131

INDEX ABBREVIATIONS USED S.I. App. Ann. P. .. .. .. .. .. .. .. .. Secretariat Instruction(s). Appendix. Annexure. Para(s).

A
A Records
___

Type of records which for purposes of retention should be categorized as_and the period for which they should be retained.... Abroad
___

App. E, P.75(3)

Recruitment from___ .... Additional Secretary___ See Joint Secretary Advice of Justice Division___ Mode of submission of cases for seeking ___ .. Agreements
___ ___

App.B.P.8.

App. F.P. 28 39.

with foreign countries to be sent to the Cabinet Division for preservation.

App. E, P. 87.

Aide Memoire

A form of communication, its purpose and composition.... Air Headquarters

App. C, P.5(5).

May make references to any Ministry except the Justice Division and vice vrsa on purely departmental questions.. Annual Index of Files
___

S.I. 45.

To be compiled by the Assistant posted to the record room... Appeals

App. E, P. 81.

Procedure of ___ in Federal Government cases.. Appointments___

App. F, P. 20-23.

on ad hoc basis...
___

App. B, P. 10.

Arbitration

Conduct of _____ proceedings

App. F, P. 26.

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Arrears___ Monthly return of ______to be prepared by every Section Officer. Assistant

App. E, P. 89.

Action to be taken by the ______ for recording of file Action to be taken by______ for review, re-categorization and destruction of record Action to be taken by the ______ on a fresh receipt which he is unable to put up by the next working day.. Fresh receipts to be diarised by the ______ after they have been seen by officers.... List of files to be transferred to record room to be prepared by the______ in duplicate.. Movement Register to be maintained by the ______ under the direction and supervision of the Section Officer.. New files to be given distinct file Nos. by the ______ in consultation with the Section Officer... Procedure for handling fresh receipt by the....
______

App. E, P.79. App. E, P.82.

App. E, P. 21. App. E, P. 17. App. E, P.84(1). App. E, P. 3. App. E, P. 25. App. E, P. 20. App. E, P. 74. App. E, P. 73.

should consult his Calendar Diary every morning and submit to the Section Officer all files required to be put up on that date..

______

should maintain a Calendar Diary to note suspense and reminder cases. should mark the file Reminder if a reply to the Communication is awaited and note the date on which the file is to be re-submitted should mark the file Suspense if further action is to be resumed at a later date and note the date on which the file is to be re-submitted to place the office copy on the file in the chronological order and give it a page number....

______

App. E, P. 71.

______

App. E, P. 71. App. E, P. 70.

______

Attached Department___ Conditions under which an ______ or a Subordinate office may make un-official references to the Justice Division Definition of ______ Attendance Register
______ ___

S.I. 44. S.I. 2(i).

to be maintained in the prescribed form in all Sections...

App. E, P. 90. App. E, P. 90.

Section Officer to Initial______ .. Attorney General

Procedure for Consulting ______

S.I. 46.

133

Auditor General of Pakistan___ Procedure for reference to the ______.. S.I. 48.

B
B Record Type of records which, for purposes of retention, should be categorized as ______ and the period for which they should be retained.... Business___ All ______ of Government shall be conducted in accordance with the Rules of Business and the Secretariat Instructions Definition of______ . S.I. 14. S.I. 2(ii).

App. E, P. 75(3).

C
C Record___ Type of records which for purposes of retention should be categorized as ______ and the period for which they should be retained Cabinet___ A summary for the ______ shall be printed and copies furnished to the Cabinet Division as required. Essential requirements of a summary for the Cabinet Division
___ ______

App. E, P. 75(3)(iii).

App. E, P. 46. App. E, P. 46.

..

State documents, treaties, agreements with foreign Governments etc., to be sent to the ______ for preservation.. Calendar Diary___ Each Assistant should consult his ______ every morning and submit to the Section Officer all files required to be put up on that date.. to note suspense and Each Assistant should maintain a reminder cases.
______ ______

App. E, P. 87.

App. E, P. 74. App. E, P. 73. App. E, P. 74.

to be checked by Section Officer periodically....

Cash___ Method of checking whether arrangements for custody and handling of ______ in a Secretariat Office are satisfactory.. Central Board of Revenue___ References to Justice Division may be made by ______ without the intervention of the Ministry of Finance.. S.I. 44. App. D, P. 1(v) (33-36).

134

Central Registry___ All papers for dispatch to other officers to be sent to the ______... All receipts handled by the ______ to be impressed with a rubber stamp showing the name of the Division and the date of receipt.. to be passed on to the officers All receipts processed by the concerned at regular intervals.. Despatch procedure to be followed in the
______ ______

App. E, P. 67.

App. E, P. 9. App. E, P. 10. App. E, P. 67 & Ann. III to App. E. App. E, P. 1. App. E, P. 8. App. E, P. 9. App. E, P. 7. App. E, P. 12.

..

Functions and location of ______ in Secretariat offices.. Handling of reminders in the ______.. No receipt to be diarised in the
______

...
______

Opening of covers and sorting of receipts in

..

Receipts wrongly marked by the ______ to a Section to be promptly returned to the Section concerned or to the central registry Channel of correspondence___ Prescribed ______ with the Government of a foreign country, the Pakistan Diplomatic Mission abroad, a foreign Mission in Pakistan, International organizations and private institutions or individuals in foreign countries... Checks on delays
___

S.I. 54 & App. C.

Monthly return of arrears to be prepared by every Section Officer.. Procedure to be adopted on receipt of a third reminder.. Circulation___
______

S.I. 56 & App. E, P. 89. App. E, P. 88.

of decisions of general application..

App. E, P. 93.

Civil Suit
______

by the Federal Government to be instituted in consultation with Justice Division...

App. F, P. 1-4.

Classification___ Means______ of files into secret or confidential .

App. E,P.75(2). S.I. 62.

of secret and confidential documents

Classification and Categorisation of Records___

for purposes of retention, records to be categorized in four categories.

App. E, P. 75.

Classified Records___ Procedure to be followed for destruction of ______ App. E, P. 82(2).

135

Communication(s) ___ Forms of ______; their purpose and the occasion on which each should be used. Conduct of cases of the Federal Government in Courts___
______

App. E, P. 53-63.

for civil suit by the Federal Government to be instituted in consultation with the Justice Division. in defence of suits etc..

App. F, P. 1-4. App. F, P. 5-18. App. F, P. 19. App. F, P. 20-23. App. F, P. 24. App. F, P. 25. App. F, P. 26. App. F, P. 28-39. App. F, P. 28-39. App. F, P. 40.

______

______

, action on termination of proceedings. , procedure of Appeals.. for execution of decree. in writ petitions. in conduct of Arbitration proceedings.. for expenses on conduct of litigation

______

______

______

______

______

______

, mode of submission of cases for seeking the advice of Justice Division... , implementation of Judgments/Orders passed by Federal Services Tribunal ______ ....
___

______

Confidential documents

Classification and treatment of documents of secret and ______ nature... Consultation with other Division(s) ___ A reference to another Division shall, as far as possible, be addressed to the officer concerned by name ______... Manner in which ______ to be done ... when more than one Division has to be Procedure for consulted.. Control Charts___ Each Section Officer should examine ______ at least once a year and initiate action for discontinuing and report/return which has ceased to be necessary .
______ ______

S.I. 60-62.

S.I. 39. S.I. 31. S.I. 32-33.

App. E, P. 91. App. E, P. 91.

to be maintained in all sections to ensure that all reports and returns due for submission are sent on the prescribed date.

Controller of Stationery & Forms___ All newspapers, magazines, press cuttings, wrapping paper etc., no longer required to be made over to ______ App. E, P. 82(2).

136

Copies of Cypher Telegrams ..... Covers

App.E,P.62-A(i-iv).

File ______Serving Form S.204-E (Revised) should be used for office work.. Method of preparing ______ for documents to be sent out.. Creating Agency
______ ___

App. E, P. 27. App. E, P. 69.

means the Ministry/Division/Department/Commission/ Committee which opens and closes the files ..
___

App. E, P. 75(2).

Cypher

Instructions regarding grading, editing and numbering of ______ telegrams issued by the Ministry of Foreign Affairs to be carefully observed... Method of sending telegrams in
______

App. E, P. 62-A. App. E, P. 62-A.

..

D
D Records___ Type of records which, for purposes of retention, should be categorized as ______ and the period for which they should be retained.... Date of Issue
___

App. E, P. 75(3)(iv).

All communications to bear the ______ on which they are actually issued; they should not be double-dated.. Decision
___

App. E, P. 68.

Circulation of ______ of general application.. Decree Execution of ______ Defence of Suits___ Procedure of ______ Delays
___

App. E, P. 92.

App. E, P. 24.

App. F, P. 5-18.

Monthly return of arrears to be prepared by every Section Officer.. Demi-Official letter___ A form of communication; its purpose and composition Department of Stationery and Forms
___

S.I. 56(1), App. E, P. 89.

App. E, P. 57.

All newspapers, magazines, press cuttings, wrapping paper, no longer required to be made over to ______..

App. E, P. 82(2).

137

Deputy Secretary___ Action to be taken by ______ on fresh receipts submitted to him by Section Officer. Periodical inspection to be carried out by the
_____ ______

App. E, P. 14-16. S.I. 57. App. E, P. 23. S.I. 56(2). S.I. 58(b). S.I. 7.

if he is unable to dispose of Procedure to be adopted by the any work pending with him for three working days.... Second reminder to be in the form of a demi-official letter from the ______
______

should hold periodical meetings with Section Officers .

Type of cases which a ______ can himself dispose of. Despatch

After a communication has been dispatched, office copy to be rubber stamped issuedand returned to the Section concerned. to other officers to be sent to the Central All papers for Registry.... Method of checking whether arrangements for of papers in a Secretariat Section are efficient... Destruction
______ ___ ______ ______

App. E, P. 69(ii). App. E, P. 67. App. D, P. 37-41.

of classified documents; procedure to be adopted for ______ ..

App. E, P. 82(2).

Destuction of Records

Procedure for ______ .. Diarising___ A file referred to or received back from another office unofficially should be diarised each time when it is received back Procedure for ______ and disposal of papers... Type of receipts which shall not be diarised... Diary Register___ Each Section to maintain a ______ .. File number allotted to a receipt to be noted in Diplomatic Note___ A form of communication, its purpose and composition Disposal Schedule
______ ___ ______

App. E, P. 82(2).

App. E, P. 19. App. E, P. 13-16. App. E, P. 18.

App. E, P. 17. App. E, P. 31.

..

App. C, P. 5(5).

means the rules regarding life cycle of a record fixed by the Ministry/Division in consultation with NAP ..

App. E, P. 75(2).

Distribution of papers___ Procedure for ______ in the Division.. App. E, P. 1-12.

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Double-date___ All communications to bear the date on which they are actually issued; they should not be double-dated Draft(s) ___ Appropriate priority marking to be indicated on ______ Designation of the Officer over whose signature the communication is to issue, should invariably be indicated on the______ . Ingredients of a good______ .. Instructions to be observed while preparing
______

App.E, P. 68.

App. E, P. 52(viii).

App. E, P. 52(vi). App. E.P. 51 App. E, P. 52. App. E, P. 52(v). App. E, P. 50-52. App. E, P. 52(iii).

Number of extra copies usually required by the addressee to be indicated on the______ Preparation of______ The enclosures which are to accompany fair copy to be shown clearly on the______ Duties
______ ___

to be performed by the Ministerial Staff of the Federal Sectt..

App. E, P. 95.

E
Economy slips
______ ___

not to be used for covers containing classified communications or those addressed to foreign countries should be used on all covers containing ordinary communications...

App. E, P. 69. App. E, P. 69.

______

E-Mail___ For quick disposal of official business urgent messages may be transmitted through______ .. Endorsement___ A form of communication; its purpose and composition App. E, P. 59. App. E, P. 62-B

F
Fair Copy
______ ___

of a draft to be put up in Signature Pad to the officer concerned for his signature..
______

App. E, P. 66. App. E, P. 65.

When and how typing of the Fax Messages

of a draft should be done...

For quick disposal of official business urgent messages may be transmitted through______ ..

App. E, P. 62-B.

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FPSC___ Acceptance of the advice of the______ .. Ad hoc appointments made by Ministries and Departments without consultation with the______ Consultation with the ______ for recruitment to posts in BPS-16 and above Procedure for making references to______ . File(s) ____ Categorization of ______ . File Heading(s) ___ A register of ______ to be maintained by each Section for the subjects to be dealt with by it . Final Disposal___ A file to be marked Record if the communication issued on it constitutes______ Finance & Accounts Officer
___

App. B, P. 4. App. B, P. 10. App. B, P. 5-10. S.I. 47 & App. B.

App. E, P. 75(3).

App. E, P. 25.

App. E, P. 72.

In each Ministry/Division ______ shall be responsible to advise the Principal Accounting Officer on all budgetary matters .. Financial Adviser
___

S.I. 12.

The role of ______ is to help the Ministry/Division to which he is adviser to achieve its goals with due regard to the dictates of economy . Financial sanctions
______ ___

S.I. 13.

shall be expressed to be made by the authority empowered to make them ..

S.I. 30.

Flags

Correct (method of flagging) and indicating references . Foreign Countries

App. E, P. 35.

Channel of communication between Government of Pakistan and private institutions or individuals in______ Foreign diplomatic missions in Pakistan
___

App. C.P.6.

Channel of communication between the Government of Pakistan and______ Foreign Governments

App. C, P. 5.

Channel of correspondence between the Government of Pakistan and______ ...

S.I. 54 and App. C, P.I.

140

Fresh receipt(s) ___ Action to be taken by the Assistant on ______ which he is unable to put up by the next working day . Action to be taken by Section Officer if he is unable to dispose of a ______within three working days . Action to be taken by the Section Officer on
______

App. E, P. 21. App. E, P. 22. App. E, P. 13. App. E, P. 43. App. E, P. 43. App. E, P. 20. App. B. P.1.

..

Any remark made by a higher officer on a should be copied out on the note sheet and then subsequent note should follow No notes should be written on ______ itself Procedure for handling by Assistant after they have been diarised.... Functions___
______ ______

______

of the Federal Public Service Commission..

G
Gazette of Pakistan
___

All papers for publication in the ______ shall be signed by the Secretary or by an Officer authorized by him. No paper shall be sent for publication in the ______ without full consideration and without the approval of the Secretary concerned. General Headquarters
______ ___

S.I. 63.

S.I. 64.

may make references to any Ministry except the Justice Division and vice versa on purely departmental questions

S.I. 45.

Government property___ Method of determining whether ______ in the Secretariat is being properly looked after... App. D, P. 1 (14)-(18).

H
Head(s) of Department___ Definition of______ . Disposal of cases received from a ______ which he is himself competent to dispose of... Manner in which a case referred to the Ministry over the signature of a ______ shall be disposed of .. and senior officers of the Division to be Meetings of convened by the Secretary once a month Proposal from a shall be in the form of a self-contained communication. Proposals from a shall not be subjected to any technical examination by the Division concerned.. Responsibility of a
______ ______ ______ ______

S.I. 2(iii). S.I. 51. S.I. 52. S.I. 58. S.I. 49. S.I. 50. S.I. 50. S.I. 51.

for technical soundness of his proposals..

Type of cases which a ______ should not refer to the Ministry..

141

Historical significance ____

is the information about records which brace work of enduring value or carry evidential value or contain precedence about matters special to the creating agency dealing the case ..

App. E, P-75(2).

I
Immediate Label___ Use of Residence and ______ to be made most sparingly Incomplete proposals
___

App. E, P. 11.

Action to be taken on ______ received from other Divisions.. Indexing

S.I. 35.

means preparation of index slips for each file and an annual ______ of files...
______

App. E, P.75(2). App. E, P. 80.

Action to be taken by the Section Officer for recording and of Secretariat files Individuals in foreign countries
___

Channel of communication between the Government of Pakistan and______. Ink

App. C, P. 6.

Use of red and blue-black ______ (s) for official work... Inspection(s)
___

App. E, P. 93.

Procedural defects or other problems which cannot be solved readily without detailed investigation, noticed during ______ should be referred to the Management Services Wing, Establishment Division for advice... Inspection report
___

App. D, P. 6.

Procedure for submission of ______ to Deputy Secretary, Joint Secretary and Secretary... Intelligence Bureau
___

App. D, P. 3-6.

Reference to the Justice Division may be made by ______ without the intervention of the Cabinet Division. Inter-departmental reference(s)
___

S.I. 44.

Conditions under which an officer can make un-official references to a Division to which he is not subordinate.. Conditions under which notes received from one Division may be referred to any officer outside the Secretariat. Conditions under which unofficial references may be made by an Attached Department or a Subordinate Office direct to the Justice Division... List of Ministries which should be deemed to have given their general consent to the reference of their notes to certain officers by special Ministries..

S.I. 43. S.I. 40.

S.I. 44.

S.I. 42 & App. A.

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International Organisations___ Channel of communication between the Government of Pakistan and ______ .. Issued Rubber stamp___ After a communication has been dispatched the office copy to be ______ and returned to the Section concerned. App. E, P. 69. App. C, P. 3.

J
Joint Secretary/Additional Secretary
___

Periodical Inspection to be carried out by the______ ..

S.I. 57. S.I. 6. S.I. 6.

shall be entrusted with a well defined sphere of duty..

shall submit cases falling within his sphere of responsibility direct to the Minister ..

L
Law and Justice Division___ Consultation with______ . Conditions under which an Attached Department or a subordinate office may make unofficial references to the______.... No prosecution to be instituted without consultation with the Labels
___ ______

S.I. 71-73. S.I. 44. S.I. 71.

Use of Residence and Immediate ______ to be made most sparingly...... Late Arrival___ Any member of staff arriving after the period of grace (10 minutes) to explain his______ ..... Laws authenticated by the President___
______

App. E, P. 11(2).

App. E, P. 90.

to be sent to the Cabinet Division for preservation.....

App. E, P. 86.

Letter___ A form of communication; its purpose and composition Linking of files

App. E, P. 55.

Circumstances in which ______ may be done..

App. E, P. 37. App. E, P. 37.

on which action is in progress to be avoided as far as possible.

Litigation

Expenses on conduct of ______ payable by the Justice Division

App. F, P. 30.

143

M
Magazines___ No longer required for use, to be made over to the Controller of Stationery and Forms...... Management Services Wing, Establishment Division___ Role of______ ...... Management of Records Meeting(s) ___ Deputy Secretary to hold periodical ______ with the Section Officers. ...... Method of recording minutes of______ ... Secretary to convene ______ of senior officers in the Division and of Heads of Departments once a month... Memorandum___ A form of communication; its purpose and composition Minister___ When a case is submitted to the ______ a summary should be put up if the last note on the file is not self-contained... Ministry of Foreign Affairs___ Channel of correspondence between the Government of Pakistan and Foreign Governments to be prescribed by ______ ... Minutes of meeting(s) ___ Method of recording ______ ....... Movement of file(s) ___ Method of recording ______in the movements register... Method of recording ______ to which file numbers have not been allotted..... Movement Register___ Method of recording movement of file in the.
______ _____

App. E, P. 82(2).

S.I. 75. App. E. P.75(1).

S.I. 58. S.I. 59.

S.I. 58.

App. E. P. 56.

App. E, P. 45.

S.I. 54.

S.I. 59.

App. E, P. 38.

App. E, P. 39.

App. E, P. 38.

to be maintained by the Assistant under the direction and supervision of the Section Officer...

App. E, P. 38.

144

N
Naib Qasid___ Duties of ______attached to an Officer Section... National Archives of Pakistan
___

S.I. 10.

Records to be sent to ______ for retention .. Naval Headquarters

App. E, P. 85.

may make references to any Ministry except the Justice Division and vice versa on purely departmental questions.
___

S.I. 45.

New File(s)
______

should not be opened unnecessarily.....

App. E, P. 32. App. E, P. 25-33.

System to be followed for opening of Newspapers

..

no longer required for use, to be made over to the Department of Stationery and Forms......

App. E, P. 82(2).

Non Current Records ___

are those declared closed on the completion of particular reference dealt therein ........

App. E, P. 75(2).

Note Sheet(s) ___ All notes to be written on______ ..... An officer recording a note on a file should affix his signature on the right hand side of the ______at the end of the note Note Verbale___ A form of communication: its purpose and composition Notification
___

App. E, P. 43. App. E, P. 43.

App. C, P. 5(5).

A form of communication: its purpose and composition Noting on File(s) ___ Any remark made by a higher officer on a fresh receipt should be copied out on the note sheet and then subsequent note should follow...... Cases in which no elaborate ______ is needed. Correct method of recording a note on a file... How notes on files referred un-officially from one office to another should be recorded..... Ingredients of formal
______

App. E, P. 60.

App. E, P. 43. App. E, P. 40. App. E, P. 41. App. E, P. 47. S.I. 22 & App. E, P. 41.

......

146

No elaborate note to be recorded in cases which can be disposed of directly by a Section Officer... No noting beyond a brief suggestion for action needed in cases where a perusal of P.U.C. can enable a decision to be taken by a higher authority..... Notes shall be temperately written and shall be free from personal remarks........ Not more than two officers (excluding Secretary) to note upon a case...... Reproduction of verbatim extracts from the P.U.C. or its paraphrasing to be avoided......
______

S.I. 20 & App. E, P. 40.

S.I. 21. S.I. 25. S.I. 10. S.I. 23. App. E, P. 41. S.I. 24 and App. E, P. 42. App. E, P. 45.

to be recorded only in cases which are to be put up to higher officers for orders........

Summary to be prepared by the Section Officer in complicated or protracted cases....... When a case is submitted to the Minister a summary should be put up if the last-itself is not self-contained... Numbering of paragraphs
___

Paragraphs of notes shall be numbered continuously from the beginning onwards...

App. E, P. 48(C)

O
Office Copy
___

The Assistant should place the ______ on the file in the chronological order and give it a page number... Management Services Wing, Establishment Division
___

App. E, P. 70.

Procedural defects or other problems which cannot be solved readily without detailed investigation, noticed during inspection should be referred to the ______ for advice Office Memorandum
___

App. D, P. 6.

A form of communication, its purpose and composition Office Procedure___ In matters of detailed ______Divisions to be guided by the directions contained in App. E to Secretariat Instructions...

App. E, P. 55.

S.I. 73.

P
Pakistan Crypto Centre___ Cypher messages to be submitted through______ .. Pakistan Diplomatic Missions Abroad___ Channel of communication between the Government of Pakistan and______..... App. C, P. 4. App. E, P. 62-A.

147

Paragraphs numbering___ Paragraphs of notes shall be numbered continuously from the beginning onwards... Part file
___

App. E, P. 48(c)

Circumstances in which ______may be opened...

App. E, P. 32. App. E, P. 33.

should be amalgamated with the main file as soon as latter becomes available.......

Performance___ Method of measuring ______ in the Secretariat for purposes of inspection..... Periodical Inspections
______ ___

App. D, P. 1(1-13).

to be carried out by Deputy Secretary and Additional/Joint Secretary......

S.I. 57.

Permanent Record

Type of records which should be categorized as ______ and the period for which they should be retained.... Personal Assistants/Stenographers___ Responsibilities of ______... Personal cases
___

App. E.P.75(3)(i)

S.I. 11.

No officer should deal with a case relating to his own promotion, transfer, pay, allowances, etc... Personal discussions___ Level at which ______ should take place in cases where there is a difference of opinion between two Divisions . To be resorted to in cases where there is a difference of opinion between two Divisions.. ..... Pakistan Ordnance Factories Board___ May make references to any Ministry except the Law and Justice Division and vice versa on purely Departmental questions Postal Codes
______ ___

S.I. 17.

S.I. 38. S.I. 38

S.I. 45.

to be printed on Letter Heads.......

App. E, P. 64.

PWD___ References to the Law and Justice Division may be made by ______ without the intervention of the Works Division.. Preservation and weeding of various registers____
______

S.I. 44.

in Federal Secretariat should be categorized.

App. E, P.77.

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President___ All executive actions of Gvernment to be expressed in the name of______....... Definition of______ ..... Method of submitting a file to the______ ... to be sent to Original copies of all laws authenticated by the the Cabinet Division for preservation. Press Communique
___ ______

S.I. 29. S.I. 2(iv). App. E, P. 49(vi). App. E, P. 87.

A form of communication; its purpose and composition.... Press Cutting___

App. E, P. 62.

no longer required for use, to be made over to the Department of Stationery and Forms..
___

App. E, P. 82(2).

Press Note

A form of communication; its purpose and composition Private Secretary___ Responsibilities of ______to the Secretaries/Addl. Secretaries... Private Institutions in Foreign Countries___ Channel of correspondence between the Govt. of Pakistan and______. Prosecution
___

App. E, P. 62.

S.I. 11.

App. C, P. 6.

Justice Division to be consulted when Government of Pakistan is concerned with any criminal ______ .......... Not to be instituted without consultation with the Justice Division............... Procedure for transfer
______ ___

S.I. 71. S.I. 72.

of all records, permanent or destroyable to NAP after five years ................

App. E, P.76.

Provincial Governments___ Publication of correspondence between the Government of Pakistan and ______ which indicates a difference of opinion to be avoided................ Reference received from
______

S.I. 67. S.I. 53(2). S.I. 53(1).

shall be attended expeditiously

Relative status of officers for scrutiny and disposal of references between Federal and______............ Publicity___ Conditions under which communications between Government offices may be published. ...........

S.I. 65.

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No official shall give ______ to documents which might seem to reflect upon a superior authority......... Publication of correspondence between the Government of Pakistan and Provincial Governments which indicates a difference of opinion to be avoided.........

S.I. 66.

S.I. 67.

Q
Quarterly Return
______ ___

about Recording and Indexing of files......

App. E, P. 83.

R
Receipt of Papers
___

Procedure for ______in a Division........... Receipt Procedure___ Method of checking whether the ______ in the Section is being carried out efficiently.......... Receipt(s) ___ Action to be taken by a Section Officer if he is unable to dispose of a ______within three working days......... addressed to an officer by Handling and distribution of name................ Handling of classified
______ ______

App. E, P.1-12.

App. D, P. 1. IV (37-41).

App. E, P. 22. App. E, P. 2-4. App. E, P. 5. App. E, P. 18.

...........

Type of ______which shall not be diarised...... Record___ A file to be marked ______ if the communication issued on it constitutes final disposal. ............ Recorded
______ ______

App. E, P. 72.

Rubber stamps

___

and indexed files to be marked by the Assistants with______...............

App. E, P. 78.

Recording ___
______

means the process of closing of a file after completion of action or all issues...........

App. E, P. 75(2).

Records Management___ Arrangements for______.......... Categorisation of records for purposes of retention into four categories................. State documents, treaties, agreements, etc., to be sent to the Cabinet Division for ........... App. E, P. 85-86. App. E, P. 75. App. E, P. 74.

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Recording of Notes___ Ingredients of a formal note........... No elaborate note to be recorded in cases which can be disposed of directly by a Section Officer.......... No noting beyond a brief suggestion for action needed in cases where a perusal of P.U.C. can enable a decision to be taken by a higher authority............. Notes shall be temperately written and shall be free from personal remarks................ Not more than two officers (excluding Secretary) to note upon a case.................. Reproduction of verbatim extracts from the P.U.C. or its paraphrasing to be avoided.......... Recording Procedure___ Action to be taken by the Section Officer for recording and indexing of Secretariat files. Record Room___ Annual index of files to be compiled by the Assistant posted to the______............... Files from to be issued against proper requisition slip signed by the Assistant or the Officer concerned....... Files more than 3 years old should be transferred to a separate ______ in the Division........... List of files to be transferred to ______ to be prepared by the Assistant in duplicate...........
______ ______

S.I. 22 & App. E, P. 40-43. S.I. 20 & App. E, P. 40.

S.I. 21. S.I. 25. S.I. 18. S.I. 23.

App. E, P. 78.

App. E, P. 81. App. E, P. 84. App. E, P. 84. App. E, P. 84. App. E, P. 87.

Personnel...........

Records___ Arrangement for preservation of______ ...... Files more than 3 years old should be transferred to a separate record room in the Division. .......... Recruitment___ By examination................ By selection................. Consultation with the Federal Public Service Commission for ______ to Public Services.......... From abroad................ App. B, P. 6. App. B, P. 7. App. B, P. 6-10. App. B, P. 9. App. E, P. 85. App. E, P. 84.

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References___
______

to and from authorities outside the Secretariat.

S.I. 40-43.

Reference Books

Normally no ______should be put up with files...... Referencing___ How ______should be done............. No fresh receipt or case to be submitted without linking of previous papers to which references are made in fresh receipts. Register of file___ To be maintained in each Section....... Preservation of______ ............. Reminder(s) ___ Handling of ______ in the Central Registry........ Procedure for issuing______ ........... The Assistant should mark the file Reminder if a reply to the communication is awaited and note the date on which the file is to be resubmitted............. Resolution
___

App. E, P. 36.

App. E, P. 35. App. E, P. 34.

App. E, P. 25. App. E, P. 77.

App. E, P. 8. S.I. 56.

App. E, P. 71.

A form of communication; its purpose and composition Retention schedule

App. E, P. 61. App. E, P.75(3).

Return of arrears___ Monthly ______ to be prepared by every Section Officer and submitted to the Secretary/Additional/Joint Secretary through the Deputy Secretary concerned and a copy to be sent to the Deputy Secretary-in-charge of Administration/Co-ordination Routine file___ Purpose of a ______ and circumstances in which it may be opened Rubber stamp___ All receipts handled by the Central Registry to be impressed with a ______showing the name of the Division and the date of receipt. Provision to be made in the Central Registry ______for Section diary number............ Rules of Business___ All business of Government to be conducted in accordance with ______ and the Secretariat Instructions........ S.I. 14. App. E, P. 9. App. E, P. 9. S.I. 26.

S.I. 56 & App. E, P. 89.

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S
Secretary
___

A summary of a case for the President should be signed by the______................ shall be taken to be sent All fresh receipts sent down by the down for examination and disposal without reference to him Any reference received from a Provincial Government which remained undisposed of for more than a month shall be brought to the notice of ______with an explanation for delay. Maximum extent of delegation of powers to officers serving under him to be determined by the______ ......
______ ______

App. E, P. 49(iii). S.I. 16.

S.I. 53(2). S.I. 5. S.I. 6. S.I. 56(1). S.I. 3. S.I. 3. S.I. 4. S.I. 27. S.I. 15.

may call for any case from the Additional/Joint Secretary for his own consideration..........

Monthly return of arrears to be submitted by every Section Officer to such higher officer as the ______ may order.. Responsibility of the ______ for the efficient administration and discipline in the Division............
______ ______

shall be the official Head of the Division...

shall ensure that cases submitted to Minister (or Prime Minister) are in a complete form... .........

______

should encourage subordinate officers to bring up cases for advice, discussion or disposal..
______

Type of cases to be submitted to Secret document(s)

...

documents of secret and confidential nature shall be properly classified and treated... Section
___

S.I. 62.

Definition of______.. Section Officer(s)

S.I. 2(v).

Action to be taken by the ______ for recording and indexing of Secretariat files.... for weeding and destruction of Action to be taken by the records. Action to be taken by the ______ if he is unable to dispose of a receipt within three working days... on a receipt which the section Action to be taken by the Assistant is unable to put up by the next working day Action to be taken by the
______ ______ ______

App. E, P. 78. App. E, P. 82. App. E, P. 22. App. E, P. 21. App. E, P. 13. App. E, P. 90. S.I. 20 and App. E, P. 40.

on fresh receipts...
______

Attendance register to be initialled by Cases in which

..

should not record elaborate notes on files...

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Definition of______.. Monthly return of arrears to be prepared by every

S.I. 2(v). S.I. 56 & App. E, P. 89. App. E, P. 38. App. E, P.25. App. E, P. 49. S.I. 8. App. E, P. 74.

..

Movement Register to be maintained by the Assistant under the direction and supervision of the______ New files to be given distinct file numbers by the Assistant in consultation with the______. Routine procedure to be observed by the before submitting a file to senior officers...
______ ______

shall dispose of cases where there are clear precedents and no question of deviation from such precedents is involved should check the Calendar Diary of the Assistant periodically..

______

______

should examine control charts at least once a year and initial action for discontinuing report/return which has ceased to be necessary..

App. E, P. 92. App. E, P. 74. S.I. 9.

The Assistant should consult his Calendar Diary every morning and submit to the______all files required to be put up on that date. Will ordinarily be assisted by an assistant... Security___ Methods of determining whether______arrangements in a Secretariat office are in accordance with the prescribed instruction. Security Instruction(s) ___
______

App. D, 1(IV).

shall be strictly adhered to ...

S.I. 60.

Selection___ Recruitment by______.. Self-contained communication(s)

App. B, P. 7.

Circumstances in which ______ may be prepared.. In

S.I. 33.

S.I. 34.

Serial Nos. of files

should run from the 1st January to the 31st December each year...
___

App. E, P. 29.

Signature Pad

Fair copy of the draft to be put up in ______ to the officer concerned for his signature... Simultaneous reference to Divisions
___

App. E, P. 66.

Method of making______....

S.I. 32-33.

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State Documents___
______

to be sent to the Cabinet Division for retention...

App. E, P. 87.

Submission of Periodical Statements

on due date .....

App. E, P. 92. S.I. 9.

Responsibilities of Subordinate Office

....

___

Conditions under which an Attached Department or a Subordinate office may make unofficial reference to the Law and Justice Division.... Definition of
______

S.I. 44. S.I. 2(vii).

..

Suit or Legal proceedings___

shall be instituted on behalf of the Federal Government with prior consultation with the Law and Justice Division..

App. F, P. 1. App. F, P. 2.

A clear report regarding ______ to be furnished to the Law and Justice Division... Summary___ A copy of the ______ on a file may be retained by another Division when the case is referred to it.. A file to be submitted to the President/Prime Minister should invariably include a concise but self-contained and properly referenced______... A
______

App. E, P. 42.

App. E, P. 49. App. E, P. 46. App. E, P. 42. App. E, P. 42. S.I. 24 and App. E, P. 42. App. E, P. 49. App. F, P. 45.

for the Cabinet shall be printed and copies furnished to the Cabinet Division as required ..
______

may be prepared by Section Circumstances in which a Officer.. How a ______should be placed on a file.. In complicated or protracted cases the Section Officer may prepare and place in a separate cover a ______ of the case in triplicate... Method of preparing ______for the President.. When a case is submitted to the Minister a should be put up if the last note on the file itself is not self-contained.. Surrender
______ ___ ______

means the emergent transfer of public record to NAP.

App. E, P. 75(2).

Suspense___ The Assistant should mark the file ______ if further action is to be resumed at a later date and note the date on which the file is to be resubmitted.

App. E, P. 71.

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T
Telegram(s) ___ A form of communication; its purpose and composition Different classes of______... Method of sending
______

App. E, P. 62-A. App. E, P. 62-A. App. E, P. 62-A. App. E, P. 62-A.

in cypher

Post copies of ______to be sent to the addressees Teleprinter Messages___ A form of communication; its purpose and composition Termination of Proceedings___ Action on______... Third Reminder___ Procedure to be adopted on receipt of______.. Transfer of files___
______

App. E, P. 62-A.

App. F, P. 19.

App. E, P. 89.

to the Record Room ....

App. E, P. 84.

Treaties___ To be sent to the Cabinet Division for preservation Typing

App. E, P. 87.

A stencil should be cut when more than 12 copies of a draft are required... When and how ______ of fair copies of a draft should be done..

App. E, P. 65-A. App. E, P. 65.

U
Un-official reference(s)
___

A file referred to or received back from another office unofficially should be diarised each time it is received back. A form of communication; its purpose and composition Conditions under which an Attached Department or a Subordinate Office may make ________ to the Law and Justice Division... How notes on files referred unofficially from one office to another should be recorded. Use of red and blue-black inks
______
____

App. E, P. 19. App. E, P. 58.

S.I. 44. App. E, P. 47.

for special purposes

App. E, P.94.

156

W
Website_____ Government of Pakistan shall be written above the name of the Ministry/Division/Organization in Public Notices, Advertisements and Notifications issued from Ministries/Divisions/ Departments/Organizations given at ______.... Weeding
______
____

S.I. 69.

means destruction of unnecessary papers of a file .

App. E, P.75(2).

Weeding of Records_____ Procedure for______.... Working condition(s)

App. E, P. 82.

Method of determining whether ______ in Secretariat offices are adequate... Wrapping Paper___ No. longer required for use to be made over to the Controller of Stationery and Forms... Writ Petitions
_____

App. D.

App. E, P. 82.

Reports to be called for from the administrative departments before admitting______....

App. F, P. 25.