file, those taken out of the file shall be marked

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 in the column meant for classification of papers. A certificate shall
be given on each occasion on the body of the fly leaf that ‘B’ and ‘C’
class papers have been weeded out.
(d) Disposal of ‘B’ and ‘C’ class papers shall be made in due time
and no time will unnecessarily lapse for their weeding out.
(e) Considerable care shall be taken in marking classification of the
papers in accordance with their importance and on the basis of
the time needed for disposal. Utmost intelligence and caution are
to be exercised in such classification, and misclassification
guarded against. Any misclassification will lead to untimely
destruction of important papers and, therefore, great care should
be taken in this work. It is difficult to lay down a hard and fast rule
in the matter of accurate classification of papers and individual
judgment, experience and knowledge will play an important part
in this matter.
(f) The head assistant will be responsible for classification of papers
and be may require the assistance from the assistant dealing with
the matter. In case of doubt, whether appear belongs to A or B,
the head assistant may take the advice of his immediate superior
for proper classification.
(g) At the time of destruction of ‘B’ & ‘C’ class papers, the head of
department or the officer next below him in rank will see that the
papers marked according to classification are destroyed and that
no valuable correspondence which is to be preserved
permanently is weeded out.
(h) While marking classification on papers, the provisions contained
in chapter VII of the Orissa Secretariat Instructions, dealing with
arrangement and custody of records, may, and far as possible, be
followed.
XVII-13. Indexing—A file index register shall be maintained in the
department to give an index; to each file that is started on receipt of a letter.
This indexing will be in accordance with the subject broadly and all files opened
will come under the major index. While opening a new file, the assistant will see
whether the letter cannot come under a file already opened on the same
subject under an index if; it cannot be done, and dealing of the letter in the

247
existing file will not be convenient, a separate file under the same index will be
opened. Opening of a new file under the same major index will always be
subject to the instructions of the head assistant. While starting a file, the head
assistant shall put an index slip, after noting the number of the file and subject
matter in brief alphabetically, in between the fly leaf and the first page of
correspondence. In no cash, the subject matter of the file shall change from
time to time; it will continue to remain so till the file is closed under that subject.
The head assistant in charge of the branch will check the correctness of the
index slip after the file is closed. As soon as a file is closed, the index slip shall
be taken out and kept in alphabetical order in the branch concerned till the
close of the year when it will be sent to the record room. In the month of April
next the index slips of all the assistants shall be consolidated and sent to Press
for being printed in one alphabetical series.
XVIII-14. Suits – (a) All possible efforts shall be made by the head of
department in a composite office to avoid litigations scrupulously by satisfying
the genuine claims made by climates for payment of their dues. The
departmental head shall, in no event, give occasion for legitimate grievances to
any body for satisfying legitimate claims.
(b) When a claim is partly reasonable and partly unreasonable, the
claims found to be reasonable shall be forthwith tendered and for the
unreasonable claim the claimant shall be negotiated. When there is a
doubt as to the reasonableness or unreasonableness of a claim, the
Legal Remembrancer shall be referred to by giving a complete
statement of facts and action shall be taken according to his advice.
(c) When the head of department receives a notice directly from the
party asserting his claim, or from the Collector, the claim shall be
properly examined with reference to all materials available in the
office and, if the claim is due, immediate action shall be taken for
satisfying the same. If, however, it is bogus and fictitious, the
Government Pleader or the Legal Remembrancer shall be consulted
immediately and all facts be made ready for the threatened suit.
(d) A senior assistant shall be placed in charge of all matters relating to
suits and the head of department or the officer next above him in
rank shall be responsible for watching the progressed of the matter
and its proper disposal. If a suit is contested at the district level, the

248
 head of department will supply the Collector with all facts relating to
the suit and render him all possible help in the disposal of the same.
(e) In following the procedure in conducting a suit, the Bihar and Orissa
Practice and Procedure Manual shall be followed mutatis mutandis
by the head of department in a composite office. The head of
department will make reference direct to Legal Remembrancer or the
Government Pleader of the district concerned for getting suitable
legal opinion.
(f) Instructions of Government in Law department issued in memo
No.8268(49)/L., dated 14th September 1950, regarding attending to
matters connected with civil litigation in which Government is a party,
for prompt disposal of claims, shall be followed. The instructions are
contained in appendix XV.
XVII-15.Accounts – The head of department in a combined office will
maintain registers for proper maintenance of accounts concerned with the
department. He may either himself verify or authorise a gazetted officer
under him to verify regularly the cash by checking the cash registers and
vouches. Cash shall be verified in the first week of every month by the
officer authorised by the head of department in this behalf. The head of
department may also authorise the officer in change of department may
also authorised the officer in charge of cash and accounts to be the drawing
and disbursing officer of the bills. The head of department will also from
time to time, exercise proper check on the maintenance of accounts and
cash and issue proper instructions. The officer in charge of cash and
accounts will be responsible for taking delivery of consignments indented
from outside for the department and will see that immediate delivery is
effected and Government is not put to loss by paying demurrage for delay.
XVII-16.The subjects to be dealt with in the secretariat and head of
department levels are given below. These lists are suggestive and not
exhaustive. The Secretary will judge the importance of the matter and
consider whether any other case, not coming under the category described
below, will not be dealt with in the secretariat or head of the department
level and take orders of Government in his department in the matter.
(i) Subjects to be dealt with in the Secretariat –
(a) Creation of all posts in he department;

249
 (b) Sanction of schemes;
(c) Posting and transfer of gazetted staff;
(d) Sanction of new training and other institution;
(e) Budget;
(f) Appeals and memorials from the non-gazetted staff;
(g) All matters involving policies in the department;
(h) Correspondence with Government of India and other State
Governments on all subjects;
(i) Annual Administration Report;
(j) Tour notes of the Director, Deputy Director or the Head of
Department;
(k) Confidential matters which government should be apprised of;
(l) Audit;
(m) Sanction of re-appropriations;
(n) Preparation of new demand schedules;
(o) Draft appropriation;
(p) Conferences and seminars at State level;
(q) Submission of prescribed reports to the Government of India on
schemes;
(r) Procurement of vehicles and their distribution;
(s) Inspection of the composite office at Secretariat; and
(t) Such other matters as may be directed by Government;
(ii) Subjects to be dealt with by the Head of Department—
(a) All matter relating to appointment, transfer punishments,
crossing of E. B. , leave, etc., of the non-gazetted staff;
(b) Controlling budget expenditure and funds in subordinate
offices nd prescribing returns thereof;
(c) Compilation of Annual Administration Report;
(d) Collection of statistics from subordinate offices;
(e) Conducting conferences and committees;
(f) Inspection of his own as well as subordinate offices;
(g) Prescribing periodical audit and compliance of audit
objections;
(h) Maintenance of accounts of his own office;
(i) Controlling and checking of Government vehicle;

250
(j) Prescribing and controlling tours of subordinate field staff;
(k) Periodical discussion with district officers on important matters
for their co-operation for smooth execution of work;
(l) Controlling either gazetted or non-gazetted field staff in all
levels; and
(m) Such other matters as may be directed by Government.
*************

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 CHAPTER XVIII
*Committee Procedure

XVIII-1. Introduction – Committees, have a variety of purpose; to

advise, to co-ordinate, to inquire, to negotiate or to administer. This chapter
deals with those of the points which arise in connection with the main types of
committees and is mainly intended as a guide for the civil servant who is
appointed Secretary to, or Chairman of, a committee.

XVIII-2. Preliminary action – (a) Some weeks often elapse between the
appointment of a committee and the date of its first meeting. During this period,
the Secretary shall invite the department to supply a statement of non-
controversial facts, both historical and descriptive, and shall circulate the same
to the members for study, along with a paper giving the terms of reference and
membership. Sufficient spare copies of the paper giving the terms of reference
and membership shall be prepared to be enclosed in letters inviting evidence or
answering inquiries about the committee. It may be convenient at this stage to
consult members of the committee about the date and hours at which they can
attend meetings.
(b) The Chairman may wish to get the committee’s agreement to a plan
of work, and a preliminary meeting should , usually, be held for this purpose.
The subjects to be discussed at such a meeting will vary and the Chairman
may like to circulate a note on the following points to be discussed at this
meting;-
1) The meaning of the terms of reference, and possible
ambiguities, the circumstances in which the committee has been
setup, any limiting factors etc.;
2) What kind of information the committee requires;
_______________________________________________________________

*Acknowledgment—This chapter is modelled on the article “Committee

Procedure” in the Autumn 1958, issue of Public Administration with the permission of
the Controller of Her majesty’s Stationery Office.

(iii) How this information should be obtained and in what order;

(iv) the frequent, length, times and dates of meeting; and
(v) Procedure at meetings.

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 (c) If ambiguities in the terms of reference become apparent at any
stage, or if it should be desired to ask for some alteration in them, reference
should be made to the department.
(d) A committee, which has a regular flow of work to deal with,
should, if possible, choose and keep to a regular meeting date and this date will
not be changed save in the most exceptional circumstances. Many committees
do not have such a flow of work and need meet only irregularly. In these cases,
the Chairman and the Secretary have a special responsibility for seeing that a
good momentum is maintained and that when there is business to be done the
meeting date is fixed as early as circumstances allow.

XVIII-3.Preparation of Committee papers and other preparatory works–(a)

All problems to be discussed by the committee shall be placed before the
members in writing well in advance of the meeting. The Secretary may have to
draft memoranda on the various problems to be discussed. The memoranda
should be concise, logically arranged and impartial. Paragraphs should be
numbered and may be sign-posted with side headings. Lengthy details and
tables of figures should be given in an appendix to the paper.
(b) An agenda, setting out the main headings for discussion, should
be prepared and circulated to members along with the connected
papers in time to enable them to go through the papers. The
Secretary may check, (preferably by telephone) that all the
members whose presence is essential can attend the meeting at
the time stated.
(c) Officials or Departments not regularly represented may have an
interest in a particular item and need to be invited to the meeting
at which it is to be discussed.

XVIII-4.Chairman’s brief – The amount of briefing, which the Chairman

needs, will depend upon circumstances. Sometimes, the Secretary need do no
more than pass on any recent relevant information, e.g., that certain members
will not be president; sometimes the Chairman will need a brief which will
summaries the main points he should make and help him in planning the
meeting. It may usefully include notes about the views, particular members are

253
likely to express. Such a brief is almost invariably supplied if the Chairman is a
Minister.

XVIII-5. Room, seating, etc. –Before the meeting, the Secretary should
have ensured that a room has been booked which is adequate for the purpose.
The Secretary shall sit beside the Chairman to hand him papers and to receive
his instructions. Pencil, ink, paper and blotter should normally be provided at
each place on the table and any maps, diagrams, or reference books, which
may be required, should be available beforehand. An ash-tray should be within
each member’s reach. Where appropriate, refreshments should arrive at a
given time and be put down and distributed without distracting the committee
and the Secretary.

XVIII-6.Action immediately before the meeting – A Secretary of a

committee should be the first to be present and should check that all
arrangements have been made and that members or others attending the
meeting are not at a loss on arrival. He should have with him any papers which
reference may need to be made during the meeting and should also have some
spare copies of the agenda and any papers which are due for discussion in
case copies have not reached some members or have been left behind by
accident.

XVIII-7.Conduct of the meeting – (a) The Chairman should take initiative

in conducting the meeting. He should have read his papers with special care
before the meeting and have made a plan for drawing out the views of
members in a reasonable order. In so far as he can foresee the views that will
be expressed, he should have planned how he will regulate the subsequent
discussion. If possible, he should have formed some view, but not a rigid one,
of what the conclusion should be.
(b) He should introduce each item briefly so that there may be no
doubt about the subject under discussion or the main points to be
settled. He should ensure that all members who have a
contribution to make are given an opportunity to speak, controlling
the talkative, and, where necessary, drawing out the silent. He
should hold the thread of the discussion, summing it up at

254
 intervals, if necessary, and should contribute to it helpfully, but not
too much. He should be able to seize upon any points which can
serve as tentative conclusions. He should, above all, think in
terms of the “whole” so that the various ”parts” represented by the
advice of different members of the committee can be fitted into a
single framework and can appear as different sides of the same
problem rather than as contradictions.
(c) Finally, he sold ensure by his summing up that the conclusions
reached are fully understood and accepted, or if there are
reservations or disagreement, that these have been fully
appreciated by all the members. Members ought not to have to
wait for the minutes in order to find out what has happened.
(d) Meanwhile, the Secretary must follow the progress made against
the agenda or the Chairman’s brief, make notes and draw the
Chairman’s attention to any point of substance that has been
missed or to any point where it seems that members may be left
in doubt as to the decision reached or the responsibility for
execution. Apart from this, he should normally not take an active
part in the discussion.
(e) His notes should be based upon the thought or idea being
expressed, and not on the actual words used in expressing it
except for any striking phrases or any formula mentioned by the
Chairman or a member. They should include all points that might
later be found to have significance to the decision taken.
Conclusions and direction for action need to be recorded clearly
and positively.

XVIII-8. Drafting of minutes – A good minute of a meeting is –

(a) brief
Brevity should be sought in two ways –
(i) first, a minute should be selective. It is not a verbatim record and
should not attempt to reproduce, however summarily, what every
speaker said;

255
 (ii) secondly, the points selected for inclusion in the minute should be
recorded as briefly as possible, making use of any striking
phrases used in the discussion;
(b) self-contained;
A minute should, normally, be self-contained so that it is
intelligible without reference to other documents;
(c) decisive ;
The minute should be as crisp and decisive as possible. This is
specially important for the conclusions. But it applies also to the record of the
discussion. The Secretary should not try to reproduce what the speaker said;
he should get down to the essential core of the discussion and record that as
early as possible.

XVIII-9. Structure of a minute – The structure of a good minute or

proceeding of a meeting can be subdivided in to three parts, namely:-
(a) Statement of the problem – The minute should be given by
inviting reference to the memorandum or memoranda giving the number and
date and should set out the problem for discussion in detail.
(b) Points in discussion – After recording the statement of the
problem, the Secretary shall proceed to narrate the points discussed briefly in
an impersonal manner. Sometimes, when different members disagree, the
personal style may be used. He should not hesitate to discare the irrelevant
and inessential points and should describe only the essential points leading to
the conclusion.
(c) Conclusion – A minute should end with conclusions which
should be clear and precise. The Secretary should not hesitate to consult the
Chairman if he is in doubt about the conclusions. Where action is required, the
conclusions should place the responsibility firmly upon a department or
individual. Before circulating the minute, it may be necessary, on the part of the
Secretary, to obtain approval of the Chairman to the minute. The conclusion, if
necessary, may be set out in different paragraphs, serially numbered. Minutes
of a meeting should be prepared and circulated as early as possible.

256
 XVIII-10. Work between meetings – For some committees, it is
valuable to keep in the office an up-to-date index of all important matters
mentioned in discussion. Where the Chairman asks a member, or a witness, to
submit a further note, the Secretary shall keep a note of it and shall remind the
person concerned if necessary. He shall also keep a list of outstanding issues
and add and delete to the list when necessary.

XVIII-11. Reports—(a) To ensure consistency of style and content, a

report should, as far as possible, be the work of one hand. This normally
means that the Chairman will ask the Secretary to prepare the first draft and
the Secretary should keep close watch on the effect of any alterations made by
others.
(b) Every member should send in his comments at the appropriate
stages and the Secretary should ensure that he does so. A large committee
should, however, not have to go through a draft report, paragraph by
paragraph, except briefly, for final approval. Much of the work of polishing and
revision can be done by the Chairman and the Secretary separately, or
together, or by a small drafting sub-committee.

(c) One of the difficulties in drafting a report is to divide up the

materials into suitable sections and to get agreement on the most suitable
order for dealing with the different subjects clearly and without over-lapping. A
good deal of time may be wasted in writing up a particular subject in detail, only
to find that the scheme of the report, as a whole, require different treatment of a
subject from that adopted in the draft. It is, therefore, advisable, before starting
to write up any section of the report, to draw up a skeleton of the report as a
whole.

(d) The first stage might be a list of chapter heading and of subjects
to be dealt with in each chapter. The second stage might be to draw up the
argument of each chapter indicating the points to be touched on, the evidence
to be summarised, the facts or statistics to be cited. This document should be
short and clearly arranged and could be written in telegraphese.
(e) When the skeleton has been completed, for the whole report or
for earlier chapters, it will very likely be found that the arrangement does not

257
work out as happily as might be and that the scheme of the report requires a
good deal of modification. This can be done much more quickly while the
document is still in skeleton form than if the report has been partially “written
up”.
(f) It is usually a mistake for the Chairman to circulate a draft report
for consideration by the committee before their conclusions had been
discussed in detail. If this is done, the draft is sure to be revised a good deal in
matters of substance; and the greater the care that has been spent on the form
of a document the harder it is to revise it satisfactorily. It is, therefore,
advisable, before attempting to write up any part of the outline, to circulate to
the committee a note setting out in substance the points to be covered by that
particular section.

(g) There is usually a short introductory section which may contain

any or all of the following :-
Terms of reference; date of appointment; membership; circumstances in
which the committee was set up; steps taken to gather facts and opinions;
number of meetings held; and a brief indication of the layout of the report
(including page or paragraph reference to a summary of recommendations).

XVIII-12.Summary of recommendations – This is of great assistance in

studying the report and should always be included. Sometimes, the
recommendations can be set out in full. Sometimes, they will have to be
summarized; but, in this case, care should be taken to avoid confusion arising
from phraseology differing from that adopted in the body of the report.

XVIII-13. Expression of disagreement – Where a committee has failed

to reach agreement on certain points, one of two courses should be taken. The
opposing views may be set out in the body of the report without saying which
members held them, thus; “Some of us think………………………………………..
Others, however, think…………………………………………………………….”or
the dissenting members may sign the report subject to reservations which are
appended to the report and signed. The essential point is that agreement
should be reached, if possible, but, if not, differences of view should not be
obscured.

258
 XVIII-14. Numbering – The paragraphs of the report should be
numbered consecutively throughout. To have a paragraph 1 in every chapter
makes reference difficult and confusing. Altering the numbering of paragraphs
can be laborious and, at the proof stage of a printed report, expensive. It may,
therefore be found helpful to have two or three short paragraphs in each
chapter which can be combined if further paragraphs are introduced at a later
stage; this will save altering the numbering right throughout the report.
Conversely, if paragraphs are omitted, existing paragraphs can often be split.

************

259
 CHAPTER XIX
Miscellaneous
XIX-1. District Officers’ Handy Reference Book – The Political and
Services Department is in charge of the District Officers’ Handy Reference
Book. An assistant of each branch of the departments of the Secretariat shall
be made directly responsible for the collection of orders effecting entries
concerning his office and he should keep a ground file of important orders for
this purpose. The Political and Services Department shall be responsible for
compilation and printing of the necessary additions and corrections and the
Superintendent, Government Press, for their distribution to officers to whom the
books are issued. A copy of each order issued during half-years ending 30th
June and 31st December, necessitating additions or corrections in the Handy
Reference Book shall be sent to the Political and Services Department by the
15th July and 15th January respectively, accompanied by a memorandum giving
the number, date and a short order. The following points should be attended to
in selecting the order:-
1) All orders involving a correction in an existing entry should be sent;

2) Other orders should not be sent unless of sufficient general

importance to be included, but the fact that they are embodied in
manuals or other recognised books of reference should not of itself
exclude them;
3) Amendments or repeals of acts which affect the entries should be
notified and a reference to the new act (if any) made;
4) Both the list of orders and the index head should be approved by an
officer not below the rank of under or Assistant Secretary in the
department concerned.
NOTE— An assistant in the office of every head of department shall be made responsible for
collection of the orders effecting entries concerning his office an supply of the information to the
respective department of the Secretariat. The latter shall collect the information from him and
supply it to the Political and Services Department for incorporation in the Handy Reference
Book.
XIX-2. Book of Government Circulars and Orders – The Political and
Services Department is also in charge of the Book of Government Circulars
and Orders.

260
 The assistant in each department responsible for the additions and
corrections to the District Officers’ Handy Reference Book shall be also
responsible in this case for the additions and corrections. A copy of all
important Government circulars, resolutions, notifications, rules and orders in
force in orissa (whether issued by the Government of India or by the
Government of Orissa) which have not been or are not to be embodied in a
manual or code or other recognised book of reference should be sent. Only
orders of a general nature should be included and all orders of the Government
of India should be accompanied by the orders of the Government of Orissa with
which they were circulated. Any new orders should be made complete with
reference to the previous orders on the subject.
The selection of the circulars, orders, etc., to be sent and also the brief
marginal descriptions and indications of the place for incorporation should be
approved by an officer not below the rank of under or Assistant Secretary in the
department concerned.
XIX-3. Presentation of Addresses to the Governor – (1) Advance copies
of all addresses to be presented to the Governor with the notes of the local
officers thereon will be received by the Secretary to the Governor.

(2) After taking orders of the Governor, as to whether the address shall
be accepted, the Governor’s Secretary will cause the address to be printed.

(3) He will then consider on which portions of the address a note from
the Secretariat is necessary and will send to each Secretary concerned a copy
of the address together with a copy of the relevant portion of the notes of local
officers indicating on which paragraphs of the address a note is required. The
papers will be sent to the Secretary by name.

(4) The Secretary will have a note prepared and after taking the orders
of the Minister will send the papers within three days of receipt to the
Governor’s Secretary. All such cases should be treated as immediate and
should be complete as regards the particular point referred with references to
previous address (if any) and relevant facts.

(5) The Governor’s Secretary will consolidate the notes received from
the different departments of the Secretariat and will submit them to the
Governor.
261
NOTE—The time for dealing with address files is usually short since local bodies frequently
delay in submitting the drafts, but it is nevertheless incumbent upon the Secretariat to deal with
them intelligently and fully so as to bring to the notice of Governor any matter of importance or
interest relating to the presenters of the addresses even if they do not explicitly arise within the
four corners of the draft address. The following papers should always be submitted by the Local
Self-Government Department.

(a) The recorded proceedings of the last address or addresses presented to

head of the province from the particular district concerned;

(b) The last annual report on the working of district boards or municipalities
in the province, drawing attention to anything of importance in it affecting the
particular body presenting the address, e.g., its financial position and closing
balance, any activities special to it, any defects concerning it revealed in the
report in question or in recent papers, etc.

Secretaries should endeavour, within the time available to throw the

materials for a draft answer to a consolidated form and not merely refer the
Governor to a number of manuscript references. If time allows the opinion of
the Ministers should always be obtained regarding any issue of importance
which the address may raise.
XIX-4. Disposal of papers connected therewith – The papers connected
with the receipt and disposal of addresses will eventually be sent by the
Governor’s Secretary, together with a copy of Governor’s reply, to the
Secretary in the Local Self-Government Department. After extracts from
Governor’s orders have been transmitted to the different departments
concerned, the papers will be recorded in the ‘A’ proceedings of the Local Self-
Government Department.
XIX-5. Preservation of Newspapers and Weekly Reports on Press –
Newspapers, journals and gazettes should be kept in the department to which
they belong in charge of assistant in charge of the departmental library. The
assistant may utilise the services of the record supplier in keeping the
newspapers properly arranged. Before the 7th of each month, all journals of the
preceding month, which it is desired to keep under rule 10 of chapter XI, will be
made over by him to the librarian. The assistant should be careful to collect all
the copies regularly and to report to the Under/Assistant Secretary at the end of

262
every week what papers, if any are wanting in order that due enquiries may be
made.
Newspapers and surplus gazettes more than six months old will be set
apart as waste papers and dealt with in accordance with rule 6 except that the
Home Department will send a complete set of the Orissa Gazette and Gazette
of India to the record room to be bound and preserved. Any deficiencies in the
sets shall be made up by requisition on the other Departments.

The weekly confidential reports on newspapers shall be kept in the

confidential almirah by the Registrar or Assistant Secretary of the office to
which they belong and at the end of every six months shall be destroyed. One
set of the reports shall be sent to the record room by the Home (Political)
Department and this will be bound in half-yearly volumes and kept permanently
in the record room.
XIX-6. Disposal of waste-paper – The disposal of records and spare
copies of printed letters shall be effected by tearing. These papers, as well as
those thrown into the waste paper baskets including daily sweepings, will be
taken away by the Secretariat sweepers and stored in the waste paper storage
room under the supervision of the Care-taker of the Secretariat buildings. When
the papers have been accumulated in sufficient quantity, the Finance
Department will arrange to sell them by auction to the highest bidder. The
auction should be advertised as widely as possible to ensure adequate
competition at the time of the sale. The successful bidder must, immediately on
the close of the bid, deposit at least 25 per cent of the bid money, the rest
being paid later but in any case before delivery of the paper is taken. Receipts
in the prescribed form should be granted for all money received as soon as
payments are made. Only papers of the Special Section ( Home Department)
and secret papers are to be burnt by the departments concerned.
(ii) Newspapers, journals and surplus Gazettes and other papers which
can, without risk, be sold in tact, shall be kept in each department and sent to
the Finance Department, when accumulated in sufficient quantity, for sale
along with other waste papers.
(iii) The sale proceeds of all waste papers shall be credited by the
Registrar, Finance Department, into the treasury under the head ‘XXIV-
Stationery and Printing – Miscellaneous (sale of waste papers).’

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 XIX-7. Tour Programme of the Governor and Ministers – The
Governor’s Secretary Issues the tour programme of the Governor. When any
Minister leaves the headquarters of Government, the tour programme will be
issued and circulated by the personal assistant. The tour programme of the
Chief Minister is drawn up and issued by the political and Services (General)
Department.
XIX-8. Preparation or Revision of Manuals – The proper procedure for
the preparation or revision of a manual or a code is to examine the rules or
paragraphs by chapters on broad sheets or sectional notes and to put up for
orders from time to time those rules which require the orders of Government
(after consultation with other departments where necessary ). The taking of
order should not be deferred till the draft of the whole manual or code is ready.
The reports of committees or resolutions of conferences should also be dealt
with in the same way.

STATIONERY, FORMS, UNIFORMS AND FURNITURE

XIX-9 Use of official stationery- Officers, ministerial or otherwise,
supplied with official stationery should be very careful in using it. On no account
should they use it for private correspondence or for purely personal matters,
such as memorials, petitions, etc.

XIX-10. Submission of indents – Stationery for the use of the entire

Secretariat will be supplied to the Registrar, Finance Department by the
Superintendent, Government Press, upon indent to be submitted by him on the
1st of June of each year. The indent shall be prepared early in May by the
Registrar in the prescribed forms, and shall be according to the scale in
Appendix XVI. Any demands in excess of that scale shall be clearly explained.
The indent shall be carefully examined, and, so long as the sanctioned
allotment is not exceeded shall be countersigned by the Registrar. A
department of the Secretariat may sanction local purchase of stationery up to a
limit of Rs.50 in each case, which is however limited to Rs.100 within a year.
Purchase beyond this limit will require prior approval of Government in the
Commerce and Finance Department.

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 XIX-11. Receipt of supplies – Upon receipt of supplies, the boxes
shall be opened and checked by the Registrar personally, and placed in a
locked almirah, the key of which shall remain with an assistant of the Accounts
Section who shall be nominated for this purpose. No articles shall be taken out
of the almirah except in the presence of the assistant named and after entry in
the stock account.

XIX-12.The Stock Book - A stock book in the prescribed form (Schedule

LIII-Form No.113) shall be maintained for all articles of stationary received and
issued by the stationery store. Receipts and issues shall be entered by the
assistant in charge immediately after the transactions take place. The stock
book shall be verified by the assistant in charge on the first day of each month
and a note shall be made in the book to that effect.
Stock books in the said prescribed form shall also be maintained by
each department in the above manner in respect of stationery articles received
from the stores for distribution in the department. An assistant should be put in
charge of this work in each department. Such stock books should be verified by
a head assistant of the department on the first day of the month and necessary
note should be made in the stock book to that effect.

XIX-13.Requisition for supplies – Articles will be supplied monthly to the

departments upon the signed requisition of any Gazetted Officer of the
Department concerned and no supplies shall be given on verbal requisitions or
upon the demands of any other person. The signed requisition shall be
submitted in the following form:-
(a) Articles required
(b) For whose use
(c) Supplies admissible
(d) Supplies made up to date
(e) Quantity now asked for
Explanation- If in cases of the permissible scale, Requisitions for
Officers’ own use whether at office or home should be signed by the Officers
themselves, or if that is not done, they should be countersigned by the
Assistant Secretary. Those for the use of assistants should be signed by the
Registrar or Assistant Secretary.

265
 XIX14. Date of requisition – Requisition will be sent in at the following times:-

Department Date of submission of Date of supply

indent for stationery
and forms.
1 2 3
nd th
Political and Services 2 of the month 5 of the month

Home including 3rd of the month 6th of the month

Secretariat Library

Record Room 4th of the month 7th of the month

Revenue and Excise 2nd of the month 5th of the month

Law, Commerce and 4th of the month 7th of the month

Labour

Finance 3rd of the month 6th of the month

Health and Local-Self 4th of the month 7th of the month

Government

Ministers 2nd of the month 5th of the month

Education Department 4th of the month 7th of the month

and Tribal & Rural
Welfare

Development 4th of the month 7th of the month

Works and Transport 5th of the month 8th of the month

Accounts section 5th of the month’ 8th of the month

Industries and Mining 5th of the month 8th of the month

and Geology

Supply 5th of the month 8th of the month

If the date of requisition falls on a holiday, it should be sent the day

before and the necessity for special supplies should be foreseen in order to
avoid additional indents at other times.

XIX-15. Check of stock by Registrar – The Registrar Finance

Department shall check the stock account on the first day of each quarter, and

266
shall submit a certificate to the Under Secretary, Finance Department that he
has done so, with any remarks as to defects which may have been disclosed.
The written requisitions of officers for supplies shall be kept until the
quarterly verification by the Registrar after which they shall be destroyed. The
Registrar shall check all issue with such requisitions.

XIX-16. Receipts by assistants for articles supplied to them – Receipts

for durable articles, when supplied to assistants shall be given by them to the
Registrar and each assistants shall be personally responsible for the articles
made over to him, and shall make good the losses for which he is reasonably
responsible . Upon the transfer of an assistant his receipt will be returned to
him, and the articles should be made over to his successor, whose receipts
shall be taken. The following are among durable articles:-
Rulers, inkstands, inkpots, scissors, paper weights rubbers, pen knives,
gum-pot, straps, paper-knives.

XIX-17. Supplementary emergent indents – The submission of

supplementary and emergent indent shall be strictly supervised, and such
indents should only be submitted in exceptional cases which should be fully
explained. The Registrar has the right to challenge any demands to which he
thinks that exception should be taken.

XIX-18.Prescribed scales – Scales for the supply of stationery have

been prescribed in Appendix XVI.

XIX-19. Charge of forms – The printed scheduled forms in use in the

Secretariat is in charge of the Registrar, Finance Department. The departments
of the Secretariat will send an indent to the Registrar, Finance Department,
monthly for such forms as they require. The non-scheduled forms printed by
the departments for special purposes shall be in charge of a gazetted officer of
the department and issues shall be made only on requisitions sent to him and
issue approved by him. A stock book of such departmental forms should also
be maintained.

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 XIX-20. Classes of printed forms – Printed forms are of two classes-
(ii) Standard forms for use in all Departments of the
Secretariat.
(iii) Departmental forms which are in use only in one or two
Departments.

XIX-21. Additions to the list of Standard forms – No additions shall be

made to the first class without the sanction of the Commerce Department.

XIX-22. Procedure for introduction of new forms – No new

departmental form may be printed without the sanction of the Under Secretary
or Assistant Secretary of the department concerned. Forms not in frequent use
should not be printed. When a new form is proposed, it should be considered
whether it would not be useful for all Departments of the Secretariat. In such
cases the proposed form shall be circulated, and if it is found to be useful as a
standard form, the orders of the Commerce Department shall be taken for
placing it in the list of standard forms.

XIX-23. Supply of stationery and forms to Minister—Requisitions for

stationery and forms from the personal assistants of the Ministers should be
checked by the Assistant Secretaries or Registrars concerned before they are
passed on for compliance.

UNIFORMS
XIX-24. Type and cost of uniforms – The type and cost of liveries
supplied to jamadars and peons of the Secretariat (including the staff of the
Ministers) are laid down in Appendix XVII.
No excess over the cost prescribed will be permitted nor any deviation
from the standard types.
(b) Liveries for peons and orderlies should be made of dosuti Khadi
and can be prepared through any firm within the fixed monetary
limit by placing orders direct on the firm.

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 XIX-25. Period for hot and cold weather uniform—Liveries will be
supplied annually to jamadars, orderlies and peons to be worn all the year
round, and for this purpose the year will count from the 1st April till the end of
March following.

XIX-26. Use of old and new uniforms – Hot weather liveries will remain
the property of Government for one year from the date of their supply, and cold
weather liveries for two years. They will thereafter become the property of the
wearers. When new liveries are issued, the old ones will be retained for one
and two years more respectively, and will be worn of duty and during journeys
in the train or by road or on other occasion when damage to liveries from
exposure or rough wear is likely to occur.
The liveries supplied should be worn by peons attending on officers in
their residences and at office. Peons who work solely in offices should wear
their livery while on duty.

XIX-27. Replacement of lost articles – Jamadars and chaparasis will

be liable to make good the cost of any articles lost or rendered unserviceable
through their own carelessness.
Any deficiency in livery must immediately be made good.

XIX-28. Chaparasis to be tidy – The Jamadar and chaparasis are

liable to fine for appearing on duty unshaven, in the case of those who practice
shaving, or in an untidy dress.

XIX-29. Umbrella – The Jamadars and chaparasis will also be

supplied each with an umbrella; though this does not form part of their livery.
This will be replaced when worn out at intervals of not less than two years.

XIX-30. Responsibility for the observances of the rules – The

Stenographers of the Ministers and Secretaries, the Registrar and the head
assistants are responsible for seeing that the above rules are strictly observed
and that in the case of any of the peons or jamadars going on leave or
otherwise vacating his post the liveries and the umbrellas are returned for the
use of the substitute.

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 XIX-31 Liveries to temporary peons – (1) Temporary orderly peons
working with the officers should be provided with both hot and cold weather
liveries on the scale as admissible to permanent peons irrespective of the
terms of their appointment. If the term of appointment be less than a year, the
liveries supplied to the orderly peons should be taken at the time of discharge.

(2) Temporary office peons who have already served for a period of
one year and the likely to serve for a period of not less than a year should be
provided with hot whether liveries as allowed to permanent peons. They should
also be supplied with a full set of cold weather liveries as admissible to
permanent peons but in case they are discharged within a period of three years
since the supply is made, they should be required to return their liveries at the
time of their discharge.

(3) Temporary office peons appointed for short periods or against leave
vacancies should not be provided either with hot or cold whether liveries.
NOTE- The above orders will also apply to the temporary peons working in the offices of the
heads of departments attached to the Secretariat subject to the terms and conditions
mentioned above.

XIX-32. Supply of liveries for staff of Ministers—Liveries for the staff of

the Ministers should be arranged for by the Political and Services Department.

XIX-33. Tour advances – The amount and the frequency of the

demands for tour advances from the personal assistants and other staff of the
Ministers should be checked by Political and Services Department before they
are passed on to the Finance Department for compliance.

XIX-34. Service associations – Service Associations of Government

employees should not use intemperate language in their proceedings and
should not directly or indirectly criticise Government or any superior officer of
Government in their resolutions. President of the association or whoever else
presides over a meeting will be held guilty of gross misconduct if he allows any
improper observation to be made or improper resolution to be passed.
Communication of proceedings to the Press or to the members of the
Legislature by Service Associations is highly improper.

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 XIX-35. Supply of furniture to the department – (a) The supply of
furniture for each department is arranged for by the Registrar or Assistant
Secretary of the department concerned. The scale of supply is laid down in
Appendix XVIII and this must not be exceeded without the sanction of the
Finance Department. Articles once supplied are not to be replaced until they
have been condemned by the competent authority. Condemned articles are to
be sold by auction by the departments concerned and sale proceeds credited
to Government through the Finance Department (Accounts Section).
(b) A stock register of all articles of furniture including non-perishable office
equipments in use in each department should be maintained in the following form.
Register of furniture, etc…………………
…………..…………………Department.

Sl. Date of Name Price From No. To Signature Remarks

No. purchase and whom assigned whom of
No. of purchased to each supplied attesting
articles articles officer.
1 2 3 4 5 6 7 8 9

XIX-36. Supply of furniture’s to the Minister – (a) The supply of

furniture for the residences of Ministers and Deputy Ministers (including the
visitors waiting room, and guest room, office room of the Ministers and Deputy
Ministers and their staff at the residences) shall be arranged by the Works
Department. The Political and Services Department shall furnish the office
rooms of the Ministers and Deputy Ministers and his personal staff in the
Secretariat and shall also supply touring equipment. The scale of furniture to be
supplied to the Ministers at the residences as well as in the Secretariat have
been laid down in the Appendix XIX.
(b) Personal Assistants attached to the Ministers and Deputy
Ministers shall maintain a Stock Register of furniture supplied. The furniture
shall be verified once a year by the Personal Assistants and Sub divisional
Officers of Works Department jointly and certificate of verification recorded in
271
the Register. The furniture should also be verified when there is a change of
Ministry or Minister using the furniture. On change of Personal Assistant, the
relieving Personal Assistant shall taken over the charge of the furniture from
the relieved Personal Assistant. Any loss or breakage noticed at the time of
verification should be brought to the notice of Government in the Political and
Services or Works Department as the case may be.
(c) Condemned articles are to be sold by auction by the Works or
Political and Services Department as the case may be.
(d) In addition to the Stock Register maintained by the Personal
Assistants the Works and the Political and Services Department shall also
maintain a Stock Register of furniture etc., on the form prescribed under rule 35.

XIX-37. Reference books – Books of reference and their proper

maintenance are of the first importance. A complete list of books in the office
library of a department or in the offices and houses of the officers should be
made out and kept hung in the rooms by the persons mentioned in the next
rule, who are responsible for keeping them up to date. A copy of the list should
in each case be forwarded to the librarian of the Secretariat Library through the
Registrar of the Secretariat who will periodically check these lists and submit a
report to the Secretary of the Department. Any later additions to the list should
be treated in the same way. The librarian of the Secretariat Library will receive
correction slips and distribute them to the various departments.

XIX38. Responsibility of maintaining lists and keeping the books up to

date – Books of reference of Secretaries and Under or Assistant Secretaries
are corrected by their Stenographers and Steno typists, respectively. Books of
reference of the Registrar and the Head Assistants should be placed in charge
of some particular dealing assistants who are responsible that corrections are
properly made, but may utilize the services of the record suppliers in keeping
them corrected up to date. Stenographers attached to the Ministers are
responsible for the correction and maintenance of the books of reference of the
Ministers both in office and residence.

XIX-39. Compilation of materials for Governor’s Address to the

Legislature and Speech of the Finance Minister on Budget – (i) The

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departments of Government shall furnish, by the 31st of January of each year, a
detailed note on the activities of Government in the departments concerned to
the Finance and P. & S. Department in three parts, first a brief statement of the
background of the activities, second, a review of the activities for the period
from April to December of the year under review with an indication of the
activities to be taken up during the rest of the financial year from January to 31st
March, and third, important administrative, social and economic development to
be undertaken during the next financial year. To enable them to prepare the
note, the departments of Government may require their subordinate offices
sufficiently well in advance to furnish suitable materials to them so as to reach
them by the 20th of January each year.
While preparing the note, special attention should be paid for providing
short paragraphs on –
(a) Development schemes proposed to be under taken during the next
financial year with an indication of the financial implications involved;
and
(b) Important Legislative measures proposed to be undertaken in the
budget session of the State Legislature with a brief explanatory note
on each such measure.
Home (P.R.) Department shall prepare a ‘calendar of events’ for the
period from April to January and send it to the P. & S. Department. The
calendar of events shall contain important events, including obituary
references of important personalities along with other important matters
which may find place in the Governor’s speech.
NOTE--Reports received by the Home (P.R.) Department from news agencies may be
entered in a register out of which important events may be collected to constitute the
calendar of events.

(ii) The P. & S. Department shall, after collecting materials, prepare a

note for the consideration of the Governor in connection with his address to the
Legislative and submit it to Chief Secretary by the 7th of February.
(iii) The detailed note as required under sub-Para (i) should be furnished
to the Finance Department in duplicate. On receipt, the Finance Department
will submit one copy to the Finance Minister for his use in the preparation of the
budget speech while the order will be the basis for preparation of a “White
Paper on Departmental activities by the Finance Department”:
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APPENDICES

274
 APPENDIX I
(See rule 8(b) (5) of Chapter I)
[Instruction for the care of the typewriters]

1) Each machine should be thoroughly tested every morning before work

commences.
2) The rods on which the carriage runs should be cleaned daily with a
slightly oiled cloth.
3) The wheels on which the carriage runs should be oiled once a week.
4) Nothing but typewriter oil should be mired for lubrication (thick oil clogs
the working parts of the machine).
5) All types of the machine should be brushed each morning, especially the
letters, a, e, o, b, c, d, g, p and u.
6) The ‘full stop’ and ‘comma’ are sharp pointed characters and should,
therefore, be hit lightly.
7) A paper backing should always be used with single sheet to save the
rubber roller.
8) The carriage tension should never be too stiff, nor be frequently altered.
9) No screws or other parts of the machine should be opened or interfered
with. Appendix

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 APPENDIX II
The Orissa Ministerial Service (Method of Recruitment and Condition of
Service of Lower Division Assistant in the Offices of Departments of
Secretariat) Rules, 1951
PART I
PRELIMINARY
1. Short title and date of commencement –(a) These rules may be called
the Orissa Ministerial Service (Method of Recruitment and Condition of Service
of Lower Division Assistants in the Offices of Departments of Secretariat )
Rules, 1951
(b) They shall come into force at once:
Provided that candidates appointed temporarily for an indefinite period
prior to the introduction of these rules shall not be subject to the competitive
examination prescribed in Part III but shall be absorbed in permanent posts in
due course.
“Provided further that persons holding temporary appointments prior to
the date of introduction of these rules, if retenched or discharged after the said
date due to abolition of posts or departments, may be re-employed without
being liable to appear at the competitive examination prescribed in Part III if
they possess the minimum educational qualification laid down in these rules”.
2. Definitions – In these rule unless there is anything repugnant in the
subject or context,-
(a) “Government” means the Government of Orissa;
(b) “Commission” means the Orissa Public Service Commission;
(c) “Service” means the Orissa Ministerial Service consisting of lower
division assistants in offices of Departments of Secretariat;
(d) “Offices of Departments of the Secretariat” means and includes the
offices of the Departments of Secretariat prescribed in the Rules
of Business framed by Governor under clause (3) of article 166 of
the Constitution of India;
(e) “State” means the State of Orissa; and
(f) “Scheduled Castes and Scheduled Tribes” means such castes or
tribes as notified by the President of India under articles 341 and
342 of the Constitution of India.

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 PART II
METHOD OF RECRUITMENT AND APPOINTMENT

3. Method of recruitment – Recruitment to the service shall be made by

means of a competitive examination to be held once every year.
4. Conduct of examination – The competitive examination shall be
conducted by the Commission.
5. Determination of number of vacancies – On the 1st day of September
each year the Departments of Secretariat shall communicate to the Home
Department in the form below the number of vacancies in the service found at
the time or likely to occur during the twelve months commencing from the
ensuing month of April.
FORM
(1) Number of permanent vacancies……………………………………..
(2) Number of temporary vacancies which are likely to be made
permanent…………………………………………………………….
(3) Number of purely temporary vacancies……………………………

6. Advertisement of vacancies – The Government in the Home

Department, on receipt of requisite information from all Departments, shall
report, not later than the 15th day of September, the number of vacancies to the
Secretary to the Commission who shall thereafter issue advertisements in the
Orissa Gazette and in such newspapers as may be considered necessary
inviting applications in the prescribed form for the competitive examination.
7. Competitive examination– The examination shall be held in
accordance with the rules in Part III, in the subjects specified therein; provided
that the standard and syllabus specified in Annexure I may be altered from time
to time by Government in consulation with the Commission.
8. Result of examination and duration of its validity – The result of the
examination shall be communicated by the Secretary to the Commission, to the
Government in the Home Department ordinarily before the end of February in
the form of a list of successful candidates arranged in order of merit. The list so
prepared shall be followed till the result of the next examination is
communicated to Government and not thereafter except as provided in rule 11.
While communicating the result of the examination, the Secretary to the

277
commission shall also send the applications of the successful candidates to the
Government in the Home Department.
9. Verification of antecedents– The Government in the Home
Department shall then take immediate steps to verify the antecedents of the
successful candidates and the names of such candidates as are adversely
reported upon shall be struck off the list under intimation to the commission.
10. Allotment of candidates – The Government in the Home Department
shall allot the successful candidates eligible for appointment to the offices of
the Departments of the Secretariat where the vacancies have occurred.

NOTE-I Successful candidates securing higher places on the result of the examination
shall be appointed in order of merit to the permanent vacancies available. Thereafter, the
remaining successful candidates eligible for appointment shall be appointed either to temporary
vacancies which are likely to be made permanent or to purely temporary vacancies as the case
may be according to their merit disclosed in the examination. The Government in the Home
Department, however, reserves the right to assign a candidate to any Department of the
Secretariat irrespective of the wishes of the candidate.

NOTE-II If two or more candidates obtain equal marks in the aggregate, the order of merit
shall be determined in accordance with the highest mars secured at the viva voce test.

NOTE-III. The successful candidates belonging to the Scheduled Castes and Scheduled
Tribes shall be appointed against the vacancies reserve for them according to the procedure
laid down in Note I above. If the number of such successful candidates falls short of the
vacancies reserved for them, the outstanding vacancies shall be treated as unreserved and
shall be filled up in the usual manner by other successful candidates.

11. Filling up of vacancies when successful candidates are not available –

In case a vacancy occurs after the list of successful candidates supplied by the
commission has been exhausted before announcement of the result of the next
examination, such vacancy may be filled up by a successful candidate of the
previous year provided that his age does not exceed the maximum age-limit
laid down in the rules and failing that, by any candidate who has the
qualification prescribed in rule 20 of Part III. In the latter event the appointment
shall only be made temporarily and shall not continue beyond the date when
the result of the next year’s examination is declared.

278
 12. Striking off of the names who do not accept the post – The name of
the candidate who does not accept a post in the lower division when so offered
shall be struck off the list.
13. Absorption in permanent posts – Candidates appointed temporarily ; if
not absorbed in permanent post occurring in the same office, may be given
preference in appointment in other offices where a permanent vacancy arises,
provided his work and conduct have been satisfactory.
14. Method of appointment to permanent posts – All appointments against
permanent vacancies shall be made on probation for a period of two years only
with effect from the date of appointment;
Provided that if during the period of probation if a candidate’s work or
conduct is found unsatisfactory or shows that he is unlikely to be come efficient,
the Head of the Department may either discharge him from the service or may
extend his period of probation for such further period as he may think fit.
15. Method of appointment to temporary posts – A person appointed
against a temporary post which is subsequently made permanent shall be
confirmed in that post provided he satisfies other conditions laid down in the
Secretariat Instructions, and his length of service at that time is more than two
years, and his conduct and work are satisfactory. If the period of service is less
than two years he shall be confirmed after completing two years of service
which shall be taken as probationary period. The Head of the Department may
also, in these cases, extend the period of probation if he finds the candidate’s
work or conduct to be unsatisfactory, or he may discharge the candidate if the
latter is unlikely to become efficient.
16. Procedure of discharging temporarily appointed persons – The
procedure laid down in the Book Circular No.21 shall be adopted while
discharging temporary Government servants.
17. Reporting the names of discharged persons – All cases of discharge
of probationers or of temporarily appointed candidate shall be reported to
Government in the Home Department and to the Commission with the reasons
of discharge.
18. Seniority – The relative seniority of each candidate shall be
determined with reference to his position in the competitive examination held in
a particular year. But where a candidate of a particular year could not be
appointed in that year and is selected under rule 11 for appointment in the
subsequent year he shall, under the circumstances, take rank just below the
successful candidates of that year in which he is appointed.

279
 PART III
COMPETITIVE EXAMINATION
19. Time, date and place of examination – A competitive examination
shall be held ordinarily in the month of December each year at a centre to be
announced by the Commission. The date, time and pace for the examination
shall be intimated to the candidates by the Secretary to the Commission.
20. Qualification for candidature – A candidate shall –
(a) be a passed Intermediate in Arts, Science or Commerce or
possess such other qualification as the Commission may decide to be
equivalent to a pass in Intermediate examination;
(b) be over twenty-one years and below twenty five years of age on
the date fixed as the last date for receipt of applications from candidates. In
cases of candidates belonging to the Scheduled Castes and the Scheduled
Tribes the maximum age-limit shall be increased by five years:
Provided that if in any particular year Government are satisfied
that a sufficient number of candidates within the prescribed age-limit are not
available they may by notifications relax the maximum of the age-limit specified
in this sub-rule;
(c) be a good character;
(d) be of sound health, good physique and active habits and free
from organic defects or bodily infirmity;
(e) have not more than one wife living;
Provided that the State Government may, if satisfied that there are
special reasons for doing so, exempt him from the operation of this clause.
NOTE- (i) All Government servants, whether temporary or on probation or confirmed against
substantive posts shall be eligible to appear at the prescribed competitive examination provided
they are within the prescribed age-limits and otherwise qualified; but no one who has already
been appointed on the result of the examination as Lower Division Assistant in any Department
of the Secretariat or who has been appointed under Government either substantively or on
probation against a permanent post carrying a higher scale of pay than that prescribed for
Lower Division Assistants in the Secretariat shall be required to appear at the examination even
if he is qualified.
Applications from candidates who are in employment under the Government shall be
rejected unless they are submitted through proper channel provided that advance copies of
applications from such candidates shall be entertained subject to their applications being
received through the Department in time.

280
 (ii) A candidate selected for appointment shall be examined by a Civil Surgeon and
shall submit a Medical Certificate in the prescribed form (vide Annexure II). The Government in
the Home Department shall arrange for such Medical Examination. The name of candidate who
fails to satisfy a Civil Surgeon regarding his physical fitness shall be struck off the list.
21. Residence – Candidates shall ordinarily be permanent residents of
the State as defined in Resolutions Nos. 38-Reforms and 870-Reforms, dated
the 18th January 1949 and the 9th December 1949 respectively and shall be
required to file along with their applications a declaration in the prescribed form
(vide Annexure III).
NOTE—A refugee who has migrated from Pakistan with the intention of settling in
Orissa shall also be eligible to sit for the examination subject to production of a copy of his
identity certificate duly attested by a gazetted officer. The original certificate shall be produced
at the time of the viva voce test.
22. Application for appearing at the examination – Candidates desirous
of sitting for the examination shall submit their applications to the Secretary to
the Commission in their own handwriting in the form (which is obtainable from
the Secretary to the Commission) so as to reach him by such date as may be
notified by the Commission in this behalf in each year.
No application shall be considered unless it is accompanied by a
chalan showing payment into a Government Treasury a consolidated sum of
Rs.10 representing fees for application and examination. The amount of the
fees should be credited under the head “XXXVI- Miscellaneous Departments-b-
Miscellaneous-A-Examination Fees-Pubic Service Commission”. The fees shall
not ordinarily be refunded.
NOTE- Candidates belonging to Scheduled Castes or Scheduled Tribes shall pay an
application fee of Rs.2-8-0 only.
23. Certificate of character and evidence of possessing requisite
educational qualification – A candidate must submit with his application-
a) a certificate of character from the Principal, Proctor, Dean or
Professor in charge of the department of teaching of the College
or University in which he last studied;
b) evidence that he holds the qualification prescribed in clause (a)
of rule 20
c) evidence that he is within the age-limits prescribed in clause (b)
of rule 20.

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 NOTE—Only copies of the certificate and evidence of educational qualification required
under this rule should be furnished, with the application duly attested by a gazetted officer.
Their originals should be produced at the time of the viva voce test.
24. Admission for sitting at the examination – No candidate shall be
admitted to the examination unless he holds a certificate of admission from the
Secretary to the Commission.
25. Communication with the Commission –(a) All communications by a
candidate shall be made with the Secretary to the Commission and in no case
be addressed either to the Chairman or a Member.
(b) Decisions of the Commission shall be communicated to the
candidates under the signature of the Secretary to the Commission and it shall
be deemed to be proper authentication of the decision of the Commission.
26. Eligibility for admission to examination – The decision of the
Commission as to the eligibility of the candidates for admission to the
examination shall be final.
27. Penalty for adopting unfair means – Any attempt on the part of a
candidate to obtain support for his candidature by any means or any attempt to
gain an undue advantage in the examination shall disqualify a candidate.
28. Subjects for examination – The examination shall consist of the
following subjects carrying marks as shown against each:-

Subject Mark
1. English 100
2. Arithmetic 100
Details and syllabus and standard for each
3. General knowledge 100
have been given in Annexure I to the Rules.
4. Intelligence test 100
5. Viva Voce 100

The first three subjects shall be examined by means of question papers

of three hours’ duration each. The fourth shall consist of a question paper and a
laboratory test both of which together shall not exceed a duration of three
hours. There is no time-limit for the viva voce test.
NOTE I- The candidate shall answer the question paper in English unless otherwise directed.
NOTE II- Only those candidates shall be summoned for viva voce test who have secured, at
the written test, the minimum qualifying marks to be prescribed by the Commission at their
discretion.

282
NOTE III- There shall be no minimum qualifying marks for the viva voce test. The marks
obtained by a candidate at the viva voce test shall be added to the marks obtained by him in
the written examination and the aggregate so obtained shall determine his position.
29. Mode of answering – Credit shall be given for orderly, effective and
exact expression combined with due economy of words in all subjects.
30. Reservation of vacancies Scheduled Castes and Scheduled Tribes
candidates – Eighteen per cent of the vacancies shall be reserved for
appointing the Scheduled Castes candidates and twenty per cent of the
vacancies for appointing the Scheduled Tribes candidates. If during any
particular year, a sufficient number of successful candidates of the Scheduled
Castes and Scheduled Tribes is not available to fill up all the posts reserved for
them the outstanding number filled up by other successful candidates shall be
added to the quota reserved for them in the following year and not thereafter,
the quota of unreserved posts for that year for other candidates being
proportionately reduced subject to the consideration that any reservations in
excess of the total number of vacancies available in a year shall automatically
lapse.
31. Candidate’s examination results – Decision of the Commission as to
the result of the candidate’s examination shall be final and in no case be
challenged or protested.
32. Success in examination conferring no right to appointment – Success
in the examination confers no right to appointment unless Government are
satisfied after such inquiry as may be considered necessary that a candidate is
suitable in all respects for appointment to the Public Service.

ANNEXURE I
[Vide rule 28]

STANDARD AND SYLLABUS FOR COMPETITIVE EXAMINATION

1. English – (a) An essay to be written in English on 30 marks one of the
subjects mentioned in the question paper.
(b) A letter to be written in English on one of the 20 marks subjects
mentioned in the question paper.
(c) One Oriya, Bengali, Hindi, Urdu or Telugu 15 marks passage to be
translated into English.

283
 (d) One English passage to be translated into Oriya, 15 marks Bengali,
Hindi, Urdu or Telugu.
(e) Summary or précis of one English passage 20 marks mentioned in
the question paper.
NOTE- The standard shall be equal to that of the Intermediate examination of
the Utkal University.
2. General knowledge – Knowledge of current events and such others
matters of everyday observation and experience as may be expected of an
educated person.
3. Arithmetic – Vulgar fractions and decimals H.C.F. and L.C.M. simple
and compound practice; simple and compound interest, percentages, profit and
loss, mixtures, partnership, averages, rates and taxes, insurance, square and
cubic measures, problems on time and work and on time and distance.

NOTE- The questions shall be of Matriculation standard. Problems more easily solvable by
algebraic methods need not to be required to be solved arithmetically.

4. Intelligence Test- The object of this paper would be to assess the

intelligence, alertness, general outlook and potential qualities necessary for the
appointment.
5. Viva voce test – The object of the viva voce test is to assess suitability
of a candidate for the post and in framing their assessment the Commission
shall attach particular importance to a candidate’s alertness, general outlook
and potential qualities.
ANNEXURE II
[Vide rule 20]
MEDICAL CERTIFICATE FORM
I certify that I have examined………………, a candidate for employment
in the …………….and cannot discover that he has any disease, constitutional
do not
weakness or bodily infirmity, except ………I consider this a
do
disqualification for employment in the …………………………………..His age
according to his own statement is………………………..years and by
appearance………………………years.
(Rule 50 of the Orissa Service Code)
Civil Surgeon

ANNEXURE III
[Vide rule 21]

284
 DELARATION FORM I
Whereas I…………………………………, inhabitant of ……………..in
the district of ………………………………….. desire to apply for the post of
………………………………under the Government of Orissa;
And whereas I am required to make a declaration under the Resolution
of the Government of Orissa in the Home Department No.38-Reforms, dated
the 18th January 1949, to the effect that I am a permanent resident of the State
of Orissa;
Now, therefore, in pursuance of the said Resolution I do hereby declare
that I ……………………… son of ……………………..in the district of
………………..am a permanent resident of the State of Orissa as defined
therein
Signed……….
In the presence of ………
NOTE-(1) A permanent resident of the State of Orissa means anybody who or one of whose
parents has lived in the State of Orissa for a minimum period of twelve years and who-
(a) is able to speak Oriya ; and
(b) if he is a literate person-
i) is able to read and write it; and
ii) has also passed a test in Oriya equivalent to the middle
standard.
(2) During the period from the 18th January 1942 to the 31st May
1951,compliance with the language test indicated in sub-clause (ii) of clause (b)
of the definition specified above will not be insisted upon.
(3) For purposes of eligibility for Government service, for which the
prescribed educational qualification (if any) is less than the middle standard, as
well as for purposes of determining eligibility for award of scholarships or
stipends in schools below the standard of middle schools and also for
admission to schools and institutions of a standard below the middle standard,
a permanent resident should be defined to mean anyone who or one of whose
parents has lived in the State of Orissa for a minimum period of twelve years
and (a) who is able to speak Oriya, and (b) if he is a literate person, is able also
to read and write it.

285
 APPENDIX III
[See rule 7 of Chapter II]
SCHEME FOR THE TRAINING OF ASSISTANTS RECRUITED FOR
SERVICE IN THE ORISSA SECRETARIAT

1. There shall be a Training Institute called the Orissa Secretariat Training

Institute for the purpose of training all new recruits including promotees
from subordinate offices, who will be selected for service as Assistants in
the Orissa Secretariat. All such new recruits, immediately after
appointment in the Secretariat, shall have to undergo a course of training
in the said institute ordinarily for a period of four months, full time, and to
pass the final examination to be conducted in the Institute on the
completion of the course of training. For this purpose there shall be at
least two courses of training in a year.
2. The Training Institute will be located at Bhubaneswar, and ordinarily the
class hours will be from 10.30 A.M. to 4.30 P.M. with a recess of one hour
in the middle. No class will be held during Sundays and Gazetted holiday.
3. (a) The Training Institute shall be administered by one Principal of the
rank of Assistant Secretary to Government of the Orissa Secretariat Service
and two Institutors of the rank of Senior Head Assistant of the Secretariat
Ministerial service appointed by the Government in the Home Department.
(b) The ministerial and class IV staff of the Institute shall be appointed by
the Principal.
(c) The Principal shall be the drawing and disbursing officer in respect of
the pay and allowances of the staff of the institute.
(d) The Principal is authorised to incur expenditure on ordinary items of
contingencies not exceeding Rs.100 on each occasion subject to budget
provision and make payment of all other items of expenditure after sanction by
Government.
(e) In respect of supply of forms and stationery from the Government
forms and Stationery Store to the training institute, the Principal shall be the
indenting and countersigning officer. The monetary limit or local purchase of
stationery articles prescribed for Government colleges shall be applicable to
this institute.

286
 4. (a)The Training will be given by means of lectures, practical lessons
and exercises on the subjects and books specified in the appended syllabus.
(b) The Instructors are authorized to consult the Departments of the
Secretariat for suitable cases, recorded proceedings and utilized registers
required for teaching and demonstration in the classes. The Principal will
requisition the records etc., from the concerned departments and return
them when done with.
(c) In addition to the above, talks on general matters of interest may
be given by officers and persons of distinction.
5. Monthly periodical tests will be held during the period of training, and
at the end there will be a final examination on all the subjects grouped under
four papers as indicated below –
Subjects With or Marks Time allowed Pass marks
Paper without books assigned
1 2 3 4 5
First Paper With books 100 Three hours 50 per cent
Second Paper Ditto 100 Ditto Ditto
Third Paper Ditto 100 Ditto Ditto
Fourth Paper Ditto 100 Ditto Ditto

6. Trainees who fail to obtain the require percentage of marks in any

one or more papers shall be required to appear and pass at the next
examination in those papers only.
7. Assistants securing above 70 per cent of the total marks in the
aggregate will be given a red entry as a mark of distinction and the fact
recorded in their Service Books. They will also be given an advance increment
in the time scale of pay attached to their posts, held at the time of the
examination, with effect from the date of the examination, but this concession
will merge in his subsequent increments which will accrue on the usual dates.
8.(a) Seventy-five per cent, attendance in classes is required to make
one eligible to sit for the examination.
(b) Any absence during the period of training will be debited to casual
leave or to other regular leave admissible under the Leave Rules.
(c) If a trainee absents himself from an examination he will normally
be regarded as having utilised that chance. If, for any reason, which, to the
287
satisfaction of the Government in the Home Department, was beyond his
control, a trainee was unable to utilise any chance or chances or he may be
allowed such equal number of chances to pass the examination.
(9) An assistant who desires to appear at an examination, shall have
to apply through the Department in which he is working, within the prescribed
date, in the following form to the Principal of the Training Institute.
FORM OF APPLICATION TO SIT FOR THE SECRETARIAT DEPARTMENT EXAMINATION

(I) Name of the Assistant

(II) Department in which serving
(III) Parts of the examination, if any, passed quoting the number and date
of the notification.
(IV) Paper or papers in which desiring to appear.

Signature of the applicant

No………………. Date……………………..
The fact stated against item (iii) is correct.

Signature and designation of the

Departmental Officer
To
The Principal,
Secretariat Training Institute,
Bhubaneswar.
10. (a) A library of reference books shall be maintained from which books will
be issued to the trainees, one book at a time for a minimum period of 7 days.
(b) Books, if available will also be issued for the full period of training to
the trainees on each depositing an amount of Rs.20/- as caution money with
the Principal, which is returnable at the end of the training.
(c) Books so issued shall be used by the trainees with care and returned
at the end of the prescribed period failing which a reasonable amount will be
charged from him or forfeited from the caution money, besides any other
departmental action that may be taken against him.

288
 SYLLABUS
PAPER I
Subject Text Books or Books of
reference

Office procedure- Maintenance of different kinds of

registers prescribed for use in the Secretariat-

Difference between guard files and precedent

1. The Orissa Secretariat
Register- log book designed to be a personal Instructions.

register and for daily entries.

Several stages of receipt and distribution of dak The Orissa Rules of

2.
Business.

Classification of receipts and its object.

Opening of files for new cases and treatment of old 3. The Orissa Legislative
cases. Assembly Rules.

Subject heading of files to be distinct and should not

cover more than one subject.

File index.

Arrangement of papers in a file-page numbering-

referencing and flagging.

Consultation of precedent Register- Putting up

previous papers etc.,- 3 days rule- examination of
replies as and when received without waiting for
replies from others so as to get defects rectified in
suitable time- use of priority slips.

Noting and drafting of Government Orders in different

forms – Resolutions, notifications, official and demi-
official letters, telegrams, memorandum, press
communiqués, U.O. references.

289
 Subject Text Books or Books of
reference

U.O. references of files to other Departments of

cretariat.

Numbering of Communications issued out.

Recording and indenting of files – Promptness to

ensure neatness in the seat of Assistants.

Editing files for print.

Requisitioning of records and books from the Record

Room and Library.

Guard files – one for each subject – papers to be

arranged from top to bottom as in a book- what kind of

papers kept in guard files

Reminders- different kinds of different stages.

Arrear list of receipts and detailed arrear list of files.

Preparation of table of cases.

Proof reading.

Periodical returns and reports.

290
 Subject Text Books or Books of

reference

Periodical inspections.

2) Establishment and Accounts-disbursement of pay

and other expenditure Maintenance of service
records – Accounts Section and its functions –
Distribution of forms and stationery – liveries – hot
weather and cold weather charges.

3) Organisation of the Orissa Secretariat – Subjects

dealt with in different Departments.

4) Subordinate Offices under each Department and

their functions.

5) Standing Committee – their functions

6) Conduct of business in different departments

7) Subjects referred to the Council of Ministers-

procedure.
8) Assembly Questions, starred and un-starred –
cases treated as lapsed.
Cut motions - Resolutions
PAPER II
1. Subjects of the Constitution of India- 1. The Constitution of India,
(A general idea of the entire constitution is necessary) 1950.

Fundamental Rights of the Citizens of India Part III

Directive Principles of State Policy Part IV

291
 Subject Text Books or Books of
reference
Governor and his powers- Executive Power of State Part VI
Council of Ministers – Advocate-General – Legislative (Ch. 1-4)
Assembly – Officers of State Legislature –Conduct of
Business in Assembly – Definition of Money Bill.

Bills, official and non-official-organization, drafting- 2. The Orissa Rules of

Introduction consideration and passing in Assembly – Business.
consent of Governor for consideration of Money Bills – 3. The Orissa Legislative
Assent of Governor or/and President. Assembly Rules
Scheduled and Tribal Areas – Control and
Constitution of India, Part
administration- Reservation of posts for Scheduled
X Part XVI and the Fifth
Castes and Tribes.
Schedule.

Relation between the Union and the States Part XI

Part XII
General provisions on finance, property, contract and
suits – Finance Commission.

Trade, Commerce and intercourse within the territory Part XIII

Services under States – Recruitment, tenure and Part XIV
removal of civil servants.
Disciplinary proceedings The Civil Services –
Classification and Appeal
Rules.
Public Service Commission – its functions and The Constitution of India –
limitations. Part XIV.
4. The Orissa Public
Service Commi-ssion
(Limitation of Functions)
Rules
1) Lists of subjects on which the Union and the States The Constitution of India
can legislate. Seventh Schedule.

292
 Subject Text Books or Books of
reference

2) Conduct of Government servants in official business The Government Servants

and in public. Conduct Rules.

3) Service Associations Rules for recognition of

Service Associations.

4) Acquisition of land for public purposes or for local The Bihar and Orissa Land
bodies – functions of the Administrative Departments Acquisition Manual.
and Revenue Department. Lease and free grant of
land for certain purposes.

5) Book Circulars.

PAPER III

1. Service conditions- 1. The Orissa Service

Code, Volumes I and II.

Age and Physical fitness

Pay- temporary and permanent Government servants

pay-time scale – identical time scale and same time
scale – pay fixation in different scales – personal pay

Compensatory allowances of different types

Honorarium and fees

Medical benefits

Joining time

Leave-Special Leave Rules, Ordinary Leave Rules and

Orissa Leave Rules- Leave preparatory to retirement –
different kinds of leave.

293
 Subject Text Books or Books of
reference

Foreign service, conditions precedent to deputation

etc. pension and leave salary contributions.

Age of retirement- Certain ministerial officers continue

up to 60 years of age.

Government buildings - Standard rent.

1. Pension-different kinds of pension – conditions 2 .Civil Service

Regulations. Chapter
qualifying grant of pension – calculation of qualifying
relating to pension.
service – pension emoluments.

Liberalisation of Pension Rules - Rates of pension

The Orissa Service Code,
there under-death-cum-retirement gratuity. Volume-II.

Family pension

Preparation of pension application

3. Re-employment of Government servants after

retirement.

4. General principles of Traveling Allowance Rules- 3. The Orissa Traveling

Allowance Rules.

Travelling allowance – on tour on transfer

Classification of grades

Different types of travelling allowance-exchange of

mileage for daily allowance.

Special rates of travelling allowance for journey outside

State – Sanction of journey outside State.

Grant of travelling allowance on death of a

Government servant to family members.

294
 Subject Text Books or Books of
reference

Controlling and countersigning officers.

4. General Provident Fund 4.Orissa General

Provident Fund Rules.

PAPER IV

1. Financial business 1. The Orissa Budget

Manual

Receipts and expenditure – Voted charged

Classification of account heads-

Procedure for classifying new items

2. Financial sanction of new schemes and continuing

schemes – Plan and ordinary schemes- New 2. The Orissa General
demand Schedule – Supplementary demand Financial Rules.
schedules.

Token demand – on account budget

Revenue and capital expenditure

Committed expenditure.

Budget Estimate – Revised Estimate – Surrenders- re-

appropriation – functions of controlling officer,
Administrative Department and Finance Department.

295
 Subject Text Books or Books of
reference

2. Works-Administrative approval – Plans and

estimates-descriptive specifications, Public Health
and electrification of building schemes –
countersignature and administrative approval-
budget provision- allotment of funds-technical
sanction-execution of works.

3. Five-Year Plan- achievements of First Plan-progress

of Second Plan- progress reports and expenditure
statements.

4. Loans and Advances

5. Contingency Fund

6. Sanctions procedure of ordinary items of contingent

expenditure beyond prescribed monetary limit and of
special items of contingencies.

296
 FORM OF LIBRARY ISSUE REGISTER
[See rule 10]
(Left page)

Serial Date Name and designation of the Caution money deposited Number and name of the

number person to whom books issued Date Initial of books issued

Principal

1 2 3 4 5 6

(Right Page)
Signature Date of Signature Amount Date of Return of caution money Remarks signature

of receiver return of of Librarian charged recovery of the Principal for

books for money transaction

misuse Amount Acquaintance

7 8 9 10 11 12 13 14

(To be neatly maintained in a bound book)

297
 APPENDIX IV
(See rule III-24)
Rules regarding the issue of passes for entry into the
Secretariat premises
(To be printed later)

298
 APPENDIX V
(See rule 51 of Chapter V)
Notes on Drafting

1. Language and construction of drafts – The first object of a draft is to

convey the exact intention of the orders. The language used should be
courteous, but concise, clear, and incapable of misconstruction, lengthy
sentences, abruptness, circumlocution, magniloquent phrases, superlatives
and repetitions, whether of words, expressions or ideas, should be avoided. In
the construction of sentences the verb should not be separated from the object
or predicate, or the auxiliary verb from the verb which it governs. For example:
“I am, with reference to your letter No…... dated………….. to state” should be
“With reference to your letter No…………dated……………….. I am to state”. In
the opening paragraph of a draft the reference, if any, should always be to a
letter, endorsement or memorandum, or something else that can be described
by its proper name. The phrase “Your No……………………, dated……………,”
is incorrect and should be avoided.
2. Refusal of a request – When a request or a recommendation is
refused, the decision should always be conveyed in the most courteous form
possible; and the reasons for it should generally (though not invariably) be
given. A refusal is annoying in itself, and great care should therefore be taken
not to render it unnecessarily irritating.
3. Incorporation of notes and orders in drafts –Whenever the notes and
orders admit of it, the draft should follow them verbatim but when this is not the
case, the drafter must exercise his discretion in condensing or expanding the
notes. The handwriting of drafts must be compact, neat legible, and
abbreviations should be avoided as likely to confuse the typist or printer. When
in doubt regarding the scope or construction of a draft the head assistant
should ask for instructions.
Each paragraph of a letter should be complete in itself and should
follow naturally on its predecessor, being connected with it by a common train
of thought. Short isolated paragraphs are jerky and tend to break the thread of
an argument.
4. Preparation of drafts- In letters to the Government of India, Heads of
Departments, etc., it is ordinarily unnecessary to recapitulate fully the contents

1
of a letter under reply at the commencement of the draft. If the title heading
gives the subject of the correspondence, the number and date of the letter
need only be quoted. Where arguments have to be replied to seriatim, an
abstract of the particular point taken up may be given in the paragraphs which
replies to it; but even this is unnecessary except where there are several such
points and it will often be better simply to refer to the paragraph of the letter
under reply which contains the points in question.
5. Transmission of a mass of enclosures with letters to be avoided –
The practice of transmitting, with covering letters, a mass of enclosures
containing unnecessary repetition of the information intended to be conveyed,
should be avoided. No papers should accompany a letter which are not
essential to a clear and precise understanding of the question referred. On the
other hand, care must be taken that the information to be conveyed is not
deficient or meagre. Ordinarily, drafts of letters should be self-contained; in
cases, however, which involve an important principle, of which may be intricate
in their details, and which are likely to produce elaborate discussion which
cannot be rightly conveyed by any abbreviation, it is proper that all papers
which bear on the points at issue should accompany a letter.
6. Quotations of number and date –When referring in the body of a draft
to a letter of which the number and date have been previously given, the
expression “letter quoted above should not be used as the word “quoted” can
only be correctly employed when some passage in the letter has been quoted.
The proper phrase is “referred to above” or “noted in paragraph……………” on
“cited above”.
7. Reference to unofficial opinions – It is a standing rule that in an
official letter no unofficial expression of opinion, whether written, or verbal,
should be cited. When as sometimes happens, an allusion has to be made to
unofficial correspondence, “it is understood”. or “Government understand”, is
the accepted phrase for the purpose.
8. Avoidance of repetition of phrases – As a rule, it is well in all letters
to avoid the frequent repetition of the same phrase or of similar phrases, such
as, “I am directed to say”, “I am to say”, “I am to add”, etc. An official letter
ordinarily begins by stating that the writer is directed to write it. It follows from
this that the rest of the letter is also written by direction.

2
 9. Acknowledging letters – A letter should not ‘acknowledge the receipt
of” another letter after the lapse of any considerable time after one month from
receipt of the letter in reply should begin “with reference to” or “I am directed to
reply to”.
10. Opening phrases- At the beginning of the letter the expressions “I am
directed to reply to” and “I am directed to refer to” are frequently used
indiscriminately. The former should be employed in answering a letter, the latter
in starting a fresh correspondence with reference to a previous
correspondence, or in the case of an ad interim communication which is not a
reply. Similarly, the words “the correspondence ending with” should only be
used when the reference is to a correspondence which is complete. When the
reference is to a correspondence still in progress, the proper phrase is “the
correspondence resting with, etc.”, “Your letter No…………….., dated the
………., and previous correspondence”.
11. Use of “submit”- The use of the word “submit” in such” phrases as
“you submit for consideration”, ”submitting proposals” ”submitted with your
letter”, should be avoided as far as practicable as it implies inferiority in the
addressee. Nor should the word be employed in connection with any opinion or
proposals communicated by the Provincial Government to subordinate
authority. It is therefore inadmissible to write “I am desired by the Governor to
submit for the consideration of the Board or High Court” or “for your
consideration”.
12. Official slang- What may be termed official slang should always be
avoided; for example, the following phrases and their congeners should never
be used. “Government of India letter”, ”this Government resolution”, “Revenue
Department circular” or worst of all, “Public Works Department letter”, and Your
No……….. The proper phrases in these particular cases are “the letter of the
Government of India”, or “Your letter”, or “Mr. A.B’s letter”, “resolution of the
Provincial Government No……, recorded in the ……….Department, on the
…………………”, ”Your circular letter” (‘Circular’ by itself is a trade expression
and a bad one at that); “the letter from the Government of India” in the public
works Department”, “Your letter No…………”, Another phrase which is open to
objection is Government order” in the sense of “My/Mr. A. B’s letter’ is a useful
expression though in speaking of the orders conveyed to the Provincial
Government in a letter from the Government of India “instructions” or

3
“directions” is the better term. These are of course only examples which might
be multiplied indefinitely. It should also be borne in mind that, for the purposes
of all outside the Secretariat, the departments of Government have no separate
existence. Every letter emanates from, or is addressed to the Government as a
whole, and not from or to any department of it. Thus it is correct to speak of the
“letter of the Government of India in the Home Ministry’s letter”.
13. Various objectionable phrases- An objectionable form of slang is to
be found in such words as “herewith”, “therewith” and “thereanent”. Worse still
are “per” in such phrases as “as per margin”, “as per details annexed” and “re”
for “regarding” or “on the subject of”. Office notes show a tendency to the use
of “prepage” for. “the preceding page”, which, if not checked in time, may yet
find its way into letters.
14. Latin phrases like “per annum”, “per mensem”, “per diem”, for
which excellent English equivalents are at hand in “a year” “a month” “day” or
“yearly (or annual)”,”monthly” “daily”, should rarely be used; mixed expressions
like “per year” and “per head” never “percent” has been adopted into English,
and must be employed because there is no convenient equivalent for it.
15. Speaking generally, in modern English it is inelegant to end a
sentence with a preposition, e.g., ‘referred to’.
16. The practice of frequently beginning sentences with “There is” or
“There are” gives letter a monotonous and rather slovenly appearance.
17. Punctuation- Correct punctuation is frequently neglected both in
office notes and in drafts, and careful attention should be paid to it.
18. Capital Lettering – The tendency is to overdo the use of capital
letters and they are best reduced to a minimum. Different writers have different
usages but at least there should be uniformity in one draft. It is slovenly to use
the same word in one place with a capital letter and in another with a small
letter.
As regards certain expressions in common use it is best to follow a
convention and standard examination examples are given below:-
“The provincial Government”
“The province”
“The____________ Department”
“The head of the _______Department”
“Your letter No._________________”

4
 resolution
“The of …………………..”
memorandum
“The Revenue Divisional Commissioner, Central Division”
“The District Officer of the __________district”
“The Sub divisional Officer”
district
“The board”
local
union
“The _______________municipality”
Chairman
“The of ……………………..”
Vice − Chairman
“The Vice-Chancellor of the ………..University”
The following words are frequently written with capital letters, whereas
small letters are more appropriate:-
Police
“Inspector of ; Sub-Inspector; Head Constable; Constable assistant;
School
Excise
etc
head clerk; entrance examination; matriculation examination; school leaving
certificate examination; college; high english school; upper primary school” and
so on.
19. Writing of dates – A date can be written in three ways, i.e.,
“the 1st January, 1923”
“January 1st, 1923”
“1-1-1923”
Of these the first should be uniformly adopted.

20. Careful readings of typed drafts – Ordinary mistakes in spelling not

infrequently disfigure typed drafts. These are presumably typographical
errors, but the work of the typist should be checked before a draft is
submitted.

5
 APPENDIX VI
[See rule VII-9(iv)]
Proof correcting
1. The signs and abbreviations common used to indicate the corrections to be
made in a proof are given at the end. These should be adopted for all works sent to the
Government Press, as time will be saved and greater accuracy will be ensured.
2. Every correction should be marked neatly in ink in the margin of the proof
exactly opposite the line in which the correction is to be made. All corrections to be made in
the left half of the page should be written in the left hand margin of the proof with the first
correction written nearest the edge of the paper, the second alteration in the same line
being by its side to the right nearer the type, the third on the inner side of the second and so
on till the middle of the line is reached, when the corrections in the right half are written in
the right margin but in inverse order, the first alteration in the same line being made close to
the print, the second on the outer side of the first in a line with it, the third still nearer the
edge of the paper and so on with the remainder, as shown in the ninth line of the specimen
proof on page 211 Infra. In each case of X or other mark is made in the line to indicate the
place where the correction marked in the margin is to be made. It is important that this order
is followed and that a long / stroke is placed after every correction written in the margin,
except those which are indicated by special signs. While every endeavour is to be made to
ensure accuracy, the Press takes no responsibility for corrections not written in ink in the
margin.
3. Corrections to be made in two or more pages or in several places in the
same page must be repeated in full in every case. Corrections referred to in a separate
note or letter cannot be attended to as there is no staff available to transfer them to the
proofs. The proof is taken as the sole guide in the Press.
4. When it is necessary to transfer matter from one page to another the
change should be marked, in both pages. The proofs should not be cut up in such cases
nor when any matter is deleted.
5. Nothing should be written against the printed matter on a proof except to
show individual corrections. Any special instructions or remarks should be encircled, and if
possible written with ink of a different colour, otherwise the compositors may incorporate
such remarks in the text. Instructions as to the number of copies required, etc., should,
except for confidential work, be given only on the Press slip sent with the proof.
6. Queries made by the Press on a proof should be settled before the proof is
returned to the Press, as the Press will assume that the matter is correct if no reply is given.

6
Deviations from copy will be made by the Press only where there are palpable errors in
dates, spelling or of style.

7
 EXPLANATORY REMARKS

THE NUMBERS ARE OF COURSE MERELY FOR REFERENCE TO THESE

REMARKS AND ARE NOT MARKED ON THE PROOF

Reference No. Instructions conveyed to compositors.

on specimen
proof.

1. Turn the letter round, it is upside down.

2. Delete or take out the letter or word through which the stroke
is made.

3. Substitute the letter or word written in the margin of the proof.

The diagonal stroke termed the separatrix, is placed after most
corrections to keep them apart.

4. Insert the letter, word, etc., written in the margin in the place
indicated by the caret.

5. Insert a space. This mark indicates the normal or thick space;

a single -1- mark may be made when a thin space is required;
a=1=mark for a middle space, and ≡ 1 ≡ for an en space.
The mark for the thin and middle space, respectively, are
distinguished from the single dagger † and double dagger ‡ by
the reference marks being followed by the diagonal stroke.

6. Insert space equal in ems to the number of spaces written in

the margin; thus, one em ems, three ems, etc.
An em is a space equal to the depth of the type.

7. A portion of the manuscript to long to be written on the proof

has been omitted; refer to the manuscript

8
Reference No. Instructions conveyed to compositors.
on specimen
proof.

8. Close up the letters; no space is required.

9. Transpose the marked portions. When more than three words

are to be transposed their correct position may be indicated by
figures.

10. Begin a new paragraph.

11. Join up the matter; a new paragraph is not required

12. Let it stand. The dots are marked only under words or letters
which have been struck out in error but which are to remain as
they are without alteration.

13. Insert a full stop.

14. Insert an apostrophe. The curve is attached to the separatrix

or / stroke to distinguish this punctuation point from the
comma. All superior characters, such as “12 ab”, printed near
the top of the line are marked in a similar manner and,
conversely, those below the line as in chemical equations
have a surve above them.

15. Insert quotation marks.

16. Insert a hyphen.

17. Insert a one-em dash or line. The horizontal stroke should be

longer and the vertical stroke shorter for an em dash than for
an em or half em desh; thus, |-|. For longer dashes theline
written shouldbe marked off by short lines; thus, |-|-| 2ems, |-|-
|-| 3 ems, |-|-|-|-| 4 ems.

9
Reference No. Instructions conveyed to compositors.
on specimen
proof.

18. Insert a comma. All other punctuation marks, except the full
stop and ‘superiors’ should have the separatrix attached like
letters.

19. Push down the space which is level with the type face making
an unnecessary black mark. Should these be numerous the
part of the page in which they appear maybe encircled.

20. Equalize the spacing. Take some space from the place
marked |- and add it to the places marked/.

21. Change the imperfect type.

22. Substitute a ‘ligature’ (joined letters) or the single letters. The

single sign is made under the letters which are written in
such cases, as distinguished from the ‘close up sign (No.8)
which occurs in the margin by itself. This is a technical detail
to be attended to by the press.

23. Bring the words out to the end of the line; no indention is
required. When words are to be indented the mark ⊂ is used
to indicate that the line is to be set back to the place indicated
by the perpendicular portion, of the sign, or No. 6 sign may be
inserted, or the word ‘Indent, written in the margin.

24. Place the words in the middle of the line.

25. The spacing (or word division) is incorrect. Take over the
letters marked to the preceding (or following) lines to make the
lines end where the marks are made.

26. The lines are bent or letters have sliped; put them straight.

10
Reference No. Instructions conveyed to compositors.
on specimen
proof.

27. Insert space between the lines. The number or kind of leads
should be specified by the professional reader only. For
spaces deeper than 7 thick leads the depth is expressed in
‘ems’ of one-sixth inch.

28. The line is loose and the type is ‘off its feet’.

29. Take the lines cut off by the mark ‘over’ to the following or
‘back’ to the preceding page as the case may be. This is a
technical detail always left to the Press.

30. Insert a line.

31. Alter the words underlined into italic; one straight line.

32. “ “ small capitals two lines.

33. “ “ capitals; three lines.

“ “ Clarendon, antique or any other

special type; a single waved line, thus with the name of the
type written in the margin.

34. Change the words underlined to roman or ordinary type.

35. Alter to lower case or small letters.

36. A wrong fount; substitute a letter of the correct face.

37. Reset in the type named. Abbreviations are used; thus Br. For
Brevier, P. for Pica, 10-pt. for 10-point, etc.

11
 APPENDIX VII
[See rule 8 (ii) of Chapter VII]
Hints on editing Secretariat proceedings

The purpose of printing proceedings is that important orders passed

by Government, and the reasons for them, may be on record in a form which
can be consulted with the minimum of trouble and delay. The inclusion of
unnecessary matter in printed proceedings defeats this object by rendering it
more difficult for readers to follow the essential points of the discussion. Again
the major part of the cost of printing is incurred in the setting up of the type and
in correcting it. Under the system of payment which is followed in printing
offices, the cost depends largely on the number of lines occupied. Thus a
single line containing one or two words, or even a set of initials, costs as much
to set up as a whole line. Generally speaking, the more the printing
approximates to the continuous or run-on-type, the cheaper it will be to print. As
it is easier to read continuous printing than it is to read matter which is broken
up by short lines, marginal entries, tabular statements and the like, intelligibility
and economy in printing are both secured by reducing the record as much as
possible to the continuous form.

EDITING OF NOTES

2. It is of the greatest importance that, before notes are sent to the

Press, they should have been reduced to the form in which they are actually to
be printed. No amount of care at a later stage can redeem the waste of money
involved in careless or incomplete editing. The following matter should be
exercised before notes are sent to the Press:-

(1) Routine notes and notes which, though not technically routine, are
of merely passing interest;

(2) Notes which merely summarize correspondence or previous

notes;

(3) Notes which raise irrelevant points or which have not been
accepted by the officer passing the final orders;

12
 (4) In many cases, where the points for order and the reasons for
them have been stated fully in an officer’s note, it is possible to
excise the office-notes upon which that note was based.

It is not necessary to reproduce in the printed

proceedings the record of certain processes which, though
important at the time, lose their importance when orders have
been passed. Thus notes explaining the preparation of a draft can
usually be omitted unless they explain the reason for certain
points in the draft and these reasons have not been adequately
explained in the preceding noting. Again, it is unnecessary to print
headings such as, “Secretary”, “Minister” and the like when the
normal course of circulation within the department has been
followed. Similarly, headings like “Education Department”,
”Finance Department”, indicating the passage of the file to other
departments, can be omitted when the noting itself makes it clear
that this has happened.

Where a file is circulated to other departments for

concurrence or perusal and no important point is raised by that
department it should often suffice to substitute for the notes the
entry “seen in……..department” or “……………..department
concur” with the signature of the highest officer of the department
who passed orders on the reference.

Reference in notes to previous papers should usually take

the form of marginal notes. These references and cases where
officers have made marginal notes on other notes constitute an
exception to the general principle that broken lines should be
avoided.

EDITING OF CORRESPONDENCE

3. Letters of a routine nature, such as reminders and

acknowledgements need not be printed, or, if printed, may be replaced by a
short phrase such as-

Serial 10- Acknowledged receipt of serial 9

13
 Serial 11- Reminder to the Government of India

The practice of making marginal references to correspondence should

be avoided as far as possible. In entering at the end of correspondence
particulars of the forwarding of copies to different officers, it is often better to
print their names in a run on form instead of in tabular form.

The headings of letters should be reduced to the run-on form, e.g.,

instead of saying-

Letter No.123, dated Calcutta, the 1st January 1932.

From the Chief Secretary to the Government of Bengal.

To the Chief Secretary to the Government of Orissa, the form should be

“Letter from the Chief Secretary to the Government of Bengal, No.123, dated
1st January 1932 to the Chief Secretary to the Government of Orissa”. Similarly,
in demi-official correspondence, the heading should be “D.O. Letter from the
Chief Secretary to Government of Bengal No………..dated………………….to
………………… and phrases, such as “Dear Sir” “Yours faithfully”, “yours
sincerely,” etc., should be omitted. The printing of long tabular statements is
particularly expensive and this should not be reproduced unless they are really
necessary for the purpose of understanding the orders passed.

14
 APPENDIX VIII
(See rule 8 of Chapter VII)
GOVERNMENT OF ORISSA
FINANCE DEPARTMENT
NOTIFICATION
The 2nd September 1959

No. 26983- Bt.-169/59-F.—In exercise of the powers conferred by section 6 of

the Orissa Contingency Fund Act, 1950 (Orissa Act XXV of 1950), the State
Government do hereby make the following rules in supersession of the Orissa
Contingency Fund Rules, 1951 :-

The Orissa Contingency Fund Rules, 1959

1. Short title – These rules shall be called “The Orissa Contingency Fund
Rules, 1959”.

2. The Orissa Contingency Fund (hereinafter referred to as the Fund) shall

be held on behalf of the Governor by the Secretary to the Government
in the Finance Department.

3. Advances from the Fund shall be made for the purposes of meeting
unforeseen and emergent expenditure pending authorisation by the
Legislature.

4. All applications for advances from the Fund shall be made to the
Secretary to the Government in the Finance Department with the
following particulars :-

(i) brief description of the additional expenditure involved;

(ii) the circumstances in which the expenditure could not be included in

the Budget Estimate ;

(iii) the reasons for which the expenditure cannot be postponed till funds
are provided by means of a supplementary demand ;

(iv) the full cost of the proposal for the remaining part of the year and for
the subsequent years ;
15
 (v) the amount required to be advanced from the Fund ;

(vi) the head of account to which the expenditure is finally debatable

clearly indicating the major head, minor head, sub-head and primary
units of appropriation.

5. Even in cases where savings are available within a grant, token

advances from the Fund for meeting a part or whole of the expenditure from
savings, should not be taken. Advances taken from the Fund shall be for the
full amount required for expenditure.

6. (a) The Finance Department shall maintain an account of the Fund

and shall see that the sum total of the advances sanctioned from the Fund
does not exceed the balance in the Fund at any time.

(b) In all cases supplementary grants shall be obtained by the

Controlling Officers and Administrative Departments concerned for the
recoupment of advances sanctioned from the Fund at the first session of the
Assembly in which supplementary estimates will be presented, immediately
after the advance is sanctioned, but in no case later than the close of the year.

(c) As soon as the Supplementary appropriation Act is passed steps

shall be taken by the Administrative Department concerned to issue an order
for recoupment of the advance and a copy of the order which shall give
reference to the number and the date of the order in which the advance was
originally sanctioned and to the Supplementary Appropriation Act, shall be
forwarded to the Accountant General, Orissa and to the Finance Department.

7. All orders sanctioning advances from the Fund shall issue from the
Finance Department and copies of such orders specifying the amount of
advances and the grant or appropriation to which they relate, shall be
forwarded to the Accountant-General, Orissa.

8. The Controlling Officers shall see that the actual expenditure out of
the advances from the Fund does not exceed the sanctioned amounts under
any circumstances.

16
 9. (a) In the schedules of the supplementary demands prepared and
presented for the vote of the Legislature for the recoupment of advance
sanctioned from the Fund, the following note shall be appended to the
explanatory notes thereto :-

“A sum of Rs………………has been advanced from the Contingency

Fund in ……………and a corresponding amount is required to enable
repayment to be made to that Fund”.

(b) If the expenditure met out of the advances from the Fund is
covered, wholly or partly, from the savings available within the authorized
appropriation, the note appended to the supplementary ;demand shall be in the
following form :-

(c) “A sum of Rs…………….has been advanced from the

Contingency Fund in ………..and an equivalent amount is required to enable
repayment to be made to that Fund.”

The amount viz. Rs.................

can be found by reappropriation of savings within
Apart of theamount viz, Rs............

a token vote only is now required.

the grant and
a vote is required for the balance, viz, Rs...........only

10. If at any time, after the order sanctioning an advance from the
Fund has been issued in accordance with rule 7, it is found that the advance
sanctioned will remain wholly or partly unutilised, an application shall be made
to the sanctioning authority for cancelling or modifying the sanction, as the case
may be.

11. All advances sanctioned from the Fund to meet the expenditure in
excess of the provision for the service included in an Appropriation (Vote on
Account) Act shall be repaid to the Fund as soon as the appropriation Act in
respect of the expenditure on the service for the whole year, including the
excess met from the advances from the Fund, has been passed.

12. (a) Separate accounts relating to the transactions of the Fund shall
be maintained and verification of expenditure shall be carried on by the
Controlling Officers. Actual expenditure incurred against advances from the

17
Fund shall be recorded in the account relating to the Fund in the same detail as
it would have been shown if it had been paid out of the Consolidated Fund.

(b) The Accountant-General shall furnish to the Finance

Department a quarterly report showing actuals of expenditure incurred out of
the advances sanctioned from the Fund as soon s possible after the end of
each quarter.

(c) The Accountant General shall be furnished with an account of

the Fund as soon as possible after the close of each year by the Finance
Department for verification with Audit office books.

APPLICATION FORM FOR ADVANCE FROM THE

ORISSA CONTINGENCY FUND

1. The authority to whom the application should be made.

2. Name of the Departments applying for the advance.

3. Proposal (In full)

4. Whether the purpose for which advance is required is emergent, and

unforeseen.

5. (i) Whether the proposal in a “New Service” for which normally prior vote
(token or otherwise) of the Legislature is necessary.

(ii) Does it involve any embarrassing commitment.

(iii) Special reason for anticipating the vote of the Legislature.

6. The circumstances under which the expenditure could not be included in

the current year’s Budget Estimates.

7. Reasons for which the expenditure cannot be postponed till funds are
provided by means of supplementary demand.

8. Full cost involved in the proposal for remaining part of the year and for the
subsequent years.
18
9. (i) Amount required to be advanced from the Fund.

(ii) Period for which the advance is necessary.

10. Amount available by reappropriation from the savings within the grant to
meet the full or part of the advance.

11. The major head, minor head, sub-head and primary units of appropriation
to which the expenditure to be met from the advance is finally debatable.

12. Whether the proposal has been previously examined and agreed to by the
Finance Department.*
Signature of the Secretary
Of the Department applying
for advance

*(In case the proposal is agreed to by the Finance Department relevant extracts of the
views recorded by them with minutes of Minister or Deputy Minister concerned, if any, should
be furnished along with the application also along with the application, the relevant file of the
Department dealing with the matter of advance from the contingency Fund should be
furnished.)

GOVERNMENT OF ORISSA

……………………………DEPARTMENT

MEMO. No.

Dated the…………………

Copy forwarded to the Finance Department for necessary action.

Secretary to Government.

19
 APPNDIX IX

(See rule 1 of Chapter XIII)

The Orissa Public Service Commission (Limitation of Functions)

Regulations

HOME DEPARTMENT

NOTIFICATION

The 13th November 1952

No.1093-Reforms- In exercise of the powers conferred by the proviso to

clause (3) of article 320 of the Constitution of India, and in supersession of all
previous Regulations on the subject the Governor of Orissa is pleased to make
the following Regulations :-

1. These Regulations may be called the Orissa Public Service

Commission (Limitation of Functions) Regulations.

2. In these Regulations-

“Constitution” means the Constitution of India, “the Commission”

means the Orissa Public Service Commission, “Government Servant” means a
person holding a civil post in connection with the affairs of the State of Orissa.

3. (a) It shall not be necessary to consult the Commission on any of the

matters specified in sub-clauses (a), (b) and (c) of clause (3) of Article 320 of
the Constitution in respect of –

(i) the posts and services to which appointment is made by an authority

other than the State Government ;

(ii) Advocate-General

(iii) the Government Advocate and Assistant Government Advocates;

(iv) Public Prosecutors and Government Pleaders;

(v) the Chairman and Members of the Commission;

(vi) the personnel and the Secretariat staff of the Government;

20
 (vii) the Secretariat staff of the Legislative Assembly;

(viii) “the post of Chief Social Education Organiser under the Community
Projects and any other gazetted posts under the said Projects where
appointments are made by specially constituted Boards both at the
State and the Central level”.

(ix) The post of Private Secretary to the Chief Minister where tenure is co-
terminus with the office of the selecting C.M.

(b) It shall not be necessary to consult the Commission on any of the

matters specified in the said sub-clauses of the said clause or the said article of
the constitution as hereinbefore specified in respect of –

(i) temporary appointments or promotions or transfers from one service

to another, for a period not exceeding six months which it is
necessary to make urgently;

(ii) Cases of disciplinary proceedings under the Disciplinary Proceedings

(Administrative Tribunal) Rule, 1951.

4. In regard to services and posts to which appointments are made directly

by the State Government it shall not be necessary to consult the Commission
on any of the following matters :-

(a) the creation and organisation of services and posts and their
designations;

(b) the classification of services and posts;

(c) the general methods of recruitment to a service or posts, that

is, whether recruitment should be made by (i) examination, (ii)
selection, or (iii) promotion or transfer or by combination of two
or more of these methods and in the latter case, the proportion
in which recruitment to a particular service should be made by
each method and the relative seniority in service of candidates
recruited by different methods;

21
 (d) the determination of the number of vacancies to be filled in a
service in any particular year;

(e) the determination of the strength of the cadre of different

services;

(f) questions whether recruitment of candidates for particular

posts should be made in India or from abroad;

(g) the determination of the salaries of Government servants on

their first appointment and of officiating incumbents of posts;

(h) the determination of the initial salaries of Government

servants recruited by promotion;

(i) transfer of Government servants to foreign services;

(j) the probation and training of Government servants and the

conditions of their confirmation in service; and

(k) appointment to posts where it has been decided by the State

Government that the recruitment shall be made from aboard.

5. It shall not be necessary to consult the Commission—

(a) before passing any original order-

(i) drawing up, or directing the drawing up of proceedings against

any Government servant with a view to take disciplinary action
against him;

(ii) of suspension where a Government servant is suspended

pending the investigation of charges against him;

(iii) with holding or allowing increments including stoppage at or

crossing of an efficiency bar in accordance with the
recommendation of the Head of Department concerned; or

(iv) confirming or terminating the services of Government servant on

probation or extending the period of probation, in accordance
with the recommendation of the Head of the Department
concerned.
22
 (b) In any case relating to-

(i) the reversion to his permanent post of a Government servant

officiating in a higher post; or

(ii) the termination of the employment of a Government servant in

accordance with the terms of contract or of employment.

6. It shall not be necessary to consult the Commission on petitions and

memorials, not being regular appeals, submitted to the State Government in
disciplinary cases unless it is proposed to pass orders accepting the prayer of
the petitioner or memorialist in part or full.

7. Where in accordance with the provisions of Article 320 of the Constitution

read with these regulations it is necessary to consult the Commission on a
disciplinary matter, such consultation shall not be made until the case is ready
for disposal and the order that it is proposed to pass has been formulated.

8. It shall not be necessary to consult the Commission in any case in which

the Commission has at any previous stage given advice as to the orders to be
passed and no fresh question has thereafter arisen for determination.

9. In regard to promotions from the subordinate rank of the Police Forces to

the State Police Service, it shall not be necessary to consult the Commission
as to the order of merit in which candidates nominated by the Head of
Department should be placed.

10. It shall not be necessary to consult the Commission in any case relating to
an officer holding a Commission in the Indian Armed Forces.

11. It shall not be necessary to consult the Commission in respect of any order
passed under the State Civil Services (Safeguarding of National Security)
Rules, 1956.

By order of the Governor

S.N. MAHAPATRA
Secretary to Government

23
 APPENDIX X

[Vide Rule 2 (a) of Chapter XIV]

MONTHLY INSPECTION BY THE HEAD ASSISTANTS

QUESTIONNAIRE

Department…………….Branch/Section………….Date of Inspection…………

Sl Question Answer

Name of Head Assistant

1. Number of Assistants-
Grade I
Grade II
Lower Division

2.
Attendance Register-

(a) It is properly maintained?

(b)Action taken against late attainders, if any,

in the previous month
3.
Forward Diary of H.A.-

Is this maintained properly.

4.
Guard File-

(a) Is it maintained up-to-date?

(b) Give the No. and Date of the last G.O. on

the Guard File.
5.
Precedent case Register-

(a) How many precedent cases entered

during the month under inspection?

(b) What is the total No. of cases entered?

6.
Diarist-

24
Sl Question Answer

(a) Are all the receipts received before 3 P.M.

diarized the same day and distributed
among the assistants?
(b) Is it checked and initialled by the Head
Assistant daily ?
(c) Number of receipts received during the
month ?
(d) Are file numbers entered in the Diary
Register regularly ?
(e) Are Government of India’s letters diarised
in red ink ?
(f) Is Fortnightly Pending List of Government
of India’s letters submitted regularly ?
(g) Are diary numbers inflated ?
(h) Are file Nos. entered against each receipt?
(compare Log Book with the Diary
Register).
(i) Are Half Margin Reminders Issued
regularly ?
7.
Recorder-

(a) Number of recorders

(b) Is progress Register for Recording
maintained properly?
(c) (i) No. of files passed by H.A. for
recording.
(ii) Number of files recorded during the month.
(iii) Progressive total-
(d) Files at hand for recording during the
month. (Files of current year and previous
year should be noted clearly).
(e) Reason for delay in recording the files of
previous years.
(f) Are Index slips prepared simultaneously
with recording?

25
Sl Question Answer

8. Assistant-

[Note- For each Assistant a separate sheet

should be used].
(a) Are the following registers maintained
properly and all columns filled up ?
(i) File Register
(ii) Log Book-(Is three-days rule
observed).
(iii) Forward Diary
(iv) Transit Register
[Note:- Each Register to be examined and
defects, if any, pointed out].

(b) Arrear Lists and Returns-

(i) Are weekly and monthly arrear lists put up

regularly?
(ii) Is Table of Cases submitted on due
dates?

(iii) Are returns submitted on due dates?

(iv) Receipt/Cases pending disposal may be
shown below.
One month old Date of receipt of
More than 3 days
oldest receipt/case in
hand

2 3
1

Are the In-coming and Out-going-Periodical

9.
Returns sent in due time? If not, reasons
thereof.

Issue Section:-

26
Sl Question Answer

(a) Are drafts of letters sent to issue Section

10 issued within 24 hours ?

(b) Are drafts returned from issue Section

promptly and placed on file?
11 Are the typewriters and duplicators
maintained properly.

General: - (Here the quality of work,

promptness in disposal and general up-keep
of papers and registers etc., should be
entered.

Signature of the Head Assistant

27
 APPENDIX XI
[Vide rule XIV-2(b)]
QUESTIONNAIRE FOR HALF-YEARLY INSPECTION
PART I
GENERAL
Question Answer

1. Name of the Inspecting Officer, Designation.

Name of Department, Branch and Section

inspected.

2. (i) Date of present inspection

(ii) Date of last inspection and by whom.

3. (i) Name of Head Assistant

(ii) Date of posting to the Section.

Action taken on the last inspection (Annual or

Half-yearly) report. The reply to this question
should be entered on the proforma given in
Annexure I.

5(a)
Strength-

Sanctioned Present

… …
(i) Grade I Upper Division Assistant.
… …
(ii) Grade II Upper Division Assistant.
… …
(iii) Lower Division Assistant
… …
(iv) Diarist, Recorder
… …
(v) Pasting Clerk, Record Supplier, if any.
… …
(v) Class IV Staff

28
 Question Answer

(b) Reasons for shortage, if any

(c) Is the gradation list of Ministerial and Class

IV staff arranged according to seniority and
kept up-to-date ?

How many assistants have newly joined ?

(d)
Whether all of them are attending the
Secretariat Training Class ?

(e) Are Assistants/Head Assistants rotated to

different seats after a certain period ?

6.
Attendance, General Conduct and Habits of
the Staff-

Is daily attendance register submitted to

a) Under or Assistant Secretary ? If not, reason
thereof.

b) Was there any instance of habitual late

attendance during the period under report? If

so, what action was taken ?

Was any ministerial or Class IV staff guilty of

misconduct during the period under
c)
inspection? If so what action was taken
against him.

Was any member of the staff placed under

d)
suspension during the period under
inspection ? If so, since how long ?

29
 Question Answer

e) i) Are service books maintained for all

subordinate staff?

ii) Are they up-to-date ?

f) Is Casual Leave Register properly

maintained?

g) Are the staffs getting their increments

regularly ?

7.
Pendency of Cases/Receipts-

(The information can be had with reference

to the monthly arrear list of case, Log Book
and Diary Register).

(1) At the time At the time of

Total number of cases pending disposal
of last new
Inspection. Inspection

… …
(i)Between 1 and 3 months
… …
(ii) Between 3 and 6 months
… …
(iii) Between 6 months and 1 year.
… …
(iv) Between 1 year and 2 years.
… …
(v) Over two years.
Number of
(2) Details about certain special types of cases:-
pending Date of Oldest
disposal reference.

… …
(i) Audit objects pending disposal in the
office.

30
 Answer
Question
… …
(ii) Reference pending with Public Service
Commission
… …
(iii) Reference pending with Finance.
… …
(iv) Reference pending audit.
… …
(v) Reference pending with the Government
of India.
… …
(vi) Reference pending with Heads of
Departments
… …
(vii) Reference pending with other
Departments.
… …
(viii) References pending with other Sections.

8.
Periodicals and Returns-

(a) Is the Calendar of INCOMING and OUT-

GOING PERIODICAL REPORTS
maintained?

(b) Are periodical reports or returns submitted

punctually?

(The inspecting officer will enumerate the

reports or returns in the proforma below.)

Description of Prescribed Date/day of actual Inspecting Officer’s

return day/date submission of the remarks (e.g. days in
last return submission, in-correct
preparation, etc).
1 2 3 4

31
 Answer
Question

9. Registers-

(I)
File Index Register-

(a)Is File Index Register maintained

properly?

(b) Is Index marked subject wise ?

(II)
Precedent Case Register-

(a)Is it up-to-date

(b) Is the last important decision entered ?

(Give the date of the last case entered.

Take over a few pages to find out if the
entries clearly indicate the case in brief and
the orders or advice)

(III)
Diary Register-

(a) Is it neat and tidy ?

(b) Are subjects given briefly ?

(c) Are file Nos. correctly given in each case

in Col.(5)?

(d) Are receipts made over to the assistants

on the date of receipt ?

(e) Are Government of India letters diarized

in red ink ?

(f) Are all receipts classified and

classification noted in the Diary Register ?

32
 Answer
Question

(g) Is a separate routine Diary Register

being maintained ?

What are the classes of receipts entered

in the Register ?

(h) Random sample check (ten Diary Nos.

to be picked up at random for a test check
and results recorded in the statement
below).

Serial Diary number Purport of Whether Is disposal Remarks, if

No and date with the letter correctly correctly mark any
classification classified (to be
checked with
files)
1 2 3 4 5 6

(IV)
U.O. Register-

(a) Are U.O. Registers (both in-ward and

out-ward) maintained properly ?

(b) Is the return of U.O.R. files noted in

proper columns ?

(c)Is noting on file of other Departments

done in the file?

(d) Are U.O. reminders issued regularly for

return of files sent to other Departments?
Who sends them?

(V)
Transit Register-

(a) Is the register properly maintained ?

33
 Answer
Question

(b) Is the date of return of draft entered in

proper column ?

(c)Is the typist in charge of the Issue Section

initials the Transit Register in token of
having received the drafts ?

(d) Does the H.A. initial this in token of his

check ?

(VI)
Press Register-

(a) Is it maintained properly ?

(b) Are matters sent to Press in time ?

(c) If there is delay, whether it is in office or

in Press ?

(VII)
Register of the residential address of the
staff-

(a) Is it maintained up-to-date ?

(b) Are the changes of residence of the

member of staff entered in due time ?

10 (a) Condition of Furniture, office equipment,

stationery, etc.-

(i) Furniture

(ii) Typewriter

(iii) Other machines in use

(iv)Weather comforts

(v) Stationery

34
 Answer
Question

(vi) General neatness and tidiness.

(vii) Compare the existing stock of the

articles with those entered in the stock
registers and record results.

(viii) Any other remarks or suggestions.

(b) Reference Books, Circulars, etc.

(i) Are all necessary books available ?

(ii) Is a list of books maintained ?

(iii) Are all books maintained up-to-date.

(iv) See whether the correction slips to

books of reference entered in a register and
a certificate of pasting has been duly
obtained from the officer who is responsible
for keeping the books up-to-date and record
result.

11.
Pending receipts cases, weekly statement
of cases-

(i) Was the number of receipts/cases in the

hand of any assistant last week end unduly
heavy? (Give the highest no. of
receipts/cases outstanding).

(ii) Make a rapid survey of the statements

submitted since last (annual or half-yearly)
inspection to see-

35
 Question Answer

(a) Whether the weekly arrear list is being

submitted regularly.

(b) Whether there has been an improvement

in the state of pendency.

(c) Whether the Head Assistant is looking

into the Statements and giving guidance
about expediting delayed receipts/cases ?

12.(a)
Monthly arrear list of cases.

(1) Was the last statement submitted to.

(i) Under-Secretary, Deputy Secretary or

the Joint Secretary?

(ii) Secretary or higher authority, where

necessary.

(2) Are directions given by Officers for

expediting delayed cases and whether
action is taken thereon?

(3) Is this statement discussed at periodical

meetings of Officers?

(4) Is the number of pending cases unduly

heavy? If so, do you recommend any
special steps to expedite disposal ?

(5) Pick out three of the long pending cases

and find out if adequate steps were taken to
expedite disposal results to be recorded in
the column at statement below,-

36
 Question Answer
(1) (2) (3)
(i) File No.

(ii) No. of Official reminders

(iii) No. of Demi-official reminders.

(iv) No. of Reminder at Secretary’s level.

12(b)
Fortnightly pending list of government of
India letters.

(i) Is this pending list prepared and

submitted in time?
(2) Is prompt action taken in accordance
with orders of officers thereon ?
(3) Give date of oldest pending reference
and analyse action taken for expediting
disposal.

13
Standard Replies-

Have repetitive (interim or final) replies been

standardised and stenciled or printed? (List
of available specimens to be attached.)

14
Secret and Top Secret Papers

(1) Are the prescribed instructions being

strictly followed?

(2) Whether a box is available for

transmission of Secret and Top Secret
papers

15
Distribution of subjects among the H. As.-

(a) Is the list of distribution of subjects

among Head Assistants maintained ?

(b) Is the distribution even?

37
 Question Answer

Part II
HEAD ASSISTANTS
(N.B.- Under part II for each Head Assistant
working under him a separate sub-
number such as Part II A or Part II-B,
etc., should be given. For each Head
Assistant a separate sheet should be
used for recording findings.)

1. (a) Name of Head Assistant

(b) Date of posting to the section.
2. (a) Is discipline in the section maintained ?
(b) Does Head Assistant maintain the
forward Diary for important and urgent
letters?
(c) Is an up-to-date list of subjects dealt with
in the section maintained?
(d)Is a distribution of work list among
assistants maintained?
(e)Is a list of periodical reports and returns
maintained and are the reports and
returns submitted to officers on due
dates?
1. Weekly arrear list
2. Fortnightly table of cases
3. Fortnightly Government of India
pending letters.
4. Monthly arrear list
(f) Does Head Assistant inspect the seats
of assistants under him once a month
and submit notes of inspection in the
prescribed proforma ?
(g) Is the Guard File properly maintained,
and made up-to-date ?
(h) Does the Head Assistant deal with any
type of cases originally ?
(i) Is the Head Assistant empowered to
dispose of himself any types of cases?
(j) Does he check the Attendance
Register daily and submit it to
Assistant Secretary or Under-Secretary
at 10.35 A.M.?

38
 Question Answer

(k) Does he distribute the daks among the

assistants on the same day of
receiving the receipts ?
(l) Does he mark important receipts with
proper instruction to the Assistants ?
(m) Does he mark files for recording
immediately they are closed ?
(n) Does he check the work of the
Recorders daily?
(o) Is the Head Assistant conversant with
Department rules and instructions?
(p) Does he check the work of the issue
section daily?

PART III-ASSISTANTS

(N.B.)- Under Part III for each assistant

working under him a separate sub-
number such as Part III-A or Part-
III-B, etc., should be given. For
each assistant a separate sheet
should be used for recording the
findings.)

1. (a) Name of the assistant and his grade.

(b) Date of posting to the seat.

2. (a) Is a list of subjects dealt with
maintained?

(b) Is maintenance of file in general

satisfactory?

(c) Are the priority markings used

discriminately?

(d) Is the assistant conversant with

Department rules and instructions?

39
 Question Answer

3.
File Register-

(a) Is it maintained neatly?

(b) Is movement of files noted at each

stage?

(c) Are letters properly docketed?

(d) Is tracing of files easy?

(to be test checked by tracing 5 files and

result noted below)

Serial File No To whom marked in Whether actually

Remarks if any
No. File Register traced from place

1 2 3 4 5

4. Log Book-

(a) Is it maintained properly?

(b) Is three-day rule observed?

(c) Is weekly abstract of pending

receipts/cases submitted regularly?

(d) Is the date of final disposal of ‘A’ class

papers entered in Col.6?

5.
Forward diary—

(a) Is it maintained properly?

(b) Are reminders issued in due time?

40
 Question Answer

6.
Transit Register—

(a) Is column 5 of the transit Register

entered duly?

(b) Is there delay in getting back the draft

after issue?

7.
Table of cases—

(a) Is fortnightly table of cases

submitted on due date?

(b) Are cases entered in the tables of

cases as soon as they are
finalised?

8.
Delay in Disposal—

Examine a few cases pending for a long

time with reference to the monthly arrear
list and suggest action for disposal.

Details of cases pending disposal for

more than a month at the end of the
preceding month.

Total number of cases pending disposal:- At the time of last At the time of
inspection inspection
(i) Between 1 and 3 month
…… …..
(ii) Between 3 and 6 months …. …..
(iii) Between 6 months and 1 year ….. .....
(iv) Between 1 and 2 years …. …
(v) Over two years …… ….

41
 Question Answer

9. General-

(have record on the work of the Assistant in

General.)

PART IV
RECORDING SECTION
(i) Number of Recorders
1.
(ii) Is recording up to date? If not, state
the number of files in arrears.
(a) At the time of last inspection.
(b) At the time of new Inspection.
(c) Reasons for heavy arrears, if any.
(iii) Is the progress Register maintained
properly in recording sections ?
(iv) Are the file number given on the
cover of the recorded files ?
(v) Are the titles brief and concise and
not too general to identify the
recorded file without difficulties ?
(vi) Up to what year index has been
compiled and printed ?
(vii) Are reference properly given
(Previous and later) ?
(viii) Are the Recorded files stitched well
in proper cover ?
(ix) Are the Recorded files properly
classified with due regard to the
importance of the cases ?

42
 Question Answer
(x) Whether closer certificates were
given in all cases before the files
were sent to the Recoring Section for
Record ?
(xi) Are the requisition slips placed in
place of Recorded files removed for
reference ?
(xii) Are proper labels affixed to the
Record bundle and rack ?
(xiii) Is the year of destruction of recorded
file properly calculated and recorded
in the cover of the Recorded files ?
(xiv) Are records properly maintained and
dusted ?
(xv) Are reminders issued for return of
recorded files ?

2.
Weeding-

(i) When were the records last weeded ?

(ii) Were any old records sold as waste

paper ?

PART V

ISSUE SECTION

1. Strength Sanctioned Present

(a) Head typist … ….
(b) Senior Grade Typists … ….
(c) Junior Grade Typists … ….
(d) Despatcher … …..
(e) Daftary … ….

(f) Peons … ….

43
 Question Answer

2.
Allocation of staff-

(a) Typing

(b) Comparing (including preparation of

pads for signature)

(c) Despatch

(d) Other duties (to be described)

3. Number of typewriters and other appliances

in use-

(a) Typewriter

(b) Duplicating machines

(i) Hand-worked

(ii) Electric-driven

(c) Any other machines, e.g. franking

machine, addressograph, if any.

4. Are drafts marked for “issue received

(a) Loose, or

(b) With relevant files ?

5.
Peak hours of receipt of cases from
Sections

6. Who distributes the work among the typists,

Head Typist or some body else ?

7. Is a work sheet showing the work allotted to

each typist being maintained by the
distributor ?

44
 Question Answer

8. How is the work allotted, measured in terms

of pages? What is the premium allowed for
stenciling work or typing of tabular material.

9. Analysis of the actual turnover during the

preceding calendar month.

(i) Total number of drafts/cases

received for issue.

(ii) Number out of (i) above returned

after issue.

(a) On the date of receipt ………………………….

…………………………
(b) Within 2 days of receipt
…………………………
(c) Within 3 days of receipt

(d) Between 4 to 7 days of receipt …………………………

(e) In over 7 days after receipt …………………………

(iii) Balance left over on the last day of the

month. …………………………

10. Number of stencils cut during the preceding

month and the total number of copies
duplicated.

11. Are spare copies to departments being sent-

(a) simultaneously at the time of

……………………
issue
or
(b) at a later date, if so, why ? ……………………

45
 Question Answer

12. Is the comparing work allotted to a pair of

examiners by assigning to them the work.

or

(a) turned out by a group of typists. ……………………..

……………………….
(b) relating to certain specified sections.

13. How many times a day are pads for

signature (other than immediate) submitted
for signature ?

14. Are all pads sent for signature received

back on the same day and in time for
despatch ?

15. Total number of communications By post by hand Total

issued during the preceding calendar
month

(a) Actual ……………………………………

(b) Average for a working day …………………………………..

16 Usual hours of despatch of local ordinary

dak by hand (other than “immediate” or
“priority”).

17. State of work on the day of inspection.

(a) number of drafts/cases brought forward

as arrears from the previous day.
(i) up to 2 days old …………………………
(ii) 3-4 days old …………………………..
(iii) 5-7 days old …………………………..
(iv) Over 15 days old ………………………….
Total ………………………….

46
 Question Answer

(b) number of signed letters etc. left

undespatched on the previous
…………………………..
evening.

18.
General remarks about:

(a) Are History sheets of type writers

maintained?

(b) Conditions of type-writers and other

appliances.

(c)General condition and suitability of

furniture.

(d) Seating arrangements for various

categories of staff. Any suggestion for
improvement to facilitate movement of
men and papers?

(e) General clearlines and tidiness

(f) Working conditions any suggestion for

improvement?

19. Are the following registers etc. being

properly maintained. 3……………………………

4……………………………

5……………………………
(a) Issue Register

(b) Working sheets for typists

(c) Machine card

(d) Used stencils- are they being kept

systematically numbered and well
arranged?
47
 Question Answer

20. Comments or observations on:

(a) Quality of typing and stenciling work

done (by random sample check).

(b) Observance of economy instructions.

(c) Careful handling of machines or other

appliance

21. Are the following properly maintained

(i) Stamp Account Register (Is it checked

regularly ?

(ii) Peon book (Does it show always the

name of Peon ?)

(iii) The register for return of issued drafts to

sections.

Brief recapitulation of defects or

shortcoming noticed from inspection of all
the sections other suggestion for
improvements you may have to make:-

1………..
Signature of the Inspecting Officer
2………..
...……………………………….

3…………. Designation………………….

4………….. Date……….

5……………

48
 ANNEXURE I

Statement showing action taken on the list Annual/half yearly Inspection Report

Defect pointed out or suggestions made Action already taken or proposed

in the previous report
1. 1.

2. 2.

3. 3.

4. 4.

5. 5.

6. 6.

7. 7.

8. 8.

9. 9.

10. 10.

49
 APPENDIX XII
[See rule XIV-2 (e)]
QUESTIONNAIRE FOR ANNUAL INSPECTION
PART I
GENERAL

Question Answer

1. Name of the Inspecting Officer, Designation.

Name of Department, Branch and section

inspected.

2. (i) Date of present inspection

(ii) Date of last inspection and by whom.

3. (a) (i) Name of Under Secretary/Assistant

Secretary.

(ii) Date of posting to the section.

4. Action taken on the last inspection report.

The reply to this question should be entered
on the proforma given in Annexure I.

5 (a) Strength- Sanctioned Present

(i) Grade I Upper Division Assistant. … …

(ii) Grade II Upper Division
… …
Assistant.
(iii) Lower Division Assistant … …

(iv) Diarist, Recorder … …

(v) Pasting Clerk, Record Supplier, if
… …
any.
(vi) Class IV staff … …

50
 Question Answer

(b) Reasons for shortage, if any.

(c) Is the gradation list of Ministerial
and Class IV staff arranged
according to seniority and kept up
to date?
Maintenance of discipline in the
6.
Department.
(a) Was there any instance of
indiscipline during the period
under report?
(b) If so, state whether suitable
action has been taken to deal
with the concerned staff.

Pendency of Cases/Receipts-
7.

(The information can be had with

reference to the monthly arrear list of
cases).

(1) Total number of cases pending At the time of At the time of

disposal: last Inspection. new Inspection

(i) Between 1 and 3 months ….. .....

(ii) Between 3 and 6 months …… ……
(iii) Between 6 months and 1 year ……. ……
(iv) Between 1 and 2 years …….. …….
(v) Over two years …….. …….
(2) Detail about certain special types of
Number Date of old
cases
pending reference.
disposal
(i) Audit objections pending disposal in
…… ……
the office.

51
 Question Answer

(ii) Reference pending with P.S.C. ….. …..

(iii) Reference pending with
….. …..
Finance.
(iv) Reference pending with audit. …… ……

(v) Reference pending with the …… ……

Government of India.
(vi) Reference pending with Heads
of Departments. …… ……

(vii) References pending with other …… ……

Departments.
(viii) Reference pending with other
Section. ….. …..

8. Registers-

(i) File Index Register-

(a) Is File Index Register

maintained properly?
(b) Is index marked subject wise?
(ii) Precedent Case Register-

(a) Is it up to date?
(b) Is the last important decision
entered?
(Take over a few pages to find out
if the entries clearly indicate the case
in brief and the orders or advice).
(iii) Diary Register

(a) Is it neat and tidy?

(b) Are subjects given briefly?

52
 Question Answer

(c) Are file Nos. correctly given in

each case in col. (5) ?
(d) Are receipts made over to the
assistants on the date of
receipt?
(e) Are Government of India letters
diarised in red ink?
(f) Classification of receipts-
(1) Are receipts correctly
classified?
(2) Random sample check (five
Diary Nos. to be picked up at
random for a test check and
results recorded in the
statement below :-

Serial Dairy No. and Purport of Whether Is disposal of ‘A’ Remarks,

No. date with the letter correctly &’B’ class receipts if any
classification classified correctly marked
(to be checked
with files)

1 2 3 4 5 6

53
 Question Answer

(iv) U.O. Register-

(a) Are U.O. Registers (both
inward and outward)
maintained properly?
(b) Is the return of U. O. files
noted in proper column?

9. Pending receipts, cases, weekly

statement of cases-
(i) Was the number of
receipts/cases in the hand of
any assistant last week end
unduly heavy ?
(ii) Make a rapid survey of the
statements submitted since last
(annual or half yearly)
inspection to see-
(a) Whether there has been an
improvement?
(b) Whether the Head Assistant is
looking into the statements and
giving guidance about
expediting delayed receipts/
cases?
(a) Monthly arrear list of cases
10.
1. Was the last statement submitted
to:-
(i) Deputy Secretary or Joint
Secretary.
(ii) Secretary

54
 Question Answer

2. Are directions given by Officers for

expediting delayed cases and
whether action is taken thereon?
(3) Is this statement discussed at
periodical meetings of Officer ?
(4) Is the number of pending cases
unduly heavy ?
If so, do you recommend any special
steps to expedite disposal ?

(5) Pick out three of the long

pending cases and find out if
adequate steps were taken to
expedite disposal results to be
recorded in the columns at
statement below:-

(i) File No. 1 2 3

(ii) No. of Official reminders
(iii) No. of Demi-Official reminder
(iv) No. of Reminder at Secretary level.

(a) Fortnightly pending list of

11.
Government of India letters.
(i) Is the pending list submitted in
time?
(ii) Is it submitted to C.S. regularly ?
(iii) Are the orders passed thereon
complied with?
Table of cases-
12.

55
 Question Answer

(a) Is this submitted in time?

(b) Does it reflect the work of the
officers fully?
Arrear statement of recording and
13.
indexing:-
(a) Is this submitted in time?
(b) Is the arrear unusually heavy?
Do you recommend any special
steps?
Distribution of Subjects among the
14.
Head Assistants
(a) Is the list of distribution of
subjects among Head Assistant
maintained?
(b) Is the distribution even?
PART II
HEAD ASSISTANT
(N.B.- Under part II for each Head
Assistant working under him a
separate sub-number such as Part
II-A or Part II-B etc. should be given.
For each Head Assistant a separate
sheet should be used for recording
findings)
(a) Name of Head Assistant
1.
(b) Date of posting to the Section.
(a) Is discipline in the section
2.
maintained?
(b) Does Head Assistant maintain
a special note book for
important and urgent letters?

56
 Question Answer

(c) Is an up-to-date list of subjects

dealt with in the section
maintained?
(d) Is a distribution of work list
among assistant maintained?
Do you consider this suitable or is
any modification suggested?
(e) Does Head Assistant inspect
the seats of Assistants under
him once a month and submits
notes of inspection in the
prescribed form?
(f) Is the Guard File properly
maintained, and made up to
date?
(g) Does the Head Assistant deal
with and type of cases
originally?
(h) Is the Had Assistant
empowered to dispose of
himself any types of cases?
(i) Does he check the attendance
Register daily and submit it to
Under Secretary at 10.35
A.M.?
(j) Does he distribute daks
among the Assistants on the
same day of receiving the
receipts?

(k) Does he mark important

receipts with proper instruction
to the Assistants?

57
 Question Answer

Does he mark files for recording

1.
immediately they are closed?
(m) Does he check the work of
Recorders daily?
(n) Is the H.A. conversant with
department rules and
instructions?
PART III
ASSISTANTS

N.B.—Under Part III for each

assistant working under him a
separate sub-number such as
Part III-A of Part III-B should
be given for each assistant; a
separate sheet should be
used for recording the findings
(a) Name of the Assistant.
1
(b) Date of posting to the seat.
(a) Is a list of subjects dealt with
2.
maintained?
(b) Is maintenance of file in general
satisfactory?
(c) Are priority makings used
discriminately?
(d) Is the assistant conversant with
department rules and
instructions?
(e) Is three-day rule observed?
Are the following registers
3.
maintained properly?

58
 Question Answer

(a) File Register

(b) Log Book
(c) Forward Diary

(d) Transit Register.

(a) Is fortnightly table of cases
4.
submitted in due date?
(b) Are cases entered in the table
of cases as soon as they are
finalised?

PART IV

RECORDING SECTION

Recording and Indexing.

1.

(i) Number of Recorders.

(ii) Is recording up-to-date?
If not, state the number of files
in arrears
(a) At the time of last
inspection.
(b) At the time of new
inspection.
(c) Reasons for heavy
arrears if any.
.
(iii) Is the Progress Register
maintained properly in
recording section?
(iv) Are the file number given on
the cover of the Recorded
files?

59
 Question Answer

(v) Are the titles brief and concise

and not too general to identify
the Recorded file without
difficulties?

(vi) Up to what year index has been

compiled and printed.
(vii) Are reference properly given
(Previous and later).
(viii) Are the Recorded files stitched
well in proper cover?

(ix) Are the Recorded files properly

classified with due regard to
the importance of the cases?
(x) Whether closer certificates
were given in all cases before
the files were sent to the
recording Section for Record?
(xi) Are the requisition slips placed
in place of Recorded files
removed for reference?
(xii) Are proper levels affixed to the
Record bundle and rack?
(xiii) Is the year of destruction of
recorded file properly
calculated and recorded in the
cover of the recorded files?
(xiv) Are records properly
maintained and dusted?
(xv) Are reminders issued for return
of recorded proceedings.

60
 Question Answer

2. Weedings:-

(i) When were the records last

weeded.
(ii) Were any old records sold as
waste paper?

PART V
CASE STUDIES
(Make a study of two recently closed
and representative cases in the form
given in Annexure II and give your
comments on the following points:-)
Are acknowledgments or interim
1.
replies sent when necessary?

2. Have you come across any instances

in which action could have been
expedited by suitable direction by the
Branch or higher officer at the dak
stage?

3. Quality of noting/examination of
cases.
(a) Any instances of unnecessary
or repetitive noting or
paraphrasing of earlier notes
or of P.U.C. by office or
officers?
(b) Any occasions when files
were returned by an officer for
previous papers or
precedents or for further
information on obvious points
overlooked?

61
 Question Answer

(c) Any instances of fruitless

noting which could have been
avoided by personal
discussion with officers of the
departments concerned ?
Any instances of delays in inter-
4.
departmental consultations?

5. Any comments about reluctance to

accept responsibility by the
appropriate officer and submitting
cases to higher levels instead

6. Any comments about undue hold up

at any stage.

7. Any other remarks

PART VI
ISSUE SECTION

Do you consider the staff adequate?

1.

2. Is the number of typewriters and

other appliances in use sufficient?

3. Are they maintained properly? Is a

maintenance chart maintained for
each machine and is it scrutinised by
Head Assistant periodically?

62
 Question Answer

Is a work sheet showing the work

4.
allotted to each typist being
maintained by the distributor?

5. How is the work allotted,

measured in terms of pages?
What is the premium allowed for
stenciling work or typing of
tabular material?
Are spare copies to departments
6. ………………….
being sent.
(a)Simultaneously at the time of
issue.
or
(b) at a later date, if so, why?

State of work on the day of

7.
inspection.
(a) Number of drafts/cases
brought forward as arrears
from the previous day.
(i) up to 2 days old
………………..………………
(ii) 3-4 days old
………………..………………
(iii) 5-7 days old
(iv) Over 15 days old ………………..………………

……………………………….
Total ………………………………..

(b) Number of signed letters etc.,

left undespatched on the
previous evening.

63
 Question Answer

Are the following registers etc. being

8.
properly maintained.
(a) Issue Register
(b) Working sheets for typist
(c) Machine card
(d) Used stencils-are they being
kept systematically numbered
and well arranged?
(e) Stmp Account Register (Is it
checked regularly?)
(f) Peon book (Does it show
always the name of peon?)
(g) The register for return of
issued drafts to sections.
Brief recapitulation of
defects or shortcoming
noticed from inspection of all
the sections any other
suggestion for improvement
you may have to make:-

1………………………………….
2…………………………………….
3…………………………………..
4……………………………………
5…………………………………
Signature of the Inspecting Officer……
Designation…………………………….
Date…………………………………….

64
 ANNEXURE I
Statement showing action taken on the last inspection report

Defects pointed out or suggestions made Action already taken or proposed

in the previous report

1. 1.

2. 2.

3. 3.

4. 4.

5. 5.

6. 6.

7. 7.

8. 8.

9. 9.

10. 10.

65
 ANNEXURE II
FORM OF CASE STUDY
File No……. Subject……….

Date Event Interval Remark

1 2 3 4

HINTS FOR MAKING A CASE STUDY

1. Examine each paper in the file step by step in a chronological order
from the date of receipt of the first communication. Each movement should be
noted carefully.
2. In the “Event” column against the appropriate date should be
mentioned every stage in the progress of the case e.g., “Assistant receives
P.U.C.”, Assistant submits a note” “U.S. submits to D.S.,” “Reference
made………………Department”, “draft submitted for approval”, “reply issued”,
etc.
3. The Remarks column should give full comments on the speed and
quality of work.
4. Any unreasonable intervals between stages should be noted and
causes looked for.
5. Comments on the quality of work should deal with defects in procedure
and such defects as unnecessary or repetitive noting, omission to put up
previous papers and precedents or to comment upon obvious essential points,
unnecessary inter-sectional or inter-departmental reference unnecessary
submission of cases to higher levels instead of accepting responsibility for
disposal etc.

66
 APPENDIX XIII A
MONTHLY INSPECDTION BY THE ACCOUNTANTS QUESTIONNAIRE

Finance Department – Accounts Section______________ Branch

Date of Inspection

Question Answer

Name of Accountant

Number of Assistants-
1

Grade I
Grade II
Lower Division

2. Attendance Register-

(a) Is it properly maintained?

(b) Action taken against late
attenders, if any, in the
previous month.

3. Forward diary-

Is this maintained properly?

4. Guard File-

(a) Is it maintained up to date?

(b) Give the number and date of the
last Government Order on the
Guard File.

67
 Question Answer

5. Diarist-

(a) Are all receipts received before

3 p.m. diarised on the same
day and distributed among the
assistants?
(b) Is it checked and initialled by
the Accountant daily?
(c) No. of receipts received during
the month.
(d) Are bill/File numbers entered in
the Diary Register regularly?
(Compare log Book with the diary
Register).
(e) Are diary numbers inflated?
(f) Are Half Margin Reminders
issued regularly?

6. Record-Supplier-

(a) Number of Record-Suppliers.

(b) Have all bills of the last month
been properly folded and
stitched by the Daftary with the
instructions given by the
concerned dealing assistant
and made over to the Record-
Supplier?
(c) Are corresponding T.V.
numbers entered at the top of
each such bills and in the Bill
Registers by the literate peon?

68
 Question Answer

(d) Are bills previous to the last six

months properly kept in the
Record Room and made
available to the assistants when
requisitioned?

7. Assistant-

(NOTE- For each assistant a

separate sheet should be used).

(a) Are the following registers

maintained properly and all
columns filled up?
(i) File Register
(ii) Log Book
(iii) Transit Register
(iv) Advance Register
(v) Bill Register
(NOTE-Each register to be examined
and defects, if any, to be pointed
out).

(b) Arrear lists:-

(i) Are office order files with

necessary notes put up
regularly by Assistant
concerned on each Saturday
(Applicable to Establishment pay
section).
(ii) Receipts/Cases pending
disposal may be shown
below:-

69
More than 3 days old One month old Date of receipt of oldest
receipt/ case in hand
1 2 3

Question Answer

8. Verification of services-

Have any pension papers for

verification of service been received
during the month? (If in affirmative,
action taken on the same should be
indicated).

9. Issue Section-

(a) Are drafts sent to Issue Section

issued within 24 hours?
(b) Are drafts returned promptly by
the Issue Section and placed
on file and also entered in the
Transit Register.

70
 Question Answer

10 General-

ere quality of work, promptness in

disposal and general up keep of
papers and registers, etc. should be
entered.
Signature of the Accountant

Date……………………..

71
 APPENDIX XIII-B
QUESTIONNAIRE FOR HALF-YEARLY INSPECTION OF THE ACCOUNTS
SECTION, FINANCE DEPARTMENT

Question Answer

1. Present Inspection-

(a) Name and designation of the

officer conducting the
inspection.
(b) Period of accounts inspected.
(c) Date of present inspection.
(d) Strength of Establishment for
which bills for pay and
allowances are prepared:

(a) Gazetted
(b) Non-Gazetted (other than Class
IV).
(c) Class IV

2. Last Inspection-

(a) Date of the last inspection and

by whom conducted
(b) Have all the remarks made in
the last inspection been fully
attended to?
I ESTABLISHMENT (PAY)

3. Monthly Bills-

Are monthly bills prepared and

presented to treasury two days
before the last working day of the
month? Total number of such bills
during the year under review.

72
 Question Answer

4. Absentee statement-

Are monthly bills prepared on basis

of the change-(absentee) statement
furnished by the Departments?
Three cases may be examined at-
random and results recorded on the
following proforma

Date on which Date on which Date on which Was there any How the
the 1st change preparation of the 2nd occasion for discrepancy
statement the bill statement over drawal was reconciled
received by the completed covering the due to late or (state the
dealing last week, if nonreceipt of number of bill)
Assistant any, affecting change
pay was statement
received

2
1 3 4 5

73
 Question Answer

5. Supplementary and Arrear bills-

(a) Total number of

supplementary and arrear
bills, including pre-audit)
prepared during the year
under review and its
percentage in relation to the
monthly bills.
(b) Examine the necessity for
preparing supplementary bills
if the percentage is unduly
high (above 125% of monthly
bills) taking in to account at
least half a dozen cases at
random and record result in
the following proforma.

Date on which Nature of the claim Date of issue of the Time lag Remarks
the claim arose (increment leave office order by the between one and
salary etc.) concerned Department three (Col.3-1)
Y.M.D.

2
1 3 4 5

1
2
3
4
5
6

(c)Is a suitable note kept to link the

supplementary bills with the main
bills to avoid risks of double drawal?

74
 Question Answer

6. Bill Register-

(i) Is a bill register in Form 28-A

OTC maintained properly
(Note 4 to S.R. 235 OTC).
(ii)(a) Whether all bills encased
have been accounted for in
the cash book?
(b) Whether amounts not
disbursed within three months
of encashment have been
refunded to Government?

7. Events Register-

(i) Is register maintained for

keeping a note of events
affecting pay and allowances
etc. of the members of the staff?

(ii) Are bills for new Claims (e.g.

increments, promotions etc.)
paid within a reasonable time
(say not exceeding 30 days)? A
few events to be picked up at
random and the result recorded
in the statement below:-

75
 Question Answer

Sl. Event Date of Date of Date of payment to

entitlement encashment of the party concerned
No.
the bill from
treasury or Bank

2
1 3 4 5

1
2
3
4
5

L.P.Cs.-
8.

Are L.P.s. of persons transferred to other Offices

issued promptly? Give particulars of any 3
L.P.Cs. issued in the proforma below:-

Serial Date of relief or transfer Name of Officer Date of issue of Interval between
L.P.C. Col.2 and 4
Number
2
1 3 4 5

1
2
3

76
 Question Answer

9. Recoveries ordered by the

Accountant-General (S.R. 181
O.T.C.),
Was any amount disallowed by
Accountant- General at any time
from any bill during the year under
review ? If so, was the recovery of
such sum disallowed.
(i) from a pay bill, effected from the
next pay bill?
(ii) from a T.A. bill, affected from
subsequent T.A. bill presented
within a month or from the next
pay bill in cash if no subsequent
T.A. claim arose within a month?

10. Attachment of pay etc., for debt-

(S.R. 182, O.T.C.).
(i) Was the pay of any Government
servant attached by any order of
a court of law or by any co-
operative society or Bank at any
time within the year under
review?
(ii) Was proper deduction made in
satisfaction of such order from
the pay bill of the Government
servant concerned?

11. Other Bills-

(i) Number of other bills prepared

during the year under review:-

77
 Question Answer

(a) G.P.F. advance.

Cycle purchase advance.
House building advance.
Pay advances.
Festival advances.
Honorarium
Discretionary grant
Re-imbursement etc.
(i) Any other bill.
(ii) Are such bills prepared
promptly. A few cases may be
examined at random and the
result recorded.

Nature Date of issue of Office Date on which bill Date of payment Remark
of Orders presented to
Claim treasury

2
1 3 4 5

1
2
3
4

12. Advance and Recoveries-

Is a register maintained for watching

recovery of advances?

13. Leave and Increment-

Are leave and increment cases

referred to accounts section returned
to Departments promptly?

78
 Question Answer

14 Verification of Service-

Are pension papers sent for

verification of Service attended to
within reasonable time?

15. Service Books and their

maintenance-
Have certificates to signify up
to date maintenance of service book
been received by the due date
prescribed and in default has pay of
the concerned officer been withheld?

16. Annual Income-Tax return-

Has the annual income-tax

return been furnished on the due
date to the Income-Tax Officer in
respect of non-gazetted Government
Servants?

17. Routine procedures-

Examine the file register and log

books of each assistant to see
whether bill numbers are noted
against each receipt.
II- TRAVELLING ALLOWANCE

18. Travelling Allowance Bill-

Are bills prepared promptly on

receipt of particulars. State the total
number of such bills during the year
under review-
(a) Gazetted
(b) Non-gazetted

79
 Question Answer

19. Tour Advances--

(a) Are tour advances adjusted in

accordance with rules?
(b) Is the advance register
maintained properly to ensure
recovery from the main bill?
(c) Was any second advance made
to a Government servant under
rule 262 (iii) of O.G.F.R. Vol-.I
before account of the first was
given as required in Note I there
under? Quote authority for such
drawl if there be any.

20. Bills for claims-

Are bills for claims paid within a

reasonable time (say not exceeding
30 days)? A few events to be picked
up at random and the result recorded
in the statement below-

Serial Event Date of Date of Date of passing of Date of payment to

number entitlement preparation of bill bill by Treasury the party
concerned

2
1 3 4 5 6

1
2
3
4

80
 Question Answer

21. T.A. Allotment-

(i) Is the register to guard the

expenditure on T.A. properly
maintained?
(ii) Has the allotment exceeded in
any case?

22. File Register and Log Books-

Examine the file register and log

books of each assistant to see
whether they are properly
maintained by noting bill numbers
against each receipt.
III-GAZETTED PAY

23. Preparation of bills-

(i) Are the bills prepared in time?

(ii) was there any complaint for
delay during the year under
review?
IV—BUDGET

24. Preparation of Secretariat and

Ministers’ Budget-
(i) Is the budget submitted to the
Finance Department in the first
week of September?
(ii) State the number of budget
slips received on the last budget
(Rule 31 of O.B.M.)

81
 Question Answer

(a) Were all of them answered

within a week of receipt?
(b) Did any slip remain
unanswered for more than a
fortnight?
(iii) Are the first and second
revised estimates submitted
on due dates?

25. Classification of charges (Rule 84.

O.B.M.)-
(i) Is the units of appropriation
concerned entered in full at the
top of every bill?
(ii) Are total amounts debitable to
each unit shown at the top of
Establishment pay bills?
(iii) Has the A.G. intimated of any
correction made by him in these
classifications? (Rule 85-
O.B.M.)

26. Progressive account of expenditure

(Rules 87 and 88. O.B.M.)-
(a) Is the progressive account
maintained properly to minimise
the discrepancy between the
Departmental figure and that
recorded in A.G.’s Office?
(b) Are such discrepancies
reconciled in the prescribed
manner and that quite
promptly?

82
 Question Answer

27. Service Books etc-

Are the Service Books and service

rolls up to date and duly verified by
the head of Office (Rule 70 (i)
O.G.F.R.)

28. Increment-

(a) Is the register of increment

maintained and calendar of
increments prepared for watching
drawal of increments?
(b) Are the rules strictly followed with
regard to submission of
increment cases?
(c) Are events postponing the date
of increment noted in the
register?

29. Leave and promotion-

(i) Is the leave account maintained

properly and each leave order
entered promptly in the service
books?
(ii) Are officiating promotion on
account of leave vacancies
shown in the service books of
person concerned simultan-
eously while entering the original
leave?

30. File Register and Log Book-

Are the file register and Log book

maintained properly?

83
 Question Answer

VI CONTINGENCIES

31. Contingent Expenditure-

(I) Is the contingent register (S.R.

250. O.T.C.) being written up
after each payment and initials
of the authorised officer
entered against the date of
payment of each item?
(ii) Have most common sub-heads
and detailed heads got
separate columns in the
register (S.R. 251. O.T.C.)?
(iii) Is a progressive total of the
columns made each month
immediately after the monthly
total (S.R. 253.O.T.C.)?
(iv) Are contingent bills endorsed in
favour of private parties as
permissible under S.R. 256. of
O.T.C.?
(v) Are bills being paid to the
parties concerned without
delay, say, in not more than 10
days?
(To be replied after a test check
of five items picked up at random,
the result being recorded in the
statement below).

84
 Question Answer

Serial Date of Amount Date of Interval between Reason for and

No. receipt payment Co.2&4 unduly long
of bill interval (Col.5)
if any

2
1 3 4 5 6

1
2
3
4
5

Are bills for Stores, furniture etc.,

(vi)
supported by a certificate that articles
have been received in good condition
and entered in the stock register (S.R.
326. O.T.C.)? (Five vouchers should
be test checked and result recorded in
the statement below).

Serial Date of bill Description Whether the bill is Whether entries in the
No. of articles supported by a stock register have
certificate about actually been made (to
quality of goods and be verified from the
entered in the stock stock register)
register

2
1 3 4 5

1
2
3
4
5

85
 Question Answer

32 Sub-vouchers-

(i) Do all sub-vouchers bear pay order

specifying amount payable both in
words and figures duly signed by
hand and in ink (S.R. 165.O.T.C.).
(ii) Are Sub-Vouchers not submitted to
audit preserved carefully till
destruction under orders of
competent authority (S.R.
167.O.T.C.)
(iii) Are paid sub-vouchers duly
cancelled and stamped “paid”
(S.R. 166. O.T.C.).
(iv) Are all sub-vouchers cancelled in
such a manner to prevent
subsequent use (S.R. 168).
(v) Are the cancellation of sub-
vouchers initialed at the time of
actually signing the respective bills
incorporating them (S.R. 249 (i)
O.T.C.)?
(vi) Are sub-vouchers preserved for a
minimum period of three years
after which they are destroyed.
(S.R. 249 (iv) O.T.C.)?

33. Service postage stamps-

Is the stamp account register

maintained by the departments
properly? Are the stamp registers sent
to the Accounts Section for check
before a fresh indent is submitted?

86
 Question Answer

34. Telephone Bills-

(i) Is a register kept for watching

payment of telephone bills?
(ii) Is payment made in good time to
earn the discount?
(iii) Is a log book for trunk calls
maintained for each telephone
and settlement of the relevant bills
in respect of calls is made in
time?
VII CASH
Amount of cash handled- Amount of cash handled
35. Month

(During each quarter separately). (a)

(b)

(c)

(d)

Total

36
Head of Department and Office-

(i) Has any gazetted officer, other

than head of the organization
been declared as “Head of the
Department” [(O.G.F.R.2 (XV) III)]

(ii) Has the “Head of Office”

authorized any other gazetted
Government servant under him
(S.R. 102 of O.T.C.)

87
 Question Answer

(a) To incur contingent expenditure

[O.G.F.R. 80 (3) ]?
(b) To attest entries in cash book and
contingent register?
(c) To sign receipts and bills for
expenditure or other orders on his
behalf?
(d) To exercise any other power on
his behalf?
(iii) If so, give the designation of the
officer so authorised?
(iv) Does there exist any formal order
delegating such authority?
Security-
37.

(i) Has the cashier or any other

subordinate entrusted with
cash?
(a) Furnished adequate security?
(OGFR 269)
(b) Executed a security bond in
prescribed form (OGFR 275)?
(ii) Amount and type of security
tendered.
(iii) Have adequate measures been
taken to safe guard
Government money [OTC: SR
37 (viii)]?
(a) While in transit, and
(b) While kept in office premises.

88
 Question Answer

38. Handling of cash by person other than

the cashier-
(i) Are any person other than the
cashier employed to deposit
money into or receive payment
from the Bank [O.T.C: SR 37
(viii)]?
(ii) If so,
(a) Within what limits?
(b) Designation of such person or
persons.
(c) Is the head of office satisfied
about his/their reliability and
trust-worthiness?

39. Non-Government moneys (OTC: SR

37 (vii)-
(i) Does the cashier handle money
for any Semi-Government, or
non-Government bodies?
(ii) If so, is such money kept and
accounted for separately?

40. Cash Book (OTC: SR 37)-

(i) Has the number of pages been

certified on the first page?
(ii) Is the cash book written up daily
and entries attested by
authorised officer?
(iii) Are totals verified by a person
other than the writer of the book?
(iv) Are monthly balances analysed
and the analysis recorded in the
book?

89
 Question Answer

(v) Is there any erasure or over-

writing? Are corrections, if any,
made in red ink and duly
attested?
(vi) Is the cash balance?
(a) Verified monthly; and
(b) Subjected to surprise checks? (To
be verified from certificates recorded
in the Cash book)

41. Permanent Advance (OGFR 82)-

(i) Amount of the permanent

Advance.
(ii) Is it adequate to ensure even flow
of petty advances?
(iii) How often is it recouped during
the course of a month?
(iv) Is the acknowledgement sent to
the Accountant-General?
(a) On 15th April.
(b) In case of a transfer of charges, if
any within the year under review?
(v) Is a permanent advance register
maintained separately outside the
cash book?

42. Receipts (O.T.C: SR 41)-

(i) Pick up at random half a dozen

counter foils and verify-
(a) Whether they were signed by the
authorised officer; and
(b) Whether corresponding entries
appear in the cash book.
(ii) Has the number of forms in the
receipt book in use been certified
(O.T.C: SR 45).
90
 Question Answer

Disbursements (O.TC: SR 235).-

43.

(i) State if a separate acquaintance

roll in form OTC 28 is in use?
(ii) Is an account of undisbursed pay
and allowances kept in the
prescribed register in form OTC
28-B?
(a) Is this register maintained
properly (as required under note 5
to S.R. 235 (OTC Vol. I.)?
(b) Is an abstract of the undisbursed
amounts prepared to ensure their
refund within 3 months?
(iii) Have any money remained
undisbursed for more than three
months? If so, details of such
amounts should be ascertained
and recorded in the statement
below:

Date of Amount Purpose for Reason of non- Action proposed to

receipt of which disbursement expedite disbursement
amount. drawn of refund

2
1 3 4 5

44. Money received as direct revenue-

(i) Are any money received direct as

dues of Government?

91
 Question Answer

(ii) Can the handling of such money

not be avoided by insisting on
and/or arranging for direct
payment into the Treasury/Bank
OTC SR 36)?

VIII. STATIONERY

45. Indents-

(i) Was the indent prepared in time

according to the scale laid down
in App. XVI of the Orissa
Secretariat Instruction?
(ii) Was it submitted on or before the
1st June?

46. Stock Book-

(i) Is it maintained properly?

(ii) Are all supplies entered upon their
receipt?
(iii) Are issues noted promptly?
(iv) Has the stock book been verified
on the first day of each month by
the Stationery Assistant and a
note made in the Book?
(v) Has the stock account been
checked by the Registrar on the
1st day of each quarter and a
certificate furnished to the next
higher authority?

92
 Question Answer

47. Supplementary and emergent indents-

(a) State the number of

supplementary and emergent
indents submitted during the
year under review.
(i) What were the explanation
offered in each case.
(ii) Was any demand challenged
by the Registrar at any time.
(b) Are such indents necessitated
solely due to non-supply or short
supply of the quantity included in
the annual indent only.

48. Requisition of supplies-

(i) Are all requisitions received in the

prescribed form?
(a) is the column meant for “Supplies
permissible according to
prescribed scale” duly filled in?
(b) are up-to-date supplies already
given during the year invariably
stated in the proper column?
(ii) Is the date of requisition
prescribed in rules strictly followed
for submitting indents and
receiving supplies?
(iii) Is supply made beyond the
prescribed dates?
9. (a)Authority for such supply
(b)Occasion necessitating such
supplies.

93
 Question Answer

GENERAL

49. Retrenchments (SR 171 OTC)-

(a) has the A.G. at any time during

the year under review issued a
retrenchment order and has the
amount disallowed been
recovered promptly without
listening to any objection or
entering into any
correspondence?
(b) In case of transfer of the
Government servant concerned
to the jurisdiction of another
officer was the order of recovery
passed on to that disbursing
officer without delay?

50. Objection slips and audit notes-

(a) Is return of bills with objection

by the treasury quite frequent?
(A few such bills if available may
be examined).
(b) (i) Has the last audit note by A.G.
been fully dealt with?
(ii) Are any previous audit notes or
rejoinders thereto still pending?

51. Diary Register-

(1) Is it neat and tidy?

(2) Are subjects given briefly and
clearly?
(3) Is file No. or Bill No.(Col.5)
given against each entry?

94
 Question Answer

(4) Are receipts made over to

assistants on the day of receipt in
the section (Date of previous
day’s dak to be checked)
(5) Is Diary checked by Senior
Accountant and Registrar? If so,
at what intervals?
(Initial of Senior Accountant and
Registrar in token of check to be
seen).
(6) Are Government of India letters
diarised in red ink?
(7) Are the U.O. registers (both in
ward and outward) properly
maintained? Are the movements
of U.O. files and their return noted
in proper columns?
(8) Is disposal marked in log books
and Diary Register?
(9) Are diary Nos. inflated?

52. Registers-

Are all registers as prescribed in rule

maintained properly?
1. Register of pay, T.A. and
contingent bills cashed.
2. Rough Cash accounts book
3. Contingent register
4. Cash Book
5. Register for other advances
6. Register for tour advances.
7. Safe custody register
8. Guard file containing office orders.

95
 Question Answer

53. Staff-

Is the staff attached to each section

adequate?

54. Accommodation-

(a) Is the space available adequate

for seating the staff?
(b) Is sufficient space for preserving
accounts records available?

Signature of the Inspecting Officer

Date…………………………..

96
 APPENDIX XIII-C
QUESTIONNARE FOR THE ANNUAL INSPECTION OF ACCOUNTS SECTION

Question Answer

(a) Name and designation of the

1.
inspecting Officer.
(b) Name of Section (s) inspected.
(c) Date of present inspection.
(d) Date of last inspection and by
whom.
(e)(i) Name of Head Assistant/
Accountant.
(ii) Date of posting to the Section.
Action taken on the last inspection
2.
report (The reply to this question shall
be entered in the proforma given in
Annexure I.

STRENGTH SANTIONED ACTUAL

3.(a) Number of –

(i) Grade I. U.D. Assistants. ……………. …………

(ii) Grade II U.D .Assistants. ……………. …………

(iii) L.D. Assistants ……………. …………

(iv) Literate Peon, Treasury Sircar etc. ……… …………

(v) Other class IV staff ……………. …………

(b) Reasons for shortage, if any.

97
 Question Answer

(a) Is attendance register submitted

4.
to Registrar or any other officer
daily? If not, reasons thereof?
(b) Was there any instance of
habitual late attendance? If so
what action was taken?
REGISTERS
5.

(a) Diary Registers-

(i) Is it neat and tidy?

(ii) Are subjects given briefly and
clearly?
(iii) Is file No. or bill No. given
against each entry?
(iv) Are receipts made over to the
Assistants on the date of
receipt and initials of the
assistants taken? (Previous
day’s daks to be checked).
(v) Is diary register checked by
Registrar and Accountant
regularly? (Initial of Registrar
and Accountant to be seen).
(vi) Are Government of India
letters diarised in red ink?
(vii) Is receipt figure inflated?
(b) U.O. Registers-

(i) Are these registers maintained

properly?
(ii) Are proper movements of U.O.
files kept and their return noted?

98
 Question Answer

(c) Log Book-

(i) Are receipts entered daily in the

log book after receipt.
(ii) Is file No. and or bill No. Given
against each entry?
(iii) Is the log book submitted to
Registrar with the weekly
abstract regularly?

6. Pay Bills-

(a) Are bills for pay prepared and

submitted promptly?
(b) Are there any instances for
preparation of arrear bills during
the last month?
(c) Examine whether the preparation
of arrears and supplementary
bills could have been avoided
and note the necessity for
preparation of such bills.
(d) Are bill for pay returned by the
treasury with objection State the
number of such bills returned
during the last month.
(e) Is absentee statement received
promptly from the Departments?
(f) Are the following maintained
properly-
(i) Bill Register.
(ii) Events Register.
(iii)Office Order Guard File.

99
 Question Answer

(g) Was there any instance of

attachment of pay during the last
month.
(h) State the number of other bills
prepared during the last month.

7. T.A. Bills.

(a) Are T.A. Bills prepared and

submitted to the treasury within a
reasonable period? (Examine at
random five such bills prepared
during the last month and record
results in the proforma below.)

Serial Date of Date of Date of Date of Date of Remarks

No. journey receipt of preparation of passing of payment
T.A. the bill the bill by the to the
particulars treasury party

2
1 3 4 5 6 7

100
 Question Answer

(b) Was there any objection by the

treasury during the last month? If
so, examine the nature of
objection and suggest measures
to avoid such objection in future.
(c) Are tour advances adjusted in
accordance with rules?

(d) Has the travelling allowance

allotment exceeded in any case

8. Budget-

(a) Is the Secretariat budget including

Ministers’ budget submitted to the
Finance Department in the first
week of September?
(b) Were any budget slips received?
If so state the number of such
slips. Were all slips replied to
within a week?
(c) Are the 1st and 2nd revised
estimates submitted in due time.
(d) Are the Units of appropriation
noted at the top of every bill?
(e) Has the Accountant-General
pointed out any misclassification?
(f) Is progressive account of
expenditure maintained properly?

9. Contingencies-

(a) Is the contingent register properly

maintained and initialled by the
authorised officer regularly?

101
 Question Answer

(b) Is proper watch on progressive

expenditure on contingent charges
being kept to avoid excess
expenditure?
(c) Are all sub-vouchers for contingent
expenditure kept properly
arranged?
(d) Are bills for stores etc., supported
by a certificate that the articles
have been received in good
condition and duly entered in the
stock register?
(e) Do all sub-vouchers bear pay
order?
(f) Are all sub-vouchers duly
cancelled and stamped “PAID” at
the time of payment?
(g) Is the stamp Account Register
maintained by the Departments
sent to Accounts Section for
check?
(h) Is a register for telephone trunk
call bills maintained and payment
of trunk call charges made in good
time to earn discount?

10. Cash-

(a) Name(s) of the cashier or any

other employee entrusted with
cash. Does he they) handle Non-
Government money?
(b) Has he (they) furnished necessary
security and/or surety bond?

102
 Question Answer

(c) Have adequate measures been

taken to safeguard Government
money? Any suggestion for better
safety of money?
(d) Cash Book-
(i) Is it maintained properly?
(ii) Is the number of pages
certified?
(iii) Is it written daily and verified
regularly?
(iv) Is the cash balance verified
monthly and also surprisingly?
(e) Is the amount of permanent
advance sufficient and is the
register for permanent advance
maintained properly?
(f) Disbursement-

(i) Is disbursement to the persons

concerned done promptly?
(ii) Is the register for undisbursed
pay and allowances maintained
properly.
(iii) Is there any instance of
undisbursed amounts refund to
the treasury? If so give in detail
the reasons for refund.
(g) Are any money received direct as
dues of Government?

11. Are the following registers maintained

properly?

103
 Question Answer

(a) Register of Pay, T.A. and

contingent bills cashed.
(b) Rough cash account book
(c) Register for other advances
(d) Safe custody register.

12. Stationery-

(a) Was the indent prepared and

submitted in due time and in
accordance with the prescribed
scale.
(b) Is the stock book maintained
properly? Is this checked by the
stationery assistant and the
Registrar regularly?
(c) Are all supplies noted in the stock
book?
(d) Was there any instance of
supplementary or emergent
indents? Examine whether the
necessity of such indents could
have been avoided.
(e) Are requisitions for supplies
received in proper form and
supplies made promptly?
(f) Is there any instance of complaint
for non-supply of any article?
Examine one or two such
complaints and record the
reasons for non-supply.

104
 Question Answer

13. Audit-

(a) Has the A.G. at any time during

the year under review issued
retrenchment orders and if so
whether the amount recovered
promptly?
(b) When were the records last
audited ? See if action has been
taken on the audit notes and
record results in the proforma
below.

Serial Points raised in the audit Action taken Remark

No. notes. thereon

1 2 3 4

Signature of the Inspecting Officer

Date……………………

105
 ANNEXURE I
STATEMENT SHOWING ACTION TAKEN ON THE LAST INSPECTION REPORT

Defects pointed out or suggestion made in Action already taken or proposed

the previous report.

1. …… 1.

2. …… 2.

3. …… 3.

4. …… 4.

5. ….. 5.

6. ….
6.

7. …..
7.

106
 APPENDIX XIV
Form of Fly Leaf
(See Rule XVII-12)
Fly Leaf 19……

Office Department

Collection No. File No. of 19

Serial Nos. to

File subject.

Serial Letters etc., from Number Date Class of paper

REMARKS
No. in file whom received or
to whom issued

1 2 3 4 5 6

107
 APPENDIX XV
[ See rule XVII-14 (b)]
GOVERNMENT OF ORISSA
LAW DEPARTMENT
MEMO. No.8268 (49)-L
To
ALL DEPARTMENTS OF GOVERNMENT/ ALL HEADS OF
DEPARTMENTS/ REVENUE COMMISSIONER, ORISSA/ COMMISSIONER,
NORTHERN DIVISION/ ALL COLLECTORS.

Cuttack, the 14th September 1950

SUBJECT- Instructions to avoid delay in attending matters connected with civil
litigation in which Government is a party.

Difficulties have been experienced in the proper defence of case filed

against Government in different courts of the province. The number of such
suits has increased very considerably for various reasons, such as
Government’s engaging in some commercial activities, requisition of houses,
and taking over of estates. The following rules, if strictly complied with by
Collectors, Secretaries of Departments, and other officers will help in the saving
of Government money and the smooth running of administrative machinery.
The same remarks apply with proper qualifications for conduct of suits in which
government is plaintiff or appellant.
2. Steps to be taken before the notice under section Civil Procedure Code is
served- Even before the suit is filed claimants would naturally press for
payment. Sometimes the claim is genuine and the claimants are driven to the
court purely because of delay and red tape in the matter of payment. This has
to be avoided most scrupulously. The departmental heads and other disbursing
officers should in no event give occasion for legitimate grievance to any body in
this respect.
3. When the claim is partly reasonable and partly unreasonable
Government departments should forthwith tender the amount properly payable
– As for the balance they should invite negotiation if possible, by the claimant

108
himself or his representative in person. If there is any difficulty in ascertaining
how much of the claim is reasonable and how much unreasonable, the Law
Department can help provided a complete statement of facts is made. By
doing this we may be able to avoid litigation, compromise controversial claims
and even if the matters is taken to courts, save most of the costs. Contested
claim cases should be kept separate for timely reference.
4. Steps to be taken before filing of the suit, but on service of Notice under
section 80 Civil Procedure Code -- Whenever the State is to be sued, a notice
under section 80 is served on the Collector of the district in which the cause of
action arises or the Secretary of the Department. Sometimes in addition to the
State an officer is also made defendant, in which case a notice is served on
him as well.
5. Sixty days are followed after this notice and before the filing of the suit.
Meanwhile Government has to study the matter and decide upon the line of
action. If we have no case, we should tender payment. If there is chance of
compromise, it should be tried by negotiation, at the same time preparing our
defence in case the negotiation fails. If the claim is outright unreasonable or a
concession may become an inconvenient precedent, the suit must be
contested.
6. If the Collector receives the notice he should at once contact both the
department concerned and the Government Pleader. He should also write to
the Legal Remembrancer. In all these cases he should communicate not only
the copy of the notice, but also the gist of the case or the copy of the proposed
plaint, which is always forwarded along with the notice, and also the
Government Pleader’s opinion.

7. When a departmental Secretary receives notice of a possible case, either

from the claimant or by a letter from the Collector, he should straightway get his
office to put of the file concerned with an abstract of the facts and the clear
account of the dispute. If the office is properly run, there would already be a
note about the dispute and a caution that the matter might come to the courts.
8. If an individual officer receives the notice against him as defendant for
an act done by him in course of his official duties he should take the following
steps. If he alone is to be the defendant, he should report to the head of his
Department the facts as far as he knows. If he thinks that Government should

109
defend the case for him, he should make a request. If the State is also sought
to be sued along with him, he should furnish the head of his Department with all
the particulars in his possession bearing on this case.
9. If this is done, there is absolutely no reason why the entire case should
not be clearly noted by the Secretary of the Department concerned, or the head
of the office responsible within 14 days from the receipt of the notice either by
the Collector or by the Secretary of the Department. It is advisable for this that
every department or office, against which suits are possible should entrust a
senior assistant with the duty of putting up papers and making an abstract of
facts. But for the noting of the case itself the Secretary of the Department. It is
advisable for this that every the Collector should keep the Government Pleader
of the district informed as soon as he gets the notice with the particulars and
caution him that he would be approached in this matter either by the Collector
himself or by the officers of the proper department.
10. After getting the case ready the Secretary should inform the Collector,
on the one hand, and also send the papers to the Legal Remembrancer noting
clearly the date of the receipt of the notice. It should not be difficult to reach the
stage within 3 weeks from the receipt of the notice.
11. The Legal Remembrancer will scrutinize the matter and give the advice
whether or not the suit must be contested or whether the payment must be
made, or any further negotiations tried with the claimant. This he may do by
himself or by consulting the Advocate-General, if a notice received by the
Secretary, the Collector will be requested to get the Government Pleader’s
opinion. If the Legal Remembrancer suggests negotiations, or wants fuller
particulars, he should give a particular date before which it should be done.
This should not be beyond the 15 days limit.
12. If the Department concerned and the Collector are advised that there
should be a contest, all the facts should be noted, and the assistant responsible
for it should see that a complete brief is ready and sent in time to the
Government Pleader of the proper jurisdiction. Most Departments have district
officers who can be asked to do this. In the Forest Department it may happen
that the officer concerned may have to go some distance to contact the
Government Pleader. Government Pleader’s opinion should be obtained and
kept ready; but this cannot be done until he is given all the particulars which
can be done only by the Department concerned.

110
13. All this should be completed within the sixty days period. Especially in
important cases the Legal Remembrancer will decide whether the Advocate-
General is to be briefed. In that case the administrative department should
show the paper through the Legal Remembrancer to him. If he wants, an
assistant or an officer of the administrative department may be sent to contact
the Advocate-General personally.
14. In the net results, before the end of the sixty days period we shall be
ready with our defence and the plan of contest. But if the contest is useless, the
matter must be settled with the plaintiff within the sixty days period, as
otherwise he may file the plaint and claim costs.
15. Steps after the suit is filed—As soon as the summons and the copy of
the plaint are received, the Collector should inform the Secretary or the head of
the department concerned without any delay of this and forward the copy of the
plaint and the notice. The Collector should make the back reference to the
section 80 notice, or, if there is no notice, state that he has received no such
notice. This of course must be done after verification. The assistant responsible
for it should exercise caution before saying that there has been no notice.
16. The Collector should also inform the Government Pleader that such a
suit has been filed and apprise him of the date of making over the summons
and the copy of plaint.
17. The head of the department or Secretary should forthwith get his papers
and brief and send them to the Collector for transmission to the Government
Pleader. A properly instructed assistant may also be sent. The Government
Pleader should be asked to appear and take step, but he is not likely to be very
successful unless all necessary information is supplied to him by the
department.
18. It is at this stage that any individual officer who is sued along with the
State should decide whether he should put up his own defence. If he does, it
should be consistent with Government’s case and should be checked by the
Government Pleader even though he may have his own pleaders.
19. If a Government officer alone is sued without the State being made a
party, normally he will have to defend himself. But if he approaches
Government in time through his departmental head, it will be decided whether
or not Government would arrange for contesting his case; but he must take
steps in time. If Government defends the officer, all costs incurred by

111
Government may be realised from him if the final results of the suit so justify. At
the initial stages Government’s contesting on his behalf will be only provisional.
20. The Government Pleader should make a draft written statement and
send it up through the administrative department for Legal Remembrancer’s
approval. He will do it, if necessary, after consulting the Advocate-General and
return it. If the date fixed is much too near, the Government Pleader must
appear and ask for an adjournment.
21. Direction to be Government Pleader—The Government Pleader should
discharge his duties with promptness and efficiency. As soon as he receives
any section 80 notice he should apply his mind to it and contact with the
department concerned through the Collector to get all particulars.
22. As soon as he gets the particulars, he must give his opinion. In a similar
manner when he gets the notice of the suit and plaint, he should seek
instruction and draft written statement in time. He should also follow the
progress of the suit in the Court and take all interlocutory measures without
waiting for special, instructions.
23. By due observance of these instructions a good deal of the present
confusion in the contest of cases can be saved.
These instructions are in addition to the Civil Suit Rules as laid down in
Part I of the Bihar and Orissa Practice and Procedure Manual, 1930 provisions
of which should be closely followed.

H. R. KRISHANAN
Legal Remembrancer

112
 APPENDIX XVI
(See rule XIX-10)
Model scale of annual requirements of stationery articles in general use

Writing paper, cream wove 10 quires per officer

of cream laid.
White or badami paper 10 quires per assistant
Demi- official note paper ½ ream local and ½ ream imported
Per officer.
Demi-official envelopes 250 local and 250 imported per officer.
Blotting paper 24 sheets per officer and 12 per
assistant
1
Carbon paper 1 to 2 quires per ream of
2
Typewriting paper.
Eraser 1 per officer and assistant
Ink red 1 packet per head
Desk knives 1 per section
Pocket knives or paper cutters. 1 per officer
Nibs 48 per head
Pencils, lead 3 per officer and 4 per assistant
Pencils, red and blue 4 per officer
Paste (Rowpes) 1 bottle per officer
Tags 200 per assistant
Typewriter ribbons 6 per machine
Typewriter eraser, oil and brushes. 1 per machine
Indent forms 2 per indenter
Ink blue black 4 bodies per head
Ink glasses and stands, pen-holders, paper-weights, rubbers, gum-
bottles, hones, straps, etc., quarter of number in use to cover loss and
breakages.

NOTE- Each supply is subject to availability of stock.

113
 APPENDIX XVII
[(See rule XIX-24(a)]

Copy of letter No.C.P.S.-32/56-30949(3)-F., dated the 15th December 1956,

from the Assistant Examiner-cum-Under-Secretary to Government, Finance
Department to the Accountant-General, Orissa/ Deputy Accountant-General,
Orissa, Puri and Ranchi.

SUBJECT- Fixation of monetary limit for supply of hot-weather liveries to

peons, Orderlies and Jamadars in the Secretariat and offices of the Heads of
Departments (headquarters).

I am directed to say that the Government have been pleased to fix the
monetary limit for the supply of a set of liveries to Peons, Orderlies and
Jamadars of the Secretariat and Heads of Departments (Headquarters Offices)
at a cost not exceeding Rs.21 (Rupees twenty-one) only. A set of livery will
consist of two full pants and two long coats of white dosuty khadi cloth. A brass
badge with the inscription ‘Government of Orissa’ (oval shaped) which should
be attached to the left chest will be supplied at an interval of five years. The
monetary limit for the supply of badge will be Rs.1-2-0.
2. The liveries required for the 4th Grade Government servants of the
Departments of Government and Heads of Departments may be prepared
through any firm within the above monetary limit by placing orders direct on the
firm.
3. Dosuti white khadi cloth required for preparation of liveries should be
purchased from the Government Khadi Production Organisation.
4. This order will remain in force until further orders.

*****

114
 APPENDIX XVIII
(See rule XIX-35)
Scales of supply of furniture
(To be printed later)

115
 APPENDIX XIX
(See rule XIX-36)
Model seale of annual requirements of stationery articles in general use
1. Minister’s Residences-
(A) BED ROOM EQUIPMENTS
No. Size
1. Bombay pattern cot 2 6’-6”X 3’-6”
2. Newar cot 2 6’-6”x3’-0”
3. Mattress 4 Ditto (to fit beds)
4. Mosquito curtain 4 Ditto
5. Chair of the type provided with sofa sets 2 Standard size
6. Alna 2 10”x20”
7. Bed side table with table cloth 4 Standard size
8. Chair 2 Ditto
9. Braket 2 Ditto
10. Carpet 2 (To fit bed room)

(B) GUEST ROOM EQUIPMENTS

1. Bombay pattern cot 1 6’-6”x3’-0”
2. Mattress 1 (To fit bed)
3. Bed side table with table cloth 1 (Standard size)
4. Chair of the type provided with sofa set 1 Ditto
5. Mosquito curtain 1 (To fit bed)
6. Carpet 1 (To fit guest room)

(C) DRAWING ROOM EQUIPMENTS

1. Carpet (To fit the room)
2. Sofa set 1 (Standard size)
3. Lower circular table 1 2’-6” dia., and 2’-0”
height.
4. Side table 4 (Standard size)
5. Cushion Chair 1 Ditto

116
 (D) DRESSING ROOM EQUIPMENTS
1. Dressing table with chair 1 2’-6”x1’-6” with
frame-less Mirror
20”x16”
2. Small rack 1 2’-6”x3’-6”x1’
3. Alna 1 Fitted to item 1.

(E) DINNING ROOM EQUIPMENTS

1. Dining table 1 6’x3’-6”
2. Armless chair 8 Standard size
3. Tea poy 2 12” square or
Circular
4. Surai stand 1 Standard size

5. Meat safe 1 3’-0” height and

24”X24” with open
rack on top.
6. Durry 1 To fit the room
7. Mirror for office bath room 1 22”x18”

(F) OTHER GENERAL EQUIPMENTS

1. Door mat 4 24”x12”
2. Pardas For all doors and
windows of the
office room, bed
room drawing room
and dining room.
3. Bath tub One in each Big size
bath room.
4. Bath stool one for 16”x13”x15”
height each bath room.
5. Khas Khas Screens
6. Bamboo Cheeks

117
Ministers’ residential office room—
1 Secretariat table 1 Writing table with
a set a drawers on
one side
(5’x3’x2-6’).
2. Revolving chair 1 Standard size
3. Small table with table cloth. 1 2’-6”x1’-8”x2’-3”
4. Book shelf 1 4’x3’x1’
5. Chair 7 4 cushion and
3 ordinary standard
size
6. Whatnot 3 3’-6”x 3’-6”x1’-2”
7. Paper cabinet 1 Standard size
8. Tray 2 12”x16”x5”
9. Flag stand 1 Standard size
10. Steel Almirah 1 6’x3’x1’-3”
11. Durry 1 To fit the room
12. Clock 1
13. Door mat 2 24”x15”
14. Foot rest 1 Standard size
15. Waste paper basket 2 Standard size
16. Glass table pad 1 Standardsize
17. Table lamp 1

1. Ministers’ Secretariat Office Room—

As prescribed for residential office room and in addition one
easy chair of standard size and four more ordinary cane chairs, if
required.

2. Visitors waiting room at Ministers’ residence—

1. Big table with table cloth 1 4’x2’-6”x2’-6”
2. Chairs 4 Standard size
3. Bench 1 6’x1’-2”x1’-6”

118
 3. Personal Staff—
(A) PERSONAL ASSISTANT
1. Steno table 1 3’x2’x2’-3” with set of
Drawers on one side.
2. Chair 2 Standard size
3. Table 1 3’-6”x3’x2’-6”
4. Almirah (big) 1 5’x2’-6”x1’-6”
5. File rack 2 Standard size
6. Distribution rack 1 3’-6”x1’-2”x2’

(B) ASSISTANTS, DIARISTS ETC.

For each assistant or Diarist furniture at the scale admissible to

Secretariat Assistant and Diarist.

(C) PEON
1. Stool 2 15”x15”
2. Back bench 1 6’x1’x1’-6”

4. General and Touring Equipments—

1. Petromax light 1
2. Hurricane light 2
3. Trunk 2

OGP-MP-I-(P.&S.)19-2,500-19-05-1961

119
 INDEX
Subject Rule Page
1 2 3
A
ABSENCE - II-15(5) .. 23
______ of Stenographers from the
examinations without leave.
Unauthorised ________ III-5 .. 29
ACCOMMODATION-
Request for _____ ______ in Secretariat XV - 2 .. 36
Buildings
ACCOUNT(S)-
____ _____ in composite offices XVII-15 .. 249
Appropriation ____ _____ VIII-16(a) .. 169
Assistants, Peons & other staff not permitted to X-20 .. 212
Accounts room.
Auditor-General's Report on the _________ of VIII-16(i) .. 181
the State
Committee on Public _____ VIII-16(ii) .. 183
Definition of ______ Section X-1 .. 207
Examination of _____ _____ X-9 .. 210
Finance ____ ______ VIII-16(b) .. 182
General outline of the system of ____ ____ VIII-11 .. 172
General principle of classification of ___ _____ VIII-10 .. 171
Main divisions of ____ _____ VIII-9 .. 170
Registers maintained in the ____ ____ Section X-4 .. 209
Responsibility of Administrative Department in VIII-16(iv) .. 184
respect of appropriation
Vote on ____ ____ VIII-7 .. 169
ACKNOWLEDGEMENT -
___ ____ of letters, etc. V-54 83
ADDRESS-
____ ____ on covers V-100 102
Presentation of ___ ___ to the Governor XIX-3 261
Governor's ___ ____ to the Legislature XIX-39 272
 INDEX
Subject Rule Page
1 2 3
A
ADMINISTRATIVE APPROVAL -
___ ___ of major works VI-36 .. 122
___ ___ of minor works VI-37 .. 124
ADMISSION-
___ ____ of strangers to Secretariat offices I-10 .. 16
___ ___ to record room VII-42 ... 155
Penalty for unauthorised ____ ____ to I-10 .. 16
Secretariat
ADMITANCE -
------------ to the Library XI-3 .. 214
ADVANCE
Necessity for early adjustment of tour and X-13 .. 211
other ____
ALIENATION -
____ ____ of land VI - 35 ... 121
ALLOCATION-
______ of Government business to different
Departments of Government I-3 : 1
ALLOTMENT -
___ ___ of days to different Departments for IX-3(iii) .. 194
answering the Assembly Question.
ANNUAL -
__ __ income tax returns X -14 … 211
___ ___ return of inspections made XIV - 6 … 235
____ ___ Report of departmental activities XVI -9 … 242
APPLICATION ---
____ _____ for rent free houses VI-29 .. 120
____ ____ for outside appointments III-19 … 32
___ ____ for leave and increment are sent to
Accounts Section X-17 … 212
Submission of ____ for leave or representation
by the Secretariat employees III-18 … 32

ii
 INDEX
Subject Rule Page
1 2 3
A
ARRANGEMNET-
____ ____ of papers in a file V-35 … 68

Duties of Head Assistants in respect of ____

____ of papers in a file V-40 … 70

ARREAR LIST ____

Monthly _______ XVI-4 and … 241
IV-3 … 41
ASSISTANT _____
Confirmation of Upper Division ___ ____ II-3 (c) … 18
Duties of dealing ___ ____ in marking cases
for record. VII -7 … 132
Period of probation for promotion to the post of
Upper Division ___ __ II-3(b) … 18
Recruitment of Lower Division ____ II-2 … 17
Recruitment of Upper Division ____ II-3 … 17

ASSISTANT SECRETARY -
Duties of _____________ I-8-L … 15
Inspection by _________ XIV-2(b) … 233
ASSOCIATION ----
Service _____ XIX-34 -.. 270

ATTENDANCE ____
Hours of ______ III-2(a) 28
Maintenance of _____ Register III - 3 28
ATTENTION ___
Minor points requiring _____ at the time of V-39
submission of cases. 70
AUTHORITY ____
______ of Chief Secretary I-5 … 2
______ of Secretary, Additional Secretary, etc I-6 :... 3
Executive ____ _____ of State of Orissa I-1 … 1
B
BADGES -
Use of _______ III-21 … 32
BEHAVIOUR
____ in the office III-22 .. 32

iii
 INDEX
Subject Rule Page
1 2 3
B
BILL (S)
Appropriation ___ ___ VIII-6 ... 169
Check of Travelling Allowance ______ IX -9 … 196
Checking of ____ ____ IX-23 … 203
Circulation of ____ ___ IX-10(d) … 197
Encashing of ____ ___ X -6 ... 210
Instructions in dealing with __ ___ relating to
central subjects IX-11 … 197
Instructions to be observed in dealing with
_______ introduced in the Parliament IX-10 … 196
Introduction of _____ in Legislature IX-18 … 201
Outside opinion on ___ to be elicited with
discretion. IX-12 … 198
Preparation of pay ____ X-3 … 208
Procedure for circulation of _____ IX-19 … 201
Procedure for sending ____ ____ to Central
Government IX-22 … 203
Registration of _____ and payments X-5 … 209
BOOKS
____ ___ of Government circulars and orders XIX-2 … 260
Classification of ____ XI-6 … 215
Disposal of surplus ___ ___ in the Library XI-18 … 221
District Officers Handy Reference ___ ___ XIX-1 … 260
Duties of Departments as to care and return of X-20 … 212
_____ XI-19 … 221
Issue of reminders for return of Library ______ XI-24 … 222
Librarian responsible for loss of ___ ____ XIX-37 & ... 272
Reference ___ and their maintenance XIX -38 ... 272
Reference ___ ___ not to be sent out XI-13 ... 218
Register of _______issued XI -15 … 219
Register of ___ ____ received XI -14 … 219
Responsibility for damage to ____ _____ XI -21 … 221

iv
 INDEX
Subject Rule Page
1 2 3
B
Supply of ___ to the Library XI -4 … 214
Surplus copies of _______ not to be kept in the XI-12 … 217
Library
Treatment of ______ XI-5 … 214
BUDGET----
Classification of ____ heads VIII-9(ii) … 171
Definition of ____ VIII-1 … 157
Examination of the ___ ___ Estimates VIII-4(iv) … 161
First Edition of the _____ VIII-4(v) … 163
Preparation of ____ VIII-4 … 159
Preparation of Secretariat and Ministers ______ X-19 … 212
Presentation of the ___ ___ to the Legislature VIII-5 … 167
Second edition of the ______ VIII-4(vi) … 163
BUILDINGS -
Charges of Secretariat ________ XV-1 … 236
BUNDLES --
Charge of _____ of recoded files VII-13 … 141
Formation of _____ VII-26 … 148
C
CADRE ---
_______ of Non-gazetted Establishment of
Secretariat II-1 … 17
_____ of Stenographers II-14 … 21
CARETAKER ---
______ and his duties XV-5 … 236
CASE(S) ____
Disposal of ___ ___ at different stages by the V-9 … 59
same assistant
Linking of ________ V-36 … 69
Printing of _________ VII-9 … 135
Procedure for dealing with ______ referring to V-30 … 66
legislation.

v
 INDEX
Subject Rule Page
1 2 3
C
Reminder _____ VII-1(ii) … 129
Responsibility of Head Assistants in urgent V-43 … 71
________
Resubmission of ________- after issue of draft V-64 … 89
Submission of table of ______ I-6 (vi) … 4
Transfer of _______ VI-7 … 107
CASH __
Closing of _____ transactions X-8 … 210
Inspection of sections dealing with _____ XIV -3 … 234
CATALOGUE -
____ of books in the Secretariat Library XI-9 … 216
_____ of papers for each bundles VII-20 … 145
Circulation of supplementary ___ issued
…
quarterly. XI-11 217
Revision of ___ of Library books XI-10 … 217
CELEBRATION ___
____ of Independence Day, Republic Day, etc XII-16 … 228
CERTIFICATES _____
Restriction regarding grant of ___ ____ III-26 … 33
CHAPRASIS----
------ ---- to be tidy XIX-28 … 269
CHARACTER ROLL--------
Maintenance of ______ III-27 … 33
CHARGE____
Account heads under which __ __ in England VIII-17(iii) … 185
are recorded.
____ __ in England …… VIII-17 … 184
____ ___ of record room ….. VII-15 … 141

vi
 INDEX
Subject Rule Page
1 2 3
C
____ ___ of bundles of recorded files ….. VII-13 … 141
___ of the Library XI-1 … 214
Definition of sanctioned ________ VIII-4(vii) … 165
Record Keeper is in ____ of secretariat Record
Room. VII-16 … 141
Unsanctioned_______ VIII-4(vii) … 165
CHIEF SECRETARY____
Authority and functions of ______ I-5 … 3
CIRCULATION___
____ of Supplementary Catalogue issued
…
quarterly. XI-11 217
CLASSIFICATION___
____ of Accounts VIII-10 … 271
____ of books XI-6 … 215
____ of receipts V-2 … 54
COLOUR___
Slips of different______ V-45 … 71
COMMITTEE
Action before the setting of a ___ XVIII-5 and … 254
XVIII-6 254
Chairman's brief for a _____ meeting XVIII-4 … 253
Conduct of the meeting in a ____ XVIII-7 … 254
Drafting of Minutes of a ____ XVIII-8 … 255
Expression of disagreement of members in the XVIII-13 … 258
report of a ____
Formation of a___ XVIII-1 … 252
Preliminary action before meeting of a ____ XVIII-2 … 252
Preparation of papers for ____ XVIII-3 … 253
Reports of a ___ XVIII-11 … 257
Structure of Minutes of a ____ XVIII-9 … 256

vii
 INDEX
Subject Rule Page
1 2 3
C
Summary of Recommendations made by a _____ XVIII-12 … 258
Work between meetings of a _____ XVIII-10 … 257
COMMUNICATION__
_____ of adverse remarks in the Character Roll III-27(2) … 33
_____ of correspondence with the Government of
…
India to subordinate authorities. V-60 88
____ of legal opinion to private parties VI-46 … 128
_____ of orders on personal matters. V-59 … 87
_____ to Political and Services Department of
…
matters of political and administrative importance. VI-33 120
_____ to Finance Department of orders affecting VI-27 … 119
_____ with Department of the Secretariat budget VI-2 … 104
heads.
Forms of inter departmental ______ _____ VI-1 … 104
Important ___ ____ to Government of India should
not issue without the approval of Joint Secretary,
Additional Secretary or Secretary V-48(1) … 73
Submission of ____ ____ without file V-41 … 70
Use of various forms of ______ V-48 … 73
Use of the circular and resolution forms of ____ V-48(vi) … 79
COMPOSITE OFFICE(S)
Accounts in ___ ___ XVII-15 … 249
Checking of arrears & delay in ___ XVII-9 … 244
Co-ordination between Secretariat and Heads of XVII-11 … 245
Departments in a __
Darks in ____ XVII-4 … 243
Diary Register in ___ XVII-5 … 243

viii
 INDEX
Subject Rule Page
1 2 3
C
Difficulties of a ___ XVII-1 … 243
Distribution of subjects between the Head of
the Department and Secretariat in the ____ XVII-16 … 249
File Register in ____ XVII-7 … 244
Fortnightly Table of Cases in ___ XVII-8 … 244
Indexing in ___ XVII-13 … 247
Issue Register in _________ XVII-10 … 245
Maintenance of Log Book in _______ XVII-6 … 244
Procedure for __________ XVII-2 … 243
Recording in __________ XVII-11 … 245
Record in __________ XVII-3 … 243
Suits-in ___________ XVII-14 … 248
COMPOSITION ____
…
_____ _____ of a file V-6(ii) 57
CONFIDENTIAL ________
Circulation of _______ papers V-75 … 91
Covers for _____ _____ correspondence V-73 91
Custody of ____ ____ papers V-71 91
Disposal of ___ _____or secret papers V-67 89
Handling of _____ ___ Cases V-69 90
Printing of ____ ____ Papers V-76 92
Recording of ___ _____ papers V-74 91
Registration and submission of ___ ___ papers V-70 90
Treatment of ____ _____ cases and papers V-66 89
Use of locked boxes for ------papers V-72 … 91
CONFIRMATION----
----of Assistants in Lower Division II-7(iv) … 19
-----of Assistants in Upper Division II-3 (c) … 18
CONNECTED PAPERS--
----to be put up at the time of submission of V-11 … 59
files.

ix
 INDEX
Subject Rule Page
1 2 3
C
CONSULTATION--
---- between Departments of Government on VI-3 … 105
matters of common concern.
-----with Finance Department VI-16 … III
-----with Law Department VI-38 and … 124
VI-39 … 125
----with Law Department is necessary in IX-25 and
…
matters of issuing statutory rule, notification or IX-26 205
order by the Administrative Department
----with Legal Remembrancer VI-40 … 125
CONTINGENCIES--
Tour---- X-12 … 211
CONTROL--
----of community listening scheme XII-12 … 228
---of expenditure relating to purchase and XII-13 … 228
supply of books.
COPY--
Preparation of duplicate-- V-82 … 94
Time allowed for copying V-79 … 93
CORRECTION--
----of Manuals XI-26 … 222
Pasting of ----slips XI-26(iii)(b) … 224
CORRESPONDENCE--
Direct----with subordinate local Officers V-62 … 88
Publication of Official V-61 … 88
COST--
Ultimate--- VIII-4(vi) … 163
COUNCIL OF MINISTERS--
Formation of ---- I-2 … 1
Preparation of memorandum for --- V-52(ii) … 82
COUNTER SIGNATURE--
---of estimates for Secretariat building XV-4 … 236

x
 INDEX
Subject Rule Page
1 2 3
C
CRITERION--
------for promotion II-5 … 22
CRITICISM---
----of Government III-13 … 31
CUSTODY--
-----of keys of Record Room VII-43 … 155
----of valuables X-7 … 210
D
DAKS
Opening and distribution of ___ ____ V-1(a) … 53
DEFINITION ___
____ ___ of Reappropriations VIII-14 … 180
___ ____ of ways and means VIII-18 … 185
DEMONSTRATION ____
Loitering prohibited at the time of _____ III-23 … 32
DEPARTMENTS_____
Organisation of ____ ___ I-7 … 5
DEPOSIT ____
Security ________ X-10 … 211
DEPUTATION _____
Treatment of Officers on _____ VI-33 120
DEPUTY SECRETARY____
Inspection by ___ ______ XIV-2(c) 234
DESPATHER____
Duties of ____ ____ I-8-c 6
Recruitment of ____ II-13(e) 21
DIARIST________
Duties of ____ ____ I-8(A) … 5
Recruitment of ____ II-11 … 20
DIARY REGISTER ____
___ ____ in composite offices XVII-5 … 243
DICTATION_____
______ to Stenographers II-22 … 25
Use of Stenographers when they are not II-23 … 25
employed in __ ___
xi
 INDEX
Subject Rule Page
1 2 3
D
DISPOSAL --------
____ of papers connected with presentation of XIX-4 … 262
address to the Governor,
_____ of requisition slips XI-17 … 221
______ of Surplus books XI-18 … 221
____ of waste paper XIX-6 … 263
DISOBEDIENCE____
Penalty for ___ _____ III-17 … 32
DIVULGENCE________
_____ ____ of Official information III-14 … 31
DOUBT____
___ ____ regarding interpretation of rules II-9 … 20
relating to appointment, probation etc
DRAFT(S) ______
Drafting of an affidavit by the Government VI-43 … 127
Drafting of official letter V-48 … 73
Forms of ___ ___ V-47 … 72
Language and construction of ____ _____ V-53 … 83
Note of fact that ________ has been approved V-63 … 89
Reference in _____ V-55(ii) … 87
Submission of ___ ____ to Minister V-52 … 82
When ____ ___ may be put up V-51 … 82
DUTIES ____
____ of caretaker XV-5 … 236
_____ of dealing Assistants I-8(H) … 11
_____ of dealing Assistant in making cases for VII-7 … 132
record
_____ of Departments as to care and return of XI-20 … 221
Library books
______ of Despatcher I-8(c) … 6
_____ of Diarist I-8(A) … 5
___ of Head Assistant I-8(G) … 9
____ of Head Assistant in recording case VII-8 … 134
____ of Head Assistants in respect of V-40 … 70
arrangement of papers.
_____ of Head Typist I-8(B) … 6
____ of Personal Assistants I-8(I) … 12
_____ of Recorder I-8(D) … 7
____ of Record Keeper VII-17 … 142
____ of Record Supplier I-8(E) … 7
____ of Registrar I-8(K) … 13
______ of Staff in the Secretariat I-8 … 5
_____ of Stenographers I-8(J) … 13
_______ of Typist I-8(F) … 8
_____ of Under / Assistant Secretary I-8(L) … 15

xii
 INDEX
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1 2 3
E
EFFICIENCY BARS________
Crossing of _______ II-6 … 18
ESTABLISHMENT___
Non-gazetted ____ of Secretariat II-1 … 17
Maintenance of _____ list II-27 … 26
ESTIMATES______
Civil Budget ___ VIII-4(ix) … 167
Examination of ____ VIII - 4 (ii) … 159
…
Preparation of _________ VIII - 4 (ii) … 159
Preparation of High Commissioner's _________ VIII -17 (iv) … 185
…
Revised _______ _____ VIII-13 178
Second revised ____ ______ VIII-13(ii) … 178
EXAMINATION
___ ___ for Stenographers II-15 … 22
…
___ for Typists II-13(b) 21
______ of draft lease, agreement or contract by
Government Pleader and legal
Rememberancer. VI-41 … 127
…
___ ___ of returns on receipt V-32 67
___ ___ of transferred records VII-24 … 147
Passing of Secretariat training class ____ ___
by the Upper Division Assistants recruited
…
directly II-7(ii) 19
Secretariat Training Class _____ II-7(i) … 18

xiii
 INDEX
Subject Rule Page
1 2 3
EXECUTIVE______
____ ____ __ authority of the State of Orissa I -1 … 1
EXEMPTION ___
____ of Personal Assistants to Ministers and
Deputy Ministers etc., from appearing annual
examination of Stenographers. II -15(3) (6) … 23
EXPENDITURE ___
Cases of ______ that need not be referred to
…
Finance Department VI-20 112
Charged _________ VIII-2 … 157
Control of __________ VIII-12 … 173
Illustrations of charged ________ VIII-2 … 157
Progressive Account of ________ VIII -12(v) … 175
Supplementary statement of _______ VIII 15 … 180
F
FILE(S) __________
Arrangement of papers in a ____ V-12 … 59
Charge of bundles of recorded ____ VII-13 … 141
Composition of _________ V-6 (ii) … 57
________ reference to a Head of Department
…
or to an Officer outside the Secretariat VI -12 109
Maintenance of ________ register in
…
composite offices XVII -7 244
Opening of fresh _________ V - 7 (ii) … 57
Recording of ________ relating to Assembly
…
question IX - 6 195
Reference of _____ to subordinate officers of …
other Department VI -14 111
Removal of _________ from office III - 16 … 31
Requisition of ____ by Accountant General for VI - 13 … 110
audit purposes
Subject heading of ________ V - 7 (iv) … 58

xiv
 INDEX
Subject Rule Page
1 2 3
FINANCE DEPARTMENT
Care to be taken in making reference to _____ VI -24 … 115
Cases of expenditure that need not be referred
…
to _______ VI - 20 112
_______ to be in-charge of amendments to
…
codes and manuals VI -30 120
No proposal to be proceeded with without the
…
concurrence of ____ VI - 18 112
Previous sanction of __ __ to be obtained
…
where necessary. VI - 22 157
Reference of cases to ___ ___ involving …
interpretation of codes and Rules VI - 28 119
Sanction of ___ is necessary for making
…
provision in the budget VI - 17 112
FINANCIAL STATEMENT …
Annual ___ ____ VIII - 2 … 157
FORECAST _______ …
Annual and quarterly _______ VIII - 18 (iv) … 185
Monthly Estimate of _________ VIII -18 (iv) … 185
FORM(S)______
Additions to the list of Standard ___________ XIX - 21 … 268
Charge of _________ XIX - 19 … 267
Classes of printed ________ XIX - 20 … 268
_____ of orders for sanctioning
…
Reappropriation VI - 25 118
Procedure for introduction of new ____ XIX - 22 … 268
Supply of stationary and ___ to Minister XIX - 23 … 268
FUNCTION_____ …
________ of the Finance Department in
…
relation to Public Accounts Committee. VIII - 16 (iii) 184

xv
 INDEX
Subject Rule Page
1 2 3
______ of Home (P.R.) Department Chapter XII 225
FURNITURE ____
Supply of _______ to the Department _____ XIX - 35 … 271
Supply of ________ to the Ministers ______ XIX - 36 … 271
G
GAZETTED________
______ Staff of Secretariat I - 4 (a) … 1
GOVERNMENT BUSINESS ______
Allocation and transaction of ________ I-3 … 1
GRADATION_________
_________ of typists II - 13 (c) … 21
GRANT________
Demands for ________ ____ VIII - 5 (ii) … 168
Motion for reduction in a demand for IX - 8 … 196
____________
Order of demands for ________ VIII - 5 (iii) … 168
H
HEAD ASSISTANTS ____
Duties of ________ I - 8 (G) … 9
Inspection by ________ XIV - 2 (a) … 233
Promotion to the post of ________ II - 4 (c) … 18
Recruitment of ________ II - 4 … 18
Responsibility of _______ that reference to VI - 31 … 120
Finance Department is not overlooked.
HEAD OF THE DEPARTMENT ___
Subject to be dealt with by the _____ in a
…
composite office. XVII - 16 (ii) 250

xvi
 INDEX
Subject Rule Page
1 2 3
HEADQUARTERS-
Departure from ____ III - 9 … 30
HEAD TYPIST___
Duties of _________ I - 8 (B) … 6
HISTORY SHEET
Maintenance of _______ V-25 … 63
INCOME TAX___
Annual _______ return X-14 … 211
INCREMENTS ________
Application for leave and ________ should be X-17 … 212
referred to Account section for report
Sanction of ____ _______ to the II - 15 (4) (a) … 23
Stenographers & II - 21 25
INDEXING____
___ ____ of records in composite offices XVII - 13 … 247
____ ___ of records in Secretariat Department VII -12 … 140
INFORMATION ________
Collection of ____ ____ required confidentially …
by Government of India V - 58 87
Divulgence of official ____ _____ III -14 … 31
Requests for ____ _____ VI - 11 … 109
INSPECTION ____
Annual return of _____ made XIV - 6 … 235
____ by Assistant Secretary XIV - 2 (b) … 233
____ by Deputy Secretary XIV - 2 (c) … 234
____ by Head Assistant XIV - 2 (a) … 233
____ by Under Secretary XIV - 2 (b) … 233
____ of Record Room VII -18 … 144
_____ of Sections dealing with cash XIV - 3 … 234
Periodicity of ______ XIV - 2 … 233
Purpose of _________ XIV - 1 … 233

xvii
 INDEX
Subject Rule Page
1 2 3
INSTRUCTIONS ________
General _________ regarding maintenance of …
Registers IV - 8 52
____ for placing press orders V-90 … 96
ISSUE _____
Date of _________ V-86 … 95
______ of letters in print V - 89 … 96
____ of orders in cases referred to other VI - 6 … 107
Departments.
______ of reminder for return of files VI - 9 … 108
Use of ________section V -78 … 93
ISSUE REGISTER _______
_____ in composite Offices XVII - 10 … 245
____ in Secretariat Departments IV - 2 … 48
L
LAND_____
Alienation of ________ VI - 35 … 121
LANGUAGE____
______ of notes V-22 (i) … 62
LEAVE_____-
Application for __________ and increment X-17 … 212
LEGISLATION ________ …
Procedure for dealing with cases referring to V - 30 … 66
___________
Procedure for proceeding with the proposals IX - 15 … 199
for _______
Proposal to initiate _____ IX - 14 … 198
Proposal for ________ IX - 13 … 198
LEGISLATURE ________
Introduction of Bills in _________ IX -18 … 201
Questions in _______ IX - 1 … 191

xviii
 INDEX
Subject Rule Page
1 2 3
LETTER _____
By whom demi official _______ to be V-48(ii)(a) … 76
addressed
From of domi official ___________ V-48(ii) … 76
Treatment of important ________ received V-I (f) … 54
from Government of India
LIBRARIAN____
Recruitment and promotion of _______ II - 10 … 20
LIBRARARY_____
Admittance to the ________ XI -3 … 214
Charge of the __________ XI - 1 … 214
Inspection of XI -23 … 222
Periodicals to be kept in ________ XI - 8 … 216
Procedure in sending books to the ____ XI - 7 … 216
Supply of books to the _______ XI - 4 … 214
Use of the ________ XI -2 … 214
LIST
Maintenance of Establishment ______ II - 27 … 26
LIVERIES_______ …
Use of _______ and badges III - 21 … 32
LOG BOOK ________ …
________ in composite offices XVII - 6 … 244
LOWER DIVISION ASSISTANT _______ …
Recruitment of _________ II - 2 … 17
M
MAINTENANCE_______ …
Service Book and their _______ X -21 … 213
MANUAL _______
Correction of __________ XI - 26 … 222
Preparation and revision of ________ XIX - 8 … 264

xix
 INDEX
Subject Rule Page
1 2 3
MINISTERS ________
Formation of Council of ____________ I-2 … 1
MOTION________
_______ for reduction in a demand for grant IX - 8 … 196
N
NEWSPAPER________ …
Preservation of __________ and weekly XIX - 5 … 262
reports
NON-GAZETTED________
______ Establishment of Secretariat II - 1 … 17
______ Staff of Secretariat I-4 (b) … 2
NOTES_______
Contents of office ________ V -15 … 61
Form of _________ and signature V -19 … 61
Important ________ to be diarised V - 1(e) … 54
Language of __________ V-22(i) … 62
________ must be referenced V-20 … 62
_________ on the address presented by V -27 … 65
deputations to the Governor and / or a Minister
________ on annual report V-31 … 67
____ should be divided into convenient …
paragraphs. V -21 62
____ should be written in order of the serial …
numbers of the papers of the file. V -17 61
Procedure subsequent to preparation of …
________ V-33 68
Routine _______ V-16 … 61
Treatment of ________ V-23 … 62
NUMBER ________
Issue ________ V -84 … 95

xx
 INDEX
Subject Rule Page
1 2 3
Numbering of paragraphs and columns V-55 … 86
Numbering of resolutions V -85 … 95
____ to be printed of all classes of paper V -92 … 100
Proceedings _______ VII - 3 … 131
O
OPINION_____
Only selected officers to be consulted for V-49 … 81
________
ORDINACE______
Provision of rules in respect of _______ IX - 24 … 204
ORGANISATION _______
______ of Department I-7 … 4
ORGANISATION AND METHODS _______
Central _______Division XIV -4 … 234
________ Units XIV -5 … 235
P
PAPER (S)________
Arrangement of ___________ in a file V-35 … 68
Despatch of valuable _____ V-95 … 102
Flow of _______ V-5 … 56
_______- to be typed or printed V-80 … 94
Removal of superfluous _______ V-38 … 69
Requisition of ______ from Record Room VII - 29 … 149
Spare copies of _______ printed VII -4 … 132
Unnecessary ______ not to be sent to record VII - 21 … 146
room
PAY_______
Drawal and disbursement of _______ X-2 … 207
Registration of bills and payment X -5 … 209
PENALTY_______
_______ for disobedience III -17 … 32
_______ for late attendance III - 2(b) … 28

xxi
 INDEX
Subject Rule Page
1 2 3
___ to Stenographers drawing maximum pay II -15(4)(b) … 23
in case of loss of efficiency.
_____ for unauthorised admission I - 10 … 16
Various forms of _______ and their imposition III - 25 … 33
PENDING LIST______
Fortnightly ______ of letters received from XVI - 3 … 240
Government of India
PERIODICALS
____ to be kept in the library XI - 8 … 216
PERIODICITY ______
____ of Inspection XIV -2 … 233
PERMISSION_________
_______ for joining educational institutions III - 20 … 32
PERSONAL ASSISTANTS______
Duties of ___________ I -8 (J) … 13
Exemption of ______ from appearing annual II-15(b) … 22
examination.
PLAN SCHEMES___
Completion of preliminary arrangements of ___ VIII-12(vi) … 176
Maintenance of progress report of _______ VIII -12 (vi)(4) … 177
Progress reports of ________ VIII -12(vi)(3) … 177
POLITICS_______
Participation in _______ III -12 … 30
POWER_____
_____ of sanction X-11 … 211
PREPARATION _____
______ of Secretariat and Ministers budget X-19 … 212
PROBATION_____
_______ period for assistants promoted to II -3-(b) … 18
U.D. post.
____ period for Diarist, Recorder and Assistant II- 11 … 20
Recorders.

xxii
 INDEX
Subject Rule Page
1 2 3
_____ period for Record Supplier II - 12 … 20
_____period of Stenographers II -- 18 … 25
_____ period for Typist II --13(d) … 21
PROBATIONER_____
Declaration by ____ as to their relative II - 26 … 26
Discharge of ______ II - 24 … 26
Report of Head Assistant about the work of II - 25 … 26
_________
PROCEDURE ______
________ for consulting Finance Department VI - 23 … 114
_____ for circulation of Bills IX -19 … 201
____ for dealing with cases referring to V-30 … 66
legislation
_______ for introduction of new forms XIX - 22 … 268
___ for proceeding with the proposal of IX - 15 … 199
Legislation
_______ for reference to other State V -50 … 81
Governments
_____for sending the bill to the Central IX -22 … 203
Government
_____in issuing letters V-81 … 94
_____ in sending the books to the library XI -7 … 216
____ subsequent to preparation of note V-33 … 68
PROCEEDING(S)____
Circulation of printed ____ and papers VII -9(v) … 137
Disposal of printed____ VII -9(ii) … 135
_____ number VII - 3 … 131
Proof reading of printed _____ VII -9(iv) … 136
Reminder to press for ____ VII -9(vi) … 137

xxiii
 INDEX
Subject Rule Page
1 2 3
PROMOTION ____
Criterion for ______ II - 5 … 18
_____ of librarian II-10 … 20
____ to the post of Head Assistant II - 4 (c) … 18
____ to the post of Personal Assistant II-15(4)(a) … 23
____ to the post of U.D. Assistant II - 3 … 17
PROPOSAL____
____ for legislation IX -13 … 198
____ to initiate legislation IX -14 … 198
PROVISION_____
Diversion of _____ against anticipated savings VI -19 … 112
PUBLICITY____
___ of development activities through films XII - 7 … 227
___ of Government activities XII - 1 … 225
____ of Government of India Press note XII - 2 (b) … 225
____of important events through Photography XII - 8 … 227
____of notices and advertisement XII - 3 … 226
____through All India Radio XII -5 … 226
____ through exhibitions and cinema shows XII - 6 … 227
____through periodical and magazines XII - 4 … 226
PUBLIC SERVICE COMMISSION____
Authority competent to make reference to ____ XIII-2 … 229
Communication of recommendations by Heads XIII -4 … 229
of Departments to the____
Consultation by ___ with other authorities XIII - 6 … 231
Consultation with _____ XIII -1 … 229
Consultation with ___ in case of giving XIII- 10 … 232
protection to old entrants of Ex-Madras or Ex-
Bihar & Orissa employees
Forwarding of applications addressed to the __ XIII -7 … 231

xxiv
 INDEX
Subject Rule Page
1 2 3
Memorials shall not ordinarily be addressed to XIII - 9 … 232
the _____
Papers to be sent to the _____ XIII -3 … 229
Recommendations of the ______ XIII - 5 … 229
Reference to the ____ should not contain XIII - 8 … 232
Government views
PURPOSE____
_____ of Inspection XIV-1 … 233
Q …
QUESTIONS
Allotment of days to different Departments for IX - 3 (iii) … 194
answering the ____
Answering to Oriya_______ IX - 4 … 194
Classification of ________ IX - 2 … 193
Legislative Assembly_________ IX-1 (ii) … 194
Pending___________ IX - 5 … 195
Procedure for answering starred short notice, IX - 3 (i) … 193
starred and unstarred_______
Procedure for dealing with Legislative IX - 1(iii) … 191
Assembly_______
Recording of files relating to Assembly_______ IX - 6 … 195
R
REAPPROPRIATION_____
Difinition of__________ VIII -14(i) … 180
Powers of ___________ VIII - 14 (iii) … 180
RECEIPTS_______
Classification of ____ V-2 … 54
------ not to be diarised V-4(i) … 55
------ to be diarised in Routine Diary Register V-4(ii) … 55
RECORD(S)____
Description and classification of ___ VII-2 … 130
Destruction of------- VII-41 … 155
Duties of dealing assistants in marking cases VII-7 … 132
for____

xxv
 INDEX
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1 2 3

Examination of transferred_----- VII-24 … 147

Preservation and destruction of accounts___ X-22 … 213
Protection of ------ from insects VII-44 … 155
----- not to be supplied to outsides offices VII-36 … 153
---- outstanding at the end of the year VII-39 … 154
Removal of ------- VII-13(b) … 151
Requisition of papers from the Court____ VI-45 … 128
Restoration of ----- VII-40 … 155
Supply of copies of ____ to the public VII-37 … 153
Transfer of ------ to the ---room VII-14 … 141
RECORDER------
Duties of _____ I-8-(D) … 7
Recruitment of ------ II-11 … 20
RECORDING-- …
Duties of Head Assistant in --- cases VII-8 … 134
Duties of recorder in ------ cases VII-10 … 137
----- in composite offices XVII-12 … 246
----- of files relating to Assembly questions IX-6 … 195
State for ----- a case VII-1 … 129
RECORD KEEPER----
Duties of ----- VII-17 … 142
RECORD ROOM---
Inspection of ----- VII-18 … 144
RECORD SUPPLIER------
Duties of ------ I-8(E) … 7
Recruitment of ------ II-12 … 20
RECRUITMENT------
-----of Despatcher II-13(e) … 21
------- of Diarists, recorder and Assistant II-11 … 20
Recorders.
------of Head Assistant II-4 … 18
----- of Librarian II-10 … 20
----- of Lower Division Assistant II-2 … 17
----- of Personal Assistants II-20 … 25
----- of Record Supplier II-12 … 20
-----of Typists II-13 … 20
-----of Upper Division Assistant II-3 … 17
REFERENCE------
File------ to heads of Department or to an office VI-12 … 109
outside the Secretariat
Official----- to officers outside the Secretariat VI-15 … 111
---------- books not to be lent out XI-13 … 218
--------- of files to subordinate officers of other VI-14 … 111
Departments.
----- from Government of India and other State V-44 … 71
Governments.

xxvi
 INDEX
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1 2 3

REGISTER(S)----- …
General instructions regarding maintenance of- V-8 … 58
----
Maintenance of ------- by Assistants IV-3 … 41
Maintenance of ------- by Despatcher IV-2 … 40
Maintenance of ---- by Diarist IV-1 … 35
Maintenance of ---- by Head Assistants IV-5 … 49
Maintenance of ---- by Recorder IV-4 … 47
Maintenance of --- by Stenographers and IV-6 … 51
Personal Assistants.
---- of books issued from the library XI-15 … 219
----- of books received in the library …
------ for charge reports IV-7(i) … 51
------maintained in the Accounts Section X-4 … 209
------ to be transferred to record from VII-6 … 132
------ for statement of temporary Appointments IV-7(ii) … 51
and Deputation.
Stock----- X-16 … 212
Transfer of ----- etc., to Record Room VII-22 … 146
REGISTRAR---
Duties of ------ I-8(k) … 13
REGISTRATION- 209
------ of bills & payment X-5 …
REMINDER-----
Issue of --- for return of books XI-19 … 221
Purpose of ----- V-48(iv) … 76
------- for return of records VII-38 … 153
REMOVAL---
---- of files from office III-16 … 31
----- of superfluous papers V-38 … 69
REPAIRS-
--- to bicycles X-15 … 212
REPORT----
Annual ---- of Departmental activities XVI-9 … 242
------- of breach of rules by the Librarian XI-22 … 22
REPRESENTATIONS -----
Submission of ------ III-18 … 32
REQUISITION(S)-----
By whom the ----- is to be signed XI-16 … 220
Disposal of ------- slips XI-17 … 221
Examination of ------- slips VII-33 … 152
Office sending in ------ is responsible for finding VII-31 … 150
number and date of paper required.
------- of paper from the Record Room VII-29 … 149
------ of papers required for files of other VII-32 … 151
Departments.
---- out of office hours VII-30 150
xxvii
 INDEX
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1 2 3

----- to be registered VII-34 … 152

Return of unexecuted------ VII-35 … 153
RESOLUTION-------
Definition of Legislative Assembly------- IX-7(i) … 195
Procedure for dealing with Legislative IX-7(ii) … 195
Assembly_____
RETURNS------
Annual Income Tax__------ X-14 … 211
XVI-1, … 241
Details about -------- XVI-7 242
and XVI-8 242
Examination of ------ on receipt V-32 … 67
Submission of ------ by the assistants IV-3 … 41
REVISION----
------- of library catalogues XI-10 … 217
REWARDS----
-------- to Stenographers II-16 … 24
------- to Typists II-13(f) … 21
ROSTER-------
------ arrangement on holidays III-8 … 29
RULE------
Three days------- V-42 … 70
S
SANCTION----
------ of Legal Remembrancer in conducting VI-44 … 127
suits.
Powers of -------- X-11 … 211
SCHEDULE----
Draft------- VIII-4(vi) … 163
New Demand_____ VIII-4(vi) … 163
Preparation of ---- for supplementary demands. VIII-15(iii) … 181
SCHEME------
New------- VIII-4(iv) … 161
Old------ VIII-4(iv) … 161
Provision for ------ VIII-4(viii) … 166
SECRETARIAT------
Subjects dealt with by the ---- in a composite XVII-16(i) … 249
office.
SECRETARIAT BUILDINGS----
Accommodation in --------- XV-2 … 236
Canteen in -------- XV-10 … 239
Caretaker and his duties in the XV-5 … 236
Charge of -------- XV-1 … 236
Conservancy staff for ----- and their recruitment XV-7 … 238
Precautions against fire in ------ XV-6 … 237
Receptionist for ------ XV-11 … 239
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 INDEX
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1 2 3

Repairs and improvements to ------ XV-3 … 236

Use of electric lights and fans in ------ XV-8 … 238
Use of General Phones in the ------ XV-9 … 238
SECRETARY-----
Authority and functions of ------ etc. I-6 … 3
SECTIONS-
Inspection of ----- dealing with cash XIV-3 … 234
SECURITY
-------- deposit X-10 … 211
SENIORITY----
---- of Stenographers II-19 … 25
------ of U.D. Assistant II-8 … 19
SERVICE------
Verification of ---- X-18 … 212
SERVICE BOOK------
------- and their maintenance X-21 … 213
SIGNATURE-----
Illegible------not to be accepted for supply of VII-47 … 156
records.
Order benefiting an officer not to issue over his V-94 … 101
own------.
------ of fair copies V-93 … 101
------- of gazette notifications V-91 … 99
SLIPS------
Budget------ VIII-4(iv) … 161
Care in use of coloured------- V-46 … 72
Coloured ------ V-45 … 71
Disposal of requisition------ XI-17 … 221
Examination of requisition------ VII-33 … 152
Pasting of correction------- XI-26 … 222
Preparation of counter marking---- VII-11(ii) … 140
SPARE COPIES-------
------- of printed papers should be used unless V-14 … 60
ordered otherwise.
STAFF------
Duties of ---- I-8 … 5
Gazetted ----- of Secretariat I-4(a) … 1
Non-gazetted------- of Secretariat I-4(b) … 2
STAMP(S)
Cancellation of ------- V-3 … 55
------ Account to be checked by Registrar V-102 … 103
STATIONERY------
Check of stock of ---- by Registrar, Finance XIX-15 … 226
Department.
Maintenance of stock book for ------- XIX-12 … 265
Receipts by Assistants for supply of XIX-16 … 267

xxix
 INDEX
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1 2 3

Receipt of supplies of------- XIX-11 … 265

Requisition for supplies of ------ XIX-13 … 265
and
XIX-14 266
Scales for supply of ------ XIX-18 … 267
Supplementary and emergent indents for ----- XIX-17 … 267
Supply of ----- and forms to Ministers XIX-23 … 268
STENOGRAPHER-----
Duties of ------ I-8(J) … 13
Sanction of increment to the ------ II-15(4)(a) … 23
Seniority of ------ II-19 … 25
STOCK-----
------ Register X-16 … 212
STRANGERS-----
Admission of ---- to Secretariat Offices I-10 … 16
SUITS----
Sanction of Legal Remembrancer in VI-44 … 127
conducting civil---
SUPPLY-----
------ of books to the Library XI-4 … 214
T …
TABLE OF CASES------
Submission of ------- I-6-(v) … 3
Fortnightly------ in composite offices XVII-8 … 244
TEMPORARY-----
Power to create------posts VI-21 … 113
TOUR------
Necessary for early adjustment of ---- and X-13 … 211
other advances.
----- advance XIX-33 … 270
------ contingencies X-12 … 211
----- programme of the Governor and Ministers. XIX-7 … 269
TRANSACTION------
--- of Government business I-3 … 1
TRANSFER------
Missing papers during period of ----- VII-23 … 149
Report of completion of ---- of records VII-28 … 149
TRANSLATION
------- of books and papers XII-10 … 227
TREATMENT------
------of a note by the Governor or Chief VI-4 … 107
Minister concerning several Departments.
--------- of books XI-5 … 214
----- of keep-withs VII-11 … 140
------ of officers on deputation VI-34 … 121
------ of old documents VII-45 … 156

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 INDEX
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1 2 3
TYPIST------
Duties of ------- I-8(F) … 8
Examination for ------- II-13(b) … 21
Examination of typed matter by the ------ V-88 … 96
Gradation of------ II-13(c) … 21
Recruitment of ---- II-13 … 20
Responsibility of ----- incharge of issue section. V-77 … 93
Rewards for-------- II-13(f) … 21
Rules for ------- V-87 … 96
U …
UMBRELLA-------
Supply of -------- XIX-29 … 269
UNAUTHORISED -----
Penalty for ---- admission to Secretariat offices I-10 … 12
---- absence. III-5 … 29
UNDER-SECRETARY------
Inspection by------- XIV-2(b) … 233
UNIFORM(S)
Period for hot and cold water------- XIX-25 … 269
Replacement f Government articles of ----- XIX-27 … 269
Responsibility for the observance of rules on-- XIX-30 … 269
Supply of ----- for staff of Ministers XIX-32 … 270
Type and cost of ------- XIX-24 … 268
------- to temporary peons XIX-31 … 276
Use of old and new------- XIX-26 … 269
UNOFFICIAL________
Noting on ---- cases VI-5 & … 107
VI-10 108
UPPER DIVISION ASSISTANT ------
Recruitment of ------- II-3 … 17

xxxi
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1 2 3
Seniority of ------ II-8 … 19
USE------
------ of economy levels V-101 … 103
------ of telegrams V-99 … 102
V
VERIFICATION------
------ of address in drafts V-57 … 87
------ of figures in drafts V-56 … 87
------ of service X-18 … 212
VOTING-----

-------- of demands and guillotine VIII-5(iv) … 168

W
WASTE PAPER
Disposal of ------ XIX-6 … 263
WAYS AND MEANS------
Definition of -------- VIII-18 … 185
WEEKLY ABSTRACT------
------ of pending receipts XVI-2 … 240

xxxii