Administration - General

Where any statutory provision provides a particular manner for doing a particular act then that thing or act must be done in accordance with the manner prescribed. 

Attendance:

  • Supervisory officer to nominate a person [with alternative] to be in charge of attendance.
  • Immediately after grace time is over, register to be placed before the Head of office/branch
  • S/He to score out the unmarked lines and append her/his initial at the bottom most line. [This is how s/he marks her/his attendance since traditionally the name of the Head of office is not entered in the attendance register though the office procedure specifically give any exemption. ] 

Receipt of correspondence:

  • All communications are to be received only by the person(s) assigned with the work. 
  • Any communication marked or addressed to an official cannot be refused to be received for any reason whatsoever. [just as received by post]
  • The section head who will keep the Office Date Stamp and the numbering machine in safe custody will cause the Date seal and number are put thereon and put her/his initial on all communications received and then put up to the head office office/branch.
  • Communications not pertaining to the office may be transmitted to concerned office or returned back to sender by proper endorsement by N.Dis.

Acknowledgement: 

  • Office procedure do not provide for issue of acknowledgement by the receiving clerk before assigning 'Inward receipt number' / file number.
  • Statutory acknowledgement [Example: Refund Application] to be issued only by the proper officer as per the law.
  • Etiquette demands that any communication to a government official is to be placed in envelop, sealed and addressed. 
  • Where sender wants acknowledgement for receipt of the envelop, sending by RPAD could be the best option.
  • A formal acknowledgement / interim reply may be sent from the concerned file duly signed by the proper officer.

Office infrastructure:

  • Telephone, stationery, office machines and vehicles are to be used only for the purpose for which provided.  Any personal use to be paid for.
  • Personal use of office infrastructure to be discouraged since it would eat away the office hours, make them unavailable for office use and would increase office expenses.
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